Matrix Basic User Guide

Transcription

1 Matrix Basic User Guide Does not include data entry Greater Fairfield County CMLS 5/30/2012

2 TABLE OF CONTENTS INTRODUCTION...3 LOGIN AND LOGOUT OF MATRIX SETTINGS...5 CONTACTS...6 SPEED BAR...9 PERFORMING SEARCHES...12 CUSTOMIZING YOUR SEARCH SCREEN...18 NAVIGATING THE SEARCH RESULTS...19 NARROW OR DISCARD LISTINGS...20 REVISE AND SAVE A SEARCH...20 SORTING SEARCH RESULTS...22 PRINT LISTING REPORTS...23 DIRECT ING...24 ACCESSING SAVED SEARCHES/AUTO CMA REPORTS...41 MAP FEATURE/DRIVING DIRECTIONS...52 OPEN HOUSES...54 HOT SHEETS P age

3 Introduction Matrix is a flexible, robust, and easy-to-use internet-based MLS system that includes the following features: Search Search for listings, tax records, tours/open houses, and membership records. Print Print a variety of reports in pdf and html format. Contacts Store your Contacts and notes regarding client information. Map Directions View and Print out Map directions from property to property ing listings, auto- listings, or CMAs. View history for sent s and track whether or not they have been read by the recipient. Comparative Market Analysis (CMAs) Create CMA style reports that include colorful graphics and charts. Incorporate marketing material into your CMAs. Attach Documents- attach disclosures, maps, floor plans, and any other document to your listings. Documents are accessible to any users logged into Matrix simply by clicking on the Document icon on a listing. Input Listings Input listings either by starting from scratch, auto-populate by cloning an old listing, or auto-populate by using property information from tax records. You can log into Matrix from any computer with an internet connection using any of the major web browsers: Internet Explorer, Google Chrome, Safari, Firefox, or Opera. You can also access Matrix from smartphones (iphone, Android, Blackberry, etc.) and from the ipad and Android tablets. 3 P age

4 Login and Logout of Matrix Logging into Matrix Open your web browser, go to and click on the Matrix icon in the upper right. Enter your usual CMLS ID and password and either click the Login button or press Enter on your keyboard. Logging out of Matrix To log out of Matrix, simply click the Logout button in the upper right corner (next to your name). Note: Matrix will automatically time you out if your session is inactive for more than 90 minutes. Matrix Navigation Overview The Header At the top of the Matrix screen, you will see the Header. The GFC CMLS logo will appear on the left. The Tabs The Tabs allow you to navigate through the different sections of Matrix. The Navigation Bar As you hover over each tab with your mouse pointer, a menu will drop down and allow you to perform multiple tasks. Home- The Home tab returns you to the Matrix home page, regardless of where you are within the system. The Matrix home page has many configurable sections called widgets. Among other things, the widgets can display your listings, hotsheets, your favorite searches, and a Market Watch section which allows you to track status changes with an area that you predetermine. Search- The Search Tab allow you to search for listings, open houses, tax records, and membership rosters. Stats- The Stats tab contains the robust statistical reporting features. My Matrix- The My Matrix tab serves as your personal briefcase from which you can 4 P age

5 view your Saved Searches, My Listings, Contacts, History, Custom Displays, Custom Exports, CMAs and Settings. Finance- The Finance tab gives you access to various browser-driven financial calculators ranging from Home and Personal Financing to Investment and Retirement calculations. Input- The Input tab provides you with easy access to your listings. Using this tab, you may enter new listings, modify existing listings, and upload photos, documents, and virtual tours. Help- The Help tab contains the system help resources, which includes the FAQ (Frequently Asked Questions) section where you can find the answers to the most commonly asked questions. Settings Creating your signature The Settings link under the My Matrix tab is where you can personalize your signature. Your signature will appear at the bottom of all the s you send from Matrix. You can save your name and contact information in this section so that you will not have to type it in each time you send an . Follow these steps to enter or modify your signature: 1. Click on My Matrix tab. 2. Click on the Settings link. 3. Enter what you d like in your signature. 4. Click on the Save Signature button. Headers and Footers You can set up a header and footer for personalizing your printed displays and reports. NOTE: The header and footer templates will not show up on Agent Reports. 1. Click on the My Matrix tab. 2. Click on the Settings link. 3. Click on the Header & Footer link. You will then be taken to the Header/Footer Packages page, where you can choose from 5 P age

6 an assortment of pre-made templates. Select the desired template and click on the Set My Information button. This will take you to a page where you can customize the contact information that will be displayed in the header/footer package. You can also submit a photo of yourself at the bottom of the page. To preview the appearance of your header and footer, click Preview. Press Save to save your changes. You can click the Cancel button at any time to exit the page without saving any changes. If you previously enabled a Header/Footer template but want to disable it, simply return to the Header/Footer Packages page, and select I choose not to use a header/footer at this time. Press Save to confirm the changes. You may also upload your own header and footer images, rather than choosing from one of the preconfigured designs. Simply put a dot in front of Upload custom header/footer images, then press Set My Information. Browse your pc for the saved files and upload your own custom images to be displayed for your template. Any header and footer images you create must be resized to the recommended size shown on the page (Required image sizes: 745 x 85 pixels for on-screen display; 670 x 85 for the printed image). The header/banner only takes up about 2/3 of the width of the screen. Click Save when you re finished. Contacts Contacts allows you to keep track of your interactions with your clients within Matrix. Among other things, you can view all of the s that you have sent them (manually and as auto s), modify the searches you have set up for them, see if and when they last visited their portal and read your s, and see if they have marked any listings you ve sent them as favorites. Contacts: List, Sort and Search Click the My Matrix tab, and then click the Contacts link to open a list of all your Contacts. The screen displays the name, address, category (buyer, seller, etc.), number of Auto- s, number of Saved Searches, My Last Use (activity) for that Contact, the Contact s last Portal visit, number of listings Contact has marked in their Portal as Favorites, number marked as Possibilities, and number Discarded. Click any column header to sort all your Contacts by that field (default sort is by last name). If you have a very long list of Contacts, start typing the Contact s name in the Search box at the top. As you type, your Contacts list will narrow to match what you type. 6 P age

7 Contacts: Using Filters Filters are a great way to narrow your Contacts list according to a specific criterion. Click on the Filter Contacts drop-down box located in the top right hand corner and then select one of the options: For example, select who have not visited their portal to see who you may want to call to find out why they are not viewing their listings. All of the filters are great for targeting your follow-up activities. Working With Contacts To expand a Contact and view/edit all items assigned to that Contact, click the Contact s Name or the triangle to the left of the Contact s name. Here you have access to the Contact Details, Auto- s, Saved Searches, CMAs and Sent s. Click the triangle next to the section you want to work with. Details Click Edit Contact at the bottom to change anything in the Details section. 7 P age

8 Deleting a Contact To delete a contact, use the check box to select the Contact you wish to delete, then simply click the Delete button and hit OK to confirm. Adding a Contact To Add a contact: 1. Click on the Add button at the bottom of the screen 2. Fill out the information in the Personal Information pop up box. All Yellow fields are mandatory and must be filled out in order to save the contact. The Save button will darken and become clickable when all mandatory fields are populated. 3. If desired, click on the Show All Fields button to store additional information on that client. 4. Click Save when you re finished. 8 P age

9 Speed Bar Speed Bar The Speed Bar is available just below the Navigation bar on every Matrix screen. Use the Speed Bar to quickly searches using shorthand. This functionality is fairly similar to doing basic searches in PC Access. When you run a regular search, the Speed Bar is automatically filled in to correspond to your search criteria. Here is what the Speed Bar looks like for a search for all active listings in Norwalk between $350,000 and $400,000 with 3 bedrooms and 2 or more total bathrooms: Note: The FAIRFIELD that displays represents Fairfield County. Not all fields are configured for the Speed Bar. If you use a field on your search that is not part of Speed Bar, an Other Criteria menu will appear to the right of the Speed Bar. * If you do not define a property type in your Speed Bar search, it will default to searching Residential listings (SF, CN, RN). To search property types from other tables, you will need to specify the Property Type. After doing a Speed Bar search, you may quickly revise your criteria as needed right from the results screen. Basic Speed Bar Syntax Some examples of the shorthand you can use in the Speed Bar: Search by MLS number- simply enter the list number(s) you want to pull up. Address Search- enter any combination of street number, name, type, etc. The more you enter, the more specific your results will be. Agent Search- type agent and then enter the last name of the agent you want to find. Example: typing agent Jones will pull up all GFC CMLS users with the last name of Jones. Search by current price- prices are given in thousands of dollars. You have to enter a dollar sign before you type the price or range you are looking for. $500 will give you everything that is $500,000. $500+ will give you everything equal to or greater than $500, P age

10 $500- will give you everything less than or equal to $500,000. $ gives you everything between $500,000 and $600,000. Living area- you can search by square feet by entering the amount of square feet followed by sqft. Example: sqft will give you everything that has 2000 square feet or more. Open Houses- any of the following combinations is valid when searching for Open Houses: OH 5/15/2012 displays all open houses on 5/15/12 OH 5/15/2012+ displays open houses on 5/15/12 or later OH 5/15/2012- displays open houses on 5/15/12 or earlier OH 5/15/2012-5/20/12 displays open houses between 5/15/12 and 5/20/12 OH 0 displays open houses on the current date OH 0-2 displays open houses for the last 2 days Speed Bar Shortcuts If you have some frequently used searches, you can create and save Speed Bar Shortcuts, and use these either alone or in combination with other Speed Bar entries. After performing a search, click the Save button in the bottom left corner of the Results page, then click New Speed Bar Shortcut. A Shortcut has the / slash as its first character. Enter a meaningful but short name, a description (if you want), and then click Save. You cannot enter spaces or symbols in the Shortcut name. Note that your existing Speed Bar Shortcuts are listed below to help you choose a unique shortcut name. 10 P age

11 All of your saved Speed Bar Shortcuts are located under My Matrix > Settings > Speed Bar Shortcuts. You can access any Speed Bar Shortcut by simply typing it into the Speed Bar: You may also then enter additional criteria into the Speed Bar to further narrow down the results. 11 P age

12 Performing Searches To search for properties in Matrix, click on the Search tab at the top of the screen. Property types are dealt with a little differently in Matrix. The Residential property type now includes SF, CN, and RN properties all under one category. There are no longer individual searches for each of these property types directly on the Search menu. You can perform a search that will include a combination of Single Family and Condo properties. Once you open the search, however, you can then choose to eliminate one of the property types. You can also perform a search for just Residential Rentals. The Commercial property type now includes the BU, CI, and CL properties. There are no longer individual searches for each of these directly on the Search menu. Once in the search, however, you can choose to search them individually or use any combination. A Cross Property search will allow you to search for listings using any combination of all of the property types. You can also perform Office roster, Open House, and Property History searches from this menu. The Residential SF & CN property searches are broken down into two types: Basic and Detailed. The Basic search gives you about 20 of the most commonly used fields to help quickly narrow down your results. The Detailed search gives you many more fields on the search screen. You may add additional fields to either of these searches using the Add button in the bottom left corner of the search screen. On the next page you will see a screenshot of a SF & CN Basic search screen. The Detailed search screen would have many additional fields as you scroll down the screen. 12 P age

13 Many of the fields on the search screen (such as Style) are lists that allow you to select individual or multiple items. To select a single item, just click on that item once. To select more than one item, hold down the CTRL Key on the keyboard and click on the items desired. To deselect an item, hold down the CTRL Key while clicking the item to deselect it. Or/Not Options Beneath some of the search fields there is an Or/ Not option. Putting a dot in Or locates listings that match ANY of the items you have selected in the field. Putting a dot in Not locates listings that DO NOT have the item(s) selected in the field. Street Name Searching Use the asterisk (*) as a wildcard, for any portion of the name of which you are unsure. Lake* will search for all listings beginning with Lake: Lakeland, Lakeshore, Lakeview etc. *Lake will search for listings that end with Lake: South Lake, Cedar Lake, Loon Lake, etc. Use a comma (,) to separate multiple items in a list. Note: Do not use (,) commas for the number fields. 13 P age

14 Price Fields When using the price fields, please remember that values are stored in thousands. You do not need to enter dollar signs or commas. Also, please note that it is a single field in Matrix, not two individual range fields. The different price formats are: 800 to find exactly $800, to find less than or equal to $800, to find greater than or equal to $800, to find a range from $800,000 to $900,000 If you are looking for a Rental or Lease, you can still enter the price in thousands, just remember to use decimals to represent prices in the hundreds. Or, you may remove the check in the (000s) box, and that will make any entries in the field exactly as they are typed. Date Fields Much like with the Price field, entering a date range is now done within one field, as opposed to two separate fields (one for the beginning date, one for the ending date). For List Date, Sale Date, Last Status/Price Change Date, the different formats are: 4/20/2010 to find April 20, /20/2010-4/27/2010 to find a date range from April 20th to April 27th /20/2010+ to find dates equal to or greater than April 20th to find 4 days back from the current date. 4-6 to find dates between 4 to 6 days back from the current date. Date fields correspond to their respective statuses (ie: putting a date in Active refers to Listing Date, putting a date in Sold refers to Selling Date, Expired to Expiration Date, etc.). 14 P age

15 Using the Calendar To specify a date range via the calendar, click on the Calendar icon to the right of any date field to display a two month calendar. Click on the desired start and end dates (Example Select Jan 1st 2010 Today s date) - the chosen range will be highlighted in green. To move back and forth between months and years click on the arrows located to the top right and left hand corners of the calendar. The inside left hand arrow will bring you back One Year, and the inside Right hand arrow will bring you forward One Year. The outside Left hand arrow will bring you back One month, and the outside right hand arrow will bring you forward One Month. Once you have selected a date (hold your curser over the date selected) you will notice that two orange arrows will appear one pointing left and the other pointing right. If you click on the orange arrow to the left this will select all dates BEFORE the date selected (Example, if you select Jan 1 st 2010 and click on the orange left hand arrow this will give you anything on or BEFORE Jan 1st 2010) If you click on the orange arrow to the right hand of the date you selected this will give you anything on or AFTER the date selected (Example, if you select Jan 1 st 2010 and click on the orange right hand arrow this will give you anything on or AFTER Jan 1 st 2010). When you've made your selections, click the OK button beneath the calendars. To clear your date entry and begin again, click the Clear button beneath the calendars. Negative Search To exclude a specific item from your search, put an exclamation mark (!) before it. For example, if you want to exclude Zip Code from your search, type!06851 in the Zip Code field. Separate multiple items with commas. For multiple items, be sure to put the exclamation mark before each criteria. Pick List (Y/N Option) The Direct Waterfront field drop down list is an example of a pick list field. When you click on a pick list field, a drop down menu will appear with different options. You will have three choices. Yes, No and Blank. Blank means both Yes and No. Note: In a pick list you can only select one item at a time. 15 P age

16 Need Help? To obtain Help on any field, click on the Question Mark to the left of the field. Text Box fields offer a hover help option, in addition to the help. All you have to do is hold the cursor over the blank field and helpful information will appear. Area Search There are several fields on the search screen that are related to one another. For example, when you make a selection in the County field, only those towns that are within that county will be available in the Towns field. Likewise, once you have chosen a town, only those Neighborhoods (formerly known as Market Areas) within that town will be available to select. Display/Other Options While you are on the search screen, Matrix lets you customize your results display. In the upper right corner of the search screen, use the drop down menu and select the desired display you wish to view the listings in. 16 P age

17 Display Number of Listings Per Page Using the drop down menu, select the desired display listings displayed per page. Depending on the desired Display you choose, you can have 10, 25, or 50 listings per page. Once you select a number and execute a search, Matrix will retain that number until you change it from this pick list. Default Search Criteria You can set up default search criteria. For example, if you do the majority of your business in the Silvermine area of Norwalk, you can save that as your default. After you have done this, Silvermine will automatically be selected every time you open the search screen. To set your default criteria: 1. Enter the search criteria that you would like to establish as your default. 2. Click on the gear icon to the right of the number of listings per page: You can choose to set the current search criteria as your default search, set the current report display and number of listings per page as your default, or reset to system defaults. Count Link The Count link, which appears in the bottom left of the search screen, displays the total number of listings that match your current search criteria. If you are satisfied with the count, click Results or just hit Enter on your keyboard to display the report. If your search count is 0 or 500, there is a possibility that your search is incorrect. If you click on the number of matches, it will display the criteria used in the search. 17 P age

18 Customizing Your Search Screen Adding Search Fields If you need to be more specific in your search, or cannot find the field you wish to search by on the default search screen, you can add additional fields. Click the Add button in the bottom left corner of the search screen. The Available Fields screen will pop up. This enables you to select any of the fields that are on a listing and add them to the search screen. You can even choose the order in which they will appear. 1. In the Available Fields box, select the field(s) that you want to add to your search. 2. Double click the field name, or click the field and then click the Add button. This will move the highlighted field to the Selected Fields box. Repeat this process until you have all the search fields that you want. Note: To select more than one field at time, hold down the CTRL Key while selecting the fields. 3. When completed, click the Back button. It will return you to the search screen and those fields you have added will appear in the Additional Fields section at the bottom of the search screen. To remove additional search fields: 1. Click on Add/Remove link at the bottom left of the screen. 2. In the Available Fields box, select the field that you want to remove. You can select as many fields as you like (hold down Ctrl key when selecting them). 3. Click the Remove button. This will remove the highlighted field from the Selected Fields box. 4. Click the Back button to return to the search screen. 18 P age

19 Navigating the Search Results Here is an example of a Single Line report. If there is more than one page of listings, use the links in the bottom right corner to navigate: Previous takes you to the previous page of listings. Next takes you to the next page of listings. Numbers advances you to that specific page number. Selecting a Listing Use the check box in the left column to select/deselect listings. As you select listings, the entire line will turn blue to help you see what you ve selected. To select all the listings on the current page, click in the first check box at the top of the page. This will put a check mark in all the boxes on the current page, indicating that they are all selected. Clicking the All link towards the top center will select all the results from your search. View Map Click on this icon to generate a popup window which initially displays a Road map view of the listing. You have the ability to zoom in, zoom out, or change the viewing location using your mouse. You can select other viewing modes afterward. View Photos Click this icon to display all the listing s photos. Click any photo to view a large version. Click on the X in the top right corner of the photo window to close the window. Property History Click on the Clock icon located in the far right column to view the property history. This is a combination of the Listing History and Property History reports. It will show you each time that particular property (based on property ID number and address) has been listed, and the listing history for each instance. 19 P age

20 Narrow or Discard Listings Matrix gives you two different ways to work with your search results when you are selecting or deselecting properties: Narrow and Discard. When you are viewing the Search Results screen you will see a Refine button at the bottom of the screen. When you click Refine, you will get the following toolbar: Use Narrow to keep the properties you have selected using the check boxes; this will remove the unselected listings. Use Discard to delete those listings you have selected by using the check boxes; this will leave all the listings that were not selected. Note: If the objective is to save a search, it is advised that you save before using the Narrow or Discard buttons. Once you use these buttons, the search parameters are Modified to reflect only those listings you keep in your results. To get back all of the original search results after using the Narrow button, click the Original Results link in the top left corner. Once you have used the Discard button to eliminate selected listings, there will be an Un- Discard button added directly to the right of the Discard button. You can use this button to retrieve the listings you discarded. There is a limit of 50 discarded listings that you can Un-Discard per search. At the bottom of the search results screen you can see how many listings you are excluding. Note: If you discard listings and then save a search, those listings will also be excluded from any updates you run. Revise and Save a Search Revise a Search There may be times after you ve run a search where you need to change some of the initial search criteria. To revise the search, click on the Criteria button in the upper right side of the screen. This will take you back to the search screen with all the current criteria already entered. At this point, simply make the changes needed and click Results. Note: You might be tempted to use the browser s Back button to return to the search screen and make changes. In some cases this may cause problems, depending upon your version of the browser. It is always better to use the Criteria button. 20 P age

21 Saving a Search The Save button allows you to save the criteria you ve entered in your current search. To save a search in Matrix, first enter the search criteria and view the results. Then click the Save button in the bottom of the page. There are three different ways to save search criteria: New Saved Search allows you to save the search criteria and gives you the option of attaching the saved search to a Contact (this is not required though). Give the search an easily recognizable name. If you have already added a Contact to Matrix, you can associate the search with them now if you d like. If you check the Enable as Favorite Search on Home tab box, the saved search will be accessible from the My Favorite Searches widget on the home page. Note: Adding a contact to your saved search does NOT automatically your saved search to that contact. There are additional steps to setting up auto s that are covered on page 30. New Auto allows you to set up an automatic search for a Contact. This will be covered in depth later on in this manual. New Speed Bar Search allows you to set up the search so you can access it through a Speed Bar shortcut. This was covered on pg 9 of this manual. 21 P age

22 Sorting Search Results The default sort sequence for search results is alphabetically by town, and then within town listings are sorted in ascending order of price. You can also use the column headers to sort the results by that particular data (in either ascending or descending order). Additionally, you can also set up a custom sort order. Click on the Refine button in the toolbar at the bottom of the report, and then click Sort. This will open the Sort Results window containing field boxes. The Available Fields box contains all of the fields that are available to sort by and the Sort Fields box contains all the fields that include the default setting. Click on the field(s) you desire in the Available Fields box and click the Add button (or simply double click the field). You cannot use fields already used on the Search Results screen. To remove fields from the Sort Fields box, click on the field you want to remove and click Remove. When you first add a field to the Sort Field box you will see it automatically sorts in ascending order. To sort the field in descending order, double-click on the name of the field. You will now see descending to the right of the field name. You can reorder the fields within the Sort Fields box by clicking on them and using the Up or Down buttons. When you are done, click Save. 22 P age

23 Print Listing Reports Matrix allows you to print reports in either PDF or HTML format. After performing your search: 1. Use the checkboxes to select the listings you want to print. 2. Click on the Actions menu at the bottom of the screen. 3. Click the Print button. 4. Select the report you wish to view by highlighting it. Note: Not all reports will print on one page. Client reports also will have your Header/Footer on the report if you have chosen to use one. 5. If you click Print to PDF, Matrix will generate your report in a PDF format. Click on the printer icon within the PDF window to print your report. Reports are a bit easier to view when generated as PDFs. 6. To the reports as PDFs, click the PDF button. Note: Only customer reports can be ed. 7. If you click the Print button, the Windows print dialog box opens, allowing you to designate the printer you d like to use, number of copies, etc. 23 P age

24 Direct ing After performing your search, click the check box next to each listing you d like to . Click the button in the Actions menu bar. Note: The button will be greyed out until you select at least one listing. If you want to send this to someone whom you ve already added as a Contact in Matrix, simply click the To: or CC: buttons to select them from a list of your Contacts. Double click the contact(s) to whom you want to send the , and click the OK button. You can also start typing the name (first or last) of the contact you wish to send the to- all contacts that start with those letters will appear. If you are sending the to someone who is not a Matrix Contact, simply enter their address in the To: or CC: fields. To create a new contact, select the link Create a New Contact. This allows you to add a contact directly into your Address book. Note: Multiple addresses can be entered by separating them with a comma or semi-colon. 24 P age

25 You have the option to select BCC me a copy of this message. This feature will also send a copy of the to whatever address CMLS has on file for you. However, a more efficient way to see what has been sent to your clients is to use the Sent feature under the My Matrix tab. After you type in your message, you can use the Check Spelling link to verify your spelling. If you have not previously saved an signature, you can enter what you like here. Setting up an signature is covered in the beginning of this manual in the Settings section. Click the Send button to send the . After the is sent, you will be taken back to your original search results, and there will be a highlighted confirmation message in the upper left corner of the screen. Keep in mind that this message indicates that the message was sent, not that it was received. If you have ed to an invalid address, a notification will be sent to your public account. When your recipient gets the , there will be a drop down list that gives them the option to choose which display they wish to view the listings in. History Matrix keeps track of all s you send through the system for 90 days. You can view your history by going through the individual Contact s screen, or by using the Sent link in My Matrix. If you have sent the to someone in your Contacts list, you can also view the History under the My Matrix, Contacts Link. To view the History through the Contacts link: 1. Click on the My Matrix Tab 2. Click on the Contacts Link 3. A list of all contacts will appear 4. Next to each contact there is a drop down arrow 5. By clicking on the drop down arrow a list of all items that you have set up for that client will appear. From here you can view things like CMAs, Sent s, and Auto s that you have attached to that client. 25 P age

26 6. Each item will have another drop down arrow. To view the History click on the drop down arrow next to Sent 7. By clicking on the drop down arrow a list of all s that have been sent to your client will appear. Below is an explanation of what each heading means: Sent date the was sent. Type the type of you sent: Direct , Auto , CMA, Stats, etc. Subject the text you entered into the Subject line of the . Contents the total number of listings were in the Note: By clicking on the link underneath the Contents header you, can view the listings that you sent to that client in that . Viewed the last time the recipient viewed the . You can also Filter your results. To set the filter, click the Filter by drop down box: By clicking on With Active Auto s, Matrix will automatically give you a list of only contacts that have active auto s. 26 P age

27 You can also Search for a contact using the Search field. In this field you can enter in any combination of letters to bring up clients. To search history by Sent s: 1. Go to My Matrix> Sent s 2. This will bring up a list of all s that you have sent through Matrix 3. By clicking on the drop down arrow next to a sent the details of that will appear. From here you can also click on the Open in Portal link; this will open up the Portal window, showing you all of the listings that you have sent to your client. You can also see the listings that your client has put in the separate folders. There are 6 different headings on the Sent screen. Below is an explanation of what each heading means Sent date the was sent. Recipients the person to whom you sent the . Type the type of you sent: Direct , Auto , or CMA, etc. Subject the text you entered into the Subject line of the . Contents the total number of listings were in the Note: By clicking on the link underneath the Contents header you, can view the listings that you sent to that client in that . Viewed the last time the client viewed the When a sent in your history section goes beyond 90 days old, Matrix will automatically drop it from your list. 27 P age

28 Accessing Saved Searches/Auto Saved Searches You can access your saved searches by clicking on the My Matrix tab and clicking on Saved Searches link or indirectly through Contacts on the menu tab first. Once you are on the Saved Search screen, you will see a list of all searches that you have saved within Matrix. By default, saved searches are sorted alphabetically by Subject line. By clicking on the drop down arrow next to each of your saved searches, a details section will appear. The details section gives you a brief explanation of the criteria that you have set up. This section also gives you the ability to change the options that you currently have set up. Below is a list of all of different functions you can perform: Settings - gives you the ability to change any of the settings that you have configured for that search: the Search Name, the Contact you have attached to the search, and the ability to Enable as a Favorite Search on the Home Tab, which makes the search easily accessible on the Home Page of Matrix. Criteria enables you to revise the search criteria for the search Results shows you all of the listings that you have saved within that search to date based on your current parameters. 28 P age

29 Date Since gives you a list of all of the New or Updated listings from the last time you clicked on this button. To run a Date Since search for all new and updated listings since you last ran the search, follow these steps: 1. Click the Date Since link. Matrix will run the search and take you to the search results page. 2. Click the Back to Saved Searches link at the top of the screen to go back to your Saved Searches list. The saved search timestamp has automatically been updated plus it will list how many listings since the last run. Market Update The advanced market update section allows you to optionally choose an update type and/or update date range in combination with the criteria of the original search. The Market Update's purpose is similar to that of the Date Since link: to tell you what's new, repriced or back-on-market. It differs from the Date Since link in that it allows you to either use the Last Run date that the Date Since link uses, or you may pick your own time period instead. This is a great way to review what's happening in this market segment for a specific period of time. If you decide to pick your own time period, you can specify it in different ways: From May 1 to now: 2012/05/01+ From May 1 to May 31: 2012/05/ /05/31 The last 30 days: 0-30 When you run the Market Update, you'll see all the new, re-priced or back-on-market listings for the time period you specified. As with Date Since, these results are initially presented in the usual Single Line display. Once you've run the Market Update and checked the results, when you click the Saved Searches link, your saved search will show a reminder link of what you've found like this: "9 new or changed listings. Date Changed is between 2012/05/02 and 2012/05/01". These links will remain available for you to return to for the rest of your Matrix session. To remind you when you last clicked the Market Update link (or Full Search or Date Since links), this date and time is recorded on the line beneath the links, just as described above for Full Search / Date Since. 29 P age

30 Using Market Update You can use Market Update to examine results before ing, just as described above for Full Search / Date Since. You can also use Market Update to quickly catch-up on what's new for your saved searches. If you've been away for the weekend you can run the Market Update on Monday to see what's changed by specifying an update date range of, say, 0-2 (i.e. today, yesterday and the day before). The Update Selected Button To save you time, the Update Selected button allows you to run a Market Update across several saved searches at once. Check the saved searches you're interested in catching up on (or select them all with the Select All button), then click Update Selected. This will take you to the Market Update screen and allow you to either enter a particular date to be used for all selected saved searches or allow you to use each saved search's own last run date. When you use Update Selected to run several saved searches, you'll be immediately returned to the saved search screen. Then just run down the list of saved searches to view and/or click on the reminder links that you re Market Update has just generated. Delete The delete button will delete this saved search Auto Auto allows you to set up a saved search to automatically new listings and listings that have changed in status or price to a contact. Matrix will either send them out as soon as they are entered into MLS, or they can be set up to go in the AM or PM. As a result, your Contact will receive up to date listings based on the schedule that has been set up. Note: There is a limit of 250 listings that can be sent per . Setting up an Auto After you have performed the search, view the results. At this point it is very important NOT to narrow your search results. By narrowing your search results, matrix believes that you only want to send updates on those listings. If your search returned too many listings to send to client at one time, you can either revise your search by clicking on the Criteria button in the top right of the search screen, or you can select the listings that you do not want to send to your client and discard them. Once you have all of the listings results that you would like to send to your client click on the Save button located at the bottom of the search screen. 30 P age

31 Now click New Auto . This will bring up the Auto configuration screen. It is a long window, so we ll break it up into two sections in this manual. Here is the top section: Begin by selecting the Contact to which you d like to attach the saved search. By clicking on the drop down arrow next to the Contact field, a list of all your contacts will appear. Select the contact you wish to send the Auto to. If your Contact is not in this drop down list, click on Create a New Contact next to the Contact Field. This will open a pop up box where you can add in your client s information. NOTE: All yellow fields found in Matrix are mandatory fields and MUST be filled out in order to proceed. You can click Show All Fields to display optional sections where you can store additional information about the contact. 31 P age

32 Once you have added all information, click on the Add button. You can now choose to CC (Carbon Copy), BCC (Blind Carbon Copy), or BCC me on all s. By checking off the BCC me on all s you will receive a copy of all s that are sent to your client. (Note: This will go to the address that the GFC CMLS has on file for you.) Subject line: the title or subject of the . Message: the body of the . This text will only go out on the first to your client. Make available for Reverse Prospect: (See Reverse Prospecting on Page 34 for more information) Enable as Favorite Search on the Home Tab: puts the saved search within the My Favorite Searches widget on the home page of Matrix. Criteria: a brief summary of the criteria you used in your Contact s search. If this information is incorrect or needs to be adjusted, click Cancel at the bottom to go back to the search results page, and then click on the Criteria button to revise the search. 32 P age

33 Settings Concierge gives you the option to review listing updates before sending to the client, as opposed to regular auto which will send out any listings that match their saved search without your intervention. It is a holding area for all newly matched listings meeting your contact's search criteria and will not your contact automatically without your approval. By default, the Concierge feature is not enabled. Putting a check in Enable as a Favorite Search on Home tab puts a link to the Contact s search on the Matrix Home page, enabling you to access the search with minimal effort. Schedule: allows you to determine when your Contact receives their auto s. ASAP: as soon as the listing becomes available on Matrix, your client will receive an (When choosing ASAP you want to be careful on what criteria you have selected. If you have set up a very broad search then your client may receive multiple s a day). Daily: select specific days when your client will receive an . Monthly: All listings for the month are compiled and s are sent on the first of the month at midnight. Click Save when you are done setting up the auto settings. Reverse Prospects Reverse Prospecting is only available on Active listings. Once you have entered a listing on Matrix, you can find out what agents have Contacts set up on auto- whose saved searches match your listing s features. However, you cannot see any client information concerning those auto s. To retrieve your Reverse Prospects: 1. Click on the My Matrix Tab 2. Click on the My Listings 3. Be sure that you have selected My On Market Residential Listings from the top right hand corner. Check off the listing that you wish to view Reverse Prospect for. 33 P age

34 4. Click on the Reverse Prospect Button 5. This will produce a list of all agents who have clients set up on Auto that Match your property. Reverse Prospecting will NOT give you any other user s Client information. The only information given is the agent information. There are two important fields to pay attention to within the Reverse Prospect. Below is an explanation of these fields: Auto ID: The Auto ID field is a unique number given to each auto that is set up. This number helps agents identify which client/auto you are inquiring about. The agent who has the auto set up will find the matching number under the My Matrix>Auto section. See screen shot below. Results Count: The Results count is also very important to pay attention to. This number represents the number of listings returned in a search that match the client s criteria. The higher 34 P age

35 the number in the results count the more matching listings that agent has found for their client. The lower the number in the results count, the fewer listings the agent has found for their client. Example: If the results count says 500, that agent has set their client up on a very broad search area. Chances are the client is not that serious in purchasing a home. If the results count says 2, there were only 2 listings (including your own) that match what that agent s client is looking for. Chances are this client is a serious buyer. Convert a Saved Search into an Auto- Saved searches and auto- s are essentially interchangeable: when enabled, a saved search can easily be converted into an auto- ; conversely, disabling an auto- will convert it back into a saved search. They are both accessible via the My Matrix tab. If you already have a saved search that you would like to activate as an auto- , first navigate to the saved search in question. 1. Click on the My Matrix tab 2. Click on Saved Searches 3. Click the drop down arrow on the desired saved search to expand its options 4. Click Settings 5. Assign the search to a client. 35 P age

36 6. Click the top link Turn this Saved Search into an Auto under the Settings page. 7. You will be taken to the auto- screen where you can configure settings and the schedule for this search before activating it as an auto . Make sure to press the Save button when done. Convert an Auto- into a Saved Search To deactivate an existing auto- and convert it back into a saved search: 1. Click on the My Matrix tab 2. Select Auto s 3. Click the drop down arrow on the desired auto- to expand its options. 4. Click the Settings button. 5. Click on Turn this Auto into a Saved Search 36 P age

37 6. Make sure to give your saved search a name and press Save. Setting up Concierge When creating a new auto- , you will also have the option of running it in concierge mode. The differences between a regular auto- and a concierge-mode auto- A regular auto- will automatically update and your contact based on your scheduler settings. A Concierge auto- will first notify you of the updates ( optional) and then allow you to determine which listings to approve and reject for your client. NOTE: Your clients will not notice any difference in the Matrix Portal between Auto- and Concierge modes. Turning on Concierge Mode: Under the auto- s Settings section, simply click the Enable concierge mode checkbox. NOTE: Selecting Concierge mode will automatically turn off/disable the Schedule settings. Updates to your client are now reliant on approvals from you. You also have the option of determining how you want to be notified about future updates to this auto- . By default, you will always receive new notifications each time you log in to Matrix (from the home page). Click the Also send me the alert notifications by checkbox to be notified of new listing updates via . This is strongly recommended if you won t be checking direct Matrix notifications as often you don t need to login to see these. 37 P age

38 To initialize this auto- in concierge, simply click Save; Go to Approvals. You will be taken to the Approvals page for the first time. This will display all prior listings you included when you first setup this auto- . You have the option to uncheck all listings and select the ones you still want to include in the concierge auto- . Once you are satisfied with the selected listings, press the Approve Selected button at the bottom. You can omit any listings by ensuring they are not selected before pressing the Approve button. Continue Watching Concierge for Newly Matched Listings: The concierge will become activated once the client has successfully received your . You will also see a yellow alert in the upper left corner of your Matrix home page: Click the link to open the Concierge. 38 P age

39 Once your contact has successfully received the first auto- , you can then optionally type a message to them in the future about each set of listings that you send from the concierge. At the bottom of the page, you can also change the display mode to see other displays aside from Single Line. Check the desired listings to your contact; then click the Approve and Send Selected button. You can alternatively click the Reject button to permanently omit undesired listings from this auto- in the future. *Bear in mind that these rejected listings will not ever be included in this particular concierge afterwards. A temporary confirmation will appear on the home page afterwards. Managing Your Concierge: Go to the My Matrix> Concierge. You will see each concierge you have currently set up. Contact- name of contact Auto - name of auto- Unsent- number of unsent listings Rejected- number of rejected listings Newest Match- time of latest matches 39 P age

40 Click on the desired Contact name- this will display any as-of-yet unapproved or rejected listings You can send multiple searches to the same contact. They will all be linked to that same contact. Why am I not receiving any updates in the Concierge? In order to set up the portal, you must approve and publish at least one listing in the concierge. If you reject all of the matched listings, then you will not receive any updates for them. Instead of rejecting them, approve them and then your client can move them to the discard tab of the portal. Look at the status on the far right of the auto- under the My Matrix, Contacts page. Green is complete, meaning that Matrix is searching for listings and will add them to your concierge. Yellow means that the set up is not complete- either you ed the listings directly to your client rather than waiting for the concierge, or you rejected all of the listings. Red means one to two possible issues have occurred: 1. Your client has opted out of receiving s from you. If this was done unintentionally, follow the directions in our How does my client opt back in if they accidentally unsubscribed to Matrix s user guide, under the Matrix help tab. 2. Your auto search has gone over the maximum number of listings allowed. Please revise your search criteria and add additional criteria to limit your results. You can create more than one auto search per client if necessary. 40 P age