Automated Transaction Tasks Templates

RealtyBackOffice allows you to customize transaction tasks or your transactions checklist so that your agents comply when working on a transaction file.

This setting is responsible for automating the core of RealtyBackOffice, transaction management. With this setting, you can create automated tasks that trigger into the transaction file.

In this class, we will show you all the benefits and all the steps you need to take to customize and create your task templates.

By default, RealtyBackOffice provides you with a few task templates, but you can also edit the default templates or add a new transaction task.

Note that the Task Templates are in alphabetical order in this setting area, but inside a transaction file, they are by the due date.

In the Transaction Task Template settings, you filter the Templates using the filters and the menu at the top of the page.

If you want to see the tasks that your agents will see when they select a transaction type, a transaction role, and a trigger date, use the filters, and select the criteria from the dropdown menu. 

All the task templates you create will have descriptions to let you know when the system will trigger them and their due date.

These Tasks are not only used to let your agents know what documents need to be uploaded, but they can also be a contact they need to add to the file or any action they need to complete.

To Add a Transaction Task Template go to Menu > Settings > Admin App Settings > Company/Office Settings > Automated Transaction Task Templates > Add Transaction Task at the top right corner.

Add all the information under Task Description, and add the task name.

If it requires a document, add a checkmark in the box below. If you do so, the user has to associate one with the task to complete it.

Next, select the Task Type, which can be Mandatory, Recommended, Non-Mandatory, or If-Applicable. 

If the task type is Mandatory, the Agents will not be able to delete it or modify the due date. 

Then define who will complete the task. You can assign it to the transaction Agent, any Admin, a specific admin, or Anyone. We recommend that you choose Anyone so that an Admin or an Agent can complete it. 

If it requires review, you can select who will do it. You can choose any Admins or Specific Admins. 

If you select Check to notify Admin/s by email when the task is marked for review, then the Admin or specific Admins will be alerted via email when they complete it, and it requires broker review.

If it doesn’t need revision, select Task does not require review.

Note that when the task requires review and the person responsible for completing checks it as complete, the checkbox turns orange, which means it needs broker review. 

Next, you can set the due date of a task. In the field that says Days, you can type in how many days you prefer. In the Period field, select either Before or After. In the Transaction Date field, select the trigger date for the task. 

There are many trigger dates you can use. Select the trigger that makes the most sense for the task you are adding. For example, you will never make a purchase contract due two days after the listing date because the Agent should not have a purchase contract at that time, and only after the acceptance date will an Agent have a purchase contract. If you want the task to pop up immediately, choose Transaction Created Date as the trigger date.

In the next section, add a checkmark next to the transaction types and Agent roles where you want to display the task. In this section, you can associate tasks to other scenarios it might apply to avoid rewriting the task settings every time.

The last section is called 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 these settings, the task will auto-populate inside the transaction file on the left panel under the Tasks Tab whenever an agent creates a transaction that matches the task criteria.

To learn how to create a transaction, please watch the following video

If you have any questions, please email us at or call us at (305) 517-3836.