Tasks and Task Automations in GreenFolders

Tasks and Task Automations in GreenFolders

Did you know that tasks can automatically trigger certain actions in GreenFolders? AND it's not difficult to set up! The hardest part is laying out your workflow and deciding how you want them to work for you.  I promise you, these automations will save you and your office time, aka MONEY!

What conditions can trigger an action?
Let's talk about what conditions can cause an action to trigger. This will help us plan our task automation workflow.
We can trigger an action when:
  1. when a specific task is marked complete (this is the most commonly used trigger)
  2. when a task priority is changed
  3. when a task status changes to a specific status

What actions can tasks trigger?
Tasks can trigger a number of actions. The first (and most common) is to automatically create other tasks. This is a simple way "walk" staff through the transaction and keep track of which tasks have been completed, and the specific task that's outstanding. It also keeps your tasks area clean!
We can also have a task:
  1. change a task status
  2. change a task priority
  3. assign a task
  4. complete a task/tasks
  5. cancel open tasks
  6. change the folder status
  7. change the folder status
  8. change the folder priority
  9. assign the folder to a user or group
  10. send a message
  11. modify access permissions



How do I get started with task automations?
I highly recommend starting out by making a list of common tasks that are completed during a typical transaction. (We've compiled some default lists of common tasks that you can use found here!) If you already have a list of tasks, do a quick review and make any adjustments you think necessary. (I find it helpful to consult with those who use tasking the most in your organization.)
Next, make your wish list. Start with your first task and figure out what you want to happen. Ask: "When [specific task name] task is marked complete, I want [next specific task name] to be created AND the Folder Status to update to [specific Folder Status]. Repeat this for each item on your list until you complete your wish list.

Implementing your task automations
Now it's time to add your tasks and their automations into GreenFolders. If you're on an older version of GreenFolders (3.8/3.9), some of these steps will be slightly different.
  1. Login to GreenFolders with an administrator account.
  2. Click on the circle menu button in the upper left corner and select "Configuration".
  3. Select "Folder Types" under an application and click on the Folder Type you'd like to create these automations for.
  4. Click on Tasks tab near the top. In the Task Templates pane, click "New" to create new tasks. You can also select an existing task and click "Edit" (or double-click on the existing task) to change a task.
  5. To add the automation rules, double-click on a task and go to the Rules tab near the top. In the first pane, select when you'd like a task to trigger an action. In the second pane, select what action you'd like to occur.
  6. Move to the next task and repeat.
What are some specific examples of task automations?
Prep: My first two tasks are called "Title Commitment" and Earnest Money Deposit (EMD). I also created two new task statuses called "Item Ordered" and "Item Received".

1. When I open a new folder, the "Title Commitment" task is automatically created.


2. After I order the title commitment, I change the task status to "Item Ordered". When I receive the title commitment, I put the folder in edit mode, change the task status to "Item Received", and then save the folder.


This task status triggers the "Title Commitment" to be marked complete AND the EMD task to be created.


I can also ditch the task statuses and create a new task called "Title Commitment Received". When this is marked complete, the new task "Earnest Money Deposit" would be created. Doing it this way would allow me to mark the task complete from my Home Screen (tasks tab) instead of having to go into the specific folder to change the status to trigger the action(s).

Conclusion
Task automations help make our workflow more efficient and smooth. While it takes a little time to plan and setup, this investment will save your office time and help limit opportunities for mistakes to be made.

Please contact Title iO Customer Success at 801-290-8585 ext. 109 or customersuccess@titleio.com for further assistance.


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