Task plan & workflow overview (including how to initiate/subscribe to a task plan)

Owned by Fiona Wilson
Last updated: Jan 27, 2023
4 min read

This guide has been reviewed against our global client base and classed as relevant to all regions

  • A task plan is a predefined sequence of steps which are applied to a specific record

    • Each step might be a reminder to call, to send an e-mail, send a letter or to trigger a preset workflow, which could itself display a specific screen or run a program

  • Task plans are extremely flexible and can be very simple or highly complex, depending on requirements

  • Task plans & workflow can be triggered from an applicant, property, contact, landlord or tenancy record and can be made available to specific records or to all

  • A task plan can be initiated manually and/or a workflow can be used to trigger a task plan automatically

A sample of working examples of how task plan & workflow functionality in AgencyCloud can be used is available here:

Task plans & workflow first require setting-up and configuring by Reapit Support - both of the above libraries contain a Configuration information section which outline the information required when contacting Reapit Support to request set-up

Example task plan

As explained above, a task plan can be set up to automatically trigger on an action - however, a task plan can also be initiated manually by subscribing to it, as shown in step 1 below

In this example, a plan with the 3 steps is used, as follows:

  • 1 day after subscribing a new vendor to the plan, a call reminder is sent to a specific negotiator to request a welcome call

  • 7 days after completion of the previous task, a call reminder is scheduled for the same negotiator

  • 1 day after completion of the previous task, a flag to send an email using a specific template will be sent to the same negotiator

1. Initiate/subscribe client record to a task plan (if not automatically triggered via workflow)

If a task plan isn’t automatically triggered by workflow, it can be initiated manually

From the relevant record (e.g. a property), in the Activity Feed panel (on right):

  • Click  and select Subscribe to task plan

2. Pick task plan

Available task plans for the selected record are shown

  • Select the plan on the left (a summary of it is shown on the right), click Select

3. Start task plan

A screen to schedule the first reminder is shown:

  • The Negotiator name, Due date and accompanying notes shown are taken from the task plan set-up and can be edited where required

  • Click Save to schedule the first stage of the task plan
    This will show in the Call Reminder section of the Organiser as well as in the Activity Feed of the selected record

4. Complete first task

When the first task is due, it will be displayed in the Call Reminder section of the Organiser:

  • Your client's contact details are shown on screen
    When the task is complete, notes can be entered in the field at the bottom or in the screen shown below

  • Click Complete - an option to enter notes is offered

  • Enter notes and click Accept
    You will then be prompted to schedule the next call reminder, repeat steps 3 - 4 to schedule and complete call reminder tasks

5. Send email

The third and final stage of this task plan is to send an email

As before, from the Organiser, open the reminder screen: 

  • Click Send E-mail
    The email is created and shown on screen, allowing you to check it before sending

6. Complete the task plan

When the final stage of a task plan has been completed, the following screens will be shown

  • Click Yes to mark the task as completed

  • Clicking Yes to start another plan will display other relevant plans available