Transaction checklists (also known as checklist templates) are essential tools that help you manage complex transactions efficiently and accurately. This guide will help you understand what checklists are, their benefits, and how to use them effectively in BoldTrail BackOffice.
What are checklists?
Transaction checklists are structured workflows that outline every required step and document needed to complete a transaction. They serve as your digital transaction coordinator, ensuring nothing gets overlooked and every requirement is met.
'Buyer Offer' Checklist
Checklists under the 'Buyer Offer' section are typically utilized for tasks directly related to buyer offers. However, this checklist is less frequently used among brokerages and comes with fewer customization options compared to the 'Transaction' checklist.
'Transaction' Checklist
The 'Transaction' section is the preferred checklist option for most users, especially brokerages, due to its robust capabilities. It allows more automation and customization features, making it a better fit for complex task management.
Key benefits of using them
Every transaction follows the same standardized process, reducing errors and oversight.
Built-in safeguards ensure all required documents and steps are completed correctly.
Clear task organization helps teams work faster and more effectively.
New team members can quickly learn your transaction process by following established checklists.
Real-time visibility into transaction status and outstanding tasks.
Creating your first checklist
Navigate to the transaction's page and locate the "Checklists" tab. Here, you can select a specific checklist with pre-populated tasks or create a new one by clicking the +Add template link.
Managing your checklist
Each transaction checklist has an Action menu where you can create a task, mange template, or enable automation.
Rearranging checklist templates
You can easily control the order in which checklist templates appear when users select them throughout the platform. By rearranging templates, you can prioritize commonly used checklists, making selection faster and reducing potential errors.
Understanding Checklist Limitations
Currently, you cannot drag and drop a checklist from the 'Buyer Offer' section to the 'Transaction' section. If you need to move a checklist, you will need to recreate it manually in the desired section. While this may require additional effort, it ensures that the checklist is properly organized within the correct context.
Adding a new checklist task
When creating a task, you will need to specify the role of the person responsible for completing it. Then, enter the task’s name and indicate whether a document is required. The document can either be attached to the task or created using forms. Finally, set a task's due date based on business days or calendar days, choosing whether it falls before or after a specific date.
Learn more about how to create custom date fields for your transactions.
Applying automation rules to your checklist
The checklist automation feature allows you to automatically apply specific transaction checklists based on predefined triggers. This helps streamline workflow processes by ensuring that the right checklists are assigned to transactions without manual intervention.
When to use checklist automation
When the same type of checklist applies to multiple transactions.
When automating checklist assignments saves time and effort.
When it's essential to apply specific checklists based on company policies.
How to set up checklist automation
Go to your checklist > Actions > Automation Settings. A configuration window will appear where you can set conditions for auto-applying the checklist.
When the "always" option is created, the corresponding checklist will be applied to any transaction.
For the "only when..." selection, choose from the following options:
Transaction Type: (e.g., Traditional Sale, Short Sale)
Transaction Status: (Opportunity, Active, Pending, Closed)
Property Type: (e.g., Apartment, Commercial, Condo)
Side Represented: (Buyer, Seller, Both)
The default selection for each trigger is “Any,” meaning all listed options are eligible, equivalent to the “Always” option.
How checklist automation is applied
When a new transaction is created, the system checks for checklists with auto-apply triggers that match the transaction details. Any matching checklists are selected automatically.
During the final step of transaction creation (step 4 of 4), you can review and confirm the added checklists. Any field dependencies or required roles will also be displayed.
With the “Can add/remove checklist transactions” permission, you can manage automation rules and remove suggested checklists when a trigger activates them.
Best Practices for Checklist Management
Use the 'Transaction' checklist for most of your task management needs to take advantage of its advanced features.
Reserve the 'Buyer Offer' checklist for tasks that are narrowly focused on buyer offers and don't require the broader capabilities of the 'Transaction' section.
Recommendations
Prioritize the use of the 'Transaction' checklist for brokerage operations since it offers more flexibility and automation.
Plan your checklists with the understanding that tasks cannot be moved directly between 'Buyer Offer' and 'Transaction' sections. This forethought will save time and effort in reorganizing tasks later.
By following these recommendations and understanding the functionality of checklist types, you can enhance task organization and efficiency within BoldTrail BackOffice.