New listing alert to matching buyers, with open tracking and an agent task

Outcome. The minute a property goes live, every registered buyer whose budget, area and property type fit gets the listing by email, and the agent gets a task on the ones who opened it.

Workflow map Enrollment, branches and actions at a glance real-estate-002

flowchart TD
    A[Listing status becomes Active] --> B[Delay 15 min]
    B --> C[Custom code: search matching buyers]
    C --> D[Write listing fields on each contact, add to queue list]
    D --> E{Matches found?}
    E -->|zero| F[Task for the listing agent]
    E -->|one or more| G[Contact joins New listing alert queue]
    G --> H[Send alert email]
    H --> I[Delay 2 days]
    I --> J{Email opened?}
    J -->|yes| K[Call task for the owner, lead status moves]
    J -->|no| L{Horizon under 6 months?}
    L -->|yes| M[Low priority check task]
    L -->|no| N[No action]
    K --> O[Remove from queue list]
    M --> O
    N --> O

When to use it, when not to

• UseUse it when buyers register criteria with you and expect to hear about a property before it reaches the public portals.
• UseUse it when listings live in the portal as records, through a feed or manual entry, so a status change is something a workflow can see.
• SkipDo not use it if buyer criteria are free text in a note. The match reads properties, and no amount of automation will rescue a budget written as "around 400 maybe more".
• SkipDo not use it as a newsletter. One email per matching listing beats a weekly digest here, and a digest needs a different build entirely.