Folio has a sophisticated algorithm that crawls through your emails, and looks for patterns that identify that something is related to a client or transaction -- either a property you're working on that's gone into escrow, or a listing with an agreement that has been signed.
When you first create an account, Folio will start by looking through the last 30 days of email to identify your clients and transactions.
For Gmail Users
If you're a Gmail user, Folio will automatically find and create smart folders for your clients. It does this by looking for things that indicate something is a transaction, like certain keywords in combination with a residential address or a potential prospect or lead. When you manually create a smart folder, it also organizes emails for that too.
For Outlook Users
If you're an Outlook user, you can opt into email organization by visiting your settings page. Opting in means Folio will create folders for clients and transactions you add, and automatically move emails into those folders once they're received. Learn more about it here.
Email filtering for Client vs Under Contract folders
There are two types for smart folders, depending at what stage of the process your client is in, Buyer/Seller (pre-contract) and Buyer/Seller Under Contract.
Please note, Folio considers active listings as under contract.
Pre-contract Client folders
Client folders primarily filter emails into folders based on the client(s) email address you identify. This helps keep the email exchanges between you and your clients in one place.
Under Contract folders
Buyer/Seller Under contract folders primarily filter emails based on the property that is referenced inside the emails.
Folio looks for the short property address to help organize your emails. For example, if the address is 123 Main Street, San Francisco, CA. Folio will look for "123 Main" and variations like "123 Main St" or "123 Main Street" inside the subject line, body, and email attachments.
Yes, you can change the type at anytime.