Overview of Automation Engine

Overview

The Automation Engine allows you to create automated email workflows that are triggered by events within your listings. Instead of manually tracking deadlines and sending follow-up communications, you can configure automations that send the right message to the right person at the right time.

Automations can be triggered by step progress, critical dates, or action item updates—giving you flexible control over when and how communications are sent throughout the listing lifecycle.

Navigating the Automations Dashboard

To access the Automation Engine, navigate to the Automations section from your dashboard. You will find two tabs:

Scheduled Events — Displays all pending emails or actions that are scheduled to be sent in the near future. Use this tab to review, cancel, or immediately execute upcoming automations.

All Automations — Shows a complete list of all automations, including those that have already been sent and those that are currently listening. A listening automation is one that is waiting for a specific event or condition to occur within the system before it schedules and sends the associated email.

Creating an Automation

To create a new automation, open the Automation Details panel and follow these steps:

Step 1: Name Your Automation

Give your automation a descriptive name that reflects its purpose. For example: "Send when walkthrough is completed." A clear name makes it easy to identify the automation later in your dashboard.

Step 2: Select a Trigger Source

Choose what the automation should be based on. There are three trigger source options:

• Step — Trigger based on a listing step’s start date, finish date, or status.
• Critical Date — Trigger based on any critical date configured within your listing.
• Action Item — Trigger based on updates to action items tied to the listing.

Step 3: Define the Trigger Condition

Specify when the automation should fire. You have two options:

Calendar Date — Trigger based on a specific date associated with the step, such as the start date or the completed date. Once this reference date is set, you can schedule emails relative to it (for example, 7 days before closing, 3 days after closing, or on the date itself).

Status Change — Trigger when a step’s status changes to a specific value, such as Complete, In Progress, or Flagged.

Step 4: Select an Email

Choose which email to send when the automation is triggered. You can select from:

• Your Email Library — Previously saved custom emails.
• Template Emails — Pre-built email templates from your listing's template.

Step 5: Choose Recipients

Select who should receive the email. Recipient options include:

• Step Assignee — The person currently assigned to the step.
• Listing Agent — The agent of record on the listing.
• Listing Clients — The clients associated with the listing.

Step 6: Save the Automation

Once all fields are configured, save the automation. It will appear in both the All Automations tab and, if a send date has been determined, in the Scheduled Events tab.

Managing Scheduled Events

After saving an automation, any pending sends will appear under the Scheduled Events tab. From this view, you can:

• Cancel — Remove the pending send and prevent the email from going out.
• Send Now — Execute the automation immediately, bypassing the scheduled date.

You can also return to any automation from the All Automations tab to review or edit its configuration at any time.

Quick Reference