Action Plan Activities

Modified on Thu, 25 May 2023 at 03:37 PM

Summary

Action Plans are comprised of Activities. These are actions that are taken throughout the Action Plan. Below is a list of the available Activities and an explanation of what each does.


Create a Task


When selected, the Action Plan will create a Task against the Contact Record that the Action Plan triggers for. You can select who the task will be assigned to based on your team members. If you do not have any team members, then you can only assign the task to yourself.



Create a Tag



When selected, the Action Plan will create a TAG against the Contact Record that the Action Plan triggers for. The tag that will be used is what is inputed in the Tag Name field.


Create Preference



When selected, the Action Plan will create a Preference Record against the Contact Record that the Action Plan triggers for.


Add to Contact Group


When selected, the Action Plan will add the Contact Record that the Action Plan triggers for, to the selected group.  


Send an Email



When send an email is selected, the Action Plan will send an email as directed in the edit screen. Either to the Contact record the Action Plan is triggering for, or another selected email address.


To edit the email, You need to click on the EDIT icon.



This will display the Email Window, where You can write out an email or select from one of the pre-created email templates.


You can also select who the email will send to. If Contact is selected then the Action Plan will send an email to the Contact Record that the Action Plan triggers for.


If Others is selected, then you can choose to send and email to another email address. This can be useful for notification or reminder emails to team members or external parties.



When selecting an email with Property, Listing or Offer Merge Fields it is important to make sure the email is triggering for one of those records. For example, if you select a Manual Trigger and the email template includes a Listing Merge Field, the system won’t be able to populate that Merge field. Instead you would either need to replace that Merge Field with generic text or select a Trigger for a Listing Record such as Auto: New Listing Match. 


By default the email signature is ticked to be included. This is the email signature that is set up in the your Gmail account.



You can select when the email will be triggered. For example they can select the email is sent at a specific time or between specific times. This is helpful to make sure emails are not sent in the middle of the night or other inconvenient times.



You can also select what happens with the rest of the Action Plan if the email fails to send or if the Recipients opens the email.



Send a HTML Email


Sending a HTML email is like sending a Mass Email template. You will need to select the recipients for the email, then enter the subject and select the Template to be used.

 

Send a SMS



When selected, the Action Plan will send an email as directed in the edit screen.


To edit the email, you need to click on the EDIT icon.



This will display the SMS Window, where you can write out a SMS or select from one of the pre-created SMS templates.


You can select where the SMS will be sent from:

  • CRM

  • My Number


You can also select who the SMS will send to. If Contact is selected then the Action Plan will send a SMS to the Contact Record that the Action Plan triggers for.


If Others is selected, then you can choose to send a SMS to another phone number. This can be useful for notification or reminder SMS’s to team members or external parties.



When selecting a SMS with Property, Listing or Offer Merge Fields it is important to make sure the SMS is triggering for one of those records. For example, if you select a Manual Trigger then and the SMS template includes a Listing Merge Field, the system won’t be able to populate that Merge field. Instead you would either need to replace that Merge Field with generic text or select a Trigger for a Listing Record such as Auto: New Listing Match. 


You can select when the SMS will be triggered. For example you can select that the SMS is sent at a specific time or between specific times. This is helpful to make sure SMS’s are not sent in the middle of the night or other inconvenient times.


You can also select what happens with the rest of the Action Plan if the SMS fails to send.



Wait



The Wait activity will be how long it takes until the next Activity is triggered.

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