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How to enable, disable actions globally and add, edit and delete them individually


This article looks at:

  1. Enabling and disabling events globally
  2. Add an action to an event
  3. How to view a log of the automated actions and their status
  4. How to edit an action
  5. How to disable and individual action
  6. How to delete an individual action

This article is linked to understand events and actions 

1. Enabling and disabling events globally

Outgoing automated messages and tasks will only happen if events are enabled

Go to settings>automated events>enable or disable.



2. Add the action to an event

The action will run as determined by the conditions set above.

The action can be:

  • A communication (Email, notification or SMS)
  • A task



Select Tenancies>Tenancy Status set to Perspective>Add Action




Decide whether your action is a task or communication or both

  1. Name the action  Notify prospective tenant of paperwork required
  2. Activate action – Tick to make active: un-tick when no longer required
  3. Automatically set this action to checked when listed – This means it will run automatically without you checking the box
  4. Add task – To create a task with all its functionality tick the box and name the task that has been created. See below: e.g. task created is called Notify prospective tenant of paper work required and is related to a specific task type.
  5. Add a task type. this is linked to creating task types
  6. Insert checklist template
  7. Pre assign the task to a member of the team
  8. Add to activity log-This is a log of an action (record of an action) being run and is added to the activity area within properties units or tenancies
  9. Apply a process – This can either be an Email, SMS or a Notification: If you want to include a hyperlink highlight and click the icon. Please ensure a subject line is included

** To bring up a list of variables right-click within the field


(Continue scrolling down the page after email body to see)

7. Include summary – Leave blank
8. Success text – This is the text you will see in the top right-hand corner of your screen that if it has been sent successfully
9. Failed text – This is the text you will see in the top right-hand corner of your screen if it has failed to send

The event this was added to was ‘tenancy status set to prospective’. Now when you add a prospective tenancy you will have the option to run the task and send an email at the bottom. When adding a tenancy, actions will be located on the fourth stage.



3. How to find a log of the actions that ran and their status






4. How to edit an action

A common thing to edit is the recipient. The default is “All property managers”. Click in the box to choose the recipients






5. How to disable an individual action

Untick this box



5. How to delete an individual action





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