Pre-contract Smart Folders

Before you go into contract with a buyer, or if you are representing a seller with a property, you can create a smart folder to manage your work with them. These pre-contract smart folders organize emails exchanged between you and your clients automatically, making it easy to transition to a transaction once you go into contract.

In addition to automatic email organization, Folio will highlight all the attachments in one place, provide a space to add relevant contacts, and enable you to create and share a timeline with your client.

How do I create a pre-contract Smart Folder?

If you are working with a buyer who is shopping around and not under-contract yet, follow these steps:

1. Click on “Add a Smart Folder” (from the Folio button inside Gmail or the button on https://www.amitree.com/folio) 
2. Select "Buyer"
3. Add your client(s) email address(es)
4. Click “Create Smart Folder”

Folio will now look for email exchanges between you and that client(s) in the past 30 days. It will also sort new emails into the email folder. 

If you are working with a seller who is selling a property and is not under contract, follow these steps:

1. Click on “Add a Smart Folder” (from the Folio button inside Gmail or the button on https://www.amitree.com/folio)
2. Select "Seller"
3. Add your client(s) email address(es)
4. Input an address
5. Uncheck the "Under contract" box
6. Click “Create Smart Folder"

Folio will now look for emails that contain that address in the email body, subject line and attachments and organize them into the smart folder.

How do I access these Smart Folders?

You can find your smart folders on our website and under the Folio parent folder in your inbox’s sidebar.

How do I share my Smart Folder with a Folio collaborator?

Just like an under-contract timeline, you can share your Smart Folder's timeline with someone who has a Folio account. They will receive an email with a link to the folder’s timeline and can accept your timeline invite from their homepage.

If you set up a Folio collaborator that is automatically invited to every timeline you create, pre-contract timelines will automatically be shared with that collaborator.

What happens when we go under contract?

Great! Now you can convert the Smart Folder to an "under contract" folder type. You may also want to apply a template to the timeline.

From the website:

1. From your homepage, click on the folder in the folder list.
2. On the folder page that opens, click on the Buyer/Seller button above the timeline in the upper right-hand corner.
3. Select the “Buyer Under Contract” or “Seller Under Contract” option from the dropdown.
4. Input the transaction address.
5. Click the “Update Smart Folder” button.

From Gmail:

1. If you have the Chrome extension installed, click into a Smart Folder, so the timeline appears in the right-hand sidebar. 
2. At the top of the sidebar, click on the “Buyer” or “Seller” button.
3. Select the “Buyer Under Contract” or “Seller Under Contract” option from the dropdown.
4. Input the transaction address.
5. Click the “Update Smart Folder” button.

When a buyer pre-contract folder is converted to under-contract, emails will be filtered based on the property address.