1 Table of Contents Activity... 4 Chart Time Frame... 4 Listing Activity Chart... 4 View Price Activity Chart... 4 Archive... 4 Archive Contacts... 4 Unarchiving Contacts... 5 Assign Contacts... 5 Assigned Leads... 7 Categories... 7 Create/Edit/Delete Categories... 7 Categorizing Contacts... 7 Managing Contacts... 8 Create A New Contact... 8 Contact Name(s) Addresses... 9 Phone Numbers Address(es) Method of Contact Additional Information Events Save a Contact Edit Existing Contacts Download Download Contacts Export Contacts to Outlook or Google Import to Outlook Import to Google Download Listings Page 1
2 Contacts Remind Contacts of Recent Matches Listings Unsubscribed Contacts Contacts Page Filtering Your Contacts using Categories Contact Main Page Viewing Features Contact Information Summary View Contact Details Search For Contacts History History Time Frame Sorting Features Detailed Information Printing/PDF Contact Sheets History Searches Listings Settings Settings Contact Defaults Searches New Search Search Features Copy Searches Deleting Searches Renaming Searches Page View Options Summary View Detailed View Listings Page 2
4 Activity Chart Time Frame This filter allows you to gauge a contact s viewing activity over a specified period of time based on what you have chosen. Listing Activity Chart This chart will display your contact s listing matches versus the listings they have viewed over the specified period of time. View Price Activity Chart This chart will display your contacts viewing history of list price (per property type) over time. Archive To help in the contact management process, contacts will no longer become inactive after 30 days of inactivity. If you are no longer working with a contact you have the ability to archive that contact. TIP: You can no longer delete a contact, archiving replaces the delete function Archive Contacts Archiving a contact is like filing them away. All of the contact s information and searches will remain with that contact, but they will no longer receive listing updates or have access to your VOW. A contact can easily be unarchived should you begin actively working with that person again. TIP: Archived contacts can have multiple categories which will help you identify them within specific groups. Archived contacts can be displayed by clicking on the Archived checkbox in the filter menu. This list of archived contacts can then be filtered down to additional categories to work with a smaller list. Note: Where are my inactive contacts? All inactive clients were moved into the Archived category during the data migration to the new Contact Manager System. Any folders previously existing in Clients were automatically assigned as a Category. Page 4
5 Unarchiving Contacts To unarchive a single contact from the Contacts main page: Select the contact Click Categories Uncheck the Archived box Click Apply To unarchive a group of contacts: Select the contacts Click Categories Check the Archived box Click the Remove radio button Click Apply To unarchive a single contact from within the Contact Information Record: Click on the Contact s name link to view the Contact record Click Categories Uncheck Archived Click OK Assign Contacts Managers, Administrators, and Participants have the ability to assign contacts to agents within their office. Assign Contacts To assign contacts to a specific agent from the contact main page: Select the contact(s) to be assigned to a specific agent Click on the Assign button Select the agent from the dropdown menu Click Assign The contact will now be assigned to this agent. In their contact list they will now see this contact in the Assigned Leads and Uncategorized categories. Note: These contacts could also appear in other categories such as Buyers or Sellers. An icon shows the contact has not been viewed by the agent and will appear until viewed. Page 5
6 To reassign a contact, pull up an agent from the View Contacts For: and reassign it using the instructions to assign contacts. NOTE: Agents who are assigned a contact will receive an notification that a new contact has been assigned to them. To assign contacts to a specific agent while entering a new contact: Select the agent in the Working With dropdown menu When you Save the contact, it will be assigned to the selected agent NOTE: Agents who are assigned a contact will receive an notification that a new contact was assigned to them. To assign a contact to an agent on an existing contact: Select the contact Click on the Assign Button Select the agent the contact is to be assigned to Click Assign Page 6
7 Assigned Leads When a contact is Assigned to you, you will receive an notification. The contact can be found in your Assigned Leads category. It will show who assigned the contact and display an icon for when it has been viewed or remains unviewed. Categories You may assign or unassign as many categories as necessary to any contact or multiple contacts at once. Example: The categories for one contact could be Buyer, Seller, and a Custom Created Category. Create/Edit/Delete Categories To Create, Edit, or Delete Categories: Click on Categories To Create a NEW Category click New Category Type in a name for the category and click Add To Rename or Delete a Category Click Edit Category Select Category from the dropdown menu Either type in a new category name(if editing a category) and click Save, or click Delete ( if deleting a category) NOTE: Deleting Categories will remove the category from any contacts contained in it. If the contact has no other categories assigned to them, they will be found in the Uncategorized menu item. Categorizing Contacts To Assign Categories from the Contact main page: Select the Contact(s) Click on the Categories Button Select the Categories Click Apply Clicking on this individual category in the side menu filter will now display only these contacts on the page. Page 7
8 To Assign Categories from the contact record Information tab: Navigate to the Information Tab for the Contact s Record Click on the Categories Button Select the Categories Click OK Managing Contacts Create A New Contact To create a New Contact, click on the New button in the toolbar of the Contacts main page. Contact Name(s) Description Each contact entered, with the exception of the main contact, allows you to choose a label describing the relationship to the Main Contact. The labels available to choose from are Divorcee, Spouse, Partner, Family, Child, Investor, Sibling, and Friend. Detailed Name Entry You have the ability to enter more than the person s first and last name by clicking on the pencil icon. Additional Names You have the ability to enter up to 6 names within a contact record. To add an additional name, click on Add Another Contact link. Page 8
9 Remove a Name To remove a name, simply click the Remove button. Addresses Description You have the ability to choose a label for each address you enter for a contact. This will help you better identify which address information is being sent to. The labels available to choose from are: , Work, Home, and Custom. Custom Label This allows you to define your own unique label name. Click on the description dropdown menu, select Custom, and enter your own unique label name. Notify You may choose which addresses will receive notifications by checking the box next to Notify. This allows you to collect important addresses for your clients without requiring you to send listing updates, reminders, and bulk correspondence to all of them. NOTE: You still have the ability to send an to an address that does not have the Notify feature selected. Click the envelope icon next to the address. Page 9
10 Up to Six Addresses You have the ability to enter up to six addresses for each contact record. To add an additional address, click the Add Another link. Remove an Address To remove an address, click the Remove button that corresponds to the address. Phone Numbers Phone Description You have the ability to choose a label for each phone number you enter for a contact to help you better identify what phone number you are calling. Available labels are Phone, Work, Home, Mobile, Fax, and Custom. Custom Phone Label This allows you to define your own unique label name. Click on the dropdown menu, select Custom, and define your own unique name. Phone Extension This is the field where you may enter an extension for any phone number you enter. Page 10
11 Up to Six Additional Phone Numbers Enter up to six phone numbers for each contact record. To add an additional phone number, click on the Add Another Phone link. Preferred Phone Number You may select one of the phone numbers as Preferred. The Preferred phone number is displayed in the contact s information on the Contacts main page. Remove a Phone Number To remove a phone number click the Remove button that corresponds to the number. NOTE: If you are missing a phone or fax number for a contact that existed previously and was migrated to the new system, you will find the information in the beginning of the Notes field. This should only be the case if the numbers could not be correctly identified as valid phone numbers during the data migration. Address(es) Address Description Choose a label for each address you enter for a contact to help you better identify what the address information corresponds to. Available labels are Address, Home, Work, and Custom. Custom Address Label This allows you to define your own unique label name. Click on the dropdown menu, select Custom, and enter your own unique name. Page 11
12 Detailed Address Entry You may enter your address on a single line of text, or you may click on the pencil icon to enter the detailed address field by field. Up to Six Additional Addresses Enter up to six addresses for each contact record. To add an additional address, click on the Add Another Address link. Preferred Address You have the option to select one address as the preferred mailing address. Remove an Address To remove an address, click the Remove button that corresponds to the address you would like to remove. Method of Contact Preferred You may select a Preferred Method of Contact from the dropdown menu or leave as Unspecified. Available choices are: Phone, , Text, Postal Mail, In Person, and Unspecified. Page 12
13 Do Not You have the option to specify methods your contact does not want to be used to communicate with them. Additional Information The additional information fields allow you to add information to a contact s record. The Notes field allows you to add up to 4000 characters. Events Event Description You have the option to enter dated events for a contact to help track specific events that have taken place. For dated events that you are uncertain of the year, select Recurring from the year field. There are several event descriptions to choose from as well as the Custom option. To add additional events, click on the Add Another Date link. Custom Events Label This allows you to define your own unique label name. Click on the dropdown menu, select Custom, and enter your own unique name. Page 13
14 Save a Contact You have two options when saving a Contact: Save This will save your contact information and allow you to remain on the page to continue working. Save and Close This will save and close your contact information record and navigate you back to the Contact main page. TIP: If you need to step away from the computer while entering a new contact, click Save and continue when you come back. Edit Existing Contacts To edit an existing contact from the Contacts main page, click on the contact s name in the list or click on the contact s row and click the Edit Contact button at the bottom of the screen in the contact s summary overview. NOTE: Any information from a contact that existed previously in the Client system was migrated to the Contact Manager system. Any information that is missing may not have been entered in a valid format, please check the Notes field Page 14
15 Download Download Contacts The Download button allows you to download the selected contact(s) information into various formats. Export Contacts to Outlook or Google You can download and export a file for Microsoft Outlook or Google Contacts. Select the contacts you wish to export choose the file type required Save the file to your computer ( Note where you ve saved the file, you will need it when you import the information) Import to Outlook 2010 After exporting the contacts for Outlook: Select Import in Outlook 2010 (For other versions of Outlook refer to their help file.) Page 15
16 Select: Import from another program or file Click Next Select: Comma Separated Values (Windows) Click Next Page 16
17 Click Browse and navigate to the file you exported and saved Click Next Select a destination folder such as Contacts Click Next Click Finish The contacts have now been imported into your Outlook contacts. NOTE: Contact information is limited to fields that that are supported by Outlook Contacts Page 17
18 Import to Google After exporting and saving the contacts for Google: Log in to your Google Account. Note: If you are in your Google Mail be sure to change to the Contacts section of Google. Click on Import Contacts Click Browse and navigate to the exported and saved file Click Import The contacts have now been imported to your Google contacts. Note: Contact information is limited to fields that that are supported by Google Contacts Page 18
19 Download Listings Download selected listings in various formats from a Contact Record in the Listings Tab: Select the listings to download by clicking in the box to the left of the MLS number Click the Download button Select the type of file you would like to create and choose the location on your computer to save the file. Note where you have saved the file you will need to know that later when you view it. Contacts Contacts main page: You can one or more of your contacts from the Contacts main page with the Messages button. This action will send an to each of the addresses for the selected contact where Notify is selected. Information tab of a contact record: the contact you are viewing by clicking the Messages button. This action will send an to each of the addresses where Notify is selected. The will not be sent to an address that does not have Notify selected. NOTE: If you want to send an to an address that does not have Notify selected, click the envelope icon beside the address. Page 19
20 Remind Contacts of Recent Matches a selected contact a reminder of recent listing matches by selecting Send Reminder under the Messages button. Listings selected listings to your contact from the Listings tab within the contact s record. Select the listings Click Messages from the toolbar Click Selected Listings Choose a report option Choose any additional information to include or exclude Unsubscribed Contacts If one of your contacts Unsubscribes from automatic notifications, you will no longer be able to send this contact any through the Contact Manager system. This is in accordance with the CAN SPAM Act. Contact information will be retained for your records, and the contact will remain active, but a strikethrough will be placed on the contacts address indicating that this contact can no longer be ed. A notice is contained in the Contacts detailed information stating that the contact has unsubscribed and can no longer receive . Page 20
21 Contacts Page Filtering Your Contacts using Categories The Category sidebar menu will allow you to filter your contacts based on specific categories assigned to them. No Filters Selected You are viewing all of your Active contacts. Archive Selected you are viewing all Archived (Inactive) contacts. Uncategorized Selected You are viewing all of your Active clients that have not been assigned to a specific category. Requests Selected You are viewing all of your new VOW signups requesting activation. Assigned Leads Selected You are viewing all of your Active contacts that have been assigned to you from the participant or manager in your office. Buyers, Sellers, or Custom category Selected You are viewing all active clients that have been assigned to those categories. NOTE: Any folders previously existing in Clients were automatically assigned as a Category when the information was migrated into the Contact Manager. TIP: When you select a category, you will notice that the number beside other categories may change. The value shows you how many contacts you have in that category as well as the category you currently have selected. Continuing to select additional categories will in most cases continue to reduce the number of contacts you are looking for. Example: Of the 19 contacts being displayed that are in the selected Buyers category, 8 of them are also flagged as Sellers, 5 are flagged as Boston Buyers, 7 are flagged as Boston Sellers, 2 are flagged as Willing to Rent. Clicking any of these additional filters will display the count beside those categories, and adjust the rest of the unchecked categories that also have a shared category. NOTE: The Uncategorized number count will not change as you are selecting categories because they are contacts that are Uncategorized. This will always display the number of active Uncategorized contacts that you have. Selecting Archive will function the same way, but will show you your archived clients in the same filtering down pattern by categories. Page 21
22 Contact Main Page Viewing Features The Contact Manager main page is designed to help you find important information about your contacts without having to open each individual contact record. Contact Info Tab Displays the main contact s name Preferred phone number (A strikethrough will indicate that you flagged them as preferring not to be contacted via this number) First address set to receive notifications (A strikethrough will indicate that you flagged them as preferring not to be ed) If the contact was assigned to you, the name of the participant or manager who assigned the contact will be displayed. It will also note whether or not the contact has been viewed. Activity View Tab Displays your main contact s name Date they last logged into your VOW If they are currently logged into the VOW Listings search criteria Low and High list price ranges they are set up for in their search criteria Total number of visits they have made to your VOW Number of visits they have made to your VOW this week If the contact was assigned to you, the participant or manager who assigned the contact will be displayed. It will also note whether or not the contact has been viewed. Page 22
23 Contact Information Summary Clicking within the row of any contact displays a section at the bottom of the page with basic, yet important, information about the contact. The full name of the main contact Additional contact names attached to the main contact Preferred Method of contact Do not Method of contact that Client ID (alternative to address for logging into the VOW) Password to log in to the VOW VOW Access Settings such as: Allow Addresses, Open Houses, and if Vow Access is Enabled All addresses that receive notifications for this contact All phone numbers entered for this contact Last VOW Login Date Property types attached to the contact via saved searches The Price Range of all the attached saved searches Total Listing Views on your VOW Number of Listing Views this week on your VOW View Contact Details To view the full detail page of a contact, click on the contact s name in the list. This displays the contacts full information, allows you to access searches, listing matches, activity, and history files. Page 23
24 Search For Contacts Tip: If you are having trouble finding a contact, check the category filters to make sure you are not selecting too many at once. Remember that the contacts displayed on the page will be filtered down by what you have selected here. To utilize the Search feature: Type the name or partial name of the contact you are looking for then click Search. If you have categories selected the results will be limited to only the selected categories. If this is the case and you still did not find your contact, a hyperlink to Try Searching again in all categories is available. Click this to search all clients in any category. History History Time Frame To help you navigate a contacts history report more clearly, you can filter the results by using different time frames. Sorting Features Columns can be sorted ascending and descending. Sortable fields are the Date and time the event was recorded, the ID of the User who caused the event, and the Record Type that occurred. Page 24
25 Detailed Information To get more detailed information about a history event, click on that event in the list and a section will display at the bottom of the page. Printing/PDF Contact Sheets Print/PDF selected contact(s) full contact sheets, mailing labels, or Print/PDF the page History Print/PDF this page or specific events in the history Searches Print/PDF this page or specific searches Listings Print/PDF selected listings or Print/PDF the page. You will have up to 14 styled reports to choose from with various display options such as Office Information, Address etc. TIP: To print out your custom created views, use the Print Page feature. To print the map with your listings, make sure you are on the map tab, and select Print Page NOTE: PDF creation of the map is not currently available. If you have a Print to PDF feature on your Computer (freeware can often be found on the web) you can Print Page and change your printer to this option when the printer window comes up. Page 25
26 Settings Change/Edit individual or multiple contacts VOW settings. Settings You have the ability change the VOW settings for individual or multiple contacts from the Contacts main page. Select the contact(s) you wish to modify and click the Settings button on the toolbar. VOW setting options can be set to Allow, Deny, and Default: Allow Enables a setting for the selected contact(s) Deny Disables a setting for the selected contact(s) Default Applies your user default setting for the selected contact(s) Note: Default settings can be setup in Pinergy s Options and Settings under the tab Contact Defaults VOW Access Options are: Display Addresses Displays the full addresses of listings on the VOW for the selected contact(s) Display Open House Info Shows if the listing(s) has an Open House scheduled on the VOW for the selected contact(s) /Matches Options are: When No Matches When allowed, an will be sent to the selected contact(s) even if there are no new listing matches. If this is set to Deny no will be sent. Photo Summary Report When allowed, a photo summary will be ed for new listing matches to the selected contact(s). If this is set to Deny the traditional 1 line view will be sent. Allow Reverse Prospecting When allowed, other agents will have the ability to send an to you on listings they have met the selected contact(s) search criteria. Page 26
27 Contact Defaults You have the ability to choose the default settings for all new contacts added in the Contact Manager. The master settings are found in Tools, Options and Settings then click on the Contact Defaults tab. This feature allows you to set defaults for each new contact you create. Note: You still have the ability to edit the settings of each individual contact you create. Searches New Search From the Searches tab of a specific contact you can create new or additional searches for the contact, by clicking on the New button in the toolbar. Search Features Attaching searches to your contacts will match properties based upon the criteria and keep an open line of communication between you and your contacts automatically. Some new features added to attached searches are: Comp Statuses You may now attach a comp status listing search to a contact. The offmarket statuses include: Sold, Rented, and Under Agreement listings. These matches will appear in the contacts listing updates, and will be available on the VOW for 180 days unless removed or hidden. Comp listings on the VOW are limited to basic data. Note: You have the ability to copy existing searches attached to a contact and then modify it. See copy searches for more information. Page 27
28 Listing Match Frequency You have the ability to select how often a contact receives s for each search. The Frequency options are: o 15 Minutes Your contacts will receive updates of new matches every 15 minutes o Hourly Your contacts will receive updates of new matches every hour o Daily Your contacts will receive an update of new matches every day o Weekly Every Friday Your contacts will receive a weekly update of new matches every Friday o Monthly First Day Your contacts will receive a monthly update of new matches on the first day of every month o Never Your contacts will not receive any listing updates for this search Open House Notification You have the ability to notify your contact of upcoming open houses on listings that match their saved searches. Check off Notify of Upcoming Open Houses and select a time frame from the dropdown. Note: This does not create a search based only on listings that have open houses. This will notify your contacts if any matches within the search have a scheduled open house. Tip: If you do not want your Contact to receive open house information automatically, this option should not be used. Off Market Notification Contacts will be notified when Active listings change to an Off Market status: Sold, Rented, or Under Agreement. Copy Searches You have the ability to copy an existing search attached to the contact, by selecting a saved search and clicking on the Copy button in the main toolbar. This will create an identical copy of the existing search which you can modify. Page 28
29 Deleting Searches To delete searches select the search(es) you wish to remove and click the Delete button in the toolbar. NOTE: Once you delete a search, it is permanent. You cannot recover a deleted search and you would need to re create or copy an existing search and modify it. TIP: If you are uncertain about deleting a search, you can always change the notification to never. This will allow you to continue matching the search and displaying them on the VOW, but the contact will no longer receive notifications of new matches. Renaming Searches To rename a search click on the pencil icon beside the search name. Type in the name you want to change it to and click Save. Tip: This is very helpful to distinguish your listing results by the searches you created for your contact. Page View Options You have a few options to view your saved searches to obtain information about the attached searches without having to open up each individual search: Summary View The Summary View is a clean one line view of all your saved searches attached to a contact. From this view you can see: Your custom search name Who created the search The date the search was created The date the search was last modified The frequency the search is being sent to your client The property types the search has The price range you have selected for the search The status types the search has Tip: You can sort all columns by ascending or descending order by clicking on the column name. Page 29
30 Detailed View Listings The Detailed View is similar to the Summary View but includes the advanced criteria for each search. Driving Directions To create point to point driving directions for up to 15 selected listings: Select up to 15 listings. Click on the Directions Button in the main toolbar. A new window from Bing maps will open with point to point directions of the selected listings. Bing allows you to change the order of the list to the order in which you will be visiting each as well as add a starting point, print, , etc. Bing offers a large variety of features to take advantage of. Page 30
31 Filtering Listing Results Clear All Clears all selected filters. Client Favorites Only displays listings that have been flagged as a favorite on the VOW. VOW. Feedback Only displays listings that have received feedback on the Showing Requests Only displays listings that have showing requests. Searches Only displays listings within a specific saved search. TIP: If you manually added listings to a client from an MLS search, they will appear in a search named Agent Added. Hidden Listings Allows you to view listings that are only Hidden, only Not Hidden, or All. Viewed Allows you to view only the listings that have been Viewed by Client on the VOW, Unviewed by Client, or All of the listings. Rated Only displays listings that have been rated on the VOW with a star rating. Towns Only displays listings within a selected town. TIP: Towns displayed will include all towns that have matches from the saved searches. If a town does not have a match, it will not display in the filter. Price Range Only displays listings within a specific 3 tier price range of Low, Medium, and High list price. Note: Price Ranges are computed based on all listing matches from saved searches regardless of filtering. TIP: Filtering can be combined to find specific results with matching filter sets. Example: Hidden Listings and is a favorite and is in a selected town. Hide/Un hide Listings To help you easily maintain accurate listing matches to saved searches, listings will now have a hide feature rather than a delete function. This makes it easier to re attach listings that may later become desirable to the contact. You have the ability to review the unwanted properties for patterns. If your contact Deletes a listing from the VOW, it will be flagged as Hidden in the Contact Manager module. This enables you to review listings deleted by a contact and allows you to unhide them if this was done in error. Page 31
32 To Hide a listing: Select the listing(s) to be hidden Click on the Hide button in the main toolbar and select Hide Hidden listings will not appear on a client s VOW page or go out in listing updates. Hidden listings will have a gray background color and You can view just the hidden listings by selecting Hidden from the filtering options. You can view just the listings that have not been hidden by selecting Not Hidden from the filtering options. You can view both Hidden and Not Hidden listings by selecting All from the filter menu. To Unhide a listing simply: Select the hidden listing(s) Click on the Hide button in the main toolbar and select Unhide Page 32
33 Page Viewing Options Report View Tab: Columns can be sorted by ascending or descending order by clicking the column name. Map View Tab: Mapping Features are: Listings and map are side by side. Color coded pushpins by status: Red=Sold Green=Active Blue=UAG. Mousover preview of listing. Clicking pushpin icons on the map will display a listing summary preview at the bottom of the page and highlight the listing on the main list. Open House view option to target only listings with scheduled open houses. The collapsable side menu offers you a larger map window. Listing Page View Types are: 1 Line View A clean single line view with sortable column headers. Photo Summary View A brief listing summary with the main photo and sortable column headers. CMA View A clean view that groups listings into Property types and property status Open House View A photo summary view displaying only listings with scheduled Open Houses and Open House details. Showing Summary View A photo summary view focusing on showing instructions of the listings. Page 33
34 Feedback View A special view displaying only listings with feedback and ratings from the contact through the VOW. Customize You have the ability to create your own customized 1 line views and save them to your view list menu. To create a custom view: Select Customize from the page view dropdown list: Select the fields you want to include from the Available Columns and move them to the Selected Columns with the right pointing arrow or by double clicking the field. Remove any fields you do not want to include from the Selected Columns and use the left pointing arrow or double click the field to move it back to the Available Columns. Select the order you want the fields to display on your view by clicking on a field name and clicking the up and down arrows until they are in the order you prefer. The order of the fields from top to bottom will appear from left to right in the view. NOTE: The MLS ID is the only field that cannot be removed or relocated. Give your View a unique name in the Enter View Name box and click Save. Page 34
35 Your customized page view can always be found in the page view dropdown menu. To edit, rename, or delete the view click the pencil icon beside the dropdown menu. Note: You cannot edit or delete MLS PIN standard views. All columns that contain sortable data types will have a clickable column name allowing you to sort by ascending or descending order. Listing Summary Preview: The listings tab page was designed to help you save time. To display a summary preview of a listing without opening up the full listing sheet, click within the row of that listing. A summary view will display at the bottom of the screen and the listing will be highlighted in the list on both the Report and Map View. Listings Displayed per Page: Controls the number of listings that appear per page by clicking the per page dropdown and selecting between: listings per page. To scroll through the pages of listings click the First/ Prev/Next/Last links. Page 35
36 Viewing Listings Single Listing View Click on the MLS number of a listing and the full listing sheet will come up or check the box next to the listing number and click View. Multiple Listing Views Select the listings you wish to view by clicking in the check boxes next to the listing numbers and then click View from the main toolbar. Page 36
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