Transactions

Transactions keeps each deal under contract organized: the signed documents, checklists, key dates, the people involved and the money. If your workspace has it, Transactions appears in the sidebar, and the page is headed the same way.

Moving off Open To Close?

Start with Moving from Open To Close. It says what is not available yet, what to do instead, and how to bring your existing files over.

The Transactions pages

Page	What it's for
Dashboard	What needs your attention today across all your files.
Properties	Every transaction in a table you can search, sort and arrange.
Task & Trigger Pipelines	Boards for your transaction tasks, triggers and submissions. This isn't the sales Pipeline in the main sidebar.
Upcoming Dates	The key dates coming up across your files.
Waiting Drafts	Every email and text a rule has drafted, across your files, that nobody has sent or dismissed yet. See Waiting Drafts.
Reporting	Saved reports about your transactions.
Calendar	Key dates for every file.
Settings	Task, document and email templates, email signatures, the field editor, roles, federal holidays and more.

If one of these is missing for you, your account doesn't have permission to open it. People who join a workspace now start with only some of these, so ask your workspace owner.

Across the top of Properties, status buttons choose which files to list: Open, Pre-Listing, Active Listing, Under Contract, Pending, On hold, Closed, Terminated, Cancelled, Archived and All. Open is the default and shows every file still in play. Terminated shows every ended file, and Cancelled and Archived show only the files with exactly that status, so you do not have to look inside Terminated for them. If your search also matches files the chosen button hides, the list tells you how many and in which status, with Show all to see them.

Starting a transaction from the signed contract

The quickest way to start a file is to drop in the signed purchase agreement.

1. Open Transactions, then Properties.
2. Click Start transaction.
3. Drag the signed agreement onto the drop area. Before the file is created, Yapii checks the address against your open files, on either side. If you can open a file already at that address, the dialog shows it with Open beside it, and the button changes to Create anyway. Changing the address clears the notice. A file you cannot open is not shown and does not stop you. If you drop the agreement before typing an address, the check uses the agreement's file name, so it rarely finds a match.
4. Yapii reads the document and suggests key details:
   • the property address;
   • contract and closing dates;
   • purchase price;
   • earnest money amount and due date;
   • commission.
5. You see only the details that differ from what's on the file, each with a checkbox. Tick the ones that are right, then apply them.

You confirm, Yapii doesn't guess

Nothing Yapii reads from a document is saved until a person ticks it, however sure the reading looks. Always check dates against the contract.

Yapii can only read documents that contain real text. A scanned image of a page can't be read; you'll see a message explaining why, and you can fill in the details by hand.

Starting a transaction by hand

In the same dialog, fill in:

• the property address or a name for the file;
• Our side (the side): Buyer, Listing or Both sides;
• the price;
• the closing date.

The standard checklist for your side is added for you, and you can edit it at any time.

To turn an existing deal from your pipeline into a transaction, open that deal and click Start transaction there.

Listings that arrive from a form are handled differently. See New listings and intake.

What Yapii sets up for you

When a transaction starts, Yapii adds:

• a checklist of documents you'll need;
• tasks, with due dates counted from the contract or closing date. Each task template decides whether a due date that lands on a weekend or US federal holiday moves to the next working day.

A task counted from a contract or closing date the file doesn't have yet stays undated, and gets its date when that date is filled in.

The tasks also appear on your main Tasks page, labeled with the property.

Inside a transaction

A transaction file has ten tabs, in this order. A file opens on Tasks.

Tab	What's on it
Summary	The file's timeline, how the file is doing, and its contingencies.
Tasks	The file's task list. See Tasks on a transaction.
Emails	Emails sent from the file, and drafts waiting to go.
Documents	Documents and the checklist. See Documents, contacts and notes.
Contacts	Buyers, sellers, lender, title, the other agent and your teammates, each in their role.
Notes	Notes on the file.
Texts	Texts sent from the file.
Messages	Emails and texts together, in one timeline.
Triggers	What the automatic rules have done, and anything waiting for you. See Emails, texts and triggers.
More	The file's Log. You only see this tab if you're allowed to see the file's history.

To rename a file, press the pencil beside its title at the top (Rename), or open the ... button in the header (File actions) and choose Rename. Both open the same box. It sets a display title for the file, shown in the header and in the Property details panel. Clearing it puts back the file's own address. It changes only what is shown: the address in your emails, texts and trigger messages, the Properties list and search are not affected. An owner, admin or team lead can rename it.

The file's status is the word you pick in the header. The Property details panel has a Listing Status row too, and it follows the header. When you change the status in the header, Listing Status takes the same word, so the two cannot disagree. The row is read-only while the file has a status in the header. Hover over it and it says to change the status at the top of the file. If the file has no status yet, Listing Status can still be edited by hand. A workspace that has removed the Listing Status field has nothing to follow, and nothing is added.

The timeline on Summary holds the dates that can hold up closing: the contract, earnest money, each contingency (pending, met, waived or missed), and closing.

The file's fields, including its dates, earnest money and commission, are in the Property details panel beside the tabs. On a narrow screen it sits below the tabs, and you open it with a tap. The tabs stay in one row, which scrolls sideways when it does not fit.

Your view and the workspace's fields

• How you see a file is personal. You can hide, reorder or collapse sections, and it changes nothing for anyone else.
• Which fields exist (their names, types and options) is shared by the whole workspace. Only owners, admins and team leads can change it, in Transactions Settings.

Yapii starts every workspace with a full set of standard fields, which you can rename, hide or add to.

On a listing, the Listing Information section has Photo Time next to Photo Date, and Open House Time next to Open House Date. The dates hold only a day, so type the time in these two boxes, for example "10:30 AM" or "1-3 PM". They are plain text, so they show on the file and can be used in messages, but they add nothing to the calendar.

A date that does not apply to one file can be hidden on just that file. Each date in the Property details panel has a Hide on this file button (and Show on this file to bring it back). The panel then says how many dates are hidden, with Show hidden dates to see them. A hidden date keeps any value it holds, and nothing changes for other files or for the field template. You need to be able to change the file.

The File actions menu (the arrow button at the top of the Property details panel) lists Apply Template, Defaults & Settings and Duplicate. They are grayed out and say Not built yet. Use Field Template... and Apply Date Template in the same menu instead.

The Transactions Calendar

Transactions Calendar shows everything with a date across your files: task due dates, contingencies, checklist items, closings, and any date field that has been added to the calendar.

• Use the month, week and day views, and the previous, next and today buttons.
• Click a day to see what falls on it.
• Filter by kind or by side (Listings or Buyer files), or tick Mine only. Federal holidays are marked.
• Refresh Calendar reloads the data. Manage Calendars opens Yapii's main Calendar page.

Syncing with Google Calendar is not available yet. The Google note on that page is Open To Close's own wording, and nothing there connects a Google calendar.

Reports and the Dashboard

Dashboard opens on Needs your attention. It shows your figures (Transactions, Listings, Closing in 30 days, Tasks due or near due, Tasks past due), each of which opens a breakdown. Below them are a By stage chart (Pre-Listing, Active Listing, Under Contract, Pending, On hold, Closed and Terminated), Closings by month for the next six months, and cards for upcoming dates, triggers ready to fire, intake submissions, documents needing filing, property and contact history, and property notifications. Show, hide and reorder the cards, and save arrangements you want to come back to.

A file whose Open To Close status is Pending sits in its own Pending group, not in Under Contract. Yapii still treats it as a live contract, so its deadlines, reminders and triggers work as they did.

Reporting builds named reports out of widgets. Use + Add New Widget, choose which agents a report covers and which users can see it, then rename, reorder or delete reports. Creating and managing reports is for owners and admins.

Properties is the list of transactions, with filters and Saved tables, which are saved column and filter setups. In the Filters panel, ticking a status clears any Contract Status words you had ticked, so the list shows the status you just chose. Unticking a status leaves the words alone.

Health and alerts

Each file has a health rating based on its checklist, documents, contingencies, tasks and closing date:

Rating	Meaning
On track	80 or above.
Needs attention	60 to 79.
At risk	Below 60.

Some workspaces also have transaction monitoring. It checks active files every hour and alerts the file's owner, in the app and by email, when:

• a contingency deadline is approaching and is still pending;
• nobody on the file has been contacted in a while;
• the lender has gone quiet, or there's no lender on the file;
• title hasn't been ordered;
• the inspection contingency is about to expire with no inspection report uploaded;
• the earnest money due date has passed with no receipt on file.

Monitoring isn't switched on for every workspace yet. If you don't get these alerts and expected to, ask our team.

Who sees which transactions

Owners, admins and team leads see every file. An agent (a member account) opens a file only when they are named on it as its Listing agent or Buyer agent and that person on the file is linked to their Yapii login. Starting a file, owning it, or being on it in any other role does not open it.

An owner, admin or team lead can change everything on a file. A member who is the Listing agent or Buyer agent on a file can read all of it and can add a note, add a task and send a text or an email to the people on the file. They cannot change property details, dates, money, contacts, documents or existing tasks, and they cannot start, duplicate or delete a file. On the Emails tab a member can write to people on the file and use a template, but cannot type in an outside address, add Cc or Bcc, attach documents, choose who the email is from, pick a signature, schedule it or save a draft. A member cannot schedule a text either. Controls a member cannot use are turned off, and hovering over them says who can.

Owners and admins can open Team > Permissions to see and change each person's access. The list shows each person's name, email, role, how many switches they have customized, whether they can import contacts and when they were last active. Search by name or email, filter by role or to customized people only, and click a name to see and change that person's switches. Nobody else can open that page. It appears only in a workspace that has Transactions.

A person with no saved choices starts with the Text Templates, contact Delete and import Delete switches off, as Open To Close does, and owners and admins have them on. A newly invited admin starts with every switch on. An owner can narrow an admin afterwards.

Moving from Open To Close

Owners and admins can import files from Open To Close. Connect your Open To Close account first, then run the import. Running the import again is safe: Yapii matches files it already has and only fills in blank details.

Moving from Open To Close covers what a file brings with it, what it doesn't, and the things to plan around while you switch.