There are instances when you need to delete transaction tasks that are not mandatory, and you want to delete those tasks automatically. For example, when the transaction status goes from active to pending, or from pending to cancel, etc.
If you cancel a transaction, you might need to delete some tasks automatically. These would typically be tasks that no longer apply to a canceled transaction.
On the other hand, there are tasks where you don’t want to use auto-deletion. An example is when an agent lists a property, and now you have a listing transaction. One of the first things you will ask for is a listing agreement. Now, if your Agent does not complete that task, let us say there is a task on a queue that says “Upload Listing Agreement,” but for some reason, the listing gets canceled, and your Agent changes the transaction from active to Cancel. Now, you probably do not want that task to automatically get deleted because even though it is a canceled deal, you probably still need this listing agreement from your Agent.
That is why we recommend using this option only for tasks that are NOT mandatory.
You want to auto-delete a task called Add Attorney Involved As A Transaction Contact.
The Agent no longer needs that information if the transaction gets closed, expired, temporarily off the market, or canceled. So if they do not complete the task, the Admin can now say that if the transaction reaches any of these statuses, the system can delete it automatically.
Note that if you want to apply the auto-delete function to a task, you need to click on Save after you set it up.
When an admin reviews a file, and out of 30 tasks the Agent needs to complete, they only do 25, leaving 5 in the transaction file. If you use this feature and add a checkmark in the box next to the transaction status where you want to auto-delete incomplete tasks, in this example, Closed, those five tasks that were remaining in the file will get auto-deleted.
RealtyBackOffice allows the Admin to update the settings to delete automatically a not Mandatory Transaction Task.
To set this up, the Admin needs to go to Menu > Settings > Admin App Settings > Company/Office Settings > Automated Transaction Task Templates.
Find the Transaction Task you need to set up the auto-delete feature, hover over the task, go to the three dots and click on Edit. Once there, scroll down to the bottom of the page until Auto Delete Incomplete Tasks.
We only recommend that you use this section for the following task types: If applicable, Non-Mandatory, and Recommended, and only when you make a transaction as Closed (Since the Admins are the only ones in the system allowed to mark a transaction as Closed).
After completing the information, click Save to save the changes.
If you have any questions, please email us at firstname.lastname@example.org or call us at (305) 517-3836.