Action Lists are your office policy and procedures to help promote good customer service. Action Lists are attached to contacts or properties and will diarise tasks (via your To-Do List) to be performed per user like an electronic checklist.
Examples of types of Action Lists that can be created and used within your office are:
- Anniversary Campaigns
- Follow up Appraisal
- New Management
- New Listing Plan
Contents:
Creating a new action list
Assigning an Action List to a Contact
Action List FAQ
- How does a Repeat work within an action list?
- How does a breakpoint work within the action list?
- Can you make changes to an action list once it has been attached?
- Is there a way to automate the process of attaching an action list to a contact?
- How do I complete an action list item?
- Is there a way to bulk print documents for a specific action list?
Creating a new Action List
Before creating your Action Lists, you will need to ensure you have created the relevant Letters, Email, SMS & Designly templates. More information on how to create these templates can be found via the below links.
Creating Cloud Letter Templates
eMarketing (Set Up Email Responses)
eMarketing (Set Up SMS | TXT Responses)
Step by step
1. Go into Letters/Action Lists > Maintain Action List
2. Click on Create New Action List in the bottom right-hand corner
3. Add in the List Name and select the visibility from the dropdown (Entire office, a team or a specific user). We also provide the option to tick to Invalidate Existing Action Lists - If ticked, the prior action list attached and linked to the same contact/property will be cancelled/invalidated based on access/visibility settings.
- Office Administrator has an Action Plan X which is set with "Visible" access to them only
- Action Plan X is attached to Contact Z
- Sales Person has an Action Plan Y which is set with "Visible" access to either themselves directly or a team they are a member of (and the "Invalidation" checkbox is ticked)
- When the Sales Person attaches Plan Y to Contact Z; Action Plan X will stay intact (as the salesperson had no access to Action Plan X)
4. This will then create the Action List, where you will then be able to start adding your items/tasks to the Action List by clicking on Add Item To Action List in the bottom right-hand corner
5. You are then able to configure the items/tasks by adding in the below details:
- Timing: - This will always go off the Commencement of Action List unless you have added a Breakpoint. The commencement date of the action list is selected when added against a contact
- Start Day: - This is the number of days since the applied commencement date that you want this item/task to be actioned
- Order in Day: - Should multiple tasks/items fall on this day, this will be the order in which they will need to be completed
- Type: - This is the task itself, in which you have the option to set a task/reminder, send an email or SMS template, generate a cloud or word doc letter, send a Designly template or repeat an action list
If you have selected the type as a Designly Template, the details section will be utilised as the email subject.
- Assigned: - This is the person responsible for this task/item, you have the option to select the Allocated Staff Member, this field will populate the listing agent(s) of the property if attaching to a property. When attaching to a contact it will populate the assigned marketing contact unless the marketing contact is undefined, in which case it will then populate the view/read access on the contact. If view/read is set to everyone it will instead populate the current user (User who is logged in and attaching the action list). Member #1 or #2 (This user is selected at the time the action list is attached to a contact) or a specific staff member
- Details: - This is a description of the task that is required to be completed or the email subject as noted above for the "Designly Email Template" type selected
If you create a task/item to send an email, SMS, or Designly email template, the system will automatically send the Email, SMS, or Designly template selected on the day the task falls - You can however preview the Email/SMS once it has been attached to the contact.
6. Repeat the above steps to add all the required tasks/items for your action list
7. Once you have added all required tasks/items, you are then able to use this action list to attach to contacts
Should you need to reconfigure, clone or delete an action list, this can be done via the Options button in the top left-hand corner.
Assigning an Action List to a Contact
Once you have completed your Action List, it can then be assigned to a contact in your database. Once assigned, the tasks are sent to your VaultRE To Do List. Each day you will receive an email detailing which tasks need to be performed.
Step by step
1. Navigate into the desired contact card you are wanting to attach the action list to
2. Click into the Action Lists Tab > Attach New Action List
3. You are then able to apply the action list and settings by adding in the below details:
- Attach: - This is the name of the action list you would like to attach
- Linked: - Should the action list be in context to a property, you may select the contacts attached property address
- Start: - This will the commencement date of the action list (We provide the option to backdate if required)
- User Defined #1 and/or #2: - Should the action list contain task/items with a user defined assigned, here you are able to select the user that will be applied
4. Once you have added all the required action list fields, you may then click on Attach
5. This will then attach the action list against the contact, where you are able to view the due date of the task, type, details, assigned user and the status
Should you need to remove an action list from a contact, this can be done via the Options button in the top left-hand corner. If multiple action lists have been attached to the contact, we also provide the option to switch between action lists via the drop-down in the top right-hand corner.
Additional information
Action List FAQ
How does a Repeat work within an action list?
You have the option to add a repeat action list/task from within an action list. A repeat action list can also be set to start at any point from within the action list itself, which can be shown in the below example:
Below is an example Appraisal Follow Up action list, where I have added a repeat to start a week after the last task/item (Start Day: 28). I have then selected to repeat the same action list, however only want to repeat the plan from day 7 (Start at Day: 7).
When added to the action list, the repeat will start on the 28th day, but will only repeat the task from day 7 onwards (Reminders for the follow-up calls). This allows me to repeat my Appraisal Follow Up action list without the need to include any task prior to 7 days.
Points to Note:
- If "User Defined Staff Member #1" or "User Defined Staff Member #2" is used in the current Action List; these staff members are also reflected in the "new" (repeated) action list. In the event we have Action List A with a "Repeat" configured to launch List B on Day X ; and if List A has no "User Defined Staff Member 1" or "User Defined Staff Member 2", the "Allocated" user will be assigned to such staff in List B.
- Action Lists with repetition are launched at midnight (local time) to each region. A newly launched Action List does not need to start on Day 0 ; it can start halfway through.
- If an action list should not automatically "repeat" on Day X, consider a "breakpoint" prior to Day X - forcing the user to ensure all items are completed before the Action List is repeated.
- Also note that when repetition kicks in, any outstanding task items on the "old" List are removed from the Calendar.
How does a breakpoint work within the action list?
We provide an option to add a breakpoint within an action list. This allows you to "Pause" the automation of the action list to ensure prior tasks are completed before the automation resumes.
Using the example below, a breakpoint was added after a reminder to confirm that the photography had been received, prior to ordering the marketing content.
Can you make changes to an action list once it has been attached?
It is imperative that you ensure that all tasks/items within the action list are set up correctly prior to attaching the action list to a contact. If any changes are made to the master action list, this will not carry on to any existing attached action list.
However, we do provide the option to make changes to an individually attached action list against a contact. This can be done by selecting the action list from the drop-down in the top right-hand corner > You are then able to click on Edit to make changes to specific tasks/items or click on Add List Item to add further tasks/items to the action list.
Updating an attached action list will not update the original master action list that had been created. This will need to be done within Maintain Action Lists.
"Delete Contact" access in User Management settings is required for a user to delete items from a master action list. Lists assigned to a contact/property can be edited freely.
Is there a way to automate the process of attaching an action list to a contact?
Yes, we allow you to set up an event trigger to automatically attach an action list based on a client, owner, property or purchaser process. More information on how to setup triggers can be found via the below knowledge article link:
How do I complete an action list item?
If you are set as the assigned user on an action list task/item, this should appear in your To Do List on the date the task/item is to be completed. More information on the To Do List and how a task can be set as complete can be found in the below knowledge article link:
Is there a way to bulk print documents for a specific action list?
Yes, you can bulk print all documents associated with a specific action list by going to Letters/Action Lists > Bulk Print Documents. Here you have the option to set a date range and action list - Once you have created your search, you are then able to bulk print and/or bulk mark the action list task as complete.