Using the Automation Flow Builder – iProperty Help Centre

Once you create an automation, use the Automation Flow Builder to customise the exact tasks and actions you want to happen automatically.

The flow builder is split into two main sections: Triggers and Steps.

1. The Trigger

Every automation requires a single trigger. The trigger tells iDashboard exactly which event should kick off the automation.

Available Triggers

Visitor attends an inspection: Fires when one of the following occurs:
- A contact is manually added as a visitor to a property in iDashboard.
- A contact checks into an open home using the QR Code Check-In.
- An agent checks a contact into an open home using the Open Home Wizard.
An enquiry is created: Fires the moment a new enquiry is received by your Lead Inbox.

How to Add a Trigger

In the automation flow builder, click the Add Trigger box.
Select the trigger you want to use from the dropdown menu.

2. The Steps

Once your trigger is set, you can build out your workflow in the Then do this... section.

Note: Some steps are conditional and will only appear when specific triggers are selected.

Here are the available actions you can add to your flow:

Create a Task

Automatically creates a one-off task for an agent.

Type: Choose the task category (Task, Phone Call, Fax, Mail, or Meeting).
Task: The description or instructions. This appears directly on the agent's My Tasks screen.
Assign To: Select the agent responsible for the task.
When is it due: Set the relative deadline in Minutes, Hours, Days, Weeks, or Months after the task is created.

Notify Someone by Email

Triggers an automated email notification to a contact or staff member.

To: The recipient email address(es).
From: The sender identity the recipient will see.
Subject: The email's subject line.
Email Message: The body text of the email.
Attachments: Upload any files you want to include.

Notify Someone by SMS

Triggers an automated text message.

To: The recipient phone number(s).
From: The sender name or number displayed on the recipient's phone.
SMS Message: The contents of the text message.

Send a Canned Response

Automatically sends a pre-written response tied to a property. This step is only available if you are using the An enquiry is created trigger.

Set Enquiry Status: Choose New, In Progress, or Complete based on your workflow. If you don't actively manage enquiries inside the Lead Inbox, we recommend setting this to Complete.
Send From: Choose whether the email comes from the property's primary listing agent or the agency brand.
Subject: The subject line. You can use merge fields like {{property.street}} and {{property.suburb}} to automatically pull in property details.
Default Response: The backup message used if the specific property doesn't have a canned response set, or if the system cannot automatically match the enquiry to a specific property.

Wait

Pauses the automation flow for a specific duration before moving to the next action.

Wait: Set the duration in Minutes, Hours, Days, Weeks, or Months. Steps placed after a Wait step will hold until this timer expires.

Start / Stop an Automation

Links workflows together by triggering or cancelling other automations.

Stop an automation: Select a running automation to halt immediately.
Start an automation: Select a separate automation to kick off right away.

Start / Stop an Action Plan

Integrates your automations with existing action plans.

Stop an action plan: Select an active action plan to cancel.
Start an action plan: Select an action plan to apply instantly.

Managing Your Steps

How to Add Steps

You can add unlimited steps to a single automation.

Click Add Step:
Locate and click the Add Step button.
Select Your Action
Pick the type of action you want to occur next.
Configure Settings
Complete all required fields for that specific step.
Save
Click Save to lock the step into your flow.

Editing and Deleting Steps

To Edit: Click the yellow Edit Action button on any step.
To Delete: Click the red Delete Action button to remove it entirely.

Important: Editing a step only applies to future properties or contacts that trigger the automation. It will not retroactively update or change data for contacts or properties currently mid-flow.

Understanding Step Colours

Green Steps: All required configurations are complete, and the step is ready to run.
Red Steps: The step is incomplete or disabled. It will not fire until you fill out the mandatory settings.

How to Reorder Steps

To change the sequence of your workflow, simply click and hold the step, drag it to your preferred position in the timeline, and release.

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