Exporting MLS Data to.csv Format

Transcription

1 to.csv Format This document provides instructions for exporting property data from MLS board websites and saving them in the correct format for import into the Determining Your MLS Vendor 3 Supported ACI Fields 4 5 EZList... 5 flexmls... 6 InnoVia... 7 MarketLinx... 9 Matrix (Tarasoft)...10 MLXchange...11 Paragon...13 Promatch...14 Promatch Desktop Software...15 Rappatoni MLS...16 Realcomp...18 RealFocus...19 Realtracs...21 Solid Earth (LIST-IT)...22 Stratus MLS...23 TEMPO (also see MarketLinx)...24 Copyright February 2011, ACI All Rights Reserved 145 City Place, Suite 200 Palm Coast, FL appraiserschoice.com

2 Saving.TXT Files to.csv Format 25 Using Microsoft Excel Using Microsoft Excel Using Microsoft Works Spreadsheet...26 Using OpenOffice.org Copyright February 2011, ACI All Rights Reserved 145 City Place, Suite 200 Palm Coast, FL appraiserschoice.com

3 Determining Your MLS Vendor MLS boards partner with MLS vendors to provide the on-screen interface used to search the properties in your area. You may know your MLS board as Flagler County MLS or Southwest Michigan MLS, but the MLS vendor is one of the companies documented in this guide. There are dozens of MLS vendors across the country. Some of the major brands are Rappatoni MLS, MLXchange, Paragon, flexmls and TEMPO. The MLS vendor s name is typically placed on the login or home page of your MLS board. When you find the MLS vendor for your MLS board, follow the instructions listed in this guide to create a custom export for your data and export the data for use with the ACI Market Conditions eservice. NOTE: ACI provides these instructions as a courtesy to our valued clients. ACI does not own, manage or have a working relationship with the MLS boards or MLS vendors listed in this guide. Instructions contained in this guide are accurate to the best of our knowledge and are based on successful tests with users of these providers. to.csv Format Determining Your MLS Vendor 3

4 Supported ACI Fields ACI supports importing data into fields on the 1004MC Market Conditions Addendum and comparable grids. The fields in the grid, below, are supported for import to ACI. 1004MC Market Conditions Addendum Fields Address* City Condo Values Listing Date* Listing End Date Listing Price* MLS # Project Name Property Type Sale Date* Sale Price* State Status Unit # Zip Code Comparable Grid Fields Actual Age Basement Line 1 Basement Line 2 Bathrooms Bedrooms Comm. Elements Line 1 Comm. Elements Line 2 Condition Current Monthly Rent Date of Lease Date of Prior Sale Days on Market Design (Style) Energy Efficient Items Floor Location Functional Utility Garage/Carport Gross Building Area Gross Living Area Gross Monthly Rent Gross Rent Multiplier Heating/Cooling HOA Mo. Assessment Last Price Rev. Date Location Mthly Maintenance Fee Original List Price Parking On/Off Site Phase Porch/Patio/Deck Price of Prior Sale Price Per Bedroom Price Per Room Price Per Share Price Per Unit Price/Gross Bldg. Area Prior Data Source(s) Project Amenities Line 1 Project Amenities Line2 Project Security Line 1 Project Security Line 2 Project Size/ # Units Proximity to Subject Quality of Construction Remodeling Line 1 Remodeling Line 2 Rent Control Rent/Gross Bldg. Area Sale Price/GLA Site Total Rooms Unit # <1-4> Bathrooms Unit # <1-4> Bedrooms Unit # <1-4> Description Unit # <1-4> Monthly Rent Unit # <1-4> Size Sq. Ft. Unit # <1-4> Total Rooms View * Indicates a required field to.csv Format Supported ACI Fields 4

5 The ACI Market Conditions eservice imports data exported from an MLS service into the 1004MC Market Conditions Addendum and into the comparable grids. This document provides steps to export data from MLS services for import into ACI. EZList Creating a Custom Export 2. Perform a search on the market and include sales and listings. On the search results screen right-click in the blank space on the grid and select Save Grid As. 3. Enter a name for the custom grid and click OK. 4. Right-click in the blank space on the grid and select Grid Admin. 5. Select your custom grid and click Edit. 6. On the Grid Admin page select fields in the Available Fields list and click the Add button (>) to move them to the Selected Fields list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 7. When finished, click OK and click Exit. 2. Perform a search on the market and include sales and listings. On the search results page click Load Grid and select your custom grid. 3. Right-click the grid and choose Select All. 4. Right-click the grid and select Export Selected Listings to CSV. 5. Click Save on the File Download window. 6. Select the destination folder, enter a file name, and click Save. 7. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 5

6 flexmls 2. Perform a search on the market and include sales and listings. On the search results screen, click Export. 3. On the Export Data screen select Generic Text Export, enter the verification text and click Export. 4. Click Save on the File Download window. 5. Select the destination folder and file type, enter a file name, and click Save. Save as type: Comma Separated Value (*.csv) 6. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 6

7 InnoVia Creating a Custom Export 1. Log into your MLS Account. 2. Click Search > Custom Displays. 3. Select a Property Format, i.e., Res/Condo/Mfd/Mobile, Land, Multi-Family, etc., and click New. 4. Enter a Display Name, which is the name of the custom report, i.e., MLS to ACI Residential. 5. Select Oneliner as the Display Type and click Next. 6. Select fields in the Available Fields list and add them to the Selected Fields list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 7. In the Share Display With drop-down list, select a group who may access the custom report, i.e., no one, the office or the firm, Select the custom report options and click Save. Share Display With Select a group who may access access the custom report, i.e. Not Shared, My Firm or My Office. Title Font Select Title Label Font Select Head Data Font Select Shared 2. Perform a search on the market and include sales and listings. On the search results page, choose Select All. 3. Select the custom report, i.e. MLS to ACI Residential, from the Oneliner Display drop-down list. 4. On the custom property results screen that opens, click the Excel Spreadsheet link. NOTE: All data about a property is automatically included in the property list and exported report. to.csv Format 7

8 5. Click Save on the File Download window. TIP: If the report opens in a browser window or in a spreadsheet program rather than prompting you with the File Download window, click File > Save As. 6. Select the destination folder and file type, enter a file name, and click Save. Save as type: Comma Separated Value (*.csv) 7. When the save completes, click Close. The MLS data in.csv format can be imported using the TIP: If you experience site functionality issues, log out and click Browser Optimizer on the login screen to fix those issues. to.csv Format 8

9 MarketLinx Creating a Custom Export 2. Click Search and search the market criteria, perform a search on the market and include sales and listings. 3. When the search results are returned, click Custom Reports. 4. On the Create/Revise a Custom Report page, double-click field names in the Available Fields list to add them to the Selected Fields list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 5. Type a name for the custom report and click Save Report. 2. Perform a search on the market and include sales and listings. 3. Click Check All Listings and click Download. NOTE: After clicking Check All Listings, the button name changes to Uncheck All Listings. 4. Select your custom report name and click Create Download. 5. Click Save on the File Download window. 6. Select the destination folder and file type, enter a file name, and click Save. Save as type: Comma Separated Value (*.csv) 7. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 9

10 Matrix (Tarasoft) Creating a Custom Export 2. Click My Matrix > Settings > Custom Exports. 3. On the Manage Custom Exports page, select the table options and click Add Export. Table Type Select Listing Table Select the property type, i.e., Residential or Multifamily 4. Select fields in the Available Fields list and click Add to move them to the Export Fields list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 5. Select the export details and and click Save. Export Name Enter a name for the custom report, i.e., MLS to ACI Include Column Names Select Name Separator Select Comma 6. On the Manage Custom Export page click Done. 2. Perform a search on the market and include sales and listings. On the search results screen click the Check all link. 3. At the bottom of the page, click Export. 4. Select your custom report, i.e. MLS to ACI, and click Export. 5. Click Save on the File Download window. 6. Select the destination folder and file type, enter a file name, and click Save. to.csv Format 10

11 Save as type: Comma Separated Value (*.csv) 7. When the save completes, click Close. The MLS data in.csv format can be imported using the MLXchange Creating a Custom Export 2. Perform a search on the market and include sales and listings. On the search results page, click grid icon. 3. In the Column Manager window, click Create new column report. 4. In the Column Manager > Edit window, enter a Grid Name, i.e., MLS to ACI. 5. Select fields from the Available items list and add them to the Selected items list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 6. When finished, click Save. 7. In the Column Manager window, click Done. Export MLS Data 2. Perform a search on the market and include sales and listings. 3. On the search results page, verify that Export Data is selected in the Action drop-down list, and click the arrow for the Action. 4. On the Listing Data Export page, select the export options and click Next. Select Records to Export Select All Records Data Export Format Select Comma Delimited to.csv Format 11

12 Export Options Deselect Compress file 5. On the next Listing Data Export page, select export options and click Next. Select Export Grid Format Select your custom report, i.e. MLS to ACI Include Column Headers Select the check box 6. Click Save on the File Download window. 7. Browse to the destination folder, select the file type, enter a File name, and click Save. Save as type: Comma Separated Value (*.csv) 8. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 12

13 Paragon Creating a Custom Export 2. Click Preferences > Reports. 3. Under Manage Reports click Spreadsheets. 4. Select one of the existing spreadsheets on the page and update the Class, Group and Name. Class Select Residential. Group Select Listing. Name Enter a name for the custom report. 5. Select fields in the Available Fields list and click Add to move them to the Selected list. Select fields in the Selected list and click Remove to move them to the Available Fields list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 6. Click Save & Close to save the custom report. 2. Perform a search on the market and include sales and listings. 3. On the search results page under Available Reports > Spreadsheets, select your custom report and click Specialty Views. 4. Click Excel. 5. When the spreadsheet opens, click the green X icon to export the data to Microsoft Excel.. 6. When the spreadsheet opens, click File > Save As. 7. Select the destination folder and file type, enter a file name, and click Save. 8. Save as type: Comma Delimited (*.csv) to.csv Format 13

14 Promatch 2. Perform a search on the market and include sales and listings. On the search results screen, click Export. 3. In the Export window, select the export options and click Export. Select an Export Select Listing Report Data Export Export Format Select Include Field Names in First Row Select Comma Delimited File Photos Selection Select No Photos 4. Click the Click here to download link. 5. Click Save on the File Download Window 6. Browse to the destination folder, select the file type, enter a File name, and click Save. Save as type: Comma Separated Value (*.csv) 7. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 14

15 Promatch Desktop Software Creating a Custom Export 1. Open the Promatch software, perform a search on the market and include sales and listings. 2. In the search results screen, click Custom Rpt. 3. In the Custom Report window click New. 4. Select fields from the Available Fields list and add them to the Selected Fields list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 5. When finished, click Save As. 6. Select the Save Custom Report options and click Save. Name for your report Enter a name for the custom report, i.e., MLS to ACI Share Report Select Share with others in your office Report Description Enter an explanation of what the custom report is designed to accomplish. 1. Open the Promatch software, perform a search on the market and include sales and listings. 2. In the search results screen, click Custom Rpt. 3. In the Custom Report window click Open. 4. Select your custom report, i.e., MLS to ACI, and click Open. 5. Click Preview. On the search results screen click Create Excel File. 6. Browse to the destination folder, select the file type, enter a File name, and click Save. Save as type: Comma Separated Value (*.csv) 7. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 15

16 Rappatoni MLS Creating a Custom Export 2. Click Admin on the action bar and select Custom Export Setup. 3. Click the Create Export button. 4. On the Create Listing Information Export Rules page, select options for Name, Display Order, File Format, Include Field Names, Include Pictures, and click Save. Name The title of the Listing Export Option that will be selected when exporting MLS data. Display Order Enter the number 1. File Format File Format should be Excel (*.csv). Include Field Names Select Yes. Include Pictures Select No. 5. On the Revise Listing Information Export Layout page, select the fields to include in the.csv file. Select a field in the Available Residential Fields list and click Add to include it in the Selected Fields list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 6. Click Save when finished selecting fields to save the export layout. 7. Click the Home icon to exit Custom Export Setup. 2. Click Searches on the action bar and select Standard Search. NOTE: Do not select Quick Search. Standard Search is required to export data. 3. Perform a search on the market and include sales and listings. to.csv Format 16

17 4. On the Search Results page, select Residential and click Exports. 5. Select the saved export format from the Listing Export Option drop-down list, and click Submit. 6. Click the displayed file. 7. Click Save on the File Download window. 8. Select the destination folder and file type, enter a file name, and click Save. Save as type: Comma Separated Value (*.csv) 9. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 17

18 Realcomp Creating a Custom Export 1. Log in to your MLS. 2. Perform a search on the market and include sales and listings. 3. Click the Select different report format drop-down menu and select Design New Report. 4. Name the report, i.e. MLS to ACI, and click Save. 5. Add the Available fields to the Selected fields list. Fields may be any order. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 1. Log in to your MLS. 2. Perform a search on the market and include sales and listings. 3. On the search results page choose Select Different Report Format. 4. Select the custom report format you created, i.e., MLS to ACI, and click Export Entire List. 5. Click Save on the File Download window. 6. Select the destination folder and file type, enter a file name, and click Save. Save as type: Comma Separated Value (*.csv) 7. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 18

19 RealFocus Creating a Custom Export 1. Log in to your MLS account 2. Perform a search on the market and include sales and listings. 3. Select any or all of the results. 4. Click the Select a Brief Format drop-down menu and select Edit my custom Brief Formats. 5. In the My Custom Brief Formats dialog click New Brief Format. 6. Select the following Brief options and click Next. Brief Format Name Enter a Brief name, i.e., MLS to ACI Output Format Select Comma-Seperated Use Abbreviated Column Names? Select No If possible, abbreviate data? Select No If possible, include photo? Select No Copy Data From an Existing Brief Format? Select No 7. Add fields from the Fields I Can Add column to the My Current Fields column. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 8. When finished, click Update Brief Format and return to the search screen. 1. Log in to your MLS account 2. Perform a search on the market and include sales and listings. 3. On the search results page, change the Showing option to ALL. 4. Select the check box to select all records. 5. Choose the custom brief, i.e., MLS to ACI, from the Select Brief Format menu. to.csv Format 19

20 6. In the Download Spreadsheet window right-click Download Now and select Save Target As. 7. Click Save on the File Download window. Save as type: Comma Separated Value (*.csv) 8. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 20

21 Realtracs Creating a Custom Export 2. Click Reports > Custom Reports. 3. Enter a name for the custom report and click Create New Report. 4. Select fields in the Available Fields list and click the Add button (>) to move them to the Selected Fields list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 5. Click Save to save the custom report. 2. Perform a search on the market and include sales and listings. On the search results page click the Select All box. 3. Click Functions > Download Listings. 4. Select your custom report, select Excel as the download format and click Create Download. 5. Click Save on the File Download window. 6. Select the destination folder and file type, enter a file name, and click Save. Save as type: Comma Separated Value (*.csv) 7. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 21

22 Solid Earth (LIST-IT) Creating a Custom Export 2. Click the Tools menu and select Report Designer. 3. On the Report Designer page, select fields from the Available Fields list and click the Add button to move each field to the Report Fields list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 4. When finished, click the Save Reports button. 5. Enter a name for the custom report, select users who can view the report, and click Save. 2. Perform a search on the market and include sales and listings. 3. Select the check box to include all properties. Deselect the check box next to a property to exclude that property from the report. TIP: The ACI Market Conditions eservice contains an Exclude feature, also. You can include properties in the MLS report and exclude them in ACI. 4. Click the Reports drop-down arrow, select the custom report and click Download. 5. Enter the security access code and click Retrieve. 6. Right-click the Click here to download Report link and click Save Target As. 7. Click Save on the File Download window. 8. Select the destination folder and file type, enter a file name and click Save. Save as type: Comma Separated Value (*.csv) 9. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 22

23 Stratus MLS 1. Log in to your MLS. 2. Perform a search on the market and include sales and listings. On the search results page, click Download. 3. In the Download window select Include field names as the first record of download file and click Download All Database Fields. 4. Click Save on the File Download window. 5. Select the destination folder and file type, enter a file name, and click Save. Save as type: Comma Separated Value (*.csv) 6. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 23

24 TEMPO (also see MarketLinx) Creating a Custom Export 2. Perform a search on the market and include sales and listings. 3. Click Custom Reports at the bottom of the page. 4. On the Create/Revise a Custom Report page, add fields from the Available Fields list to the Selected Fields list. TIP: For a list of supported fields that import to the 1004MC Market Conditions Addendum and comparable grids, please see Supported ACI Fields. 5. When finished, enter a name for the custom report and click Save Report. 2. Perform a search on the market and include sales and listings. 3. On the search results page, click Check All Listings and select the custom report from the Report Functions list. 4. In the report window that opens, click Download. 5. Click Save on the File Download window 6. Select the destination folder and file type, enter a file name, and click Save. Save as type: Comma Separated Value (*.csv) 7. When the save completes, click Close. The MLS data in.csv format can be imported using the to.csv Format 24

25 Saving.TXT Files to.csv Format Some MLS do not offer the option to export data in.csv format. Those MLS, most often, do offer the option to export data in.txt format..txt formatted files must be saved to.csv format for import ot ACI. Use these steps to convert these files in Microsoft Word 2007 or OpenOffice.org 3. Using Microsoft Excel Open MicroSoft Office Excel and click File > Open. 2. Browse to the folder where you saved the.txt file you downloaded from the MLS, select the.txt file and click Open. 3. Click the Office button and choose Save As > Other Formats or press F12 on the keyboard. 4. In the Save in drop-down list, browse to the destination folder. 5. Type a file name in the File name field. 6. In the Save as type drop-down list, select CSV (Comma delimited) (*.csv). 7. Click Save. 8. If prompted, click Yes to the notice that the file may contain features that are not compatible with.csv files. Using Microsoft Excel Open Microsoft Office Excel and click File > Open. 2. In the Files of type drop-down list, select Text File (*.txt). 3. Browse to the folder where you saved the.txt file you downloaded from the MLS, select the.txt file and click Open. 4. Click File > Save As. 5. In the Save as type drop-down list, select CSV (Comma delimited) (*.csv). 6. Click Save. 7. If prompted, click Yes to the notice that the file may contain features that are not compatible with.csv files. to.csv Format Saving.TXT Files to.csv Format 25

26 Using Microsoft Works Spreadsheet 1. Open Microsoft Works Spreadsheeta and click File > Open. 2. In the Files of type drop-down list, select Text File (*.txt). 3. Browse to the folder where you saved the.txt file you downloaded from the MLS, select the.txt file and click Open. 4. Click File > Save As. 5. In the Save as type drop-down list, select Text & Commas (*.csv). 6. Enter a File name and click Save. 7. If prompted, click Yes to the notice that formatting will be removed. Using OpenOffice.org 3 1. Launch OpenOffice.org Calc, Draw, Math or Writer. All four programs can complete this task. 2. Click File > Open, or click the Open button on the toolbar, or press Ctrl+O on the keyboard. 3. In the Files of type list, select Text CSV (*.csv;*.txt;*.xls). 4. Browse to the folder where you saved the.txt file you downloaded from the MLS, select the.txt file and click Open. 5. In the Text Import window, select the method used to separate the data into columns. to.csv Format Saving.TXT Files to.csv Format 26

27 6. If a column contains dates, select the column and select a date format from the Column type drop-down list. TIP: To select multiple columns, hold the Ctrl key on the keyboard and click the columns to be formatted. 7. When finished, click OK. 8. The data opens in an OpenOffice.org Calc spreadsheet. Click File > Save As. 9. Select Text CSV in the Save as type list, and click Save. 10. If prompted, click Keep Current Format. to.csv Format Saving.TXT Files to.csv Format 27