Introduction to INTERFACExpress and Data Entry

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1 Introduction to INTERFACExpress and Data Entry Welcome to INTERFACExpress, the new MLS system brought to you by RealtyServer. This system accesses a central database of listings using an Internet connection and a web browser for data entry, searching, viewing, printing and ing. This means that you can manage listings from any Internet connected computer that can reach the web site All of your listings will be instantaneously shared with all other members of your association and can be made available instantly, globally and automatically to all member clients and prospects (through the Private Client Services (PCS) module), while retaining the ability to customize and control what information is provided. To login to INTERFACExpress go to You can use the same ID and Password from your previous system to sign on. Remember to save the sign on page to your Favorites (or Bookmarks) for future access. Your Board Here

2 Installing the Data Entry Module The first page that appears is the Search tab, with a default selection of the Residential sub tab as shown below. Go to the Maintenance tab and click the Data Entry sub tab. The first time you go to this link, INTERFACExpress installs an application on your computer. This installation will automatically run when you click the Data Entry sub tab. The application will begin installing after a few seconds. If the Windows Security Alert appears, click Unblock to allow the installation to proceed. RealtyServer Page 2 7/29/2008

3 As the installation proceeds, accept the default suggestion for Folder location and click the Next button when it appears. The entire installation will be completed within a few minutes, depending on the speed of your Internet connection. If you find the installation is not progressing or completing in a reasonable amount of time, click Cancel and return to the Data Entry sub tab (link). You may begin the installation again immediately or at a later date and time. RealtyServer Page 3 7/29/2008

4 When the installation is complete, click Close. RealtyServer Page 4 7/29/2008

5 After closing you will notice new icons on your computer desktop. Locations System Tray (lower right hand corner of desktop) Indicates that data entry application is installed and running Right click to Refresh Data or Exit Icons INTERFACExpress Desktop shortcut Launches the browser, opens the login page for INTERFACExpress Data Entry Desktop Shortcut Open a login window Same result as clicking on the Data Entry sub tab launches the Data Entry program RealtyServer Page 5 7/29/2008

6 Starting the Data Entry Module Go to and sign into INTERFACExpress. Click on the Maintenance tab and select Data Entry. The following screen will display: RealtyServer Page 6 7/29/2008

7 Data Entry for New MLS Listings The Data Entry window opens with your current listings displayed in the lower panel (My Active Listings). The Listings tab allows you to Add a new listing or Update a Listing by clicking on the appropriate selection. Entering New Listings When entering new listings be accurate and fill in as much information as possible. Step 1: Select Residential or Commercial from the drop down list. Step 2: Click Add ; the Residential listing data form opens. Note: All mandatory fields have RED labels; these fields must have data entered before the listing can be submitted (or uploaded). This is the minimum required information to save this type of listing. See the following screen shot: RealtyServer Page 7 7/29/2008

8 Step 3: Use your Mouse or the Tab key to advance through the form. Fields are completed by typing in data or selecting from a drop down list where indicated by. When entering information into the Room Matrix ensure you enter the information into the correct level. RealtyServer Page 8 7/29/2008

9 Note: Preferences (this section for advanced users) It is possible to change the options for data entry, depending on your personal preferences and your familiarity with the system. As you become more comfortable completing the listing form online, you may wish to select Fast Entry for Pick List options. This will allow you to enter only the code for the detailed description item you wish to enter, instead of selecting from a drop down. From the main data entry window, click Tools > Preferences. Click the Fast Entry radio button; this will enable the Popup list when you enter the field. Check/uncheck this box to show/hide the list when the cursor enters the field, as you prefer. The Fast Entry selection will allow you to type in the numeric code, then tab out of the field. The description will be added automatically. When a data entry field has an error, the background color will turn yellow and no other action will be possible until the error is corrected. Step 4: When you are finished with the listing form, make your selection from the buttons on the bottom of the panel, depending on the circumstances. If you are not connected to the Internet or if you must leave the form incomplete and complete it at a later date, select. This will save your work and RealtyServer Page 9 7/29/2008

10 allow you to Load Existing File later. You may then complete the listing at your leisure. When the listing data is complete, the data to the server. If all mandatory fields are not completed, the following window opens indicating which fields require data. Click OK to close this window. The cursor will be flashing in the first empty mandatory field and the field background will be yellow. Enter the listing data for the first field and press TAB. The cursor jumps to the next mandatory field in the list. To produce a hard copy for reference or filing, how the printed page will look. allows you to see Click Print in the upper left corner; the printer dialog box allows you to select the desired printer. Close the Print Preview by clicking the X in the upper right corner and return to the form. RealtyServer Page 10 7/29/2008

11 Data Entry for Existing MLS Listings Maintenance of existing listings is the second part of the data entry module. Reporting sales, changing prices, changing statuses, cloning a listing as well as other tasks are accomplished here. Your current active listings are displayed at the bottom of the window. Select the appropriate form from the drop down list after you have clicked on the active listing of choice. Note the MLS number of the listing selected is loaded into the MLS# window. Once the form is selected, in the above example Change Listing, click on the Update button, then the form will load. The form contains all of the relevant data pertaining to the MLS # and the relevant fields of information pertaining to the form you have selected. See the following screen shot. RealtyServer Page 11 7/29/2008

12 In the next example we have selected a different MLS # and the Pend form used for reporting a Pended Sale. Note this form only contains the few relevant fields pertaining to this specific action. RealtyServer Page 12 7/29/2008

13 When you click the submit button you will receive a confirmation message that the submission was successful. Occasionally you will receive a message alerting you that other fields of data are either incomplete or incorrect and you will be prompted to correct the form validation prior to being permitted to submit the data to the server. Form validation is more involved if the form contains many fields of information like the general Change Listing form or the New Listing form. Save to File When completing the New Listing form you may discover that you do not have all of the information you require to complete the submission. Perhaps you have to return to the property the following day to gather some additional information. You can save your partially completed form as a file to your computer s hard drive by clicking on the Save to File button as shown. The following window will open In the above example I have created a sub folder called My Listings in the main Documents folder. All file names saved have a file extension of *.bro and will be saved to your computer as a Data Entry File type. RealtyServer Page 13 7/29/2008

14 Load Existing File In the previous section you learned how to save a file prior to submitting it. The following steps will show you how to retrieve a saved file. Remember all previously saved files will be found in the folder you saved the files to. These files are saved with an extension of.bro. Click on Load Existing File and navigate to the location of the stored listing file. RealtyServer Page 14 7/29/2008

15 Edit My Profile Edit your personal contact information ( profile ) by clicking on button at the bottom left of the Listings panel. You may be required to enter your password twice in some Data Entry systems. RealtyServer Page 15 7/29/2008

16 Your Paper Forms for New Listings Data collection forms are available for printing on the Resources tab. These forms are provided in PDF format for your convenience; if you do not have a PDF Reader available, you may download one here by holding CTRL and clicking: Get Adobe Reader Free. RealtyServer Page 16 7/29/2008

17 Technical Support Option 1: You can go to > click on the Support > click on Technical Support as shown Option 2: In the bottom right hand corner of INTERFACExpress you will see RealtyServer Page 17 7/29/2008

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