Action Plans in Rethink help brokers and teams stay organized by automatically generating tasks tied to key moments in their workflow. Whether you’re managing a deal, launching a listing, following up with a client, or tracking offers, Action Plans ensure nothing falls through the cracks.
Action Plans can be applied manually or configured to apply automatically when a record reaches a specific point in its lifecycle.
What Is an Action Plan?
An Action Plan is a reusable task template made up of individual tasks with defined:
Task order and dependencies
Due dates (relative to a starting point)
Owners
Priorities
Reminders and notifications
Once applied to a record, Rethink generates all associated tasks and tracks progress automatically.
When to Use Action Plans
Action Plans are especially useful for:
Deal stage transitions
Listing launches
Offer reviews and execution
Escrow and diligence tracking
Client follow-up cadences
Standardized workflows across teams
By automating task creation, brokers spend less time managing checklists and more time closing deals.
Where can Action Plans be used?
Action Plans are supported in the following objects:
Associated Party
Colleague
Comp
Company
Contact
Deal Pipeline
List
Offer
Property
Prospect
Site Selection
Note: Action Plans are not supported on Spaces/Units records.
How Action Plans Are Triggered
There are two ways Action Plans can be applied in Rethink:
Manually, by selecting and applying an Action Plan from a record
Automatically, based on predefined record criteria
Both methods use the same Action Plan Templates—you decide whether a plan should be triggered manually, automatically, or both.
Creating or Editing an Action Plan Template
Open the App Launcher
Search for and select Action Plan Templates
Click New to create a new template, or open an existing template to edit
At the top of the template, you’ll define how (and when) the Action Plan should be applied.
Automatic Action Plan Assignment Settings
At the top of each Action Plan Template, you’ll see a section labeled Automatic Action Plan Assignment Settings. This section allows you to configure the Action Plan to apply automatically when a record meets specific criteria.
To enable automatic assignment:
Check Automatically Apply Action Plan
Configure the trigger criteria:
Select Object: Choose the object the Action Plan applies to (for example, Deal Pipeline).
Select Record Type: Narrow the trigger to a specific record type (for example, Seller Rep). If the object does not use record types, this field can be left blank.
Select Picklist Field: Choose the picklist or multi-select picklist field that controls when the plan should apply (for example, Deal Stage).
Select Picklist Value: Choose the exact value that should trigger the Action Plan (for example, LOI/Offers).
Once all criteria are met on a record, the Action Plan is automatically applied and all associated tasks are created.
Configuring Tasks Within the Action Plan
Below the trigger settings, build out the tasks that make up the Action Plan:
Task subject
Task dependency (optional)
Days after previous task or trigger
Assigned user
Category
Priority
Reminder and notification settings
Tasks will be generated exactly as configured, respecting dependencies, due dates, owners, and reminders.
Saving and Using the Action Plan
After configuring the trigger settings and tasks, click Save.
From that point forward:
Any record that meets the defined criteria will automatically receive the Action Plan
Tasks will be created immediately and appear in users’ task lists
No manual action is required to apply the plan (unless desired)
Manually Kicking Off an Action Plan, Ad Hoc
A user might choose to apply an Action Plan manually when the situation calls for flexibility—for example, when a deal, client, or property doesn’t follow a standard workflow or reaches a milestone outside of the usual triggers. Manual application lets the user decide when the plan starts, adjust the start date, or select a more appropriate plan based on context, rather than relying on a one-size-fits-all automation.
In this example, we’ll walk through how to manually apply an Action Plan to a Property record.
Open the property record and click the Apply Action Plan button.
Alternatively, you can navigate to the Related tab, locate the Action Plans section, and click Apply Action Plan.
Choose the Action Plan you’d like to apply and confirm the details. These fields are editable, so be sure to set the Plan Start Date before saving.
Applying an Action Plan in Bulk to a List
You can apply an plan to multiple records at once using the List widget in the utility bar.
Open the List widget, select your list, choose the records you want to update (or select all), click Add Action Plan from the dropdown menu, and then select the Action Plan you’d like to apply. This makes it easy to assign the same set of tasks across an entire call list or group of records without applying the plan one record at a time.
Preventing Duplicate Action Plans
To prevent an Action Plan from being auto-applied more than once to the same record, Rethink includes a built-in safeguard that is enabled by default.
This prevents scenarios where a picklist value changes, then later changes back to the same triggering value - which would otherwise cause the Action Plan to fire again.
This setting can be found at:
Setup → Custom Settings → Rethink Settings (List) → click Manage → Default → click Edit
Editing Category Values in Action Plans
The fields and options available within Action Plan Templates are managed in Object Manager. While new fields cannot be added to Action Plan Templates, updating Category values allows you to better align tasks with your team’s workflows and reporting needs.
To update Category values used in Action Plan tasks:
Go to Setup
Open Object Manager
Select APT Task
Click Fields & Relationships
Choose Category
Scroll down to the Values section to add, edit, or deactivate options