Using SmartTags in Emails & SMS Messages

How To:

As you send email messages throughout the listing and closing processes, you can insert Smart Tags into the message body of Email Tasks and SMS Tasks, to act as a placeholder for pieces of information specific to each Transaction.

To setup these Smart Tags in your emails, select your Workflow from the Workflows Page and locate an Email Task to customize. Enter a hashtag (#) and type the first few letters of the desired piece of data. You will see a list of options which will dwindle as you type more letters. Choose the appropriate Tag and it will be inputted into the message.





Once you apply an action plan with Smart Tags to a Transaction, you will be able to "Preview" the email message to ensure all of the Smart Tag data has populated into the message before sending.

Below are the 6 different SmartTag sections available at this time:

1) Transaction Info & Detail Boxes**

Each Transaction comes with a few built-in fields that cannot be removed. Those are listed below:

Transaction Details:
Full Transaction Address: #transaction.fullTransactionAddress
Transaction Selling Price: #transaction.fulTransactionAddress
Transaction Description: #transaction.TransactionDescription
Transaction Start Date: #transaction.startDate
Transaction End Date: #transaction.endDate
Transaction Buyer(s) Name: #transaction.buyersName
Transaction Seller(s) Name: #transaction.sellersName


Pending Details:
Pending Date: #transaction.pendingDate
Closing Date: #transaction.closingDate
Transaction Selling Price: #transaction.sellingPrice
Commission Received: #transaction.commissionReceived

Listing Details:
Listing Date: #transaction.listingDate
Listing Price: #transaction.listingPrice
Listing Expiration: #transaction.listingExpiration


Detail Boxes
If you want to track any other information (Inspection Deadline, Earnest Money Amount, Loan Commitment Deadline, etc), simply create a detail box and associate it with the appropriate type of transaction (Listing, Pending Buyer, Pending Seller, etc). A SmartTag will instantly be created.

Examples:
#transaction.inspectionDeadline
#transaction.earnestMoneyAmount
#transaction.loanCommitmentDeadline

2) Transaction Contact Fields

As you add Transaction Parties to the transaction, each role can their contact information included in emails. In lieu of "roleName", each role will be listed (e.g. #transactionCoordinator.firstName)

#roleName.firstName
#roleName.lastName
#roleName.fullName
#roleName.numbers.mobile
#roleName.numbers.fax
#roleName.numbers.home
#roleName.numbers.work
#roleName.primaryEmail
#roleName.alternateEmail
#roleName.address (prints the whole address)

In case multiple transaction parties sharing a single role (2 buyers for example), the values are joined in the following way:
Names are joined with & (e.g. Jerry & Sally)
Other variables will reference to what person they belong (e.g. Mobile Numbers will include the associated Name and will be separated by a "," (234) 234-2342 (Jerry West), (111) 234-2341 (Sally North)

Team Owner Field
Team Accounts have a special field for quickly adding the Account Owner Details or Signature:

#teamOwner.fullName
#teamOwner.signature

3) Sender

You can insert specific information for the "Sender" of an email, including the signature. Those with Team Accounts can setup an email or SMS message to send from any team member and include their details and signature.

4) Recipients

Greetings and Salutations will now be fully customizable. You can create a custom greeting or use these Smart Tags to populate the greeting (Hi Jim) and salutation (Sincerely, ....):

#recipients.to.firstName
#recipients.cc.firstName
etc

For the "To", "CC" and "Sender" parties of an email, you can also include any of the 11 other fields found in their contact record.

5) Client Portal Link Field

Once you have activated a Client Portal for a transaction, you can insert the SmartTag that will display the public link for that transaction's portal.

#clientPortal.link

6) Documents

Any document label you create from the Setup Page can be converted into a Smart Tag. If you create a label called “Listing Agreement”, which is designed to have the executed listing agreement attached, then you can use a smart tag to insert a link to this document, hosted online.

Example Document Labels:

#document.listingAgreement
#document.purchaseContract
#document.propertyDisclosure

Each Document Link will appear using the "Document Label Name" instead of a website link.


If a Smart Tag is used but there is no corresponding data, "N/A" will be shown in the Preview and included in the email. It is very important to always preview an Email before sending.

Updated on: 10/18/2024