Moving from Open To Close

This page is for transaction coordinators, assistants and admins coming to Yapii from Open To Close or a similar transaction tool. Everything you did there happens under Transactions in the sidebar. Read this before your first day: it covers what works differently, what isn't there yet and what to do instead, and how to bring your existing files over.

Where each job lives now

What you want to do	Where it is now
Deal with a new listing that came in from a form	New listings and intake
Change who owns a task, or its color	Tasks on a transaction
See what is due or overdue	Tasks on a transaction
Complete, delete or exclude tasks, or change many at once	Tasks on a transaction
Release an email or text that a trigger wrote	Emails, texts and triggers
Send an email from a file	Emails, texts and triggers
Send a text from a file	Emails, texts and triggers
Add, split, merge or file a document	Documents, contacts and notes
Add a contact to a file	Documents, contacts and notes
Write a note or tag a colleague	Documents, contacts and notes
See dates on a calendar	Transactions
Run a report	Transactions
See who changed what on a file	Documents, contacts and notes
Work a file brought over from Open To Close	Files brought over, below

Before you start: what will not work yet

These are known problems. Each one is being worked on, and none has a fix date, so plan around them.

A member account sees only some of the workspace's files

Your Yapii account is either an owner, admin or team lead account, which sees every file, or a member account. 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.

A listing that arrives through an intake form names the agent from the form but does not link them to a login, so an owner, admin or team lead has to add the agent to the file before the agent can open it. A submission that someone approves is filed under the approver's name, so other members cannot open it either.

When your list is narrowed, Properties and search say "You can see N transaction files. Ask an owner or admin if you need more." The invite box and the join link say what each role sees.

What to do: if a file you need is missing, ask an owner or admin to add you to it as the Listing agent or Buyer agent, or to change your role.

On new listings, do not count on task triggers to write your emails

If your workspace set up its listing task lists from Open To Close, check them. Listings that arrive through an intake form can get a task list that carries triggers brought over from Open To Close. Check it: three of those triggers may not fire.

• one is addressed to the Listing Agent, but Yapii stores the listing agent's role under a slightly different name from the one that trigger looks for, so nobody gets that email, on any file;
• two are meant to fire when a task is not done by its due date, and these listing tasks have no due dates, so those two never fire.

What to do: after you complete a task that used to send an email in Open To Close, open the file's Emails tab and look under Drafts. Triggers are checked once an hour. If no draft has appeared after an hour, write and send the email yourself. See Emails, texts and triggers.

Removing a document leaves no trace

When a document is removed, Yapii does not record who removed it or when. It drops out of the file's Log too, and you cannot bring it back from the screen.

What to do: before you remove a document, add a note on the file saying what you removed and why. If one is removed by mistake, tell an owner or admin. The document is not destroyed, but getting it back needs help. If Google Drive uploads are switched on, the copy in Drive is kept.

A text template fills in only where it was written to be sent from

There is one list of text templates, and two places to send them from. A template that uses details from a file, such as the address, the closing date or the buyer's name, fills in only when it is sent from the file: its Texts tab, or a person's text button on the file's Contacts tab. A template that uses a contact's own details, such as their first name, their city or a custom field, fills in only when it is sent from that person's own page under Contacts, or from the Inbox. Sent from the other place, the text is not sent, and you are told which detail could not be filled in. Nothing goes out with a blank gap, or with an unfilled placeholder in it.

What to do: send a file's templates from the file, and a contact's templates from the contact. If a text is refused, take out the detail it names, or swap it for one that fills in there. On a file, for example, use the buyer's name instead of the contact's first name.

Files brought over from Open To Close

You can bring your existing Open To Close files into Yapii one file at a time, active and on-hold files first. Nothing is brought over until someone asks for it: an owner or admin starts the import (see the end of this section), or you can ask our team to help. If you are coming from a different transaction tool, ask our team what can be done.

A file that has been brought over carries:

• the property's details and dates;
• its contacts, each in their role;
• its notes, with private ones still restricted to owners, admins and team leads;
• its own Open To Close tasks, done or not done as they were, in place of a Yapii task list.

Not brought over yet:

• the file's emails from Open To Close. Look up past correspondence in Open To Close;
• the file's documents from Open To Close. They are not on the Documents tab. Use Open To Close for past documents, and add new ones in Yapii.

Do not apply a task template to a file brought over from Open To Close

It already carries its Open To Close tasks, so Apply template adds nothing and says "This file came from Open To Close, so templates are not added to it." That is deliberate: a file carries one task list, never two. Use Add task for anything that is missing.

To bring your files over: an owner or admin connects your Open To Close account in Settings, then starts the import. Running it again is safe: Yapii matches files it already has and only fills in blank details.

What is not available yet

None of these can be done in Transactions today. Where a control for one is on screen, it is there but grayed out.

Not available yet	What you see today
Setting a task's date rule from the task itself	Change the date by hand on the task
Sending an email straight from a task	Send it from the file's Emails tab
A task's internal-details field, recurring tasks, and triggers on a single task	Grayed out on the task's action bar
Adding or editing a task trigger on screen	Task triggers come from templates and task lists, including any brought over from Open To Close
Email attachments and rich-text formatting	Emails are plain text. Send a document another way
Synced emails and Scanned emails views	Not on the Emails tab. Mail sent to the file's own email address, and replies to emails sent from the file, are filed on the file (see The Emails tab)
Sending documents to SkySlope from the transaction screen	Not on the transaction screen yet
Sending deadline calendar invitations to contacts	The tick on a contact is saved, but nothing is sent
Marking a new note private	New notes are visible to everyone who can open the file
Google Calendar sync	The Google note on the Calendar page is Open To Close's own wording. Nothing on that page connects a Google calendar
The Contacts and Fields sections of Top Priorities	The panel says so on screen
Bringing a file's emails and documents over from Open To Close	Use Open To Close for those

If you expected something that is not on this list and cannot find it, ask our team.