Coldwell Banker Residential Brokerage http://www.cbconnect.net Just Sold Training Manual Order Help Line (866) 977-3627 Revised 8/10/05 4
Table of Contents System Overview 6 Creating a Postcard 7 Personalize 9 Proof Your Document 16 Ordering Your Postcards 17 Adding a Mailing List 18 Uploading a List 18 Creating a Radius List 23 Creating a Street Search List 26 Completing Your Order 27 Shipping Your Order 30 NOTE: Templates and tools are occasionally updated on this website. Actual screens may vary from this training manual but the order process remains the same. Revised 8/10/05 5
System Overview Log on to the Xpressdocs Order Page through your CBConnect.net Intranet. Your information will pass through to the Xpressdocs Order System. Your data will be stored on our system (pictures, address lists, head shots and encrypted credit card info). From the Main Menu you are able to: Place New Orders Reorder View all of your Order History Other functions include: Pending Orders which may be re-edited or deleted Completed Orders which provide tracking and reordering The Nav menu on the left allows you to preview/order all materials that are currently available. All orders placed before 2:00 pm PST (4:00 CST) will be shipped or mailed that day. NOTE: HELP is always available. On the bottom of every page and in each section of the process that requires input from you as well as your Account Rep Info in the left column. Revised 8/10/05 6
Creating a Postcard To create a Postcard, click on the Company Paid Postcards button from the Nav Bar on the left Step 1 Select your Template For additional assistance, check out Tip Sheets and Manuals in the ONLINE RESOURCES section. Postcards are designs that have pre-populated text on the back of the card. Custom Postcards are postcards that you can create the back copy and in some cases the front headlines as well. Revised 8/10/05 7
Selection your template with the Select button Review the pricing, and select the back for your postcard. Some templates will allow for optional backs or may have varying copy for the back of your card. Click the Next button on the bottom of the screen to continue. Revised 8/10/05 8
Note: Once you select your template it remains visible in the left column as a reference for you (indicated in red below) Also listed here is your contact for any help you may need. Step 2 Personalize 1. Enter a job name in the box next to Name This Order (i.e. Jones House, 1234 Jump Street, Jones, etc.) 2. Verify your Agent Contact Information and Branch Return Address (click Edit below name or Branch to change the information). 1 2 Revised 8/10/05 9
Uploading Headshots 1. Select your headshot using the dropdown menu on the left. Click Upload to upload a new headshot from your computer. 1 2. You can add up to three headshots for each order by clicking on the Browse buttons 2 Revised 8/10/05 10
3. Select your headshot from your computer by choosing the jpg file and click on Open. 3 4. Name your headshots in the Name Your Image fields and click on Upload. 4 Revised 8/10/05 11
5. View the quality of the images. You will receive Caution Warnings regarding Low quality photos. We recommend only using High Quality photos. PHOTO TIPS: - Use a 2.2 Mega Pixel camera setting or greater - Set your camera to the highest resolution settings - Headshots need to be 1 x 1.5 (300 x 400 pixels) - Min file size needs to be 75 kb - Scanned photos need to be 300 dpi for Scanner settings - Property photos need to be175 kb or greater. - NEVER USE MLS PHOTOS FROM ANY WEBSITE! 6. Assign the image(s) that you want to use in the left column. Revised 8/10/05 12
Property Photos 1. Click the Upload button to add photos to this template. 2. Choose up to ten images, name them, and click Upload. Revised 8/10/05 13
3. Use the drop down menu on the left to assign photos to the template. NOTE: The quality of each image is indicated as High, Medium, or Low. It is strongly recommended not to choose a low image. If a low image is chosen you will get several warnings about using the image. However it is your up to your discretion to proceed with the order and use the low quality images. Template Color Scheme Use the radio buttons to select the coloring on the postcard. Revised 8/10/05 14
Property Details 1. Property Address Type 2. Price Type in the price with Dollar Sign and Commas. 3. Headline - Type in the headline you would like to appear on the card. 4. Comments You can type in the comments you would like to appear on the card. 5. Suggested Comments Click on this button to see several paragraphs that you can insert into this field. Select your comment. Once you ve selected the paragraph, scroll to the bottom of the page and click Next. Your selection will appear in the comments box and you can edit it. 6. Use the Align drop down menu to select Left Justify, Right Justify, Center, or Justify to align the Comments / Headline on the card. 7. Spell Check After you enter your text click Spell Check to check each section. 8. Character Count Be sure to keep an eye on the remaining characters left amount. 9. Click the Proof Order button to see a proof of the card. 1 2 3 5 4 6 7 8 8 9 Revised 8/10/05 15
Step 3 Proof Your Document 1. Click on either side of the card to enlarge the proof. You can also click on the Preview as PDF for both sides to see an Adobe Acrobat Reader file of the document and print a copy of your proof. 2. Your proof will print EXACTLY as it will appear. To return to Personalize page, click on the Back button. 3. Check the boxes in the Customer Agreement and click the Next button. THINGS TO LOOK FOR ON YOUR PROOF: a. Does your comment text size look too small when compared to the agent information text? If so, you need to remove some of the text and/or returns laced in between paragraphs and sentences. b. Is your text aligned the way you want it? If not, click edit and change the alignment selection under your comments field (normally displays Default or left justified). c. Does our property photo look extremely pixilated or blurry? You may have loaded a low-resolution image. Check the photo gallery page and look at the quality indicators. d. Does your agent headshot appear next to your agent information? If not, go back to personalize and assign your agent headshot. e. Can you read your headline? Make sure that if you ve used ALL CAPS, or bolding or some other text enhancement that it looks right on the proof before you order it. Revised 8/10/05 16
Step 4 Ordering your Postcards Select Your Delivery Method Ship Order to me to have the postcards shipped to you for you to mail. Use our Complete Mailing Service to have Xpressdocs mail the order for you. Revised 8/10/05 17
Adding Mailing Lists Uploading a List Click the Upload button. Address lists need to be in an Excel, database, Tab delimited or Comma-separated format. We suggest the following columns: Full Name, Street Address, City, State, Zip Code. Click the Browse button to select a list from your computer. Revised 8/10/05 18
Select your list from your hard drive. Click the Open button. The File name will appear next to Choose File. Click the Upload button. Revised 8/10/05 19
Our system will analyze the file to be sure it fit in the format. These fields may be edited. When the addresses look right, click the Next button. The system will generate your address list. Review the list to make sure it is correct. Revised 8/10/05 20
Edit the name of your list and Click the Approved button. Once the addresses are approved it is immediately reviewed for CASS certification to verify that they are identified by the USPS. You may edit or add more addresses to the list if you choose. Bad address will be excluded from your order. Revised 8/10/05 21
To edit address, click on the note pad icon. Your list will appear in the address list. Click on the Magnifying glass to edit your list. Any lists that have not been purchased cannot be edited unti they are purchased. Revised 8/10/05 22
Adding Mailing Lists Creating a Radius List Click the Radius List button. There is no charge for address in the Company Paid Program and we have no way of updating addresses that are in your account. Click Agree button to continue. Revised 8/10/05 23
Type in the target address (the property you want at the center of the radius) and the Zip code. Use the drop down menu to select Address Type - Single Family, Multi-Family, or Both. Click the Search button The system will generate a list of streets around the target property. Click on the Street Names to select the addresses on that street. Select your address options. This will allow you to replace the name on file with Resident, or add Or Current Resident after the name on the file then Click Approved. Revised 8/10/05 24
Your address list will appear under Select Address Lists. Revised 8/10/05 25
Adding Mailing Lists Creating a Street Search Click the Street Search button. Type in the street name and zip code. Click Add. Continue this process until you have added all of the streets you need. Click the Approved button. Revised 8/10/05 26
Completing Your Order Select the address lists you want to use, or that you want printed on your order. In the case of shipped orders, you may select not to add addresses. Click the Next Button. Verify the Pricing and Order Quantity. FOR SHIPPED CARDS you may create your Bulk Mail Stamp. Revised 8/10/05 27
FOR MAILED CARDS you can edit the address for your mailed sample card. (Click Edit to change this information.) Click the Next button. Type in MLS or APN number and zip code and click Calculate Co-Pay to generate the company co-pay. Any available credit to be applied will be listed in green text. The Company Co-Pay will appear in the Order Summary. Revised 8/10/05 28
If any additional money is due, the system will prompt you for a credit card. Receipts for each order is generated and emailed to the agent. Revised 8/10/05 29
Shipping Your Order If you choose to have an order shipped to you, select the Ship Order to me option For addressed cards, create or select address from your list. Revised 8/10/05 30
Order Options will show Price and Quantity with the ability to add blank cards You have the option of having your cards shipped blank or pre-addressed and or postage. A Mailing Permit Indicia may be created and added to your cards. Click Add to create. Click on How can I get a Postal Permit? to set up you own Bulk Account. Revised 8/10/05 31
Select your shipping destination. Overnight shipping only $6 per order. This includes orders being shipped to another another address or packaged separately. (Saturday and Priority upgrade excluded). Order Help Line (866) 977-3627 Revised 8/10/05 32