Building a Workflow for Contract Dates
In order to make your contracts come to life, it is recommended that you build a Workflow around the dates of the contract, in order to establish a full-service process to follow that allows for consistent communication and avoids missing important deadlines. There are 3 options for implementing workflows into your business.
Key Dates Only Workflow - this workflow consists of only those Detail Boxes that are associated with a Date within an AI Trained Detail Box Set
Create a New Workflow from Scratch - you can build a robust workflow from scratch using a combination of tasks. In order to have a certain task represent a deadline in a contract, you will need to Link that task to the Detail Box for the contract
Edit an Existing Workflow - you can edit an existing workflow to align with your business
If you are simply looking to manage the deadlines of the contract, choose this Workflow. Each Task is marked as a "Key Date" and will appear in your Calendar (which can integrate with your personal calendar) and a Client Portal, and can be setup to provide reminders in the Mobile App or via Email, to help you keep on track.
Should you wish to create a more robust process to follow, you can build a Workflow from scratch and incorporate any combination of Standard, Email or SMS tasks into your process. You will begin by clicking (+ Create New Workflow) on the Workflows page, you will be required to input a:
1) Workflow Name
2) Type - Pending Buyer, Pending Seller, Listing, etc
3) Select a Detail Box Set - which Contract (Group of Detail Boxes) do you want to associate with this workflow?
Choose an estimated due date (i.e. 3 Days After Start Date) as this will help you to create an approximate order as you add more tasks. AI will automatically adjust these tasks based on the contract. However, should there be an issue where AI is unable to read a contract/term and you have to submit manually, you will still likely match up most of your dates to the contract
When you create a Standard Task that represents one of the Contract Deadlines, be sure to connect the Task to the Detail Box using the "Link to Detail Box" dropdown
You can create Dependent Tasks for a Stair Step approach to managing a process.
Take advantage of SmartTags when building out Email Tasks, so that important contract information can automatically populate in your pre-written emails, saving you significant time from manually adding this information
You might prefer to edit an existing workflow to match your contract and process. Unfortunately, our pre-loaded Workflows will not match 100% with how real estate is managed in your area. Therefore, you will likely need to review each task and update terminology, add/remove tasks, update the "Link to Detail Box" selections AND update the Email & SMS Messages that include SmartTags, to ensure 100% accuracy.
Although this take effort, it can be much more efficient than building out a Workflow from scratch.
If you operate in multiple markets, 95% of the process is likely the same. You can make a copy of an existing Workflow and link it to a different Detail Box set. As you make updates and improvements to 1 workflow, you will need to do the same on the other workflow if applicable.
There are 2 possible issues as to why this is happening:
1) You created a Workflow under the type "Pending Buyer" and you are trying to create a Transaction under a "Pending Seller". In this case, you will need to make a copy of the Workflow and store it under a different Type. If you have Emails and SMS tasks, these will also likely need to be updated for recipient delivery and messaging.
2) You have an old Workflow that is not currently associated with a Detail Box. If you are an older Nekst user, you have Workflows that were used to manually add a transaction that need to be linked to a Detail Box set. To fix this issue, go to Workflow -> Select the Workflow from the Dropdown -> Edit -> Assign Detail Box Set -> Select the Detail Box
Yes! Each contract needs to be linked to a Detail Box Set. Otherwise, you will see a mashup of all Detail Boxes for every set.
Key Dates Only Workflow - this workflow consists of only those Detail Boxes that are associated with a Date within an AI Trained Detail Box Set
Create a New Workflow from Scratch - you can build a robust workflow from scratch using a combination of tasks. In order to have a certain task represent a deadline in a contract, you will need to Link that task to the Detail Box for the contract
Edit an Existing Workflow - you can edit an existing workflow to align with your business
Key Dates Only Workflow
If you are simply looking to manage the deadlines of the contract, choose this Workflow. Each Task is marked as a "Key Date" and will appear in your Calendar (which can integrate with your personal calendar) and a Client Portal, and can be setup to provide reminders in the Mobile App or via Email, to help you keep on track.
Creating a New Workflow from Scratch
Should you wish to create a more robust process to follow, you can build a Workflow from scratch and incorporate any combination of Standard, Email or SMS tasks into your process. You will begin by clicking (+ Create New Workflow) on the Workflows page, you will be required to input a:
1) Workflow Name
2) Type - Pending Buyer, Pending Seller, Listing, etc
3) Select a Detail Box Set - which Contract (Group of Detail Boxes) do you want to associate with this workflow?
Tips when Building a new Workflow
Choose an estimated due date (i.e. 3 Days After Start Date) as this will help you to create an approximate order as you add more tasks. AI will automatically adjust these tasks based on the contract. However, should there be an issue where AI is unable to read a contract/term and you have to submit manually, you will still likely match up most of your dates to the contract
When you create a Standard Task that represents one of the Contract Deadlines, be sure to connect the Task to the Detail Box using the "Link to Detail Box" dropdown
You can create Dependent Tasks for a Stair Step approach to managing a process.
Take advantage of SmartTags when building out Email Tasks, so that important contract information can automatically populate in your pre-written emails, saving you significant time from manually adding this information
Editing an Existing Workflow
You might prefer to edit an existing workflow to match your contract and process. Unfortunately, our pre-loaded Workflows will not match 100% with how real estate is managed in your area. Therefore, you will likely need to review each task and update terminology, add/remove tasks, update the "Link to Detail Box" selections AND update the Email & SMS Messages that include SmartTags, to ensure 100% accuracy.
Although this take effort, it can be much more efficient than building out a Workflow from scratch.
FAQs
What if I want to use a Workflow with multiple Detail Box Sets?
If you operate in multiple markets, 95% of the process is likely the same. You can make a copy of an existing Workflow and link it to a different Detail Box set. As you make updates and improvements to 1 workflow, you will need to do the same on the other workflow if applicable.
Why isn't my workflow showing up when I try to upload a contract to create a Transaction?
There are 2 possible issues as to why this is happening:
1) You created a Workflow under the type "Pending Buyer" and you are trying to create a Transaction under a "Pending Seller". In this case, you will need to make a copy of the Workflow and store it under a different Type. If you have Emails and SMS tasks, these will also likely need to be updated for recipient delivery and messaging.
2) You have an old Workflow that is not currently associated with a Detail Box. If you are an older Nekst user, you have Workflows that were used to manually add a transaction that need to be linked to a Detail Box set. To fix this issue, go to Workflow -> Select the Workflow from the Dropdown -> Edit -> Assign Detail Box Set -> Select the Detail Box
If I add a transaction manually, do I still have to use a Detail Box Set?
Yes! Each contract needs to be linked to a Detail Box Set. Otherwise, you will see a mashup of all Detail Boxes for every set.
Updated on: 10/04/2024
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