How do I create an automation plan / Setting Up Automation

How do I create an automation plan / Setting Up Automation

Why Use Automations?

Automations in PropSpace streamline repetitive tasks, ensuring necessary actions are taken without manual intervention. This enhances efficiency, improves response times, and helps your team stay organized. 

How to Create and Manage Automation Rules. 

  1. Navigate to Automation Settings
    1. Go to Admin > Automations.
    2. Select "Advanced Automation".
  2. Create a New Automation
    1. Click "Create Automation" or "New".
    2. Enter a Name for the automation.
    3. Set the Status (Active or Inactive).
    4. Choose the Module (Listing, Contact, Deal, or Lead).
  3. Define the Trigger & Criteria
    1. In the Criteria section, set the condition that will trigger the automation:
      1. When a record is created – Triggers when a new record is added.
      2. On change of field values – Triggers when specific fields are updated.
      3. When a record is created or updated – Triggers for both new and modified records.
      4. When a record is not updated – Triggers if a record remains unchanged for a set number of days.
    2. Apply filters to refine the automation (e.g., only notify if the lead is a buyer and not a tenant).
  4. Set Up the Actions
    1. Choose what happens when the automation is triggered:
      1. Create a task (e.g., assign a follow-up to an agent).
      2. Send an email (to one or multiple recipients).
      3. Update record fields (e.g., change lead status to "Follow-up Required").
  5. Save & Activate
    1. Click "Save Automation" to finalize the setup.
    2. The automation will now run whenever the defined conditions are met.

Managing & Editing Automations

To edit an existing automation;
  1. Go to Admin > Automations.
  2. Select the automation rule you want to modify.
  3. Make the necessary changes and click "Update".

Customization & Flexibility

PropSpace allows you to mix and match triggers, conditions, and actions to fit your company’s workflow. Whether you need alerts for new leads, automated follow-ups, or task assignments, you can tailor automation rules to meet your specific business needs.

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