Workflow library

Owned by Fiona Wilson, created
Last updated: Jan 15, 2024
4 min read

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

This page contains a sample of working examples of how Reapit workflow functionality can be used

Workflow is set-up and configured by Reapit Support, see last section on Configuration information

For general information on task plans & workflow functionality, click here:
https://reapit.atlassian.net/wiki/spaces/RW/pages/133660678

A task plan library is also available here: https://reapit.atlassian.net/wiki/spaces/RW/pages/406685259

For more detail on each workflow, click a title below:

Configuration information

Workflow needs to be set-up and configured by Reapit Support - click here to request this

Any request for configuration requires authorisation from your company’s key contact.

When requesting workflow configuration, please provide answers to the following questions:

Who should the workflow impact? (i.e. Company/Office/User)

When do you want the workflow to trigger/activate? (e.g. on property status change)

What is the result of the workflow? (e.g. send email/alert/start task):

  • If an email/word template is required and the template doesn’t already exist, you will need to specify the contents of the template and who the recipients are (e.g. primary and secondary vendor)

Registering a new applicant

1

Welcome email

  • On saving a new applicant record, generate an email to welcome the applicant to your business

2

Match reminder prompt

  • On saving a new applicant record, display an on-screen prompt to the negotiator to remind them to run a match on the new applicant

3

Requirement notes auto-added

  • When creating a new applicant record, specific text is added to the Requirement Notes panel for the negotiator to use as prompt questions and add detail to

Have you been looking for long? Have you made offers or missed out on anything recently? Is here anything you are considering now? Can you buy before you sell? Where do you live now? What are the 3 non-negotiables you need in the property?

4

Mandatory applicant fields

  • On saving a new applicant record, do not allow an applicant record to be saved until specific fields on the record have been completed

Potential business

1

Prompt to register potential vendor

  • When Potential Client is ticked in the applicant status screen, display an on-screen prompt to suggest the negotiator creates a new pre-appraisal property record for the potential vendor

2

Prompt to register potential landlord (via new sales applicant’s selling position)

  • When registering a new sales applicant and setting their Selling Position as Renting via the applicant status screen, display an on-screen prompt to suggest the user creates a new pre-appraisal property record for the potential landlord (for the property the new applicant is currently renting)

3

Prompt to register potential landlord (via new sales applicant’s buying reason)

  • When registering a new sales applicant and setting their Buying Reason as either Investor/To Let OR Developer via the applicant status screen, display an on-screen prompt to suggest the user creates a new pre-appraisal property record for the potential landlord (for the potential property the new applicant purchases)

Diary appointment / viewings

1

New appointment confirmation email

  • When any standard diary appointment type is booked, open a new email message to allow a booking confirmation email to be sent to the required parties (e.g. Applicant, Vendor, Property Manager)

2

Viewing feedback email

  • When viewing feedback is entered in the diary appointment screen and the Followed up box is ticked, generate an email containing the feedback entered - this can be sent to the vendor

SMS (when using SMS Speedway integration)

1

Text message to notify of viewing/MA appointment

  • On the day of a market appraisal or viewing and SMS (text) message is sent to the vendor/applicant

GDPR/compliance

1

  • When a contact’s Marketing Consent is set to Consent given, display an on-screen prompt and/or generate an email to send to the client to inform them that their consent has been updated

Property

1

Welcome email

  • When adding a new instruction, generate an email to welcome the vendor/landlord

2

Match reminder

  • When adding a new instruction, display an on-screen prompt to the negotiator to remind them to run a match on the new property

3

Mandatory property fields

  • Do not allow a property record to be saved until specific fields on the record have been completed, such as vendor selling reason

4

Property status change email

  • When a property status changes, generate an email to send (usually internally) - this can be configured to send in the background or be shown to the user before sending manually

5

Withdrawn property prompt

  • When sales property is withdrawn, display an on-screen prompt to request a withdrawal reason to be entered and the next call date to be updated

Tenancy

1

New arranging tenancy email

  • When a new tenancy is added with the status of Arranging Tenancy, generate an email using a specific template - the email can also be sent to a specific address

2

Tenant welcome email

  • When tenancy status is changed to Tenancy Current an email is generated for the tenant(s)

Property Management

1

Works order status change email

  • When the status of a works order is changed, an email is generated for the landlord and tenant

Offers & sales

1

New offer alert

  • When a new offer is added, generate an email addressed to the vendor and buyer to make them aware of the offer

2

Offer change alert

  • When an existing offer status changes (to offer accepted/rejected/withdrawn), generate an email addressed to the vendor and buyer to make them aware

3

Post-sale feedback email

  • Once a property has exchanged. automatically generate a feedback email to send to the vendor