New listings and intake

When an agent fills in a new listing form, the answers come straight into Yapii. Some listings are created for you without anyone doing anything. Others wait in a queue for a person to look at. This page explains which is which, and how to work the queue.

What happens when a listing form arrives

A JotForm New Listing is checked against a set of rules the moment it arrives.

Nothing in the way. The listing is created for you, with its task list already on it. Which list depends on the property's state:

• a Washington property gets WA Listing Tasks;
• a property in any other state gets Out of States Listing Tasks.

These tasks arrive with no due dates. The listing is filed under the workspace owner's name.

A member account does not open a listing created this way until an owner, admin or team lead adds them to it as its Listing agent or Buyer agent. A submission someone approves is filed under the approver's name, and other members cannot open it. See Before you start.

Held for a person to look at. The submission waits instead of being created when it:

• has no property address;
• has no property state, so the right task list cannot be chosen;
• looks like a duplicate, because an open file already has that address, or an open file is already titled with that street;
• is missing a required answer. The note on it names what is missing;
• could not be created for some other reason.

A held submission always waits for someone, even on a form that is set to skip review.

Other intake forms wait for review as well, unless that form has been set to skip it.

A form filled in inside Yapii refuses to submit until every required answer is given.

Working the review queue

1. Open Transactions, then Task & Trigger Pipelines.
2. Choose the Submission Pipeline tab. The review queue is at the top.
3. Open a submission and read the answers.
4. Choose what to do with it.

The Dashboard's intake card also shows what has come in.

Both the queue and the card show how long each submission has waited for a person, such as "waited 5 days", next to the date it arrived. The queue also shows how many are waiting and how long the oldest has waited. A wait of 3 days or more is shown in red. Owners, admins and team leads who can open the Submission Pipeline also get a daily notice when submissions have waited a week or more (see Notifications).

Each row names its form (New Pending, Listing Intake, or the form's own name), the property's street, city, state and zip, and who it is assigned to. A New Pending goes to the transactions lead and a Listing Intake to the listings lead, as set on the Team page. If that job has nobody in it, the other lead or the team leader gets it, and the row says which role the person holds. With no lead at all, the row says it is not assigned. The person it is assigned to also gets a notification when the submission arrives. Assigning only routes the work: anyone who is allowed to approve can still approve any row.

What you can do with a submission

• Approve creates the transaction, filed under your name, with no tasks on it. Apply a task template afterwards, either with Apply task template right there in the queue or later from the file's Tasks tab. Use it when you need to see the property before you pick a task list.
• Approve with tasks from, then pick a template set. This creates the transaction, filed under your name, and adds that set's tasks.
• Reject, with a reason if you want to give one. Give one. Whoever asks next week will want to know.

If the submission matches a deal that is already open, you choose between:

Choice	What it does
Update the matched deal	Puts the new answers onto the file that is already open
Create a new deal	Starts a second file
In-house sale: make this listing Dual	Keeps one file. Moves the listing to pending, marks it Dual, and fills in only the buyer-side fields

On a New Pending row that will start a new file, there is a question: Which side is this new file? It sets the file's side, its client type and the templates it gets. The first choice follows the form (for example As the form says: Buyer), and Buyer and Seller let you override it. Only people who can approve see it.

Owners, admins and team leads can also open Show the full submission to read every answer except the email address and phone number.

Only an owner, admin or team lead can approve or reject. Everyone else can see the queue, so the team knows what is waiting.

The form answers are kept exactly as they were submitted, so you can always check what the agent originally sent.

Starting a transaction yourself

1. Open Transactions, then Properties.
2. Click Start transaction.
3. Drop the executed agreement onto the drop area. Yapii reads the address, dates, price and earnest money from it.
4. Check each value Yapii suggests and tick the ones that are right.

You confirm, Yapii does not guess

Nothing Yapii reads from a document is saved until a person ticks it, however sure the reading looks. Always check dates against the contract.

If you do not have the agreement, fill the form in by hand instead. Yapii can only read documents that contain real text, so a scanned image of a page cannot be read. You will see a message explaining why, and you can type the details in.

See Transactions for what Yapii sets up once a file exists.