> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://help.plexflow.ca/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Introduction to task lists in Plexflow AI

[Video](https://www.youtube.com/embed/DL9tpXMeBdQ?rel=0)

## Goal of the article

This article presents **Plexflow AI** and explains how smart task lists work: what they are for, how to set them up, and how to use them day to day.

## Plexflow AI in brief

Plexflow AI is an innovative concept that aims to **rethink and modernize ways of working** in property management.
In Plexflow AI, two elements are presented in capsules:

1. Smart task lists (this capsule)
2. Interactive chat (next capsule)

## What is a smart task list?

Smart task lists have two main uses:

- **Day-to-day tracking of actions to be done**: they clearly display the tasks to be completed in your files, for example for **Relevé 31** (Quebec’s RL-31 slip) or the follow-up of **service requests**.
- **Automation of certain actions**: they can automate follow-ups such as **late payments** or certain steps when **new tenants** arrive (welcome message, important reminders, etc.).

## Before you start: main account or subaccount

To set up Plexflow AI, it is important to choose whether you apply the configuration:

- to the **main account**, or
- to a specific **subaccount**

✅ Recommendation: for optimal use, configure the settings **subaccount by subaccount**, so that the automations can be adapted to each portfolio.

## Accessing Plexflow AI settings

1. Select the desired **subaccount**.
2. Click **Plexflow AI**.
3. At the top of the page, find the **gear** (⚙️) to access the **settings**.

This is the section where you configure the settings related to tasks and automated communications.

## Turning on Plexflow AI for a subaccount

On the **Settings** page, you can **turn Plexflow AI on or off** for the subaccount.
⚠️ Attention: carefully check the selected subaccount before changing anything.

## The yellow “Edit” button

You will see a yellow **Edit** button.

- This button lets you adjust the **settings specific** to the subaccount.
- If the subaccount configuration is not applied, the **main account settings** will be taken into account.

## Choosing communication methods

After clicking **Edit**, you can define the communication methods used by Plexflow AI:

- **Email**
- **SMS**
- **Both**

ℹ️ If there is no configuration specific to the subaccount, the **main account** settings apply.

## General settings

You can also adjust general settings, such as:

- the default sending time
- the minimum time
- the maximum time

## Configuring the different tasks available

Further down, you will find the types of tasks you can turn on and configure:

- **Payment late**
- **Collect payment**
- **New tenants**
- **Service Request**
- **Relevé 31**

🎯 For this capsule, **Payment late** is used as an example.

## Example: “Late payment” configuration

### 1) Set the number of days before the notices

At the top of the section, you choose after how many days late to send:

- the **first notice**
- the **second notice**
- the **last notice**

### 2) Understanding the task list (the lines)

Further down, each line represents a task in the process (e.g. send a notice, follow up, review a strategy, etc.).
For some tasks, you will see:

- whether the task is **turned on**
- whom it is **assigned to**
- the **communication** section (if applicable)

⚠️ Important: late payment notices apply to both **manual collections** and **automatic collections**. It is therefore essential to record in the system when a payment has been made, in order to avoid unnecessary reminders.

## Assignment: Manual or Plexflow AI

For some tasks, you have two options:

- **Manual**: you complete the task yourself
- **Plexflow AI**: the action is automated

If your settings are configured for Plexflow AI, some tasks will be **assigned automatically** to Plexflow AI by default.

## Choosing a communication template

If a task is assigned to **Plexflow AI**, you can select the communication template.

1. Click the **blue text** in the **Communication** column.
2. The template opens in a **preview window**.
3. You can choose:
4. - the **communication mode**
  - the **template**
  - the **language**

⚠️ Attention: if you select a new template, you must configure **two versions of the message**: an **email** version and an **SMS** version, regardless of the communication mode used afterwards.

## Using the task list day to day

### Default view

By default, the preview displays the tasks scheduled for the **current day**.
You can also consult:

- **Upcoming**
- **rescheduled**
- **Completed**

### Available filters

You can filter:

- by **property**
- by **Assignee** (Plexflow AI or Manual)
- by **task type** (late payment, collection, new tenants, etc.)

The large list on the right displays all the tasks to be done today. Each line corresponds to a specific task, with its type, the associated date, the tenant or file in question, and the linked property.

## Detail of a task

By clicking a task (e.g. **late payment**), you access the detail of the process.
At the top left, you can:

- **Complete** the task
- **Snooze** the task to another date

To complete a step, check the box provided for that purpose. Then follow the list one task at a time to complete the file.