Introduction

When you create a transaction in Lofty, you can apply a checklist that will automatically create tasks as you move the transaction to the next stages of the pipeline. In simple terms, the checklists can provide a templated set of tasks that can be made available to the team as they manage transactions.

*IMPORTANT:

• You are only able to create a maximum of 10 checklist templates for all transaction types. If a new template is needed, you will have to delete an existing one.
• If you edit/create/delete transaction stages, do not forget to update your checklist templates

Summary

• Permissions
• Checklist Folders
• Set Up Checklists
• Applying a Transaction Checklist
• Transaction Checklist Library
• Cancelled Tasks

Permissions

The Company Owner/Admin or users who have the Transactions Setting permission have access to create Company checklist templates. All users on the account can use the Company checklists that have been created.

• For more information regarding permissions, see Organization - Permission Profiles

All users can create their transaction checklist templates, which are only able to be used by the creator.

Checklist Folders

Transaction Checklists are organized into folders. The folders can be in the Company, Office, or Personal scope.

• Company folders contain checklists that are available to everyone in the company.
• Office or Team folders contain checklists that are available to everyone in the office or team.
• Personal folders contain your own personal checklists that are not available to others.

Click + Add Folder to add a new checklist folder.

Permissions mirror existing checklist permissions:

• Company Admins can manage all folders across the company.
• Office Admins can manage folders for their office and sub-offices.
• Personal folders are private to each user.

Set Up Checklists

To create a checklist, navigate to Settings > Checklist Templates > Select the Folder > + Add Checklist:

First, give your checklist a name so that you can easily reference it later and choose the Transaction Type that you want this checklist to be available for. The available transaction types are Purchase, Listing, Lease, and Other. The transaction checklist can only be applied to transactions that match the type.

Simply click on the + Add a Task button under the stage where you would like to add the task. The stages will correspond with what you have configured under the Transaction Management page. If you add/edit/remove a new state under transaction management for a certain transaction type, it will be reflected here automatically.

Create the task by giving it a name/description. When the task is created, this is the actual title of the task.

The Assign To field allows you to choose the transaction owner or other transaction roles.

Choose either "No Due Date" or choose a Due Date. This will have to be associated with a date listed on the transaction details. If you would like the due date to be on a specific date simply choose "0 Day(s)" before/after. 

The order of transaction checklist tasks can be adjusted when building out the checklist templates. When a transaction moves to the corresponding stage, all tasks will still trigger, but they will be in the order created within the checklist template.

Once you are finished adding the tasks where you would like them at the stages, be sure to click on the blue Save button at the bottom right so that the checklist is complete.

Applying a Transaction Checklist

Please note that transaction checklists do not auto-apply like Smart Plans. They must be applied manually to a transaction.

To apply a checklist to a transaction, first, navigate to the transaction detail page and select Checklists > Apply a Checklist Template. There is also an option to add an individual task, that is not related to a checklist.

Next, choose the checklist that you want to apply to the transaction. The only ones that you will see on this list are those that match this transaction type. Click the blue Confirm button to apply it to the transaction. You can select as many checklist templates as necessary.

The checklists tasks can all be generated immediately or stage by stage. Select the option that fits your workflow.

The checklist tasks can be viewed in either a list or kanban view.

To mark a task as complete, simply drag the task to the Done column (Kanban view) or hover to trigger the change of status to Done (List view). 

Transaction Checklist Library

Transaction Checklist Library allows you to import transaction checklists directly into your workflow. No matter whether "Personal," "Office," or "Company" is currently selected in the top-left navigation bar, the Library will always remain available. The difference is that, depending on the selected option, importing a Checklist from the Library will automatically correspond to the respective scope.

Press the checklist name, and see the details of the checklist to be imported.

 

Importing Process:

Step 1： Name the imported template.

Step 2：Map the Stages and the importing is completed. If you have not customized the stages, this step will be skipped.

Cancelled Tasks

If a transaction is cancelled and there are outstanding tasks, a pop-up will give you some options to either remove the task from your task list completely or just remove any scheduled due dates.

This pop-up both notifies you that there are outstanding tasks associated with this cancelled transaction and allows you to either change the task status to "Not Applicable", which will remove the task from your task list or remove the tasks due date, which will remove and reminders and remove the task from your calendar. Removing the due date will still keep the task in your task list.

Questions?

If you have any questions regarding this topic or any others, please reach out to our Support Team via email at <support@lofty.com>, by phone at 1 (855) 981-7557, or by chat with us through your Lofty CRM. 

Related terms: Transaction checklist, transaction page