A REALVOLVE HOW-TO By Mark Stepp Tips, Tricks & Zaps. View All Records

Transcription

1 A REALVOLVE HOW-TO By Mark Stepp Tips, Tricks & Zaps Many of the concepts used in Realvolve are intuitive and simple, so simple, they sometimes get overlooked. This document will list a few easy-to-use features built into the system that may go un-noticed. The flexibility and power of these items will become better understood as you use them. View All Records There are times when you want to do something with multiple records at a time. Sending s, printing labels, adding tabs, etc. You can click on the View All button to see the list of contacts and selecting multiple records using a checkbox. The View All button is the count of records with a double-chevron pointing to the right. By selecting at least one record in the list, you given the ability to select all contacts in the larger list if desired. Add Note - Adds a common note to all selected contacts Add Tags - Adds Tag(s) to all selected contacts Delete - Deletes the selected contacts from the list - Send an to each select contact. Google Drive - Export all the selected names to Google Drive (must have a google account) Export to CSV - Export all the selected contacts to a CSV file to download to your computer.

2 ABCD Classifications Many trainers and lead generation guru s recommend going through your contacts yearly to review the quality of your contacts using a scale similar to the following: A = High Quality Contact, Refers me leads without being asked. B = Good Contact, Refers leads if Asked. C = Good Contact, has done business with me but may not refer leads. D = Not a Good Contact but want to keep information in database. TIP: To make this process simple, go to the view all screen (shown above) and click on the Grid View button to update each records ABCD s

3 Tagging Contacts Tags are used to organize and filter data in the database. Tags can be assigned to a Contact, Property, Transaction, File, Activity, Workflow or Template and allow you to quickly find information in a snap. By applying a Tag of Handyman to each contact in your database that is a Handyman, allows you to quickly find one when you need it most. To apply a Tag to an individual Contact, Property or Transaction: 1. Go to the Radar tab 2. In the lower right corner, start typing the name of the tag you want added. The system will display a list of tags to choose from as you type. 3. Select the Tag in the list and press ENTER

4 4. Multiple tags can be added at one time by using a comma to delineate To remove a Tag from an individual Contact, Property or Transaction: 1. Go to the Radar tab 2. In the lower right corner, start typing the name of the tag you want added. The system will display a list of tags to choose from as you type. 3. move your mouse over the Tag you want to remove and press the button. To apply a Tag to several Contacts at one time: 1. View your contacts 2. Click on the View All button 3. Place a checkmark next to each contact you want Tagged. 4. Click on the button Add Tags 5. Enter the Tag name(s) then press Save

5 Recovering a Deleted Record Face it, we are all human and prone to mistakes There will come a time, when you figure out that you accidentally deleted something important. We ve built in a recovery process for most things that can be deleted. 1. At the top of your screen, click on the user menu and choose Settings. 2. On the left side of the screen, choose Trash. 3. The trash is divided up into sections for Contacts, Properties, Transactions, Documents, Attachments, Message Templates. a. To restore individual records: Go to the section you need to restore data from and click on the Restore arrows. The system will place the selected record back into the database as before. b. To restore all records: Go to the section you need to restore data from and click the Restore All button. Important Note: if you click on the to delete an individual record or the button labeled Delete All Permanently and confirm the delete process then the records will be removed from the system and can not be recovered. Click to Call If you use Skype or any other VoIP solution, you can take advantage of the Click to Call features built into Realvolve. By placing your mouse over a phone number that is displayed or on the icon of a phone number input field you can click which sends a universal URL command tel: which initiates your skype or other VoIP dialer. Paragraphs and New line When entering information into a note field, if you press Enter the system will assume you are done with that note and save it. If you want to make a new line in the note then press SHIFT+Enter to start a next line. Tab from field to field Navigation within fields in dialog boxes is by cursor key; Navigation between fields is done by pressing the Tab key to move to the next field or Shift+Tab to move to the previous field; Note Ageing In the lower left corner of each note shown in the Dashboard or Radar you will see a small time indicator showing the age of the note. Typically showing something like 26 min ago, about 6 hours ago, 4 days ago, etc. By seeing the age of a note you get a better feel for it s time relevance. If you need to see the actual date / time stamp of any note simply place your mouse over the age reference to display the detailed information.

6 dropbox address Realvolve is setup to have a built-in dropbox for each record in your database for Contacts, Properties & Transactions. By clicking on the button the system will copy the dropbox address to your clipboard so you can paste it into s or other documents as needed. Adding Spouse Information When you have spouse information that needs to be added to a contact, simply click the Relationship status button to display the data entry information required. Select the relationship type from the dropdown list then enter the name of the contact. As you type the name the system will display any records with a similar information to allow you to easily pick the related contact if they already exist in the database. If it is a new contact then simply press TAB after entering the contact s first and last name so the system can create a linked contact record automatically. Enter the Anniversary Date if known. The Greeting and Mailing name will be generated automatically but can be changed as needed. Once you have the Relationship information entered then press the Save button

7 Importing Contacts TIP: During the import process Realvolve requires that you pick the Record Type and Realvolve Field. If a majority of the import fields are for the Primary Contact then click on the Skip Remaining Fields button located at the bottom of the list so that it fills in the Record Type with Primary Contact and then make changes as needed to each field. Filtering your Radar and Dashboard View Use the buttons to the right of Notes & Correspondence to select what you want to see. Notes, s, SMS Texts, Facebook, Twitter or LinkedIn messages. When the Image is Dark Black the filter is on using that selection. You can choose any combination of filters you need. Party Members and Workflow Activities TIP: One important feature of a workflow is the ability to assign party members from Properties and Transactions to individual activities. When starting a workflow, you can leave a party member field blank if you do not know who that party member will be yet. Once the party member is known and entered into the Property or Transaction people tab then any activities that are assigned to that party member type will be automatically assigned. You may not know who the lender is but the workflow is setup to send a confirmation to the lender 1 week after contract date. Since you will normally be told who the lender is before the one week process you can leave it blank when starting the series. Once the Lender is known and attached to the transaction, then the 1 week activity and any other activities assigned to the Lender will be automatically assigned to that Lender Contact record. Adding Merge Fields to Templates Creating templates for your daily processes are an important part of automating your business and reducing the time it takes to get things done. When building your templates you typically need to display data from your database. To do so, simply move your cursor to the location where the data need to be included and type double starting brackets [[ and continue typing a field name. As you type it will display a dropdown selection list of fields in the database that contain the words you are typing. Merge fields can be added to the Subject and the Body of the message.

8 TIP: Typing [[Current will display CurrentDate along with other fields that contain the word current. Use your mouse to select CurrentDate and the system will automatically insert the remaining parts of the merge field to show [[CurrentDate]].

9 Integration Google Drive Google drive is a powerful platform and used my millions to create and store documents. Word Processing, Spreadsheets, Presentations and more that are all FREE. There are 2 Add-On s that makes it easy to print labels and do Mail Merge letters using Google Documents. Avery Label Merge DocumentMerge by PandaDoc TRICK: Use Google Doc Add-ons to print labels / mailmerge print documents (see: ) Connecting an Evernote Notebook Each Contact, Property and Transaction can be assigned to a specific notebook of evernote. This allows any notes entered into Realvolve to automatically be sync d to evernote as well as any notes entered into evernote to be sync d back to Realvolve. To link a realvolve record to evernote, simply click on the evernote button to display the Attach a Notebook window and select an existing notebook in evernote or Create a new notebook if needed. Once the connection is made then any notes added will be automatically sync d. TIP: Only one Evernote Notebook can be assigned to a realvolve record at a time. Activity Types in relation to Google Calendar / Tasks Activities in Realvolve come in 4 flavors. Each have a specific purpose which are important. The problem is that when syncing to Google, you may find the activities in different locations based on the type flavor it is. The difference is some of the activities you created in Realvolve don't have due dates...and when they don't have due dates - Google lists them as a 'task' and not on calendar. So they're still synced, they just show as a 'task' in google. The four options to schedule an activity are: 1. None 2. Due-date 3. All-day 4. Day and time So, activity scheduled with options as : #1 and #2 are synced to Google Tasks. #3 and #4 are synced to Google Calendar.

10 Zapier.com - Import from lead generation website aweber.com, mailchimp.com Zapier.com - Import from parse (see: ) Questions? Please direct questions and comments to support@realvolve.com. 2014, Realvolve, LLC. All rights reserved.