Building your own tracks means your agency's follow-up plans live in Rex rather than in someone's head. Once a track is set up, anyone with access can apply it to a record and the whole sequence runs on schedule.
This article covers creating a track, what each setting does, adding and editing reminders, duplicating an existing track, and hiding tracks you no longer use. For what tracks are and where they can be used, see Admin, Settings & Other Lists: Tracks: Introduction.
Before You Start 🔒
- You need a Track Templates privilege to create or edit tracks. With no privilege you can apply existing tracks but not manage them. See Admin, Settings & Other Lists: Merge Templates & Tracks: Sharing and Permissions.
- You cannot edit a default Rex track. Duplicate it first, then edit your copy.
- If your reminders will send emails, letters or SMS, create those merge templates first so they are ready to attach. See Admin, Settings & Other Lists: Merge Templates: Creating and Editing Templates.
How Do I Create a Track?
- Go to Settings > Tracks, Merge & Brochures.
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Click the plus (+) button.
- Enter a Track name.
- Select the module for your track (Contacts, Listings or Properties).
- Click Done.
- Enter a description so other users can tell what the track is for.
- Set the track colour if you want one.
- Add your reminders, following the steps below.
⚠️ Please Note: The module cannot be changed after the track is created, and it decides which records the track can be attached to. Choose it deliberately.
What Do the Track Settings Mean?
- Colour - shown in the dialog when the track is used. Colour coding by intent works well, for example red for a hot buyer track, yellow for warm and blue for cold.
- Reminder Type - what kind of reminder appears on the due date. The options are Phone, Task, SMS, Letter, Email and Internal Approval.
- Module - which records the track can be attached to: Contacts, Listings or Properties.
- Description - free text explaining what the track does. This shows in the track list, so it is worth filling in.
How Do I Add Reminders to a Track?
- Open the track and click the red plus (+) symbol.
- Select a reminder type.
- In the remind in field, enter a number, then choose a period from the measurement drop-down (for example 2 weeks). This is measured from when the track is applied to the record.
- Select an assignee.
- Add a description so whoever picks up the task knows what to do.
- Click Save.
- Repeat for each additional reminder in the sequence.
How Do I Attach a Merge Template to a Reminder?
Attaching a template means the correspondence is ready to go when the task comes due, instead of the user having to find the right template themselves.
- Hover over the reminder and click the grey drop-down, then click Edit.
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Click Attach Merge Template.
- Select the template from the list of available merges.
- Click Add Template.
- Click Save.
⚠️ Please Note: Merge templates can only be attached to Letter, Email and SMS reminder types. If you cannot see the option, check the reminder type first. If the template you want is missing from the list, it may be built for a different module or not shared with you.
How Do I Duplicate an Existing Track?
Duplicating is how you start from a Rex default track, or reuse one of your own as a base.
- Go to Settings > Tracks, Merge & Brochures.
- Open the track you want to copy.
- Click Duplicate.
- Enter a name for the new track.
- Select the module.
- Click Done.
- Enter a description, and change the colour if you want to.
- Edit the existing reminders or add new ones, following the steps above.
How Do I Edit or Remove a Reminder?
To change a reminder, hover over it, click the grey drop-down and click Edit. Adjust the timing, assignee, description or attached template, then click Save.
To remove one, hover over the reminder, click the grey drop-down and click Delete.
How Do I Hide a Track I No Longer Use?
Hiding keeps a track out of the list without deleting it, so its history stays intact.
To hide a track:
- Go to Settings > Tracks, Merge & Brochures.
- Hover over the track and click the drop-down arrow.
- Click Hide.
To see tracks you have hidden:
- Go to Settings > Tracks, Merge & Brochures.
- Click Filter Tracks.
- In the Hidden Templates field, select Yes.
- Click Add Filter.
⚠️ Please Note: Hiding a track is about tidying the list, not about controlling who can see it. To control which users can see a track, use its sharing setting instead. See Admin, Settings & Other Lists: Merge Templates & Tracks: Sharing and Permissions.
❓ Frequently Asked Questions
Why can't I edit this track?
Either it is a default Rex track, which must be duplicated before it can be edited, or you do not have a Track Templates privilege that covers it. Duplicating gives you an editable copy in the first case.
Can I change a track's module after creating it?
No. Create a new track for the other module instead.
Does editing a track change tracks already running on records?
No. Changes apply to future use. Tracks already in progress keep the steps they had when they were applied.
Why isn't my merge template in the list when I try to attach it?
The most common reasons are that the template was built for a different module, or it is not shared with you. Check the template's module first.
What is the difference between hiding a track and deleting it?
Hiding removes it from the list but keeps it and its history. Deleting removes it entirely. Hiding is the safer option for a track you may want back.
How many reminders can a track have?
There is no practical limit. Tracks commonly run from a handful of steps up to sequences spanning several years.