What a message is
A message is an email for a day, such as five days before closing. It goes to the contact or to our clients on a deal. It can also go to the people in a role, such as the lender. It comes from the record's owner, or from the deal's coordinator.
An automation plans it with the step Send a message. See Steps.
The words come from the step, or from a saved response in Email → Templates. Each person gets their own copy, with their own first name. See Saved responses.
How a message is sent
Each message has one of three ways:
- It sends itself. On its day and time, it goes.
- The sender selects Send. On its day, it waits for the sender in Inbox → Messages to approve and in the record's Messages. The email goes when they select Send.
- The sender approves it first. On its day, it waits for the sender in Inbox → Messages to approve and in the record's Messages.
A message is not a task. The email of a task with built-in work is a message too, but it shows on its task. When a message starts to wait, the sender gets a notice. It comes in the app and by email, as their notification settings allow. Inbox in the menu shows how many wait for you.
To send a message that waits, select Send. To change it first, select Edit, change the subject or the text, then select Save. Then select Send. To stop it, select Don't send. Write a reason if you want, then select Don't send it.
What you approve is what goes. If the sender or the people it goes to change before it goes, it waits for you again.
Emails that are prepared for you
Some messages come with their words already written:
- A task's email, from the task's built-in work, such as the introduction emails or a check-in to the lender.
- A document's email, such as the closing transmittal to the title company. The PDF is attached.
- An automation's email that the Assistant wrote, or a saved response.
Each one waits for its person in Inbox → Messages to approve and in the deal's Messages. It reads like an email: from, to, subject, the text, the signature and the files. It says who prepared it. A document's email shows its file: select Open to read it. It also shows what the deal is missing.
- When you send it, it goes in the sender's name. Replies go to the sender.
- A task's email is on its task, under Prepared for you. It is ready 3 days before the task is due. Until someone edits it, it follows the deal. When you select Send, the task is done. When you select Don't send, the task is done as Not sent, with your reason. See The email on a task.
- A task's email never expires. Another prepared email waits 7 days for a decision. Then it is not sent.
- If an admin lets a task's email send automatically, it goes on the task's due date. The deal's Activity says that it was sent.
- If its automation is paused, an approved email waits. It goes when the automation is on again.
What a message needs
A message plans itself again before it goes. If something is missing, it waits and says what. For example: Missing: A deal owner, or Missing: An email for Dana Lee.
- With no one in the sender's role, it goes from the default person. See Choose default people.
- A message due from a key date moves when that date moves.
- If the key date is not in the contract, the message is cancelled.
- A person who may not get email, for example someone who unsubscribed, does not get it.
See a record's messages
Open the deal or the contact. Messages lists each email in one line, with who it goes to, where it is and its date. If one waits for someone else, it says who.
- Select the line of a task's email to open its task. Read it and send it there.
- For another email, select Show email. If it waits for you, select Send, Edit or Don't send right there.