Printable Documentation

Transcription

1 Printable Documentation The complete text of the Online Help Updated April 10, 2007

2 Table Of Contents Administrative... 1 Add a picture to your Agent Profile... 1 Add a bio to your agent profile... 1 Add an additional phone number... 2 Change your Agent Preferences... 2 Change your contact phone numbers... 3 Change your office information... 3 Change your password... 3 Delete an additional phone number... 4 Display your home fax number instead of your office fax number... 4 Instruct clients on how to look up your listings... 5 Setting up your Agent Profile... 5 Using your Agent Preferences... 6 View sent Caravans... 8 Does my MLS use caravans or broker tours?... 8 Add your listing to a caravan... 8 View caravans... 9 Add a broker tour to your listing Search for broker tours CMA Create a CMA Package CMA Package Step 1: Select Contact CMA Package Step 2: Select Fields ii

3 Table Of Contents CMA Package Step 3: Enter Subject Property CMA Package Step 4: Make Adjustments CMA Package Step 5: Perform Analysis CMA Package Step 6: Assemble Package Subject Property Comparison Report Contacts About Client Portal About Contacts and Prospects Can anyone else see your contacts? Change your contact's information Create a Client Portal for an existing prospect Create a contact Create prospects on the fly Delete a contact your prospect a link to their Client Portal Export contacts Using Comments in a Prospect Cart Manage newly matched listings Manage the listings in your Prospect Cart Modify a prospect's search criteria Preview a Client Portal Print a list of your contacts Prospect Cart features Run a Reverse Prospecting Search Save listings for a prospect iii

4 Rapattoni MLS Printable Documentation Search for listings for a prospect Set up a prospect Set up auto-prospecting Set up Reverse Prospecting Track information on your clients Using Comments with the Client Portal Using Reverse Prospecting results View your contacts and prospects Custom Report Writer Create a custom report Using the Custom Report Writer My custom reports won't display Enter Listings Copy a listing Create or revise a listing so that it cannot be viewed by the public Enter a new listing Enter additional information into a listing Enter unit information Finish an incomplete listing Map pin placement Prevent your listing's street address from displaying to the public Revise listing information fields Save information in an incomplete listing Using large text fields Validate a listing address iv

5 Table Of Contents Exports Export listings Set up a custom export Internet and System Issues Access the MLS using a Macintosh Antivirus software configuration Run the Browser Optimization Tool Change your browser's cache size Delete your cache Hardware Guidelines Internet Explorer 7 and MLS Slowness Optimize your system performance Recommended Internet browsers for the MLS Recommended screen resolution for the MLS Settings applied by the Browser Optimization Tool Time limitations for being logged on to the MLS Log On "An incorrect Agent ID or Password was entered." error message "Your Agent ID is already logged on to the MLS" error message Enter your Agent ID to log on Logging off of the MLS Logging on to the MLS Retrieve a forgotten password Office Information Approve a listing v

6 Rapattoni MLS Printable Documentation Approve agent-entered listings before publishing them Change an agent's access rights Office Assistant access rights Set up an IDX search on your Web site Customize your IDX search Set up a banner for your office What is an office banner? Upload your office logo View all of the listings for your office What is IDX? Open Houses Advertise your upcoming open house Change an open house in the MLS Cancel an open house in the MLS Keep a history of open houses for your listings Save an open house search Search for open houses Other Getting around in the MLS Access the MLS from a PDA or other handheld device Access public tax records Items missing from your menu Quick Reference Icon Guide Submit an enhancement suggestion Train for the MLS software vi

7 Table Of Contents Use Keyboard Shortcuts What are "hits"? What does APN mean? What is a Broadcast Notice? What is an Agent Notice? Pictures Add descriptions to property pictures Add a picture to your Agent Profile Add a property picture Change the order of property pictures Create pictures that can be uploaded to the MLS Delete a property picture Delete your agent picture Error Uploading a photo Recommended picture sizes Reports Access statistical reports Adjustable CMA Report Subject Property Comparison Report Change a report Change the amenities that display on the flyer Change the phone number that displays on the flyer a report to someone Generating reports in PDF format Is there a limit on the number of listings that can print on a report? vii

8 Rapattoni MLS Printable Documentation Run a CMA report Run a report Select listings Sort listings on a report About the Flyer ActiveX Enhanced Report Functionality Install ActiveX Revise Listings Add virtual media to your listing Attach a document to a listing Change an expired listing back to active Change the status of a listing Copy pictures from one listing to another Delete a listing Enter mortgage information Enter sold information Find listings near expiration Modify another agent's listing Opening the Revise Listing Menu Revise your listings Use Quick Change View past history of changes for a listing Search Listings Add listings to the Listing Cart Choose a different format for your search results viii

9 Table Of Contents Customize the One Line Grid Limits on the number of listings in your search results Manage your saved searches and Hotsheets Map listings Minimum search criteria guidelines My search results said, "No listings found." Why? Save a search Search for listings Set up a Map Search default Revise your custom search Sort listings Sort your search results Start the search after choosing your search criteria Types of searches Using amenities in your search Using the Additional Criteria tab Using the Address Search Using the APN Search Using the Custom Search Using the Hotsheet Using the Listing # Search Using the listings in the Listing Cart Using the Map Search Using the Parcel ID Search Using Preview Count ix

10 Rapattoni MLS Printable Documentation Using the Quick Search Using the Radius Search Using the search criteria page Using the search results page buttons Using the Standard Search Using the Statistics button Using the Tax ID Search What is a Listing Cart? Why isn't my listing showing up in any searches? x

11 Administrative Add a picture to your Agent Profile Your agent picture will display to anyone looking at your agent information online, as well as on many reports when you add a picture to your agent information page. To upload a photo 1. From the Admin drop-down menu, choose Modify Your Profile. 2. Click the Upload Picture link (located at the top of the form). 3. From the Upload Agent Picture window, click Browse to locate and open the picture file. 4. Click Upload Picture. 5. Confirm that you would like to attach your picture by clicking OK. 6. Click the Close this window and continue link to close the Upload Agent Picture window. TIP: Type in a greeting or brief biographical statement in the text area next to where the picture displays. This text will introduce yourself to anyone who looks up your information online. Add descriptions to property pictures Recommended picture sizes Create pictures that can be uploaded to the MLS Delete your agent picture Add a bio to your agent profile You can enter a brief biographical statement to introduce yourself to anyone who views your agent information page. To enter or modify your bio 1. From the Admin drop-down menu, choose Modify Your Profile. 2. Enter your information in the box that displays near the top-right corner of the Agent Profile page. 3. Click Save in the toolbar. TIP: Click the View Your Profile link to preview your Agent Information page. Add a bio to your agent profile Add a picture to your agent profile 1

12 Rapattoni MLS Printable Documentation Add an additional phone number Add an additional phone number To add a phone number to your personal information 1. From the Admin drop-down menu, choose Modify Your Profile (shortcut). 2. Click the Mange Contact Phones link (located at the top of the form) to display the Manage Contact Phones pop-up window. 3. In the Manage Contact Phones window, enter the new phone number in the fields near the top of the window. NOTE: The cursor automatically advances to the next field as you enter the number, so you do not have to press the Tab key. 4. Specify the Phone Type using the drop-down field, then click the Add button. 5. Click the Save button near the top of the window. Change your contact phone numbers Delete an additional phone number Change your Agent Preferences Preferences are organized into tabs (similar to file folders), which can be expanded and collapsed using the plus and minus symbols located on each tab. To access your Agent Preferences 1. From the Admin menu, choose Your Preferences (shortcut). 2. Expand the appropriate tab to display fields. 3. Change the options in the desired fields and click Save. NOTE: For preferences with check boxes, a check in the box indicates yes, you do want that item to apply; an unchecked box indicates no, you do not want that item to apply. TIP: Click the Help icon preference. next any preference field for detailed information on how to use that 2

13 Administrative Using agent preferences Quick Reference Icon Guide Change your contact phone numbers You can specify up to three contact phone numbers. These numbers display wherever your agent information displays (on flyers, reports, etc.). To change your contact phone numbers 1. From the Admin drop-down menu, choose Modify Your Profile (shortcut). 2. Click the Manage Contact Phones link (located at the top of the form) to display the Manage Contact Phones pop-up window. 3. In the Manage Contact Phones window, select your desired phone number(s) from the Primary, Secondary, or Other drop-down fields. 4. Click Save. NOTE: You can also specify whether your contact phone numbers display to the public as Primary, Secondary and Other, or as Phone Types, such as Office, Home or Cell. Select your preference using the Display Labels radio buttons, and click Save. TIP: Click the Help icon preference. next any preference field for detailed information on how to use that See Also Add an additional phone number Change your office information If you move to a new office, contact your MLS staff and they will update your office information. You cannot modify this information directly in the MLS. Change your password Passwords cannot exceed twelve (12) characters. 1. To change your password 2. From the Admin drop-down menu, choose Modify Your Profile. 3. Click the Change Password link (located at the top of the form). 3

14 Rapattoni MLS Printable Documentation 4. In the Change Password window, type in your new password. 5. Click Submit. NOTE: You will need to type your new password twice to ensure accuracy. Your new password will be effective immediately. Retrieve a forgotten password Delete an additional phone number To delete a phone number 1. From the Admin drop-down menu, choose Modify Your Profile. 2. Click the Manage Contact Phones link (located at the top of the form) to display the Manage Contact Phones pop-up window. 3. In the Manage Contact Phones window, select the phone number(s) you want to delete using the check boxes on the right-hand side. 4. Click Delete. NOTE: You will need to check the boxes on the right-hand side in order to select the phone number(s) you want to delete. Add an additional phone number Display your home fax number instead of your office fax number You can display either your personal or office fax number in your agent information. To specify your preferred fax 1. From the Admin menu, choose Modify Your Profile (shortcut). 2. In the Preferred Fax field, select either Office or Personal. 3. Click Save. 4

15 Administrative Instruct clients on how to look up your listings If your MLS offers a public view of listing data, you can tell clients how to look up your listings on the Internet. To look up your listing 1. Give your client your Web address (URL) for your MLS. 2. From the MLS Web site, they can click on the Find a Realtor or Find Agent buttons. 3. Have them type in your name, then click Search. 4. From your agent information page, have them click See My Listings to view all of your active listings. Attaching a link to your Web site You can also attach a link to your own Web site. NOTE: This only applies if your MLS offers this feature. To attach a link 1. From the Admin drop-down menu, choose Public Access Links. 2. Locate the Hyperlink to "See My Listings" and click Copy Link to Clipboard. 3. Paste the appropriate URL to a button, link, or graphic on your Web site. 4. From your agent information page, have them click See My Listings to view all of your active listings. Setting up your Agent Profile Your Agent Profile allows you to enter and update the information that other agents and members of the public see when they click on your agent name (your MLS Agent Information page). In addition, you can change your password, update your home address (displays only to your MLS staff) and more. To access your Agent Profile page -- From the Admin drop-down menu, select Modify Your Profile. Here are some additional topics on updating features of your Agent Profile: Add a bio to your agent profile Add a picture to your agent profile Add an additional phone number 5

16 Rapattoni MLS Printable Documentation Change your contact phone numbers Change your office information Change your password Delete an additional phone number Delete your agent picture Display your home fax number instead of your office fax number Using your Agent Preferences You can set up defaults called Agent Preferences to specify how particular aspects of the MLS software will work best for you. You can modify your preferences in the Agent Preferences form. To access your Agent Preferences form -- From the Admin menu, choose Your Preferences. TIP: Click the Help icon preference. next to any preference field for detailed information on how to use that Change your agent preferences View sent You can see a history of listing reports that you have ed from the MLS (manually or through auto-prospecting) during the past 30 days. The following information and options are available for each record: Click the icon to display the listing report that was sent. See all of the addresses the message was sent to. See the address the message was sent from. See the "Subject" of the message. See the date and time the was sent. Check the "Report Viewed" column to see whether the recipient has clicked the "View Listings" link in the message. Click the icon to send the listing report again. View all sent (for the last 30 days) 6

17 Administrative 1. From the Admin menu, choose View Sent (shortcut). 2. Use the tabs near the top of the page to toggle between viewing Manual (sent using the button) or Auto-Prospecting . View for a specific prospect (for the last 30 days) 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Locate the desired prospect, then click one of the numbered hyperlink below the Prospect Cart column to access their Prospect Cart. 3. Expand the Options pane (if it is collapsed). Click the View History link located in the Prospect Options box. View for a specific listing (for the last 30 days) 1. From the Admin menu, choose View Sent In the Filters area near the top of the page, enter the desired listing number in the Listing # field, and click Search. a report to someone 7

18 Caravans Does my MLS use caravans or broker tours? You may have access to either caravans or broker tours, depending on your MLS's setup. These features may alternately be called "MLS tours" or "Realtor tours," or another label of your MLS's choosing. To determine which feature is used by your MLS 1. Click on the Listings menu. 2. If Caravans (or an alternate name for this feature) is available in this menu, then your MLS uses Caravans. If the feature does not display here, go to step Click on the Searches menu. 4. If Broker Tours (or an alternate name for this feature) is available in this menu, then your MLS uses Broker Tours. NOTE: If neither feature displays, your MLS may not use either caravans or broker tours. It is also possible that you do not have the required access rights. If both features display then your MLS uses both caravans and broker tours. Items missing from your menu View caravans Search for broker tours Add your listing to a caravan A caravan is an organized tour of new listings, designed to familiarize agents and brokers with newly listed properties. (Caravans may alternately be called "MLS tours," or another label of your MLS's choosing.) Caravans are usually managed by the MLS. In some cases, an office may set up a caravan for its agents only. To add your listing to a caravan 1. From the Listings drop-down menu, choose View/Revise Your Listings. 2. Next to the desired listing number, click the Revise icon. 3. In the Revise Listing menu (under Listing Information), click Caravan Dates. 4. Drop down the list of caravans that have been scheduled and select the desired caravan. If necessary, enter a comment. 8

19 Caravans 5. Click Submit. View caravans Does my MLS use caravans or broker tours? Items missing from your menu View caravans A caravan is an organized tour of new listings, designed to familiarize agents and brokers with newly listed properties. (Caravans may alternately be called "MLS tours," or another label of your MLS's choosing.) Caravans are usually managed by the MLS. In some cases, an office may set up a caravan for its agents only. To view a caravan, or print a caravan report 1. From the Listings drop-down menu, choose Caravan. 2. Select a caravan by activating its check box on the left. 3. Click the Reports button to display all listings in that caravan. 4. Verify that the listings you want to display on your caravan report are checked. 5. Click the Report button in the toolbar. 6. Use the Report Option field to choose the type of report you want to view: A Caravan Summary report displays basic information such as location, listing office/agent, and price. A Caravan Detail report displays additional information such as marketing remarks and amenities. 7. Click Submit. The caravan report is generated and displayed in a new browser window. Add your listings to a caravan Does my MLS use caravans or broker tours? My PDF reports won't display 9

20 Rapattoni MLS Printable Documentation Add a broker tour to your listing Broker tours are set up by agents as an open invitation for other agents and brokers to view newly listed properties at a specified date and time. To add a broker tour to your listing 1. From the Listings drop-down menu, choose View/Revise Your Listings. All of your active listings display. 2. Next to the desired listing number, click the Revise icon. 3. In the Revise Listing menu (under Listing Information), click Broker Tour Dates. 4. Enter the information for your broker tour, adding a comment if desired. 5. Click the Save button in the MLS toolbar. Search for broker tours Does my MLS use caravans or broker tours? Search for broker tours Broker tours are set up by agents as an open invitation for other agents and brokers to view newly listed properties at a specified date and time. To search for broker tours 1. From the Searches drop-down menu, choose Broker Tours. 2. Enter a date range for your search as well as your desired search criteria. 3. Click Search to start the search. Add a broker tour to your listing Does my MLS use caravans or broker tours? 10

21 CMA Create a CMA Package The CMA Package software lets you create a subject property comparison report, and choose from a variety of other pages to put together a complete CMA presentation package for your client. To begin a CMA Package 1. Run a search for listings, or go to a Prospect Cart or your Listing Cart. 2. Select listings you want to use for comparison by clicking in the check boxes to the left of desired listings. 3. Click the CMA button. 5. From the CMA Option drop-down field, select CMA Package. 6. Click. NOTE: The CMA Package software opens. This software leads you step-by-step through creating your CMA Package. The tabs at the top show you which step you are on; you can also click on a step to jump to it, if necessary. 7. Complete the various steps in order (as needed), clicking the Next Step link when finished with each form to move through the steps. Use the following links for more details. Step 1: Select Contact Step 2: Select Fields Step 3: Enter Subject Property Step 4: Make Adjustments Step 5: Perform Analysis Step 6: Assemble Package CMA Package Step 1: Select Contact Step 1 of create a CMA Package lets you specify the contact (i.e., client) for whom you are preparing the CMA. You can either choose one of your existing contacts, or set up a new contact on the fly. The contact's name and address will display in the final CMA Package. To select a contact 11

22 Rapattoni MLS Printable Documentation If you have already set up the contact: 1. Click the Look up field choices icon next to the Contact field. A selection window containing all of your active contacts displays. 2. Check the box next to the desired contact and click OK. The contact's information displays. (You can click the contact's name to modify his/her information, if necessary.) 3. Click the Next Step link to continue to Step 2: Select Fields. If you want to enter a new contact: 1. Click the Create New Contact link. 2. Enter the contact's information. 3. While in the Create New Contact form, check the Manage as Prospect box if you want to be able to create searches and save listings for this prospect. (See Set up a prospect for details.) 4. Click Submit. The contact's information should display in the Step 1: Select Contact form. 5. Click the Next Step link to continue to Step 2: Select Fields. Create a CMA Package About contacts and prospects CMA Package Step 2: Select Fields When creating a CMA Package, step 2 lets you specify which fields you want to display on the comparative market analysis report, and in what order. You can also add custom fields, if desired. The software gives you the flexibility to include the features you feel are most important to your CMA, and exclude others as needed. NOTE: If you want the report to use the default selected fields, you can simply click Next Step to continue. The fields selected by default show in the right-hand window. They display in the order they will appear on your CMA report. In the left-hand window, you can see other fields that are available for you to add, if desired. 12

23 CMA To add fields To remove fields 1. Using the left-hand window of available fields, highlight one or more fields you want to add to your CMA report. (You can hold down the Ctrl key to select multiple fields.) 2. Click to move them to the Selected Fields list. 3. Use the Move Up or Move Down buttons to move fields up or down the list, if desired. 4. If you have no further changes to make in Step 2, Click the Next Step link to continue to Step 3: Enter Subject Property. 1. In the right-hand Selected Fields window, highlight the field(s) you want to remove from your CMA report. 2. Click to move them out of the Selected Fields list. 3. Use the Move Up or Move Down buttons to move fields up or down the list, if desired. 4. If you have no further changes to make in Step 2, Click the Next Step link to continue to Step 3: Enter Subject Property. To add a custom field 1. Click 2. Type a label for your custom field, then click OK. The software adds the new field label to the right-hand window, beneath whichever field was highlighted. 3. Use the Move Up or Move Down buttons to move fields up or down the list, if desired. 4. If you have no further changes to make in Step 2, Click the Next Step link to continue to Step 3: Enter Subject Property. To change the field order 1. To change the order fields display on your CMA report, in the right-hand Selected Fields window, highlight a field you want to move. 2. Use the Move Up or Move Down button to move the field up or down in the list. 3. Repeat steps 1 2 until the fields display in the desired order. 4. If you have no further changes to make in Step 2, Click the Next Step link to continue to Step 3: Enter Subject Property. 13

24 Rapattoni MLS Printable Documentation Create a CMA Package CMA Package Step 3: Enter Subject Property Step 3 of create a CMA Package lets you enter the subject property, if any, for your CMA. If you are preparing the CMA for a potential seller, you would enter the seller's property as the subject property. To enter the subject property If the subject property exists as a listing in the MLS: 1. Type in the listing number and click 2. Modify the property information as needed. If the subject property is NOT a listing: 1. Type the complete property address. 2. Click Validate Address for Mapping. The system attempts to obtain the geocodes (i.e., latitude and longitude) for the property so that it can be located on a map. (You can include a map showing the locations of all selected properties in your CMA Package.) 3. For the features listed below the address fields, enter the appropriate value or information. To upload a picture of the subject property 1. Click the Upload Subject Property Picture link. 2. Click the Browse button, and select the desired picture. (Must be in JPEG format. See Create pictures that can be uploaded to the MLS for details.) 3. Click the Next Step link to continue to Step 4: Make Adjustments. Create a CMA Package CMA Package Step 4: Make Adjustments Step 4 of create a CMA Package enables you to compare the subject property to the listings you selected as comparable, and adjust for individual features of each comparable property in order to produce a more accurate analysis. This is an optional step. The software displays only one comparable listing at a time, to make it easier to use. This page displays a columnar format showing the subject property's information next to the comparable property's information for each feature. You may adjust the value of a comp by entering a positive or negative amount in the Adjustments column next to a particular feature. Example: You could type a negative amount, such as -5000, next to the Bedrooms field for a comp that has more bedrooms than your subject property. This would reduce the Adjusted 14

25 CMA Value for the comparable property by $5,000, giving a more accurate comparison with the subject property. To do this 1. Use the Previous Listing/Next Listing links to navigate through the comparable listings, or use the Listing # drop-down field in the upper right corner to jump to a specific listing. 2. When finished making adjustments, click the Next Step link to continue to Step 5: Perform Analysis. Create a CMA Package CMA Package Step 5: Perform Analysis Step 5 of create a CMA Package allows you to recommend a listing price for the subject property. This page shows you several statistics (in red) to help back up an informed decision, based on the comparable adjusted listings. The software does not make a recommendation; you must type in the price or price range you choose. To complete the analysis 1. Type your recommended price or price range for the subject property in the Suggested Price or Range field. (Type the exact text you want to print on your CMA report, including a dollar sign, if desired.) 2. If you want to add another listing as a comparable, you can. Type the listing number in the Listing # field and click the Add button. 3. If you want to make additional adjustments to a comparable listing, click its Revise link. 4. If you want to remove a listing from your CMA report, click the Delete link to the right of the unwanted listing. 5. If you want to change the order the listings will print on the CMA report, change the numbers in the Sort column and click the Refresh button. 6. Click the Next Step link to continue to Step 6: Assemble Package. Create a CMA Package CMA Package Step 6: Assemble Package Step 6 of create a CMA Package lets you choose which items to include in your CMA Package. The final CMA Package is produced in HTML format, and you have the option to it or view and print it. TIP: You can set up a standard cover letter, agent resume, and office resume by choosing CMA Documents Setup from the Admin menu. The CMA Package program uses these standard documents as the default, and lets you make changes as needed for each individual CMA Package. This saves you time when creating CMA Packages. 15

26 Rapattoni MLS Printable Documentation To select items for your CMA Package 1. Using the check boxes on the left, make sure that each item you want to include is selected. 2. In the Sort column, you can modify the numbers to re-order the selected items. 3. Click the Update button in the toolbar. 4. Click the Preview link if you want to see what a particular item will look like. 5. If you are including a cover letter, click the Revise link next to the cover letter to modify the text if necessary. (The cover letter automatically inserts the contact's name and address at the top, and uses the body text from your default cover letter. See TIP above for details.) 6. Click the Revise link next to any other items you want to modify. To output your CMA Package To the package: 1. To the completed package, click the button in the toolbar. 2. Be sure to click Click here to preview CMA Package if you want to check the final package before sending. 3. Type a subject line in the Subject field and modify other fields as desired. 4. Click the Send button. To print the package: 1. To view or print the CMA Package, click the Print Preview button in the toolbar. Your CMA Package displays in a separate window. 2. Click the Print this page link in the upper right corner and output your package using your desired printer settings. Create a CMA Package Subject Property Comparison Report The Subject Property Comparison Report allows you to compare a subject property to any number of listings you select as comparable. You can adjust values for individual features of each comparable property in order to produce a more accurate analysis. NOTE: The Subject Property Comparison Report is created by assembling a CMA Package. See Creating a CMA Package for step by step instructions. Create a CMA Package Adjustable CMA Report 16

27 Contacts About Client Portal You can enable your clients to view and manage the listings in their Prospect Cart with a Client Portal Web page. When you provide your prospect with a Client Portal, they can view the listings in their Newly Matched, Saved, and Rejected tabs, post comments about listings, and even manage their cart by saving and rejecting listings themselves. All comments and changes they make in their Client Portal are automatically reflected in their Prospect Cart within the MLS for you to see. Your contact information and picture (from your Agent Profile) are automatically featured at the top of your Client Portal Web pages, and your client can see that this page has been "Prepared Exclusively" for them. Also, if your office has uploaded an office banner into the MLS it will automatically display at the top of the page. Create a Client Portal for an existing prospect Preview a prospect's Client Portal your prospect a link to their Client Portal Using Comments with the Client Portal About Contacts and Prospects The MLS software includes a contact manager that enables you to save and organize information about your contacts and prospects, such as phone numbers, addresses, notes and more. Contact vs. Prospect - What is the difference? 17

28 Rapattoni MLS Printable Documentation Contact: A person or company that you want to save information for, such as phone numbers, or street addresses. Prospect: A contact that you want to save listing searches for. Every prospect has their own Prospect Cart where you can save and manage listings that match their criteria. Contacts and prospects are managed in the same area of the software. Simply enable the Manage as Prospect field in the Contact Information form to activate prospect features for a contact. Organize your contacts with Groups You can organize your contacts into groups. Default groups are set up for you, and you can create new groups to personalize your contact organization (from the Contacts drop-down menu, select Manage Groups). Since you can assign each contact to as many groups as you like, using groups makes working with your contact records more efficient. For example, you can: View all of the contacts in a group. Print address labels or run a report of all contacts in a group. Export the contact information for all contacts in a group. Send an message to all of the contacts in a group. Auto-Prospecting Auto-Prospecting searches automatically for newly added or changed listings that match your prospect's search criteria. These listings are placed into the prospect's cart, and can optionally be sent to you or your prospect via notification. Viewing Contacts and Prospects The main Contacts/Prospects page (accessed by choosing Contacts/Prospects from the Contacts drop-down menu) displays both contacts and prospects. In the diagram below, the first contact is not a prospect; notice that the Prospect Cart columns are blank. The second contact, Bill Mathews, is a prospect. The "Prospect Cart" column shows you how many listings are in the prospect's cart (in this case, 2 listings are Newly Matched, 5 are Saved, and 0 are Rejected). You can access the cart by clicking one of the numbers. You can click the icon next to a prospect's name to display an additional row of information and options for that prospect: 18

29 Contacts TIP: View the multimedia demo entitled "Spotlight on Contacts/Prospects" for a quick overview of this feature. From the Admin drop-down menu, choose Feature Spotlights, then select Contacts/Prospects. Create a contact Create prospects on the fly Set up auto-prospecting About Client Portal Can anyone else see your contacts? No one else has access to your contacts or their information, since their information is saved under your agent ID. NOTE: If you let someone else use your agent ID and password to log on to the MLS, then he or she would be able to view your contacts and prospects. Change your contact's information To revise a contact's information 1. From the Contacts drop-down menu, choose Contacts/Prospects. Delete a contact Create a contact Set up a prospect 2. Locate the contact you want to modify. (You can use the Search function at the top of the page to find a contact either by name or by prospect code.) 3. Click the contact's name to open the Modify Contact Information form. 4. Change the information as needed, then click Save. Create a Client Portal for an existing prospect 19

30 Rapattoni MLS Printable Documentation You can enable your clients to view and manage the listings that are in their Prospect Cart with a Client Portal Web page. To set up a Client Portal for an existing prospect 1. From the Contacts drop-down menu, choose Contacts/Prospects 2. Locate the desired prospect, and click their name to access their Modify Contact Information form. 3. Locate the Prospect Options area, near the bottom of the page (click if necessary to expand the area). NOTE: The Manage as Prospect field must be enabled for this area to display. 4. Click the Client Portal check box. 5. Click the Save button in the MLS toolbar. IMPORTANT: You must click Save after enabling the Client Portal field before using the Preview or Client Portal Invitation links. About Client Portal Preview a prospect's Client Portal your prospect a link to their Client Portal Using Comments with the Client Portal Create a contact Creating a contact involves entering the contact's information. If desired, you can manage a contact as a prospect, and set up search criteria as well, but this is not necessary. To set up a contact 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Click Create New Contact. 3. Type in the contact's information. You can enter any text that will be useful for you. (No one else has access to your list of contacts or their information.) 20

31 Contacts 4. If you would like to manage your contact as a prospect ( so you can set up search criteria, save listings for them, etc.), check the Manage as Prospect box. Additional settings become available; see Set up a prospect for details. 5. Click Save. The list of your contacts should display. TIP: You can modify your contact information any time by clicking the contact's name on this list. About contacts and prospects Delete a contact Create prospects on the fly You can create new prospects on the fly from any search criteria or results page. The software saves the new prospect's criteria automatically, then lets you enter the other person's information. To create a prospect from a search 1. Fill in your desired criteria. 2. From the Save Options box (located in the Options pane), locate and click in the Save as a New Prospect field. 3. Type in a new prospect's name (up to 20 characters) and click Save. 4. The Modify Contact Information page will display, here you can enter details about your new prospect. Make sure the Manage as Prospect check box is selected. 5. After entering the additional information, click Save. About contacts and prospects Set up auto-prospecting Prospect Cart features Modify a prospect's search criteria Delete a contact 21

32 Rapattoni MLS Printable Documentation To delete one or more contacts or prospects 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Select the contacts you want to delete using the check boxes in the left-hand column. 3. From the Options pane, locate the Organize Options box. 4. From the Action drop-down field, choose Delete Selected. 5. Click Go. 6. A confirmation box displays. If you are sure you want to delete the contacts that you have checked, click OK. To delete one contact or prospect 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Locate the contact you want to delete. (You can use the Search function at the top of the page to find a contact either by name or by prospect code.) 3. Click the contact's name to open the Modify Contact Information form. 4. Click the Delete button in the toolbar. 5. In the confirmation dialog box, click OK. TIP: If you would like to keep a contact on file, but are no longer working with that contact, you can change the Status field to Inactive, instead of deleting the contact. Create a prospect your prospect a link to their Client Portal Once you have set up a Client Portal for a prospect, you can them an invitation announcing their Client Portal, including a link they can use to gain access. 22

33 Contacts NOTE: If you have just activated the Client Portal field for a prospect and are still in the Modify Contact Information form, you must click Save in the MLS toolbar before using the Client Portal Invitation link. To a Client Portal invitation 1. From the Contacts drop-down menu, choose Contacts/Prospects 2. Locate the desired prospect and click their name to access their Modify Contact Information form. 3. Locate the Prospect Options area, near the bottom of the page (click if necessary to expand the area). 4. Click the Client Portal Invitation link that displays next to the Client Portal field. About Client Portal 5. Click OK in the confirmation dialog box. 6. Click Close in the Confirmation window Create a Client Portal for an existing prospect Preview a prospect's Client Portal Using Comments with the Client Portal Export contacts You can export your contact information and then download it to various third-party products. To export contacts 1. From the Contacts drop -down menu, select Contacts/Prospects. 2. From the Filters drop-down menu, select the group you want to export. 3. Click Go. 4. Select the contacts you want to export using the check boxes in the left-hand column (click the check box at the top of the column to automatically check all visible contacts). 5. Click the Exports button. 6. Select an option from the Contact Export Option drop-down field, then click Submit. 23

34 Rapattoni MLS Printable Documentation Using Comments in a Prospect Cart You can add comments to listings in the Prospect Cart, and even share comments with your prospect through a Client Portal. To add comments for a listing in a Prospect Cart 1. From the Contacts drop-down menu, select Contacts/Prospects. 2. Locate the desired prospect, then click the appropriate numbered hyperlink below the Prospect Cart column. 3. Locate the desired listing, then click the icon for that listing. If comments have not previously been added for the listing, the Comments window automatically opens, ready for you to enter a new comment. If previous comments exist for the listing, click the "Add Comments" link near the top of the window. 4. Enter your comments, then click the Save button. The date and time will automatically be saved for each comment. NOTE: If the Client Portal feature is enabled for this prospect, a "Private" check box displays. You can select the Private check box if you do not want your prospect to see this comment from their Client Portal. To read the comments for a listing in a Prospect Cart 1. From the Contacts drop-down menu, select Contacts/Prospects. 2. Locate the desired prospect, then click the appropriate numbered hyperlink below the Prospect Cart column. 3. Locate the desired listing, then click the icon for that listing. The comments window displays. NOTE: If no comments have been added for the listing, the Comments window automatically opens ready for you to enter a new comment. Using Comments with the Client Portal Save listings for a prospect Manage the listings in your Prospect Cart Manage newly matched listings You can view and manage all of your prospects' newly matched listings in one place. The Manage Newly Matched feature enables you to quickly decide to save or reject listings for 24

35 Contacts prospects, one after another. Any listing you save or reject becomes part of the appropriate prospect's Saved or Rejected tab, as applicable. This is the most efficient way to manage your auto-prospecting results. To view the Manage Newly Matched page 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Locate the Manage Newly Matched link at the top of the page and click it. (If the link is gray, then there are no new matches for your prospects' search criteria and the link cannot be clicked.) 3. On the Manage Newly Matched page you can view a complete list of prospects who have new listings that match their search criteria. 4. Click the plus symbol to the left of a desired prospect's name. (All of the newly matched listings for that prospect are displayed.) 5. Click in the appropriate check box on the left of each listing either to Save or Reject that listing. Alternately, you can click the Check All link above either column of check boxes to quickly save or reject all of the listings currently displayed. 6. After you've chosen to save or reject some or all of your prospects' listings, click the button in the toolbar. Any remaining listings display, or if there are no more newly matched listings left, your Contacts page displays. TIP: The Home page offers a Newly Matched Listings module that displays prospects that have newly matched listings, and lets you quickly access them. Click the individual prospect's listing count (such as 6) to view that prospect's cart; or click the Manage Newly Matched link to go directly to the Manage Newly Matched page. NOTE: The maximum number of listings that can be displayed in Manage Newly Matched is 1,000. If you have more than that, you must manage each prospect cart separately. Prospect Cart features Manage the listings in your Prospect Cart Set up auto-prospecting Manage the listings in your Prospect Cart Each of your prospects has a Prospect Cart for keeping track of listings. Each cart is divided into three tabs: Newly Matched, Saved and Rejected. When you look at your list of contacts ( from the Contacts drop-down menu, choose Contacts/Prospects), you can see at a glance how many listings are in each prospect's cart tabs, using the color-coded numbers next to the prospect's name. In the example pictured below, prospect Bill Mathews has 2 listings in the Newly Matched tab, 5 in the Saved tab, and 0 Rejected: 25

36 Rapattoni MLS Printable Documentation By clicking on one of the color-coded numbers, you can access that tab in the Prospect Cart. Newly Matched tab: Listings are automatically added to this tab when you run a prospect search, or if you have auto-prospecting set up for your prospect. Saved tab: This is where you can keep listings that might be of interest to your prospect. You can select listings using the check boxes in the left-hand column, then listings, run a report, or other. (See Prospect cart features for more details.) Rejected tab: This is where you want to keep listings that the prospect is NOT interested in, even though they may match the prospect's search criteria. Having a listing in the Rejected tab prevents the software from re-adding it to the prospect's Newly Matched tab the next time you run a prospect search. However, auto-prospecting will still the listing if it changes, since that change may make it more desirable. Save listings for a prospect Modify a prospect's search criteria To revise a prospect's search criteria 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Locate the appropriate prospect. (You can use the Search function at the top of the page to search either by name or by prospect code.) 3. Click the icon next to the prospect's name. In the second row that displays, click the Revise Criteria link. (If there is more than one search for your prospect, a separate row of links will display for each search). 4. In the search criteria page, make the desired criteria changes. 5. Optional: Click the Preview Count link near the top of the page to see how many listings match your criteria. If the number is too high, modify your criteria to narrow down the search. If the number is acceptable, click View Results to save your criteria. The search results are automatically added to your prospect's Newly Matched listings. 6. If you did not click Preview Count: To save your criteria, click the Search button in the toolbar. The search results are automatically added to your prospect's Newly Matched listings. NOTE: You can also modify a prospect's search criteria from their Prospect Cart by selecting the icon that displays next to the prospect's name near the upper-right corner of the page. About contacts and prospects Create a prospect Search for listings for a prospect Preview a Client Portal 26

37 Contacts Once you have set up a Client Portal for a prospect, you can preview the new Web page before inviting your client to view it. NOTE: If you have just activated the Client Portal field for a prospect and are still in the Modify Contact Information form, you must click Save in the MLS toolbar before using the Preview link. To preview a prospect's Client Portal 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Locate the desired prospect and click their name to access their Modify Contact Information form. 3. Locate the Prospect Options area, near the bottom of the page (click if necessary to expand the area). 4. Click the Preview link that displays next to the Client Portal field. 5. The prospect's Client Portal Web page displays in a new Internet Explorer window. When you are done viewing the Client Portal, simply click the red "X" in the upper-right corner of the preview window to close it. About Client Portal Create a Client Portal for an existing prospect your prospect a link to their Client Portal Using Comments with the Client Portal Print a list of your contacts You can print a report or address labels for some or all of your contacts. To print a list of your contacts 1. From the Contacts drop-down menu, choose Contacts/Prospects. All the contacts in the first contact group display by default. 2. Depending on which contacts you want to include in your report, you may select a different group (from the list on the left), or select All Active to display all your active contacts and prospects. 3. Select the contacts you want to include, using the check boxes on the far left. (Click the check box at the top of the column to automatically check all visible contacts.) 27

38 Rapattoni MLS Printable Documentation 4. In the Options pane, locate the Report Options box. 5. Select Contact Report, and click Go. (Or, choose Address Labels, if desired.) NOTE: Your report displays in a separate window in PDF format. Prospect Cart features Once listings are in your prospects cart, you can View listing detail 1. Click a listing number to see the listing detail page. 2. Once there, you can use the buttons at the top of the page to view the other listings from that tab of your prospect's cart. View listing pictures -- Click the Camera icon current display option). to see the listing pictures(s) (if available on the Sort the listings 1. In the Options pane, change the sort order of listings in the cart by selecting your desired sort options in the Sort Options box. 2. Click Go. Or, you can activate Sort as Selected to put listings in the order you select them. Empty the tab -- To remove all listings from the current tab, click the Empty Tab link near the top of the page. 28

39 Contacts Run a report 1. Select the listings you want to include in a report (using the check boxes in the right-hand column). 2. Click the Reports button in the toolbar 3. Select the report(s) you want to print. 4. Click Run Reports. listings to the prospect 1. First select the listings you want to include (using the check boxes in the left-hand column). 2. Click the button in the toolbar. Export the listings Map the listings 1. Select the listings you want to export (using the check boxes in the left-hand column). 2. Then click the Exports button in the toolbar, select the type of export. 3. Click Submit. 1. Create a map that plots multiple listings. 2. Select the desired listings (using the check boxes in the left-hand column). 3. Click the Map button in the toolbar. Enter showing dates & comments -- Enter Dates & Comments to help track the listings you have shown the prospect, by clicking the Comments icon next to each listing. Delete listings from the cart 1. To remove listings, first make sure all listings are selected EXCEPT for the ones you want to delete. 2. In the Selection Options box (located in the Options pane), click the Remove All Unchecked link. IMPORTANT: If you have auto-prospecting set up for the prospect, you should NOT delete listings from the cart, since they may be added to Newly Matched again if they still match your prospect's criteria. Instead, move unwanted listings to the Rejected tab. To do this, select listings you want to reject using the check boxes on the left, and then click the Rejected link near the top of the page. Thereafter, auto-prospecting will still those listings when they are modified, since the change may make the property desirable. NOTE: There is a limit to the number of listings you can store in a Prospect Cart. If you exceed the limit, Auto-Prospecting will be automatically turned off for the prospect. TIP: View the multimedia demo entitled "Spotlight on Contacts/Prospects" for a quick overview of this feature. From the Admin drop-down menu, choose Feature Spotlights, then select Contacts/Prospects. 29

40 Rapattoni MLS Printable Documentation Manage the listings in your Prospect Cart Search for listings for a prospect Quick Reference Icon Guide Run a Reverse Prospecting Search You can use Reverse Prospecting to match listing data against prospects search criteria and find prospects who might be interested in your listings. You can run a reverse prospecting search based on an actual listing, or on any listing data you choose. To search based on a listing From the Contacts drop-down menu or from the Revise Listing page, choose Reverse Prospecting. 2. From the My Listings drop-down field, select a listing number to automatically fill in the search form with your listing's information. Or, type a listing number into the Listing Number box, and click Get Info. (To increase the likelihood of finding matching prospects, you should uncheck some of the criteria by de-selecting check boxes to the left of fields you want to remove from your search.) 3. Click the Search button in the toolbar to start your search, or click Preview Count to see how many prospects match your search. TIP: You may want to run the search several times using different criteria. For example, some prospects' search criteria may be based on ZIP code, while others are based on City. Also, be sure to uncheck any fields that are not pertinent to your search. For instance, you might remove School District to be sure you locate prospects, whether or not they specified School District in their search requirements. To search based on hypothetical listing information 1. Enter the information you want to base your search on (such as city, price and bedrooms). The left-hand check boxes should be selected next to criteria fields you want to match. 2. Click the Search button in the toolbar to start your search, or click Preview Count to see how many prospects match your search. Set up Reverse Prospecting Using Reverse Prospecting Results Save listings for a prospect You can save listings for a prospect using the Prospect Cart. The Prospect Cart has three tabs to help you manage listings for the prospect. To add listings to a Prospect Cart manually

41 Contacts 1. In any search results page or in the Hotsheet, select the listings you want to add to the cart by selecting the appropriate check boxes (in the left-hand column). 2. From the Options pane, locate the Save Options box. 3. Drop down the list of prospects, and select the appropriate name. 4. Click the Save button. NOTE: There is a limit to the number of listings you can store in a Prospect Cart. If you exceed the limit, Auto-Prospecting will be automatically turned off for the prospect. To add listings to a Prospect Cart automatically -- Once you have created a prospect, see the instructions for set up auto-prospecting. Manage the listings in your Prospect Cart Prospect Cart features Search for listings for a prospect Once you have set up your prospect and his/her search criteria, you can run the search manually as often as you like, or you can have the system automatically run it for you through autoprospecting. NOTE: If you have set up auto-prospecting for your prospect, you do not need to run the prospect search manually. To manually run a prospect search from the main Contacts/Prospects page 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Locate the desired prospect. (Use the Search function at the top of the page, if necessary.) 3. Click the plus icon next to the prospect's name to display search options for the prospect. 4. Click the Run link next to the desired search. Any listings that match the prospect's search criteria that are not already in the prospect's cart, will be added to the Newly Matched tab. To manually run a prospect search from a prospect's cart 1. Click the icon that displays next to the prospect's name near the upper-right corner of the page. 2. Click the Run link next to the desired search. Any listings that match the prospect's search criteria that are not already in the prospect's cart, will be added to the Newly Matched tab. 31

42 Rapattoni MLS Printable Documentation Modify a prospect's search criteria Save listings for a prospect Create a prospect Set up auto-prospecting Set up a prospect Setting up a prospect involves entering the person's information as a new contact, activating the desired prospect options, and then running an initial search using the prospect's search criteria. Another way to create a prospect is to enter search criteria in any of the search forms and save that criteria as a new prospect record. To set up a prospect: 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Click Create New Contact. 3. Type in the person's information. You can enter any text that will be useful for you; no one else has access to your list of contacts or their information. 4. Check the Manage as Prospect box to indicate that this contact is a prospect. 5. Next to the Groups field, click the icon to assign the prospect to the appropriate group(s). 6. Optional: If you want the software to automatically search for listings that match the prospect's search criteria and add those listings to the Prospect Cart, check the Auto-Prospecting option. Then specify to whom notifications should be sent. (For any of the options that you enable, you must have valid addresses in the corresponding text fields in order for to be sent.) 7. Optional: If you want to provide your client with an interactive view of their own Prospect Cart in a personalized Web page, check the Client Portal option. 8. Optional: If you want other MLS agents to be able to notify you when they have a listing that matches your prospect's criteria, check the Reverse Prospecting option. (Watch the Feature Spotlight on Reverse Prospecting for an overview of this feature. From the Help menu, choose Feature Spotlights and select Reverse Prospecting.) 9. Click Save in the MLS toolbar. 10. Optional: The Search Options page displays. If you want to create a search for this prospect, select a Search Type and specify a name for the search, then click Submit. OR, click Cancel to skip this step (you can create a search for your prospect at a later time). 11. If you are creating a search, the search form displays based on the Search Type you selected. Enter your prospect's search criteria. 12. Click the Search button in the MLS toolbar to save the criteria for this prospect. The listings that match your search criteria are automatically added to your prospect's cart. NOTE: The listings found during this initial search are NOT automatically ed to your prospect. The auto-prospecting feature will automatically new and changed listings that match your prospect's criteria in the future, based on the options you selected for your prospect. 32

43 Contacts About contacts and prospects Create prospects on-the-fly Search for listings for a prospect Delete a contact Set up Reverse Prospecting Set up auto-prospecting Auto-prospecting automatically finds new or changed listings that match your prospect's criteria, adds them to the prospect's cart, and sends notification, if you like. To set up auto-prospecting 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Locate the contact you want to modify, then click the contact's name to open the Modify Contact Information form. 3. Make sure the Manage as Prospect check box is selected, then locate the Prospect Options box toward the bottom of the screen (click to expand the box if necessary). 4. Select the Auto-Prospecting check box. This enables the software to automatically add listings that match the prospect's search criteria to the Newly Matched tab of the cart. (Make sure that the prospect's status is set to Active, and the type set to Buyer.) 6. Optional: If you want to receive messages when listings are added, choose Yes in the Send to Agent field.* 7. Optional: If you want your prospect to receive messages when listings are added, choose Yes in the Send to Prospect field.* (Requires that Send E- mail to Agent is also set to Yes.) 8. Optional: If you want a copy of the messages to be sent to the Cc address for this prospect, choose Yes in the Send to Cc field.* (Requires that Send to Prospect is also set to Yes.) 33

44 Rapattoni MLS Printable Documentation 9. Optional: If you want listings that are ed from auto-prospecting to display in a particular report format, make your desired selection from the Report Format field. (Only available when Send to Prospect is set to Yes AND Client Portal is NOT selected.) 10. Click Save. IMPORTANT: You must also set up your prospect's search criteria. See Set up a prospect for details. *NOTE: This feature may not be available, based on your MLS's setup. About Client Portal Save listings for a prospect Create a prospect Set up Reverse Prospecting Reverse Prospecting helps to connect agents who have listings, with other agents who have prospects that may be interested in those listings. Prospect information is never shared with the agent performing the search, so you can have full confidence in allowing your prospects to be included in reverse prospecting searches. To enable reverse prospecting for your prospect 1. From the Contacts drop-down menu, choose Contacts/Prospects. 2. Locate the contact you want to modify. (You can use the Search function at the top of the page to find a contact either by name or by prospect code.) 3. Click the contact's name to open the Modify Contact Information form. 4. Locate the Prospect Options box toward the bottom of the screen (click the symbol to expand the box if necessary). Next, make sure the Reverse Prospecting check box is selected. This allows your prospect to be included in reverse prospecting searches conducted by other agents. 5. Optional: Set Allow to Agent to Yes if you would like to be contacted via e- mail by agents whose listings match your prospect s search criteria. 34

45 Contacts NOTE: Be sure to assign a Prospect Code to each of your prospects so that you can identify them when another agent contacts you. You can use up to six digits, alpha or numeric. For example, you may want to use your prospect s initials and the last two digits of their ZIP code. (If you do not type in a prospect code and Allow to Agent has been set to Yes, the system automatically assigns one for you.) Set up a prospect Run a Reverse Prospecting Search Track information on your clients You can track all types of clients as contacts and prospects in the system. To track -- From the Contacts drop-down menu, choose Contacts/Prospects. About contacts and prospects Set up a prospect Search for listings for a prospect Using Comments with the Client Portal When using the Client Portal feature, both you and your prospect can add and read comments for listings in the Prospect Cart. There are several ways to view new comments from your clients: The MLS Home page offers a Client Portal Activity module that displays an icon for each listing for which new comments are available. Just click the icon to view the corresponding comments. The main Contacts/Prospects page displays icons next to all Prospect Carts that contain new comments that you have not read. Within individual Prospect Carts, the icon indicates that new comments are available for a particular listing. To add comments for a listing: 35

46 Rapattoni MLS Printable Documentation 1. From the Contacts drop-down menu, select Contacts/Prospects. 2. Locate the desired prospect, then click the appropriate numbered hyperlink below the Prospect Cart column. 3. Locate the desired listing, then click the icon for that listing. If comments have not previously been added for the listing, the Comments window automatically opens, ready for you to enter a new comment. If previous comments exist for the listing, click the "Add Comments" link near the top of the window. 4. Enter your comments, then click the Save button. The date and time will automatically be saved for each comment. NOTE: You can select the Private check box if you do not want your prospect to see this comment from their Client Portal. NOTE: A "Post Comments" link displays next to each listing in the Client Portal so that your client can easily leave comments about any listing in their prospect cart. Also, a message displays at the top of the page to alert your client when you have added new comments that they have not read. About Client Portal Create a Client Portal for an existing prospect Preview a prospect's Client Portal your prospect a link to their Client Portal Using Reverse Prospecting results You can use the reverse prospecting results to contact the agents whose prospects might be interested in your listing (i.e., your listing data matched their saved search criteria). The agent s name, phone number, address (if available) and office display right on the search results screen. Contacting agents via -- An button, located on the reverse prospecting search results page, allows you to quickly notify agents that their prospects' criteria match your listing. NOTE: The button is only available if your search was based on one of your own listings, and if you have selected at least one, but not more than 20, prospects. How to contact agents via 1. Click the button if it is available. 2. Click Preview/Edit Note if you want to modify the text that is included in the messages. To send to agents in your search results 1. Check the box to the right of each agent (not more than 20 at a time) you want to contact. 36

47 Contacts 2. Click the button. Creating a report from your Reverse Prospecting search results -- You can print a report from your search results. The Reverse Prospecting Report contains all the information you need to contact agents that appear in your results. To create a report 1. Check the box next to each agent you want to include, or click Check All to automatically check all agents in your search results. 2. Click the Report button to generate the report. Set up Reverse Prospecting Run a Reverse Prospecting Search View your contacts and prospects To view your list of contacts and prospects -- From the Contacts drop-down menu, choose Contacts/Prospects. From this page you can Create New Contact -- Click this link to create a new contact and set them up as a prospect if desired. Manage Newly Matched -- Click this link to view and manage all of your prospects' newly matched listings in one place. Report Options (in the Options pane) -- Choosing Contact Report lets you generate a list of selected contacts in PDF format so it can be printed or saved to a disk. Choosing Address Labels lets you generate address labels for selected contacts, and print mailing labels for them using standard label stock. Send -- Click on the envelope icon below the Send column (if available) to open a new message window in your software, so you can send the contact message. Modify Contact Information -- Click a contact's name to edit his/her information. Enter Task -- Click the task icon to set up a meeting or other to-do item for a contact. 37

48 Rapattoni MLS Printable Documentation View the listings in a prospect's cart by clicking one of the three numbers representing the prospect's Newly Matched, Saved, or Rejected tabs. For each prospect that displays, you can click the plus icon and options to view additional details Run the prospect's search manually against all listings in the MLS. Revise the prospect's search criteria. View the prospect's search criteria. Delete a search for the prospect. Modify a prospect's search criteria Create a prospect 38

49 Custom Report Writer Create a custom report The Custom Report Writer software lets you create your own custom reports, using any of the fields that are available in your MLS. To create a custom report 1. From the Admin drop-down menu, select Custom Report Writer. The Custom Report Writer software opens in a new window. 2. Click New in the Report Manager task pane on the right side of the window. 3. In the toolbar, click in the Report Name field, and type the name you want to use for your report (for example, My Client Summary Report). 4. Select the Property Type from the drop-down menu, if necessary. 5. Select the Viewable Level from the drop-down menu. (The software defaults to Personal, which means that you are the only person who can run this report.) 6. Select the Page Style from the drop-down menu.. 7. Add the fields, images or other items (such as text and borders) you want on your report to the layout area. Use your mouse to move items within a section of the layout area. (To move an item to another section of the report, such as the Header Section, right-click the item with your mouse, and select the desired section.) 8. Click Save in the toolbar to save your report. (Once it has been saved, your custom report will be available for selection anytime you run a report in the MLS.) 39

50 Rapattoni MLS Printable Documentation TIP: View the multimedia demo entitled "Spotlight on Custom Report Writer" for a quick overview of this feature. From the Help drop-down menu, choose Feature Spotlights, then select Custom Report Writer. Using the Custom Report Writer Using the Custom Report Writer The Custom Report Writer allows you to create your own custom reports for use in the MLS. To access this feature 1. From the Admin drop-down menu, select Custom Report Writer. 2. The Custom Report Writer opens in a separate window, allowing you to continue working in the MLS while you are creating or modifying reports. Getting familiar with the Custom Report Writer window Toolbar located at the top of the window, the toolbar contains many functions and short cuts. For example, you can specify a name for your report, select the property type the report will be used for, and even select font sizes and colors. Task Pane located on the left side of the window, the task pane lets you "switch" between several different tabs (click a tab header to switch to that tab). See below for details about each tab. Report Manager The items in this tab allow you to create and manage your custom reports. Once you have selected a function, the software will automatically take you to the next step in the report management process. For example, to begin creating a brand new report from scratch, click New. You will notice that the task pane automatically switches to the Fields tab, and the work area changes to display a report layout with grid guides. All other items under this tab allow you to manage reports that you've already created. These functions appear to be unavailable (low-lighted) until you have selected a report from the work area by checking the box to the left of the report (see "Work Area" below). TIP: When creating a new report, first check to see if you have any existing custom report that are similar to the report you want to create. If so, you can save time by copying the already existing report, and then using the Edit tool to complete your changes. 40

51 Custom Report Writer Fields This tab displays all of the data fields that are available for use on your custom reports, in alphabetical order. Click on a field to add it to the report layout. Then use your mouse to "drag" the field where you want it to display on the report. IMPORTANT: Available fields are based on property type. Make sure you have selected the desired property type before adding any fields to your report layout. NOTE: Some listing information has been broken out into several fields, such as Address. This gives you more flexibility to arrange your report in just the format you want. Images This tab allows you to add pictures and other images to your custom reports. For example, you can personalize your reports by adding your agent photo or office banner. Click the desired image type to add it to the report layout. Then rightclick the image on the report layout to move it to the desired section, if necessary. NOTE: Custom reports that include listing pictures will display the primary listing picture only (additional pictures cannot display on custom reports). Tools This tab contains several tools designed to help you further customize your reports. Click the desired tool to activate it for use in the work area. The mouse pointer changes based on the active tool. Use the Line tool to draw horizontal lines on your custom report. Use the Text tool to add your own custom text anywhere on your report. Use the Border tool to "draw" a border around a field or group of fields. Use the Select tool to move or resize items that you have placed onto the report layout. Work Area the main portion of the Custom Report Writer window is your work area. 41

52 Rapattoni MLS Printable Documentation Each time you open the report writer, the work area displays a list of your available custom reports. Four tabs at the top of the work area organize reports based on their viewable level. For example, reports that are listed under the Personal tab can only be viewed by you; reports listed under the Office Wide tab can be viewed by everyone in your office, and so on. Click a tab to see the reports listed under that tab. When you are creating a new report (or editing an existing report), the work area changes to display report sections and grid guides. This is where you place fields and other items (such as pictures) that you want on your report. NOTE: When you add fields, images or other items to your report, they are automatically added to the Detail Section. To move these items to either the Header or Footer sections, right-click with your mouse on the item and select the area you want to move the item to. TIP: View the multimedia demo entitled "Spotlight on Custom Report Writer" for a quick overview of this feature. From the Help drop-down menu, choose Feature Spotlights, then select Custom Report Writer. Create a Custom Report My custom reports won't display All reports created using the Custom Report Writer are generated in PDF file format. In order to view and print PDF reports, you must have Adobe Reader installed on your computer. This software is available free of charge, and may be downloaded from Adobe's Web site at Click here to download your FREE Adobe Reader. 42

53 Enter Listings Copy a listing To copy, or clone, an existing listing to create a new listing 1. From the Listings drop-down menu, choose Copy Listing. 2. Type the listing number you want to copy, and click Next. 3. Leave the check boxes selected for the information you want to copy, then click Copy. 4. Modify and complete the listing information as appropriate. 5. Click Submit when finished. Copy pictures from one listing to another Create or revise a listing so that it cannot be viewed by the public If you do not want a listing to be viewed by the public, then set the Public Viewable field to No. You can do this when you first enter the listing, or if you have already entered the listing you can revise this field. NOTE: This field only applies if your MLS offers a public view of listing data. To create or revise a listing so that it cannot be viewed by the public 1. From the Listings drop-down menu, choose View/Revise Your Listings. 2. Click the Revise icon next to the desired listing. 3. Choose Listing Information, and then change the Public Viewable field to No. 4. Click Submit. Enter a new listing Entering a listing involves entering all required listing information. Once a listing is successfully entered, you can upload property photos, attach documents, and more from the Revise Listing menu. Required fields display in red and are denoted with an asterisk (*). To enter a new listing 43

54 Rapattoni MLS Printable Documentation 1. From the Listings drop-down menu, select Enter New Listing. ( If you do not see these menu items, you may not have the access rights needed to enter listings.) 2. Enter the information required on the initial Enter New Listing page ( Property Type, County, etc.) and click the Next button in the MLS toolbar. 3. Complete the Listing Information page, entering all information for the listing. 4. Click Submit in the MLS toolbar. NOTE: The system will automatically check for errors and display them at the top of the form after submission. Toolbar buttons Submit Click when all listing information has been entered. Save Progress - Click to save your progress as you work. Save as Incomplete & Exit - Click if you want to return to work on your listing at another time. Cancel - Click to cancel the listing. TIP: Click the help icon for help on a specific field. Save information in an incomplete listing Finish an incomplete listing Upload a property picture Enter additional information into a listing To enter a piece of information for which there is no specific field, you can type it in an appropriate Comment field, or include it in the Marketing Remarks field for the listing. Information entered into the Marketing Remarks field is searchable, while individual comments added to amenities (if available for your MLS) are not. Any additional information you enter into a listing is displayed in the listing detail. 44

55 Enter Listings Submit an enhancement request Enter unit information If your MLS has set up a multi-family property type, you can enter individual unit information for a listing such as a duplex, apartment building or other multi-family property. To enter a listing with unit information 1. From the Listings drop-down menu, choose Enter New Listing. 2. Select the appropriate multi-family property type. On the listing input form, complete all required (red) fields, and additional information fields as appropriate. 3. When you have filled in the listing input form, click Submit. 4. In the Modify Unit Detail, enter a Unit Description for the first unit as well as any additional information in the fields provided. 5. Click Continue to display the Unit Management page where you can review the information you just entered. You can add additional unit information by clicking Create New Unit. 6. Continue repeating steps 4 and 5 until you have entered information for each unit in the listing. 7. Click Exit Unit Management when you are finished. NOTE: Entering individual unit detail is available only if your MLS has chosen to enable this option for the property type you've selected. Revise your listing Finish an incomplete listing If you have any incomplete listings, you can see the count displayed in the Your Listings module on the Home page. This count displays as a link you can use to access your incomplete listings. To finish entering an incomplete listing 1. Click the numeric link on the Home page, or from the Listings drop-down menu, choose Incomplete Listings. 2. Click the appropriate listing number. The listing input form displays, with your previously saved information in the fields. 3. Complete all required (red) fields, and additional information fields as appropriate. 45

56 Rapattoni MLS Printable Documentation NOTE: Incomplete listings are not active in the MLS, and cannot be included in searches. Save information in an incomplete listing Attach a document to a listing Upload a property picture Map pin placement When submitting a new listing, there may be times when the system cannot validate the listing s address. Without a valid address, your listing cannot be found through the Radius or Map search. You can use the Map Pin Placement feature to specify a map location for your listing, and enable agents to access your listing through a Radius or Map search. To place the map pin for your listing 1. From the Listings drop-down menu, click View/Revise Your Listings. 2. Click the Revise Icon next to the desired listing number. 3. Under Listing Information, click the Map Pin Placement Link. 4. Click the Adjust Pin Location button located at the top of the window. 5. On the map, click on your desired location. 6. In the confirmation box that displays, click Yes to save your selected location. NOTE: If this box does not display, you need to disable a pop-up blocker on your computer. 7. The page automatically adjusts to display the pin s new location in the center of the map. 46

57 Enter Listings 8. Click the Close button to finish. NOTE: Click the Restore Defaults button to place the pin in its original location. Revise your listings Prevent your listing's street address from displaying to the public If you do not want a listing's address to display to the public, then set the Show Address to Public field to No. You can do this when you first enter the listing, or if you have already entered the listing you can revise this field. To prevent your listing's street address from displaying to the public 1. From the Listings drop-down menu, choose View/Revise Your Listings. 2. Click the Revise icon. 3. Choose Listing Information, and then change the Show Address to Public field to No. 4. Click Submit. Revise listing information fields The following fields from the Revise Listing Information form may be accessible when you enter or revise a listing (depending on your MLS's setup). Here are brief explanations: Property Subtype - If your MLS has set up property subtypes within the property type, a listing may be assigned to a primary subtype, and in some cases up to two additional property subtypes. Example: If your MLS handles rural properties, then within the Residential property type you may have a Rural Residence subtype and a Single Family Dwelling subtype. A house that is on a 50-acre lot could be assigned to both subtypes. Anyone searching for Rural Residence would find this listing, as would anyone searching for Single Family Dwelling. Public Viewable* - This is a yes/no field. Select No if you do not want your listing to be accessible in a public search. 47

58 Rapattoni MLS Printable Documentation Show Address to Public* - This is a yes/no field. Select No if you do not want the address to display when the listing is viewed in a public search. Picture Provided by - This field determines whether the property needs to be photographed by the MLS photographer (if applicable). The options are: Agent = You intend to provide the listing picture, if any. Photographer = You want the MLS photographer to take pictures of the property. (The listing will show on the Photographer Report.) Both = You want the MLS photographer to take pictures of the property, AND you also plan to upload some pictures yourself. (The listing will show on the Photographer Report.) None = The listing will not have any pictures. Photographer Instructions - Type brief instructions for the photographer, if desired. (These will show on the Photographer Report.) *NOTE: These fields apply only if your MLS offers public access to listing data. Save information in an incomplete listing The software lets you save your work periodically when you're entering a new listing. To save what you've entered so far -- Click the Save Progress button in the toolbar. NOTE: After a moment, you can continue entering your listing information. If you cannot finish entering a listing for some reason, and want to leave the form -- Click the Save as Incomplete & Exit button. Later, you can finish your incomplete listing. NOTE: The Session Timeout feature is disabled when you're entering a new listing, or modifying an existing one (from the Listing Information form). If you have partially entered a listing and have to leave your computer for some reason, your MLS session will not expire. Finish an incomplete listing Using large text fields When you enter a new listing, large text fields such as Marketing Remarks and Directions to Property let you enter detailed information in the listing. There is a limit to the number of characters that can be entered in each text box. As you enter text in these fields, you can see a running total of the number of characters you've entered next to the field's character limit. 48

59 Enter Listings In some cases, the character count functionality may interfere with your browser or operating system. If you experience such problems, you can disable the character count by locating the Enable Character Count check box and clicking it to remove the check mark. NOTE: De-activating the Enable Character Count check box will not change the character limit your MLS has instituted. Validate a listing address When you enter a new listing, the system attempts to validate the address information against a national address database in order to determine its geographic codes, which are needed in order to perform searches based on radius or map. If the address cannot be validated, the system displays a message on the Revise Listings menu. NOTE: Listings with non-validated addresses cannot be mapped, and cannot be found using the Radius or Map Search. 49

60 Exports Export listings You can export listings data in bulk, or select particular listings to export from the MLS and then download it to various third-party products. NOTE: Look for the button in the toolbar when working in the following areas of the software. Also, To select listings, check the boxes in the left-hand column. To export any search criteria page 1. From any of the search choices in the Searches drop-down menu, enter your search criteria. 2. Click Exports. 3. From the Listing Export Option drop-down list, choose an export type. 4. Click Submit. NOTE: This method benefits you since maximum search limits do not apply to exports. For example, you can only include a few hundred listings in search results, but you can export thousands of listings. To export search results 1. From your search results page, select the listings you want to export. 2. Click Exports. 3. From the Listing Export Option drop-down list, choose an export type. 4. Click Submit. To export items from a listing or a prospect cart 1. From either the listing or the prospect cart, select the listings you want to export. 2. Click Exports. 3. From the Listing Export Option drop-down list, choose an export type. 4. Click Submit. To export listings from the caravans page 1. Select a caravan, and then click Exports. 50

61 Exports 2. Select the listings you want to export. 3. Click Export. 4. Click Submit. Using the search criteria page Using the search results page buttons Using the listings in the Listing Cart Set up a custom export View Caravans Set up a custom export You can create your own customized exports that let you download listing information from the MLS in whatever format you need. Once set up, your customized exports will be available to you whenever you click the Exports button, along with the other exports provided by your MLS. To set up a custom export Export listings 1. From the Admin drop-down menu, choose Custom Export Setup. 2. Click the button in the toolbar. 3. In the Create Listing Information Export Layout form, enter the appropriate information in each field, then click Save. 4. In the Revise Listing Information Export Layout form, select which fields you want to export per property type. To do this, highlight fields on the left that you want to export, and click the Add>> button to move them to the Selected Fields list on the right. You can use the Move Up/Down buttons to reorder the fields, if desired. When finished, click Save. 5. Next, choose another property type link and repeat the field selection procedure. Continue until you have finished selecting the desired export fields for all property types, clicking Save after each. 6. Click the Manage Listing Information Exports link near the top of the form to return to the main Listing Information Export page. 51

62 Internet and System Issues Access the MLS using a Macintosh By running a simple one-time installation, Mac users can access the MLS using a Macintosh OSX computer and the associated Safari browser. To Install -- Go to and click on About this Site for details and complete instructions. NOTE: This option is only available if your MLS offers the Macintosh solution. Antivirus software configuration You can improve the speed and overall performance of the MLS on your computer with proper configuration of your antivirus software. Without this configuration, antivirus software may scan every page of the MLS before allowing it to display, causing slow performance. Examples of common antivirus software products McAfee Norton Kaspersky The Shield There are many antivirus products on the market, and configuration steps may vary. NOTE: In addition to configuring your antivirus software, be sure to run the Browser Optimization Tool. This simple step can improve performance of the MLS and prevent many common problems. Run the Browser Optimization Tool The Browser Optimization Tool automatically applies recommended browser settings and whitelists the MLS for many common pop-up blockers. It is highly recommended that all users run this utility on each computer they use to access the MLS. This simple step often improves performance of the MLS and prevents many common problems. Run the Browser Optimization Tool from within the MLS 1. From the Help drop-down menu, select Diagnostic Center. 2. Click the Browser Optimization Tool link near the top of the Diagnostic Center window. 3. Click OK in the confirmation dialog box. 4. Choose Run in each of the dialog boxes that display. 5. An "Update Complete" message displays to let you know the utility has successfully run. IMPORTANT: If a pop-up blocker is preventing you from accessing the MLS, use the following steps to run the Browser Optimization Tool and then try to log on to the MLS again. 52

63 Internet and System Issues Run the Browser Optimization Tool before logging on the MLS See Also 1. Navigate to 2. Click Support> Rapattoni MLS> Technical Information. 3. Under "Solutions and downloads to enhance your MLS experience" click Browser Optimization Tool. 4. Choose Run in each of the dialog boxes that display. 5. An "Update Complete" message displays to let you know the utility has successfully run. Settings applied by the Browser Optimization Tool Antivirus software Configuration Change your browser's cache size What is cache? Your browser's cache is a temporary storage area on your hard disk where frequently or recently visited Web pages are stored, so that they do not have to be re-downloaded the next time you visit them. This can speed up the load time for the Web pages. Is a larger cache size better? The size of the Microsoft Internet Explorer cache can affect how fast you can use the Web. In general, the faster your Internet connection speed, the smaller the cache should be. By default, Internet Explorer is designed to use a percentage of the total amount of available hard drive space, however, the bigger the cache, the slower the system response. If you have a high speed Internet connection, your computer can probably download all the image files faster then it can pull them off your hard drive s cache. Also, when the cache gets too large, it tends to become corrupted or excessively slow, and you may have to delete your cache to reset the cache database. What size is recommended? High speed connections (such as cable or DSL) should be set around 50MB to 80MB of cache. Dial-up modem connections should be set for no larger than 150MB. To adjust your browser's cache size 1. Open Internet Explorer and from the menu bar choose Tools,and then click Internet Options. 2. When the dialog box opens, click the General tab (if necessary) and then click the Settings button. 3. When the Settings dialog opens, adjust the Amount of disk space to use slider to increase (or decrease, if necessary), your cache size. 4. After you make your changes, click OK. 5. In Internet Options, click OK again to close the dialog box. Optimize your system performance Delete your cache 53

64 Rapattoni MLS Printable Documentation If an MLS page does not display correctly, you may be able to resolve it by clearing your browser's cache. Issues that can be corrected with the following procedure include (but are not limited to) missing scroll bars, blank pages and the display of outdated listing information. To delete your browser's cache 1. Log off from, or close, the MLS. 2. Open Internet Explorer (for more information about Internet Explorer, see Recommended Internet browsers for the MLS). 3. From the menu bar choose Tools, and then select Internet Options. The Internet Options dialog box opens, with the General tab selected. 4. Click the Delete Files button. The Delete Files dialog box opens. 5. Select the "Delete all offline content" check box, then click the OK button. 6. Click OK on the Internet Options window to close it. 7. Log on to the MLS and check to see if your problem is resolved. If you are still experiencing problems, you may want to reboot your computer. Change your browser's cache size Hardware Guidelines Your MLS system is designed to be accessible from any PC with Internet access. Since satisfactory performance of the MLS software functions may not be achieved if the computer's hardware and software are less than adequate, the following guidelines are provided. Ideal Specifications for a New Computer Purchase Intel Core 2 Duo 1.86GHz or higher, OR AMD Athlon 64 X or higher 1 GB RAM or more Windows Vista or XP operating system Microsoft Internet Explorer 6 or higher Minimum Requirements for Existing Computers Pentium III 1.4 GHz or higher 256 MB RAM or more Windows XP or 2000 operating system Microsoft Internet Explorer 6 or higher NOTE: Using the Windows 98 operating system is not recommended and will result in slow performance. Internet Explorer 7 and MLS Slowness Are you using Internet Explorer 7 and experiencing slowness in the MLS? Microsoft released an update on February 13, 2007 that fixes slowness caused by the Internet Explorer 7 Phishing Filter. If you use IE 7 and experience slowness in the MLS, running this update may resolve the issue. 54

65 Internet and System Issues If you have Automatic Updates enabled, the update should be automatically installed on your computer. If you do not have Automatic Updates enabled, select Tools > Windows Update from an IE 7 browser window. This opens a Microsoft Web page that walks you through downloading and installing updates that Microsoft recommends for your computer. If you experience difficulties, you can get assistance directly from Microsoft by calling MICROSOFT ( ). NOTE: You can enable the Phishing Filter without affecting MLS performance after running the update. From an IE 7 browser window, select Tools > Phishing Filter and choose the setting that you want to use. To fix slowness without running Windows Updates If you have not installed the update that Microsoft released on February 13, 2007, the IE7 Phishing Filter may cause the MLS to run slowly. If you do not wish to run the Microsoft update, there are two additional ways you can restore MLS speed: Option 1: Disable the Phishing Filter for your trusted sites 1. From a new Internet Explorer (IE) window, click Tools > Phishing Filter > Phishing Filter Settings. 2. Scroll down to the Phishing Filter setting, and verify that you have selected either Turn off automatic website checking or Turn on automatic website checking, as desired. Be sure to click Apply if you make a change. (For more information about the Phishing Filter, see Microsoft's documentation.) 3. While still in the Internet Options window, click the Security tab. 4. Click the Trusted sites icon (large green check mark).then, click the Sites button. 5. Verify that is in your list of trusted sites. If it is not, enter into the field at the top of the window and click Add. Then, click OK. 6. Click the Custom Level button. Then, scroll down to the Use Phishing Filter setting, and select Disable. Then, click OK. 7. Close all IE browser windows, then open a new IE browser window to log on to the MLS. Option 2: Disable the Phishing Filter for all sites 1. From a new Internet Explorer window, click Tools > Phishing Filter > Phishing Filter Settings. 2. Scroll down to the Phishing Filter setting, and click Disable Phishing Filter. 3. Click OK. Looking for more ways to optimize your MLS speed? Be sure to run the Browser Optimization Tool, and review the system's recommended hardware guidelines. Optimize your system performance The first steps you should take to ensure that the MLS runs at optimum speed on your computer are: Proper configuration of your antivirus software 55

66 Rapattoni MLS Printable Documentation Running the Browser Optimization Tool In addition, many factors affect how fast your computer can perform on the Internet. Consider adding more RAM to your computer: If your computer runs slowly, especially when multiple programs are open (such as Internet Explorer, Microsoft Word and Microsoft Outlook), adding more RAM (random access memory) will improve your computer's performance. If your computer has less than 256MB of RAM, try increasing it to at least that amount. This is the least expensive and most effective type of hardware upgrade you can purchase. Improve your Internet connection: Your computer s performance on the Internet depends greatly on the type of Internet connection you are using. If you currently use a dial-up connection and would like a faster Internet experience, consider upgrading to a broadband connection, such as DSL or cable. Even with a dial-up connection, you can optimize your experience by using a modem that conforms to the V.92 standard and disabling any background programs, such as instant messengers, while running the MLS. Consider your software provider s hardware guidelines: Most software providers offer specifications for the hardware you will need to run their applications. To experience satisfactory performance, it is important that your computer meets or exceeds these requirements. See Hardware Guidelines for more information on the Rapattoni MLS Hardware Guidelines. Recommended Internet browsers for the MLS It is recommended that you access the MLS through Internet Explorer version 6.0 or higher. Since the MLS is a complex Web application, and not just an informational Web site, other browsers such as AOL or Mozilla Firefox are not guaranteed to fully support its functionality. You may experience various issues, including problems logging on, if you access the MLS using a browser other than Internet Explorer. If you are using a dial-up Internet connection, such as AOL or NetZero 1. Connect to the Internet as you normally would. If the AOL or other browser window is open, minimize it. 2. Open an Internet Explorer window. If you re not sure how to open Internet Explorer, locate the small blue e icon. If you do not see one on your desktop, click the green start button (in the lower left corner of your screen) and look for Internet Explorer in your programs. 3. Once Internet Explorer is open, enter your MLS web address in the address bar near the top of the window, and log on to the MLS. If you are using a high-speed connection, such as cable modem or DSL 1. Simply open an Internet Explorer window. If you re not sure how to open Internet Explorer, locate the small blue e icon. If you do not see one on your desktop, click the green start button (in the lower left corner of your screen) and look for Internet Explorer in your programs. 2. Once Internet Explorer is open, enter your MLS web address in the address bar near the top of the window, and log on to the MLS. TIP: Click here to download the FREE Internet Explorer browser: 56

67 Internet and System Issues Recommended screen resolution for the MLS The MLS software is designed to keep all of the information and features that you need at your fingertips. To make this possible, a minimum screen resolution of 1024 x 768 pixels is recommended for optimum viewing and to reduce the appearance of scroll bars. Follow these easy steps to make sure your screen resolution is set to at least 1024x768 pixels: 1. On any empty area of your desktop, right-click and choose Properties. 2. Click the Settings tab. 2. Locate the Screen resolution setting. If it is lower than 1024x768, change it to 1024x768. (A higher resolution is also OK.) Then, click OK to save the settings. Settings applied by the Browser Optimization Tool The Browser Optimization Tool automatically applies recommended browser settings and whitelists the MLS for many common pop-up blockers. It is highly recommended that all users run this utility on each computer they use to access the MLS. What does the Browser Optimization Tool (BOT) do? Adds the MLS to the Trusted Sites list 57

68 Rapattoni MLS Printable Documentation The BOT adds the MLS site to the IE Trusted Sites Zone. This is a list of sites that you trust not to damage your system or compromise your information. Whitelists" the MLS site for the Yahoo! & Google toolbars Rather than disabling the Yahoo! or Google pop-up blocker, the BOT adds the MLS to the Yahoo! and Google whitelists, so that you can leave these pop-up blockers enabled if desired. Sets the "Check for newer versions of stored pages" option in IE to "Automatically" This important setting ensures that you will always see the most recent MLS information. Automatically installs Flash Player 8 Adobe's Flash Player 8 is required for viewing Feature Spotlights and other multimedia presentations available in the MLS. Running the BOT automatically updates computers that have Flash Player 6 to Flash Player 8. Those without Flash Player 6 are directed to Adobe's Flash Player download page. See "Run the Browser Optimization Tool" to learn how to run this utility. NOTE: In addition to running the BOT, you can improve the speed and overall performance of the MLS on your computer with proper configuration of your antivirus software. See Also Antivirus software configuration Run the Browser Optimization Tool Time limitations for being logged on to the MLS You can stay logged on to the MLS for an unlimited period of time, as long as you are actively working in the system. If you stop working in the MLS (i.e., stop clicking any buttons) but do not log off, the system will display a notification 5 minutes before it automatically logs you off. Typically the maximum inactivity time allowed on the MLS is one hour. So each time you click a toolbar button, the one-hour time period is extended. NOTE: Your browser may be set up to automatically disconnect your Internet connection after a specific number of minutes of inactivity. If this happens, your computer may appear to be still logged on to the MLS, although the software does not function. Please check your Internet connection, reconnect, and log on to the MLS again. (If you do this within an hour, you may receive a warning that your agent ID is already logged on to the system, so just click "Continue" to start a new logon session.) 58

69 Internet and System Issues Logging off the MLS 59

70 Log On "An incorrect Agent ID or Password was entered." error message If you receive an error when you try to log on to the MLS, check the following items: Make sure you have the correct agent ID and password. If you are not sure, call your MLS staff. The Password field is case-sensitive, so be sure to type your password using lowercase or uppercase letters as appropriate. (Check to make sure your Caps Lock is off.) "Your Agent ID is already logged on to the MLS" error message If you see the message "Your Agent ID is already logged on to the MLS" when you try to log on, then one of the following is true. You were logged on to the MLS within the past hour and did not click Log Off to exit. Someone else is using your agent ID and password to access the MLS. Simply click Continue to access the MLS. This terminates the previous session. TIP: If you suspect that someone else may be using your agent ID and password, then change your password. Logging off of the MLS Enter your Agent ID to log on The cursor must be active in the Agent ID field when you type your agent ID. Click in the Agent ID field to make sure the cursor is active, and then start typing. Logging off of the MLS To exit the MLS -- Click near the top right corner of the MLS window. NOTE: If you close the MLS window without clicking Log Off, then the system still thinks you are logged on. After a specific length of time (usually one hour) of inactivity, the system automatically terminates your session. However, if you attempt to log on during that period, you will receive a warning message before continuing in to the MLS. Logging on to the MLS To access the members-only MLS 1. Type your agent ID in the Agent ID field. 60

71 Log On 2. Press Tab once to move the cursor to the Password field, and then type your password. Type your password exactly, using uppercase or lowercase characters, as appropriate. (Make sure your Caps Lock key is off.) 3. Click the Submit button. NOTE: For security purposes, your Agent ID and Password cannot be saved or automatically filled in. Logging off the MLS Retrieve a forgotten password Retrieve a forgotten password If you forget your password 1. Click the Forgot your password? link on the logon page. 2. On the Forgot Password screen, type in your agent ID and click Submit. NOTE: The system will automatically send your password to your address listed in your Agent Profile. You should receive the within a few minutes. If you had no address saved in your Agent Profile, you will need to contact your MLS staff. 61

72 Office Information Approve a listing Brokers can approve a listing by completing the following steps 1. From the Admin drop-down menu, choose Office Menu. 2. Select the appropriate office (if applicable). 3. Click Unapproved Listings. (The number of unapproved listings for the office, if any, displays next to the menu item.) 4. Click the listing number. 5. From the Revise Listing menu, select Listing Information. 6. Locate the Listing Approved field (scroll down, if necessary), and change it to Yes. 7. Click Submit. NOTE: If you do not see the menu item Unapproved Listings, then your MLS does not use this feature. Approve agent-entered listings before publishing them Approve agent-entered listings before publishing them A broker can enable his/her agents to enter their own listings, yet prevent the listings from being available on the MLS until the broker approves them (if your MLS has enabled this feature).the broker can set this up by assigning the appropriate access rights to the agent. To assign access rights 1. From the Admin drop-down menu, choose Office Menu. 2. Select the appropriate office (if applicable), then select Manage Member Access. 3. Click the appropriate agent name, then make sure that the following access rights are set up as indicated below (leave all other rights as they are). Listing Add: checked Listing Modify: checked Approve Listing: NOT checked NOTE: This set of access rights allows the agent to add a listing with the status of unapproved, can enable his/her agents to enter their own listings, yet prevent the listings from being available on the MLS until the broker approves them (if your MLS has enabled this feature). 62

73 Office Information Approve a listing Change an agent's access rights Your access rights determine which items are available on the menus. If you do not have the access rights required for a feature, then the menu item related to that feature does not display. Brokers can modify the access rights of their agents. A broker's access rights can be modified only by an MLS staff member. Brokers cannot assign any access right that they do not personally have. Agents cannot modify their own access rights. If you are an agent and would like to request a change to your access rights, please contact your broker. To change an agent's access rights 1. From the Admin drop-down menu, choose Office Menu. 2. Select the appropriate office (if applicable). 3. From the Office menu, choose Manage Member Access. 4. When the list of agents in the office displays, click the name of the member you want to modify. Make any changes necessary (a checked box indicates that the access right is assigned). 5. Click Save. Items missing from your menu Office Assistant access rights Enabling Office Assistant access rights makes it possible for office assistants and secretaries to print reports for an agent that feature the agent's name and contact information on them, rather than the office assistant's. With this access right enabled, additional parameters are available on the Report Options page. After choosing which type of report to run, you can enter an agent's name in the Presented by Agent field or click the Select Agent link to choose from a complete list. The selected agent's name and contact information will display on the report, just as if the agent had generated it. NOTE: Your broker must assign Office Assistant access rights to you before you can use this functionality. Change an agent's access rights Set up an IDX search on your Web site If your MLS has enabled IDX Smart Framing, you can offer a public search of live MLS listings right on your own Web site. To set up an IDX smart-framed search 63

74 Rapattoni MLS Printable Documentation For Brokers For Agents From the Admin drop-down menu, choose Office Menu. The Office Menu page displays. 2. From here, click Public Access Links. 3. Locate the heading for the appropriate type of IDX search, such as Hyperlink for company IDX framed solution, and click Copy Link to Clipboard. (If this hyperlink text does not display, check with your MLS board staff to see if IDX is available.) 4. Paste this hyperlink text into an message to your webmaster, or directly into your Web site. Attach the hyperlink to a button, graphic or link labeled Search for Properties or whatever you choose. 1. From the Admin drop-down menu, choose Public Access Links. 2. Locate the Hyperlink for IDX framed solution and click Copy Link to Clipboard. (If it does not display, check with your broker. It may be that your MLS does not offer agent-level IDX. If it is available, then your broker needs to authorize this feature for an individual agent.) 3. Paste this hyperlink text into an message to your webmaster, or directly into your Web site. Attach the hyperlink to a button, graphic or link labeled "Search for Properties" or whatever you choose. Customize your IDX search What is IDX? Customize your IDX search If your MLS offers IDX Smart Framing, you can customize the IDX search form that you set up on your Web site. You can remove or reorder the criteria fields, or change the colors to make the form blend in better with your site. To customize your IDX search For brokers For agents 1. From the Admin drop-down menu, choose Office Menu. 2. From the Office menu, select Office IDX Search Preferences. (If this menu item does not display, check with your MLS board staff to see if it is available.) 1. From the Admin drop-down menu, choose IDX Search Setup. (If this menu item does not display, check with your broker. It may be that your MLS does not offer agent-level IDX. If it is available, then your broker needs to authorize this feature for an individual agent.) 2. Select desired fields from the box on the left side of the form by highlighting a field name and clicking Add. The fields move to the Selected Fields box on the right. 3. If you want to remove a field, highlight it in the box on the right and click Remove.

75 Office Information 4. If you want to move a field up or down on the form, highlight it and click Move Up or Move Down. 5. To change the colors, in the Custom Form Colors section at the bottom of the page, click the Color icon next to the desired item. In the Color Chooser window that displays, click directly on the desired color. A sample of the selected color automatically displays next to the appropriate item. 6. Click Save. Your changes are immediately active on your Web site's IDX search. (You may need to refresh your browser to view the changes.) How can I set up an IDX search on my Web site? What is IDX? Set up a banner for your office Office banners display at the top of property flyers, allowing you to showcase your office's name and/or logo. IMPORTANT: Only users with the Office Modify access right can add (upload) a banner. Creating your own office banner: If you are creating your own office banner make sure it is in JPEG format, and exactly 600 pixels wide by 50 pixels high. Be sure to choose a standard format option when saving your pictures. Progressive formatted JPEGs will not display on the flyer. To have a banner created for your office: Fill out and submit the "Office Banner Logo Information and Purchase Order Form" (available from your MLS). To upload your banner to the MLS 1. From the Admin drop-down menu, choose Office Menu. (If you do not see the Office Menu option then you do not have the necessary access rights.) 2. Select Upload Office Banner. 3. Follow the instructions that display. If your banner does not display on the flyer: Your banner may have been saved as a progressive JPEG, rather than a standard JPEG. Contact MLS Support if you need assistance (from the Help drop-down menu, choose Contact MLS Support.) What is an office banner? About the Flyer What is an office banner? The system enables each office to upload a banner graphic that displays at the top of any property flyers produced by the office's agents. 65

76 Rapattoni MLS Printable Documentation Set up a banner for your office Upload your office logo Your office logo displays on the CMA Office Resume, which is used when creating a CMA Package. To upload an office logo 1. From the Admin drop-down menu, choose Office Menu. 2. Select Upload Office Logo. 3. Follow the instructions that display. NOTE: Office logos must be in.jpg format and should be 200 pixels wide by 200 pixels high (200 X 200). If the logo exceeds these limits, the software automatically reduces the size of the image. View all of the listings for your office To see all the listings for your office 1. From the Admin drop-down menu, choose Office Menu. 2. Select the appropriate office (if applicable). 3. Click View/Revise Office Listings to display all of your office's listings. NOTE: These menu items display based on access rights. If you do not see them, then you can only view the active listings for your office. To do this, first access your Office Information page (either by clicking your office name in the detail for a listing, or by using the Agent/Office search accessible from the Searches drop-down menu), and then click See Our Listings. What is IDX? IDX (or "Internet Data Exchange") allows MLS members to offer on their own Web sites a public search of live MLS data, including their own listings and those of other IDX participants. Depending on your MLS's setup, your Rapattoni MLS software may offer the following IDX feature. IDX "Smart Framing" If your MLS has set this up: The IDX smart framing option lets brokers frame a public-view search of MLS listings right in their offices' Web sites. Setting up an IDX search is simple: the broker copies a hyperlink, then pastes it to a button or link in his/her own Web site labeled something like "Search for Properties." When someone from the public clicks this link, a search form displays within the broker's Web site. The form offers criteria fields specified by the MLS as public-searchable. The broker can 66

77 Office Information customize the search form by removing or reordering fields, and by changing the colors to blend in with the site. Search results display real-time listing data, showing only the information designated as publicviewable. Reciprocal listings (those belonging to another broker who also participates in IDX) display an IDX logo and may identify the name of the listing broker/agent (depending on MLS rules) with the heading "Courtesy of..."; however, contact information is given only for the broker hosting the Web site. Listings belonging to the hosting broker contain active links to the broker's information. NOTE: Agents may also be able to set up IDX smart-framed searches on their own Web sites. If your MLS allows agent-level IDX, your broker must turn on this feature for an individual agent (by choosing Manage IDX Member Access from the Office menu). Once the broker has done this, you can set up your IDX search. TIP: View the multimedia demo entitled "Spotlight on IDX Smart Framing" for a quick overview of this feature. From the Admin drop-down menu, choose Feature Spotlights, then select IDX Smart Framing. Customize your IDX search How can I set up an IDX search on my Web site? 67

78 Open Houses Advertise your upcoming open house Open house information can be entered in the MLS and seen by agents (and the public, if your MLS offers a public view). To advertise an open house for a listing 1. From the Listings drop-down menu, choose View/Revise Your Listings. 2. Next to the desired listing number, click the Revise icon. 3. In the Revise Listing menu, under Listing Information, click Open House Dates. 4. Enter the appropriate information and click the Save button. NOTE: The Open Houses button that is available to the public displays open houses scheduled within the next two weeks (or other time period, as specified by your MLS), if your MLS offers a public view of listing data. Cancel an open house in the MLS Keep a history of open houses for your listings Search for open houses Change an open house in the MLS To make changes to an open house that has been entered in the MLS 1. From the Listings drop-down menu, choose View/Revise Your Listings. 2. Next to the desired listing number, click the Revise icon. 3. In the Revise Listing menu, under Listing Information, click Open House Dates. 4. Locate the open house date you want to modify and click the corresponding Revise icon. 68

79 Open Houses 4. Make desired changes in the Date, Time and Comments fields. 5. Click Save. Cancel an open house in the MLS To cancel an open house that has been entered in the MLS 1. From the Listings drop-down menu, choose View/Revise Your Listings. 2. Next to the desired listing number, click the Revise icon. 3. In the Revise Listing menu, under Listing Information, click Open House Dates. 4. Locate the open house date you want to cancel and select the Delete check box. 5. Click Save. Keep a history of open houses for your listings You can keep a history of open houses for your listings indefinitely. As the listing agent, you can see the complete list of open houses and caravans for your listing on the Listing Detail page (not including cancelled ones). NOTE: Open houses that occurred in the past are not displayed to other agents or to the public. The Open Houses button only displays open houses that are scheduled within the next two weeks (or other time period, as specified by your MLS). Cancel an open house in the MLS Save an open house search You can save an unlimited number of open house searches and access them conveniently by choosing Saved Searches from the Searches drop-down menu. To save an open house search 1. From the Searches drop-down menu, choose Open Houses. 2. Fill in your desired criteria, including Additional Criteria such as amenities if desired. (Additional Criteria is only available when you select one property type.) 3. Before starting the search or after viewing your search results, locate the following field in the Options pane. 69

80 Rapattoni MLS Printable Documentation 4. Type a name for the search (up to 20 characters) and click the Save button. Search for open houses Search for open houses To search for open houses 1. From the Searches drop-down menu, choose Open Houses. 2. Enter a date range for your search as well as your desired search criteria. 3. Click Search. Save an open house search 70

81 Other Getting around in the MLS Since this is an Internet-based system, the keystrokes and mouse actions that you use to get around any Web site work the same way in the MLS. Here are some helpful tips for getting around in the MLS. Home page - The Home page is a useful starting place that includes a 24-Hour Market Watch, Newly Matched Listings for your prospects, quick access to your saved Hotsheets, a Support Center, and more. You can click any link on the Home page to see the related information. Menu Bar - The Menu Bar allows you to access any function in the MLS from any area of the software. Click any menu item to display a drop-down list of available selections. For example, click Searches to display a list of every type of search, then click the search you want to use. Toolbar - The MLS toolbar offers standard navigation and functions, such as Home, Back, Forward, Refresh, and Print. In addition, some buttons display dynamically based on the current task. For example, when viewing search results many options are available, such as Reports, Exports and . Options Pane - You can find many useful options in the Options pane. Options display dynamically based on the current task. For example, sort and save options are available when viewing search results. You can click anywhere on the vertical Options tab to expand or collapse the Options pane. Expanded Collapsed Tabs - Tabs organize information on a page. For example, if you search for multiple property types, your results are organized into tabs 71

82 Rapattoni MLS Printable Documentation Go back - To return to the previous page, click the Back button on the toolbar. Move between fields - Press the Tab key on your keyboard to move the cursor to the next field. Press Shift+Tab to move the cursor back to the previous field. Move up and down in a page - Use the scroll bar (by dragging the button along the right edge of the window), or press the Page Up and Page Down keys, in order to view all information on a page. Search for listings Logging off of the MLS Run a CMA report Access the MLS from a PDA or other handheld device The PDA interface lets you access the MLS using most handheld PDA devices that have an HTML-compliant browser * (see below for recommended specifications). All information on the PDA site is displayed in real-time, meaning it is always up-to-date. To find your PDA site address -- From the Help drop-down menu, choose PDA Interface Info. *Specifications for wireless devices used to access the PDA site Minimum Wireless device with an Internet connection and an HTML-compliant browser that supports JavaScript 1.0 and CSS. Recommended Wireless device with broadband Internet connection, a screen resolution of at least 240 x 240 pixels, and an HTML-compliant browser that supports JavaScript 1.0 and CSS. 72

83 Other Click a link below for more information: Log on to the PDA Interface Search for listings Save a PDA search 1. Using your wireless handheld device, navigate to the URL for your MLS's PDA interface (for example: 2. Enter the same agent ID and password your normally use to access the MLS, and tap the Submit arrow. 3. The PDA Interface Home page displays. 1. Select Search or Hotsheet. 2. Enter criteria in the desired fields. 3. Tap the Search button at the bottom of the screen to begin your search, or tap Count to see how many listings match your criteria. 1. Select Search or Hotsheet. 2. Enter the search criteria you want to save. 3. Enter the name of your search in the Save Search field at the bottom of the page, then click the Save button. Manage saved PDA searches 1. From the PDA interface Home page, select Saved PDA Searches. 2. A list of your Saved PDA Searches and Hotsheets displays. Tap to run a saved wireless search. Tap to view the criteria for a saved wireless search. Tap to revise a saved wireless search. Tap to delete a saved wireless search. View Contacts/Prospects 1. Select Contacts/Prospects. Your default group of contacts displays. (NOTE: To view a different group of contacts simply use the drop-down field in the upper left corner of the screen.) 2. Tap a contact's name to view their information, or tap a linked listing count next to their name to view listings in their prospect cart. Modify Contacts/Prospects 1. Select Contacts/Prospects. Your default group of contacts displays. (NOTE: To view a different group of contacts simply use the drop-down field in the upper left corner of the screen.) 2. Select the desired contact. 3. Tap the revise icon in the upper left corner of the screen. 73

84 Rapattoni MLS Printable Documentation 4. Make changes to the contact's information as desired, then tap the Update button. Search Agents/Offices 1. From the Home page, select Agent/Office Search. 2. Specify the type of search you want to run (agent or office) using the radio buttons at the top of the page. 3. Enter criteria in the desired fields. 4. Tap the Search button. 5. When your search result display, you can tap an agent or office name to view their information. PDA Interface Icon Reference Return to the Home page Search for listings Run a Hotsheet View or revise Contacts and Prospects Search for agents or offices Manage saved PDA searches Log Off Access public tax records If your MLS has elected to import public tax information, then you have access to it. To search the tax records -- From the Tax drop-down menu, select Tax Search. NOTE: You can also click a listing's APN (if it displays as a hyperlink) in order to view the property's record in the public tax data. Items missing from your menu Your access rights determine which items are available on the menus. If you do not have the access rights required for a feature, then the menu item related to that feature does not display. For more information or to request a change to your access rights, please contact your broker. NOTE: Your MLS may decide not to use a particular feature of the software, in which case it would not display for any user, regardless of access rights. 74

85 Other Quick Reference Icon Guide Watch Feature Spotlight video presentation Display Help description Revise Indicates a recent listing price reduction or increase Indicates listing is either recently back on market (B) or new (N) Run spelling checker Expand / collapse Display tax record for listing View listing picture(s) View virtual media Show attached documents View property history View maps and aerial photos View additional information Display printable version Diagnostic Center What's New Printable Documentation Look up field choices Look up dates on calendar Redisplay listings using Sort as Selected Schedule tasks for a contact View report Create prospect search Run prospect search View search criteria Delete prospect search View existing CMA package Access Buyer's Closing Costs or Seller's Net Sheet financial report View sent messages Send Read or add comments New unread comments are available View listing detail history Tips for New Users Contact MLS support Online Help Feature Spotlights Submit an enhancement suggestion 75

86 Rapattoni MLS Printable Documentation If you have a request for a new amenity field, a new report field, or another type of enhancement that you would like to see implemented in the MLS, please submit the request to your MLS staff for their review. Rapattoni works closely with your MLS committee, and all enhancements approved and requested by them will be considered for future upgrades. Train for the MLS software Rapattoni Corporation offers several training tools to help you learn to get the most out of your MLS software. The Help drop-down menu offers Feature Spotlights -- These multimedia demonstrations present a quick overview of highlighted software features. To access 1. From the Help drop-down menu, choose Feature Spotlights. 2. Click the title you want to view. Online Help -- The Online Help offers a search function that lets you locate information easily. Tips for New Users -- If you're new to the MLS, this condensed guide to using the MLS software will get you started. Printable Documentation -- The Printable Documentation gives you the entire text of the Online Help in a printable chapter format, for those who prefer a paper reference guide. (This document is updated frequently.) In addition, many areas of the MLS contain context-sensitive Help links. Click a question mark next to a field to view detailed information about that field. NOTE: Your MLS may also schedule live training sessions you could attend. Contact your MLS staff for more information. Use Keyboard Shortcuts Keyboard shortcuts allow you to quickly select items from the menu bar without using your mouse. You can drop-down any menu on the menu bar by holding down the specified keys simultaneously. For example, to access the Searches menu Hold down the Alt key and the S key at the same time (see list of keyboard shortcuts below). 2. Then type the letter that displays next to the item you want to select. (For example, after typing Alt + S to drop-down the Searches menu, simply hit the H key to go to the Hotsheet search.) Searches menu - Alt + S

87 Other What are "hits"? Listings menu - Alt + L Cart - Alt + R Contacts menu - Alt + C Links menu - Alt + N Admin menu - Alt + A Help menu - Alt + H The Hits field displays how many times agents/clients have accessed your listing to look at the detail page. This information helps you gauge the interest level for your listings. To view the number of hits for your listings 1. From the Listings drop-down menu, choose View/Revise Your Listings. 2. The Hits field is located beneath the camera icon. What does APN mean? Every listing can be identified by an APN, which stands for Assessor's Parcel Number. Depending on your setup, your MLS may refer to this with a different label, such as "Tax ID" or "Parcel ID." To search for listings based on their APN -- From the Searches drop-down menu, click APN (or equivalent) to start the search. 77

88 Rapattoni MLS Printable Documentation What is a Broadcast Notice? A broadcast notice is a message that is sent to everyone in the MLS, usually by your MLS staff. Broadcast notices display immediately after you log on, if any have been sent. They are also archived for your future reference. To view a broadcast notice What is an agent notice? From the Admin drop-down menu, choose View Broadcast Notices. 2. Enter a date range for archived notices you want to view. 3. Click Submit. What is an Agent Notice? An agent notice is a message that is sent to you individually, usually by your MLS staff. Agent notices display immediately after you log on, if any have been sent to you. They are also archived for your future reference. To view agent notices 1. From the Admin drop-down menu, choose View Agent Notices. 2. Enter a date range for archived notices you want to view. 3. Click Submit.

89 Other What is a Broadcast Notice 79

90 Pictures Add descriptions to property pictures You can add descriptions to property pictures that will display to anyone viewing the listing. To add a description 1. From the Listings drop-down menu, choose View/Revise Your Listings. All of your active listings automatically display. You can use the Filters area at the top of the page to view a different status, if necessary. 2. Next to the desired listing number, click the Revise icon. The Revise Listing menu displays. 3. Under the Pictures heading, click Upload/Manage Pictures. The Manage Pictures page displays. 4. Scroll down to the Manage Pictures area of the page. 5. You can enter a description of the picture that is displays at full size. To view a different picture at full size, click the thumbnail image on the left. 6. Click in the toolbar. NOTE: To delete a picture description, simply delete the text and click Save. See Also Add a property picture Change the order of property pictures Add a picture to your Agent Profile Your agent picture will display to anyone looking at your agent information online, as well as on many reports when you add a picture to your agent information page. To upload a photo 1. From the Admin drop-down menu, choose Modify Your Profile. 2. Click the Upload Picture link (located at the top of the form). 3. From the Upload Agent Picture window, click Browse to locate and open the picture file. 4. Click Upload Picture. 5. Confirm that you would like to attach your picture by clicking OK. 6. Click the Close this window and continue link to close the Upload Agent Picture window. TIP: Type in a greeting or brief biographical statement in the text area next to where the picture displays. This text will introduce yourself to anyone who looks up your information online. Add descriptions to property pictures 80

91 Pictures Recommended picture sizes Create pictures that can be uploaded to the MLS Delete your agent picture Add a property picture To add property pictures to a listing 1. From the Listings drop-down menu, click View/Revise Your Listings. All of your active listings automatically display. You can use the Filters area at the top of the page to view a different status, if necessary. 2. Next to the desired listing number, click the Revise icon. The Revise Listing menu displays. 3. Under the Pictures heading, click Upload/Manage Pictures. The Manage Pictures page displays. 4. Click the Browse button (near the top of the page) to locate and open the picture you want to add to the listing. NOTE: Pictures must be in JPEG (.jpg) format. 5. The file name of the picture you selected displays in the Selected Files box below the Browse button. You can upload up to five pictures at a time (unless this number exceeds the maximum), so repeat Step 4 until you have selected all of the pictures you want to upload. 6. Click the Upload Pictures button (below the Selected Files box). The pictures now display in the Manage Pictures area of the page (you may need to scroll down to view all of the pictures). In the Manage Pictures area you can add a description to each picture, modify the display order, and delete pictures. TIP: If picture changes do not display as expected, click the refresh button in the MLS toolbar. If your changes still do not display correctly, then you may need to clear your cache. Add descriptions to property pictures Change the order of property pictures Delete a property picture Recommended picture sizes Create pictures that can be uploaded to the MLS Revise your listings Change the order of property pictures For listings that have more than one picture, the pictures sort based on the Display Order field. The picture with the lowest number (such as "1") is the primary picture. 81

92 Rapattoni MLS Printable Documentation To change the order of property pictures for a listing 1. From the Listings drop-down menu, choose View/Revise Your Listings. All of your active listings automatically display. You can use the Filters area at the top of the page to view a different status, if necessary. 2. Next to the desired listing number, click the Revise icon. The Revise Listing menu displays. 3. Under the Pictures heading, click Upload/Manage Pictures. The Manage Pictures page displays. 4. Scroll down to the Manage Pictures area of the page. 5. Modify the numbers in the Display Order column, to the left of the thumbnail images as desired. 6. Click in the toolbar. NOTE: By default, pictures sort in the order you upload them. In other words, the first picture you upload for a listing is automatically assigned Display Order = 1; the second picture is assigned Display Order = 2; and so on. TIP: If picture changes do not display as expected, click the refresh button in the MLS toolbar. If your changes still do not display correctly, then you may need to clear your cache. Upload a property picture Delete a property picture Revise your listings Create pictures that can be uploaded to the MLS There are several ways to create pictures (of agents or properties) that can be uploaded to the MLS. Use a digital camera. If you have a digital camera, you can take pictures and then download or send them directly to your computer. You can use the software that came with your camera, or another image editor such as Adobe Photoshop, to crop or resize your picture as desired. Develop photographs in digital format. You can take pictures using a standard 35mm camera, then have the film processed into digital format (such as Kodak Photo CD). You'll get back a CD- ROM that contains all the images as files, rather than prints. Many regular film-processing vendors offer this service. Scan photographs or other artwork. Using a scanner connected to a computer, you can scan photographs, floor plans, brochures, or other types of images. Then you can make any adjustments needed (size, cropping, etc.) using your image editing software. Save your picture files in JPEG format (*.jpg) in order to upload them to the MLS. Be sure to choose a standard format option when saving your pictures. Progressive formatted JPEGs are not compatible with Adobe Acrobat and will not appear in your reports. 82

93 Pictures NOTE: Property pictures are sometimes handled by a photographer hired by the MLS. For more information or to find out if this service is available, contact your MLS staff. Add a picture to my personal information page Upload a property picture Recommended picture sizes Delete a property picture To delete a picture that is attached to a listing 1. From the Listings drop-down menu, choose View/Revise Your Listings. All of your active listings automatically display. You can use the Filters area at the top of the page to view a different status, if necessary. 2. Next to the desired listing number, click the Revise icon. The Revise Listing menu displays. 3. Under the Pictures heading, click Upload/Manage Pictures. The Manage Pictures page displays. 4. Scroll down to the Manage Pictures area of the page. 5. Select the picture(s) you want to delete using the Delete column to the right of the thumbnail images. 6. Click in the toolbar. TIP: If picture changes do not display as expected, click the refresh button in the MLS toolbar. If your changes still do not display correctly, then you may need to clear your cache. Change the order of property pictures Revise your listings Delete your agent picture To delete your agent picture 83

94 Rapattoni MLS Printable Documentation 1. From the Admin drop-down menu, click Modify Your Profile. 2. Click the Delete Picture link, located near the top of the page. Add a picture to your agent information page Error Uploading a photo If you see the message "Error 696 Error validating the image" when you try to upload a photo to a listing or your agent profile, then one of the following is true. The file name contains an invalid character, such as a space, comma, slash, apostrophe or asterisk. To correct: Locate the file through Windows Explorer, right-click on the filename, and select Rename. Rename the file without using spaces or punctuation. The photo exceeds the maximum width (400 pixels for listing photos; 200 pixels for agent profile photos). To correct: Resize or crop the photo with image editing software (such as Microsoft Office Picture Manager or Adobe Photoshop). Refer to your image editing software s documentation if you need instructions. The photo is not in JPEG (.jpg) format. To correct: Convert the photo with image editing software (such as Microsoft Office Picture Manager or Adobe Photoshop). Depending on your image editing software, this may be done using the Save As or Export feature. Refer to your image editing software s documentation if you need instructions. Correct your file, and then upload the photo again. Recommended picture sizes Create pictures that can be uploaded to the MLS Recommended picture sizes When you upload a picture to the MLS, if the picture width exceeds the following limits, the software automatically reduces the size of the picture proportionately. Maximum width for property pictures is 400 pixels. Maximum width for personal (agent) pictures is 200 pixels. Tips for faster uploading 84

95 Pictures If possible, reduce the size of large pictures using a third-party photo editing software before uploading to the MLS. Picture height is not restricted; however it is recommended that picture height not exceed 300 pixels. Pictures must be in JPEG format. NOTE: Picture dimensions are listed in pixels, not inches, because they are displayed on screen rather than printed. MLS pictures have a resolution of 72 pixels per inch. Create pictures that can be uploaded to the MLS Add a picture to my personal information page Upload a property picture 85

96 Reports Access statistical reports There are several types of statistical reports available. Statistics button -- The simplest way to obtain statistical information is to click the statistics button in the toolbar. The Statistics button is available from any search, search results or listing cart. This allows you to view several formats of statistics based on any search criteria or group of listings you choose. Additionally, you can view statistics as various colored charts and graphs by clicking the Charts button. Published Statistical Reports -- Available from the Listings drop-down menu, this option lets you view reports containing statistics for the entire MLS. These reports have been created and posted by your MLS staff. NOTE: If you need to request a report, contact your MLS staff. You can also run reports to give you statistics on your own activity 1. From the Admin drop-down menu, choose Agent Reports. 2. Select one of the following reports: Agent Market Share Report Agent Production & Inventory Report TIP: View the multimedia demo entitled "Spotlight on Statistics" for a quick overview of this feature. From the Help drop-down menu, choose Feature Spotlights, then select Statistics. Search for listings Adjustable CMA Report An adjustable CMA report enables you to compare a subject property to any number of listings you select as comparable, and adjust values for individual features of each comparable property in order to produce a more accurate analysis. The CMA Package contains an adjustable CMA report called the Subject Property Comparison Report. Create a CMA Package Subject Property Comparison Report 86

97 Reports Subject Property Comparison Report The Subject Property Comparison Report allows you to compare a subject property to any number of listings you select as comparable. You can adjust values for individual features of each comparable property in order to produce a more accurate analysis. NOTE: The Subject Property Comparison Report is created by assembling a CMA Package. See Creating a CMA Package for step by step instructions. Create a CMA Package Adjustable CMA Report Change a report All reports in the MLS are preformatted, and you cannot modify which fields they include. However, there are many reports to choose from, and you can control which listings are displayed and their sort order. TIP: The Custom Report Writer is an advanced tool that allows you to create your own custom reports. Sort listings on a report Submit an enhancement request Change the amenities that display on the flyer The flyer is a preformatted report, and you cannot change which fields are included. The amenities that display on the flyer are determined by your MLS. TIP: The Custom Report Writer is an advanced tool that allows you to create your own custom reports. Submit an enhancement request About the Flyer Change the phone number that displays on the flyer The agent information that displays on the flyer includes your "contact" phone numbers. You can easily change these phone numbers. For details, see: Change your contact phone numbers. a report to someone 87

98 Rapattoni MLS Printable Documentation There are two ways to listing reports to a prospect or other recipient. button - This function lets you send a dynamic listings report by 1. First select the listings you want to include, and then click the button in the toolbar. 2. Choose your desired report type, and then click Submit In the Listings form, enter the appropriate information. If desired, you can preview the selected listings prior to sending the message. 4. Click Send to send the message. Send a PDF report from your software 1. Run the report. 2. When it displays, click the as PDF link in the upper right corner of the report window. NOTE: To utilize the as PDF feature, you must select the Enable ActiveX check box in your Agent Preferences and install the ActiveX component on your PC. See Install ActiveX for more information. Generating reports in PDF format Through ActiveX technology, you can utilize the following PDF file format features when creating reports in the MLS. These features are available even if you do not have PDF creation software (Adobe Reader) installed on your PC. Save as PDF - Lets you save reports in PDF file format. (Reports are saved to your hard drive, network, or other location you specify.) as PDF - Lets you reports in PDF file format, as an attachment. (This option uses your default editor, i.e. Outlook.) To use these features, you must select the Enable ActiveX check box in your Agent Preferences and install the ActiveX component on your PC. Installing ActiveX 1. From the Admin drop-down menu, select Your Preferences. 2. Under General, locate the Enable ActiveX field and make sure its check box is selected. 3. Install the ActiveX control (click here to download this file now). 4. When prompted, click Run and follow the simple installation instructions. (If you are using a dial-up connection it may take several minutes to download the installation file.) Is there a limit on the number of listings that can print on a report?

99 Reports In order to optimize system performance, each report has a maximum number of listings it can include. The system will not run a report if the number of selected listings exceeds the report's limit. You need to reduce the number of listings selected, then select the desired report. NOTE: If you select more than one report to print at once, the report with the lowest limit will apply. For example, if you choose Agent Detail and Client Detail, and Agent Detail has a limit of 30 listings, you will only get 30 listings on each report. Run a report Run a CMA report To run a CMA report, you must first find and select the listings you want to use for comparison in your report. 1. Choose a search from the Searches drop-down menu, enter your selection criteria (be sure to select the appropriate statuses). 2. Click Search. 3. In the search results, check the box to the right of each listing you want to include on your report (or click at the top of the column to select all listings). 4. Next, click the CMA button. 5. Select one of the CMA report options from the drop-down list. 6. Click Submit. NOTE: The "CMA Package" Option Lets you create an adjustable CMA called the Subject Property Comparison Report, and/or an entire presentation package. See Create a CMA Package for details. CMAs and other reports can be run from anywhere you can select listings. For convenience, the CMA button can be found on the Listing Cart, Prospect Cart, and the results page for the Hotsheet, Open House Search, and other searches. Subject Property Comparison Report Sort listings on a report Run a report Search for listings Types of searches Using the search results page buttons Run a report A wide variety of listing reports are available in the MLS. To run reports, first select (or check) the listings you want to include, and then click the Reports button in the MLS toolbar and choose the report(s) you want to run. You can even produce multiple reports at the same time, using the same selection of listings. 89

100 Rapattoni MLS Printable Documentation To run and print reports 1. Search for listings or use the Hotsheet in order to obtain a list of listings. (Alternately, you can open your Listing Cart or a Prospect Cart that contains listings.) 2. Select the listings you want to include in the report, then click the Reports button (or the CMA button if you want to run a CMA Report or CMA Package). 3. Select the desired report(s) from the selection window. 4. Click Run Reports. 5. The following options display in the upper right corner of the window: Print this page - Click this link to send the report to your printer. When the Windows Print dialog box displays, be sure the desired printer is selected, then click Print. Save as PDF* - Click this link to save the report in PDF file format. In the Windows Save As dialog box, specify a location and file name for the report, then click Save. as PDF* - Click this link to send the report as an attachment in PDF file format. *NOTE: To utilize the Save as PDF and as PDF features, you must select the Enable ActiveX check box in your Agent Preferences and install the ActiveX component on your PC. See Installing ActiveX for more information. Sort listings on a report Run a CMA report Is there a limit on the number of listings that can print on a report? Select listings You select listings by checking the box to the left of each desired listing. In the example below, the first listing is selected, and the second listing is not selected: To check/uncheck a box, simply click in it. To select ALL listings on the page, click in the top of the column. at the You can use this process throughout the software in order to select listings on a search results page, Hotsheet results page, Listing Cart, Prospect Cart, or any other place where listings display. You can then use the selected listings to run a report, send an report, move them to another area of the software, and more. (See Using the search results page buttons for more information.) 90

101 Reports Sort listings Search for listings Types of searches Using the search results page buttons Sort listings on a report Reports sort listings in the same order as the listings are displayed when you create the report. To change the way listings sort on a report, you must change the way they are sorted in your search results, Listing Cart or Prospect Cart. If you are creating a CMA Package: Use the Sort field in Step 6: Assemble Package to reorder the listings in the report. Sort listings Search for listings Sort your search results About the Flyer The flyer presents a single property, in a professionally formatted report designed for you to hand to a client. Your office banner (if applicable) displays at the top, followed by the primary listing picture and information about the property. Your contact information and agent picture (if one has been uploaded) displays in the Presented By section at the bottom of the page. To generate a flyer 1. Select the desired listing(s). (If you select multiple listings, a separate flyer will be generated for each listing.) 2. Click the button in the toolbar. 3. In the Reports window, select the Flyer by clicking the check box to its left. 4. Click the Run Reports button. NOTE: Flyers that you create always display your contact information, regardless of who the listing agent or office is. A disclaimer at the bottom of the flyer states: "The above featured property may not be listed by the office/agent presenting this brochure." 91

102 Rapattoni MLS Printable Documentation Can I change the amenities that display on the flyer? Change the phone number that displays on the flyer Run a report ActiveX Enhanced Report Functionality Through ActiveX technology, you can utilize the following PDF file format features when creating reports in the MLS. These features are available even if you do not have PDF creation software (Adobe Reader) installed on your PC. Save as PDF - Lets you save reports in PDF file format. (Reports are saved to your hard drive, network, or other location you specify.) as PDF - Lets you reports in PDF file format, as an attachment. (This option uses your default editor, i.e. Outlook.) To use these features, you must select the Enable ActiveX check box in your Agent Preferences and install the ActiveX component on your PC. 1. From the Admin drop-down menu, select Your Preferences. 2. Under General, locate the Enable ActiveX field and make sure its check box is selected. 3. Click the Save button in the MLS toolbar. 4. Install the ActiveX control (click here to download this file now). 5. When prompted, click Run and follow the simple installation instructions. (If you are using a dial-up connection it may take several minutes to download the installation file.) Once you complete these steps, links to "Save as PDF" and " as PDF" will automatically display in the upper-right corner when you run reports. Installing ActiveX Run a report Install ActiveX Installing the ActiveX component is a simple procedure that will enable you to use PDF file format features when generating reports. NOTE: If multiple user profiles are used to access the MLS from the same PC, installation must be completed for each user who wishes to use the ActiveX features. To enable PDF report functionality 1. Install the ActiveX control (click here to download this file now). When prompted, click Run and follow the simple installation instructions. (If you are using a dial-up connection it may take several minutes to download the installation file.) 92

103 Reports 2. Locate the Enable ActiveX field in your Agent Preferences (available from the Admin drop-down menu), and make sure the check box is selected. Then, click Save in the MLS toolbar. 3. For optimum performance, it is recommended that you run the Browser Optimization Tool. NOTE: Local administrator rights are required when installing the ActiveX control. If the following message displays, contact your network administrator: ActiveX Enhanced Report Functionality 93

104 Revise Listings Add virtual media to your listing You can add virtual media to your listings, such as a virtual tour or floor plan. Adding a virtual tour to a listing enables potential buyers to view properties before doing an on-site visit. Your MLS determines what types of virtual media can be added to listings. To add virtual media 1. Open the Revise Listing menu for the listing you want to modify. 2. Under Listing Information, click Virtual Media. 3. Select the type of media you want to add from the Virtual Media Type drop-down field. 4. Use the text field to enter the full URL (Internet address), starting with " then click Save. 5. To add another virtual media type repeat steps 1 through 3. To see your virtual media 1. From the Revise Listing menu, click View Listing Detail. 2. Locate and click the Virtual Media link. If only one type of media has been attached it automatically opens in a separate window. If multiple types of media have been attached, a separate window opens with links to each media item. 3. If you entered the correct URL, your virtual media will display. If not, go back to the Revise Listing menu and click Virtual Media. Existing virtual media displays at the bottom of the form. You can modify the URL here, or delete the entry and repeat steps 2 and 3 above. Modify another agent's listing Attach a document to a listing You can attach documents, such as a disclosure statement or floor plan, to a listing. These documents will be viewable from the listing's detail page. Your MLS has set up the allowable types of documents per property type, and you may only attach one document per type to each listing. There are two ways to attach a document: either fax the hard copy, or upload a PDF file. To fax a hard-copy document 94

105 Revise Listings 1. Open the Revise Listing menu for the appropriate listing. 2. Under Other, click Attach External Document. 3. Choose the type of document(s), then click Print Cover Sheet. 4. When the fax cover page displays, click the Print button in the Adobe Reader toolbar at the top of the window. 5. Fax this cover page, followed immediately by your document, to the toll-free fax number indicated on the cover page. NOTE: When attaching multiple types of documents, be sure to fax each set of documentation in separately. To upload a PDF document file 1. Open the Revise Listing menu for the appropriate listing. 2. Under Other, click Attach External Document. 3. Choose the type of document, then click Upload PDF. (Select only one type of document; PDF documents must be uploaded one at a time.) 4. Click the Browse button, then locate the PDF file. 5. Click Submit. 6. When the confirmation message displays, click Continue. 7. You can attach multiple documents (each of a different type) to a listing. To attach another document, follow the numbered steps again. Modify another agent's listing Change an expired listing back to active If your listing has expired, you may or may not be able to change it back to active, as determined by your MLS. If this is not allowed, contact your MLS staff for assistance. To change a listing's status back to active 1. Open the Revise Listings menu for the appropriate listing. 2. Under Listing Information, click Status Information. 3. In the Status field select Active, then modify or clear the remaining fields as necessary. 4. Click the Submit button in the toolbar. Change the status of a listing To change the status of your listing 1. From the Listings drop-down menu, choose View/Revise Your Listings. All of your active listings display. (If you need to access listings that are not active, drop down the Status options, select the appropriate status, and click Submit.) 2. Next to the listing number you want to change, click the Revise icon. 3. Under Listing Information, click Status Information. 4. Select the new status from the drop-down options and complete any other required fields. 95

106 Rapattoni MLS Printable Documentation 5. Click the Submit in the toolbar. To change the status of another agent's listing -- If you have the proper access rights, you can change the status of someone else's listing. See Modify another agent's listing for more information. IMPORTANT: To change a status to sold, see Enter sold information. Approve a listing Find listings that are near expiration Change an expired listing back to active Copy pictures from one listing to another You can use the Copy Pictures interface to view all of the pictures for a specific listing and select the ones you want to copy to your revised listing. This feature is extremely useful if you are entering multiple, similar listings that use the same pictures. TIP: Before you begin, make a note of the listing # that you want to copy pictures from. To copy a picture from one listing to another 1. Open the Revise Listing menu for the listing you want to copy pictures to. 2. Under Pictures, click Copy Pictures. 3. In the Listing # field, enter the listing number you want to copy pictures from. Delete a listing 4. Review all of the pictures for the listing and select the pictures you want to copy by activating the check boxes next to each picture. 5. Click Submit to copy the selected pictures to your listing. 6. To add descriptions for the new picture(s), choose Manage Pictures. 7. Enter the desired text and then click Save. Optionally, you can choose View Listing Detail to view your listing with the newly added picture(s) and description(s). Only the MLS staff can delete a listing. If you want to have a listing deleted from the system, contact your MLS staff. Enter mortgage information If your MLS has installed this feature, you can enter mortgage information on listings. To enter mortgage information for a listing 96

107 Revise Listings 1. Open the Revise Listing menu for the appropriate listing. 2. Under Listing Information, choose Mortgage Loans. NOTE: The ability to enter mortgage information is based on access rights. If you do not see the menu item Mortgage Loans, then you have not been assigned the corresponding access right. For more information or to request this access right, contact your broker. Modify another agent's listing Enter sold information To enter sold information for a listing 1. Open the Revise Listing menu for the appropriate listing. 2. Under Listing Information, click Status Information. 3. In the Status field, select Sold. 4. Enter the appropriate sold information and click Submit. If you receive an error message -- Your MLS may have rules set up preventing certain statuses from being changed to Sold. If you see an error message regarding this, you may need to change the listing to another status first (such as Pending), before changing it to Sold. NOTE: The ability to enter sold information is based on access rights. If you do not see the menu item Status Information, then you have not been assigned the corresponding access right. For more information or to request this access right, contact your broker. Modify another agent's listing Find listings near expiration To find out when your listings are going to expire, you can run an Expiration Report. To run an Expiration Report 1. From the Listings drop-down menu, choose Expiration Report. 2. Type in an ending date or click on the Look up Field Choices icon 3. Click Submit. NOTE: The report shows you any listings you have that will expire on or before the specified ending date. 97

108 Rapattoni MLS Printable Documentation Modify another agent's listing If you have the appropriate access rights, you can modify other agent or co-agent's listings. If you are the broker, you can change your office's listings as follows 1. From the Admin drop-down menu, choose Office Menu. 2. Select View/Revise Office Listings. 3. Choose the appropriate office (if applicable). All of the office's active listings display.(if you need to access listings that are not active, drop- down the Status Options, select the appropriate status, and click Submit.) 4. Next to the appropriate listing number, click the Revise icon to access the Revise Listing menu. If you have the appropriate access rights, you can change the status of someone else's listing as follows 1. From the Listings drop-down menu, choose Quick Change. 2. Enter some criteria and click Search. 3. Click the appropriate listing number to access the Revise Listing menu. 4. From the Revise Listing menu, click either Listing Information or Status Information, depending on what information needs to be changed. Revise your listings Opening the Revise Listing Menu The Revise Listing menu allows listing owners to make changes to a single listing. For example, you can change a listing's status, upload pictures, attach documents and much more. To open the Revise Listing menu for a listing you want to modify: 1. Locate the listing. 2. From the Listings drop-down menu, choose View/Revise Your Listings. All of your active listings automatically display. You can use the Filters area at the top of the page to view a different status, if necessary. 3. Click the Revise icon next to the listing you want to modify. The Revise Listing menu displays. Revise your listings To change a piece of information about your listing 1. From the Listings drop-down menu, choose View/Revise Your Listings. All of your active listings display. (If you need to access listings that are not active, drop down the Status options, select the appropriate status, and click Submit.) 2. Next to the listing number you want to change, click the Revise icon. 98

109 Revise Listings To modify an information field (other than Price) - Choose Listing Information. Modify the appropriate field, then click Submit. To modify the status - Choose Status Information. See Change the status of a listing for instructions. To modify the price - Choose Status Information. To upload a picture - Choose Upload. See Upload a property picture for instructions. To change pictures or picture descriptions - Choose Manage Pictures. See Change the order of property pictures or Deleting a property picture. Opening the Revise Listing menu Modifying another agent's listing Items missing from your menu Use Quick Change Quick Change enables you to quickly access a listing by searching on any of the following fields: Listing #, APN, Office ID, Agent ID, Status, and/or Street Address. To use Quick Change 1. From the Listings drop-down menu, choose Quick Change. 2. Enter your search criteria (in one or more fields) and click Submit. A summary of listings that match your criteria displays. 3. Click the Revise icon next to a listing to access the Revise Listing menu. If only one listing matches your criteria, the Revise Listing menu automatically displays. Modify another agent's listing View past history of changes for a listing You can view the history of changes made to a listing by clicking the Property History icon. The icon is available on most display formats and when viewing a property's detail. The Property History page displays the dates and times when changes were made to the listing. 99

110 Rapattoni MLS Printable Documentation If you are the listing agent, co-agent, or broker for the listing: This form displays a time stamp for each change, shows who made the change, and indicates changes in status and price. In addition, the following icons may display for each change. View Listing Detail History - allows you to view a snapshot of changes made for a limited period of time based on your MLS setup. Create Report - allows you to view a comparative report of all changes made for a limited period of time based on your MLS setup. If you are NOT the listing agent, co-agent, or broker for the listing: This form displays changes in status or price only. The change history for previous listings of the same property may also display depending on your MLS setup. 100

111 Search Listings Add listings to the Listing Cart You can add listings to the Listing Cart from any search results page or other page where listings display. To add listings 1. Select the listings you want (by selecting their check boxes). 2. Click the Add to Cart button. 3. A confirmation dialog box displays the number of listings that were added. (The count may be less than the number you had selected, if some listings were already in the cart.) TIP: When you view your Listing Cart, only the most recently added listings default as selected. Select listings What can I do with listings in the listing cart? Choose a different format for your search results There are many different display formats available for viewing search results. You can select your preferred format in your Agent Preferences form, and this will be used as the default format each time you perform a search.* You may also change formats while viewing listings. *NOTE: Prospect searches, saved searches and the Listing Cart retain whichever format you choose. To change formats -- Locate the Display drop-down field near the top of the page, and choose from the available formats. Sort your search results Change your agent preferences Customize the One Line Grid 101

112 Rapattoni MLS Printable Documentation The One Line Grid Setup form lets you customize the appearance of your One Line Grid display format. To begin from the Admin drop-down menu, select One Line Grid Setup. Using the tabs near the top of the page, be sure the property type that you want to modify the One Line Grid for is selected (residential is initially selected by default). IMPORTANT: After making changes, click Save in the MLS toolbar. Add Fields (columns) You can add any field from the Available Fields list (on the left) to your One Line Grid. Simply click a field to highlight it, and then click the Add button to move it to the Selected Fields list on the right. TIP: Select multiple fields at once by holding down the Ctrl key (on your keyboard) while you select fields. Remove Fields The Selected Fields list on the right shows all of the fields that will display in the One Line Grid. To remove a field, click to highlight it, and then click the Remove button. Specify the Sort Order The Sort column in the Selected Fields list determines the order in which fields will display when you view listings using the One Line Grid display format. You can type directly into the Sort fields to quickly modify the sort order. When you press the Tab key, the fields are automatically rearranged in the list and the sort numbers are revalued (based on multiples of 10). Alternately, you can use the Move Up and Move Down buttons to reorder your selected fields. NOTE: Check boxes, sort order fields and Listing #s automatically display as the first columns in the One Line Grid. These fields cannot be modified and do not appear in the one Line Grid Setup form. Fix Fields in Place You may choose to fix fields in place, so that they won t move when you scroll to the right. This can come in handy when your One Line Grid contains more fields (columns) than can 102

113 Search Listings display on the page at one time. (NOTE: You can include up to 30 fields in your One Line Grid). Starting with the first field in your list, check up to four fields that you want to remain fixed in place. They must be checked sequentially, since a field that is not fixed cannot display before a field that is fixed. Select Icons Near the bottom of the form, make sure that each of the icons that you want to display on the One Line Grid are selected (checked). IMPORTANT: After making changes, click Save in the MLS toolbar. Limits on the number of listings in your search results In order to optimize system performance, there is a limit on the number of listings that may be included in search results. If you try to run a search and the number of matching listings exceeds the limit, an error message displays. Simply refine your search criteria, then try the search again. TIP: On the search criteria page, you can click the Preview Count link to preview how many listings match your search. NOTE: The Statistics button (which outputs statistical information based on your search criteria, not actual listings) and the Exports button allow a much higher collection limit than regular search results do. Using the Preview Count link Manage your saved searches and Hotsheets To manage your saved searches 1. From the Searches drop-down menu, choose Saved Searches. 2. From the top of the Saved Searches window, click Manage Saved Searches. To manage your saved Hotsheets 1. From the Searches drop-down menu, choose Saved Hotsheets. 2. From the top of the Saved Hotsheets window, click Manage Saved Hotsheet Searches. (You can also access your saved Hotsheets from Your Hotsheets module on the home page.) In these forms you can View your saved searches -- The form lists all of your saved searches, including the saved criteria. 103

114 Rapattoni MLS Printable Documentation Delete a search Rename a search 1. Click the Delete check box to the right of any search you want to remove. 2. Click the Save/Refresh button in the toolbar. 1. Modify the text. 2. Click the Save/Refresh button in the toolbar. Run a search -- Click Run next to the desired search. Revise a search 1. Click Revise next to the desired search, and change the criteria. 2. Locate the Save Options box on the right side of the page (expand the Options pane, if necessary). 3. Click the Save button, next to the Save as a Saved Search field. 4. When the confirmation message displays, click OK to save the new criteria. Choose whether to display a search or not 1. Check the On/Off box next to any search that you want to display in the Saved Searches list. 2. Uncheck the box if you do not want a search to display. Sort the searches -- Saved searches can be sorted by name or by a custom display order. The default, or initial sort, is by name. To specify a custom sort 1. Locate the Sort Saved Searches Options box on the right side of the page (expand the Options pane, if necessary), and select the By Display Order option. 2. Type a number in the Display Order field to the left of any search, to indicate the display order for that search. For example, enter 10 for the search you want to display at the top, and then 20 for the next search, and so on. 104

115 Search Listings 3. Click the Save/Refresh button in the toolbar to apply the changes. (Using increments of 10 allows you to easily make adjustments without renumbering all of your searches.) NOTE: If you fill in the Display Order for a field, the software automatically checks its On/Off box. Automatically check/uncheck all -- You can click the check box in the On/Off column header to alternately select or un-select all saved searches. The display order fills in automatically, and you can manually adjust the sort, if desired. Save a search Map listings The MLS software includes easy-to-use map features that let you locate listings on a printable map, view aerial photos of properties, and more. To map a single listing Click a listing's See Map link or the Map icon to access mapping for a single listing, To map multiple listings From any listing display page, use the check boxes on the left to select the listings you want to map. Then, click the Map button in the MLS toolbar NOTE: Listings that cannot be mapped are denoted by an asterisk (*). This would occur if the listing's address could not be validated during listing input. Minimum search criteria guidelines In order to optimize system performance, your MLS has specified a minimum combination of search criteria that must be entered before a search is begun. A variety of criteria combinations qualify; for example, you could enter values for the Property Type, Status, and Price fields before beginning your search. Additional criteria can always be included with the minimum search criteria. If you try to perform a search without entering a minimum combination of search criteria, a page displays listing all of the combinations of criteria that meet the minimum guidelines. After reviewing this page, you can return to the search form containing all of the values you have previously selected by clicking the Close button. Start the search after choosing your search criteria My search results said, "No listings found." Why? 105

116 Rapattoni MLS Printable Documentation The message "No listings found" indicates that there were no listings that matched your search criteria. Check for conflicting criteria. For instance, if you used the Standard Search and entered a ZIP code that is outside the cities or areas you entered, no listings would match. Keep in mind that if you selected any amenities (from the Additional Criteria tab), your search is restricted to include listings only if they match that amenity (as well as all of your other search criteria). Using amenities in your search Using the search criteria page Why isn't my listing showing up in any searches? Save a search You can save searches (of all types, including Hotsheets), and access them conveniently from the Searches menu. To save a search 1. From the Searches drop-down menu, select the type of search you want to use. 2. Enter your desired criteria. You can also specify amenities using the Additional Criteria tab (if only one property type is selected). 3. Either before or after running the search, locate the Save Options box on the right side of the page (expand the Options pane, if necessary). 4. Enter a name for the search (up to 20 characters) and click Save. TIP: View "Spotlight on Saved Searches" for a quick overview of this feature. From the Help drop-down menu, choose Feature Spotlights, then select Saved Searches. Manage your saved searches Search for listings Search for listings To start a search for listings 106

117 Search Listings 1. From the menu bar, click Searches. 2. Select the type of search that best suits your needs. 3. Enter your desired search criteria. 4. Click the Search button to display your search results. Types of searches Search for listings for a prospect Using the Search criteria page Set up your custom search Set up a Map Search default You can set up your most frequently used map display to be the default whenever you start a new Map Search. To set up a map default 1. From the Admin drop-down menu, select Your Preferences. The Agent Preferences form displays. 2. Locate the Radius/Map Search Defaults section (click the to expand the section, if necessary). 3. Adjust the map to your desired location and zoom level. (For help, see Using the Map Search.) 4. Click in the toolbar. Using agent preferences Change your agent preferences Revise your custom search The Custom Search lets you set up your own search template. You can choose the criteria fields you want, and specify the display order for those fields. You can modify your Custom Search using the Custom Search Preferences form. NOTE: Initially, your Custom Search looks exactly like the Standard Search. This default configuration has been done for you, so that you only need to modify this layout to suit your needs. 107

118 Rapattoni MLS Printable Documentation To modify your Custom Search 1. From the Admin drop-down menu, choose Custom Search Setup. Or, from the Searches drop-down menu, choose Custom and click the Revise Custom Search Setup hyperlink at the top of the Custom Search. 2. Setting up your Custom Search is a two-step process. First you select fields for the General criteria; then you can select Additional criteria (amenity fields) that you want to include for each property type (optional). Step 1: Select general criteria fields 1. Be sure the General tab is active. Fields that are available for your custom search template display on the left. 2. Select the fields you want, and then click the Add button to move them into the search form. (Hold down the Ctrl key to select more than one field at a time.) 3. To remove fields from the search form, select a field, then click the Remove button. 4. Use the Remove All button if you want to remove all of the fields on the search form and begin with a blank form. 5. You can rearrange the fields using the Move buttons; just click on a field in the search form and click Move Up or Move Down as desired. Step 2: Select additional criteria fields (optional) 1. Be sure the Additional tab is active. 2. Use the Property Type field (near the upper right corner of the page) to select a property type. 3. Specify your criteria fields and their display order, then click Save. 4. Repeat this process for another property type, if desired. 5. To save your Custom Search, click Save. NOTE: If you do not specify amenities for a particular property type, the Additional Criteria tab will not be available in the Custom Search for that property type. Using the Custom Search Sort listings There are several ways to sort listings. (NOTE: Reports keep the same sort order you specify when viewing listings.) TIP: You can customize the default sort order by modifying the Sort By and Then By fields in your Agent Preferences. To sort by clicking a column heading 1. In the Display drop-down field, make sure the One Line Grid format is selected. (NOTE: If you want to view listings using a different display format, use one of the methods described below to sort listings.) 108

119 Search Listings 2. Click the column heading that you want to sort by. To reverse the sort order (ascending to descending), click the column heading again. To sort listings in any display format 1. Locate the Sort Options box on the right side of the page (expand the Options pane, if necessary). 2. Use the Sort By and Then By fields to specify how you want listings to be sorted. You can specify up to 3 levels of sorting. 3. Click Go. To sort listings in any order you wish 1. Activate the Sort as Selected check box (at the bottom of the Sort Options box). 2. Select (check) listings in the order you want them to be sorted. The listings are automatically numbered as you select them. 3. Click the icon, next to the Sort As Selected field, to redisplay the listings in the order you specified. 4. You can manually change the sort order numbers to modify the sort order without re-selecting all of your listings. TIP: Enable the Sort as Selected field in your Agent Preferences if you want the Sort as Selected feature to be activated by default when you view listings. In addition, you can customize the numeric increment that is automatically entered when you select listings using the Sort as Selected Increment field. Setting your default increment to greater than 1 (for example, to 5 or 10) makes it easier to modify the sort order when working with listings. 109

120 Rapattoni MLS Printable Documentation Sort listings on a report Sort your search results Sort your search results You can control how listings sort in your search results. Listings are initially sorted based on options set up in your Agent Preferences form under "Searching Defaults" (you can change these at any time).* To sort listings after running a search 1. Locate the Sort Options box on the right side of the page (expand the Options pane, if necessary). 2. Use the Sort By and Then By fields to specify up to three levels of sorting. 3. Alternately, you can use the Sort As Selected feature to sort listings in a hand selected order. In addition, special sorting features are available when viewing the One Line Grid display format. TIP: Reports that you create keep the same sort order that you set up when selecting the listings. *Note: Prospect searches, saved searches and the carts retain whichever sort options you choose. Sort listings Choose a different format for your search results Change your agent preferences Sort listings on a report Start the search after choosing your search criteria 110