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Coming from Open To Close: task templates that fire on a field

In Open To Close you may have several task templates, each triggered when a field on the deal is set. In DocJacket you build one Playbook that holds all of those tasks, and mark each one conditional on the field. The deal gets the tasks that apply, and the rest wait until their field is set.

What you need​

  • One Playbook for the deal type, with every task in it.
  • A Dropdown custom field for each question the tasks depend on. There is no checkbox field type, so a Yes/No question is a Dropdown with the options Yes and No.

Set it up​

  1. Create the fields. Go to Settings > Custom Fields, stay on the Smart Fields tab, and click Add Custom Field. In the Add Smart Field drawer, enter a Field Name, set Field Type to Dropdown, click Add Option to add Yes and No (for example for Septic system?), and click Create. See Transaction Configuration.
  2. Open the Playbook. Go to Templates > Playbooks and open the Playbook (or click New Playbook).
  3. Make the task conditional. Open the task (or click Add Task and enter a Name), tick Conditional Task, and click Build a rule with AND / OR instead.
  4. Build the rule. Under Add this task when, choose Custom field, pick your field under Pick a field, leave the operator on is, and choose Yes. Add more lines with And, or And any of… when any one of several answers should trigger the task.
  5. Click Add task (or save the task), then save the Playbook.

For rules that don't need a custom field — a cash or financed deal, a property feature, a state — see Conditional tasks.

On a deal​

Set the field in the deal's Overview, in the Custom Fields card. It saves as soon as you change it; there is no Save button.

  • If the field is already set when you apply the Playbook, the task is created.
  • If you set it later, the task is waiting in the Tasks tab under Optional tasks (N), marked N now applicable. Open it, review the pre-ticked tasks under Now applicable, and click Add N tasks. If you change the field back so the condition is no longer met, the button disappears.

Submit vs. Approve​

If your Open To Close setup separated submitting a field value from approving the tasks it triggers, that maps to the Now applicable list. Setting the field on the deal is the submit; your click on Add N tasks is the approve. DocJacket never adds a held-back task on its own.

See also Held-back tasks and key dates.