Property portal enquiry routing¶

Property portals send enquiries as emails, and the agent who answers first usually gets the viewing. This workflow reads the email, creates the buyer, shares enquiries between agents in turn, and has a text on the buyer’s phone before the agent has opened their Inbox.

The Property portal enquiry routing workflow on the canvas: Portal enquiry, then Read enquiry, then Create buyer, then Next agent, then Assign agent, then Text the buyer, then Brief the agent

Before you start¶

An inbound email address in BaseCloud that the portal sends enquiries to
Credit for the AI Prompt task

The workflow¶

Step	Task	Type	What it does
1	Portal enquiry	Inbound Email	Starts when the portal’s email arrives
2	Read enquiry	AI Prompt	Pulls the name, contact details and property out of the email
3	Create buyer	Create New client	Creates the buyer, or reuses them if the email address is known
4	Next agent	Round Robin Select	Picks the next agent, in turn
5	Assign agent	Edit a Client	Makes that agent the responsible manager
6	Text the buyer	SMS	Texts the buyer that an agent will call
7	Brief the agent	Workflow Note	Briefs the agent with everything they need to call

About the variables

Values such as {{task_36457_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Portal enquiry¶

Task: Inbound Email. Starts when the portal’s email arrives.

This task has no settings to fill in.

2. Read enquiry¶

Task: AI Prompt. Pulls the name, contact details and property out of the email.

The AI Prompt task named Read enquiry, opened to its settings

Field	Set it to
Input	`{{task_36457_body_text}}`
AI model	`OpenAI · GPT-5 Mini (Balanced)`
What type of analysis do you want to do?	`Extract Data`
Fields to Extract	`first_name`, `last_name`, `email`, `phone`, `property`

3. Create buyer¶

Task: Create New client. Creates the buyer, or reuses them if the email address is known.

Field	Set it to
Match Before Creating	Contact email = `{{task_36458_email}}`
Client Status	`New Lead`
Responsible Manager	Wendy Darling
Client Name	`{{task_36458_first_name}} {{task_36458_last_name}}`
Contact First Name	`{{task_36458_first_name}}`
Contact Last Name	`{{task_36458_last_name}}`
Contact Email	`{{task_36458_email}}`
Contact Cell Number	`{{task_36458_phone}}`

4. Next agent¶

Task: Round Robin Select. Picks the next agent, in turn.

Field	Set it to
List	Peter Pan, Tinker Bell, Tiger Lily

5. Assign agent¶

Task: Edit a Client. Makes that agent the responsible manager.

Field	Set it to
Client	`{{task_36459_match_client_id}}`
Responsible Manager	`{{task_36460_response}}`

6. Text the buyer¶

Task: SMS. Texts the buyer that an agent will call.

Field	Set it to
Client	`{{task_36459_match_client_id}}`
To (phone number)	`{{task_36458_phone}}`

Message

Hi {{task_36458_first_name}}, thanks for your enquiry about {{task_36458_property}}. One of our agents will call you shortly to arrange a viewing. Neverland Realty

7. Brief the agent¶

Task: Workflow Note. Briefs the agent with everything they need to call.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36459_match_client_id}}`
Note Type	`Note`
Priority	`High`
Due Date	`Now`
Tag Users	`{{task_36460_response}}`