The Update Agent tool is a great way to ensure your Agents have the opportunity to stay up-to-date on their files and any possible action items needing their attention. In this article, we'll go over how to use the Update Agent tool and some best practices for streamlining your updates.
In this article:
- Getting Started
- Sending an Update Agent Email
- Create and Use Update Agent Email Templates
- Customize the Update Agent Email Before Sending
- What Does the Update Agent Email Look Like?
Getting Started
What is the Update Agent tool?
Built into SkySlope transaction management, the Update Agent tool was designed to allow Auditors to keep Agents up-to-date on their SkySlope files easily. Once an Auditor reviews an Agent's Checklist, they can click Update Agent to email the Agent a snapshot of their Checklist. This allows the Agent to see the current status of their Checklist items and calls out any items requiring their attention.
What does the Update Agent email include?
The Update Agent email includes:
- A shortcut link to view the Checklist.
- The current status of Checklist items at the time of sending, including comments about corrections.
- A DigiSign shortcut to resend any documents that need to be corrected.
- A custom message, if added.
Sending an Update Agent Email
Follow these steps to send an Update Agent email:
- Open the property file and navigate to the Checklist tab.
- Click Update Agent to send a standard Update Agent email, or select the down-arrow ▼ to the right to select and send a customized or templated message.
- Off it goes! ?
Create and Use Update Agent Email Templates
Your brokerage can create a collection of templated emails, saving you time when auditing files and sending updates. Follow these steps to create customized email templates (also called Checklist Notes).
Note: Checklist Notes can only be created and managed from the Broker account.
Create Template
- Log in to the primary broker account for SkySlope.
- Click on the account name in the upper right and then select Admin.
- Navigate to Manage Checklist Notes.
- Click Create Note to add a new Checklist Note.
- When creating the new note, you can complete the following fields:
- Note Title: Used to identify the note when preparing to send an Update Agent email.
- Note Body: The contents of the note.
- Office: Select which office(s) you want this note to be available to. - Click Save.
Sending Update with a Template
To send an Update Agent email with one of your Templates, click the down-arrow ▼ next to Update Agent on the Checklist tab. Then, in the Comment area, use the drop-down to select the Checklist Note Template you'd like to use. The Checklist Note will auto-fill the body of your message, and you can continue to customize the Agent Update as needed!
Customize the Update Agent Email Before Sending
You can make changes to the Update Agent email in several different ways, such as adding multiple recipients or filtering out certain Checklist statuses.
Default Recipients
The default recipients for an Update Agent email will vary depending on the situation. Without modifying the recipients, an Update Agent email will be sent to:
- Primary Agent on File
- Primary Agent's Alternate Email ID
- Co-Agent(s) on File
- Co-Agents' Alternate Email ID
- File Creator
- File Creator's Alternate Email ID
Add or Remove Recipients
To add or remove recipients before sending an Update Agent email, click the down-arrow ▼ to the right of the Update Agent button.
- To add a recipient, type their email address in the Add Email field. Then click Add.
- To remove a recipient, click the X icon next to their email address.
Filter Checklist Statuses
With this feature, you can filter various Checklist item statuses out of the email, shifting the focus to what requires the most attention.
To filter Checklist statuses, click the down-arrow ▼ to the right of the Update Agent button. Under Include Checklist, select only the item statuses you want to include. For example, if you only want to send the Agent a list of the items that are still Required, uncheck everything except Required.
What Does the Update Agent Email Look Like?
Now that you've created your templates and customized your recipients, you're probably wondering what the Update Agent email looks like! Here is an example of an Update Agent email sent to an Agent after their Checklist was reviewed:
Update Agent Email Breakdown
The Update Agent email gives your Agent a quick snapshot of their progress on their file so far and any outstanding items requiring their attention.
- File Details: At the top of the email, they'll see wo the Update is from, which property file it's for, and the email message (if one was included).
- Go to Checklist: We've included a shortcut to the file's Checklist, allowing them to act on outstanding items immediately.
- Checklist Item Status: The Agent can see the status of every Checklist item at a glance.
- Send via DigiSign: For any documents marked Incomplete by the Admin team, a DigiSign shortcut is available. This shortcut automatically pulls the rejected document from the Checklist and creates a new DigiSign envelope linked to the same property file. Agents can then quickly make corrections and resend the document for Signatures.
If you have any additional questions about using the Update Agent feature, please reach out to our Support team. Happy SkySloping!