MAAR MLS Transition Guide

Transcription

1 MAAR MLS Transition Guide Contents 1. Introduction Saved Searches and Auto-Notifications Saved Searches Notifications MLXchange Agent Web Pages MLXchange AWP Easy Mode MLXchange AWP Advance Mode AWP Themes and Colors MLXchange Property Search Agent Images and Office Logos Client Information, Notes, Comments, and Other Data Client Information Additional Client Information Client Notes Tasks Client CMA s Net Sheets Custom Property Reports & Flyers Templates Custom Search Templates Messages Saved CMA s Schedule/Calendar Tasks and Appointments Custom Home Page Links Updated March 10, 2014

2 1. Introduction While your listings and client contact information will transfer automatically from MLXchange & Fusion to Paragon, other types of information you have stored in MLXchange & Fusion will not transfer automatically. In order to keep these items, you must manually retrieve and store this information so that you will have everything you need to enter into Paragon before cutover in which MLXchange & Fusion are terminated on Monday, April 14, Listings (except those on HOLD status) and related information such as photos, attachments, open houses, and property history will automatically transfer from MLXchange into Paragon. The open house data will also transfer automatically but not until immediately before cutover on April 14 th. Listings on HOLD status will not transfer into Paragon and will be deleted prior to cutover Monday, April 14, You will, therefore, need to ensure that any listings in HOLD status have been changed to ACTIVE status if you intend for them to retained in the MLS. If you wish to discard your listing in HOLD status, you need not do anything as the system will purge it immediately prior to cutover. Contacts and client information will also transfer automatically to Paragon. Other custom MLS data will not transfer into Paragon. This includes the following: Saved searches and Auto-notifications Customized Agent Web Page content Client notes, Comments, and Dates Custom Property Reports and Flyers templates Custom search templates Saved Saved CMA s Saved Net Sheets Tasks, Appointments, and Task History Custom Home Page Links Other settings and custom data This tutorial will assist you in the retention of your most important custom data in MLXchange that you can subsequently enter it into Paragon should you choose to do so. The process entails saving the MLXchange information in an electronic or hard copy format that you can later use as a source for entry into Paragon. It is highly recommended that you save your custom information in MLXchange using the instructions below whether or not you decide to enter that data into Paragon. Please contact MLS Support at (901) if you have any questions about saving your MLXchange custom data. Please note that this is a working document that will be updated as the MLXchange-Paragon conversion process progresses. 2

3 2. Saved Searches and Auto-Notifications Saved searches and auto-notifications in MLXchange do not convert automatically to Paragon. Therefore, your saved searches and auto-notifications in MLXchange need to be manually recreated in Paragon. The recommended sequence for accomplishing this involves printing the saved search and notification data in MLXchange and using that printed data to input the search data into Paragon. The following instructions will provide steps to printout the saved searches from MLXchange. The following instructions have to be repeated for each search that you have in MLXchange. If you have many saved searches in MLXchange, you may find the following instructions time consuming. The MAAR MLS Support is willing to assist you by extracting your saved searches from MLXchange, putting them in Excel format, and them to you. If you would like MLS Support to send to you your saved search data in a Microsoft Excel spreadsheet, please send an to mlssupport@maar.org and specify your member id# and a return address. 2.1 Saved Searches 1. From the MLXchange home page, select Search Saved Search Manager from the pulldown menu. Note, you just need to hover your mouse over the Search text for the menu below to appear. 2. Within the Saved Search Manager, the default shown will be Active searches. Change to All Searches. 3

4 3. You will see all searches listed. 4. For each search in the list, do the following steps... a. Click on the Search Name hyperlink. You will see the search criteria form. b. On the search criteria form, click Results near bottom right. c. You will now see the results grid. Click on Print near bottom right. 4

5 d. When the print form appears, select: Single Property, Print the Search Results Grid, and check Print search criteria and statistics. e. Then click Print button at bottom right of form. The printout should print out on your printer. Your printout should look something like the following: f. Now, you are ready to save your other searches. To get back to the saved searches, click on Criteria. 5

6 g. You ll come back to the criteria page. Click on Saved Search Manager to the right, or the menu option that you used in step 1. h. From the Saved Search Manager, locate the next search and repeat the steps 4a 4g. 5. Once all the saved search criteria are printed, you are ready to setup these searches within Paragon. 2.2 Notifications For the active searches that have auto-notifications enabled, you will need to visit each active search and print out the notification settings. The following instructions will help you to accomplish this task. 1. From the MLXchange home page, select Search Saved Search Manager from the pulldown menu. Note, you just need to hover your mouse over the Search text for the menu below to appear. 2. Within the Saved Search Manager, the default shown will be Active searches. If active searches are not shown, change filter to Active searches. 6

7 3. You will see the list of active searches. For each search within the list, click on the Yes hyperlink. 4. You will see the Saved Search Settings. 7

8 5. Next, print out the Search & Notification Settings from Internet Explorer. Or 6. Once all the saved search criteria are printed, you are ready to setup these searches and autonotifications within Paragon. These detailed steps are forthcoming. Note: The history of notifications saved in MLXchange will not transfer into MLXchange. If you are copied on client notification , you may have those messages available in the problem that you use (e.g. Gmail, Yahoo, AOL, company , etc.). Otherwise, you can view the Tasks under the Client Record and forward any that you need. 8

9 3. MLXchange Agent Web Pages The MLXchange Agent Web Page (AWP) content will not transfer automatically to Paragon. Paragon does have, however, a web page feature called Client Connect. If you have made custom changes to the MLXchange AWP, you may be able to transfer some of these customizations into the Paragon Client Connect. The MLXchange AWP content on the Home page will be the only content that can be transitioned to Paragon Client Connect. The Featured Property, My Listings, and My Office Listings pages in MLXchange AWP have no functional equivalent in Paragon Client Connect. Thus, any customizations to these pages in MLXchange AWP will not apply to the transition. 3.1 MLXchange AWP Easy Mode If your MLXchange AWP customization only includes changes to headers, taglines, and section text (i.e. Easy Mode), then a simple process for copying and pasting text will suffice. The procedure is to copy the text from the MLXchange agent web page into Paragon Client Connect. You will need to do this during the parallel testing since both systems will need to be running on your computer. A set of detailed steps to accomplish this are forthcoming. 3.2 MLXchange AWP Advance Mode If your MLXchange AWP customization includes an entirely custom home page (i.e. Advanced Mode), then you will need to save your HTML text now for copying into Paragon Client Connect later. The steps to save your HTML are as follows: 1. From MLXchange Home page, select Settings Personalize Website Management. You will see the MLXchange Website Manager (example below). 9

10 2. Click on Manage Web Pages (underlined in red above). You will see the Manage Pages page (see below). 3. Click on the HTML button (underlined in red above). You will see some HTML text that may not make much sense to you. It will look something like the example below. 10

11 4. Next, you need to select all this HTML text either through mouse selection or making a mouse-click anywhere in the box and typing <Control-A> on your keyboard. You should see all the text highlighted as seen below. 5. Select the Copy button in the lower right. 6. If you are asked to verify if the webpage can access your Clipboard, choose Allow Access. 7. Next open up Notepad editor on your computer. Windows Start Menu All Programs Accessories Notepad. Notepad will look something like the following: 11

12 8. In the Notepad Menu, select Edit Paste. If paste is not highlighted, go back to step 4. 12

13 9. After pasting the text, you should have something that looks like the following: 10. You will now need to save this file to a location on your computer. Click File Save As. The File Locator will appear. Choose the location and name of the file. Please remember where you save the file as you will need to access it when copying this HTML text into Paragon. 13

14 11. You have now saved the custom HTML text from the MLXchange AWP that is ready to transition into Paragon. These detailed steps are forthcoming. 3.3 AWP Themes and Colors No way exists for MLXchange AWP colors and themes to be transferred into Paragon. Paragon Client Connect has a set of themes from which you can choose to customize. 3.4 MLXchange Property Search If you use the MAAR MLXchange Property Search (IDX) frameable link for your custom web page, Paragon Client Connect has a frameable property search link that you can use. More details on this will be forthcoming. 3.5 Agent Images and Office Logos Agent images and office logos will be transitioned from MLXchange into Paragon. Once these images are transferred, you will be able to use them in your Paragon Client Connect configuration. 14

15 4. Client Information, Notes, Comments, and Other Data 4.1 Client Information Your client or contact information in MLXchange was imported into Paragon on February 25, Contact data in MLXchange will not be re-imported into Paragon. Therefore, any contacts created in MLXchange since February 25 th will need to be entered manually into Paragon. The following instructions will help you to determine if you have contacts in MLXchange that need to be entered into Paragon for you to save or print them. It is recommended that you save all your contacts and related information from MLXchange to ensure that you have all your contact data. A. To print the Contact information, see the following instructions: 1. Select the Clients tab in MLXchange. You will see all your clients listed. 2. Ensure that all the contacts are being shown and not filtered. 3. Next, change the displayed columns by selecting the Column Manager. 4. Select Copy Select Column Report 15

16 7. Rename the Grid and Select the columns that you want to print out. Be sure to select EntryDate to see the dates that the contact was entered in MLXchange. This will help you to distinguish those contacts that were entered after February 25 th. 8. Click Save on Column Manager Edit, then Done on Column Manager. You will be back at Client Manager. 9. Optional Step: Arrange the listing by EntryDate to see those added after February 25 th. 16

17 10. You can select the ones that you want printed. 11. On Client Manager, Select Print in bottom right. 12. On Print Dialog, select options for Selected Clients or All Clients and Print the Clients Grid, then click Print. B. To Export Client Information to an Excel Spreadsheet, use the following instructions: 1. Follow the instructions above through step #10 where you can select the contacts that you want to save. You should select all if you want to save all of the contacts (Recommended). 2. Click on Export at the bottom of page. 17

18 3. On the Client Data Export Page, click Selected Records or All Records; and select Comma Delimited for Data Export Format; then Click Next. 4. Make sure the name of your Custom Grid is selected and check Include Column Headers; the click Next. 5. When the export is completed, click Save As in the bottom right. 6. When the Save As dialog appears, select the location where you want to save the file and change the file name. Important: Please append.csv to the end of the file name that you specify. This will be important for opening the file in Excel. 7. Now locate the file on where it is save and double-click it. The file should display in Excel. Once the file displays in Excel, you can save the file in.xls format. 18

19 4.2 Additional Client Information For additional client information not transferred automatically, you can print this information through a custom client grid. See the following instructions. 1. Open the Client Manager 2. In the Columns section, select the Column Manager 3. Select Copy Selected Column Report 4. Rename the Grid and Select the columns that you want to print out 19

20 5. Click Save on Column Manager Edit, then Done on Column Manager. You will be back at Client Manager. 6. On Client Manager, Select Print in bottom right. 7. On Print Dialog, select options for All Clients and Print the Clients Grid, then click Print. 8. You can use the printouts to transfer information into Paragon. 4.3 Client Notes Notes from clients that need to be retained can printed using the following steps: 1. From the Client Manager, select the hyperlink under Notes, Fav, or Pos, or Rej for the client whose notes you want to save. 2. The Save Listings will show for the group selected. 3. Select the checkbox for the listings that need to be printed, then select View Details in the lower left of the page. 20

21 4. In the Details page, click the Internet Explorer print. 5. Select the next listing, and perform the same sequence of steps to print. 4.4 Tasks The Tasks in the client record contains a history of outgoing and incoming s that have been sent to contacts. s that need to be saved should be forwarded to the primary address. If you copy your primary on s and notifications, you will not need to conduct the following steps. 1. In the Client Manager, click on the name of the client. 2. Click on the Tasks tab. You will see the list of s. 21

22 3. Click on the hyperlink text (in blue). dialog appears. 4. Click Forward. 4.5 Client CMA s Client CMA s can be saved or printed for later re-creation in Paragon. 1. Click on the CMA tab in Client Manager. 2. Click on the CMA to be printed (blue hyperlink). The CMA Wizard will open. 3. Select Save PDF if you want to save an electronic copy on your computer. If you want to print select the Print button. 22

23 Note: Please do not CMA s as the contains a link that will become obsolete once MLXchange is taken offline. 4. Repeat steps 2-3 for other CMA s that you wish to save. 4.6 Net Sheets Net sheets can be saved or ed for later reference. 1. Click on the Net Sheets tab in the Client Manager 2. Select the Net Sheet in the list you wish to save (blue hyperlink). Net sheet information form will appear. 3. Click the Report button 23

24 4. When the Print Preview appears, you can Print or . 24

25 5. Repeat steps 2-4 or all Net Sheets you want to save. 25

26 5. Custom Property Reports & Flyers Any custom reports will need to be printed and saved for later re-creation in Paragon. 1. Select the Report Manager in MLXchange 2. Select your custom report in the Report Manager Then click the Edit button at the bottom left of screen. You can also just click on the report name. 3. The Report Editor Dialog opens. Click the Print icon near the top left to print out the custom report. Save for later re-creation in Paragon. 26

27 6. Templates Custom templates that need to be retained should be copied to a file where they can be later retrieved and re-created in Paragon. 1. Open the Templates by clicking Settings Personalize Templates 2. Select your Custom Template in the Template Manager 3. Select all text within the template. 27

28 4. Select the Copy icon. 5. Open WordPad by selecting on your Windows Desktop, Start Menu Accessories WordPad. 6. Select Paste or Ctrl-V on your keyboard. 28

29 7. Save the file to location on your computer for later retrieval. Please note the location where the document is saved. Note: The Merge Fields [autofill text between brackets] in the templates are currently not supported in Paragon. This information will have to be type out fully in the template. 7. Custom Search Templates Custom search templates will need to be printed out in MLXchange for later re-creation in Paragon. 1. Open Search by clicking Search tab in MLXchange. 2. Select custom Search template 3. When Search form appears, select the Internet Explorer print by Right-mouse clicking on the page and clicking Print. 4. When page prints, save for reference to re-create custom search templates in Paragon. 29

30 8. Messages messages in the MLXchange inbox should be forwarded to your primary address for later access if needed. 1. Click on the Messages tab in MLXchange. 2. Click on the message that you want to forward 3. When the Read Message dialog opens, click on Forward 4. Specify the address in the Send dialog, and click Send. 30

31 9. Saved CMA s Saved CMA s that you desire to save will need to be printed or saved. 1. Open the CMA Manager by selecting the CMA tab in MLXchange. 2. Click on the CMA to be saved. The CMA Wizard will open. 3. Select Save PDF if you want to save an electronic copy on your computer. If you want to print select the Print button. Note: Please do not CMA s as the contains a link that will become obsolete once MLXchange is taken offline. 4. Repeat steps 2-3 for other CMA s that you wish to save. 31

32 10. Schedule/Calendar Tasks and Appointments Appointments within MLXchange cannot be converted. If you manage appointments within MLXchange, we recommend that you record these appointments in another calendar tool if possible. MLXchange tasks can be printed for later addition into the Paragon calendar or in each client s task list. To save MLXchange tasks, do the following steps: 1. Click on the Schedule tab in MLXchange. Click on Tasks 2. Click on Print. Select All Tasks. 32

33 11. Custom Home Page Links Custom home page links can be saved for later access. 1. Open Personalize Home Page Resource Link 2. From the settings, you can save these links as bookmarks or copy into a text document. 33