Chapter System Settings. Overview. Image 7-1 System Settings

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1 Overview Enables you to change your system settings according to your business needs. Click on one of the subcategories to modify the appropriate settings. For further instructions, see the corresponding subcategory discussions. Image 7-1 System Settings

2 7.1. Agents and Users Only managers and owners can determine system access privileges for new agents/users. Use this subcategory to add new users, update and manage users' roles and permissions, edit access information for existing users, and delete/suspend existing users. Click [Add New User] to bring up the Add New User Form. Image 7-2 Agents & Users Adding a New User: Basic Details See the Agent & User Setting's field descriptions below for explanations as to what each field does. The asterisk * denotes that information must be entered in a field. Image 7-3 New User Form First Name Enter the Agent/User s first name. Last Name Enter the Agent/User s first name. * Enter the Agent/User s address.

3 Password* Enter a password for an Agent/User. 7 Retype Password* Enter the same password again for confirmation purposes. Phone Enter the Agent/User s phone number. Mobile Enter the Agent/User s cellphone number. Fax Enter the Agent/User s FAX number. Languages Enter any foreign languages a Agent/User is proficient in. Image Upload the Agent s photo. Click Browse through the folders on your desktop highlight the appropriate agent photo. Bio Type in an agent s biography/work experience. Use the arrows to scroll down or up if you need to add text or edit information Adding a New User : Roles, Permissions and Quotas The right side of the New user Form allows you to define permissions and roles which determine what access privileges will be given to users. See the following descriptions for field explanations. Image 7-3 New User Form Status You can assign an agent/user to have either an active or suspended status. Roles Roles determine what a system user s access privileges will be.

4 Agent: An agent will have access to the system and can be associated with listings and alerts. Admin: Has access to the system but will not appear on the Agent s List. Manager: Has certain privileges/can modify all records/clients by default. The manager does not appear on Agent List. Owner: The owner has ultimate access to the system. Permissions Determines what a user will be allowed to do. Content: A user is only able to change the descriptions and upload photos to a listing that is associated with their name and id #. Modify: Permits a user to update/edit all records. Add: Allows a user to add new records. Delete: A user can delete records. Approve: If a user does not have approval privileges, then all updates have to be approved by a manager except for delete. Modify Areas Determines where a user can make changes/update information. Listings: Allows a user to add or modify listings. Buildings: Allows a user to add or modify buildings. Alerts: Allows a user to add or modify alerts. Contacts: Allows a user to add or modify contacts. Access Defines which type of listings a user will be able to see. Exclusive (and below): Allows a user to see the exclusive, semi-exclusive and standard listings. Semi-Exclusive (and below): Enables a user to see semi-exclusive and standard listings. Standard Only: Enables a user to see only standard listings Listing Quotas Defines the amount of listings each agent is allowed to have. General: Enter the total amount of listings an agent/user is allowed to have. NYT*: Enter the amount of listings an agent/user is allowed to have published on the New York Times.(if applicable) 212Rent*: Enter the amount of listings an agent/user is allowed to have published on 212rent.com.(if applicable) Features: Enter the amount of listings an agent/user is allowed to have on the home page / featured page.(if applicable) *These 3rd party distribution fields may vary according to who our clients have accounts with where they wish to publish their listings.

5 7.2. Listings Browser Settings Customize your browser fields, layout and functionality and save them as a Settings Scheme. A scheme is a selection of fields and filters that the user can choose to work with. Your account comes with a default scheme, which you can modify. In addition, you can add an unlimited number of new schemes to suit your business workflow The Default Scheme This is the scheme the RealtyMX Systems Browser is automatically set to. The user has the ability to modify the scheme in according to their needs. Image 7-6 Default Scheme Listing Browser Image 7-7 Default Scheme Settings

6 Scheme Example: Scheme #1 In this scheme there are a small number of Filter Fields located at the top of the Listings Browser Screen. In addition a line separator has been set to divide the listing details fields. Image 7-8 Scheme #1 Listing Browser Image 7-9 Scheme #1 Settings

7 .2.3. Scheme Example: Distribution Scheme 7 In this scheme we use specific fields that relate to the listing distribution. Image 7-10 Distribution Scheme Listing Browser Image 7-11 Distribution Scheme Settings

8 .2.4. Modify a Scheme 7 Use your Settings to Add and Remove Fields From your Browser To Add a field, highlight an Inactive Field Name and click Add Fields. To Remove a field, highlight an Active Field Name and click Remove Fields. Holding down the Shift Key will allow you to Add/Remove more than one field. Add or Remove a Line to Seperate Active Fields To add a line between Active fields, highlight the Active Field Name above which you want your line to appear. Click Add Separator. To remove a line between Active fields, highlight the line and click Remove. Change the Active Fields Order To change the order, in which active fields will appear in the browser, highlight the name of an active field and click Up or Down. Change the Number of Listings that Appear on a Page To change the maximum amount of listings that will appear in your browser screen, choose from in the scroll menu. The Filters and their Position in the Browser Click the corresponding checkboxes for the filter fields you w ish to use in your browser. Then select where you wish these search fields to be postioned. You have a choice between the Left section and Top section. Note, Top section is available only when a small number of filters are selected. Modify or Create Setting Schemes for All of Your Browsers Although we ve chosen to illustrate the customization process for the Listings Browser, you can modify or create setting schemes for all of your browsers: buildings, contacts, and alerts. Choose the page and alter the settings Create a New Scheme To create your own scheme, choose your active fields, their order, and the search filters you want to use. Name your scheme and save it. Image 7-12 Create Your Own Scheme Settings

9 To activate a scheme, select the scheme you wish to use from the scheme menu in Browser Mode. Image 7-13 Choosing A Scheme

10 Chapter 7.3. Listing Form Settings 7 System Settings This section allows you to customize the basic behavior and the default values of the listing form. Alter the settings of your listing form to expedite the listing entry process according to your personal business needs. Image 8-12 Listing Form Settings The Listing Form Settings Field Descriptions Form Mode This determines the default mode your listing form will be set to. You can choose between Tabbed Form, where each section of the form appears on separate screen, and Long Form, where the entire content of the form appears on a single page. Default Status You can set the default status that your new listings will have. Choose from any of the existing statuses that are available. (E.g. for Sale, For Rent, etc.) Default Publishing The default publishing mode your new listings will have. This part includes 2 elements: Internal/External Distribution: to which website (if your system supports more than one site) your listings are set to be distributed to. Single selection is allowed. 3 rd Party Website: to which 3 rd party websites your listings may be sent (e.g. NYTimes.com, 212Rent.com, etc.). Multiple selection is allowed. Display House Details Check this option if you are working with houses for sale. The details are: # of Families, # of Stories, Building Size, Extensions, Units and Lot Size. Display Finance Details Check this option if you are working with apartments and houses for sale. The fields are: Down Payment, Real Estate Taxes, Common Charges, Maintenance, % Deductible, Expenses, Estimated Rental Income.

11 Use (X) features fields: (X) = a number between You can choose how many fields are to be used when entering a listing's description. Each field represents a separate paragraph.

12 7.4. Alert Form Settings This section allows you to customize the basic behavior and the default values of the alert form. These settings will allow you to adjust how the default Alert Form will be displayed. Image 7-13 Alert Form Settings The Alert Form Settings Field Descriptions Default Status Determine the default status your new listings will have. You can choose from any of the existing statuses that are available. (i.e. For Sale or For Rent) Areas Selection How the default will display the system areas on the alert form. You can choose a multiple-select boxes or checkboxes. (This section is not active yet ) Amenities Selection How the default will display the system amenities on the alert form. You can choose a multiple-select boxes or checkboxes. (This section is not active yet ) Agent Message This is a customized message that ends the alert message. (This section is not active yet )

13 7.5. Areas, Neighborhoods and Maps In this section, you can define the areas you are working with, update additional neighborhood information, and manage the zip codes that are associated with your areas. You can create unlimited number of areas and sub areas. However, it is highly recommended to carefully plan your areas division. The update button? Clicking "Update Areas Information" will bring up Area Information Settings (see image 7-15 for further explanation) Image 7-14 Updating Areas Settings Adding and Updating an Area or a Sub Area To add a new area, enter the name of the area in the Add New Area/Sub Area text field at the top of the screen (see Image 7-14) and click UPDATE. To add a new sub area, initially enter the name of the sub area in the Add New Area/Sub Area text field at the top of the screen. Then, select an area from the select-box titled as create as a sub area of, and click UPDATE. Once the new area was successfully added to the database, you will see a new line that contains the relevant area fields. To rename the area, or to update any if its fields, enter or select the new value and click UPDATE

14 .5.2. Area Fields 7 Area Name These are name of the areas, as they will appear on your system and your website. Order The areas are listed in the order they were entered. However, you can sort the areas using this field by entering a number. Sub Area Specifies whether this area is a sub of another area. 212Rent.com (and others) Synchronizes you areas with 212Rent.com areas (or any other websites you choose to work with. 3 rd party websites tend to have different sets of areas, whether by name or because a few areas have been grouped into one. With this field, you can set your area to the best match the area the 3 rd party website is using. Delete Use this checkbox to delete an area. IMPORTANT: When you delete an area, the listings, the buildings and the alerts that were associated with this area will lose their association with the deleted area. You would have to update them and to reassign a new area.

15 .5.3. Additional Area Information 7 Clicking the Update Area Information (see Image 7-14) will bring up this window. Image 7-15 Area Information Settings Upload New Image You can upload a relevant photo that will be displayed on the neighborhood information page of your website. To upload a photo, click the browse button, locate the photo on your hard drive, and click UPDATE. Uploading a photo when another photo already exists will overwrite the old photo. Image Title Use this field to name your photo. Description Type in, or copy and paste the neighborhood / area information. Zip Codes List the zip codes that are allowed for this area. This list will be shown in a pop-up when you enter new listings and do not remember all the areas' zip codes. Available Map(s) Select relevant maps such as a zip code map, a public transportation map, a schools map and so on, for a specific area (see next paragraph for maps upload instructions).

16 .5.4. Maps Management 7 You can build a library of maps to associate with your areas. These maps can be for internal use only (such as the zip maps, which help when entering a new listing), or the maps can assist your clients while they visit your website (such maps can include public transportation maps, school maps and so on). Click the Update Maps link to bring up the Maps Upload Window. (see image 7-17) Image 7-16 Area information Settings- Maps Management Adding and Updating a New Map or Sub Map Before uploading the map file, you should add a map entry into your database. To add a new map, enter the name of the map in the Add New Map/Sub Map text field at the top of the screen (see Image 7-16) and click UPDATE. To add a new sub map, initially enter the name of the sub map in the Add New Map/Sub Map text field at the top of the screen. Then, select a map from the select-box titled as create as a sub area of, and click UPDATE. Once the new map was successfully added to the database, you will see a new line that contains the relevant map fields.

17 Uploading Maps 7 Click the Browse button to scroll through the folders on your desktop, find the map photo(s) that should be displayed. Image 7-17 Maps Upload Window Uploading Maps Click the Upload Maps (see image 7-16) to bring up the maps upload window. The first map you can upload will be used primarily for internal zip code retrieval. Click browse to locate the map you have on your hard drive and click UPDATE to upload. You can add an additional three maps to be used according to your specifications. Notice: the system does not optimize the maps you re uploading. This means that if the file you are trying to upload is too large in its dimensions or in its weight, you may experience difficulties in uploading and using this map.

18 7.6. General System Settings This section of the system allows you to determine the general behavior of your system. The default settings of your system are initially configured for optimal use. Please make sure you understand the implication of modifying a setting before you change it and feel free to contact our support team with any questions you might have. Image 7-18 General System Settings Database Management Listing Accuracy This field is used to ensure the accuracy of your listings. You can chose from the following: Genuine Do not allow duplicates: the system will prevent users from entering listings or buildings with an address that already exists in the database. Market allows X duplicates per user agent: in some cases, mainly for marketing purposes, different agents are allowed to enter identical listings more then once. Choosing this option will allow you to set and control the amount of duplicate listings each agent can create. Spread allows unlimited duplicates: choose this option if you want to allow an unlimited amount of duplicates per agent. Listing Expiration Determines the amount of days a listing can exist before becoming deactivated. Entering a zero (0) in this field will override the automatic expiration.

19 Buildings Module Controls the Buildings Management module status. If your system is working with Building Management modules, every listing must be associated with an existing or a new building. Duplicates Alerts Controls the alert verification, when adding or updating a new alert. You can choose from the following:! Strict: Do not allow duplicates. Selecting this option will prevent submission of an already existing alert. The fields that are being verified are the client name, phone number and address. If an existing alert with identical fields has been found, the user will be notified.! Time Base: Allows duplicates for alerts older than X days. Select this option if you want to allow duplicates alerts or if the original alerts are older than a specific amount of days.! Easy: Allows unlimited duplicates. Select this option if you do not want to prevent submission of duplicated alerts Distribution Quotas New York Times Setup the general amount of listings you are allowed to send to the New York Times website. Tag Use this field to force your listings to appear as new on the New York Times website. You can use a character, or a number. This value will follow your listing id as they appear of the New York Times website. For example, if your listing s id is 100, and you entered the letter A in the Tags field, your listing id will be presented as 100-A. Any time you change this tag, your listings will be presented as new. Notice: using this option will prevent you from searching using a web id on the NYT website. 212Rent.com Setup the general amount of listings you are allowed to send to the 212rent.com website. *If you are subscribed with other websites, additional relevant fields will be added Photos Settings Max. File Size (Kb) Indicates the maximum file size your photos will have after been optimized by the system. The current recommended value is 30Kb.

20 Notice: in previous versions of the system, larger photos may have been uploaded to the server. If you find a photo with a file size that exceeds the maximum size allowed, simply upload this photo again. Max. Width (pixels) Indicates the maximum width your photos should be. The current recommended value is 640 pixels. Max. Height (pixels) Indicates the maximum height your photos should be. The current recommended value is 640 pixels. Constrain 4:3 ratio Indicates whether the system should update your dimension to satisfy 4:3 ratio. 4:3 ratio is the common used ration for photography Basic Security Allowed IP addresses (in green) Enter a list, separated by commas, of IP addresses that are allowed to access the system. Banned IP addresses (in green) Enter a list, separated by commas, of IP addresses that are NOT allowed to access the system.