Communications on Demand

How to Effectively Manage Communications in the Inmovilla Demand Record

The Communications tab within the demand record is an essential tool that allows access to the complete history of emails linked to a potential client, as well as sending new messages without leaving the record. This functionality facilitates the centralization and control of all commercial activity, integrating both received messages and inquiries related to properties, which optimizes the follow-up and personalised management of each demand.

In this detailed guide, you will discover how to locate the communications tab, what type of information is presented in this section, and the steps to draft and send an email with the demand already associated, ensuring an efficient and organised workflow.

Definition and Scope of Communications in a Demand

At Inmovilla, the concept of communications focuses primarily on emails related to each demand record. Although there is a general email manager, each individual record has its own space to gather and view all specific communication activity linked to that client.

This organisation allows quick access to the full context of a specific demand, avoiding the need to manually search through all agency messages. From this section, it is possible to clearly identify sent emails, received automatic replies, and contacts generated from the interest shown by the client in certain properties.

The communications tab is especially valuable for:

• • Reviewing the complete history of messages sent to a requester.

• • Confirming the existence of automatic emails or linked responses.

• • Detecting leads and specific inquiries related to properties.

• • Sending new emails with the demand recipient already predefined.

• • Maintaining an orderly and centralised commercial follow-up within the same file.

Access and Location of the Communications Tab

To access the Communications tab, it is necessary to enter a specific demand record. Once the record is open in view mode, the different sections of the record are organised by tabs located at the top of the screen.

Follow these steps to consult the history of emails associated with a demand:

1. • Access the general list of demands.

2. • Select the demand you want to review.

3. • Open the record in view mode.

4. • Locate and select the Communications tab in the top menu.

5. • View the complete activity of emails linked to that demand.

The demand record organises information in tabs, facilitating consultation of each area without altering the original record.

Content and Details Offered by the Communications Tab

The communications screen shows the set of email interactions related to the selected demand. Depending on the level of previous activity, it may contain different types of records reflecting the communication maintained.

Sent Emails

This section collects all messages sent to the email registered in the demand. This history is fundamental to verify what information has been provided, including details about properties, commercial proposals, and follow-ups carried out.

Automatically Received Emails

Additionally, the section may include messages received automatically, allowing a complete overview of the interaction without leaving the demand record.

Leads and Property Inquiries

When the interested client makes an inquiry about a specific property, this interaction is reflected in the communications tab, provided that the receipt of such notifications is correctly configured in the Inmovilla email system.

This functionality is key to linking each inquiry with its corresponding requester, facilitating more precise tracking of the real interest in the properties.

Interpreting an Empty Tab

If the tab appears empty, it does not imply a system error, but simply that there are no communications registered for that particular demand. This is common in new contacts or records without previous activity.

Process to Send an Email from the Demand Record

One of the most notable advantages of this tab is the ability to draft and send an email directly from the demand record, with the client's email already preconfigured as the recipient. This speeds up communication and ensures that the message is correctly associated with the file.

The procedure to send an email is as follows:

1. • Open the demand record in view mode.

2. • Access the Communications tab.

3. • Select the option to create a new email.

4. • Verify that the recipient is correctly assigned.

5. • Complete the subject and draft the message content.

6. • Attach files, apply templates, or schedule the sending as needed.

7. • Review the final settings before proceeding to send.

Drafting the email from the record ensures that the communication is directly linked to the selected demand.

Advanced Functions Available When Drafting an Email

The email sending system from the demand record retains all the main functionalities of the general Inmovilla manager, with the additional advantage of having the corresponding recipient already assigned. Among the available options are:

• Templates and predefined phrases: facilitate the quick creation of standard responses, ensuring consistency and professionalism in communication.

• Attachments: allow incorporation of documents, images, or other relevant files to complement the message.

• Additional recipients: enable including other email addresses when the communication requires it, expanding the message's reach.

• Email without header: option intended for collaborators who prefer to omit agency information in the sent email.

• Scheduled sending: function that allows planning the email to be sent at a later time, facilitating time management and contact strategy.

Differences Between View Mode and Edit Mode in the Record

It is important to highlight that the Communications tab is only available when the demand record is opened in view mode. If the record is accessed in edit mode, this tab will not be visible.

This limitation has a practical reason: managing and consulting emails does not require modifying the demand data. Therefore, to review the history or send an email, it is recommended to always use view mode.

Recommendations for Effective Demand Follow-up

Centralising communications adds significant value only if used in an orderly and strategic manner. Before sending any message, it is advisable to review the history to avoid duplicates and ensure the relevance of the communication.

• • Check if there is already a recent email related to the same property or subject to avoid redundancies.

• • Make sure the recipient associated with the demand is correct before sending the message.

• • Use templates for recurring messages, always adapting the content to the specific interest of the demand.

• • Attach documents only when strictly necessary and confirm they have been correctly uploaded.

• • Schedule sendings if it is necessary to respect an optimal moment for client contact.

• • Review associated leads to identify which properties have generated interest and better guide the follow-up.

Common Mistakes When Managing Communications in a Demand

Not Finding the Communications Tab When Editing the Record

If the tab does not appear, it is most likely that the record is open in edit mode. Exit this mode and open the record in view mode to access communications.

Confusing an Empty Tab with a System Failure

A section without records simply indicates that there are no emails or interactions associated with that demand, which is common in recent contacts or without prior activity.

Sending Emails Without Reviewing Additional Recipients

Although the main demand email is assigned automatically, it is essential to review any additional recipients before sending to avoid sending errors.

Forgetting to Configure Lead Reception

Inquiries about properties will only appear in the record if the receipt of notifications is correctly configured in the Inmovilla email system. If you expect to see an inquiry and it does not appear, check this configuration to ensure proper functioning.

Frequently Asked Questions About Communications in a Demand Record

Can I consult the emails of a demand from its record?

Yes. The Communications tab shows all emails related to the demand, including sent messages and received automatic communications, when available.

Is it possible to send an email without opening the general email manager?

Yes. From the Communications tab of the demand record, you can draft and send an email directly, with the associated recipient already automatically included.

Can I use templates when drafting an email from a demand?

Of course. The email editor in this section includes all the main functionalities of the general manager, such as templates, predefined phrases, attachments, additional recipients, and scheduled sending.

Why don’t I see the Communications tab when modifying a demand?

Because this tab is only available in view mode. To consult or send emails, you must open the record outside of edit mode.

Conclusion

The Communications tab in the Inmovilla demand record is a strategic tool that allows managing and consulting all email interactions within the specific context of each interested client. Using this feature in view mode facilitates quick message location, detection of leads related to properties, and agile sending of emails with the correctly associated recipient, optimising time and improving efficiency in commercial follow-up.