eedge 101 Training Guide

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1 KELLER WILLIAMS REALTY INTERNATIONAL eedge 101 Training Guide Version 1.7 last updated by John Pohly 11/16/2011 Please do not print this document because it is updated often. We recommend that you bookmark the page that you found this document. If you must print this document, please refer back frequently for version updates. This update includes Top Level Navigation, Editable Welcome s, and much more v Keller Williams Realty, Inc. Page 1

2 Table of Contents (Click on a lesson to jump to it.) Lesson 1: What is eedge? What Is eedge?... 2 Your eedge Control Panel... 4 If You Need Help... 5 Five Daily eedge Actions... 6 Lesson 2: Activating eedge Activating eedge... 2 eedge for Teams... 6 Lesson 3: eedge Setup Your eedge Website... 2 Home Page... 2 Buy Page... 3 Sell Page... 3 Move Page... 4 Meet Page... 4 Contact Page... 5 Capture More Leads... 5 Access the Admin Page... 5 Your Website Settings... 6 Your Settings v Keller Williams Realty, Inc. Page 2

3 Lesson 4: myleads How Leads Are Routed to You... 2 Lead Notifications... 3 The myleads Dashboard... 4 Responding to Leads... 6 Lesson 5: mycontacts Your mycontacts Dashboard... 3 Importing Contacts... 4 To import contacts using the Easy Wizard (Outlook or Top Producer)... 5 To import contacts using a template (My Red Tools or other system)... 8 Checking the Status of Your Import Job Adding Contacts Manually Filtering and Sorting Your Database Viewing Contact Records Sending Seller's Reports Creating Groups Adding or Removing a Contact from a Group Lesson 6: my Introduction... 2 Accessing my v Keller Williams Realty, Inc. Page 3

4 Lesson 7: mymarketing Setup of mymarketing... 2 Campaigns and Presentations Available... 5 Customizing an Campaign... 8 Launching an Campaign Launching a Print Campaign Reviewing Campaigns You've Set Up Adding or Removing People from a Campaign Preparing for a Listing Appointment or Buyer Consultation Marketing Your Listings Lesson 8: mytransactions The mytransactions Rollout... 2 What is mytransactions?... 2 mytransactions Support... 2 Activating mytransactions... 2 The eedge Control Panel... 5 The mytransactions Dashboard... 5 How to Create a Loop Completing forms Reviewing Loop Forms Your Client s mytransactions Experience Inviting a Co-Op Agent The Revision Process Jumping In and Jumping Out Adding Attachments Submitting for Review Your mytransactions Account Settings v Keller Williams Realty, Inc. Page 4

5 Lesson 9: Advanced mytransactions Offer Loops... 2 Requesting Electronic Offers... 3 Creating an Offer Loop... 5 Form Sets... 7 Templates... 9 Starting a Loop with a Form Set Clause Manager Form Field Options More Options - Loops More Options - Inside Loops More Options - Forms Lesson 10: eedge IDX Requesting eedge IDX... 3 Installing eedge IDX... 7 Lesson 11: Introduction to myoffice (Leadership Only) Introduction to myoffice... 3 Lesson 12: Shared Access Shared Access v Keller Williams Realty, Inc. Page 5

6 v Keller Williams Realty, Inc. Page 6

7 Lesson 1: What Is eedge? Edition 1 Revision 7

8 Lesson 1: What Is eedge? Lesson 1 Contents What Is eedge?... 2 Your eedge Control Panel... 4 If You Need Help... 5 Five Daily eedge Actions... 6 Responding to Leads... 6 v Keller Williams Realty, Inc. Lesson 1, Page 1

9 Lesson 1: What Is eedge? What Is eedge? eedge is the real estate industry s first and only COMPLETE lead-to-close agent business solution available exclusively to Keller Williams associates. It includes lead management and routing capabilities, full contact management, a professional marketing library, and a true paperless transaction system all in one integrated, efficiency-increasing package. It is a single integrated system that does business the way you do business. v Keller Williams Realty, Inc. Lesson 1, Page 2

10 Lesson 1: What is eedge? The triangle below represents your real estate business. At the core of your business is mycontacts, which is fed by myleads. Leads are then cultivated by mymarketing and closed through mytransactions, allowing you to leverage your time and focus on what matters most. From The Millionaire Real Estate Agent, you know that your business is your database. So everything you do is centered around mycontacts. v Keller Williams Realty, Inc. Lesson 1, Page 3

11 Lesson 1: What is eedge? Your eedge Control Panel Each day, log in to mykw.kw.com. On the homepage, you'll see your eedge Control Panel. You have simple button controls linking to the modules of eedge. Prominently displayed alerts indicate necessary actions. So, for example, the myleads icon will notify you of any new leads captured, the mymarketing icon will prompt you to prepare marketing materials for new listings, and the mytransactions icon will display any actions required during the contract process. From your control panel, you always have direct access straight into your contacts and . v Keller Williams Realty, Inc. Lesson 1, Page 4

12 Lesson 1: What is eedge? Each of the eedge modules is integrated with the others. So, for example, when you create marketing material for a listing, the information is automatically prepopulated from mycontacts. From mycontacts, you can open up the current e-transaction right from the contact record in one click. No matter where you are in the eedge system, you will also always find easy access to any other eedge module through the top toolbar. If You Need Help As you learn the eedge system, eedge Support is always here to help! You ll find easy links to resources, training, and live support on any screen of eedge. v Keller Williams Realty, Inc. Lesson 1, Page 5

13 Lesson 1: What is eedge? Five Daily eedge Actions There s a lot of functionality in eedge that you can take advantage of! But get started quickly each day by completing the Five Daily eedge Actions: 1. Log in to your eedge account every morning and evening. 2. Respond to new leads and update their status. 3. Reply to new from contacts. Don t forget to check your Webmail too! 4. Take action on current reminders! Be sure to set up future reminders! 5. Prepare any marketing material for new listings or listing appointments. And, once you launch mytransactions in your Region, there s a sixth! 6. Check mytransactions and address any notifications. v Keller Williams Realty, Inc. Lesson 1, Page 6

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15 Lesson 2: Activating eedge Edition 1 Revision 7

16 Lesson 2: Activating eedge Lesson 2 Contents Activating eedge... 2 eedge for Teams... 6 v Keller Williams Realty, Inc. Lesson 2, Page 1

17 Lesson 2: Activating eedge Activating eedge Are you on a team? If so, you will have unique considerations. Before any members of the team activate their account, it is critical to review the team options at the end of this lesson. Congratulations! You're ready to get started in eedge. First, you ll need to activate your account. 1. Log in to mykw.kw.com. Click Activate eedge Now! 2. Now, click on Yes to get started with activating your account. (Agents transferring from a different Keller Williams Market Center will use the click here link to prevent account duplication.) v Keller Williams Realty, Inc. Lesson 2, Page 2

18 Lesson 2: Activating eedge 3. Click Activate your eedge account. 4. Complete all required information. In the Contracting Party field, enter your own name. v Keller Williams Realty, Inc. Lesson 2, Page 3

19 Lesson 2: Activating eedge 5. Click Complete Order 6. Complete your website setup. Your eedge website serves as an additional lead source and capture system for you. You are also provided with an address that will allow you to track all correspondences within the eedge system (for more, see subsequent lessons). a) Enter the primary zip code in which you conduct business. b) Decide your eedge subdomain. This will be the link for your eedge website. Be sure you DO NOT enter www or http into the field. c) What you decide for your eedge subdomain will also be your eedge address. d) Click Finish v Keller Williams Realty, Inc. Lesson 2, Page 4

20 Lesson 2: Activating eedge Congratulations! You're now ready to begin using eedge! v Keller Williams Realty, Inc. Lesson 2, Page 5

21 Lesson 2: Activating eedge eedge for Teams Teams of two agents may have their own accounts or share one eedge account. Option 1 If you are on a two-person team and choose to have your own eedge accounts: Members of the team maintain individual eedge websites and eedge addresses. Members of the team maintain separate lead flows, databases, marketing portfolios and transactions. Choose this set-up if you book your production separately. Option 2 If you are on a two-person team and choose to share one eedge account: Members of the team choose a lead agent who will activate on eedge. Within the Market Leader website admin tool, agents add both MLS IDs to pull both listings. Members of the team share an eedge website, eedge address, lead flow, database, marketing portfolio via the lead agent s account. Choose this set-up if you book all your production under one agent. Teams of three or more agents may have their own accounts or share one. As we shared on our eedge Roadshow, we will deliver a solution that allows our teams to have a shared database later this year. In the meantime, teams have two options for using eedge: Option 1 All agents on a team can activate and use separate eedge accounts, which can then be converted to a shared database when it s available. Option 2 The lead agent can activate and begin using their eedge account to learn the functianlity and capabilities of the system and other team members wait to activate. Additionallly, our eedge partner Market Leader s Realty Generateor product offers teams a substantial number of add-ons that are fully eedge compatible, including additional online lead generation tools, lead management, and marketing benefits, as well as team management, accountability, and performance dashboards. Realty Generator is offered at a substantial, KW-exclusive price of $999/mo ($500 month discount). v Keller Williams Realty, Inc. Lesson 2, Page 6

22 Lesson 3: eedge Setup Edition 1 Revision 7

23 Lesson 3: eedge Setup Lesson 3 Contents Your eedge Website... 2 Home Page... 2 Buy Page... 3 Sell Page... 3 Move Page... 4 Meet Page... 4 Contact Page... 5 Capture More Leads... 5 Access the Admin Page... 5 Your Website Settings... 6 Your Settings v Keller Williams Realty, Inc. Lesson 3, Page 1

24 Lesson 3: eedge Setup Your eedge Website With your eedge account includes a new website. As you may have noticed during the eedge activation process, the URL format is subdomain.kwrealty.com. This new website does not replace your eagentc site; it serves as an additional lead capture source for you. Think of this as your niche site for buyers, to help you cast a wider net. The best part is that it s extremely simple to set up and requires no maintenance. It s also search engine optimized, which means, for example, when consumers use Google to search for properties in their area, your site will rank higher in the search results. Home Page Shown below is an example of an eedge website s Home Page. v Keller Williams Realty, Inc. Lesson 3, Page 2

25 Lesson 3: eedge Setup Buy Page On the Buy Page, consumers can easily search for homes that meet their criteria. Consumers may view one property before they are prompted to register on your site. They will be required to register in order to view more properties. Sell Page The Sell Page contains a form through which consumers may request a custom evaluation from you. By completing this form, they ll register on your site and you ll be notified immediately of their request. v Keller Williams Realty, Inc. Lesson 3, Page 3

26 Lesson 3: eedge Setup Move Page The Move Page is automatically populated with a map and links to sites with relocation and school information for the communities you serve. Meet Page Use the Meet Page to explain what makes you stand out from other agents in the community. This page also includes a map showing the location of your Market Center. v Keller Williams Realty, Inc. Lesson 3, Page 4

27 Lesson 3: eedge Setup Contact Page Finally, the Contact Page provides an form for consumers who want to reach you. Capture More Leads Notice that every page has a lead capture opportunity by offering consumer a reason to register on your site. Market Leader has extensively tested this website design with its prepopulated text, and it s been well proven to successfully capture leads. Access the Admin Page Before you get started in eedge, set your administrative settings properly to ensure your leads are directed to you. To access your admin settings: 1. Click on show option under mymarketing, then click on Manage eedge Website v Keller Williams Realty, Inc. Lesson 3, Page 5

28 Lesson 3: eedge Setup 2. This is your Admin area for anything related to the website. You can always preview your website from the View your website hyperlink shown below. Your Website Settings Your eedge website is ready to go with just a few small updates! 1. General Info, ensure your office information is correct. v Keller Williams Realty, Inc. Lesson 3, Page 6

29 Lesson 3: eedge Setup 2. Also under General Info be sure to update your time zone (if you are not in the Pacific time zone). a) Under General Info, click Edit. b) Choose the correct time zone and click Save. v Keller Williams Realty, Inc. Lesson 3, Page 7

30 Lesson 3: eedge Setup 3. Next, click Profile Info from the list of website settings. All of your profile information is pulled from White Pages. If anything needs to be updated here in eedge, you should also update your White Pages profile to ensure you don t miss any referrals. a) Click Edit. b) Edit your name if necessary. v Keller Williams Realty, Inc. Lesson 3, Page 8

31 Lesson 3: eedge Setup c) Edit your name if necessary. d) Add your cell phone number. e) You do not need to edit your login or password. f) External is for sending s from a different address that your eedge address. It is recommended that you do not change this for initial setup, but to learn more on this field, please see Lesson 6 on my . g) Alternative website is to use a different website address than your eedge website address. For now it is recommended that you leave both external and alternative website blank. We will discuss both of these options in more detail in Lesson 7 on mymarketing. h) Add your Agent MLS ID. This will ensure your eedge website properly displays your listings from the Keller Williams Listing System. If you are part of a two-member team, you may add two MLS IDs to pull both of your listings. Your Agent MLS ID is the same as your Associate ID, found in your KW White Pages profile. If you are not sure how to find this, skip to Step 5. Important Note: You will not be able to add your true Agent MLS ID until your complete the Request IDX process and have approval. For more details see Lesson 10 on eedge IDX. i) Enter any additional information about yourself to display on your website. j) Edit your bio. k) Add any awards you d like displayed on your website. l) Add your photo. (See corresponding fields on next page) v Keller Williams Realty, Inc. Lesson 3, Page 9

32 Lesson 3: eedge Setup b. Edit name if necessary c. Add cell phone d. You do not need to edit your login or password e. It is recommended that you leave external blank for now. We cover this in Lesson 6 on my f. It is recommended that you leave alternative website blank for now. We cover this in Lesson 7 on mymarketing k. Add your photo. This appears on every page of your website. g. Add Agent MLS ID - this is your Associate ID from White Pages h. Add any additional info. This appears at the very bottom of each page on your website. i. Edit your bio as necessary. This appears on the Meet Page of your website. j. Add any awards. This appears on the Meet Page of your website. 4. If you already have your Associate ID (sub-step g above, skip to Step 6. Otherwise, follow these steps: v Keller Williams Realty, Inc. Lesson 3, Page 10

33 Lesson 3: eedge Setup a. Go to the mykw homepage and click the Edit My Profile link underneath your profile picture. b. This will bring you to a summary of your contact information. Click edit at the top of the My KW Info column. v Keller Williams Realty, Inc. Lesson 3, Page 11

34 Lesson 3: eedge Setup c. This will display your associate information in the KW White Pages. Your Associate ID is located underneath your username. You can copy and paste this ID number into the MLS ID field in the eedge Website Profile Info. v Keller Williams Realty, Inc. Lesson 3, Page 12

35 Lesson 3: eedge Setup 5. Update the Main Text, if desired. This text appears on your website s Home Page. 6. Update the Sell Text, if desired. v Keller Williams Realty, Inc. Lesson 3, Page 13

36 Lesson 3: eedge Setup 7. Click Site Images to add a site banner image and agency logo. 8. Click Alerts to specify how you will be notified whenever you receive a new lead or a new message through the system. v Keller Williams Realty, Inc. Lesson 3, Page 14

37 Lesson 3: eedge Setup a) Enter the cell phone number and you want alerts sent to. You may choose up to three places to send alerts. b) Click Add after you enter the phone number or address for each alert. v Keller Williams Realty, Inc. Lesson 3, Page 15

38 Lesson 3: eedge Setup 9. Add your Communities Served. a) Click Communities Served and Add Community. b) Enter the name of your community and click Continue. v Keller Williams Realty, Inc. Lesson 3, Page 16

39 Lesson 3: eedge Setup c) Enter a zip code and click Add Zip/Postal Code. Repeat if you want to add multiple zip codes. If you d like to indicate the center of this community on the map, click and drag the red push pin to that location, and click Add Center. v Keller Williams Realty, Inc. Lesson 3, Page 17

40 Lesson 3: eedge Setup d) Finally, you can include a link to a community site. To do this, either: i. Click Create URL and allow the system to automatically find a site. ii. Enter the URL of your choice into the Community Info URL field. Click Done when you are finished. v Keller Williams Realty, Inc. Lesson 3, Page 18

41 Lesson 3: eedge Setup 10. Click Listing Address to control whether or not property addresses are displayed for listings on your website. 11. Under Listing Search Area you can remove the ability for a consumer to search for certain areas. We recommend leaving this at default unless you are certain that you do not want to show every area form your website. v Keller Williams Realty, Inc. Lesson 3, Page 19

42 Lesson 3: eedge Setup 12. Under Listing Search Fields, you can choose to not show certain fields on your website. If you do not work with short sales or foreclosures, simple uncheck the box an dclick Save. You ll notice a few items in the above list of website settings that were not covered. Those are enhanced website features that are available with Market Leader Professional Edition. v Keller Williams Realty, Inc. Lesson 3, Page 20

43 Lesson 3: eedge Setup Your Settings As you saw during the activation process, your eedge account comes with an additional address, which will be formatted as your Any leads who register on your site will receive their initial system-generated welcome from this address. Any time you or the system uses this address to communicate with one of your leads or contacts, the messages sent and received are tracked in the my module of eedge. We encourage you to use this address when corresponding with leads, or with any contacts for whom you want to keep a correspondence history in your eedge database. 1. Click the tab to access your settings. eedge includes a built-in Listing Alert Campaign to encourage your leads and contacts to sign up for listing alerts. You can customize the messages that will be sent at 2 weeks, 1 month and 3 months to contacts in your database that are not signed up for alerts (with the exception of those who are marked with Hot, Sold, or Trash status). v Keller Williams Realty, Inc. Lesson 3, Page 21

44 Lesson 3: eedge Setup 2. Signature allows you to customize the signature that will be included on any s automatically generated from the system. Change your signature, if desired, and click Save. v Keller Williams Realty, Inc. Lesson 3, Page 22

45 Lesson 3: eedge Setup 3. Welcome allows you to update the automated that goes out to registered visitors on your website (if you do not respond in first 12 hours) as well as the message sent to manually entered leads (if you choose to send a welcome . Your Turn! Update your website settings now. View your website regularly as you adjust your settings, so you can see the effect of your updates. v Keller Williams Realty, Inc. Lesson 3, Page 23

46 Lesson 4: myleads Edition 1 Revision 7

47 Lesson 4: myleads Lesson 4 Contents How Leads Are Routed to You... 2 Lead Notifications... 3 The myleads Dashboard... 4 Responding to Leads... 6 v Keller Williams Realty, Inc. Lesson 4, Page 1

48 Lesson 4: myleads How Leads Are Routed to You Leads come in to your eedge control panel from a number of different sources. You will receive leads from your eagentc website and your eedge website. You will also receive leads from the forty-plus additional eagentc sources. These include all the sites that the KWLS syndicates: v Keller Williams Realty, Inc. Lesson 4, Page 2

49 Lesson 4: myleads Lead Notifications You may be notified of new leads in three ways: 1. Through the control panel under myleads 2. By (if you have opted in to alerts) 3. By text message (if you have opted in to text message alerts). Important Note: For instructions on opting in to or text alerts, see Lesson 3 on eedge Setup. v Keller Williams Realty, Inc. Lesson 4, Page 3

50 Lesson 4: myleads The myleads Dashboard 1. Click New Lead on your eedge control panel to access the myleads dashboard. 2. New leads that require action are listed at the top. A summary of the information collected at lead capture is included. v Keller Williams Realty, Inc. Lesson 4, Page 4

51 Lesson 4: myleads a. Note that below your myleads dashboard, you also have access to your recent messages from contacts and any current reminders. v Keller Williams Realty, Inc. Lesson 4, Page 5

52 Lesson 4: myleads Responding to Leads 1. The instant a lead registers, he or she is sent an immediate notification and you are notified. 2. Click the lead s name to initiate contact. 3. Click Open the ICW to launch the Initial Contact Wizard (ICW). v Keller Williams Realty, Inc. Lesson 4, Page 6

53 Lesson 4: myleads 4. If the lead has provided a phone number, the ICW gives you a script and prompts you to record the call outcome. v Keller Williams Realty, Inc. Lesson 4, Page 7

54 Lesson 4: myleads 5. You are prompted to set a reminder for follow-up. Beth was not home. 6. If the lead has provided only an address, the ICW will prompt you to send an . v Keller Williams Realty, Inc. Lesson 4, Page 8

55 Lesson 4: myleads 7. Be sure to change the status after you contact the lead. If you do not contact a lead within twelve hours, eedge will automatically send them an . eedge will not automatically change a lead s status that is only done by you. Your Turn! 1. Go to your eedge website. 2. Register yourself as a seller lead with your personal address. 3. Access the notification via your or text. 4. Click on the lead and go through the ICW process. v Keller Williams Realty, Inc. Lesson 4, Page 9

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57 Lesson 5: mycontacts Edition 1 Revision 7

58 Lesson 5: mycontacts Lesson 5 Contents Lesson 5: mycontacts... 1 Your mycontacts Dashboard... 3 Importing Contacts... 4 To import contacts using the Easy Wizard (Outlook, Top Producer or MyRedTools)... 5 To import contacts using a template (any other system)... 8 Checking the Status of Your Import Job Adding Contacts Manually Deleting a Contact Manually Viewing Contact Records Sending Seller's Reports Creating Groups Adding or Removing a Contact from a Group v Keller Williams Realty, Inc. Lesson 5, Page 2

59 Lesson 5: mycontacts Your mycontacts Dashboard 1. Log in to mykw.kw.com and click mycontacts > View Contacts on the eedge control panel. 2. This will bring you to your Contacts dashboard, which lists all contacts in your database. v Keller Williams Realty, Inc. Lesson 5, Page 3

60 Lesson 5: mycontacts Importing Contacts You can add a group of contacts into eedge by queuing them for import. We ll outline two ways of doing this by way of the eedge Easy Wizard and by use of a contact import template. Before doing a bulk import into eedge, take time to clean up your current database so you have the cleanest, most effective book of business possible. Continue using any existing Contact Management System as you become familiar with the eedge system. New leads will be funneling in to help you get used to working in eedge. Important Notes: You may include up to 10,000 rows per contact file that you import. You may import as many files per day as you wish. Please note, however, that in order to prevent the import wizard system from overloading, all import files regardless of size or number of records will be put into a queue to be imported. We recommend uploading your contacts in groups (e.g., sellers, first time-home buyers, new to area, etc.) as you get started in eedge. This will allow for a smooth transition into the system. When preparing your contact file to be imported, please note that first name, last name are required. eedge will not allow more than one contact with the same address, so be sure that each address you import is unique. If you are importing contacts from Outlook 2007 or Top Producer,or My Red Tools you can use the eedge Easy Wizard. If you are importing contacts from any other Contact Management System, you ll first organize your contact file into a specific format, using a template called Custom Import Template on the Import Contacts page. If you encounter issues while importing your contacts, contact eedge Support by clicking Help and Support in the top right corner from anywhere within the eedge system. v Keller Williams Realty, Inc. Lesson 5, Page 4

61 Lesson 5: mycontacts To import contacts using the Easy Wizard (Outlook, Top Producer or MyRedTools) 1. Export your contacts from Outlook, Top Producer or MyRedTools into a CSV (Comma Separated Values) file. The process for doing so will vary depending on the system you are using. Refer to your system s documentation for the how-to. Important Notes: Use the default field mapping and do not add, edit, or delete any columns or column headers in the file. You may update the data in the rows that contain contact information, if desired. Please review the file for contact information accuracy before importing. Top Producer 8i provides two available export file formats that can be imported into eedge Contact record and all addresses and communications OR Contact record and all associated items. Please export your contacts in one of these formats. 2. Click Import/Export on the mycontacts dashboard. v Keller Williams Realty, Inc. Lesson 5, Page 5

62 Lesson 5: mycontacts 3. On the Contacts > Import screen, complete the following by selecting from the drop-downs: Step 1: (optional) Assign a group to the contacts you are about to import. This requires that you have created one or more groups using the Manage Groups feature. See page 59 for instructions on creating groups. Step 2: Ensure that the contact status is set to Active (or any status other than Lead ) to prevent eedge from treating the contacts you import as leads, and subsequently sending the automatic after twelve hours. Step 3: Select either Outlook 2007 CSV, Top Producer 8i, or My Red Tools as the import file type. 4. Click Browse and navigate to the CSV file you exported from your Contact Management System. 5. Click Import to queue your contacts for import. v Keller Williams Realty, Inc. Lesson 5, Page 6

63 Lesson 5: mycontacts 6. You will immediately receive an Information or Error message, letting you know the status of your import request. If you receive an Information message, your contacts are waiting in a queue to be imported. The time it takes for your contacts to import will vary depending on the size and number of rows in your CSV file. Example of Information message: If you receive an Error message, contact eedge Support for assistance if you are unable to resolve the error on your own. The most common errors occur because of the following: o o The CSV file does not include all required columns and/or data. Columns are not in proper order in the CSV file. Examples of Error messages: v Keller Williams Realty, Inc. Lesson 5, Page 7

64 Lesson 5: mycontacts To import contacts using a template (any other system) 1. Export your contacts from any Contact Management System into a CSV (Comma Separated Values) file. The process for doing so will vary depending on the system you are using. Refer to your system s documentation for the how-to. 2. Download the Custom Import Template 3. You will copy the data from the CSV file that you exported from your system into the template. However, it is important that you do not remove or add any columns to the template, and you should not rename any columns; the structure of the template file must remain intact. a. In Excel, open the CSV file with your contacts that you exported from your system. You will now have two Excel files open. v Keller Williams Realty, Inc. Lesson 5, Page 8

65 Lesson 5: mycontacts Example of template (left) and your contact file (right) side by side in Excel: b. Copy each column of data from your contact file and paste into the corresponding column in the template, one column at a time. Be sure you do not remove any columns from the template file, even if they do not contain any data. c. When you have copied all of your data, save the template file. This is the file that you will import into eedge. 4. Click Import/Export in the mycontacts dashboard. v Keller Williams Realty, Inc. Lesson 5, Page 9

66 Lesson 5: mycontacts 5. On the Contacts > Import screen, complete the following by selecting from the drop-downs: Step 1: (optional) Assign a group to the contacts you are about to import. This requires that you have created one or more groups using the Manage Groups feature. See page 20 for instructions on creating groups. Step 2: Ensure that the contact status is set to Active (or any status other than Lead ) to prevent eedge from treating the contacts you import as leads, and subsequently sending the automatic after twelve hours. Step 3: Select either Custom CSV as the import file type. v Keller Williams Realty, Inc. Lesson 5, Page 10

67 Lesson 5: mycontacts 6. Click Browse and navigate to the template file saved on your Desktop. 7. Choose your CSV file and click Import. 8. You ll immediately receive an Information or Error message, letting you know the status of your import request. If you receive an Information message, your contacts are waiting in a queue to be imported. The time it takes for your contacts to import will vary, depending on the size of your CSV file. Example of Information message: v Keller Williams Realty, Inc. Lesson 5, Page 11

68 Lesson 5: mycontacts If you receive an Error message, contact eedge Support for assistance if you are unable to resolve the error on your own. The most common errors occur because of the following: o o The CSV file does not include all required columns and/or data. Columns are not in proper order in the CSV file. Examples of Error messages: Checking the Status of Your Import Job If your contacts were successfully queued for import, you can check the status of your request by clicking Import/Export and looking at the Imported Jobs section. v Keller Williams Realty, Inc. Lesson 5, Page 12

69 1. Click Lesson 5: mycontacts If any of your contacts fail to import, this will be indicated in the Imported Jobs section. the number under Failed to see the reason for the failure. 2. An Import Error Report will list the contacts that did not import and the specific error(s). Your Turn! 1. Choose ten contacts from your current system. 2. Follow the directions in this lesson to import them into eedge. If you get stuck, contact eedge Support. v Keller Williams Realty, Inc. Lesson 5, Page 13

70 Lesson 5: mycontacts Adding Contacts Manually In addition to importing groups of contacts, you can also add contacts one at a time, as you meet them. 1. From the mycontacts dashboard, click Add Contact. 2. In the Contacts > Add a Contact window, fill out the person s contact information. Important Notes: For each contact you add manually, first name, last name and address are required. Each contact must have a unique address; eedge will not allow more than one contact with the same address. If you have a lot of contacts without an address, the best practice is to Import those contacts in a CSV file (which does not have this same address requirement). We discussed importing contacts earlier in this Lesson. v Keller Williams Realty, Inc. Lesson 5, Page 14

71 Lesson 5: mycontacts There are several status categories you can choose from. We recommend the following: Lead Leads who ve just registered; you have not responded to them yet Retry Contacts you re trying to engage Active Contacts who are just looking but are interactive Inactive Contacts who are not currently looking to buy Hot Contacts who are ready to buy/sell now Sold Contacts you have just closed Trash - Contacts who wish to be unsubscribed Your Turn! Create three contact records. v Keller Williams Realty, Inc. Lesson 5, Page 15

72 Lesson 5: mycontacts Deleting a Contact Manually It is recommended that you change the Status to Trash rather than deleting a contact. The reason is that there is not a way to retrieve contacts that you delete. If you still wish to Delete a contact, follow these steps: 1. Go to the mycontacts Dashboard. 2. Click on the contact (for the Detailed View). Under More Actions, click on Delete. Filtering and Sorting Your Database Once you have imported or added your contacts, you may view them in your mycontacts database. v Keller Williams Realty, Inc. Lesson 5, Page 16

73 Lesson 5: mycontacts 1. To filter by Status or Groups, click the drop-down and choose the category you want to filter by. To view all of your contacts, select All from the Status drop-down. mycontacts includes several status types: Lead, Retry, Active, Inactive, Hot, Sold, and Trash. 2. You may also sort by any of the columns by clicking on that column header. Your Turn! 1. Delete a Contact. 2. Filter your contact records by Status. 3. Sort contacts by Created date. v Keller Williams Realty, Inc. Lesson 5, Page 17

74 Lesson 5: mycontacts Viewing Contact Records 1. To view a contact's information and history, click their name in the dashboard. 2. The contact record will show all the key information you need to take appropriate action. It will also list any comments, s, reminders, and groups associated with their contact record. Current reminders Recommended action(s) Click icons to take actions (see next page) Comments, history, all reminders, and groups to which contact belongs v Keller Williams Realty, Inc. Lesson 5, Page 18

75 Lesson 5: mycontacts 3. Set a reminder to take action by choosing Add a Reminder. Your Turn! 1. Open one of your contact records. 2. Add a reminder for the next day to give them a call or send an . v Keller Williams Realty, Inc. Lesson 5, Page 19

76 Lesson 5: mycontacts Sending Seller's Reports From your mycontacts dashboard, you can easily send a Seller's Market Report to highlight the services you provide as an agent and help a contact who wants to sell a house understand what the house might be worth in the current market. 1. Click on Seller's Market Report. 2. Enter the required information and choose to either print or . v Keller Williams Realty, Inc. Lesson 5, Page 20

77 Lesson 5: mycontacts 3. Choose up to three comparable listings from the list returned and click Continue. 4. This creates a report which includes a message from you and information on the comparable properties. v Keller Williams Realty, Inc. Lesson 5, Page 21

78 Lesson 5: mycontacts Your Turn! 1. Create a Seller s Report for yourself and it. (You should have registered yourself as a lead in your eedge website in Lesson 4. If not, do so now.) 2. Check your and see how it looks! Creating Groups Groups allow you to target campaigns to a specific subset of individuals with a shared interest or common outcome. For example, you may have a group of individuals who all live in one neighborhood, or who are all real estate investors. Creating groups makes it easy to use mymarketing to set up automated campaigns! 1. Click Manage Groups. 2. Create a group for the campaign you are setting up. Now you have a group, but no contacts are in the group. v Keller Williams Realty, Inc. Lesson 5, Page 22

79 Lesson 5: mycontacts 3. Go Back to the Contacts Page and select the ones you want to add to the group. Then click on Add Groups and select the one that you just setup. Finalize by clicking on the red Add button. Now you will be able to easily filter your database by group. You can also now easily set the group up on a campaign using mymarketing (see Lesson 7: mymarketing in this guide). Adding or Removing a Contact from a Group Check the box next to the person you wish to add or remove and click on either Add Groups or Remove Groups. Select the group(s). Your Turn! 1. Create a group called 33 Touch. 2. Add yourself to the group. v Keller Williams Realty, Inc. Lesson 5, Page 23

80 Lesson 5: mycontacts v Keller Williams Realty, Inc. Lesson 5, Page 24

81 Lesson 6: my Edition 1 Revision 6

82 Lesson 6: my Lesson 6 Contents Introduction... 2 Accessing my Introduction to the Alternative Option... 5 v Keller Williams Realty, Inc. Lesson 6, Page 1

83 Lesson 6: my Introduction When you activated your eedge account, you received a address. This address is integrated into eedge, so all messages sent to this address, or from this address, will be saved and filed with the contact's record. It is recommended that you use address for all lead correspondences so that you can take advantage of this tracking. Accessing my 1. Under my , click eedge Messages on your control panel. 2. Your eedge Inbox will display any new messages from contacts in your database. Your Leads and Contacts dashboards will also display new messages. v Keller Williams Realty, Inc. Lesson 6, Page 2

84 Lesson 6: my 3. If you have received any s to address from individuals that are not yet contacts in your database, you can find them in eedge Webmail. s with attachments from any contact will also be found in your eedge Webmail. s from people not in your contacts database will be found in Webmail. s with attachments from any contact will also be shown in Webmail. 4. Choose to reply to the or file it. To keep your Inbox tidy, file messages that you reply to via phone. v Keller Williams Realty, Inc. Lesson 6, Page 3

85 Lesson 6: my 5. When replying to messages, you may choose to use one of the five provided templates. 6. The s you received and sent are stored in the system with the contact s record. Your Turn! 1. In Lesson 4, you registered as a lead on your eedge website with your personal address. Send an to address from this personal address. 2. Check your inbox and reply to your message using one of the predefined templates. v Keller Williams Realty, Inc. Lesson 6, Page 4

86 Introduction to the External Option In Lesson 3 you set up your Profile under Website > Admin > Profile and you may have noticed the field for Alternative . You have an option to send s form a 3 rd party address but there are a few things that you should consider before adding this option. sent through webmail and mymarketing will show as being sent from the External address of your choosing, but since responses will go to the External address, your communication from contacts will not be tracked with the content in eedge. If you wish to send s from the External , just go to your Profile and enter the address and under the My Marketing Information section select the External Address.

87 Lesson 7: mymarketing Edition 1 Revision 7

88 Lesson 7: mymarketing Lesson 7 Contents Setup of mymarketing... 2 Campaigns and Presentations Available... 5 Customizing an Campaign... 8 Launching an Campaign Launching a Print Campaign Reviewing Campaigns You've Set Up Adding or Removing People from a Campaign Preparing for a Listing Appointment or Buyer Consultation Marketing Your Listings v Keller Williams Realty, Inc. Lesson 7, Page 1

89 Lesson 7: mymarketing Setup of mymarketing Before you get started in mymarketing, you ll need to upload your photo and logo so that your mymarketing materials are prepopulated with these images. 1. On your eedge control panel, click [show options] under mymarketing and select Market Me. 2. Choose Create Marketing. v Keller Williams Realty, Inc. Lesson 7, Page 2

90 Lesson 7: mymarketing 3. You will be brought to the homepage of the Design Center. Choose Profile. 4. Click on Upload or change company logo. v Keller Williams Realty, Inc. Lesson 7, Page 3

91 Lesson 7: mymarketing 5. Upload the KW logo of your choice, or choose from those provided. Follow the same steps to upload your photo. v Keller Williams Realty, Inc. Lesson 7, Page 4

92 Lesson 7: mymarketing Campaigns and Presentations Available The eedge mymarketing module includes several campaigns to market your business and your listings. These pieces are aligned with the proven models of success found in The Millionaire Real Estate Agent. The campaigns are beautifully and professionally designed to increase your mindshare and conversion rates. Below, you will see the current campaigns and presentations available in the eedge system. Canadian versions of these are also available. More will be rolling out over the coming months, so stay tuned! You can also continue to access all current marketing materials in the marketing library x 8s An 8 x 8 is eight touches over eight weeks and is designed to activate a relationship. mymarketing includes two 8 x 8 campaigns, one for buyer leads and one for seller leads. v Keller Williams Realty, Inc. Lesson 7, Page 5

93 Lesson 7: mymarketing Touch Follow your 8 x 8 campaign with a 33 Touch. Target the people who know you, who have done or will do business with you, or who will send you referrals Direct The 12 Direct campaign includes twelve monthly postcards designed for marketing to people in your database. v Keller Williams Realty, Inc. Lesson 7, Page 6

94 Lesson 7: mymarketing 4. Prelisting Packet and Listing Presentation A professionally designed Prelisting Packet and Listing Presentation guide are now at your fingertips! 5. Buyer Consultation A professionally designed Buyer Consultation guide is available as well. Additionally, the eedge system includes a full suite of tools to market your listings including property fliers and postcards. v Keller Williams Realty, Inc. Lesson 7, Page 7

95 Lesson 7: mymarketing Customizing an Campaign The campaigns available in mymarketing are completely customizable. To customize a campaign: 1. On the eedge control panel, under mymarketing, click Market Me. 2. Choose Create Marketing. v Keller Williams Realty, Inc. Lesson 7, Page 8

96 Lesson 7: mymarketing 3. You will arrive at the homepage of the Design Center. Choose Design Gallery. Warning! In order to access the eedge campaigns, you must go to the Design Gallery as shown above. Do not click New Campaign on the Portfolio tab. Do not click here for the eedge campaigns be sure to choose Design Gallery! v Keller Williams Realty, Inc. Lesson 7, Page 9

97 Lesson 7: mymarketing 4. In the left-hand navigation pane, choose a campaign to customize. Here you can review the touches included in the campaign. Click Select to choose the campaign. 5. Give your campaign a name and click Next. v Keller Williams Realty, Inc. Lesson 7, Page 10

98 Lesson 7: mymarketing 6. You can add individuals or groups of contacts to the campaign. a) Select the individual or group you want to add and click the arrow. Continue until all individuals or groups are added. b) Click Save. Important Note: If you want to customize before adding contacts, you can do so by clicking Save without adding any names. v Keller Williams Realty, Inc. Lesson 7, Page 11

99 Lesson 7: mymarketing 7. From the overview page that appears, you can review each touch in the campaign, edit it if necessary, change the date or time it will go out, view or edit the contacts assigned to it, and view the history of items sent out. 8. To edit an event (the date), click Edit Event and make any updates necessary. Note that for the 33 Touch campaign, the scheduled dates will be set by KWRI this ensures that we can include timely touches such as This Month in Real Estate. However, you can stop a touch in the 33 Touch campaign if desired. v Keller Williams Realty, Inc. Lesson 7, Page 12

100 Lesson 7: mymarketing 9. To customize a piece, do as follows: a) Choose Edit Project. b) eedge will walk you through all the elements of the project and allow you to make edits to the text or images. c) As you make changes, click Preview regularly to view your updates. v Keller Williams Realty, Inc. Lesson 7, Page 13

101 Lesson 7: mymarketing Your Turn! 1. Choose one of the provided eedge campaigns and customize. 2. Add yourself to the campaign. 3. Customize at least one marketing piece. Launching an Campaign 1. When you are happy with the campaign, click Start to launch. 2. The campaign will now show as Active. v Keller Williams Realty, Inc. Lesson 7, Page 14

102 Lesson 7: mymarketing Launching a Print Campaign A 12 Direct campaign is currently available in eedge. In May, you will be able to fully automate your 12 Direct so you can set it and forget it. Until then, please note that to edit the March and April postcards within the 12 Direct campaign, click the 12 Direct Postcards folder in your Design Gallery. The remaining ten postcards for the year are included in the 12 Direct campaign folder. You may also use the process below to send Just Listed, Just Sold, or Open House postcards. 1. Once you ve customized your postcard, access your project within your portfolio. 2. Select an option for printing and complete the checkout process. v Keller Williams Realty, Inc. Lesson 7, Page 15

103 Lesson 7: mymarketing Reviewing Campaigns You've Set Up To review the campaigns you have set up, do the following: 1. On the eedge control panel, under mymarketing, click Market Me. 2. Click Create Marketing. v Keller Williams Realty, Inc. Lesson 7, Page 16

104 Lesson 7: mymarketing 3. You will arrive at the Design Center. Click Portfolio. 4. Choose your campaign under My Campaigns. From here you can view the current campaigns, contacts assigned, history, and make any edits necessary. v Keller Williams Realty, Inc. Lesson 7, Page 17

105 Lesson 7: mymarketing Adding or Removing People from a Campaign 1. Follow the directions on the previous page to review a campaign. 2. Click Add/Remove. 3. Click the left arrow to remove groups or individuals. TIPS! If you ve assigned a group to a campaign, and you want to remove one individual from the campaign, you'll need to remove them from the group. See Lesson 5: mycontacts. If you ve assigned a group to a campaign and you add an individual to that group, they will be launched on the campaign immediately with the next touch no further action is required! v Keller Williams Realty, Inc. Lesson 7, Page 18

106 Lesson 7: mymarketing Preparing for a Listing Appointment or Buyer Consultation 1. In the Design Gallery, choose Market My Business > Marketing to Sellers (or Buyers) and select the presentation you wish to edit. For this demonstration, we ll customize the Prelisting Packet. 2. You will see several files that comprise the Prelisting Packet. Click Select to edit each section. v Keller Williams Realty, Inc. Lesson 7, Page 19

107 Lesson 7: mymarketing 3. Edit the pages as desired. 4. On the final screen, choose Download to save to your computer for printing. v Keller Williams Realty, Inc. Lesson 7, Page 20

108 Lesson 7: mymarketing 5. Click on Standard Print Options. 6. Follow the instructions on the screen to save the file to your computer for printing. (Note: If you don t see an option for Save Target As, you can also click on Save Link As. ) A PDF of this section will now be saved to your computer for printing. You may also choose to combine the separate PDF files into one with all pages. v Keller Williams Realty, Inc. Lesson 7, Page 21

109 Lesson 7: mymarketing Your Turn! Customize either a prelisting packet, listing presentation, or buyer consultation. Marketing Your Listings 1. From the eedge control panel, click Market My Listings. v Keller Williams Realty, Inc. Lesson 7, Page 22

110 Lesson 7: mymarketing 2. Your listings will be displayed. In the Actions column, click the Create Marketing Material icon. 3. Within the Design Gallery, choose the marketing material you wish to create, edit, and customize as you desire. There are fliers, as well as Just Sold, Just Listed, and Open House postcards available. The listing information will be pre-populated for you. Please note that due to the way the MLS resizes your images for posting, you may need to re-upload property images to be appropriate for print (the system will notify you if an image is not print-quality). Your Turn! If you have a current listing, create a piece of marketing collateral for it. v Keller Williams Realty, Inc. Lesson 7, Page 23

111 Lesson 8: mytransactions Edition 1 Revision 7

112 Lesson 8: mytransactions Lesson 8 Contents The mytransactions Rollout... 2 What is mytransactions?... 2 Activating mytransactions... 2 The eedge Control Panel... 5 The mytransactions Dashboard... 5 Definitions... 7 The Sharing or Permissions Concept... 7 Archiving of Documents... 9 Loop Types and Their Usage How to Create a Loop Completing forms Reviewing Loop Forms Your Client s mytransactions Experience Inviting a Co-Op Agent The Revision Process Jumping In and Jumping Out Adding Attachments Submitting for Review Your mytransactions Account Settings v Keller Williams Realty, Inc. Lesson 8, Page 1

113 Lesson 8: mytransactions What Is mytransactions? mytransactions, powered by DotLoop, is a revolutionary paperless transaction system. It is guaranteed to make you more efficient no more faxing papers back and forth, having to meet with clients in person, or driving across town for missed signatures or missing forms. With this system, the traditional paper trail is now online and parties can collaborate in one space. Furthermore, the system has enhanced security no more initialed changes to smudged contracts, illegible handwriting, over-faxed contracts, or lost documents. Using the mytransactions with DotLoop system, every adjustment can be tracked and time stamped, creating one seamless document. Each field has its own history attached to it, allowing users to see changes. And the documents are stored for seven years, with all parties having access. Many associates are familiar with online document signing. However, the DotLoop difference is that the forms are live and interactive. The document is shared online and the only thing sent is a link that invites others to view/sign the document. Note, however, that the system does accommodate the traditional ing of PDFs as well as the faxing of documents, but the core of the system and integrated electronic signatures function through this sharing concept. mytransactions Support Within the mytransactions system, there are a number of support resources. You will find brief tutorial videos available throughout the system to help you along the way. At the bottom of each screen, you will also see a Help link, where you can find the library of video resources, as well as FAQs and phone support. Activating mytransactions Once mytransactions is available in your Region, you will need to activate your account. v Keller Williams Realty, Inc. Lesson 8, Page 2

114 Lesson 8: mytransactions a. Click Start your etransaction setup. b. Click on Join Now. c. Fill in all required information; click to accept the terms and choose Continue. Note: The password you set up will be your electronic signature password. Anytime you sign a document, you will be asked for your electronic signature password to verify your identity. v Keller Williams Realty, Inc. Lesson 8, Page 3

115 Lesson 8: mytransactions Your Turn! Follow the steps above to activate your mytransactions account. v Keller Williams Realty, Inc. Lesson 8, Page 4

116 Lesson 8: mytransactions The eedge Control Panel You have direct access to mytransactions from the eedge Control Panel. From the Control Panel, you can do the following: a) Click on Messages (to review new notifications within a transaction loop) b) Start New Transaction c) Buyer Transactions (lists your buyer transaction loops) d) Listing Transactions (lists your listing transaction loops) e) Greensheet (access the online Greensheet system) The mytransactions Dashboard The mytransactions Dashboard is known as Agent Home. Click Home from anywhere within mytransactions to access your dashboard. v Keller Williams Realty, Inc. Lesson 8, Page 5

117 Lesson 8: mytransactions Agent Home is the snapshot of a virtual office. A loop is a transaction, or your real estate file. It will contain all the agents, clients, and forms associated with a transaction. Buying loops are therefore offers, and listing loops are listings. a. The gray tabs at the top of the page contain all of your loops. b. Manage your clients by selecting My Clients. c. See your notifications and activity log by clicking Messages. d. Manage various aspects of your account by clicking My Account. a b c d v Keller Williams Realty, Inc. Lesson 8, Page 6

118 Lesson 8: mytransactions The rest of Agent Home is split into four sections. a. Recent Loops: Lists your loops that have had activity in the last five days. You can go to the specific loop type at the top for a comprehensive list of all the loops. b. Calendar: Reflects tasks and reminders set-up. c. Search Your Clients: Allows you to quickly access basic client information. d. Activity Log: Displays all recent activity. c a b d Definitions: To assist you with understanding the mytransactions environment we must start with 3 definitions: 1) Interactive Form A document that has been uploaded into mytransactions for the purpose of collaborating online. Once forms are created, the Version Now technology within mytransactions allows them to become "interactive" so that you can prepare documents online while allowing buyers and sellers to digitally sign when appropriate. Additionally, the mytransactions solution also provides configurable document workflow and real-time collaboration to ensure that the transaction process is seamless and trackable. (This negotiation process is described in more detail under The Revision Process ). 2) Workflow The programming behind the interactive forms that will assist you in what to do next with the form. Within a transaction the forms will have individual Status and Action descriptions to assist in managing the transaction. Agent to Client Form is for use only between and agent and client on one side of v Keller Williams Realty, Inc. Lesson 8, Page 7

119 Lesson 8: mytransactions the transaction (used listing or buying loops) Ex. Buyer Representation Agreement or Listing Agreement Make Available to Buyer Once the form is completed (listing loop) it can then be made available to any buyer making an offer. In the case of multiple offers each buyer has their copy that they can sign, leaving the original form available to other buyers. Upon usage by a buyer the form will then use Negotiating style workflow. Ex. Seller s Property Disclosure Negotiating This form is completed by the one side of the transaction and then revision permissions are passed to the other side. If changes are made, a new version is created and revision permissions passed back. This continues until both sides have signed the form at which time the form locks and no revisions can be made. Ex. Purchase Contract, Amendments 3) A Loop A loop is a transaction, or your real estate file. It will contain all the agents, clients, and forms associated with a specific transaction. Loops can contain the interactive documents as well as Attached PDF documents. Permissions to view the individual forms is granted based on role, not by individual. For this reason, a new loop is required for each offer a selling client receives or a buying client makes. The Sharing or Permissions Concept: mytransactions uses a role based permissions system to share documents between parties. Access to documents is given to a role not to a particular individual. As you add documents, no one other than you will have permissions to view a particular document until permission is granted to each specific document by either sending an invitation to sign, or in the case of attachments editing the who can view section. This enables you to have documents stored in the loop that are only visible to you (and your Broker). The roles within the system are: Agent o o o Client o Listing Agent any Agent added within a Listing Loop Buying Agent any Agent added to a Buying Loop (or invited through an Offer Loop) Agents added to a Basic loop will not have Listing or Buyers included in the role title. Listing Client any Client added within a Listing Loop v Keller Williams Realty, Inc. Lesson 8, Page 8

120 Lesson 8: mytransactions o o Buying Client any Client added to a Buying Loop Clients added to a Basic loop will not have Listing or Buyers included in the role title. Permissions to view documents are created during the Send to Client or Send to Agent action. For instance, after completing documents in a buyer s loop, the system will prompt you to send the documents to your buying clients. During this process, you will be shown the list of current buying clients in the loop. However, you will not have the option to select particular individuals, the invitation will go to ALL clients within that loop as they all have the buyer role. This is due to the role based system where all parties with a specific role are granted access at the same time. (Note: The invitation sent to the client will contain a link to the electronic environment to view the document; no attachments are actually sent.) Therefore, creation of a new loop is required for each separate offer received on a listing or each offer submitted on behalf of your buying client. Each Offer made by your Buyers on different properties should have its own buying loop. Each Offer received on your listing by separate buyers should have its own offer loop If you received offers on two separate listings from the same set of buyers, each offer should have its own offer loop, attached to its respective listing loop. Each Listing you start should have its own listing loop. Offers received or made through the Make and Offer link will automatically have the appropriate loops created. Think of each loop as a separate file folder and you are creating a new folder (loop) for each transaction involving a different set of parties/individuals. Once a document within a file (loop) is sent to the clients, anyone holding the role of client in that loop can now see that document. Adding anyone into a loop as a client will result in them being able to view any documents other clients in that loop can view, even if the new client being added is part of a separate offer. The same holds true for inviting agents. If you invite a second agent into the loop, they too will have access to all the same permissions as the previous Agent in that loop, even if they are representing a different client. Example: Failure to create a new loop may potentially put you at compliance or permissions risk. A listing agent receives an offer on 123 Main St. from Mr. and Mrs. White. The listing agent creates an offer loop and invites the Cooperating agent which in turn starts a Buying Loop for the Buyers Agent. The documents are then shared with each agents respective clients. Unfortunately the parties cannot come to an agreement and the offer is declined. Five days later the Listing Agent receives an offer from new buyers, Mr. and Mrs. Brown. The Listing Agent decides not to create a new offer loop since the old offer was not accepted, and v Keller Williams Realty, Inc. Lesson 8, Page 9

121 Lesson 8: mytransactions uploads the documents to the first offer loop. The Listing Agent then invites the new Buyer s Agent into the loop. Because the system is role based and Mr. and Mrs. Brown, are clients in the same loop as Mr. and Mrs. White, they can now see each others offer documents. Likewise, the Agent from the second offer is an Agent in the same loop as the first offer Agent, they also can now see the documents from both offers. Archiving of Documents: Archiving allows you to remove a loop or form from your main view. These forms are not deleted, and can be viewed from the Archive option in the secondary menu. This allows you to archive inactive loops or forms, so you only see any active loops on a loop summary screen or active forms within a loop. Just like paper documents, with the interactive documents each party to a transaction retains all rights to view a document/contract that they originally submitted. Therefore, archiving does not remove the ability of other parties to view the document. Your have the ability to archive loops and forms. Archiving a form within a loop does not affect the viewing or access permissions of any Client or Cooperating Agent. All archived forms are still visible to the Client and Cooperating Agent on their respective views. For compliance purposes this does affect the initial view on the Broker Dashboard, however the Broker Dashboard user can still access all archived files. Archiving a Loop does not affect the viewing or access permissions of any Client, Cooperating agent, or Broker(Broker Dashboard). All archived loops are still visible to the Client, Cooperating Agent and Broker Dashboard on their respective views. v Keller Williams Realty, Inc. Lesson 8, Page 10

122 Lesson 8: mytransactions Loop Types and Their Usage: There are 5 types of loops within mytransactions Listing Loop, Buying Loop, Basic (Client Loop), Forms Loop, and Offer Loop. The type of loop will determine the workflow of a particular form. Listing Loop Buying Loop Basic Loop Forms Loop Offer Loop 1) Listing Loop a. Requires an Address and Client to start the loop. b. Created by the Listing Agent when starting a transaction (listing). c. Forms initiated in this loop are viewable only by the Agent and Listing Client unless shared with the buying side (sharing with the buyer side will result in the form being visible in the Buying Loop and Offer Loop) d. Contains the listing side specific forms between the Agent and the Client. e. Listing documents will take on the Agent to Client when used in this type of loop. f. Contract type documents will take on the Make Available to Buyer workflow when used in this type of loop. g. To assist in separating Contract or Offer related documents from the original listing documents should not be uploaded within this loop (see offer loop) h. Uses esignature and Attachments functionality 2) Buying Loop - a. Requires an Address and Client to start the loop. b. Created by the Buyers Agent when starting a transaction (purchase offer). c. Forms initiated in this loop are viewable only by the Buying Agent and Buying Client unless shared with the listing side. (sharing with the listing side will result in the form being visible in the Offer Loop) d. Contains the contract or offer forms for a specific client for a specific address e. Buyer only documents will take on the Agent to Client workflow when used in this type of loop. f. Buyer and Seller related documents will take on the Negotiating workflow when used in this type of loop. g. Uses esignature and Attachments functionality 3) Offer Loop v Keller Williams Realty, Inc. Lesson 8, Page 11

123 Lesson 8: mytransactions a. Created when the Co-Op agent makes an offer on Listing Loop (see Offer Loops, Lesson 9, Page# for more information on their creation) b. Intended for the purchase or offer documents between the buyer and seller c. Forms initiated in this loop are viewable only by the Listing Agent and Client unless shared with the buying side. (sharing with the buying side will result in the form being visible in the Buying Loop) d. Forms viewed within this loop represent the forms from the Buying Loop that the Selling Agent or Client have permission to see. e. Purchase or Offer Documents initiated by the Selling side should be initiated from within this loop, not the Original Listing Loop. f. Listing Loops can have multiple offer loops attached. 4) Basic Loop a. Also known as Client Loop Requires only a Client to start the loop (no address is required). b. Intended to be used by Buyers Agent, although a Listing Agent can use this type loop. c. Forms initiated in this loop are viewable only by the Agent initiating the loop and their client unless shared with the other side. d. Best used by Buyers Agent to complete the preliminary buyers documents (non address specific) signed by the buyer before making an offer on a property. When an offer is accepted an ready to be submitted to the office, these documents can be copies to the Buying Loop. e. Documents will be Agent to Client workflow. f. Uses esignature and Attachments functionality 5) Forms Loop a. Requires no Client or Address b. Intended for completing forms when the parties of the transaction do not want to take advantage of electronic signatures. c. Forms initiated in this loop are viewable only by the Agent initiating the loop. d. Loop could be used for tracking referrals and their documentation. Loop name could be Client Name referred to Agent Name for tracking purposes. All documentation for the referral can be uploaded as an attachment. e. Documents have no workflow (not esignature capable) f. Uses Attachments functionality v Keller Williams Realty, Inc. Lesson 8, Page 12

124 Lesson 8: mytransactions How to Create a Loop 1. There are three ways to start a loop. a. Directly from your contact list by clicking the Start mytransaction icon:. b. Using the Start New Transactions under [more options] of the mytransactions tab on the eedge Control Panel. c. If you are already in mytransactions, you can click on Start Loop in the upper right hand corner. v Keller Williams Realty, Inc. Lesson 8, Page 13

125 Lesson 8: mytransactions 2. Select the loop type. Depending upon the method you selected to start the loop, you will see one of the two screens below: From the eedge Control Panel or from within mytransactions: If directly from the contact list within mycontacts: Note: Other loop types include basic and forms loops (these are discussed further in the advanced class). You can start a transaction with a form set by clicking on Click to select your form set and using the drop down box to select the appropriate form set. (See Lesson 9, Form sets for further information) v Keller Williams Realty, Inc. Lesson 8, Page 14

126 Lesson 8: mytransactions 3. Select the property. a. For a Listing Loop: Enter the property address. b. For a Buying Loop: You can search by Listing Agent s Name, MLS number, or property address. The property addresses are integrated with the Keller Williams Listing System (KWLS). Select the appropriate address. If the address does not come back with a match, select No. v Keller Williams Realty, Inc. Lesson 8, Page 15

127 Lesson 8: mytransactions If you selected No above, the system will prompt you to complete the fields shown. Continue to the next step by clicking Continue (the system will capture the information and is able to populate it throughout the forms). 4. Add forms. Using the forms library, you can search, select and reorder forms. You can also hover over a form name to see an image of it. Forms on the left are all the forms available to you; forms on the right are the forms you are using with this transaction. Note: If you started the loop with a form set, those forms will automatically appear on the right hand pane. You can always add and remove forms after the loop is created. a. Add forms by selecting in the left-hand column and clicking Add. v Keller Williams Realty, Inc. Lesson 8, Page 16

128 Lesson 8: mytransactions b. Once you have all the forms you need, select Create Loop. TRAINING TIP! The next action button is located in the bottom right-hand corner of the page over 90 percent of the time on DotLoop. If you ever feel lost on the system, remember to scroll down and check the bottom right-hand corner. 5. Add clients. Your mycontacts database is integrated with mytransactions. Type in the client s name and click Search. If this is a new client, select New Client Add & Attach (this will also create a contact record in MyContacts). v Keller Williams Realty, Inc. Lesson 8, Page 17

129 Lesson 8: mytransactions Each client must be added separately. For a client to sign electronically, they must each have a unique address. It s important that each client required to sign a document has a unique address. For example, if two people are cosigning, each person must use their own individual address. Each electronic signature is confirmed by the use of an login and unique password created by the client. This adds an additional critical layer of compliance. a. Click Save & Continue. Your Turn! 1. Find a partner. You will pretend to be your partner s agent and vice versa. Note: If you do not have a partner, set up a fake client using your personal address. (Use an address other than the one tied to your mytransactions account) 2. One person will act as a listing agent - Set up a listing loop for 123 Test Street and add your partner as the seller. 3. The other should act as a buyer agent - Set up a buying loop for 456 Test Street and add your partner as the buyer. v Keller Williams Realty, Inc. Lesson 8, Page 18

130 Lesson 8: mytransactions Completing Forms Once you ve created the loop, added the forms and the clients, you re ready to start completing your forms. Each field is interactive. This allows for online collaboration, tracking of changes for compliance purposes, and final documents as clean as the original. You must review and save each form in order to give your client(s) access to sign. 1. Fill out all required information (highlighted in yellow). a. Black Xs represent a field that has been assigned to a party for an electronic signature. If you hover your mouse over the field, the system will tell you who is supposed to sign there (buyer agent, buyer client, listing agent, listing client). b. Red Xs represent a field that has not been assigned to a party for electronic signatures. Click in the box next to the X and choose who is supposed to sign in that field (buyer agent, buyer client, listing agent, listing client). Once selected the X will change to black. c. Fields that are highlighted in pink require your signature or initials. d. Once a field has been signed, the black X will change to a green. e. Once all information is filled in, click Save & Continue. (See Lesson 9, Field Options for an explanation of options available for completing the fields). v Keller Williams Realty, Inc. Lesson 8, Page 19

131 Lesson 8: mytransactions 2. A Confirmation screen will appear once a form is completed. Click Continue to move to the next form. 3. Once you have completed all forms, you will see a Confirmation screen that your forms are ready to be sent to your clients. Click OK. v Keller Williams Realty, Inc. Lesson 8, Page 20

132 Lesson 8: mytransactions 4. You will get a second confirmation screen listing the forms and the client information. Add your Custom Message and Click Send Online to send the invitation to sign. Your Turn! If you are the listing agent, fill out the listing forms and add your partner as the seller. If you are the buyer agent, fill out the buyer forms and add your partner as the buyer. If possible, sit together as you go through this exercise so you can review each other s experiences. v Keller Williams Realty, Inc. Lesson 8, Page 21

133 Lesson 8: mytransactions Reviewing Loop Forms At any point in the transaction, you can review the loop forms by doing the following: 1. Choose Buying Loop or Listing Loops in the top navigation (or from the eedge Control Panel or the Recent Loops list). 2. Click the loop you wish to view. 3. Click on a form name to edit the form. v Keller Williams Realty, Inc. Lesson 8, Page 22

134 Lesson 8: mytransactions 4. To send documents to your client(s), check the forms you wish to send and click the send button on the bottom right. When you click on Send, the invitation to view the document is sent based on the workflow designated in the Action column. 5. Select Send Online. Note: You do have the option to send a fax or create a PDF to . Although you will be able to scan the documents and upload them into the system, you will lose the advantage of a shared document and cleanly tracked revision history. v Keller Williams Realty, Inc. Lesson 8, Page 23

135 Lesson 8: mytransactions 6. Click OK. 7. Enter any customized instructions in Custom Template. Click Send Online. v Keller Williams Realty, Inc. Lesson 8, Page 24

136 Lesson 8: mytransactions 8. You will receive a final summary and confirmation. After training, an agent made a call on an expired listing. The client wanted to relist his home, but was spending the week at the beach. The agent asked if he had Internet access. He did, and the agent was able to create a loop, send it to the client for review and e-signatures, and the house was back on the market the next day. v Keller Williams Realty, Inc. Lesson 8, Page 25

137 Lesson 8: mytransactions Your Client s mytransactions Experience You ve started a loop, added your client, and sent them the forms online. Now what happens? 1. Your client will receive an from you, their agent, stating they have documents to review. The is also branded with your information, so if the client replies, they reply directly to you; not a random do-not-reply address. Forms are NOT sent as an attachment. The client is invited to view the documents that you have shared with them online. They will click on the link. Stefan, v Keller Williams Realty, Inc. Lesson 8, Page 26

138 Lesson 8: mytransactions 2. They will be taken to a Preview page of the documents that require their review and signature. They will click esign Next, they will be brought to a Registration screen where they will choose their e-signature password. v Keller Williams Realty, Inc. Lesson 8, Page 27

139 Lesson 8: mytransactions 4. Once they have registered, the client sees a dashboard. If they have multiple transactions, they will see a line for each transaction. The client will have access to their transactions for seven years, or however long your state allows. Throughout the transaction, you can also attach documents to the loop and give access to your client (Survey, Settlement Statement). 5. When your client selects the transaction they wish to review, a brief video pops up explaining how to review and sign the document. v Keller Williams Realty, Inc. Lesson 8, Page 28

140 Lesson 8: mytransactions 6. The client is shown all forms that require review and signatures and can click on each to begin the process. 7. As they review the forms, the fields that have been designated for them to complete as well as the lines that require their initials or signatures will be highlighted in pink. They will sign by clicking in the field and selecting their name from the drop-down and hitting Continue. When reviewing a multi-page document, the client will review and sign/initial each page. v Keller Williams Realty, Inc. Lesson 8, Page 29

141 Lesson 8: mytransactions 8. Once your client has reached the end of a document, they will need to lock in their signature by entering their password. 9. Once signed, if they have additional forms requiring review and signature, they will be prompted to do so. v Keller Williams Realty, Inc. Lesson 8, Page 30

142 Lesson 8: mytransactions 10. Once all forms have been signed, the client will receive a final Confirmation screen. 11. Depending upon your communication preferences settings, you will receive an notifying you that the forms have been signed, as well as an update in your eedge Control Panel. Typically, an agent sends a client an invite and then calls them to help walk that client through the registration process. By the time the client answers the phone, they usually have half of the documents signed! v Keller Williams Realty, Inc. Lesson 8, Page 31

143 Lesson 8: mytransactions Your Turn! Now, take the role of the seller or buyer. Review the you received from your partner who was acting as your agent, sign into the system (you can make up a pretend login with a personal address) and sign the forms that were sent to you. Inviting a Co-Op Agent The mytransactions system allows you to invite co-op agents who are not with Keller Williams Realty into your loops. This is a significant advantage as it allows you to complete the entire transaction electronically. KW Agents can invite non-kw agents into more than just one loop at zero cost to the other agent. After the forms are e-signed and returned to you, you can now send these forms to another agent. 1. In your loop, forms that are fully signed will be marked as ready to send to the listing agent. 2. Select the forms you want to send, and click Send. 3. Select how you are going to send the forms. If you select Send Online, you are inviting the other agent to the loop instead of sending the documents to them, and will have the advantage of sharing the documents online and a clean revision history of all documents. The co-op agent will be given free use of the system on this transaction with you, and any other transaction with a Keller Williams agent. (What a great way to attract someone to Keller Williams Realty and grow your Profit Share Tree!) v Keller Williams Realty, Inc. Lesson 8, Page 32

144 Lesson 8: mytransactions 4. Enter the co-op agent s information, edit the custom message, and click Invite Agent. 5. You will receive a Confirmation screen. v Keller Williams Realty, Inc. Lesson 8, Page 33

145 Lesson 8: mytransactions 6. The co-op agent will receive an notifying them of the opportunity to negotiate online. v Keller Williams Realty, Inc. Lesson 8, Page 34

146 Lesson 8: mytransactions 7. They will have the option to join DotLoop for free (for each transaction with a KW agent) and view the offer online. When an agent decides to come into the loop, you will have the ability to negotiate together online. It looks like this: You (Agent) Co-Op Agent Co-Op Agent s Client Your Client Your Turn! Find another associate in your office and invite them into your test transaction (customize the message by letting them know this is a test). Review the communications they receive and the experience from their side. The Revision Process Collaborating with mytransactions makes the revision process simple and easy. If your client accepts and signs a contract, you send it to the co-op agent. If their client asks for changes, the agent makes the changes. Your client s signature is removed and the change is highlighted in yellow. The agent s client signs and sends back to you. You now have a clean copy (version 2). If your client agrees, they will sign and the document is locked. If they do not, you make the change (it s highlighted in yellow) and the other agent s client s signature is removed (version 3). This continues until all parties agree. See the example below. There is always a revision history and these changes can be reviewed at anytime. v Keller Williams Realty, Inc. Lesson 8, Page 35

147 Lesson 8: mytransactions 1. Your client reviews and esigns an offer to buy 126 Buy Street. 2. You review and send the offer to the listing agent. 3. The listing agent and her client decide to counter the offer. They edit the sales price, your client's signature is removed, and the seller signs. v Keller Williams Realty, Inc. Lesson 8, Page 36

148 Lesson 8: mytransactions 4. The listing agent reviews their client's signatures and sends the contract back over to you. You review it and you and your client decide whether to accept the counteroffer or counter again. The process goes back and forth with a clean copy that allows you to see all revisions. Once both the buyer and the seller signs, the document is locked. Jumping In and Jumping Out DotLoop has the ability to accommodate transactions even when the client or other agent doesn t use DotLoop s interactive forms. The system accommodates these situations by using the Attachments Feature. This feature allows you to attach PDF documents to a Loop and add electronic signature/initial spots so that clients can still receive the benefits of electronic signatures even if the other agent doesn t utilize DotLoop. v Keller Williams Realty, Inc. Lesson 8, Page 37

149 Lesson 8: mytransactions Adding Attachments Each loop has a section that stores attachments called Attachments. To add an attachment: 1. From the loop, click the Add Attachment button near the bottom center of the screen. 2. Browse for the PDF, name the file, and select Save & Continue. v Keller Williams Realty, Inc. Lesson 8, Page 38

150 Lesson 8: mytransactions 3. The system then gives you the option to add signature/initial fields and notes to the attachment. If you select Skip, it will take you back to the View Buying Loop Forms screen shown in step 1. If you select Add Signatures/Initials, however, it will load the document and give you a toolbox to utilize. 4. This toolbar includes signature blocks, initial blocks, and notes fields. If you click on a tool and drag it onto the document, you can set up the form as needed. Once you drop signature or initials fields, the system will ask you who needs to sign in that particular spot. Click Save & Continue to go through each page of the attachment and modify as necessary. v Keller Williams Realty, Inc. Lesson 8, Page 39

151 Lesson 8: mytransactions 5. Once you go through each page, the system will ask you if you d like to sign now. 6. After either signing (if you needed to) or selecting No, you will be taken to a screen where you can decide who has permission to view the document. While in class, a buyer dropped off documents for an agent. After class, the agent realized there was one document the buyer didn t sign. She dreaded driving the hour out to the buyer s home just to get one signature. With eedge, she was able to upload the missing document, drag a signature line, and it to her client. She had it back in less than five minutes and was able to go home and have dinner with her family. Your Turn! 1. Add an attachment to your existing buyer or listing loop. 2. Send it to your client (your partner). v Keller Williams Realty, Inc. Lesson 8, Page 40

152 Lesson 8: mytransactions Submitting for Review Anytime a form is saved in a loop OR an attachment is uploaded to a loop, you will see a light gray box entitled Additional Options Available. This is how you will submit forms to your Compliance Coordinator for review. First, you need to archive any forms that you do not want your Compliance Coordinator to see. Do the following: 1. Check the box to the left of the forms you wish to archive and select More Options > Archive Selected. Those forms will then be removed from your view as well as your Broker s view. The client view and any Cooperating Agent view are unaffected by this action. NOTE: The forms are not deleted and can still be seen by the client and other agents. You can find them in the subnavigation bar under Archive. v Keller Williams Realty, Inc. Lesson 8, Page 41

153 Lesson 8: mytransactions 2. Now that you are left with the forms that need to be submitted for review, click the red arrow. A drop down appears explaining that by hitting Next you will be submitting the loop for review. 3. You now have the ability to reorder the forms. Once the forms are in the desired order, select Send. (Your market center may not require this and does has the ability to disable this option) v Keller Williams Realty, Inc. Lesson 8, Page 42

154 Lesson 8: mytransactions 4. Your Market Center will then be able to review your documents. Once reviewed, they can tag or create a note on a specific form and change the compliance status. As the status is changed, you will be notified according to the preferences you set up. Your office also has the ability to upload documents into the loop such as your Distribution Authorization. Your mytransactions Account Settings 1. Click My Account from the Navigation Bar to review your settings. 2. Contact Overview: Update your contact information. The information under Contact Overview is used by the system to send you notifications. If you select to receive SMS text messages, be sure to record a cell number. v Keller Williams Realty, Inc. Lesson 8, Page 43

155 Lesson 8: mytransactions 3. Communication Preferences: From here, you will select whether you wish to receive or SMS text messaging regarding the activities listed. 4. Reset your Password: You can change your e-signature password here. 5. Form Sets: Allows you to create and modify bundles of forms that automatically populate when you create a loop. 6. My Team: The mytransactions Team Process is designed to increase transparency in a team s operations by inviting all team members to share the same permissions on all transactions. This allows team members to collaborate more effectively to get deals done. Team members can be added at anytime by clicking on the Settings tab, and then selecting My Team. Essentially, the Team Process in DotLoop functions similar to CC ing someone in an . Any person an agent adds to his/her team will be given the same permissions on all loops he/she creates from that point forward. The agent who adds a team member, however, will not be included on any loops the team member starts (to do this, that added agent would have to go to his/her Settings tab, click on My Team, and then add who he/she would like to be copied on all transactions created moving forward). v Keller Williams Realty, Inc. Lesson 8, Page 44

156 Lesson 9: Advanced mytransactions Edition 1 Revision 7

157 Lesson 9: Advanced mytransactions Lesson 9 Contents Offer Loops... 2 Requesting Electronic Offers... 3 Creating an Offer Loop... 5 Form Sets... 7 To Create A Form Set Templates... 9 To Create a Template: Starting a Loop with a Form Set: Form Field Options More Options Loops More Options Inside Loops More Options Forms v Keller Williams Realty, Inc. Lesson 9, Page 1

158 Lesson 9: Advanced mytransactions Offer Loops Offers received on your listings will show up as offer loops. From your Listing Loops screen, you can see which listings you have offers on. To view the documents on a listing, do the following: 1. Click on the listing loop name. 2. You can click on the Original Listing Forms to view those documents or the desired offer loop to view the documents within that loop. If you have received an offer through the traditional means (fax, , paper copy), you can invite the buyer agent into the collaborative work environment. Clicking on Invite Buying Agent creates the offer loop and invites the buyer agent into the transaction. You can then upload documents already received according to the attachment directions. v Keller Williams Realty, Inc. Lesson 9, Page 2

159 Lesson 9: Advanced mytransactions Requesting Electronic Offers You can request that other agents submit electronic offers on your listings as well. 1. From your Listing Loops screen, click on the listing loop that you desire to create an electronic offer request. 2. Click on Make an Offer. v Keller Williams Realty, Inc. Lesson 9, Page 3

160 Lesson 9: Advanced mytransactions 3. From here, you will choose what forms the buyer agent has access to. Select the forms you want them to complete and click Continue (you can add forms later after the initial offer is made). 4. You now have two options: You can either copy the code to embed the Make an Offer button, or you can select the Link Address to forward to other agents. Note: Use caution on where you place the link or offer buttons. It is recommended that you use these tools on agent-facing advertising only, not client-facing. v Keller Williams Realty, Inc. Lesson 9, Page 4

161 Lesson 9: Advanced mytransactions Creating an Offer Loop When you receive an offer via any of the traditional methods (i.e., mail, fax, ), you can create the offer loop and invite the buyer agent into the transaction. 1. From your Listing Loops screen, click on the listing loop that you desire to create an offer loop for. 2. Click on Invite Buying Agent. v Keller Williams Realty, Inc. Lesson 9, Page 5

162 Lesson 9: Advanced mytransactions 3. Enter the agent information into the fields provided and click Invite Agent. 4. An offer loop is created. From this point, you can enter the offer loop and upload any documents received to the offer loop. See the instructions under Adding Attachments for details on the upload process. Your Turn! Practice creating an offer loop on a test listing loop. v Keller Williams Realty, Inc. Lesson 9, Page 6

163 Lesson 9: Advanced mytransactions Form Sets Form sets allow you to save a group of forms that are automatically selected when you create a loop (so you don t have to constantly add and remove forms when creating a loop). For example, you could save the four forms always used for short sales to a form set so they are grouped together each time you select that form set. Form sets are created and associated with a Listing Loop, Buying Loop, Basic Loop or Form Loop. Templates allow you to save a set of default values to populate forms within a form set. Templates are tied to a form set, not to an individual form. This creates the ability to have a form as part of multiple form sets, with default values that pertain to that specific form set. For instance you could have an Offer Form Set Cash and Offer Form Set Finance where each set has the same Purchase Offer form in common; however the default values for the Purchase Offer form can be set different for each form set. To Create A Form Set. Once you have started a loop, input the address, and added clients, you will see the Add Forms to This Loop page. This page contains two sections Form Library and Forms in this Loop. 1. After selecting the forms to be included, Click Options for saving this form set. 2. Enter a name for this set of forms. Click the Save checkbox. Click crate loop. When the loop is created the form set will be saved. v Keller Williams Realty, Inc. Lesson 9, Page 7

164 Lesson 9: Advanced mytransactions 3. You can also manage your form sets from your My Account tab. 4. Click on a form set to modify or delete that form set, or click on Add to create a new form set. v Keller Williams Realty, Inc. Lesson 9, Page 8

165 Lesson 9: Advanced mytransactions 5. You can now manage the form set by adding or removing forms. You can also delete the form set. Templates Templates allow you to save default values to populate the form set the next time you use the form set. All fields that are not populated by the system (for example address) that have been filled in are saved as default values. Although you can create your template from a live transaction, consider using a mock transaction loop just for the purposes of creating the template. When you create your template, you will be presented with the template form to remove information you do not want saved in your template. Be sure you are on the template form before deleting any fields. This will be evidenced by the Forms in this Offer and Other Options not displayed in the footer menu. All other fields (except system populated fields) will be saved as default values. This includes field options such as Client Editable and Client Editable & Required. v Keller Williams Realty, Inc. Lesson 9, Page 9

166 Lesson 9: Advanced mytransactions To Create a Template: 1. Create a loop using the form set you wish to create the template for. This can be a live transaction or you can create a mock transaction loop specifically for setting up your template. Your Broker has the ability to create form sets. To create a template the form sets must be part of your form set library and not the Broker form set library. If you wish to use a form set created by your Broker, start the loop with the Broker Forms set and when you get to the forms screen, save their forms set as your own by clicking Options for saving this form set. This will save it to your forms set library allowing you to create a template. 2. Complete the forms as normal and when complete click Save and Complete in the lower right hand corner. (If you are setting up a template using a mock transaction, complete only the fields within each of the forms that you desire to be default values). v Keller Williams Realty, Inc. Lesson 9, Page 10

167 Lesson 9: Advanced mytransactions 3. Click on Save Form Defaults to save your template (default) values. 4. The template form will appear. Delete any information you do not want to save as a default value. (Note: Be sure you are on the template form before deleting anything. This is evidenced by the fact that the Forms in this Loop and Other Options menus will not be displayed.) 5. Click Save & Complete v Keller Williams Realty, Inc. Lesson 9, Page 11

168 Lesson 9: Advanced mytransactions 6. Repeat these steps for each form within the form set. v Keller Williams Realty, Inc. Lesson 9, Page 12

169 Lesson 9: Advanced mytransactions Starting a Loop with a Form Set: To use a form set when starting a loop, below the orange start loop box, click on Click to select your form set, the choose the form set you wish to use. Your Turn! Set up a listing or buyer form set and at least one template. v Keller Williams Realty, Inc. Lesson 9, Page 13

170 Lesson 9: Advanced mytransactions Clause Manager The Clause Manger allows you to store your common clauses for use within the forms when completing documents, removing the need to type the clause each time. These could include the phrases containing specific language that your broker has given to you. To insert a clause within a form, click the icon next to the field for which you want to enter a clause. The following box will appear. To insert a clause, click on the clause in the left hand window then select Insert Clause. If you have a new clause to add you can create and save clauses as you are completing the form. Click on Create New Clause, complete the title, description and the Category. Click Save Clause. If the maximum characters of a field is exceeded, you will receive the error message when you click on Save or Save and Complete. Reduce the amount of text within that field and then save the form. If you used a predefined clause remember to edit the clause as well. v Keller Williams Realty, Inc. Lesson 9, Page 14

171 Lesson 9: Advanced mytransactions You also have the ability to manage your clauses outside of the forms. To access the Clause Manager, click on My Account Clause Manager From this screen you can manage your clause categories as well as add, delete, or edit your clauses. Form Field Options As you complete forms each field can contain several options 1. History This allows you to view the transaction history of each field. You can view the changes made to the field along with the person that made the change as well as time and date of the change 2. Client Editable This allows you to specify a field as editable by the client. Keep in mind if they edit a field on a form with signatures, the signatures will be removed as the terms of the document has changed. If there are fields that should be tied to a specific set of signatures, that request for programming can be made by your Office Leadership. 3. Client Editable and Required same as above, except that the client will be required to fill the field out and will be highlighted in pink just like the signature/initial fields. 4. Clear Contents allows you to clear the contents of a field. 5. Clause Manager allows you to select from a library of saved clauses and inserted into the field. v Keller Williams Realty, Inc. Lesson 9, Page 15

172 Lesson 9: Advanced mytransactions More Options Loops 1. Add Task a. You can assign tasks to loops or clients by selecting More Options and choosing Add Task. 2. Archive Selected 3. a. You cannot delete forms or Loops on the DotLoop system. You can, however, archive forms or Loops. To do so, must select the check box next to the Loop or Form, select More Options and choose Archive. b. Archiving a loop only affects your view The Client, Cooperating Agent, and Broker are unaffected by this action. c. Archived forms and loops can be unarchived at anytime. d. Archived forms and loops are accessible under the Archive tab in the subnavigation bar. a. More Options Inside Loops 1. Copy to Another Loop a. There may be instances where you desire to copy documents from one loop to another. An example could be that you need to copy the signed buyer s documents from a basic (client) loop into with the buyers loop for a specific property. These documents will be copied as an attachment into the designated loop for use on that transaction. As an attachment you can drag signatures, set viewing privileges and all other activities associated with attachments. b. Place a checkmark next to the documents you want to copy to another loop. c. Under More Options click on Copy to Another Loop d. Select the type of loop you want to copy to e. Select the specific loop to copy the documents to and click copy. v Keller Williams Realty, Inc. Lesson 9, Page 16

173 Lesson 9: Advanced mytransactions 2. Print Blank Allows you to print out a blank copy of the form selected. Place a checkmark next to the document you want to print and select Print Blank. 3. Rename Offer Allows you to rename the loop. This change affects only your view. This is not intended to allow you to recycle the loop for another transaction. 4. Archive Selected Allows you to archive a form. Place a checkmark next to the form you wish to archive and then select Archive Selected. Archiving a form within a loop does not affect the viewing or access permissions of any Client or Cooperating Agent. 5. Attach PDF Same functionality as adding an attachment. More Options Forms 1. Withdraw Button Only visible when the form has been submitted to the other side of the transaction (buyer agent to listing agent, or vice versa). If you need to modify the form, you can withdraw the form back into your court by opening the document, selecting More Options, and selecting Withdraw. 2. Send (or Resend) Allows you to send the form to the clients directly from within the documents. If you have already sent the document to your client and they can t find the or you have corrected the address, the option will be resend. 3. Open as PDF Allows you to open the form and view as a PDF document. 4. Add Task Allows the addition of tasks to the calendar. v Keller Williams Realty, Inc. Lesson 9, Page 17

174 Lesson 9: Advanced mytransactions 5. Rename Form Allows you to rename the form. This will only affect your view and not the view of any other party to the transaction. v Keller Williams Realty, Inc. Lesson 9, Page 18

175 Lesson 9: Advanced mytransactions 6. Archive Allows you to Archive the Form. Archiving a form does not affect the viewing or access permissions of any Client or Cooperating Agent. 7. Revision History Opens the revision history showing the change history grouped by version. From here you can view a PDF copy of each of the versions of the form. 8. Signature Detail Show the signature detail of the form along with verification codes. v Keller Williams Realty, Inc. Lesson 9, Page 19

176 Lesson 10: eedge IDX Lesson 10: eedge IDX v Keller Williams Realty, Inc. Lesson 10, Page 1

177 Lesson 10: eedge IDX Lesson 10 Contents Requesting eedge IDX... 3 Installing eedge IDX... 7 Requesting eedge IDX v Keller Williams Realty, Inc. Lesson 10, Page 2

178 Lesson 10: eedge IDX 1. Click Manage eedge Website on your eedge control panel. 2. Click the option at the bottom of the Website tab, called MLS Administration. 3. From the MLS Administration screen, click the Start MLS Application button. 4. From the Start MLS Application screen, select the MLS for which you want to request IDX from the list. (Note: you must be a current member with the MLS in order to get IDX.) Click Save. v Keller Williams Realty, Inc. Lesson 10, Page 3

179 Lesson 10: eedge IDX 5. On the MLS Administration page, click the Instructions link for the MLS. v Keller Williams Realty, Inc. Lesson 10, Page 4

180 Lesson 10: eedge IDX 6. From the Instructions page, download any MLS forms and follow instructions for faxing the forms to Market Leader: Figure 1 Sample Instruction page At the bottom of this page you will see v Keller Williams Realty, Inc. Lesson 10, Page 5

181 Lesson 10: eedge IDX 7. After submitting your request for IDX, the status is reflected on the MLS Administration screen. Note that the status of your MLS request is reflected check back to this screen often to determine where your IDX request stands. The following terms can help clarify the status: v Keller Williams Realty, Inc. Lesson 10, Page 6

182 Lesson 10: eedge IDX 8. When your IDX request has been approved, you will receive an similar to the following, indicating that IDX is now live on your eedge website. a. Note: The KWLS Property Search that was a placeholder on your site until IDX was available. It is no longer available once IDX is enabled for your eedge website. Installing eedge IDX 9. Congratulations on the Approval status. Before proceeding please refer to this article on Switching from KWLS to a MLS. Now that you have read this article, let s get started with IDX installation: 10. Click the option at the top of the Website tab, called Profile Info. v Keller Williams Realty, Inc. Lesson 10, Page 7

183 Lesson 10: eedge IDX 11. Click the Edit button at the bottom of the Profile Info page. 12. Click Add Agent MLS ID. 13. Select your MLS from the Drop Down list and Enter your Agent MLS ID. Click Save. If you do not know your Agent MLS ID, please contact the MLS. 14. It may take up to 24 hours for the website to adjust to the new IDX. Be sure to visit for the latest product updates and live training opportunities. v Keller Williams Realty, Inc. Lesson 10, Page 8

184 Lesson 11: Introduction to myoffice Lesson 11: Introduction to myoffice v Keller Williams Realty, Inc. Lesson 11, Page 1

185 Lesson 11: Introduction to myoffice Lesson 11 Contents Shared Access v Keller Williams Realty, Inc. Lesson 11, Page 2

186 Lesson 11: Introduction to myoffice v Keller Williams Realty, Inc. Lesson 11, Page 3

187 Lesson 11: Introduction to myoffice Lesson 12 v Keller Williams Realty, Inc. Lesson 11, Page 4

188 Lesson 11: Introduction to myoffice v Keller Williams Realty, Inc. Lesson 11, Page 5

189 Lesson 11: Introduction to myoffice Contents Introduction to My Office... 3 Introduction to myoffice v Keller Williams Realty, Inc. Lesson 11, Page 6

190 Lesson 11: Introduction to myoffice 15. Leadership can now access the myoffice tab. Leadership positions that can access this include Team Leaders, Market Centers Administrators, Operating Principals, and Brokers. (Clicking on the myoffice tab inside of MyKW will show the current options). If you are missing the myoffice dashboard (pictured above) it is because you are not a TL, MCA, OP, or Broker in White Pages or because you have not provisioned your eedge account. There are a few important things to note before you get started: A. All Leadership positions share this one myoffice account and it is tied to an office (Market Center), as opposed to being assigned to a specific individual. B. To switch between your personal eedge account and the Office eedge account, use the mybusiness and myoffice tabs on the eedge Control Panel. C. The one address for this account is so please carefully consider the possible combined uses of this address. D. In the future, this account will be fully integrated with a new eedge Market Center website for incoming leads. Keep this in mind as you find current uses for the Office Contacts, Office , and Office Marketing. In this manual we will give you tips and best practices for each of these categories. 16. Let s Get Started with Office Contacts. Click on Add New Contact v Keller Williams Realty, Inc. Lesson 11, Page 7

191 Lesson 11: Introduction to myoffice A. This behaves in a very similar fashion as the My Contacts of the agent s eedge. Click on Contacts. Then Click on Manage Groups B. You will want to setup several Groups since this account is potentially shared between several Leadership positions. Team Leaders may want to setup Recruiting Groups. For example, a Team Leader might want to base additional Recruiting Groups based on potential Cappers, Half Cappers etc. especially if the TL wants to market to these groups differently. MCA s, OP s, and Brokers may also want to add Groups. Assuming that the Team Leader is responsible for recruiting, perhaps these other Leadership Roles would want to create a group for Allied Resources which could be used for custom marketing to vendor partners of the Market Center. The possibilities are endless. Other ideas for Groups include: HR Departments to market local employers for future relocations Chamber of Commerce for marketing to local business owners Home Builders for possible referrals Mortgage Companies for possible referrals C. Once Groups have been created you can easily add contacts and assign them to the most appropriate Group. v Keller Williams Realty, Inc. Lesson 11, Page 8

192 Lesson 11: Introduction to myoffice 17. Now let s take a close look at Office . The link under Office for KW.com Office Webmail is a shortcut to the legacy address and to the website of MCA s should already be very familiar with this address. Go ahead and click on eedge Messages under Office (as seen above). A. On this screen, click on Admin and click on Info. Please check to make sure that all contact information is correct for the Market Center. B. Click and make sure that this information is also correct for the automated signatures. Again, this is a shared account so if this is used v Keller Williams Realty, Inc. Lesson 11, Page 9

193 Lesson 11: Introduction to myoffice primarily for Recruiting, the Team Leader s contact information would be most appropriate. C. You will find all of the same functionality for Office that you are used to with the regular eedge Finally, there is Office Marketing which is most likely going to be your most important piece under the myoffice tab. Here you can add campaigns to the different Groups and Contacts that you have created in the system. First notice that the eedge Admin actually sends you to the same place as eedge Messages (step 3). The eagentc Website Admin is a short cut to the yourkwoffice website. In a future release, we will have an additional link for the future eedge Market Center websites. Go ahead and click on Market My Office (see above). Then click on Create Marketing v Keller Williams Realty, Inc. Lesson 11, Page 10

194 Lesson 11: Introduction to myoffice Now you are on the Marketing section of MyOffice A few things to note - the initial campaigns include 33 Touch Recruiting Campaign, Mega Camp 8x8 Campaign, and 6 Training Fliers Additional campaigns will be written and added to myoffice for both prospective agents as well as existing agents in a market center. Note: Best practice is to create a test group with yourself as a contact and get familiar with the new marketing campaigns by sending to yourself before launching a campaign to your recruiting prospects. Click on New Campaign to select a campaign for your Groups (created in step 2) or Contacts. You can even customize your own campaigns for your specific groups. Congratulations! You have now completed the setup of your myoffice. This is a great opportunity for market center leadership to take advantage of the technology suite of eedge tools. In future releases we will have Office Leads for the new eedge Market Center website and Office Transactions to help with the transactions piece of eedge. Please stay tuned to our Live Training and Product Updates on On this website you will find our Live Training (Online) for additional training on the setting up Groups, Importing Contacts, and running Campaigns. It is also a great resource for your agent s than want to learn more about eedge! v Keller Williams Realty, Inc. Lesson 11, Page 11

195 Lesson 11: Introduction to myoffice Understanding Shared Access v Keller Williams Realty, Inc. Lesson 11, Page 12

196 Lesson 11: Introduction to myoffice In shared access, any agent with eedge or Market Leader Pro add-on can share their database with other agents. These shared access features will not apply to Realty Generator accounts. Let s go over some of the terminology: Shared Access - this function allows for lead agents to share their eedge database and marketing features, assign contacts to members and allow highly trusted Member Agents to act on the Lead Agent s behalf. Lead Agent this agent will be the one that grants (access and visibility) to their account. The Lead Agent s account will be referred to as the Shared Access Account. Member Agents these agents will gain access to the Lead Agent s account to operate within Shared Access areas of eedge including leads, contacts and marketing. eedge Domain Name Lead Agent will need to know the Member Agent(s) unique eedge website address (domain name) when setting up Shared Access. Activate Shared Access Member Agent(s) makes their account available for joining a Shared Access team and then Lead Agent invites the specific Member Agent to join via unique eedge website domain name. Step-by-Step for Member Agent Setup Go ahead and click on Shared Access from your eedge Control Panel. v Keller Williams Realty, Inc. Lesson 11, Page 13

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