RealePlans™ - Active Plan Items
ActiveTasks:
ActiveTasks are a set of tasks that you can set up to be performed automatically by RealeSeller upon the occurrence or completion of an Outlook Task. An ActiveTask can be applied to a RealePlan Task item in one of two ways, either before the plan has been applied via the RealePlan Templates tab, or after the plan has been applied.
Activating a Task from the RealePlan Template:
Open the RealePlan item by double clicking it from the list. Click the Activate button (1). A wizard will guide you through the process of activating the task.
Activating a Task from an already applied RealePlan:
Open the Task associated with the RealePlan that you wish to activate by double clicking it from the Task folder in Outlook, from the Applied RealePlans tab, or even from the My Activities tab. Click the Activate Task button. A wizard will guide you through the process of activating the task.
The Active Task Wizard:
If you click the Activate or Activate Task button from an item that already has an ActiveTask, the Remove ActiveTask button will be available. You can use this button to remove the active task from an item. This is especially useful if you wish to remove an ActiveTask from a Task after the RealePlan has been applied.
You can choose to have RealeSeller perform the ActiveTask when the Task comes due or only after you mark the Task as complete.
RealeSeller ActiveTasks can perform several kinds of functions. Choose when to perform this task, either When the item is due (1) or When the item is marked as complete (2).
At this point you have several options, each of which does something completely different and has different steps and views. Each of the items below is a link that will take you to the help section that applies to that particular plan selection. Choose the action listed in the Wizard you want to perform and click the Next>> button. Use the links below to jump to the section that describes the process you picked:
Apply another RealePlan:
First, click the RealePlan button (1) to browse to and select a RealePlan template to apply.
When the above window appears, choose a plan from the list (1) and then press the Open button (2) to continue.
The selected RealePlan now shows in the box (4). Optionally, when RealeSeller applies the plan, it can Stop, Complete, or Do Nothing (2) to the current plan. Choose the desired option.
If you want, you can mark this ActiveTask as one that will not be automatically run by RealeSeller by checking the 'Prompt before applying this plan' check box. This will prevent RealeSeller from performing the ActiveTask automatically. When the ActiveTask comes due, you will get a popup noting that an ActiveTask is ready to be performed. You can then switch to the RealePlans folder and find the ActiveTask from the My Activities tab, click on it to select it, and then choose Perform ActiveTask Now (3).
To finalize this process, give the ActiveTask a descriptive name (1) and click the Finish button (2).
Upon clicking the Finish button you will see the ActiveTask added in the form of an attachment (1) in the attachments list of the RealePlan item. Click the Save & Close button and you are finished.
Send an e-mail:
E-mail Item from Outlook folders - Allows you to choose an e-mail from your Outlook database that may be in the Drafts folder or some other e-mail type folder in Outlook.
Existing Document or Template - Allows you to choose a Word, Outlook Template (.OFT), Outlook Message Format (.MSG) or HTML file.
RealeSeller Document Library - Allows you to choose a Word Template from the RealeSeller Document Library.
The subject box (2) is used to specify the subject that will be applied to the e-mail before it is sent. Select the Advanced button (3) to enable some special features otherwise the default e-mail options will be used.
Advanced Message Options:
Message Settings:
(1) You can choose the e-mail address to send from (or type one in manually).
(2) You can set a display name that will appear in the From line of your email when the recipient views it.
(3) You can also set the importance and sensitivity that will be applied to the e-mail.
Delivery Options:
(4) The 'Have replied sent to' option allows you to select an e-mail address. When the recipient of your email clicks the reply button to reply to the email, the reply email will be sent to the address specified here instead of the address specified in the send from box.
(5) Unchecking the box for 'Save sent message to' will prevent a copy of the sent item from being saved to the sent items folder. You can click the browse button and choose a different folder to save the sent message(s) to if you like.
If you selected a Word Document that contains word merge fields, be sure to check the box 'This e-mail contains Word mail merge fields' (4). Press the Next >> button to continue.
Now you can define how this e-mail will be addressed. You can specify one or more e-mail address types to each recipient type (To, CC, BCC). Each of these buttons uses the same procedure described below.
Press the To button (1) to get started and you will see the below window:
There are four types of e-mail recipients to choose from:
The person the RealePlan is applied to - This selection will send the e-mail to a person. This can be a Prospect, Agent, Company, or Contact that the RealePlan is applied to.
A person or company that is linked to the person the RealePlan is applied to - This selection will show a list of links that are defined in your RealeSeller options. This allows you to send the e-mail to the e-mail address of a linked item of the person. This could be a Prospect, Agent, Company, or a Contact that the RealePlan is applied to. The Prospect's Listing Agent would be an example.
A person or company that is linked to the property the RealePlan is applied to - This will show a list of links that are defined in your RealeSeller options. This allows you to send the e-mail to the e-mail address of a linked item of the property that the RealePlan is applied to. The termite inspector would be one example.
I want to select a distribution list or an address from a person or company - This will allow you to select a distribution list or the e-mail address of a particular person or company. This may be useful for BCC'ing you or your assistant on everything that is sent out.
Press the Next >> button to continue.
Example:
If you choose to send the email to the person the RealePlan is applied to, you will be prompted to choose which one of the e-mail address to send the e-mail to in case that person has more than one address listed. You can just let RealeSeller use the first one it finds.
Press the Next >> button to continue.
A descriptive address is added to the list of recipients (1). You can delete items from the list by clicking on it and then pressing the delete key on your keyboard.
An alternate or additional example:
If you choose to send the email to a linked item from the person or property that the RealePlan is applied to, you will be prompted for the link type and which e-mail address to send the e-mail to in case that person has more than one address listed.
You can select a link type from the list or enter one in manually. If you type one in manually, the link type is case insensitive but be certain you spell it correctly. You can add link types to the combo/list from the RealeSeller Agent Options menu. The above image shows how selecting the Prospect's Listing Agent will add it to the list of recipients. Press the Next >> button now.
If more than one Listing Agent happened to be linked to the Prospect in question, RealeSeller will use the first one it finds. The CC and BCC buttons work exactly the same as the To button. Click the Next >> button when you have finished adding recipients for the e-mail.
Now, enter a name that describes the task you have just created (1). Press the Finish button (2) to complete the creation of this ActiveTask.
Print a letter:
Adding a printing task is very easy. Use the browse buttons (1) or (4) to select the document you want to print. Select the printer from the list (2), and put a check in the boxes (3) depending on what is to be done when this ActiveTask comes due. Click the Next >> button to continue.
To finish, enter a name (5) for the ActiveTask. Click the Finish button to complete this ActiveTask item.
Complete the current RealePlan:
You may want to add a plan item that will be active during the entire plan lifetime. With this item you can quickly complete the plan (1) at any time by simply marking this item as complete. Doing this allows you to mark the plan as complete and all items not finished are discarded. The plan shows up as being "complete" when you use this method to complete a plan early.
Stop the current RealePlan:
There are many reasons you might want to stop the progress of a plan. Using the Stop the current RealePlan selection (2) you can stop the plan at any time when continuing is not necessary. When you use this selection, and implement the task as complete, the plan will show up in activities as "stopped" ... not as "complete."