1 MATRIX POWER USER Table of Contents REFINE OPTION AREA... 2 Narrow... 2 Discard... 4 Sort... 6 MORE in ACTIONS... 8 Stats... 8 Export... 15 Carts... 17 CREATING A CUSTOM DISPLAY..20 Creating a custom display from Agent 1 Line 20 Building a custom display from the custom display screen.22 Technical Support SRAR SFV 818 947 2202 SRAR SCV 661 295 7117 Phone Hours Monday Friday 8:00am 6:00pm and Saturday 8:00am 5:00pm EMAIL: techsupport@srar.com REV 9/2013
2 REFINE OPTION AREA Refine option allows you to Narrow results to a specific number of listings, Delete listings from a search, set up a specific Sort order when results are displayed and quickly view searches for Listing History, Property History and Open Houses when listings are selected. The Refine tool bar can be activated by selecting listings from search results. Remember that the tool bar function can be activated by selecting listings from either the Map view, or the Results list. Narrow In the REFINE function you can Narrow search results to a specific list of listings. By selecting the listings and clicking on REFINE and then clicking on Narrow your list of results will be reduced to only those listings that you have selected. Narrowed search results can be used to save specific listings in a search for future usage in comparable reports or even to watch a specific group of listings. Listings saved in a Narrowed report will continue to reflect pricing and status updates, however there will be no additional listings added to a narrowed saved report and listings will not fall out of the search because they are no longer defined by specific criteria.
3 After you have Narrowed listings or have saved Narrowed listings, to return to the original search results you must go to the upper left hand corner of your results screen under the Southland Regional Association of REALTORS logo, you will notice in light grey what are known as Bread Crumbs. Bread Crumbs reflect a trail of where you have been on your screen. Reading from left to right, you will notice the first sequence of words (this is the original starting place of your results list), in this case the first series of words read Search run 9:12 AM followed by a which then takes you to the second series of words, in this case Narrowed Search run 9:12 AM. By clicking on the FIRST series to the left of the symbol your entire search results will return. Once you have logged out you will NOT be able to retrieve the original results of the search unless you have saved your original search criteria as a New Saved Search or New Auto Email. If you have several listings checked there are three ways to un-check them. The first way is to uncheck them one at a time by scrolling each listing or you can use the check box located along the top title column row by clicking once (all items will be checked) and then clicking again to remove all items checked or along the upper center left you will see the words All, None and Page, click on None. 1. Selected listings to Narrow. Click off 1 at a time. 3. Click None 2. Click on the box located to the left of the ML# column. This will select ALL items on the page. NOTE: Using the Bread Crumbs on any screen will take you back to previous pages or results. 2a. Un-check box to remove all items that have been checked. This will un-check all items on a page, so be sure to follow same steps for all pages of results.
4 Discard By selecting listings in the same manner as you do in the Narrow function, you can Discard listings by clicking on the Discard button all listings selected in this function will be removed from your search results. However, unlike the Narrow function when retrieving the entire original results, you can click on the button that will appear after you have Discarded listings that is called Un-Discard and your entire search results will appear. When viewing a Discarded listings screen, you can Discard additional listings as well by AGAIN clicking on the Discard button. Unlike a saved Narrow search, you can save a search that you have Discarded listings from and the search criteria will still allow for the search to update with new listings, while allowing you to view the Discarded listings and include them again. To view ALL listings from a saved search with Discarded listings, click on Refine and then Un-Discard. To save entire results click Save and then Update to SEARCHES FOR LISTING HISTORY, PROPERTY HISTORY AND OPEN HOUSES From the REFINE area you can run specific searches for: A) Listing History B) Property History C) Open Houses
5 Click on the listings you want to perform the specific search on. To the right of the Search Selected for option click the down arrow and then select which search you want to see. In this example I have elected to do a Property History search for specific listings; you can select more than one listing for any one of the choices in the field. The display will show all activity that has occurred for a particular listing search. As with all the results screens in Matrix, when you select any item it Turns on the tool bar. You can save, you can email, print, put items in carts, narrow, discard and even get driving directions by using the other option areas located on the lower left side of your screen. (Actions, Refine, Save and Carts). To return to the Original Search results you would use the Bread Crumbs located on the upper left hand side of your screen. (As displayed previously).
6 Sort In the Refine option after you have created a search, you can sort the search results in a custom format by clicking on the REFINE option, and then clicking on Sort. When you click on the Sort button the following screen will appear. You will notice on the right side of the screen a list of the default order the search will appear in. To the left you will see Available Fields, from this area you can select which columns you want to sort by. You can also remove column fields by selecting a column to remove as a sort parameter. To add or remove fields follow the steps outlined below:
7 2. Click on choice. 3. Click Add. 1. Type name of field. 1. Start typing the field you want to sort by. (Or you can scroll the list of Available Fields). 2. Click on the selection from the choices in the Available Fields screen. 3. Click on Add in the center of the screen and your choice will appear in the Sort Fields box located on the right side of the screen. You will remove fields in the same way by clicking in the Sort Fields box and then clicking on Remove. 4. You can change the order of Sort priority by clicking on a field and moving it up or down. 5. Once you have selected the fields you want to sort by and the priority levels for the sort, you will click on the OK button located at the lower left hand side of the screen. You can move the sort order by clicking on a field and then clicking on the UP or DOWN buttons to the right. (You can see that Year Built was moved from the last sort priority to the fourth). 6. In order for a custom sort order to be applied to a particular search, YOU MUST DEFINE THE SORT ORDER PRIOR TO SAVING THE SEARCH.
8 MORE in ACTIONS In the ACTIONS area of Matrix results you can do a variety of things from updating Criteria to Exporting listings/information. To activate the entire tool bar you must select at least one listing. There are two more options that are available at all times from any search results screen the Stats button and the Export button. Stats From any search results screen you can run a basic stats sheet. 1. To run a Stats report for an entire search simply click on the Stats button located in the ACTIONS area of the tool bar. 2. You will have the option to run either a Chart type stat report, or a Tabular report. 3. By clicking on the option Tabular you will automatically generate a report in data format. The screen below shows what the Basic report looks like (which is the automatic default), however by clicking the down arrow to the right of the field, your information can be generated in any one of the four default reports. NOTE: When you select specific listings from a results screen, the only stats option available from the results screen tool bar is the Tabular function. Both the Charts and Tabular options are available for entire results. To return to your results screen click on the Back button located along the lower left of the screen. You will notice that the printing function in these reports refer to Printer Friendly. To print any of these reports, click on printer friendly and then click on the print function from your browser or Cntrl P. The report will be printed in a neat format.
9 Although a Tabular report is easy and quick to generate, you have no control over any of the information or the layout of a report. To produce a Custom report, you would click on the Chart option when you click on the Stats function. 1. Click on Charts and you will be taken to the following screen. Once in the screen you can update or Refine your original search. The opening default is to the system Presets reports function. Presets are reports that are set up by the system and other then the search data you have no control over the look or information formats. 2. To generate one of the Preset reports, first select from one of the report options. And then click on the generate button. 3. You can view your generated report in one of two ways either as a Chart, or as Data. Click on the tabs located on the upper right of the screen.
10 You can also generate a more Custom report by clicking on the Customize option tab on the upper left side of the field. You will then open a screen within the field that will look like the screen below. By following the steps below you will be able to build a custom report with your custom time frame, particular statistic and grouping. You will also be able to indicate a second statistic that would include the same format of information as indicated above. Finally, you will be able to define how you want your chart report to look, including types of lines, color pallets and number labels for each statistic! 1. Click the down arrow on the right side of the Time Frame field. A list of preset date options will be available as well as a custom at the bottom of the list that will allow you to enter a specific period of time. 2. Enter your first statistic parameter in the same manner. You will also notice that an option will appear under the statistic field that reads Chart Type. This allows you to decide how you want the chart to look my preference is the column, but it s best that you view your results in the different modes. 3. Using the drop down to the right of the Group by field, you will be able to choose how you want your information grouped. 4. After you have entered your custom statistic choices, you can click the Generate button located on the lower right of the field. You can also choose specific style options or by clicking on Advanced Options you can add a second statistical parameter.
11 5. By clicking on Style Options you will be able to select which colors and style you want to have your chart arranged in, you will also be able to indicate whether you want the display values added, or the chart to appear in a 3D type format. 6. Clicking on Advanced options will enable you to indicate a second statistical parameter to be included in your report. When you have defined your statistical parameters, click generate. You can also Print and Email reports by clicking on the buttons located along the lower left side of the field.
12 The following Chart represents the Stats report that was formatted in this instruction. By clicking on the DATA tab on the upper right side of the screen, you can view your information as a data report.
13 After you have completed reports you can print or email them. You will notice along the bottom of the screen after you click on the Print option a toolbar located on the lower left side of the screen (you may have to scroll depending on the zoom level on your computer). By clicking on the Show Tabular Data option, your report will include the Chart as well as the Data information and will look as follows: To print ONLY the data, click on the option that reads Hide Chart. You can also Hide Tabular Data once you have selected it. Click on the Print option located on the bottom of your screen. NOTE: Whether you are printing from the Data tab or the Chart tab, the system default is to print the chart only. You must indicate to Show Tabular Data before you print to have the actual data list printed.
14 To Email a report select the Email Icon located on the Generate screen. Your screen will look like the following: When you send an email you do NOT have the option of emailing ONLY the data; However if you chose to email both reports you must click on the option on the Chart screen which says Include Tabular Data? you will also click this on if you are in the Data when electing to email a report. The default for emailing is the Chart view only wherever you are emailing from, unless you select the Include the Tabular Data. Click send to send the email. The following screen represents what the email will look like to your client that includes the Tabular Data as well as the Chart. Whether you are emailing from your Custom tab, or from the system Preset tab you will follow the same steps.
15 Export In some cases you may want to Export data from a search into an Excel file. This is an easy and convenient function. Follow the steps below: 1. Click the My Matrix Tab on your CRISNet MLS Matrix homepage. 2. Click on the Settings option. 3. Scroll to the bottom on the Settings page and click on Custom Exports. 4. You will be taken to the following screen: 5. Select the Table Type using the drop down arrow. 6. Select the Table. 7. Click on Add Export. You can also Edit an export already saved, Copy a file or Delete it from this window. Using the Move Up and Move Down buttons you can prioritize the order you want your reports in. 8. Enter the Name of your new custom export.
16 9. Under the Available Fields area start to enter the field you want included in your export. (You can also scroll the list). Click on your selection and then click Add located in the center of the screen. Your selected field should now appear in the Export Fields area of the screen. To the right of the Export Fields screen you can rearrange the order of the fields by clicking on a field and then using the Up or Down function to arrange the order you want them to appear in. 10. Click Save, and then on the final screen click Done. NOTE: You will notice that, although you may be in a different area of Matrix, most of the custom functions can be done in the same manner. Matrix is repetitive in many ways.
17 After you have completed your search you can select certain listings to be exported or you can export entire search results. 11. Click on the Export button located along the lower left side of your screen. Be sure you are in the Actions area if you do not see the Export button. 12. Once in the Export screen, click the down arrow on the right side Export File Format field and select the Export Format you want to use. 13. Click on Export and you will be taken into your Excel file. You can edit a custom Export file from here by clicking on Edit Custom Export. You will be able to add or remove fields to a particular export. REMEMBER TO CLICK SAVE! Carts CRISNetMLS Matrix provides a feature that allows you to select certain items from a search results screen and add them to a Cart for quick access. Listings that you add to a Cart will remain in the Cart regardless of any changes/modifications the listings go through. From a Cart you can quickly access listings and print or email for your clients. A cart is automatically added each time you enter a contact into Matrix. To add items to a Cart follow the steps below. 1. To add a Cart, you must add a contact. 2. Click on MY MATRIX tab on your CRISNetMLS Matrix homepage. 3. Click on Contacts.
18 4. On the bottom left of your Contacts screen you will notice an ICON that says Add. Click it on. 5. Enter the first and last name of your client and the email address. Click save when done. 6. You have successfully created a Cart! 7. Now that you have created a Cart you can begin to add items into that cart. It s EASY! 8. From a search results screen, click on the CARTS area of Matrix.
19 9. You will notice that the opening default of your Carts option will read Cart My Residential. By clicking on the down arrow located on the right side of the field, you will see a list of all the Carts you have available in Matrix. If you do not see a client/cart at the bottom on the list you will see More Click by clicking your entire list of clients/carts will appear. Click on the name of your Cart. Your Client will appear in the field. 10. Select listings from your search results and click on the Add To button to the left of your Cart name. Depending on the number of listings you have selected to add to a cart, that number will now appear to the right of the Cart name. 11. To view items stored in a Cart you will click on the name of the Cart and click on View. 12. You can remove items from a cart by selecting items when you are in the View mode and then clicking on the option that reads Remove Checked. Selected listings will be removed from the Cart. 13. When viewing listings in a cart you can access the functions in the ACTIONS, REFINE and SAVE areas by clicking on the area you want to perform an action in.
20 CREATING A CUSTOM DISPLAY There are now two ways to set up a Custom Display in Matrix. Creating a Custom Display from the Agent 1 Line When viewing results from an Agent 1 Line display (the default display). You can change the order, the column width, the fields included or excluded. It is convenient and simple to do! 1. To change the size of a Column, hover to the right side of the Column name. A double bar with arrows on each side will appear. To change the width of the column, click on the arrow and holding the left key, drag to the position you want and release the key when done. 2. To adjust Column Alignment, hover over the column title slightly above the column name. An Anchor type symbol will appear. When the Anchor appears click on your left key and a box will appear. Select a position under the word Alignment and click on Apply when done. 3. To move the location of an entire column hover over the column name, when the Anchor appears hold the left key and drag the column into the position you want. Release when done. This works best when you are hovering over the top area of the column.
21 4. To remove columns or to add columns to a display, hover and click. A box will appear that will give you the options to Remove Column or Insert Column (when inserting a column the column will appear to the right of the column you have clicked on). a) To Insert Column click on the option to insert. A field that will allow you to choose the fields you want to add will appear, you can scroll and click the list or along the bottom you will see the word Search, begin to enter a field name and your choices will condense. Click on the choice and then click Apply. b) To Remove Column, click on the option to Remove and the column will be removed. 5. To save a Custom Display, click on the Icon to the right of the Per Page -
22 Click in the field that reads Agent 1 Line, back space and then enter the name of your new custom display. After you have named it, click on the option to Save as a Copy. Your new custom display will now be saved! You can now view any results list using your custom display by clicking on that option in the Display field. NOTE: When you have set up a Custom Display from a specific search following the aforementioned instructions, the display for that search will appear in your custom format. To return the search results display to another display or back to the Agent 1 Line you need to click on Revert unsaved changes. This will allow you to look at your search results in any format. Building a Custom Display from the Custom Display Screen The second option for a custom display is to use the Custom Display Screen option in My Matrix. 1. From the Matrix home page click on the My Matrix tab. 2. Scroll down and click on Settings. 3. Click on Custom Display. 4. You can select a property or agent type Display. 5. Click Add to begin building your custom Display.
23 6. When you click on Add the following screen will appear a) Enter the name you want to give the display. b) Begin to select the fields you want to add to the display you can scroll the field or start entering a field name in the Search field click on the field and then click Add, when the field is added it will appear in the Selected Columns area. To remove a field you would highlight and click on Remove. c) To arrange the order from left to right that you want your fields to appear in, click or highlight the field you want to move in the Selected Columns area and click the Up or Down buttons. d) When done, click on Save and then click on Done.
24 7. To edit a custom display you may do so in one of the following ways: a) From the results view you can insert, remove, resize or re-locate columns just as you would if you were building a Custom Display from the results page. Click on the display you want to edit, make your changes and then click on the Manage Display icon to the right of the words per page and click Save Changes. This will update your display to incorporate the changes you have made to the display. b) From the My Matrix, Settings, Custom Display window you can Edit a display by clicking on the name of the display you want to change, clicking on Edit and then removing, inserting, resizing or relocating. To do this you click on the items you want changed from the Selected Columns area and then click remove, or click the Up or Down boxes to relocate or to re-center or change column width go to the Custom Column Properties and make changes. Remember to click Save and Done from this action area! 8. To delete a custom display you can do so from the Manage Display icon or from the My Matrix, Settings, Custom Display area. 9. To set a particular view as your opening default, click the Gear Icon located on the far right under the Results tab. Then click on the option the reads Set Current Display, Sort Order and Count per page as Search starting display. Remember that at any time when viewing you Results list you can change the format of the display by clicking on the Display field drop down arrow and then clicking on the view you want. Even if you have saved a certain view as the opening default, you can change the view at any time.