An important functionality of Vault is automation, where actions within the system can take place automatically. Some automation that can be applied in our office automation as outlined below. 

To set up Office Automation, you will need to have system admin access. More information can be found in the User Management Settings knowledge article.

Step by step

1. Navigate to Settings > Automation > Office Automation

3. We are then able to apply automation based on Sales or Lease

4. Once you have applied the desired automation, click on Save Settings

Below is a guide on the options available across the two sections:

Sales Automation

Holding Area 

The holding area is where your enquiries will populate before being added to your database - More information on this function can be found via the Enquiries | Holding Area knowledge article. If you enable this option, the holding area deactivates and the enquiries will automatically be entered into the database as contacts.

It is recommended this automation is NOT enabled to allow enquiries to be checked and filtered before entering them into the database.

We also have the option to enable canned responses to be sent as soon as the enquiry has reached the holding area. Otherwise, if left unticked, canned responses will be sent as soon as the enquiry has been processed in the holding area. More information on canned responses can be found via the Property - Listing: Email (Canned) Responses knowledge article.

Advertising/Deposit Receipts

If enabled, the advertising and/or trust module will automatically email the receipts to the client. This automatic email receipt will be sent by the staff member that had receipted the monies.

Deposit Received - Notifications

If enabled, the agents on the listing will receive an email notification once a deposit has been receipted in the sales trust.

Feedback Entered - Notifications

If enabled, the agents on the sale listing will receive an email notification when feedback has been entered against one of their listings. Only if the feedback was not entered by one of the listing agents.

Lease Automation

Holding Area 

The holding area is where your enquiries will populate before being added to your database - more information on this function can be found via the Enquiries | Holding Area knowledge article. If you enable this option, the holding area deactivates and the enquiries will automatically be entered into the database as contacts.

It is recommended this automation is NOT enabled to allow enquiries to be checked and filtered before entering them into the database.

Feedback Entered - Notifications

If enabled, the agents on the rental listing will receive an email notification when feedback has been entered against one of their listings. Only if the feedback was not entered by one of the rental listing agents.