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Create and assign action lists

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

This article covers:

About action lists

Action lists are reusable task templates that help enforce office policies and maintain high-quality customer service. When attached to a contact or property, they automatically schedule tasks in your MRI Vault To-Do List, acting as a digital list for your team.

Common examples include:

  • Anniversary campaigns
  • Follow-up appraisals
  • New management onboarding
  • New listing plans

Notes:

  • Checklist items are best used when setting up an action list for a Listing process
  • Checklist items are similar to Task reminders but lack a specific due date, so they do not sync with the To-Do List
  • They are only visible on the Action List and could be used for things like 'Photo Sign Board' (which can be ordered only when the photos are received)
  • Before creating your action lists, make sure you've set up the relevant letters, emails, SMS, and Designly templates

Add a new action list

Use this section to create a new action list template that can be reused across contacts or properties.

  1. Go to Letters/Action Lists > Maintain Action List
  2. Click Create New Action List (bottom right)
  3. Enter a List Name
  4. Choose Visibility (Entire Office, Team, or Specific User)
  5. (Optional) Tick Invalidate Existing Action Lists to cancel previous lists based on visibility rules
    Create-action-list.png
  6. Click Next to begin adding tasks

Add tasks to your action list

Each task in an action list is a scheduled action, like sending an email or assigning a reminder. You can configure timing, type, and who’s responsible.

  1. Click Add Item To Action List (bottom right)
  2. Configure each task with:
  • Timing - Based on the action list’s start date or a defined breakpoint
  • Type - Choose an item from the drop-down menu
  • Start Day - Number of days after the start date
  • Order in Day - Sequence if multiple tasks fall on the same day
  • Assigned - Choose a staff member or use auto-assignment based on contact/property
  • Details - Add a description of the task
    Action-list-item.png
Note: Email, SMS, and Designly templates will auto-send on the scheduled day. You can preview them once attached to a contact.
  1. Click Add Item to save the task

Repeat to add all required tasks.

Note: Email and SMS tasks require a linked contact with valid details. If no contact is attached, you may see errors such as 'Invalid mobile number' or 'Invalid email address.'

To clone, delete, or reconfigure an action list, use the options button (top left).

Action-lists-options.png

Assign an action list to a contact

Once your action list is ready, you can attach it to a contact. This automatically adds tasks to your To-Do List and sends daily task reminders.

  1. Go to: A contact card
  2. Click the Action Lists tab > Click Attach New Action List
  3. Fill in the following:
  • Attach - Select the Action List name
  • Linked - (Optional) Link to a property
  • Start - Choose the commencement date (can be backdated)
  • User Defined #1/#2 - Assign users for tasks with user-defined roles
    Attach-action-plan.png
  • Click Attach to finalise.

You can view task details, due dates, and assigned users directly from the contact card.

Use the Options button to delete the action list.

Delete-action-list.png

To remove or switch between action lists, use the Options button or the drop-down menu (top right).

Change-action-lists.png

What's next?

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

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