It is important that a contact's sale and/or lease requirements are updated regularly. This is is ensure that they receive relevant property marketing and populate within a contact search correctly when searching via requirements. Below is a step-by-step guide on how to add requirements and configure an email alert against a contact.

Contents: 

• Adding Requirements
• Applying a map search against a requirement
• Configuring an Email Alert (Manually)
• Applying Email Alerts via a Trigger (Automation)
• Bulk reassigning the email alert sender (Housekeeping)
• Additional information

Step by step

Adding Requirements

1. Navigate to an example contact

2. Click on the Requirements tab 

3. Once in the Requirements tab, click on Add Requirement

3. This will then populate the Add/Edit Requirement screen, where you are able to apply the desired property requirements for the contact 

We recommend being accurate with the price range, as when performing property searches (similar to the portals) we search a percentage outside the range to ensure clients do not miss out.

4. Once applied, you are then able to click on Save

5. You can then repeat this process to add multiple requirements if required or click on Edit next to an existing requirement to update or remove it against the contact 

Applying a map search against a requirement

Once a requirement has been applied, you can refine down the requirement area via the map search function. This is a great way to apply a mapped area against a requirement that the contact may be specifically looking for property, as opposed to applying a whole suburb. Below is a step-by-step guide on how to apply the map search against a requirement. 

1. Once a requirement has been applied, click on Use Map Search next to the requirement as per below

2. This will then populate a map that is centred on your office location

3. Using the tools, you can move around the map and define a map search

4. Once defined, click on Save Suburb Map Search to apply it against the requirement

5. This will then replace the previous areas applied to the requirement with the map search defined. You are then able to view the search or remove it via the symbols next to the Map Search 

Configuring an Email Alert (Manually)

Once requirements are added to a contact, these requirements can be used to match properties to contacts via an email alert (Automated email). Below is a step-by-step guide on how to configure an email alert against a contact.

Email alerts can only be applied on a contact-by-contact basis, these can not be applied in bulk. However, you do have the option for the system to automatically apply an email alert against holding area enquiries using a trigger (Automation). A guide on how to do this can be found here. 

1. Navigate to an example contact

2. Click on the Requirements tab > Configure Email Alerts 

3. This will then populate the Configure Email Alert screen, where you are able to apply the below settings:

• To: - This will automatically populate the contact email address (If multiple email addresses are attached, you are able to select which email(s) are to receive the email alert) 
• BCC: - Here you are able to select a user in the office to receive a copy of each email alert sent
• Email Subject: - Here you can apply a subject for the email
• Sender: - Here you can define the sender attached to the email
• Template: - Select the Designly template you would like to utilise
• Requirement: - If multiple requirements are attached, tick/untick the requirements that you would like to apply to the email alert (This will determine which properties populate in the email)
• Include: - Here you can choose to include New Listings, Price Reductions, Opens/Inspection or Recently Sold (Unconditional) properties
• Timing: - Here you can choose the frequency of the email alert based on Daily, Weekly (Day of the week), Fortnightly (Days of the week) or monthly (Day of the month)

4. Once you have configured the above settings, click on Save 

5. This will then apply the alert against the requirement(s) as per the bell symbol below. We also have the option to hover over the bell to view when the email alert was added and when the last alert had been sent to the client

6. If you need to edit or remove the requirement, this can be done by simply clicking back into Configure Email Alerts

In the setup of an email alert, we provide the option to BCC a specific user in the office to receive a copy. We also populate a log of the email alert sent, including a preview from within the recipient contact notes as per the below example. 

Applying Email Alerts via a Trigger (Automation)

Access as a system administrator is necessary to set up the email alert trigger, as it will apply to all processed enquiries. 

1. Navigate into Settings > Automation > Triggers > Office Triggers Tab

2. Click Add New Trigger

3. We then need to setup the below trigger

4. Upon populating your desired template, sender, subject and frequency, ensure you tick to enable Live

5. After activation, any enquiries processed in the holding area will be setup with an email alert tailored to their requirements and the settings outlined above

Bulk reassigning the email alert sender (Housekeeping)

If you need to bulk reassign the sender of applied email alerts, this can be done by following the steps below. 

Reassigning of Email Alerts cannot be undone/reversed once reassigned.

1. Go to Housekeeping > Reassign Email Alerts

2. Select that criteria based on the user (From:) that is currently assigned as the sender of the email alert(s) to the user (To:) that you would like to reassign as the sender

3. Click on Reassign Now > Proceed to confirm

4. This will then populate within the Last 50 Reassigns below, including a log of the total email alerts reassigned

Additional information

We provide the option for the system to automatically tick "Add Requirement" against a contact enquiry when processed from the holding area. This will then automatically populate a requirement against the contact based on the property they enquired about. More information on this process can be found in the Enquiries | Holding Area knowledge article.

If you would like to disable this option, this can be done by ticking the Holding Area tickbox from within your Update Account Details (Settings > Update Account Details)

Should you need to search for contacts with an active email alert attached, this can be done via the filer contacts tool. More information on this tool can be found in the Filter Contacts knowledge article.