Describe your file-opening process. Makeform creates a transaction coordinator form for parties, property facts, contract dates, documents, and instructions.
Route new-file intake to email, Slack, Google Sheets, and Zapier.
Sample prompts for a smoother file opening
Choose a workflow, adjust its prompt, and send the editable example to the builder.
Audience
Buyer's agents opening accepted-contract files
Format
New-file intake with contract upload and dates
Prompt size
242 chars
Example intake structure
New-file intake with contract upload and dates
Agent, buyer, lender, and escrow contacts
Property address, MLS number, and purchase price
Effective date and contractual deadlines
Executed contract and applicable addenda
Financing, appraisal, and occupancy notes
Suggested routing tags
Buyer files
Seller files
Missing documents
Ask for each deadline's source document so the coordinator can verify context.
Step 1
Open
agent submits the accepted deal
Step 2
Check
coordinator reviews fields and files
Step 3
Route
contacts and deadlines reach the workspace
Step 4
Follow up
missing items return to the right agent
A cleaner opening package
One intake replaces scattered email dates, attachments, and contacts with a consistent starting record.
Require property, parties, representation, effective and closing dates, and the contract upload.
Show lender, HOA, buyer, or seller sections only when the deal requires them.
Keep answers and documents together so incomplete packages are easy to spot.
Adapt the workflow
Choose a scenario, then edit its fields, routing, terminology, and uploads.
Capture financing, lender, inspection, appraisal, earnest money, occupancy, deadlines, and documents.
Collect seller, cooperating-agent, title, disclosure, HOA, access, possession, and closing details.
Branch by represented side while asking shared property and contract facts once.
Link amendments, extensions, repairs, or closing changes to an existing file number.
Build the intake
Describe the handoff, refine the fields, and route submissions to your team.
Specify the represented side, required dates and documents, and submission recipient.
Edit labels, require critical items, and branch for financing, HOA, representation, or transaction type.
Publish one agent link and notify the coordinator of each new opening.
Verify the package, flag missing details, and route the structured record.
Form vs email vs checklist
Unlike a reminder checklist, an online form collects answers and attachments together.
Field guide
Adjust these six sections to your contract, brokerage process, and transaction type.
People & roles
Capture the submitting agent, coordinator, clients, cooperating agent, lender, title or escrow contact, and preferred communication details in separate fields.
Property & representation
Capture the address, MLS reference, property type, occupancy, and represented side. Ask shared facts before buyer- and seller-side branches.
Contract terms
Ask for price, earnest money, financing, concessions, inclusions, possession, and unusual instructions. The team should still review the executed documents.
Dates & milestones
Use separate fields for effective, deposit, inspection, financing, appraisal, review, closing, and possession dates. Let agents flag urgent milestones.
Documents
Request the executed contract and applicable addenda, counteroffers, disclosures, instructions, or referrals. Show specialized uploads conditionally.
Review & routing
End with agent confirmation and routing tags for office, team, side, and coordinator. Include a focused missing-details follow-up field.
Related tools
Connect file opening with buyer, listing, internal request, and document workflows.
Organize buyer preferences, timing, financing, and contacts.
Open toolFAQ
Answers for agents and coordinators moving file opening online.
It is an online intake an agent submits when a contract opens. It collects people, property, representation, dates, documents, and instructions. Tailor the fields to your brokerage process and transaction.
Require the agent, party contacts, property, represented side, effective and closing dates, price, financing, title or escrow details, and contract upload. Use conditional sections for applicable HOA, lender, appraisal, seller, or addendum details.
Yes. Start with the represented side, then show buyer, seller, or both-side questions conditionally. Ask shared property and contract facts outside those branches.
Yes. Request the contract, addenda, counteroffers, disclosures, referrals, and instructions. Show specific uploads conditionally and ask for an explanation when an expected document is unavailable.
Use labeled fields for effective, deposit, inspection, financing, appraisal, review, closing, and possession dates. Ask which document supplies each change. The coordinator and broker should verify intake dates against the executed package.
Yes. Notify the coordinator or team inbox and route records through Slack, Google Sheets, or Zapier. Include office, represented side, and coordinator fields for context.
Yes. Makeform offers unlimited free forms and responses. Generate, edit, publish, and use the intake without a form or response cap; the paid tier removes the Makeform badge.
Yes. A shorter update form can collect the file number, agent, change type, signed date, affected term, summary, and document, then route them to the assigned coordinator.
Open every file from one clear handoff.
