Emails, texts and triggers

A transaction has three tabs for messages: Emails, Texts and Messages. Messages shows emails and texts together in one timeline. The Triggers tab shows what the automatic rules have done on the file.

Triggers: the rules that write messages for you

There are two kinds.

Task triggers hang off a task. They fire when the task is completed, or when it is still not done after its due date. They can send an email or a text to people on the file, chosen by the role they hold, such as Seller or Buyer's Agent.

• Triggers are checked once an hour, so a message can appear up to an hour after you complete the task.
• A task with no due date never counts as "not done after its due date".
• If nobody on the file holds the role a trigger names, nobody gets that message.

The listing task lists have three triggers that never fire

On listing task lists set up from Open To Close, three triggers brought over from it do not work. Check the Drafts view after completing a task, and write the email yourself if nothing appears. What to do.

File rules belong to the whole workspace. An admin sets them up under Settings > Transactions, or with Add Trigger on a file's Triggers tab. Either way the rule applies to every matching transaction, not just the one you are on. A new rule asks before acting until someone turns that off.

A rule that sends follows a template

When an admin sets up a file rule that sends an email or a text, they pick a Template (a shared email template, or a text template) instead of typing a subject and message. The rule sends whatever that template says at the moment it fires. For email, only shared templates that are switched on are offered. A private or switched-off template can't be used. If a template a rule follows is later deleted, switched off or made private, the rule's send is refused rather than falling back to older words. A rule brought over from Open To Close keeps the words it already had, and shows them with a note to pick a template if you want to edit it.

A rule that sends an email also has a From setting. Left on Chosen automatically, the default, the email goes from the address a file email would use if no address were picked. Pick one of the workspace's sending addresses (only addresses on a verified domain are offered) and the rule's emails go from exactly that address. If that address cannot send when the rule fires, for example because its domain is no longer verified or it is paused, resting, warming up or at its daily limit, the email is left as a draft with the reason shown and never goes out from a different address. A rule whose address is no longer offered shows Sender no longer verified - pick another.

Because one edit changes every rule that follows the template, saving a change to an email or text template that triggers use stops and asks first. The window reads Used by N triggers, lists their names and says saving changes what they send the next time they fire. Choose Save anyway to go ahead. A template used this way can't be deleted at all until the rules are pointed at another template or turned off.

Does it send, or wait for you?

Each trigger that sends a message has one switch, Sends automatically.

Switch	What happens
Off (the default)	The message is written as a draft and waits for you
On	The message goes out at the trigger's timing, with nobody checking it first

Every trigger brought over from Open To Close keeps the setting it had there. The Open To Close queue switch set to off, "Send Manually", arrives here as a draft.

Either way the normal safety checks still apply: opt-outs and STOP, undeliverable addresses, and quiet hours for automatic texts. If a check stops an automatic send, the message is left as a draft with the reason on it.

What the Triggers tab shows

• Waiting for you: rules that ask before acting. Approve or dismiss each one.
• Task automations: every task trigger that has matched on the file.

Adding or editing a task trigger on screen is not available yet. Today task triggers come from templates and task lists, including any brought over from Open To Close.

Releasing a draft a trigger wrote

1. Open the file's Emails tab and choose the Drafts view. Its count shows how many are waiting. For a text, open the Texts or Messages tab instead.
2. Read the draft.
3. Edit the subject, message or recipient if you need to.
4. Press Send.

If someone else has already released it, you are told so, and nothing is sent twice. A draft written by a trigger has no signature on it. When you release it, your name is added under it if you have one on record. A trigger that sends on its own adds no name.

Waiting Drafts: every draft at once

Waiting Drafts in the Transactions menu lists every email and text a rule has drafted, across every file you can open, that nobody has sent or dismissed yet. It saves you from opening each file's Drafts view one at a time. The page says how many are waiting, such as 12 waiting, or Nothing waiting when the list is empty.

Each row shows:

• the File, which opens the file's messages;
• the Task and the Rule that wrote the draft, where Yapii can tell. A dash or Automation means it could not tell;
• the Recipient, with an icon for email or text, or No recipient on file;
• the Subject, or Text message for a text. If a safety check held the draft back, a line under it reads Held back: with the reason;
• when it was Created.

Review opens the draft's full subject and wording right in the list, so you can read exactly what would go out before you decide. From there:

• Send asks Send this message now? and says it goes out immediately. Details are filled in from the file as it is now, and your name is added as the signature on an email. Press Send now to confirm. If a copy could not go to someone, the message says Sent, but not to everyone and names who was left out.
• Open in file takes you to the file's messages.
• Dismiss asks Delete this draft? and removes it from the file's drafts. An owner or admin can restore it from Settings, Archive, for 30 days.

Send works exactly like releasing the draft on the file. Only drafts that a rule wrote are listed. A draft you wrote yourself is not.

The daily drafts-waiting email

Yapii can also email the people who have drafts waiting, so none sit unseen. It is off until an owner or admin turns it on. The Drafts-waiting daily email card at the top of Waiting Drafts has the switch, and only owners and admins see the card. Flip it to On and press Save on the page's save bar. Discard puts it back.

Once it is on, each person who owns or coordinates files with drafts waiting gets one email a day, between 7 and 8 AM in their own time zone (the workspace's when they have none set). It gives the count, how long the oldest has waited, up to 10 of them by file and subject, and a link to Waiting Drafts. It never lists the recipient's name, email, phone or address. Nobody with no drafts waiting is emailed. Stop this daily email, at the bottom, opens a page that asks you to confirm. Nothing changes until you press its button, and it stops only your own email.

The Emails tab

Views: All, New, Read, Sent, Pinned, Archived, Scheduled, Drafts and Property Emails, each with a count.

Property Emails is mail sent to the file's own email address, as in Open To Close. The address is shown under the file's title, beside Email:, with a copy button. A new file has its address from the moment it is created, so you can copy it before anyone opens the file. An older file without one gets one the first time somebody opens it. If the file has none yet, press Create this file's email address in this view. Anyone who has the address can put a message on the file, so give it only to the people working the file. If it reaches anyone else, press Replace address: the old one stops working at once, for everyone. The sender shown is whatever the email says and is not checked, so these messages are never shown as coming from a person on the file. Attachments are not kept; the message says how many there were. Mail only arrives once email to file addresses is switched on for your account, and until then the Create button says it is not.

Writing an email

Start blank, or from a template. Templates are in Transactions Settings > Email Templates. Once a template has been used, its row there shows how it is doing: the number of sends to contacts and, if people replied, the replies and the reply rate. Click the small information icon for the last 90 days, the contacts reached and the date it was last used (text templates also show opt outs and bounces). These numbers cover messages sent to contacts from their own pages and from the Inbox. Emails and texts sent from a transaction file are not counted. The message is plain text. The template list there shows 7 templates per page, with page controls and a search box. Tick the box at the top to select the templates on the page, or Select all N matching to select every match across pages. A colleague's private email template never shows up in your template picker and is never used for your draft.

A template can fill in details from the file, such as the address or closing date. If the file does not have one of them yet, the email is not sent and you are told which detail is missing. Fill it in on the file, or edit the wording, then press Send again. A saved draft stays a draft when this happens.

A field that Yapii cannot fill at all, such as one carried over from Open To Close that Yapii does not know, also stops the send, and you are told which one. Nothing goes out with the raw in it. Take it out of the message, or ask for the field to be added. A draft that a trigger writes with one of these is still left as a draft, with the reason on it.

Choosing who it goes to

In the To, Cc and Bcc boxes you can add people by the role they hold on the file, as well as by picking a person or typing an address.

• If several people hold the role, all of them are added.
• If nobody holds it, it cannot be picked.
• If someone in that role has no email address, the send is stopped until you fix it, so nobody is silently left off.
• Anyone who has opted out, is suppressed, or has an invalid address is left off, and you are told who.
• When several people are on the To line, including everyone who holds a To role, they all get one email together, as in Open To Close. People on To and Cc can see each other, and Reply All reaches the group. Bcc stays hidden. If one of them has opted out or was taken off the file before the email went out, they are left off and everyone else still gets it.

Replies and the unsubscribe link

Emails sent from a file do not carry a marketing unsubscribe link, so one click cannot opt someone out of all your workspace's email, including later email about their own closing. Anyone who has opted out, is suppressed or is on Do Not Contact is still left off.

A reply to an email sent from a file lands on that file's Emails tab, and the person who sent the original email, or the file's owner, gets it forwarded. No AI answers it, and Claire does not get it. The sender shown is whatever the email says and is not checked. If the reply asks to stop getting email, that is still honored.

Choosing which address it comes from

Pick one of the workspace's sending addresses, or leave it on Chosen automatically.

If you choose an address, the email goes from exactly that address. If that address cannot send right now, because it is paused, resting, warming up or at its daily limit, the email is not sent and you are told why. It never goes out from a different address. Choose another address, or Chosen automatically, and send again.

Chosen automatically sends under the file owner's name, unless an owner or admin has set a Sender for file email. That setting is a From name and a From address on one of the workspace's verified sending domains, and it is on the main Settings, in the Transactions section. When it is set, file email goes out from that name and address instead. If that address's domain cannot send right now, the email goes out as it would with no team sender set. The setting changes only email sent from a file, and replies still come back to the file.

Signatures

Pick one of the workspace's saved signatures, or leave it on Sender name, if set, which is the default. That adds your name under the message when it is sent, and nothing if you have no name on record. Signatures are kept in Transactions Settings > Email Signatures. The signature is added when the email is sent, and a saved draft keeps the one you picked. A workspace with no saved signatures sees a note that your name is added when the email is sent.

Drafts and scheduling

• Save Draft keeps the message on the file without sending it. You keep one draft per person on a file, so saving again updates it. When you pick someone you already have a saved draft to, you are offered Open saved draft, and Yapii asks before replacing it.
• Send sends it now.
• Tick Schedule this email and set a time to send it later. Scheduled emails are in the Scheduled view, where each one can be sent early. If the time has long passed by the time it comes round, the email is held as a draft for you instead of going out late. The same happens if something else stops it, with the reason on the draft, so a message is never left reading Scheduled. If the file is deleted before the time comes, its scheduled messages become drafts with the reason on them and nothing sends.
• Editing a draft: you can change its subject, message and To address. Copies, Cc and Bcc, cannot be changed on a saved draft.

On each message you can mark it read or unread, pin it, or archive it. An archived message stays on the file's record.

An email that came in has a Reply button. It fills To with the person who wrote (or their address, if they are not on the file) and the subject with Re: and the original subject. Anything you had already typed in the message stays, and copies, roles and a template chosen for someone else are cleared. If the person who wrote has been taken off the file, To is left empty and the screen says so, so you can choose who to write to.

Attachments and rich-text formatting are not available yet.

The Texts tab

Send a text to anyone on the file who has a mobile number, either now or at a scheduled time. Text templates are in Transactions Settings > Text Templates. From the Contacts tab, a person's text button opens this tab with them already chosen.

The From list under the person chooser picks which of your numbers the text goes from. It starts on Automatic. Choose a number to send from it instead. You can only pick numbers you are allowed to text from, and if you pick one you may not use, Yapii tells you and does not send. A text sent from a number you chose cannot be scheduled yet, so send it right away or leave From on Automatic.

Views: Sent & Received, Received and Scheduled.

Use a file's templates here

A text sent from here refuses to go if the template needs a detail the file does not have, and tells you which one. A template written for a contact's own page, one that uses the contact's first name for example, is refused here too, and you are told which detail to change. More about this.

Replies

A reply to a text sent from a transaction lands on that transaction's Texts tab. It does not go to Claire's inbox, and no AI answers it. The person who sent the original text, or the file's owner, gets a notification. If several files have texted the same number, the reply goes to the file that texted most recently.

STOP and quiet hours

A reply of STOP opts that number out everywhere, and Yapii will not send it any more texts. If they later reply START, texts can resume. Replying YES never counts as consent.

A text you send yourself goes at any hour. Pressing Send, or Release on a draft, sends it straight away, whatever the time where the recipient is. Before you text early or late, check their local time.

• A scheduled or automatic text goes out only during the permitted hours in the recipient's local time. One that falls in quiet hours waits, and goes out when they end.
• If the recipient's local hours cannot be confirmed when a scheduled or automatic text comes due, it is not sent. It is held as a draft with the reason on it.

Trigger-drafted texts are released here the same way as emails.