This admin guide outlines the new auto-population functionality in the platform. The goal of this feature is to ensure accurate and complete data for reporting and analysis by automatically populating relevant fields based on the deal type.

Key Functionality

Deal Type and Client Role
When a new deal is created, the "Client Role" field will be automatically populated based on the deal type:

• If the deal record type is Tenant Representation, the "Client Role" field will be set to "Tenant" by default.
• If the deal record type is Landlord Representation, the "Client Role" field will be set to "Owner/Landlord" by default.
• If the deal record type is Seller Representation, the "Client Role" field will be set to "Seller" by default.

This auto-population will only occur if the "Client Role" field is empty when the deal is created.

Deal Type and Client Contact Role
Similarly, the "Client Contact Role" field will be automatically populated based on the deal type:

• If the deal record type is Tenant Representation, the "Client Contact Role" field will be set to "Tenant" by default.
• If the deal record type is Landlord Representation, the "Client Contact Role" field will be set to "Owner/Landlord" by default.
• If the deal record type is Seller Representation, the "Client Contact Role" field will be set to "Seller" by default.

This auto-population will only occur if the "Client Contact Role" field is empty when the deal is created.

Deal Type Change
If the user changes the deal record type after the deal has been created, the values in the "Client Role" and "Client Contact Role" fields will remain unchanged. The auto-population logic only applies when the deal is first created.

Tenant, Landlord, and Buyer Fields
When a new deal is created or updated, the following fields will be automatically populated based on the deal type:

If the deal record type is Tenant Representation:

• The "Tenant" field will be populated with the value from the "Client" field.
• The "Tenant Contact" field will be populated with the value from the "Client Contact" field.

If the deal record type is Landlord Representation:

• The "Owner/Landlord" field will be populated with the value from the "Client" field.
• The "Owner/Landlord Contact" field will be populated with the value from the "Client Contact" field.

If the deal record type is Seller Representation and the "Prospective Buyers" record is selected as Primary:

• The "Buyer" field will be populated with the value from the "Primary Prospective Buyer" field.
• The "Buyer Contact" field will be populated with the value from the "Primary Prospective Buyer Contact" field.

These auto-population rules will only apply if the respective fields (Tenant, Owner/Landlord, Buyer, etc.) are empty when the deal is created or updated.

You can disable this logic in the AscendixRE Admin Console: