If you receive emails that require action from a team member, you can forward them to BrokerEngine for conversion to tasks.
Contents
Prerequisites
Before sending an email-to-task message to BrokerEngine, you must complete a few preliminary tasks. Click a link to jump to a section in this article.
Locate BrokerEngine's unique task-creation email address for your broker group.
Confirm BrokerEngine will recognise your email address.
You should also familiarise yourself with the type of information that BrokerEngine will import (link opens a new article).
Locating BrokerEngine's unique task-creation email address
To create a task from an email, you need to forward the email to BrokerEngine. For security reasons, BrokerEngine creates a unique email address for each broker group. This means the task-creation email address you use might look quite different from another broker's.
To locate your email-to-task conversion address, click the Tasks icon in the side menu. Click the Email to Task button at the top of the page.
If you can't see the button at the top of the page, contact Support and ask us to enable this feature.
A popup displays. Click the copy icon next to the task-creation email address. Click OK to close the popup window. To have BrokerEngine create a task, send an email to this address.
Confirming BrokerEngine will recognise your sender's email address
You must send email-to-task conversion messages from an email address that BrokerEngine recognises. This is a security feature. It helps to ensure malicious actors can't hijack the service. It also allows BrokerEngine to ensure you're up-to-date with any changes to the task.
To confirm that BrokerEngine can recognise your email address, go to the bottom left corner of the dashboard, click the account icon, and select Settings. Expand the Email and Report Preferences folder and go to the Email aliases for verified domains heading. Confirm your address is on the list.
If your email address isn't listed, click the +Add alias button and enter the address.
If BrokerEngine displays an Unverified domain message under the address, contact Support with a request to add the email domain—the [company].com.au part of the address—to your account.
Sending an email to BrokerEngine for conversion to a task
The maximum size for email attachments that BrokerEngine can attach to a task is 10MB. If your email exceeds that maximum, the message will bounce. If the files were inserted as Google Drive links instead of attachments, they become URL links in the task description box.
When you receive or send an email that you want to ensure is followed up by a team member:
Forward the email from an address you've added as an email alias in BrokerEngine.
Paste BrokerEngine's task-creation email address into the To field.
Click Send.
Viewing tasks converted from email
Go to the side menu and click the Tasks icon.
Click the Filter icon at the top of the page.
Go to the menu on the left side of the page and expand Task Type.
Check the Imported Task box.
BrokerEngine displays tasks that it has converted from emails. Unless previously edited, they'll be listed in the Low priority section of the task list.
Editing a task converted from an email
To edit a task BrokerEngine imported from an email, open the list (see above) and click a task. BrokerEngine opens the task in a side panel.
To attach the task to a specific deal or contact record, click Unset and choose a record.
To set a due date, click Select next to Due Date and pick a date from the calendar.
To assign the task to someone, click Select next to Assign and choose a person.
To set the task priority, click High next to Priority and select a new level.
Notes
Tasks are defaulted to Today's date for their due date.
Tasks are automatically assigned to the Broker who sends the email.
Tasks are defaulted to a High priority level.
Troubleshooting
I received an email saying my task email didn't go through.
Confirm your domain is verified (see above) with BrokerEngine, and your email address is listed on your profile page.