Auto Emails
The Auto Emails section allows agents to track, configure, and manage all automated listing emails that have been created for clients.
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Auto Email Display
This overview table provides quick tracking status and core contact info for every auto email created in Matrix.
| Column | Description |
|---|---|
| Status |
Displays one of three visual indicators for the auto email: • Red Icon: Disabled / Inactive. • Solid Green Icon: Active and sending listings as expected. • Green Outline Circle: Created and activated by the agent, but pending the client’s initial view. Automatically changes to Solid Green once the client opens/views it. |
| Contact Name | Displays the name of the recipient client. Clicking the hyperlinked name directs you directly to that contact’s detail page. |
| BCC | Indicates Yes or No depending on whether you are set to receive a blind carbon copy of the notifications sent to the client. |
| Schedule | Shows the frequency of automated sends (ASAP, Daily, Weekly, Monthly, or Custom). |
| Concierge | Displays the total number of matching listings currently held in concierge mode awaiting agent review. Clicking the hyperlinked number takes you directly into the Concierge approval screen. |
| Last Viewed | Displays the most recent date and time the client opened/viewed sent listings in their portal (or Never if unviewed). |
Auto Email Details
When expanding a specific auto email row, the summary card displays the core configuration details for that automated search:
| Detail Element | Description |
|---|---|
| Last Run by Agent | Timestamp showing the last date and time this auto email search was executed by the agent. |
| BCC | Indicates whether blind carbon copies are enabled (Yes / No) for agent notifications. |
| Status | Current operational state of the auto email (e.g., Active, Disabled by Agent, Disabled by Client, or Client must click first email’s link to activate). |
| Schedule | Shows the configured delivery interval or indicates if Concierge mode is active. |
| Last Viewed by Contact | Timestamp showing when the recipient client last viewed listings in their OneHome portal. |
| Criteria | Full summary of search filters and criteria used to generate listing matches for this auto email (e.g., Price range, Bedrooms/Bathrooms, Location, Property Subtypes). |
Manage Single Auto Email
Expanding an individual auto email row exposes an action toolbar to manage or inspect the automated search:
| Action Button | Description |
|---|---|
| Settings | Opens the Update Auto Email modal to modify recurring messages, delivery schedules, BCC choices, or enable/disable Concierge mode. |
| Criteria | Opens the search editor to modify the property criteria (price, location, features) defining this auto email. |
| Results | Regenerates and displays matching search results using the legacy grid view. |
| Search | Regenerates and displays matching search results using the modern search/map interface. |
| Date Since | Runs a search showing only new or updated properties matching the criteria since the last time Date Since was selected for this auto email. |
| Market Update | Opens options to filter listing updates by a specific date, date range (e.g., 0-300 days), or the last run date. |
| Open in OneHome | Launches the client's live OneHome portal in a new tab to view their interactive listing experience. |
| Resend Welcome | Resends the initial setup/activation email to the client. |
Manage Multiple Auto Emails
The top toolbar of the Auto Email Display section provides bulk action controls and display filters to efficiently manage multiple auto emails at once:
| Action / Tool | Description |
|---|---|
| Selection / Actions Dropdown | Allows you to select all auto emails, narrow your view to only the currently selected records to work with a subset, undo narrowing, or clear all current selections. |
| Search Filter | Text search bar allowing you to quickly filter the list of auto emails by recipient Contact Name or email Subject. |
| Status / Display Filter |
Dropdown menu to filter the displayed auto emails by specific operational criteria: • Show All: Displays every auto email record. • Active: Shows only auto emails currently active and sending notifications. • Disabled by Client: Shows auto emails turned off by the recipient. • Disabled by Agent: Shows auto emails manually turned off by the agent. • Disabled by System: Shows auto emails automatically deactivated by Matrix due to client inactivity. • Last Match: Filters by elapsed time since the last listing match occurred (e.g., 1 month ago, 2 months ago, 3 months ago, 6 months ago, or over 1 year ago). • On Home Tab: Displays auto emails marked as favorite searches on your main dashboard. • Concierge: Filters to display only auto emails that have Concierge mode enabled. • New Unsent Matches: Filters to auto emails containing new matching listings that have not yet been sent to the client. • Standard Mode: Displays auto emails configured under standard delivery mode. |
| Market Update (Batch Action) | Selecting one or more auto emails via their main checkboxes and clicking Market Update at the top right opens the Market Update options window for batch processing. Running the update generates an orange badge next to each selected auto email in the list indicating the count of new/updated listings since the last run. Clicking an orange badge immediately displays those specific listing results. |