Basic Training Guide. Smart Trac

Transcription

1 Basic Training Guide Smart Trac Last Updated August 27, 2007

2 Basic Smart Trac Quick Reference Guide : Table Of Contents Page 1. How to Turn Off Pop-Up Blockers How to Log Into Smart Trac Smart Trac Home Page Overview How to Update Your Favorite Providers How to Add or Remove a Service Provider How to Update Status Report Notifications How to Create a New File How to Create a New File From a Property Search How to Fax a Document How to Upload a Document How to Add a To Do Template How to Add a To Do Item How to Work From Your To Do List How to Add or Remove a Buyer or Seller How to Change Phases or Status How to Create a Document Package Frequently Asked Questions Quiz... 39

3 Quick Reference Guide Internet users may have one or more of several Pop Up Blocker applications on their computers. They may also use one of several internet web browser applications. The following instructions explain how to turn off the Pop Up Blocker settings or allow pop ups from MRMLS websites in the Windows Internet Explorer web browser. Step 1: How to Turn Off Pop-Up Blockers Open Internet Explorer. From the menu bar located at the top of your screen, click on Tools, Pop Up Blocker, Turn Off Pop Up Blocker. To allow pop ups from MRMLS websites, with the Pop Up Blocker turned on, click on Tools, Pop Up Blocker, Pop Up Blocker Settings. Step 2: In the Address of Web site to allow text box, input the following websites for all MRMLS Systems: System Requirements: Operating System: Windows 98 2nd Edition, Windows Me, Windows XP, Windows NT 4.0 and Windows If you are running a version of Windows NT, you must be running Windows NT Service Pack 3 or higher. Modem: Minimum Requirements: 56K (Except for the MRMLS SmartMap System) Preferred Requirements: Direct Internet Access (i.e. DSL, Cable or other High Speed Access) Input the websites and click Add Browser: Internet Explorer 6.0+ (other browsers may work, but are not supported) 1

4 Quick Reference Guide How to Log Into Smart Trac Step 1: Open Internet Explorer or your web browser and go to Step 2: There are two ways to log into Smart Trac. See figure below. Under System Login use the drop down arrow (v) to select Smart Trac to login. Click on Matrix, once you are logged into Matrix click on Smart Trac Tab. 2

5 Quick Reference Guide Home Page Overview Home- Welcome Page of Smart Trac My Files- Files that are currently active, closed, or cancelled Search Property- Properties that are in the public tax records Search Office/User- Users who have access to Smart Trac Farming- Search areas you are currently working Contacts- Search or save client information Settings- Update personal profile, add favorite service provider, update external accounts Help- Get more information, Smart Trac training, manuals, and support information Log Off- Sign out of Smart Trac Files you currently have in Smart Trac. You may add participants, add documents, order services, or To Do Templates, etc. To Do Items that are currently due or past due. Check messages sent by someone using the system. Also, the system lets you compose and send s to anyone. 3

6 How to Update Your Favorite Providers Quick Reference Guide Step 1: In the Smart Trac Home Page, click on Settings. Step 2: In the User Settings page, click on Favorite Providers for a list of your favorite service providers, including their contact information. Step 3: Click Settings In the Favorite Providers and Participants page, click on Add Favorite. Step 4: Click on Favorite Providers Select a Search Method and enter Office Search Criteria or User Search Ctriteria. Note: A red (*) to the right of a field indicates a required field for a search. Click Add Favorite Select Search Method and Office Search or User Search. Click Search. 4

7 How to Update Your Favorite Providers Quick Reference Guide Step 5: Step 6: In the Office Search Results page, you can Refine Search, Enroll New Office, see Office profile, or Show Office Roster. In the Office Roster page, you can go Back to favorites, Refine Search, Enroll New User to this Office, or Add to Favorites. Click Show Office Roster to add your Favorite Service Provider Click Add To Favorites Step 7: Step 8: In the Office Roster page, your Favorites have been added. Click Back to Favorites or Refine Search to add other favorite service providers. To add your Favorite Provider to every file you create using a specific role, select Your Role, then select Their Role. Smart Trac will notify the provider when they have been added to a file. Click Back To Favorites Select Your Role and Favorite Provider role. Click Save. 5

8 How to Add or Remove a Service Provider Quick Reference Guide Step 1: Go to then login to MRMLS Matrix and click on Smart Trac. Step 2: In the Welcome Page, click on the file name to add your Service Provider such as an inspector, agent, escrow officer, etc. Click on file name Click on Smart Trac. Step 3: Step 4: ***Note: Support is only given to MRMLS Members. If you add a participant to your file, you assume responsibility of supporting that participant. In the File Summary, click on Participants to add or remove your service provider and proceed to Step 4. Or proceed to step 5 if you click on Add. Click on Add Particpant to add your service provider or click Remove to remove the service provider from the file. Click on Participants or Add Click on Add Participant or click Remove. Last updated 03/20/ MRMLS 6

9 How to Add or Remove a Service Provider Quick Reference Guide Step 5: Step 6: If you selected Add from step 3 or Add Participant from step 4, you may add the Service Provider such as an Escrow Officer. Click Select if the service provider is in your list of Favorites. Otherwise click on Refine Search to find another service provider and proceed to step 8. Step 7: Select a Participant such as an Escrow officer Congratulations! You have just added a participant (i.e. escrow officer). Step 8: Click on Select to choose a service provider or click on Refine Search. If you select Refine search in step 6, select a Search Type and enter Office Search Criteria or User Search Criteria. Note the required fields for either search. Click Search Select Search Type and Office or User Search Criteria Last updated 03/20/ MRMLS 7

10 How to Add or Remove a Service Provider Quick Reference Guide Step 9: Step 10: From your results, click Show Office Roster to add a Service Provider from that office. Or click on Enroll New Office if you do not see your Service Provider and proceed to step 12. Click Select to add the participants name to your file. Click on Add to Favorites if you use the service provider often. Or click Enroll New User to this Office if you do not see your office. Click on Select, Add to Favorites, or Enroll New User to this Office. Click on Show Office Roster and proceed to step 12. Click on Enroll New Office proceed to step Step 11: Fill in the new service provider information then click Save. Click Save Your request will be processed and MRMLS will verify the information. Until then, the user will not be visible in Smart Trac. Click OK Last updated 03/20/ MRMLS 8

11 How to Add or Remove a Service Provider Quick Reference Guide Step 9: Step 10: From your results, click Show Office Roster to add a Service Provider from that office. Or click on Enroll New Office if you do not see your Service Provider and proceed to step 12. Click Select to add the participants name to your file. Click on Add to Favorites if you use the service provider often. Or click Enroll New User to this Office if you do not see your office. Click on Select, Add to Favorites, or Enroll New User to this Office. Click on Show Office Roster and proceed to step 12. Click on Enroll New Office proceed to step Step 11: Fill in the new service provider information then click Save. Click Save Your request will be processed and MRMLS will verify the information. Until then, the user will not be visible in Smart Trac. Click OK Last updated 03/20/ MRMLS 9

12 How to Update Status Report Notifications Quick Reference Guide Step 1: Step 2: In the Smart Trac Home Page, click on Settings. Click on Notifications. Click Settings Click Notifications Step 3: The Transaction Status Report is delivered via . Select Yes to Enable Notifications. Select Yes to receive the Transaction Status Report and select the frequency. Do You want to enable notifications for your account? Click Yes or No Do you want to receive the Transaction Status Report? Click Yes or No If Yes, Do you want to receive it Daily, Weekly, or As needed? 10

13 How to Update Status Report Notifications Quick Reference Guide Step 5: Verify notification address and numbers. If your Personal Information is incorrect, please contact your Association to make the changes. When you are finished click Save. Verify address and numbers. If incorrect, see note below. Click Save **Note: Please contact your Association to update your address, or fax number.** 11

14 Quick Reference Guide Step 1: Go to and Login to MRMLS Matrix and click on Smart Trac. Step 2: How to Create a New File To create a new file click on Create a New File. Click on Smart Trac. Fill out the New File Information and select the role you will play in the transacion. Required fields are indicated with an asterisk. Click Next to add a To Do Template. Click on Create a New File. Step 3: Step 4: Fill out any additional information regarding the property. Click Next to Continue. Enter New File Information and click Next to continue. Add any additional information and click Next to continue. 12

15 Quick Reference Guide Step 5: Select a To Do Template from the drop down arrow. Enter the listing date. Click Next to continue. Step 6: How to Create a New File Verify the To Do List and modify any necessary due dates. Note: You may uncheck any items that may not apply to this file, adjust Due Dates, enter the Number of days, and then system will automatically re-adjust the Due Date for that item. Select a Template and input the listing Date. Click next to continue. Step 7: Step 8: Click Back to return to the previous steps. Click Finish to add the new transaction. Congratulations! You have just created a New Transaction. Verify the list and Click Finish In the File Summary you can: -Upload Documents such as contracts, etc. -Add Participants to your file such as a seller or buyer. -Add things to do on a To Do list -Order Services such as escrow, inspectors, etc. 13

16 How to Create a New File from a Property Search Quick Reference Guide Step 1: Step 2: Go to and Login to MRMLS Matrix and click on Smart Trac. To create a new file from a property search click on Search Property. Click on Smart Trac. Step 3: Step 4: Click on Search Property Enter your Property Search Criteria and click on Search to continue. If you are in the Property List page, find the property and click on the Assessors Parcel Number (APN), otherwise continue to Step 5. Enter property criteria (i.e. Bob Smith) and click on Search. Note: Depending on how much information you input your results may lead you to Step 4 or it may lead you to Step 5. Click on the APN 14

17 How to Create a New File from a Property Search Quick Reference Guide Step 5: Step 6: In the Property Profile Report page click on the drop down menu and click on Open a New File. Fill out the New File Information and select the role you will play in the transaction. Required fields are indicated with an asterisk. Click Next to add a To Do Template. Select Open a New File Enter the New File Information and click Next to continue. Step 7: Step 8: Fill out any additional information regarding the property. Click Next to Continue. Select a To Do Template from the drop down menu. Enter the requested date(s). Click Next to continue. Add any additional information then click Next to continue. Note: Information can be imported from MRMLS or Winforms. Please see Quick Refrence Guide on How to Import/Export data. Select a Template, enter the Date and click Next to continue. 15

18 How to Create a New File from a Property Search Quick Reference Guide Step 9: Step 10: Verify the To Do List and modify any necessary due dates. Click Back to return to previous steps or click Finish to add the new file. Note: You may uncheck any items that may not apply to this file, adjust Due Dates, enter the Number of days, and the system will automatically re-adjust the Due Date for that item. Verify the list and Click Finish Step 11: Congratulations! You have just created a New File. Questions? Call support at (909) M-F from 8:30am-9pm or go to More Training: In the File Summary you can: -Upload Documents such as contracts, etc. -Add Participants to your file such as a seller or buyer. -Add Things to do on a To Do list. -Order Services such as escrow, inspectors, etc. 16

19 Quick Reference Guide For predefined documents complete Steps 1-6 only. How to Fax a Document Step 1: Go to then log into MRMLS Matrix and click on Smart Trac. Step 2: Click the File name to fax any type of document. Step 3: Click on Smart Trac. Click Add in the Documents section to fax or upload your document, or click the document name in the Things to Do section. Step 4: Click the File Name to fax a document Select the document name from the drop-down window. If the document name you are looking for does not exist, select User Defined and skip to Step 7. Click Add or the Document Name to fax a document Select Document Name Last updated 01/04/ MRMLS 17

20 How to Fax a Document Step 5: 1) Use the Comments window to add notes to the document. 2) To modify the security levels for a document, click the Document Details button and see Step 7. 3) Check Create a coversheet to fax a document into the system. 4) Click the Submit button. Step 6: Click Print to print the Fax Cover sheet, place it on top of the document, and fax it to the number on the fax coversheet. Smart Trac will associate the document to the right file with a date and time stamp. Click Close Window. Step 7: (Only for User Defined Documents.) If no other document types fit, create your own User Defined document. Smart Trac will prompt you to select Document Details. Click Print Click Document Details Congratulations! Your fax will be uploaded to the system within 30 minutes. Note: This coversheet can only be used with this document. A copy of this coversheet will be ed to you, if your notifications are turned on. Last updated 01/04/ MRMLS 18

21 How to Fax a Document Step 8: Enter Document Name and select Document Type A Document Name is required. Select a Document Type. The Document Type is the category of document you will be uploading. For this example, I ve chosen Inspection/Repairs. Step 9: 1) Enter a Description of the document. 2) Add Comments to the document. 3) Select the appropriate permission level for each role by checking the box. View - allows the Participant to view the document only. Upload - allows the Participant to view and upload documents. Document Owner - allows the Participant to view, upload and change document security. In this example, the Buyer has Upload and View privileges only. 4) Document Options Check to notify participant(s) a document needs to be uploaded. Check to notify participant(s) a document has been uploaded. Click Save Changes. Complete Steps 5 & 6 to Upload your Document. Note: Faxed or Uploaded Documents may not be deleted from the system or file. You may only submit revisions. Make sure you are faxing or uploading the correct document. Last updated 01/04/ MRMLS 19

22 Quick Reference Guide How to Upload a Document For predefined documents complete Steps 1-6 only. Step 1: Step 2: Go to and Login to MRMLS Matrix and click on Smart Trac. Click the File Name to upload any type of document. Step 3: Click on Smart Trac. Step 4: Click on the File Name to upload a document Click Add in the Documents section to upload your document, or click the document name in the Things to Do section. Select the document name from the drop-down window. If the document name you are looking for does not exist, select User Defined and skip to Step 7. Click Add or the Document Name to upload a document Select Document Name Last updated 01/04/ MRMLS 20

23 Quick Reference Guide Step 5: How to Upload a Document 1) Use the Comments window to add notes to the document. 2) Check Upload my document now and click Browse to locate the document on your computer. 3) Note: You can Define a Document for Upload later. 4) Click the Submit button. Step 6: Step 7: (Only for User Defined Documents.) Congratulations! The document is now uploaded and ready to View, Submit a Revision or . See Quick Reference Guide How to a Document in Smart Trac. If no other document types fit, create your own User Defined document. Smart Trac will prompt you to select Document Details. Click Document Details Last updated 01/04/ MRMLS 21

24 Quick Reference Guide Step 8: How to Upload a Document Enter Document Name and select Document Type A Document Name is required. Select a Document Type. The Document Type is the category of document you will be uploading. For this example, I ve chosen Inspection/Repairs. Step 9: 1) Enter a Description of the document. 2) Add Comments to the document. 3) Select the appropriate permission level for each role by checking the box. View - allows the Participant to view the document only. Upload - allows the Participant to view and upload documents. Document Owner - allows the Participant to view, upload and change docment security. In this example, the Buyer has Upload and View privileges only. 4) Document Options Check to notify participant(s) a document needs to be uploaded. Check to notify participant(s) a document has been uploaded. Click Save Changes. Complete Steps 5 & 6 to Upload your Document. Note: Faxed or Uploaded Documents may not be deleted from the system or file. You may only submit revisions. Make sure you are faxing or uploading the correct document. Last updated 01/04/ MRMLS 22

25 Quick Reference Guide Step 1: Go to and Login to MRMLS Matrix and click on Smart Trac. How to Add a To Do Template Step 2: From the home page click on a File Name for which you wish to add your To Do Template. Click on Smart Trac Click on a File Step 3: Step 4: Click on Things to Do from the Summary page. Click on Add from Template link from Things To do page. Click Add from Template Click on Things To Do 23

26 Quick Reference Guide Step 5: Select the Template from the drop down menu and enter the required dates. Click Next to continue. How to Add a To Do Template Step 6: Verify the To Do List and modify any necessary due dates. Note: Listed are pre-assembled list of To Do Items. Uncheck the items that should not appear on your To Do list. Review the pre-assigned due dates and modify if necessary. See Quick Reference Guide to customize your own Template. Click Next Step 7: Verify the To Do List and modify if necessary. Click Back to return to previous steps or click Finish to add the new transaction. Questions? Call support at (909) M-F from 8:30am-9pm or go to More Training: Verify the list and Click Finish 24

27 Quick Reference Guide Step 1: Go to and Login to MRMLS Matrix and click on Smart Trac. Step 2: How to Add a To Do Item To Add a To Do Item, click on the file name. Click on Smart Trac. Click on the File Name Step 3: Step 4: Click on the Add in Things To Do. Enter the Description, Select a Type and Category from the drop down lists and enter a Due Date. Add Role Permissions to the parties you would give access and/or complete the To Do Item. Click Save when finished. Click on Add Add To Do Item Information and Add Rolles to Permissions List. Then click Save. Last updated 01/19/ MRMLS 25

28 Quick Reference Guide Step 5: The To Do Item will be added under the Things To do Section. To Do Items How to Add a To Do Item Questions? Call support at (909) M-F from 8:30am-9pm or go to More Training: Last updated 01/19/ MRMLS 26

29 Quick Reference Guide Step 1: From the Smart Trac home page click on the File Name. How to Work Off Your To Do List Step 2: Click on Things to Do from the File Summary page. Click on a File Step 3: Click on Things To Do In the Things To Do List you are able to Add Participants, Upload or Fax Documents, Complete Order Form Information, Order Services, and Check To Do Items. Click on the To Do Item. Click on To Do Items Last Update 03/19/07 27

30 How to Add or Remove a Buyer or Seller Quick Reference Guide Step 1: Step 2: Go to then login to MRMLS Matrix and click on Smart Trac. In the Home Page, click on the File name to add your Participant such as a Buyer or Seller. Click on the File Name to add your buyer or seller Click on Smart Trac. ***Note: Support is only given to MRMLS Members. If you add a participant to your file, you assume responsibility of supporting that participant. Step 3: Step 4: In the File Summary, click on Participants to add or remove then proceed to Step 4. If you click on Add then proceed to step 5. In the participants page, click Add Participants to add your buyer or seller or click Remove to remove the participant from the file. Click on Participants or Add Click Add Participants or click Remove. 28

31 How to Add or Remove a Buyer or Seller Quick Reference Guide Step 5: Step 6: If you selected Add from step 3 or Add Participant from step 4, you may add the Participant such as a Buyer or Seller. Input the participant (buyer) contact information then click Submit. Note: Required fields are indicated with an asterisk*. Step 7: Select a Participant such as a buyer Congratulations! You have just added a participant (i.e buyer). Enter participant information then click Submit. ***Note: Service Providers are notified in the priority of , fax, and/or Textpaged. If no , fax, or text pager is entered they will not be notified*** Questions? Call support at (909) M-F from 8:30am-9pm or go to More Training: 29

32 How to Change the Phase or Status on a File Quick Reference Guide Step 1: Step 2: Go to and Login to MRMLS Matrix and click on Smart Trac. Click on the File Name to change the phase or file status. Click on Smart Trac. Click on the File Name Step 3: Step 4: Click File Administration to change the file or status on the file. Click Change Status to update your file to active, closed, or cancel, click Change Phase to update your file to active, pending, or closed. If you are the File Administrator, you may click Transfer Admin to transfer your role to someone else. Click on File Administration Click on Change Status or Change Phase 30

33 How to Change the Phase or Status on a File Quick Reference Guide Step 5: Step 6: If you click change status, Select a Status using the drop down menu. If you changed the status, click OK to successfully change the status. If you click change phase, Select a Phase using the drop down menu. If you changed the phase, click OK and proceed to step 7. Step 7: If you change the phase, the system will prompt you to change some required dates for the phase template. Enter key dates and click Next. Verify and modify the To Do List then click Finish. Questions? Call support at (909) M-F from 8:30am-9pm or go to More Training: Your Information has been updated click OK. 31

34 Quick Reference Guide Step 1: Go to then login to MRMLS Matrix and click on Smart Trac. How to Create a Document Package Step 2: In the Welcome Page, click on the File Name to create a document package. Click on Smart Trac. Step 3: Step 4: Click on File Name In the File Summary, click on Documents to create a document package. In the File Document page, click on Create Document Package. Click on Documents Click on Create Document Package. 32

35 Quick Reference Guide Step 5: Step 6: How to Create a Document Package Choose the documents you want to package, change the order of the documents to be packaged, and choose how to deliver the package via or pdf. If you choose to generate a pdf document, the file will be ready shortly. Select the documents, the order and delivery of the document package then click Generate Report Questions? Call support at (909) M-F from 8:30am-9pm or go to More Training: 33

36 Frequently Asked Questions 1. What is Smart Trac? Smart Trac is a Web-based application that MRMLS members can use to improve the management of their real estate transaction. MRMLS members can use Smart Trac to upload and fax in documents, send and receive documents, place orders, gather common data, and manage communication between parties. 2. Can we use Matrix or imrmls and Smart Trac simultaneously? Yes. Simply minimize both windows to toggle back and forth. Note: You will be logged off of Smart Trac after 20 minutes of inactivity. 3. Is a file a transaction? Yes. The terms file and transaction are synonymous. 4. If a property is not listed in Matrix or imrmls can it be accessed via Public Records? It can be accessed through public records if it is within Los Angeles, San Bernardino, Riverside, Orange or Ventura Counties. 5. Will importing Public Records overwrite all existing information? Importing public record information is done to initiate a transaction. The participant then has the option of importing MLS data into the transaction. The user has the option of importing and overwriting existing data, or only importing into blank fields. 6. Can a transaction be automatically initiated through Matrix or imrmls? No. 7. Can you have multiple log-ins with the same user ID? Yes. 8. When are notifications sent out? Notifications are sent out whenever a participant is added or removed from a file. A document is uploaded and a user is given permission to view that document, the status of a file in which a user is a participant changes (cancels or closes). A service order that a participant has placed is either accepted or declined by the vendor. If you need support please call (909) or go to 34

37 Frequently Asked Questions 9. When choosing the phase of escrow, who initiates it? Only the file admin can change the phase. 10. Do out of area agents have access to the system? Out of area agents who are not members of MRMLS can only be added to a file by MRMLS members. Out of area agents will not be able to create transactions. 11. What contact programs can be imported into Smart Trac? Currently there are none. Smart Trac only allows the user to export their contacts. 12. If a transaction falls out of escrow, do I have to create a new transaction? No. The participant may decide to simply add a new buyer. However, if to-do items have been completed and documents have been uploaded that are not relevant to the new buyer, the agent may want to start a new transaction. 13. Can out of area agents be added as a service provider participant? They can be added as a service provider if they offer a service. 14. Can you send comps to an Appraiser? Yes. You can upload the comps as a document and then share them with the participant(s) of your choice. 15. When a fax is not received, what happens? The fax is flagged by the Help Desk at First American and uploaded or forwarded to the imrmls Help Desk for further action. 16. What will happen if you try and reuse a fax cover sheet? The new document will not be posted to the transaction. 17. How many times can you use a fax cover sheet? Only once. 18. What format does the fax get converted into? The document gets converted into a PDF file. If you need support please call (909) or go to 35

38 Frequently Asked Questions 19. Is there a phone log? Yes, it is called the Activity log and is found on the Summary page. 20. What is the purpose of the date and time stamp in the Audit Log? The date and time stamp in the Activity Log will tell you which participants have viewed a document and the day and time they viewed it. Note: All time stamps are Central Time (CT). 21. How is my personal contact information (personal profile page) updated? All personal contact information is updated from imrmls to Smart Trac. Any updates of personal contact information must be submitted to your Association. Updating your personal profile page in Smart Trac will not transfer to imrmls or your Association. DOCUMENTS 22. How do I upload a document? Documents can be uploaded via fax or electronically uploaded through your computer. 23. How long will it take for a document to post in the system once it is faxed? It takes between 20 minutes to a couple of hours for the fax to be uploaded to the system. 24. How do documents get entered into the computer? Documents are entered via fax and/or upload. Documents entered via fax require a fax cover sheet. 25. How is a contract shared? A contract is uploaded by a participant and made accessible (shared) as a document on the same transaction. 26. Can you select which file(s) you would like saved to your CD? Yes. 27. How do hand-written contracts get entered into the computer? Documents are entered via fax and/or upload. Documents entered via fax require a fax cover sheet. If you need support please call (909) or go to 36

39 Frequently Asked Questions 28. Can documents on Smart Trac be subpoenaed? Yes. All documents on Smart Trac are admissible in court. 29. When I download my transaction to a CD will it automatically include the activity log? No. The activity log is not automatically included. However, the log may be printed, faxed into the system and then downloaded to the CD as a separate document. 30. Will a WINForms document be imported as a PDF or ZFX? WINForms documents can be imported as a PDF and a ZFX, but it is advisable to import as a PDF so all parties can view the documents. 31. What if I have an addendum for the same document, does it need a separate fax cover sheet? Yes. 32. How are permissions to view documents determined? Permissions to view documents are selected by the Administrator for each individual document and may be changed throughout the transaction. PARTICIPANTS 33. How are participants notified? Participants may be notified one of three ways; via fax, , and/or text message. Participants that have been added to a file are notified by that includes a username and password in which to log on to the system and then view the document. 34. How are assistants notified? Assistants are only notified after being added to the transaction with the role of assistant. 35. For example, how would I ensure my Lender doesn t see the inspection report? You would remove/disable your lender s permissions to view this document. If you need support please call (909) or go to 37

40 Frequently Asked Questions 36. How will I know when a file I ed to a participant(s) has been accessed? If you the document, you can t determine if the document was accessed. If you fax or upload a document into Smart Trac you can track it through the Activity Log. 37. How would a listing agent add a buyer and create dual roles? A listing agent would add himself as a seller s agent and then as a buyer s agent to the transaction. TO-DO LISTS 38. Can you be auto-notified for To-Do list items? Yes. You can be notified through your chosen method notification type when a To-Do item is about to be due, past due, and/or completed. 39. Can you sort and filter the To-Do list? Yes. Simply click on the column heading. 40. How do I identify the different items on my To-Do list? Icons differentiate all items such as documents, participants, and service providers This indicates that the to-do item is an Order Service to-do This indicates that the to-do item is an Add Participant to-do This indicates that the to-do item is a Checklist to-do This indicates that the to-do item is an Upload Document to-do SERVICE PROVIDERS 41. How will service providers send in documents? They can upload by using the fax cover sheet or by electronically uploading documents into the system 42. How do I add a service provider that is not currently in the system? Submit the service provider s information via the enroll link to Smart Trac and it will be entered into the system and approved by our Administrator. If you need support please call (909) or go to 38

41 Smart Trac Exam Your Public ID: 1. How do you access Smart Trac? A) MRMLS Central Site B) Matrix C) All of the Above 2. What link do you click on to create a new file? A) Search Property B) Create a new file C) Settings D) Both A and B 3 Can a new file be automatically initiated through MRMLS Matrix? A) Yes B) No 4. There are several types of To Do Items. What are they? A) Checklist Item B) Services C) Documents D) All of the Above 5. Can the File Admin add or remove permissions on any file? A) Yes B)No 6. Which role can change the phases or status of a file? A) File Admin B) Buyer C) Seller D) Termite Inspector 7. In Settings can you add your favorite service provider? A) Yes B) No 8. In Settings can you update your external service account? A) Yes B) No 9. How will you be notified in Smart Trac? A) B) Fax C) Text Paged D) All of the Above 10. Can my buyer or seller have access to the system? A) Yes B) No 11. Will Smart Trac notify your participant when they have been added to the file? A) Yes B) No 12. By adding available roles to the permisstions list, you are allowing the roles to? A) View B) Print C) Submit Revisions D) All of the Above 13. Can you delete a document once it has been faxed or uploaded into the system? A) Yes B) No 14. How many times can you use your fax cover sheet? A) Once B) Twice C)Never D) All the Time 15. How are documents sent to the system? A) Fax B) Uploaded C) Mail D) A and B 39

42 Evaluation Your feedback is very important to us. Please take a moment to complete this short survey and provide us with your feedback regarding the MRMLS training class. Once completed, please turn this form into your training instructor or fax the form to MRMLS at (909) Thank you for your assistance! Date: 1. Which MRMLS class did you attend? a) Matrix Overview b) How to Add a Listing c) Advanced Matrix d) Basic Smart Trac e) Advanced Smart Trac f) Realist Tax g) Smart Map 2. How would you rate the MRMLS class on a scale of 1 to 5, 5 being best? Poor Needs Improvement Fair Good Excellent Who was your MRMLS Instructor? Jeannette Biggs Stewart Brown Miguel Ramos 4. How would you rate the MRMLS Instructor on a scale of 1 to 5, 5 being best? Poor Needs Improvement Fair Good Excellent Do you feel more prepared as a result of taking the training course? Yes/No 6. Do you have any suggestions or comments? If so, please include your Public ID: 7. What kind of training would you like in the future?