Matrix Training Manual. Matrix Training Manual 12/12

Transcription

1 Matrix Training Manual 12/12

2 TABLE OF CONTENTS Introduction Introduction... 5 CHAPTER 1-LOGIN AND LOGOUT OF MATRIX... 6 Logging into Matrix... 6 Logging out of Matrix... 6 Matrix Home Page Dashboard... 7 Matrix News... 7 Important New Messages... 7 Other New Messages... 8 Home Page Widgets... 8 My Listings... 8 Hot Sheets... 8 Market Watch... 9 Recent Use Contacts... 9 Recent Portal Visitors... 9 My Favorite Searches Concierge My Carts Customizing Your Matrix Home Page Moving a Widget Minimizing an Open Widget Opening a Minimized Widget Closing a Widget Opening a Closed Widget MATRIX NAVIGATION OVERVIEW The Header The Navigation Bar The Tabs The Main/Body Section The Footer Section CHAPTER 2: SETTINGS Creating your signature CHAPTER 3: CONTACTS Adding a Contact Viewing your Contacts Editing your Contacts Deleting a Contact One Cart per Contact Adding Listings to Carts Opening a Cart Removing Listings from a Cart Auto Concierge Mode Create a New Concierge Mode Auto When you Approve Listings When you Reject Listings When Matrix Locates Listings for You to Review Other Notes about Concierge Mode CHAPTER 4: PERFORMING SEARCHES Selecting a Property Type Page 1 of 89

3 Cross Property Search Open House Search Search for Listings To Select or De-Select Items: Or/Not Options Text Box Data Entry Number Fields Date Fields Negative Search Need Help? Area Search Find the Value City Search Display Defaults and other Options Count on the Fly Results Actions Refine Save Carts CHAPTER 5: CUSTOMIZING YOUR SEARCH SCREEN Adding Search Fields To remove additional search fields: To change the order of the selected fields: CHAPTER 6: NAVIGATING THE SEARCH RESULTS Navigating the Single Line Search Results Selecting a Listing Selecting & De-selecting single listings Selecting & De-selecting all the listings Working with the Matrix Map To View a Photo Virtual Media History Link County Tax Records Realist Map Realist Neighborhoods Attachments Showing Time Listing Detail CHAPTER 7: NAVIGATING THE DETAIL SCREEN Selecting/De-selecting Map Additional Photos Viewing the Tax Record Contact Listing or Selling Agent Display Template CHAPTER 8: PLOTTING LISTINGS ON A MAP AND DIRECTIONS To print the map To obtain directions CHAPTER 9: NARROW OR DISCARD LISTINGS Using the Narrow Button Using the Discard Button Page 2 of 89

4 Discard Listings Retrieve Discarded CHAPTER 10: REVISE AND SAVE A SEARCH Revise a Search Save a Search CHAPTER 11: SORTING SEARCH RESULTS Sort Button Adding Fields to the Sort Fields Box Removing Fields from the Sort Fields Box Ascending/Descending Changing the Sort Order Completing the Sort CHAPTER 12: PRINT LISTING REPORTS Primary Reports CHAPTER 13: EXPORTS Export Listing Create a Custom Export Edit a Custom Export Delete a Custom Export CHAPTER 14: ING LISTINGS History CHAPTER 15: CMA REPORTS Locating Your Saved CMA s or Deleting CMA s CHAPTER 16: SAVED/AUTOMATIC SEARCHES Changing the Saved Search Settings Revising the Search Criteria Running a Full Search Running Date Since Search Running a Market Update Single Market Update: Multiple Market Updates: Deleting a Saved Search Auto What is it? Enable Auto Concierge Mode CHAPTER 17: MY LISTINGS Share Your Listings CHAPTER 18: CUSTOM DISPLAYS Editing a Custom Display: Changing the order of the Custom Displays: Deleting a Custom Display: Viewing your Custom Display: Editing your Custom Display from the Search Results Screen Printing the Custom Display CHAPTER 19: OPEN HOUSES Searching for an Open House Page 3 of 89

5 CHAPTER 20: STATS Choose a Preset and Generate the Chart Print Your Chart Your Chart Customize the CDOM (5 Yr) Preset Save Your Own Preset Using Your Preset with Other Criteria Change Your Criteria within STATS Other Notes on STATS CHAPTER 21: SPEED BAR SEARCH Page 4 of 89

6 Introduction Matrix is a flexible and robust Internet-based system that has the following features: Search Listings Search in different property categories plus cross properties. Print listings Print a variety of different reports including Customer Flyers. Contacts Store your contacts and notes regarding client information. New Concierge Mode - ing listings, auto- listings, or CMA s. history for s sent out and if they have been read by your client. Comparative Market Analysis (CMA s) Create CMA style reports that include colorful graphics and charts. Incorporate marketing material into your CMA s. Links to Realist Tax (Public records information) Perform searches, find comps, neighborhood information, flood plains, statistics, create labels and more in Realist. You can connect to Matrix from any computer with an Internet connection from anywhere, at anytime using DSL, ISDN, Cable Modem, or dial-up phone line. You can also access the mobile version of Matrix from your phone! Just go to Page 5 of 89

7 Chapter 1-Login and Logout of Matrix Logging into Matrix Open your Internet Browser and in the address line type Once you log into the Maris website you will see the Matrix button in the upper right corner, click in the box to open. The next screen you will see is the Matrix Home Page Dashboard. (Note: Your name will appear in the right-hand side of the title bar. This will display the contact information that appears on all reports generated from Matrix. Therefore, if someone else s name appears in the right-hand corner, you will need to logout and log back into Matrix with your own user ID and Password.) Logging out of Matrix To log out of Matrix simply click on Logout next to your name in the upper right corner of the screen. Note: Matrix times out within one hour if no actions have been performed. Page 6 of 89

8 Matrix Home Page Dashboard The Matrix Home page has now become a customizable "dashboard". You can move the various panels ("widgets") around and keep them open or closed. Matrix News has also been redesigned to use space more efficiently and to show you what you've read and what you haven't. Matrix News The Matrix News panel is still pinned to the upper left side of the Home page. However, it s now condensed, highlights important messages and also flags messages you ve already seen. Important New Messages When an important new message is posted, it will show opened and in your face when you log into Matrix or return to the Home page. Its entry in the News panel on the left includes a small yellow icon that flags it as important. Here s what an Important New Message will look like: You can: Read it, and then click the I ve Read This button, whereupon it will close and show in the News section as a headline only. Click the Read Later button, whereupon it will close and only appear in your face again when you next log in. Go anywhere else in Matrix as usual. When you return to the Home page, the message will appear in your face again as a reminder to deal with it. Page 7 of 89

9 Other New Messages When other new messages are posted, they show in Matrix News as emboldened headlines with the first few words of the message (the message teaser ) beneath in italicized font, like this: To open such a message, just click on it and its contents will float over the Home page. You can tell at a glance which Matrix News items you ve read (i.e., those where you ve clicked the Mark as Read button) and those that you haven t read. A message with an emboldened title and the message teaser hasn t been read yet. A message with an unemboldened title and no message teaser has been read. Whether you ve read a message or not, you can always open any message in the Matrix News panel by simply clicking on it. Old messages will continue to disappear from the list as they always have. Home Page Widgets The rest of the home page is now composed of widgets, which are little panels of information and shortcuts that you can keep open, minimized or closed and place wherever you like on the Home page. Some are familiar and some are new. My Listings The My Listings widget gives you immediate access to your Current listings, grouped by Listing Class. Clicking on a link is the equivalent of going to My Matrix > My Listings. Hot Sheets You can configure your Hot Sheets to run in two modes: Traditional or Incremental. Traditional Hot Sheet The Traditional Hot Sheet mode shows changes from a fixed starting point. Click the Customize link and choose these settings: select your Change Types: New Listing, Pending, Price Change, Back On Market, etc. set the Date of Activity to 0 (everything from midnight to now) or 1+ (everything from yesterday to now) Click Save and run your Hot Sheet from the Matrix Home Page by clicking its name (Residential, Commercial, etc.) Incremental Hot Sheet The Incremental Hot Sheet mode minimizes repetition of entries in the Hot Sheet. When you run your Hot Sheet in this mode, Matrix will track what it last showed you in your Hot Sheet and when you next log in, will only show you activity since then. Click the Customize link, choose the same settings as the Traditional Hot Sheet mode but leave the Date of Activity empty. Then click Save and run your Hot Sheet from the Matrix Home Page by clicking its name (Residential, Commercial, etc.). Page 8 of 89

10 Market Watch The new Market Watch widget supplies a graphical representation of Hot Sheet counts. You can specify the Listing Class and choose from a time period of 24 Hours, Today, 3 Day and 7 Day. Just as with the Hot Sheet, you can also customize the Market Watch for each of the Listing Classes by choosing the Listing Class in question, then clicking the Customize link to supply the criteria you wish to use to filter the results. And just like the Hot Sheets, you can revert to a standard Market Watch at any time by clicking the Reset link. Recent Use Contacts This widget displays the Matrix contacts you ve been working with recently, adding or changing Auto s or Saved Searches, etc. The contacts you worked on most recently are at the top of the list. Clicking on a contact name here is the equivalent of going to My Matrix > Contacts > [Contact Name]. Recent Portal Visitors This widget shows you at a glance which contacts are visiting the Portal. The most recent visitor is at the top of the list. It will show you when your client has classified listings as Favorites or Possibilities and how many listings were affected. Page 9 of 89

11 When you click on the icon for details, you jump directly to the client's Portal Activity display: From this display, you can immediately see which listings were classified as Favourites or Possibilities, when listings were classified as Discards and your client's most recent Portal visit history. You can visit a client's Portal Activity display at any time: Locate your client in My Matrix > Contacts and click on her name to reveal her information groups (Details, Auto s, Saved Searches, etc.). Click on the information group called Portal Activity to reveal this information. It will show the 40 most recent events over the last 30 day period. My Favorite Searches You can designate up to 10 Auto s or Saved Searches as favorites for them to appear here on the Home page in this widget. Click on a favorite s name to run that search. Click on a Manage link to jump to that favorite s management buttons in My Matrix, where you can adjust its settings, revise its search criteria, run a Full Search, Date Since search or a Market Update. Click on the Update All link to run a Date Since search for all of your favorites at once. Then click on the links of the new listings found to see those listings in detail. Concierge The Auto Concierge mode is where you can choose to vet listings located by an Auto in advance of their delivery to your clients. You can then decide whether to approve their dispatch or reject them as inappropriate for your client. The Concierge widget summarizes the vetting you need to do for affected Auto s. (This widget is not visible on your Home Page unless you have a client set up for Concierge). See Auto Concierge Mode later in this document for more details. Page 10 of 89

12 My Carts This widget gives you immediate access to your existing carts that have contents (see One Cart per Contact later in this document). Customizing Your Matrix Home Page You can now decide which widgets you want to see and where you want to see them. With the exception of the Matrix News panel, the position of which is fixed, all other widgets can be positioned wherever you like on the Home page. You can also decide if a widget should be open, minimized or closed. Moving a Widget Drag a widget by its title bar from its current location on the Home page to the place you wish it to be. Minimizing an Open Widget Hover over the widget s title bar then click on its up arrow icon on the right side to roll it up. Opening a Minimized Widget Hover over the widget s title bar then click on its down arrow icon on the right side to open it up. Page 11 of 89

13 Closing a Widget Whether a widget is opened or minimized, you can close it entirely by hovering over its title bar then clicking on the X icon on the right side. This frees the space it was consuming on the Home page. Opening a Closed Widget Closed widgets are stored in the Additional widget. Locate the closed widget you d like to open and drag it to the place you d like it to live on the Home page. The Additional widget is slightly different from other widgets in that while it can be minimized, it cannot itself be closed. Matrix Navigation Overview The Header At the top of the Matrix screen, you will see the Header. The Matrix logo will appear on the left. As mentioned above, your name and Logout will appear on the right. The Navigation Bar To use the Navigation Bar, simply hover over the menu and available choices for that menu option will open in a dropdown menu beneath. Where a dropdown choice has further options, hover over that choice to display them. You only need to click once, when the choice you seek is displayed. Page 12 of 89

14 The Tabs The Tabs allow you to navigate through the different sections in Matrix. The primary tabs are in white and the secondary tabs are in black. Under each Tab there is a Black Navigation bar containing links. These Links allow you to access other sections within a particular Tab. The Home tab contains your current Matrix Dashboard, with news, information and links to your Hotsheets, Market Watch, Contacts and other useful information. The Search Tab is used to search for listings in the MLS using Property Category searches and different search types. You can also search for Open Houses that other agents have added. The My Matrix tab serves as your personal briefcase from which you can view your Watched Listings, Saved Searches, My Listings, Contacts, Concierge, History, Custom Displays, Custom Exports, CMA s and Settings. offices. The Roster tab enables you to look up contact information for other agents or - The Stats tab enables you to quickly generate commonly used stats and charts. You can also create your own stats and save them to run at a later time. Page 13 of 89

15 - The Finance tab enables you to use the Financial Calculators, Seller s Estimated Net Proceeds and the Buyer s Closing Costs. - The Input tab is where you enter new and edit existing listings. You can also add open houses, virtual tours, manage photos and upload supplements. The Tax tab allows you to search county public records for all properties in St. Louis City, St. Louis County, St. Charles County, Jefferson County, Franklin County, Lincoln County and other surrounding counties. Notice the external web site icon on the tab that is to remind you that you will be leaving Matrix to go into Realist. - This page displays a list of the available On Demand reports. You can also set the criteria for any On Demand report by just clicking on the report name. - The Links tab enables you to access links to other commonly used sites. This is also where you can access your ShowingAssist settings. The Help tab contains a FAQ (Frequently Asked Questions) section where you can find the answers to the most commonly asked questions. The Main/Body Section Below the Navigation Bar is the Main/Body section of the page. Based on the link are action you have taken, you will see the results. The Footer Section At the bottom of every page you will see the copyright date and build number. Page 14 of 89

16 Chapter 2: Settings Creating your signature The Settings screen 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. Type or modify your signature 4. Click on the Save Signature button. Note: You can also enter or modify your signature from the bottom of the listings screen. As long as you click the Save button from either of these screens your changes will appear on all future s. Page 15 of 89

17 Chapter 3: Contacts Contact s holds the database of your clients. You ll be able to , Auto and attach to Saved Searches, and you ll be able to see if your clients have read their Auto s. You can also categorize your contacts into up to 12 categories that you can define. Adding a Contact 1. Click on the My Matrix tab. 2. Click on the Add button. 3. Enter information. Note: You must be able to have an address to save the Contact. If you do not have an address for your contact, then use your own. Note: You can enter in multiple addresses for a contact by separating each address with a semi-colon. 4. Click the arrow on the Category box for selections, or click on Customize to create a new category. 5. Click on the Add button Page 16 of 89

18 You can also add a Contact after performing a search. After viewing your search results, click on Save As, click on New Auto , click on Create New Contact, enter your contact information, click on Add and then choose how you would like your contact to receive their information (Concierge or Scheduled). Viewing your Contacts To view the contact information, use the following steps. 1. To view click on the contact s name. a. To review the saved search(s), click on the Save Search Name link. 2. To view contacts by category, in the Filter Contacts click on in the category, then in the next box, choose the category desired. Editing your Contacts To edit contact(s), follow these steps: 1. Click on the Edit Contact link. Make changes. 2. Click on the Save button. Deleting a Contact To delete a contact(s), follow these steps: 1. Select the Delete button. 2. Click on OK button to confirm the deletion. One Cart per Contact You can now have one cart for each of your contacts. When scanning a set of listings, you can then quickly add a listing that might interest a particular contact to her cart. You can then display that cart and easily peruse, print or its contents. Page 17 of 89

19 Adding Listings to Carts 1. Select Some Results As before, this process begins with a set of listing search results. Select those listings you wish to push to a cart by checking their selection check boxes. 2. Locate and Pick the Cart You Want If you haven t been using carts in this session, you ll see the Carts button on the lower right portion of the results button bar. Use the drop down on the Cart button bar to expose your list of carts, then either click on your desired cart if you see it or click on the "- more (click) --" choice to expose the other available carts. Once you've located the cart you seek, simply click it to select it. 3. Click the Add to Button With your chosen cart showing on the Cart button bar, click the Add to button to add your selected listings to this Cart. To add the same selected listing(s) to another cart, select that cart and click the Add to button again. If the cart already contains one or more of the listings you attempt to add, Matrix will tell you in the new confirmation message area in the upper right corner of the screen. Opening a Cart There are a number of ways to open a cart. 1. Any Cart: From a Search Results Screen If you happen to be looking at a set of search results, use the drop down on the Cart button bar to expose your list of carts, then either click on your desired cart if you see it or click on the "- more (click) --" choice to expose the other available carts. Select the Cart you seek, and then click the Open button. 2. Any Cart: From the My Carts Widget on the Home Page Carts with contents will show in the My Carts widget on the Home page. Click on the cart you seek. 3. A Property Type Cart: From the Search Screen To open a Property Type cart display the main Matrix Search page and click on the corresponding link. 4. Any Contact's Cart: From the Contacts Screen Page 18 of 89

20 Visit My Matrix > Contacts and click on the number in the new Cart column that corresponds to the contact in question. 6. A Contact's Cart: From the Contact Button Bar Visit My Matrix > Contacts > [contact name] to expose the Contact button bar. Click the Open Cart button. Removing Listings from a Cart Locate and open the cart you seek using one of the methods discussed above. Then select the listing(s) you wish to remove and click the Remove Checked button on the Cart button bar. To empty a cart, simply select them all using the Check All link on the upper left, and then click the Remove Checked button. Auto Concierge Mode Concierge mode is an additional type of Matrix Auto where you review matching listings before they go to your client for viewing on the Client Portal. This can be handy if you need to use a broad set of search criteria to catch all the possibilities but you don't want to bother your client with listings that may not be an exact fit. In summary, the process works like this: create a new Auto select Enable Concierge Mode instead of specifying a schedule When Matrix advises you there are listings to review, decide which listings to approve and which to reject. Only those you approve are ed and made available on your client's Portal. While a Concierge Mode Auto will require more work on your part than a standard Auto , it may be just the ticket for a client that you want to manage closely. Page 19 of 89

21 Create a New Concierge Mode Auto 1. Save As > New Auto Like any new auto you set up, the process begins by running and revising a search until you're happy the search criteria are giving you reasonable results. Then save the search as a new Auto 2. Select Concierge Mode Next, in the Settings section of the resulting Save a New Auto page, check the Enable concierge mode check box. 3. Finish the Setup When the screen redisplays (the Schedule section at the bottom is removed as it's no longer necessary), decide whether you'd like to optionally receive an when Matrix finds matches for you to vet (keep in mind that you'll be able to easily see when there are matches awaiting your vetting from just about anywhere in Matrix - see below). Then click the Save; Go to Approvals button to proceed to the Concierge Approvals Page. 4. Concierge Approvals Page: Approve or Reject Initial Matches The initial to your client has not gone out yet as you must approve or reject the listings your search is currently finding. Here on the Concierge Approvals Page, you'll see those listings. This is where you decide which listings you want your client to see and which you don t. On this Approvals screen you can: approve all of these listings by clicking the Approve and Send All button (no selecting required) select the listings you want Matrix to send to your client now, then click the Approve and Send Selected button select the listings you want to reject, then click the Reject button Notice above the Approve and Send button the note "Optional message cannot be included until recipient first views listings". This is your reminder that once your client has started visiting the Portal, when you approve subsequent listings you'll be able to add a pertinent note to the they'll receive. Page 20 of 89

22 When you Approve Listings Here's what happens when you click the Approve and Send button: listings you're approving are added to The Portal and an is immediately dispatched to your client (for this reason, select all your approved listings and click the Approve and Send button just once, rather than selecting one, hitting the button, selecting another, hitting the button, etc.); listings you're approving drop off the Concierge Approvals Page as you've dealt with them; Once you approve a listing, it remains approved "forever". This means you won't have to re-approve it if, for example, its price changes later on, as long as it continues to match the Auto 's search criteria. When you Reject Listings Here's what happens when you click the Reject button: listings you're rejecting are not added to The Portal and no is sent to your client; listings you're rejecting drop off the Concierge Approvals Page as you've dealt with them; Once you reject a listing, it is rejected "forever" and will not be presented to you again to vet should it change price, go off-market then return, etc. (though you can change your mind as discussed in Periodically Check the List Rejected Listings below. When Matrix Locates Listings for You to Review 1. Go to the Concierge Approvals Page Once you've completed the setup described above, Matrix goes to work as usual, looking for new, price changes or back-on-market listings that match your Concierge Mode Auto 's criteria. When new matches are found, Matrix alerts you in various places (including by , if you chose this during setup). The main two ways are: the "Alert!" message at the top of most of the Matrix screens; and in the Concierge widget on the Matrix Home page. They look like this: Page 21 of 89

23 Or You can use either method to drill in and arrive at an Auto 's Concierge Approvals Page. As described on the previous page, select listings to approve and those to reject as follows: 2. Approve Listings Select all the listings you wish to approve. Following your client's first visit to the Portal after receiving your initial batch of approved listings, when you approve subsequent batches of listings, you have the ability to include an optional note about these listings you're approving. Click the "Optional: Message to include in to client" box to enter your message as desired. Then click the Approve and Send button. 3. Reject Listings Reject the remaining listings and click the Reject button. Page 22 of 89

24 Neither Approve nor Reject? You can leave some listings neither approved nor rejected to decide on them later. However the alert will remain until you decide on the fate of all its listings. You really should make a practice of either approving or rejecting a listing. Note: Your client will NOT receive an until you reject and/or approve listings. Other Notes about Concierge Mode My Matrix > Auto s A new Unsent Results column has been added to this display to give you another way to quickly access to any outstanding alerts. Click on the number in this column to immediately jump to the corresponding Concierge Approvals Page. Review Summary When you open any Concierge Mode Auto in the Auto screen, you get a quick summary of the listings still to be reviewed, the number you've rejected and the number you've approved to-date. These are links you can click. Click on an unsent count to go to the Auto 's Concierge Approvals Page and review them for approval or rejection. Click on a rejected count to go to the Auto 's Concierge Approvals Page, where you can view them or change your mind and change them from rejected to approved. Page 23 of 89

25 New Status Icon Notice that a new Amber icon has been added to the Auto status column. In general, Amber means the client has not yet checked the Portal. Concierge Menu Use this new screen to quickly jump to all of your Concierge Mode Auto s. For any with listings to review (showing in the Unsent column), click the corresponding client name to jump to its Concierge Approvals Page. To see a real-time list of listings you've previously rejected, click the link in the Rejected column. An Emboldened line means you've not yet perused that list. Changing From Concierge Mode to Regular Mode You can change a Concierge Mode Auto to a regular Auto by visiting its settings and unchecking the Enable Concierge Mode check box. Page 24 of 89

26 You'll then see a message like this, advising that any listings waiting review and all those that you'd previously rejected will be immediately sent: To proceed, click OK, then set up the delivery schedule as you would for a regular Auto . Regular Mode to Concierge Mode You can also change a regular Auto to a Concierge Mode Auto by visiting its settings checking the Enable concierge mode check box. Once you save this change, all new matches from that point forward will generate an alert that you must respond to as discussed above. All listings on the Portal prior to the change remain there and are deemed "approved". Alert Notification s to You If you chose to receive an when Matrix has listings for you to review, this message will come to the address Matrix has on file for you. The message will quote the name of the contact and Auto in question and remind you to login to Matrix to review and either approve or reject the matches found. Concierge Mode to Yourself? If you like to test auto s by setting yourself up as a test client, you'll find that you can't enable concierge mode if you are the intended recipient. Of course, if you have another address that is not the one we use for you in Matrix, you could use it. Once you reject a listing, it is rejected "forever" and will not be presented to you again to review should it change price or go off-market then return. For this reason, it would be wise to periodically check your Concierge Mode Auto 's rejected listings. You can do this at any time via the Concierge Menu. Page 25 of 89

27 Chapter 4: Performing Searches To search for properties in Matrix, click on the Search tab at the top of the screen. (Note: To search for tax records click on the Realist Tax Tab.) Selecting a Property Type Residential, Multi-Family, Residential Lots, Acreage & Farms, and Commercial & Indr. are the different property types you can search for in Matrix. You will find Condo/Coop/Villa and New Construction under the Residential Search. You will also find Multi-Family 2-4 and Multi-Family 5+ under the Multi-Family search. Cross Page 26 of 89

28 Property will give you a combined view of the different property types listed above. If don t know the property type utilize the Cross MLS# or Cross Street/Address search if you have a MLS# or an address. After selecting the Property Type you may then select your search option: Detail This will give you several Listing Feature fields to work with to assist narrowing down your search. (i.e., Fireplace, pool, etc.) Quick These fields include the most common used in a search. MLS# - Search by typing in the MLS #. For multiple MLS# s, separate by comma s. (702406,701327,703546) If you would like to search for a different property type, simply click on the Search tab. This will display the different property types again, allowing you to make a different selection. Cross Property Search If you do not know which property type you should search for, click on the Cross Property link. This allows you to search across all property types at the same time. Use this option if you cannot find a specific listing or if you are not sure how the agent listed the property. Open House Search This will allow you to search for houses being held open by area, city, county, etc. Search for Listings To perform a search, select one of the search template options available (Detail, Quick, or MLS#). The search screen will display the search criteria fields. (Note: Additional search fields can be added to customize search template.) Page 27 of 89

29 To Select or De-Select Items: Single Item To select a single item, click on that item once. Multiple items To select more than one item, hold down the CTRL Key on the keyboard and click on the items desired. De-selecting To De-select an item, hold down the CTRL Key while clicking the item to De-select. Or/Not Options Or Not Locates listings that match ANY of the Items selected Locates listings that DO NOT have the item(s) selected Text Box Data Entry The text input box accepts both letters and numbers. Street Name, Zip Code etc., are examples of Text Box Data Entry fields ( * ) Use the asterisk as a wildcard, or substitute for any portion of the name of which you are unsure. Example: Oak* will search for all listings beginning with Oak, Oakwood, etc... This will include street type too. i.e. Street, Lane. Road, etc... (,) Use a comma to separate multiple items in a list. Example: 90278, Note: Do not use (,) comma s for the number fields. Number Fields The different Number 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 Date Fields For List Date and Status Dates the different formats are: 4/20/2005 to find April 20, /20/2005-4/27/2005 to find a date range from April 20th to April 27th /20/2005+ 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. Note - The Do s and Don ts are: You can use a two digit year format. Ex: 4/20/05. Do not use the List Date and the Status Date at the same time. List Date cancels out Status Date. Page 28 of 89

30 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!90278 in the ZIP Code field. Separate multiple items with commas. For multiple negative items, be sure to put the exclamation mark before each field. 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 For the Area search you have an input box. You have the choice of either typing in the Area numbers or selecting the areas using your mouse. For example Area: 399, When typed, the area numbers and corresponding cities will be highlighted. If you do not know one or more codes, click on the to find the value. Find the Value Page 29 of 89

31 In the resulting pop-up box, start typing the name of the Area in the Search For box. As you type, the Available Options list will narrow. When you see the item you want, double click the name (or single click it and click the > button). This will move your item to the Current Selection box. Once you have all the items you want moved to the Current Selection Box, click the Done button. The search field will now contain all the codes you selected. Note: Some cities are abbreviated. City Search Select the interested cities. The cities are listed in alphabetical order. You also can use Find the Value by clicking on the magnifying glass next to city. Display Defaults and other Options You have the ability to save your preferred defaults for the display type, the count of listings per page and the sort order, for each of the following sets of results: Listing search results CMA Comparables Concierge Auto listings for approval or rejection Listings on the My Listings page Page 30 of 89

32 These settings are Listing Class specific. For example, you can set your Residential listing search results to initially display results using the Single Line display, 50 per page, sorted by School District (Ascending order), then by Price (Ascending order). The parameters you choose for your CMA Comparables or for your listings as shown on My Listings could be entirely different. To set these choices, locate your set of listings in the desired Listing Class and category noted above. Then: if you need to change the sort order and can achieve the desired order by clicking once or twice on a column heading, do so. For a more complex sort order, select the Refine segment on the new button bar (on those displays where it is now available) and click the Sort button. Choose the field(s) you wish to sort by by locating them in the Available Fields box and double-clicking to add them to the Sort Fields box. If you wish descending order double click the field as it appears in the Sort Fields box. Then click the OK button. set the Display type and count of listings per page as required. Then click the Set/Clear Defaults icon (a small cog) and choose the option "Set current display, sort order and count per page as my Search starting default": Page 31 of 89

33 Count on the Fly When in a search screen, Matrix will calculate the number of matching listings as you enter and change search criteria. This "count on the fly" is located at the bottom left hand side of the screen. When you hover over the count, it becomes a link you can click to see the Search Criteria chosen. Results Once you specify your search criteria, you have several choices. Click on the Map Tab or the Map Button to immediately see your search results plotted on the Matrix Map. There s no need to first display your results and select the listings you wish to see on the map. Click on the Results Tab or the Results Button to immediately see your search results in your favorite display. Page 32 of 89

34 You can also hop between your search results displays, the map and your search criteria. Simply click the Criteria, Map or Results tabs as required. Actions Refine Click on the Actions segment to access the functions to: return to your search criteria to revise your choices or print selected listings pass selected listings to the CMA or the Directions areas generate statistical charts or tables export all or selected listings Click on the Refine segment to access the functions to: view the search results through the eyes of one of your clients to see which listings may have been sent to the client's Portal. You'll see the date ed and whether your client has classified any listings as favourites, possibilities or discards. narrow the results to only those selected discard the selected listings (or "Un-Discard" to reverse a Discard operation) sort the results in a particular order (Results view only; not Map view) Page 33 of 89

35 Save Carts Click on the Save segment to access the functions to save your search as a: New Saved Search New Auto New Speed Bar Shortcut Click on the Carts segment in order to: Add selected listings to the Cart currently displayed in the bar View the contents of the Cart currently displayed in the bar change carts in order to add to or view its contents Page 34 of 89

36 Chapter 5: Customizing Your Search Screen Adding Search Fields If you need to be more specific on your search, you can add additional fields. 1. To add additional search fields: 2. Click on the Add link next to Additional Fields, near the bottom of the search screen. 3. In the Available Fields box, which is in alphabetical order, select the field(s) that you want to add to your search. 4. Double click the field name or Click on the Add button in between the boxes. 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. 5. When completed, select the Back button To remove additional search fields: 1. Click on the Add/Remove link, next to Additional Fields at the bottom of the screen. 2. In the Selected Fields box, select the field that you want to remove. You can select as many fields as you like. 3. Click on Remove Button This will move the highlighted field to the Available Fields box. 4. Select the Back button Page 35 of 89

37 Note: It will not accept fields that already appear on the existing search template. To change the order of the selected fields: 1. Click on the field in the Selected Fields box that you want to move. 2. Click Up or Down to move the selected field in the desired order. 3. Select the Back button The search criteria screen will reappear. Scroll down to the bottom of the search screen area to view the search fields that you have added. Complete the fields. Note: Be aware for future searches that these fields will remain until you remove them or reset your values with the fields. Page 36 of 89

38 Chapter 6: Navigating the Search Results Navigating the Single Line Search Results At the top of the search results display page, just below the blue navigation bar, Matrix will display the following information Example: 1-9 represents the numbers 1 thru 9 of the matching listings 9 represents the total number of matching listings that are selected (Note: Remember from above you can select 10, 25 or 50 listing per display page.) If there is more than one page of listings, use these links to navigate: Previous Takes you to the previous page of listings Next Takes you to the next page of listings Numbers Advances to a specific page Bottom Advances to the bottom of the search results screen Top Advances to the top of the search results screen Selecting a Listing Use the check box to select listings. Selecting & De-selecting single listings To select a listing that would allow you to do many actions, click in the check box to the left of the listing. A check mark will appear in the check box and the listing display will turn blue to indicate that you have selected that listing. To de-select the listing, click in the box again and the check mark will disappear, indicating that the listing is no longer selected. Page 37 of 89

39 Selecting & De-selecting all the listings To select all the listings on the current page, click in the first check box at the top of the page or select the Check all # Link. This will put a check mark in all the boxes on the current page, indicating that they are all selected plus turn the items to blue. If you click in the check box at the top of the page again, the check mark will disappear or the Un-check all # all the listings, indicating that none of them are selected. Working with the Matrix Map You can drag the map and zoom in or out to show the particular section you re interested in. Using the Control Bar at the top of the map, you can: See how many of your search results are currently visible on the map. See how many of your search results are currently selected. Page 38 of 89

40 Select ALL search results; select None of your search results; select all search results currently visible on the Page; turn on click-select mode so that you can click on a listing s pin to select it; turn on drag-select mode so that you can select all the listings in a rectangle you drag over the map. Draw a circle, rectangle or polygon on the map then, by hovering over the shape s red control dot, select to either show only the listings in your shape or to eliminate all the listings in your shape. The final control in this group will erase all the shapes you ve drawn on the map. Re-center your map to its starting position; jump to one of the Matrix s predefined map views of our trading area or to a particular address; set the current map view as your default view when you show the map. The pin of a selected listing turns into a blue check mark. If you re not in click-select mode, clicking on a pin will reveal a small pop-up of information about that listing. Click the pin again to close the pop-up. Occasionally, a listing in our search results may not appear on the map. This is generally because the list agent has not plotted the listing correctly during Input. Matrix will indicate this when you display the map. You can hover over Why? in the message for details. Missing listings can also be accessed directly by clicking the warning phrase as shown here. When you encounter such listings, contact the list agent or report the listing. Page 39 of 89

41 To View a Photo The controls used to display listing photos allow you to browse through a listing's photos more quickly and intuitively. There are two controls: one built into the Thumbnail and Full displays; and one larger photo viewer. Viewer on Thumbnail and Full Displays Photos now appear in a control like this: The functions on the bar below the photo operate as follows: Hover to Reveal Hover over the photo to reveal the previous and next browse arrows left/right. Click on them to swiftly move through the listing's photo set. As you move through the photo set, the counter shown below and to the left of the photo cell will change. Jump to the Larger Photo Viewer. You can also do this by simply clicking on the photo itself. Open the traditional Thumbnail and Album views in a separate popup. Start and stop the slideshow, now an endless loop. Larger Photo Viewer When a listing's larger photo viewer is displayed (see above to access), the body of the Matrix screen is greyed out and inactive in the background and the larger photo control appears on a panel in the foreground. The functions on the bar below the photo operate the same way with one exception. The icon to jump to the Larger Photo Viewer is replaced with this one: Clicking it displays a thumbnail view of all the listings photos. Clicking on any one will take you to its large photo view. Close the Larger Photo Viewer by clicking its X button in the upper right corner. Page 40 of 89

42 Virtual Media This link will take you to the virtual media stored for that listing, enabling potential buyers to view properties before actually going to the location. History Link The History Link provides Status and Price Changes. The history goes back to This includes any properties that are on the MLS. The other uses are: County Tax Records This link will take you to the County Tax Records (Property Details) of the property selected. This 3rd party tool has many features for your review. Realist Map This link will take you to the Realist Map, showing where the property is located, and will also allow you to use all mapping tools available. Realist Neighborhoods This link will take you to the Neighborhood Profile information for the property. Attachments This link will open a window, showing all available attached documents for this listing. Page 41 of 89

43 Showing Time If Showing Time is selected for a listing, the schedule window will open. Listing Detail To view listing details, click on the listing s MLS number to display the complete listing information. Please refer to next chapter for detailed instructions. Page 42 of 89

44 Chapter 7: Navigating the Detail Screen There are different links and icons to perform different functions. Selecting/De-selecting Selecting a listing works the same as on the Listing Summary screen. The selection box is to the left of the address line. To select or deselect the listing, click in the selection box. On the Detail screen Matrix makes it easy to tell if a listing is selected. A white background indicates that the listing is not selected and a blue background indicates that the listing is selected. Any listings you select on the Detail view will remain selected when you return to the Listings Summary screen. Map Click on the map and it will re-display the map and its features. Refer to the previous chapter regarding To Map a Listing for instructions. Page 43 of 89

45 Additional Photos To view additional photos, hover over the photo and click on the arrows. You can also click on the four arrow icon for a larger view, click on the multiple pages to open all or click on the arrow for the slideshow. Viewing the Tax Record Matrix allows you to quickly view the associated tax record for the listing. The Tax ID number is in the middle of the screen under the Listing Details section. If you click on the Tax ID number, a window will open to show the tax record for the property. Note: New construction could have Tax ID # s of and will not link to a property record. In order for the link to work, the Tax ID number must be valid. If you click on the link and the listing agent did not enter a valid Property ID number, a window will open letting you know that Matrix could not find the tax record. Viewing Tax and Detail Information at the Same Time Matrix allows you to quickly view tax information by clicking the small down arrow at the bottom of the Detail screen; there is also a Detail with Realist Tax report. Contact Listing or Selling Agent Click on the Agent s Office or Agent s Name and that will display the contact information. Display Template There are a number of standard templates that are listed down below. In addition to these you have any custom column reports that you have saved in Matrix. (Adding your own custom column reports is covered in Chapter 19-Custom Displays.) Just below the blue option buttons you will see the following Display pick list. Use this pick list to change the way the listings are displayed on your screen. If desired, click on the display count. Matrix will automatically show the listing information in the display format you chose. Repeat these steps to view other available formats. Any custom column reports that you have designed will appear at the top of the pick list. Page 44 of 89

46 Chapter 8: Plotting Listings on a Map and Directions Matrix can plot multiple listings on a single map. For a single listing, simply click the globe icon on the listing display. An interactive map showing the listing location will open in a pop-up box. To plot multiple listings on a single map, select the listings that you would like to plot on the map and click the Map tab on the top right. Matrix will display a map showing all of the listings that you selected. A push pin will indicate each listing s location. On the right side of the map are controls to adjust the map size and to zoom in or out. You can also choose between Road, Automatic, Birds Eye, and Re-center on the left. To print the map Select Print at the bottom of the screen. Page 45 of 89

47 To obtain directions Select Directions at the bottom of the screen to obtain directions from one listing to the next. You will be able to change the order in which the homes will be mapped, add a start and add a stop if desired. When finished with the map click on Back to Results to go back to the listing results screen. Page 46 of 89

48 Chapter 9: Narrow or Discard Listings Matrix gives you two different ways to work with your search results when you are selecting or de-selecting properties. When you are viewing the Search Results Screen you will see a Narrow and Discard Button at the bottom of the screen. Narrow Button: for selecting the properties you want to keep and deleting the other listings. Discard Button: for deleting the selected listings. 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 changed to reflect only those listings you keep in your results. Using the Narrow Button To narrow the search, un-select the listings that you do not want included in your list. 1. Select the listings you want to keep. 2. Click on Narrow Button. All but your selected listings will be removed from your results Using the Discard Button The Discard button allows you to delete these listings from the displayed results. After clicking on the Discard Button, Matrix will add a Un-Discard Button if you would like to retrieve the listings you previously discarded. Note: There is a limit of 50 discarded listings that you can Un-Discard per search. If you find that you are always using this function, there is a possibility it would be better to refine your search so you would not have to discard as many listings. Discard Listings 1. Select the listings you want to discard. 2. Click on Discard button. The selected listings will be discarded from your search results. At the bottom of the search results screen you will be able to 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. Page 47 of 89

49 Retrieve Discarded To add discarded listings back to your search results click on the Un-discard button. After you click on the Discard Button, Matrix will add the discarded listings back to your search results. Note: Any listings that have changed and no longer meet your search criteria will not be added back to your results. Page 48 of 89

50 Chapter 10: Revise and Save a Search Revise a Search The Revise feature allows you to modify the search. In many cases you may want to change some of the initial search criteria to refine the search. To revise the search, click on the Revise Button which is located just below the search results. This will take you to the Search screen with all the current criteria already entered, simply make the changes needed and select Results again. (Note: If you are familiar with the Internet, 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 Revise button.) Save a Search The Save button allows you to save your current search. The Saved Searches are stored in the Saved Searches section of My Matrix. Steps to Save a Search: After your search is complete and you are content with your search criteria: 1. Click on Save and then New Saved Search, the Save Search Criteria text box will appear. 2. Type a name in the Search Name box. Page 49 of 89

51 3. Or, you may click on the name of the contact you want to attach this search to by clicking on the down arrow of the Contact box. Or you may also Create a New Contact, by clicking on Create a New Contact and filling in the required information. (This is optional) 4. To include the search on the Home Page as a Favorite Search link, check the box labeled Enable as Favorite Search on Home Tab. Note: When you log into Matrix, the Saved Search will appear on the Home Page, under, My Favorite Searches. There is a limit of 10 Favorite Searches. 5. Click on the Save button. If you do not want to save this search criteria click on the Cancel button to return to the search results without saving the current search criteria. Page 50 of 89

52 Chapter 11: Sorting Search Results In Matrix, if you have 500 or fewer search results, Matrix will automatically sort by Status and Search Price (both in ascending order). You can also custom Sort your search results. Along with multi-level sorts, you also have the ability to sort the columns in ascending or descending order. Sort Button To create a custom sort, click the Refine button, then the Sort button at the bottom of the screen. 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. Page 51 of 89

53 Adding Fields to the Sort Fields Box To add fields to the Sort By: box, follow these steps: 1. Click on the field(s) you desire in the Available Fields box. Note: You cannot use fields already used on the Search Results screen. 2. Click the Add Button. Note: Double clicking on the field name will also add the field. That field will be added to the Sort Fields box Removing Fields from the Sort Fields Box To remove fields from the Sort Fields box, follow these steps: 1. Click on the field you want to remove in the Sort Fields box. 2. Click on Remove button. Ascending/Descending When you first add a field to the Sort Fields box you will see Ascending to the right of it. This indicates that the field will be sorted 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, indicating that it will be sorted in descending order. Changing the Sort Order The fields will be sorted in the order in which they appear in the Sort Fields box. To change the order: 1. Click on the field name you want to move. 2. Click the Up button to move the field up. 3. Click the Down to move the field down. Completing the Sort Click on the OK button to close the sort window and view your re-sorted search results. If you do not want to change the sort order, simply click on the Cancel button and the window will close without changing the sort order. Note: You can save your re-sorted search results by using the Save button. Page 52 of 89

54 Chapter 12: Print Listing Reports All print functions are consolidated into a single Print button in the Actions segment of the button bar. When you select one or more listings and click the Print button, you ll see this multipurpose report selection screen: Primary Reports Initially, the Primary Reports tab is displayed. You have several printing options: One or more: If you d like to print just one report, simply click it. If you d like to print more than one, hold down your Ctrl Key (Option key on Macs) to make further selections. Include Agent Header: If you d like to include your personal header, chick the Print agent header & footer checkbox, then choose the page options you wish it to appear on. NOTE: Selecting this option will include the Matrix Presentation Header you created in My Matrix > Settings > Header & Footer. Include Search Criteria: If you d like your report to include the search criteria you used to arrive at this set of listings, check the Print search criteria checkbox. Page 53 of 89

55 Exclude Listing Photos: If you d like to save ink by excluding listing photos from your report(s), check the Ink Saver checkbox. After you ve selected your options you can: PDF: The recipient(s) will receive a typical Matrix with a link to a PDF showing the report(s) you selected. Print PDF: Generate the same PDF as an recipient would receive but display it on the screen for you to view, print or save. Preview: Use this button in advance of the Print button to see what your report will look like. Print: Use this button to send your report(s) directly to paper. Note: When you click this Print button, you ll be employing your browser s print function. Your browser may be set to print headers like the web page address or footers like the date or time that you d prefer not to see on these reports. If so, before printing, visit your browser s Page Setup area to turn its headers and footers off. The various single line Primary Reports print best in landscape mode; the Thumbnail, Full and Map Primary Reports print best in portrait mode. After you click the Print button here in Matrix, choose your printer on the resulting panel then check its Properties and change the page orientation as required. Additional Reports You can also print one of several other reports listed under the Additional Reports tab. To see them all: Page 54 of 89

56 You can select one or more of the reports. You can also: Print to PDF: to generate a PDF to view, print or save to your hard drive. PDF: to send an to your client containing a link to a PDF containing your chosen report(s). Page 55 of 89

57 Chapter 13: Exports Matix allows you to download listing data into files that can be opened by a text reader, eneighborhoods, Microsoft Excel, Top Producer, Online Agent or RealAgent. Both standard and custom exports are available. Export Listing On the search results page, select the listings you want to Export. Note: If you do not select any listings, your entire search results will be exported. 1. Click the Export button at the bottom of the search results screen. The number of records selected is in bold, at the top left of the screen. If this does not look correct, click the Back to Results button to go back and revise your selections. 2. Click the Export File Format drop down box to select an Export from the list. 3. Click the Export button. A pop-up box will give you the option to Open, Save, or Cancel the file. If you click Open, the file will open in Microsoft Excel and you can proceed with your objective. Page 56 of 89

58 If you click Save, you can save it to your computer and open it with the program of your choice. 3. Click the Save button. Name the file and choose a location on your computer (or network) to save the file. Depending on your Windows version, either you will see a Download Complete window of which you can click the Close button. Or you will be prompted to save the file. Reminder: It will save it as a text file. If you want to view the file as a spreadsheet, open Microsoft Excel. Select File>>Open from the Excel menu. Depending on what Microsoft Excel version you have, you may be prompted to convert the text file. In the File Open dialog box, select Text Files in the Files of type section. You should now be able to see your Export file. Click to select it and click the Open button. You will now go through several simple steps of Excel s Text Import wizard. In step 1 of 3, leave the default Delimited selected for Original data type. Click the Next button. In step 2 of 3, leave Tab selected as the delimiter if it is a standard export or a custom export where you chose Tab as the delimiter. If it is a custom export where you chose comma as the delimiter, uncheck Tab and check Comma. Page 57 of 89

59 Click the Next button. In step 3 of 3, you have the option to format each field column from here and choose columns not to import. It may be easier to skip this step and do all formatting from within the Excel spreadsheet. Click the Finish button. Your Export file will open as an Excel spreadsheet with each field in its own column. Create a Custom Export 1. Click the My Matrix tab, and then click on Settings, then the Custom Exports link. This will take you to the Manage Custom Exports screen: Page 58 of 89

60 2. Under Table Type, you can choose between Listing, Roster, History, Openhouse, and Media. 3. The Table drop down menu includes the different property types. Select the property type. Page 59 of 89

61 4. For a new Export, click the Add Export button. This will take you to the Set Export Definition screen: 5. Type in an Export Name and Export Description. 6. Select the desired fields from the Available Fields box. To make a selection, click on a field name to highlight it. a. Double click it or click the Add-> button to move it to the Export Fields box. 7. To remove a field, click to highlight it in the Export Fields box. a. Double click it or click the Remove<- button to remove it. 8. To change the order of an Export Field, click to highlight it in the Export Fields box. Use the Up and Down buttons to move it up or down in the list. 9. For column headers of the selected fields in the first row of your export, click the checkbox next to Include Column Names in first row. 10. The default Separator (to separate fields from each other) is a Tab. This should work for most of your exports. If you prefer, you may select Comma. 11. When completed, click the Save button. On your next export, do a search. Follow the instructions at the start of this chapter to download your Export file. Page 60 of 89

62 Edit a Custom Export 1. Click on the Custom Export. 2. Click the Edit Export button and the Set Export Definition window will appear. Proceed with your edits and select Save. Delete a Custom Export Click the Delete button. In the confirmation box, click the OK button. Your selected Custom Export(s) are now deleted. Page 61 of 89

63 Chapter 14: ing Listings Matrix allows you to easily listings to your clients. Before you go to the screen, you will want to select the listings that you would like to from your Search Results screen. 1. Click the check box next to each listing to make your selections. Note: The button will be grayed out until you select at least one listing. 2. Once you have made your selections, click on the button to go to the Screen. At the top of the Screen is the number of listings that you have selected to from Matrix. You will see the Send and the Cancel buttons which are located at the bottom of the screen. If you decide you don t want to send an at this time you can click on Cancel to return to the screen you just came from. At the top of the screen you will see the From line, where your address will appear. If your address does not appear, contact your Association. Page 62 of 89

64 Next you will see the To box. All of the contacts you have saved in Matrix can be accessed by clicking on the To icon. 3. Click on the contact s name. To select more than one contact hold down the CTRL key while clicking on the additional contact names. Note: The contact s name is associated with their address. a. If you are ing listings to individuals that are not on the Contact List, type their addresses in the To, CC or BCC field. Page 63 of 89

65 The fields shown above work the same in Matrix as they do in your regular program. Here is a brief explanation of what each of these fields is for: To: Enter the address of the person you are sending the message to. CC: (Carbon Copy) The addresses in the CC: box will receive a copy of the . BCC: (Blind Carbon Copy) The addresses in the BCC: box will receive a copy of this , but their addresses will be hidden from the other recipients. Note: Multiple addresses can be entered by separating them with a comma. 4. You have the option of Bcc me a copy of this message. This feature will also send you a copy. 5. Type in the Subject: box it what your is in regards to. 6. Type in your message under body. Your signature will appear at the end of your message. (For your signature to appear, you must first add your signature under Settings, in the My Matrix tab. 7. Click the Send button to send the . After the is sent you will see an Sent confirmation message with details. Keep in mind that this message indicates that the message was sent, not that it was received. Note: If you have ed to an invalid address, a notification will be sent to your public account. To perform another search, click on the OK button, and you will be returned to your search. History Matrix keeps track of all s you send through the system for 90 days. To view your history, click on the My Matrix tab and then the Sent link. Page 64 of 89

66 You can Search your Sent , or Show s sent by choosing a Filter from the drop down box in the top right of the screen: Click on any column header to sort the s by that column in ascending order. Click the column header again to sort in descending order. To see more detailed information click the dropdown arrow to the left of the screen: Note: The information in this system is dynamic, so that you will be viewing the listings as they are at the time you click the links. This means you will be able to see their current status. In the Auto section, you can view the date/time that the recipient first viewed the listings and when they were last viewed. Page 65 of 89

67 Chapter 15: CMA Reports To prepare a CMA (Comparative Marketing Analysis) report you must first conduct a search for similar properties. You will then be able to build your own personal CMA for your client, including being able to upload your own custom pages. (See Chapter 4- Performing Searches). 1. Select the listings for the CMA, by placing a check mark in the box next to each listing desired. 2. Click on the CMA button at the bottom of the page. 3. The CMA Wizard will now walk you through the steps along the top of the screen. You may first select a Contact Name, Create a New Contact or simply go to the next step in your CMA. 4. Click on Pages to select the pages you would like to include in your CMA, you will be able to choose pages from Cover, Subject/Adjustments, Comparables and Static. You are now also able to upload up to five PDF files containing custom content for your CMA. This means you can now include your resume, personalized versions of some of the standard boilerplate pages or anything else you d like to include in your CMAs. A PDF file you upload here can be comprised of one or more actual pages of information, as long as the file does not exceed 250KB in size and will print to 8.5 x 11 paper (either portrait or landscape orientation is acceptable). Note: Click on the + next to each choice to see pages available under that tab. The pages chosen will determine the tabs that will appear at the top of your CMA that you will then be able to click on and complete. To select multiple pages, hold down the Ctrl key on your keyboard as you make your selections. Page 66 of 89

68 To add a custom page, click on the Browse button, locate your PDF file on your computer and select it to return to this panel. Click the Upload button, which should now be available for use. When the upload is complete, you can upload other files in the same manner. Be sure to preview your files to ensure they uploaded successfully. Amend their descriptions as required (the descriptions are what you ll see in the Pages > Available Pages box). Use the Move buttons to order your custom pages as required. Then click the Save button to save your new pages. Back at the Pages step of the CMA Wizard, you ll find your custom pages in their own branch in the Available pages box. Page 67 of 89

69 Choose them and order them like any other CMA pages. If you d like to include them in your set of default pages, click the Set as Default link once you ve prepared the Selected Pages box. Note: to approximate the look and feel of the standard CMA pages, use Arial 16pt Bold for titles, Arial 10pt Regular for regular content and Arial 8pt Regular for footers. If you create a custom page in Microsoft Word, you can use the Save As feature to save it as a PDF. Or you can use a free PDF converter like CutePDF. When you need to add or replace custom CMA pages, simply click the Upload Custom Pages link, select and delete the pages you want to remove and/or upload new pages as described above. Another new page that can be added to your CMA is Comparables on Map. This page will show your comparables on a map. The page is comprised of a map containing numbered pins and the addresses of each pin in a legend on the right. If you would like to include the map page in your set of default pages, click the Set as Default link once you ve prepared the Selected Pages box. Page 68 of 89

70 5. Click on the Subject button. Choose from one of the three options for entering Subject Property Information. Type in the subject property fields manually. If your subject is already in the MLS, type in the Listing number and click the Fill button to auto-fill the fields and property photo. You may also click the Search for a listing link to locate a previous listed MLS Property. 6. Once your Subject property information has been entered, click Cover and choose the cover desired and fill in the appropriate Cover Page Information. 7. Next click on Comparables. This screen displays the Comps that have been chosen, allows you to remove, search for additional or add comps from a Cart. 8. Next click on Adjustments if you need to make adjustments to any of the comps that you have chosen. Matrix lists all of your selected comps on the left hand side of the screen. On the right side of the screen you will find the fields for the Subject and Comps. Click within the text field at the top of the column for the field you would like to adjust (only certain fields allow for adjustments). Enter the appropriate adjustment dollar amount. The system will then automatically make the appropriate adjustment. Page 69 of 89

71 9. Once you have made all the adjustments click Pricing and type any information that you want to communicate about the suggested price of the home under the Suggested List Price information. 10. Then click Finish. You will be able to view the information contained in your CMA, then decide if you wish to print or the information. If there is anything you wish to change, you can click on the tab where the change is needed, make the change and go back to view and either print or the CMA. Page 70 of 89

72 Locating Your Saved CMA s or Deleting CMA s To locate the saved CMAs: 11. Click on the My Matrix tab. 12. Click on the CMA s link under Contacts. 13. This will pull up a list of clients/saved CMA s. Click the dropdown arrow to the left of the CMA for the options to Edit, View, or Delete the CMA. Page 71 of 89

73 Chapter 16: Saved/Automatic Searches This is where all your saved searches are located. Saved searches are a quick way to rerun frequent searches. You can optionally set your saved searches to your contacts with any new matching listings as they appear on the system. You can select saved searches and click the Update Selected button to obtain counts of new matching listings. 1. Within the My Matrix tab, click on Saved Searches or Auto s. You can also get to Saved or Auto Searches through Contacts. 2. Locate the Saved Search. Note: There is information and links for the saved search. Changing the Saved Search Settings To change the search name, description or primary contact: 1. Click on the Settings link. This will take you to the Save Search screen. 2. Type in a new name or description for your search, or select a different primary contact. 3. Click the Save button. Revising the Search Criteria To revise search criteria follow these steps: 1. Click on the Criteria link. This will take you to the search screen with your original search parameters. 2. Make changes to the search parameters. 3. Click the Save button. Running a Full Search To run a full search based on your current parameters, select the Results link. Running Date Since Search This function is used for non-auto saved searches. To run a 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. Page 72 of 89

74 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. Running a Market Update One or more saved searches can be performed. With Market Update, you can get new and updated listings for one to ten saved searches at one time. Use the most recent timestamp or set your own date. Single Market Update: 1. Click the Market Update link. a. The Use Last Run Date is based on the last date a search was performed. 2. To set your own date, type it into the Specify Update Date/Range field. Follow the example date formats. 3. Click the Search button. Your search results will appear. 4. Select the Back to Market Update Options or Back to Saved Searches links. Multiple Market Updates: You can select up to 10 Saved Searches and perform multiple updates at one time. 1. Select Saved Searches by clicking the check box to the left of the search name. 2. Click on the Update Selected button. a. The Use Last Run Date will use the last run date for each selected saved search. 3. To set your own date, type it in the Specify Update Date/Range box. Follow the example date formats. Page 73 of 89

75 4. Click on the Run Update button. The Saved Search screen reappears. 5. Click on the Updated Listings Since Last Run link located below each saved listings to see the search results. If desired, click on the Back to Saved Searches link to return to the Saved Searches screen. Deleting a Saved Search To delete a saved search, follow these steps: 1. Click in the check box to the left of the Saved Searches you want to delete. 2. Click the Delete button and confirm the deletion. Auto What is it? 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 send them out as soon as they are entered into MLS. 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 500 listings that can be sent per . Enable Auto To set a Contact for Auto 1. First you will want to run a Search for the Contact. 2. At the bottom of the Search Results screen, click on Save 3. Then click on New Auto The next screen will require you to Select the Primary Contact, or click to Create a New Contact, and then fill out the rest of the screen with the Automatic Settings. 5. Type in the CC: and/or BCC: addresses if applicable. 6. Check BCC me a copy of all s box if desired. 7. Type a subject in the Subject box (required). 8. Add a message in the Message section if desired. Page 74 of 89

76 9. You would then choose how you would like your contact to receive their s. Concierge Mode Concierge mode is an additional type of Matrix Auto where you review matching listings before they go to your client for viewing on the Client Portal. This can be handy if you need to use a broad set of search criteria to catch all the possibilities but you don't want to bother your client with listings that may not be an exact fit. In summary, the process works like this: create a new Auto and select Enable Concierge Mode instead of specifying a schedule. When Matrix advises you there are listings to review, decide which listings to approve and which to reject. Only those you approve are ed and made available on your client's Portal. While a Concierge Mode Auto will require more work on your part than a standard Auto , it may be just the ticket for a client that you want to manage closely. Page 75 of 89

77 For a regular Auto- schedule you have three options. Daily Select AM/PM any day of the week. AM setting is ed at approximately at 8:00AM and the PM setting are approximately ed at 6:00PM. ASAP As soon as a listing and/or a status or price changes, it is ed. Note: Your contact could receive several s a day. If so, consider changing to a daily schedule instead. Monthly Sent once a month. Suggestion: If there is a client who is not going to purchase for a while, this is a good option. It will keep the client abreast of the market. Select the desired schedule. Click the Save button. The system will return you to the original Search Results screen and your client will be set up with Auto and a Portal to manage their listings. You can access your Contact, the Auto searches and Portals all through My Matrix. Page 76 of 89

78 Chapter 17: My Listings Within the My Matrix tab, the My Listings link takes you to a summary screen that gives you a quick way to view all of your listings. You can view your Active and Off Market listings by property type, plus your Active office listings Share Your Listings Share Your Listings The button bar in My Matrix > My Listings has been augmented with a new Share button. Select a listing, click Share and receive a URL that you can include in an or add to your web site or include in a social media posting: When clicked, the link will lead to a display that equates to the Matrix Client Portal's Detail display. Page 77 of 89

79 Chapter 18: Custom Displays Custom single line displays can be created by setting up your choice of columns plus other options. 1. Click on the My Matrix tab, then Settings and then Custom Displays. 2. Select from the drop down Table Type. 3. Select from the drop down Table List Menu the property type. Page 78 of 89

80 4. Click on Add button. The Build Custom Display screen appears. 5. Type in the Display Name. 6. Select the fields from the Available Fields Column 7. Click on the Add button. Remove fields if necessary. Change order of fields if necessary. 8. Re-label fields if desired. Select field in the Selected Columns and type in the new label in the Label field. 9. Each column has its own default screen pixel width. One inch screen width equals about 50 pixels. If desired, change the width. Note: It could take a couple of attempts to obtain the correct width. 10. Select the Alignment for each field column. 11. Special Columns will add special features to your display. The definitions of the Special Columns are: Check Box Will display a check box to the left of the listing. 12. Click on the Save button when you are done creating this custom display. This will save the display and take you back to the Manage Custom Displays screen. Page 79 of 89

81 Editing a Custom Display: 1. Click the Custom Display Name that you would like to edit 2. Click on Edit 3. Make any changes to the custom display 4. Click the Save button. Changing the order of the Custom Displays: To change the order of the Custom Displays: 1. Select the Name. 2. Click on either the Move Up or Move Down button. Deleting a Custom Display: To delete a custom display, follow these steps: 1. Click the Custom Display Name that you would like to delete 2. Click on Delete button. 3. Click on OK button to confirm. Viewing your Custom Display: To access and view your display, follow these steps: 1. Perform a property search. 2. Click on the Display drop down menu. 3. Click on the name of your custom display. Note: Your customized displays will appear at the top of the list with a my: prefix in front the name of the display. Editing your Custom Display from the Search Results Screen To edit your custom displays, follow these steps: From the search results screen with your custom display selected, click on the Edit link next to the Displays pick list (at the bottom of the screen). This will bring you to the Manage Custom Displays screen. Page 80 of 89

82 From here you can add or remove fields to the Selected Fields box, select or deselect special column icons, change the label or width of the columns, and/or move fields up or down in the report fields box. If you wish to rename your report, click in the text box labeled Custom Display Name and give this display a new name. If you want to keep the display the same name, click on the Return to Search button. If you have renamed your display, now you may click on the Save button. Printing the Custom Display Custom Displays can only be printed by using the Print Page option. Refer to Chapter 13-Print Listing Reports for printing. Page 81 of 89

83 Chapter 19: Open Houses Searching for an Open House 1. Click on the Search tab and then the Open House search link for Public and Broker Open Houses the Open House search link is at the bottom of the page. 2. Enter the criteria for the type of property desired. 3. Click the Results button. Page 82 of 89

84 Chapter 20: STATS An important development for Matrix is the addition of an entirely new statistical module. We're just calling it "STATS" for short. Using STATS, you can generate charts showing various aspects of market activity. These charts display on the screen and can also be printed and ed. STATS come with default templates you can use to generate standard charts. The real power of STATS is the ease with which you can tweak the time periods and other parameters to create a higher level view of the market. Work through the three tutorials that follow to learn how STATS functions. In STATS, a "Preset" is a template you can use to quickly generate a chart based on a predetermined series of settings. STATS recognizes two types of Presets: System Presets are available to all Matrix Users. You can make copies, then modify the copies to serve your own purposes. My Presets are those you create yourself and which are only available to you. You can create, copy, modify and delete your own Presets. Page 83 of 89

85 Choose a Preset and Generate the Chart For our CDOM example, choose the system Preset called CDOM, then click the Generate button. When the calculation is complete, the Chart panel will display with the CDOM chart. The search criteria that STATS has used to generate the chart is shown beneath. Get in the habit of checking your search criteria, since STATS may have to tweak it to make a sensible chart. Print Your Chart Click the Print button at the bottom left to open the Print window. At the bottom of the Print window, use the Hide Chart or Hide Tabular Data buttons if you only wish to print one or the other. Then click Print to send your Chart and/or its table to the printer. Then click the Close Window button to return to STATS. Your Chart Click the button at the bottom left and this chart to yourself. Decide if you'd like to send the chart only or if you wish to include the underlying data. Adjust the subject and add a message, then click the Send button in the upper right. After the message is sent; click the OK button to return to STATS. Page 84 of 89

86 Customize the CDOM (5 Yr) Preset Click on the Customize tab to access the various settings that STATS has used to generate our CDOM chart. You can make any changes you like then examine their effect by clicking the Generate button again. Start by clicking Show Advanced Options and Show Style Options. Then try these changes: Change the Time Frame to Year To Date. Click the Generate button to see the result. Change the Statistic from Days to Sell, Median to Days to Sell, Average. Click the Generate button to see the result. Add Days to Sell, Median as a Secondary Statistic. Click the Generate button to see the result. Change the Chart Type of either or both the Statistic and the Secondary Statistic between Column, Line and Smooth Line. Click the Generate button with each change to see the effect. Play with the Chart Style options for colors, showing data points and/or employing a 3D representation. Click the Generate button with each change to see the effect. Page 85 of 89

87 Save Your Own Preset When saving customized statistics, in Matrix, changing a chart title can be completed inline without leaving the Customize tab. Once you have clicked on the Customize tab, then click on Edit on the name tab and type in the preferred title. Next click on Save a Copy. Using Your Preset with Other Criteria Now that you've saved your first personal preset, just like the System Presets, it can be used with other searches too. Enter STATS by clicking on the Stats button as we did above. Select your new Preset called AVG LP for Kirkwood, which you'll find in the My Presets section of the Presets panel. Then click the Generate button.. Change Your Criteria within STATS If you'd like to modify the search criteria STATS is using to generate a chart, you don't have to exit STATS to do so. Just click the Search tab near the top of the screen. This will open a criteria window allowing you to make changes. Page 86 of 89

88 Other Notes on STATS Click on a System Preset, and then click its down arrow to save a copy as a personal Preset. Do the same with one of your personal Presets and you can also save it (if you've made changes to it) or delete it. Page 87 of 89