Your Broker Brain system comes with several automatic tasks that are triggered as a property is moved from one status to another. Whether or not an auto task is generated is also dependent upon various conditions within each property e.g. Does it have a pool or spa? Is it in an HOA?, etc. These automatic tasks are assigned to specific groups depending upon the task.

There are 3 types of Auto Tasks. They are:

• Task – This type of task requires an action to be performed on a property and must be shown as complete once the task owner completes it
• Email Notification – This type of task simply involves the automatic email notification of a party or parties. There is no additional action required and the task is generated in the subject Property’s Tasks page and automatically shown as complete
• Task & Email Notification -- This type of task requires an action to be performed on a property, and also sends an automatic email notification. This task must be shown as complete by the task owner, once the physical task is finished.

When you create an Auto Task for the first time, you will not have the option to create it as an Email Notification or Task & Email Notification. This must be done when updating an Auto Task.


Creating a new Auto Task

1. Click on the Auto Tasks tab on the left hand side of the screen. The following options will appear:



Note: In addition to the Add New Automatic Task option, the screenshot above shows some of the standard auto tasks. Notice that all tasks are listed together according to the group that the task is assigned to.

2. Click on the + next to Add New Automatic Task. The following screen will appear:



3. Complete all of the required fields and select the group to which this task should be assigned. (Auto Tasks can be assigned to only one group)

4. Click Add and the new task will be created.


Updating an existing Auto Task

Updating an Auto Task is essentially the same process as adding a new group. Simply click on the + sign next to the Auto Task that you want to update and follow the steps as outlined in Creating a New Auto Task.

Important:

• You may have certain tasks that need to be repeated at various stages of the process. Because of that, you can assign auto tasks to multiple property statuses
• The “If owner” condition refers to the bank that currently owns a property. Creating your Owners list will be discussed in another section.
• The “If Has Flag” condition refers to any flags that might be attached to a property. Creating Flags and Flag Types will be discussed in another section
• The If Zip Code condition allows you to create an Auto Task for only properties within a certain zip code or codes. Simply fill in the desired zip codes separated by a comma.
• The Auto Tasks that come standard with the system apply only to the original groups in the original market. If you have added new markets and new groups within those markets, the existing Auto Tasks will not generate for properties in those markets. If you want the same Auto Tasks to generate for properties in these new markets, you will need to assign duplicate Auto Tasks to the desired groups in those Markets.
• The Override Agent Group Type restrictions check box is used if you are separating your workflow by agent.  If you are not doing this, disregard this checkbox.  If you would like to restrict in this way, please contact support for assistance in setting this up.
  

Changing an Auto Task to Email Notification

To change an Auto Task to an Email Notification, click the + next to the existing task that you want to change while in the Auto Tasks page. A partial screen shot of what will appear is below:




1. Click on the Type drop down menu and select Email Notification. The following change will appear just below the menu:



2. Click on Edit and the screen below will appear:




Important:

• It is important to remember that Auto Tasks are not property specific.
The information that you populate into the above screen must be generic. It is a template specific to the task but not to the property.  The Macro section provides a list of choices with which you may choose to populate the various fields.
• Macros ending in the word email should be placed into the fields appropriate for email addresses (To:, CC:, BCC:, etc,). For instance, if the task that you are creating is for an email to be sent to the eviction attorney, you would place your cursor in the To: field and double click on the %eviction_attorney_email% macro. When this task is triggered for a property, the To: field will be populated with the email address for the eviction attorney listed in the system for that property.
• Other macros should generally be used in the Subject or Message of the email. Each macro will pull the stated information from the property that triggered the task and replace it with that information. For instance, if somewhere in the message of the email, you place the %combo_box_code% macro, the system will replace it with the actual combo box code for the property.
• Macros can be moved more than one at a time into the various fields if desired. By holding the shift key down you select a continuous range of macros to be moved into a field. By holding the Ctrl key down, you can select multiple separate macros. Once you have highlighted all of the desired macros, simply click on the arrow and they will move into the field in which your cursor is located.
• If you use macros in various locations within the message of the email, be sure to put a space as you would with any new word in a sentence. The first character of the information created by the macro will appear in the same position that the percentage sign appears.
• The From: field should be populated with whatever email address you want the recipient to see as the sender.
• Sending a Test Mail will allow you to see the message and subject of the email before it is sent. The message will only be sent to the email address of the logged in person, but the Subject and Message fields will appear just as they will when the actual task is triggered and the email sent.

3.  Click on Submit when you are finished creating your email template. This will return you to the previous screen

4. Click Update at the bottom of the Auto Task once you have made all of the desire changes to the task. If you do not Update, the task will not become an Email Notification task.

Creating a Task & Email Notification Auto Task follows the same process with the exception of the selection made from the Type drop down menu. As noted on a previous page, this task will generate an automatic email as well as a physical task that will need to be completed.


Completing an Email Notification Auto Task

As noted earlier, the system will automatically send the email and show the task as complete when an email notification task is triggered for a property. A record of that task is located in the Properties > Tasks tab for the subject property in the Completed Tasks section. By clicking on the + next to the specific task the following screen will appear:



It shows all of the information that was included in the template when the task was created.