Learn how to automate, edit, and manage advanced features in action lists, including repeats, breakpoints, and bulk printing.

This article covers:

• Before you start
• Use repeat tasks in an action list
• Use breakpoints to pause automation
• Edit an attached action list
• Automate action list attachments
• Complete action list tasks
• Bulk print action list documents

Before you start

Learn how to create and assign action lists to contacts to streamline your office workflows and ensure consistent customer service.

Use repeat tasks in an action list

Repeating tasks within an action list lets you automate recurring workflows, such as follow-up campaigns, without duplicating effort.

1. Go to Letters/Action Lists > Maintain Action List
2. Click Edit on the right of the existing action list
3. Click Add Item to Action List
   

How it works

You can insert a repeat task into an action list to trigger another action list at a specific point. You can also choose which day the repeated list starts from.

• Example - In an appraisal follow-up action list, you might schedule a repeat to begin on Day 28, but only repeat tasks from Day 7 onward—skipping earlier tasks like initial contact.

Important notes:

• If User Defined Staff Member #1 or #2 is used in the original list, they’ll carry over to the repeated list
• If no user-defined staff is set, the allocated user will be assigned
• Repeated action lists launch at midnight local time
• You can start a repeated list from any day, not just Day 0
• Outstanding tasks from the original list are removed when the repeat kicks in
• To prevent automatic repetition, add a Breakpoint before the repeat day.

Use breakpoints to pause automation

Breakpoints allow you to temporarily pause an action list to ensure critical tasks are completed before continuing.

How it works

Insert a breakpoint after a key task, like confirming photography, so the following steps (e.g., ordering marketing content) won’t proceed until the breakpoint is manually cleared.

This ensures quality control and prevents premature automation.

1. Go to Letters/Action Lists > Maintain Action List
2. Click Edit on the right of the existing action list
3. Click Add Breakpoint To Action List
4. Select the type
5. Enter the details
   
6. Click Save
   

Edit an attached action list

Once an action list is attached to a contact, you can make changes to that specific instance, but not to the original master list.

1. Go to: A contact card
2. Click the Action Lists tab
3. Select the action list from the drop-down menu (top right of the contact card)
4. Click Edit to modify existing tasks
   or
5. Click Add List Item to insert new tasks

Automate action list attachments

You can automate the attachment of action lists using event triggers, saving time and ensuring consistency.

How it works

Set up triggers based on client, owner, property, or purchaser workflows. When the trigger condition is met, the action list is automatically attached.

Complete action list tasks

Tasks assigned to you will appear in your To-Do list on their scheduled date, where you can mark them as complete once they are done.

Bulk print action list documents

You can bulk-print documents linked to a specific action list, ideal for campaigns or batch communications.

1. Go to Letters/Action Lists > Bulk Print Documents
2. Set a date Range and select the Action List
3. Click to bulk print and/or bulk mark tasks as complete