Matrix Quick Reference Guide

Transcription

1 Top things to know about Matrix Logging In Matrix Quick Reference Guide Matrix is mobile friendly and can be used on all major browsers. Matrix has a mobile version too! s, Auto-notifications, and CMAs sent through Matrix will display in the Matrix Web Portal by default. The Matrix Web Portal and searching capability are only available to clients that are saved as Contacts. Log into and click on the Matrix icon on the dashboard. Matrix will open in a separate tab/window and you will be logged in automatically. System Requirements Matrix 7.1 is compatible with the latest browser versions supported by mainstream operating systems. NOTE: Operating systems and browsers such as Windows XP, Windows Vista and Internet Explorer 8 and 9 (IE8, IE9), are no longer in mainstream support. Desktop users who choose to use Internet Explorer on Windows 7 and Windows 8 can upgrade to IE ll. Windows 10 users can use IE ll or Edge Browser. Firefox and Chrome automatically update to their most recent versions regardless of underlying operating system. Matrix Desktop supports the following browsers: Internet Explorer 11 and Edge Browser, and the most recent versions of Safari, Chrome, Firefox, Android Browser, Chrome Mobile, and Safari Mobile. ipad and Android Tablet users should ensure they're up to date with the most recent version of their browser they can install. Matrix Mobile supports the following browsers: IOS Safari, IOS Chrome, Android Browser, and Android Chrome. Homepage The Homepage in Matrix is designed for quick and easy navigation, to allow users access to what they need in a timely manner. The widgets on the Homepage can be customized and moved by simply clicking and dragging the header to the desired location. They can also be minimized for convenience, or removed by clicking on the [X] in the top, right corner of each widget. The removed widgets can be restored by left clicking and dragging it out of the Additional widget. Widgets News & Alerts: Displays important information that REIN needs to communicate to you. This widget is stationary. External Links: Access to REIN Products and Services, REIN Training Services, and Account Information. My Favorite Searches: Holds up to 10 searches for easy access. Hot Sheets: Allows you to view listings by Property Type based on preferred criteria. Market Watch: Allows you to view recent Status changes to listings based on preferred criteria. My Carts: Displays listings that have been added to a client s cart for easy access. My Stats: Stores up to 10 custom stats that you may frequently run. My Listings: Provides access to your listings, office listings, firm listings, and listing activity. Recent Portal Visitors: Shows a list of clients who have visited and made selections on their Matrix Web Portal. Recent Use Contacts: Provides a list of clients that you have most recently communicated with to for easy access. Concierge: This widget displays if a search has been activated for concierge mode. Fast Find: Quickly search by MLS#, Status, Address and Area #. Contact Requests: This widget alerts you of any new leads captured by the Matrix Agent Webpage. Listing Data Checker: This widget displays a list of reported violations, notifications, and a violation history. 1

2 Homepage (cont.) Tab Menu Recent Searches: This dropdown menu stores up to 50 searches executed within the last week for a quick recall. Home: Click for simple and easy navigation back to the Homepage. Search: Hover to access searching for all property types, and search by offices, agents, open houses and history. Stats: Click your desired Property Type to create custom statistics. My Matrix: Hover to access Contacts, Auto- , Saved Searches, Sent , CMAs, and My Information. Realist: Click to access Realist Tax. Links: Click to access an alternative to the links in the External Links widget. Finance: Click to access financial calculators, Seller s Estimated Net Proceeds, and Buyers Closing Costs. Input: Add new listings or edit existing listings. Manage photos, maps, open houses, and virtual tours. Help: Click for step-by-step instructions and training tutorials. More will be added as they become available. Mobile: Use this tab to toggle back and forth between the Desktop version and the Mobile version of Matrix. Getting Started with My Matrix It is recommended to begin with your My Matrix tab. You can learn a lot about the program by spending some quality time here. Use the My Matrix tab to access your contacts, saved searches, sent s, CMAs, speed bar shortcuts and maintain your contact information. To customize your contact information and portal information, hover over the My Matrix tab and click on My Information. From here, you will have the following tabs to navigate through: Information: Enter personal contact information here. You can override system information by checking the Override box located to the right of the desired field. When complete, click Save. Header & Footer: Click this tab to choose one of the system provided templates for your Matrix Web Portal using the Select a Package button. Click Preview at the bottom of the screen to view your choice. You may add a photo and customize your foreground and background colors. Click Save when complete. The Portal Header displays on your Matrix Web Portal, and the Print Header displays on printed reports (Ex: Client Full, Consumer Handout, etc.). Mobile Header: This tab allows you to customize the information you wish to display on the header of the Matrix Web Portal when viewed on a mobile device. The background color cannot be changed at this time. CMA Cover Sheet: Use this tab to fill in appropriate contact information and/or to upload a photo specifically used for your CMA presentations. Be sure to click Save when finished. Portal Information: Decide how you want your contact information to be displayed on the Matrix Web Portal. Use the drop down menus to choose your preferred order. This data will display in the upper, left corner of your portal. If you need to edit any existing text, you must go back to the Information tab. Click Save when complete. Signature: Create a signature that displays at the bottom of all s sent from Matrix, whether sent manually or automatically. Agent Webpage: Enabling the Agent Webpage is optional. If you used the Fusion Agent Website as your business website, this can be an alternative. The Web page URL will be the web address, unless a domain name was purchased. This URL is what needs to be provided to your 3rd party for a redirect. If you have a domain name, use the Additional Domains section at the bottom of the screen. Fill in a Title, Content and choose map and sign-up form options. Click Save when complete. It is also recommended to create a portal greeting that appears on every Matrix Web Portal. Hover over the My Matrix tab and click My Portal Greeting. Type your message in the large text box and click Save. Remember to keep this message generic because it will be seen by all of your clients. No message will display if your Portal Greeting is left blank. You may also upload a photo here, if desired. Contact Management To access active contacts, hover over the My Matrix tab and click on Contacts. Once a contact is selected, you can edit, delete, start a CMA, open client portals, and open listing carts. You can also view the active auto notifications, last portal visits, and view listings the client has recently selected on the portal. To add a new contact, click Add at the bottom, left corner of the screen and a Personal Information box will appear. Enter the First Name, Last Name and Address. To enter more information, click the Show All Fields button to expand the screen. Click Save when complete. Once a contact has been saved in Matrix, that client now has the ability to search the MLS listings within the Matrix Web Portal. To delete a client, simply place a check mark in the select box to the left of the client s name, and click the Delete button. 2

3 Search using Criteria Hover over the Search tab and select your preferred Property Type. Search Wild Cards: Wild cards or special characters must be used to help populate results. Control/Command & Shift Keys: Use these keys to select multiple items from the criteria fields. CTRL allows you to select specific items from a list. MAC users must use the Command key in place of the CTRL key. The Shift key will allow you to grab an entire group of criteria at one time. Plus (+) and Minus (-) Signs: These signs are used within numerical fields to search for specific values such as Bedrooms, Bathrooms, Square Footage, etc. To search for a Minimum value (or more), enter a + after the number. (Ex: 3+) To search for a Maximum value (or less), enter a - after the number. (Ex: 3-) To search for a Range of values (between), enter a - between the two values. (Ex: 3-5) Asterisk (*): Adding an asterisk to your text indicates to Matrix that your criteria ends with, starts with, or contains a specific word or name. This is especially helpful when using the Subdivision field or the Speed Bar. *Wood will provide any results ending in the word Wood. (Ex: Lindenwood) Wood* will provide any results beginning with the word Wood. (Ex: Woodbine) *Wood* will provide any results that contain the word Wood. (Ex: Brentwood Forrest) Exclamation Mark (!): This is used to exclude a certain word or phrase. Ex:!Ocean Park will exclude any results for Ocean Park. Ex:!Ocean will exclude any results containing the word Ocean. Status, Change Type & Days Back: The Status will default to Active, which includes Active, New, Increased, Decreased, Extended, and Back on Market. Matrix refers to these statuses as Change Types. The Change Type field is used to specify an individual Change Type versus the whole Status of Active. Once you check the boxes for any off market status, it will populate a range of days back in the box to the right of the field. The range can be changed or removed by manually entering a date or by clicking on the calendar icon. And, Or, and Not Indicators: Many of the search fields have indicators underneath them in the form of And, Or, and Not. Use these to include, find or omit specific criteria. Using And ensures that all items selected will be searched, Or means any combination of the selected items will be searched, and Not will exclude the items selected. Add/Remove Fields: To add more criteria fields, click the Add link at the bottom, left of your screen. The link will display Add/Remove if you have added fields previously. Select fields from the Available Fields box to add to your search criteria and click the Add button to move it over to the Selected Fields box. To remove, select fields from the Selected Fields box and click the Remove button to move it back over to the Available Fields box. Click the Back button at the bottom, left of your screen to return back to your criteria screen. These search criteria fields will remain on your main search screen until you manually remove them. Once all of the criteria has been entered, click the Results tab at the top or the Results button at the bottom of your screen to review the properties on a 1-line report. The Map tab will display the results on a map. Search by Map To start a map search, hover over the Search tab and click the appropriate Property Type. If needed, click More from the drop down menu for additional Search Types. Click the Map Search link at the top center of the screen, or the Map tab at the top, right corner to begin drawing on the map. Criteria can be added before or after you draw your shape by simply toggling back and forth between the Criteria tab and the Map tab. If you wish to use an address as the center location while searching, type the address in the box shown under the Map Search link, and select your distance using the Within dropdown. Once on the map, use the icons to zoom in and out. You can also use the scroll wheel on your mouse, if available. To use an address as a center point, type the address and city in the Jump to Address box in the upper, right corner of the map. This will pinpoint that location on the map and give a starting point to draw your shape. The gear wheel icon can be used to set this map view as the default view. Realist Tax is heavily integrated into Matrix. Use the layers icon to view the same map layer options that are available in Realist such as Median Sale Price, % of Homes in Foreclosure, Flood Maps, etc. If the item you are trying to select is highlighted in red, you will need to zoom in closer on the map. 3

4 Search by Map (cont.) Use the map drawing tools located above the map to specify a geographical location. Select the tool. Left click, drag your mouse to draw the shape to its desired size, release to stop. Once the shape has been drawn, hover over the red dot associated with the shape to delete the shape, include properties within the shape, or exclude properties within the shape. Up to 10 shapes can be drawn at one time on the map. To clear the map completely, click on the icon at the top of the map located next to the drawing tools. Use the drop down menu on the top left of the map to change the view to Satellite or Terrain. Click the Criteria tab at the top, right of the screen to refine the search parameters, and/or click the Results tab to view the 1-line report of the properties. The Map tab is always available at the top right of the search screen if you need to adjust your shape. Results Grid Once your criteria has been entered, click on the Results tab located next to the Map tab at the top of your screen. The RES 1-Line Results grid provides information for each listing such as photos, map location, Status, Change Type, List #, Address, Subdivision, Date List, etc. You can access listing history, required documents, Data Co-op reports, Realist Tax information, and many other products by clicking on the appropriate icons to the right or each property. The Display dropdown, located at the top, right of your screen allows you to toggle between different system reports, such as the Agent Full, Client Full, Consumer Handout, etc. You can also view the Agent Full by clicking on the MLS number within the List # column. To rearrange your column order, left click and hold in the gray area of the header name you wish to move. Slowly drag and drop them to a preferred location. To remove a column, insert a new column, change the alignment, auto-fit the header name or wrap the text, double click on the header name and you will be prompted with a pop up menu. Click Apply to finish. To sort the results by ascending or descending order, simply left click on the column header. For more extensive sorting options, click the Refine button at the bottom of the Results grid and click Sort. To save this grid for future use, click on the paper icon to save a copy or the gear icon to set it as your default view below the Results tab. In order to use most of the Action options ( , Print, CMA, Directions, Quick CMA, etc.), you must select a property or properties first. To select all properties, place a check mark in the select box located in the header. 4

5 Search Results Once on the RES 1-Line Results grid, check the box to the left of each listing you want to send. This can also be accomplished from your report view. Check the Select All box in the header of the Results grid to choose all listings. This will only select the properties that are appearing on that page. In the Actions section in the bottom, left corner of the screen, select . Existing contacts will auto-populate if you start typing their name or address in the TO or CC sections. To pick from a drop down list of contacts, click on the TO and/or CC buttons. Use the Create a New Contact link if the search was performed prior to saving the client as a Contact. Enter a Subject and text in the Body section, then click Send. All properties will be ed to your client s Matrix Web Portal by default for review. Print Search Results Once on the RES 1-Line Results grid, check the box to the left of each listing you want to print, then click the Print button at the bottom of the screen. This can also be accomplished from your report view. A list of reports will appear. This list will continue to grow as more reports become available. Select the report you wish to print. The Agent Full provides options for listing information, property history, and photos. Simply click the items you wish to print. The Agent Summary will display the most pertinent information, and will print up to 3 listings per page. Choose RES 1-Line Results to print the 1-line Results grid view. Use the Preview, Print to PDF, and PDF options as seen here for different printing capabilities. Click Back to Results to go back to the RES 1-Line Results grid. Refine Search Results On the bottom of the RES 1-Line Results grid, click the Refine button. This can also be accomplished from your report view. Choose a client from the drop down menu. As seen here, this feature will display the date of when this property was ed to your client. If you have not ed these properties, Never will be displayed. To stop the Refine feature, choose (Clear) from the drop down menu. Use Narrow to only show the selected properties. Click the back button in the browser to undo. Click Discard to remove the chosen listings, and click Sort to customize grid sorting options. My Carts On the bottom of the RES 1-Line Results grid, click the Carts button. This can also be accomplished from your report view. My Carts, similar to the My Folder option that was available in Fusion, allows you to set listings aside per contact that can be easily retrieved later. Select the properties you wish to add to someone s cart. From the drop down menu, select the client s name, then click Add to Cart. These listings will now display in the My Carts widget found on your Matrix Homepage, and in each client s file in the Contacts section of the My Matrix tab. Any listings placed here will remain here until you manually remove them. 5

6 Save a Search From the Results tab or report view, click the blue Save button at the bottom, left corner of the screen. This will display 3 save options: New Saved Search, New Auto , and New Speed Bar Shortcut. New Saved Search: This option allows you to save a search and connect it to a Contact, if needed. Check the box labeled Enable as Favorite Search on Home tab if you wish to access this search from the My Favorite Searches widget on your Matrix Homepage. Click Save when complete. To access these saved searches, hover over the My Matrix tab and click Saved Searches. Your saved searches can also be accessed from the Contacts section. New Auto Use this option to set clients up for autonotification s. You may either choose a contact name from the drop down menu, or click the Create a New Contact link to add the client. A Subject line is required. Type your own message or use/edit the existing Welcome and Recurring text. If you decide to edit the text, save it as your default text by clicking on the gray gear icon. In the Settings section, select Enable concierge mode if you would like to receive the new listings first, so you can decide which listings are sent to your client. You can also choose to Enable as a Favorite Search on Home tab for easy access from the Matrix Homepage. Use the Schedule section to select specific days/times to send properties to your client. If you choose to enable the concierge feature, the Schedule section will not be available as it is no longer needed. When done, click Save. Unlike other MLS systems, the Matrix Web Portal will display several view options for your client. For this reason, there is no need to select a report view such as Client Full or Consumer Handout. To access auto- s that have already been created, hover over the My Matrix tab and choose Auto . From here, criteria can be changed, searches can be deactivated and/or reactivated, or deleted. Your auto- searches can also be accessed from the Contacts section. New Speed Bar Shortcut: Use this button to save the search as a shortcut for quick retrieval using the Speed Bar. The forward slash (/) in front of the name is required. Don t include spaces when naming the search. Click Save at the bottom of the screen when done. To access Speed Bar Shortcuts, hover over the My Matrix tab and click on My Speed Bar Shortcuts. 6

7 Search by Speed Bar The Speed Bar is located at the top of your screen regardless of what tab you are on. It is used for quick searching either by MLS #, Address, Subdivision, Area #, Agent Name, Office Name, or short code. The short codes may be used in any order, however the bedrooms must come before the bathrooms. Make sure to put a space between each code. Refer to the question mark icon located in the Speed Bar for examples. Short codes are not case sensitive. In this example, the search is looking for Active Residential properties in Virginia Beach. They must be between $400,000 and $600,000, and will have at least 4 bedrooms and at least 3 bathrooms. In this example, the search is looking for Sold Residential properties in Area 11 of Norfolk. They must be between $200,000 and $400,000, and will need to have at least 1,000 square feet. Street Number/Name: 10 Popeley Subdivision/Street: RES ACTV Alanton Status: ACTV (Active), SOLD (Sold) Listing Type: RES (Residential) City/County: VBCH (Virginia Beach), NORF (Norfolk) Bedrooms/Bathrooms: (4+ beds, 3+ baths) Approx. Square Feet: sqft, sqft Open Houses: OH 2/17/2018, OH VBCH, OH 0 (today) MLS Numbers: List Price: $ , $500+, $500- Agent Search: AG Brown, AG Adam Brown Office Search: OFF Century* (Starts with Century) Stats There are 2 ways to run stat reports within Matrix: from the Stats tab, and from the Stats button at the bottom of your results screen. Click on the Stats tab located at the top of the screen. There are 8 preset stat reports to choose from. Fill in the appropriate criteria, then select the pre-set report you d like to run. Click the link labeled Add if you wish to add additional search criteria fields. Click Generate to run the report. Use the Customize tab to edit the X axis and Y axis. Click the Save tab to save and/or remove. Matrix will provide you with a chart based on the criteria and preset you selected. Click the Search tab to edit the criteria, if needed. The Data tab provides the data in more of a spreadsheet view that can be exported as a CSV file. To run a stat report from a search, click on the Stats button in the Actions bar at the bottom of the Results screen. This can also be accomplished from your report view. If properties aren t selected, clicking on the Stats button will give you 2 options: Charts and Tabular. If properties are selected, clicking on the Stats button will just provide you with 1 option, Tabular. Charts will import the search criteria into the Stats tab (as shown above) so that any of the 8 preset stat reports can be populated. Tabular provides you with a quick stat report similar to the Fusion s Stat button. 7

8 Create a CMA The new Matrix system offers 2 kinds of CMA reports: a Quick CMA which is a 1-page report of quick stats, and the CMA button, which provides you with several CMA presentation pages. After performing a search with desired criteria, click on the Results tab and select the properties you wish to use as comparables. In the Actions menu at the bottom of the screen, click the CMA button to begin. This can also be accomplished from your report view. Click the button labeled CMA to get started. When the CMA Wizard launches, you will notice a series of steps (as shown above). Work your way from left to right. On the Start tab, select a Contact Name from the drop down menu. Adding a Description is optional. Click the Pages tab to add pages to the CMA presentation. In the Available Pages box, click the title name to include all pages, or click the plus sign (+) to expand the submenu. Upload external PDF documents by clicking on the Upload Custom Pages link at the bottom of the screen. Once all pages have been selected, use the up and down arrows on the right side of the screen to rearrange the pages. Click Set as Default to set these pages as your preferred template for any future CMA presentations. The steps that follow will depend upon which pages are selected on this step. Click the Subject tab to manually fill in information about the subject property, enter the MLS # of the subject property, or perform a search to auto-fill information about the subject property. Once the subject property information is entered, you can add more fields using the Custom Fields dropdown at the bottom of the screen. These fields will be available under the Adjustments tab later in the process. Click Save Custom Fields as Default to set the list for any future CMAs. Use the Cover tab to upload a new photo of the property, if desired, and/or to update your contact information for this CMA or add/edit your client s contact information. Action is not required on the Comparables tab, unless you would like to add or remove comps you have selected. If new comps are needed, click Add from Listings to perform a new search, or Add from Cart to import properties from a listing cart. Comps can be deleted from this step by choosing the comp and clicking Remove Selected. The Map tab offers a nice visual of where all of the homes are located in relation to the subject property. On the Adjustments tab, make any changes you deem necessary. When adjusting, you should always adjust to the subject property. Therefore, if a comp has less than the subject property, it is given a positive value. If a comp has more than the subject property, it is given a negative value. Negative numbers are typed in with a minus (-) sign before the value. For more information regarding adjustments or values for adjustments, please contact your Broker or an Appraiser. Use the slide arrows at the bottom to see all adjustment fields. The Pricing tab indicates the Low, Median, Average and High values of the selected comps. Type in your recommended list price or any suggestions in the Suggested List Price box. If additional space is needed, use the Notes section. Click the Finish tab and select View CMA or CMA. If the CMA is ed, it will be viewable in your client s Matrix Web Portal. Matrix auto-saves the CMAs, but you can click on the floppy disk icon to save the CMA one last time. Saved CMAs can be accessed through the My Matrix tab by clicking on My CMAs or by clicking on Contacts and choosing the appropriate contact. They will be saved for 180 days from the last modified date. REIN Technical Support & Training Department (757) Support@REINInc.com 2/18 8