Matrix 5.5 New Features For Support: (800) 925-1525 Support Hours: M-F 8:30 AM 9:00 PM Sat-Sun: 10:00 AM 3:00 PM www.crmls.org/support
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of California Regional Multiple Listing Services, Inc. 2011 California Regional Multiple Listing Services, Inc. 2/11
Contents Introduction...............................................................2 Additional Dashboard Widgets..............................................3 Statistics..................................................................4 Changing Your Search Criteria...............................................7 Customizing and Saving a Preset.............................................8 Viewing and Exporting Data.................................................9 Auto Email Concierge.....................................................10 Creating a Concierge Auto Email............................................10 Filtering Listings in the Concierge............................................12 Enabling Concierge Mode for Existing Auto Emails..............................14 Disabling Concierge Mode for an Auto Email...................................16 New Auto Email Icons and Displays..........................................18 New Concierge Link on the My Matrix Tab.....................................18 Count on the Fly..........................................................20 Contact Carts............................................................21 Adding Listings to a Contact Cart............................................21 Accessing Carts.........................................................23 Removing Listings from Carts...............................................26 View as Contact..........................................................27 Additional System Updates................................................29 Search and Search Results Page Changes....................................29 Confirmation Messages...................................................29 Navigation Improvements..................................................29 CRMLS Technical Support................................................30 Contents 1
Introduction Version 5.5 of the CRMLS Matrix Platform brings you many new and exciting features. Refer to these sections to learn more about what the new CRMLS Matrix Platform can do for you: Additional Dashboard Widgets on page 3 Statistics on page 4 Auto Email Concierge on page 10 Count on the Fly on page 20 Contact Carts on page 21 View as Contact on page 27 Additional System Updates on page 29 2 Introduction
Additional Dashboard Widgets These following Dashboard Widgets have been added to the CRMLS Matrix Platform s Home tab: My Stats Dashboard Widget The My Stats dashboard widget gives you quick access to your saved Stats Presets. For more information see Statistics on page 4. Concierge Dashboard Widget The Concierge dashboard widget displays a list of your Auto Emails that contain listings waiting for approval before they are sent out to your clients. For more information see Auto Email Concierge on page 10. My Carts Dashboard Widget The My Carts dashboard widget displays up to 10 of your most recent Contact and Property Type Carts. For more information see Contact Carts on page 21. Additional Dashboard Widgets 3
Statistics Statistics allow you to analyze market trends and activity for Residential properties, create statistical charts and graphs, and export statistical data. Use the System Presets to quickly generate standard charts and graphs, or customize them with your own parameters to create a higher level view of the market. Follow the steps below to get started. 1. Perform a Quick Residential property search with broad criteria that matches the listing you want to analyze. Do not enter criteria in any of the Date or Status fields. 2. Click the Stats button. 4 Statistics
3. Select one of the available System Presets. Note: You can also select one of your saved Presets. To customize one of the System Presets with your own criteria, see Customizing and Saving a Preset on page 8. 4. Click the Generate button. Statistics 5
5. When the calculation is complete, verify that the criteria used to generate your chart matches the analysis you are trying to perform. At times you may notice that Stats will adjust your criteria to create a meaningful chart. Note: To display the results full screen, click the Full Screen icon. 6. To print or email your chart, click the Print or Email buttons. Once you have generated a base analysis, refer to these sections to change your search criteria, customize and save a presets, and export data: Changing Your Search Criteria on page 7 Customizing and Saving a Preset on page 8 Viewing and Exporting Data on page 9 6 Statistics
Changing Your Search Criteria Follow the steps below to change your search criteria in Statistics. 1. Click the arrow to expand the Revise Search Criteria box. 2. Revise your criteria as necessary. 3. Click the arrow to close the Revise Search Criteria box. 4. Click the Generate button to regenerate your chart using your new search criteria. Changing Your Search Criteria 7
Customizing and Saving a Preset Follow the steps below to customize a System Preset and save it as your own Preset. 1. Click the Customize tab. 2. Adjust the settings as necessary using the available fields. Note: To customize the color and style of your chart, click Show Style Options and select settings as necessary. 3. Click the Generate button to view your customized chart. 4. When you re done customizing your Preset, click the Save tab. 5. Enter a Name for your Preset. 6. To save your search criteria with your Preset, click the Save Search Criteria with Preset checkbox. 7. To display your Preset on the Home tab, click the Show on Home Page Stats Widget checkbox. 8. Click Save a Copy to save your Custom Preset. 8 Customizing and Saving a Preset
Viewing and Exporting Data Follow the steps below to view and export your data. 1. Click the icon at the top of the chart to switch to table format. 2. In the table format view, click Export as CSV to export your data. Viewing and Exporting Data 9
Auto Email Concierge The Auto Email Concierge gives you complete control over listings sent to your clients when using the Auto Email feature. When matching listings are found by your client s Auto Email, they will appear in the Concierge. The Concierge will allow you to approve and reject listings and only listings that you approve will be emailed and made available in your client s portal. The Concierge is especially helpful when you require close management of listings sent to your clients. Follow the steps in these sections to create a new Concierge Auto Email, approve or reject listings, and manage Auto Emails with Concierge enabled: Creating a Concierge Auto Email below Filtering Listings in the Concierge on page 12 Enabling Concierge Mode for Existing Auto Emails on page 14 Disabling Concierge Mode for an Auto Email on page 16 New Auto Email Icons and Displays on page 18 New Concierge Link on the My Matrix Tab on page 18 Creating a Concierge Auto Email Follow the steps below to create a Concierge Auto Email. Before you begin, make sure that you ve performed a search and are at the Search Results page. 1. From the Search Results page, click the Save As button and select New Auto Email. 10 Auto Email Concierge
2. On the Save a New Auto Email page, select a contact from the Contact drop-down list to assign the auto email to an existing contact. To add a new contact, click the Create a New Contact link. 3. Enter a subject for the email in the Subject field. 4. Click the Enable concierge mode checkbox under the Settings section. Once you click the Enable concierge mode checkbox, the scheduling options for your Auto email will be removed. 5. To receive an email alert when new listings are available for review, click the Also send me the alert notifications by email checkbox. 6. Click the Save; Go to Approvals button to save your Auto Email. You see the Concierge Approvals Page. Continue with Filtering Listings in the Concierge on page 12. Creating a Concierge Auto Email 11
Filtering Listings in the Concierge When you create an Auto Email with the Concierge enabled, you will be taken to the Concierge Approvals page to approve and reject listings for the initial Auto Email. When your Auto Email finds additional listings that match your criteria you will see a notification in the Concierge Widget on the Home tab and at the top of most pages in the CRMLS Matrix Platform. Depending on the notification settings you selected you may also receive an email letting you know that you have listings waiting for your approval. Follow the steps below to approve or reject listings for your Auto Email. 1. Click the notification link at the top of the CRMLS Matrix Platform or the link in the Concierge Widget on the Home tab to go to the Concierge Approvals Page. 2. Click the checkbox next to each listing you want to reject, then click the Reject button. 12 Filtering Listings in the Concierge
3. Click the checkbox next to each listing you want to approve and send to your client. 4. Once your client views the initial Auto Email, you can enter a message in the available field to provide your client with additional information about the listings you re sending to them. 5. Click the Approve and Send Selected button. f Note: Once you approve or reject a listing it will always be approved or rejected and will not be reconsidered for this Auto Email. To approve previously rejected listings, click the Show Rejected button, click the checkbox next to each listing you want to approve, then click the Approve and Send button. If you re unsure of a few listings, they can be left in the Concierge Approvals Page for approval or rejection at a later date. Leaving listings in the Concierge will result in the alert message remaining at the top of the CRMLS Matrix Platform and in the Concierge Widget on the Home tab. 6. When you re done approving and rejecting listings, click the Done button. Filtering Listings in the Concierge 13
Enabling Concierge Mode for Existing Auto Emails Follow the steps below to enable Concierge for an existing auto email. Note: Any listings waiting in the Concierge and listings that you ve previously rejected will automatically be sent to your client when the Concierge is disabled. 1. Click the My Matrix tab. 2. Click Auto Emails. 3. Click the arrow next to the Auto Email you want modify. 4. Click the Settings button. 14 Enabling Concierge Mode for Existing Auto Emails
5. Click the Enable concierge mode checkbox under the Settings section. Once you click the Enable concierge mode checkbox, the scheduling options for your Auto email will be removed. 6. To receive an email alert when new listings are available for review, click the Also send me the alert notifications by email checkbox. 7. Click the Save; Go to Approvals button to save your Auto Email. You see the Concierge Approvals Page. Continue with Filtering Listings in the Concierge on page 12. Enabling Concierge Mode for Existing Auto Emails 15
Disabling Concierge Mode for an Auto Email Follow the steps below to disable the Concierge for an Auto Email. Note: Any listings waiting in the Concierge and listings that you ve previously rejected will automatically be sent to your client when the Concierge is disabled. 1. Click the My Matrix tab. 2. Click Auto Emails. 3. Click the arrow next to the Auto Email you want modify. 4. Click the Settings button. 16 Disabling Concierge Mode for an Auto Email
5. Uncheck the Enable concierge mode checkbox. 6. When you see the confirmation message, click OK to disable Concierge Mode. 7. Select Schedule options for your Auto Email as necessary. 8. Click the Save button to save the changes for your Auto Email. Disabling Concierge Mode for an Auto Email 17
New Auto Email Icons and Displays The Auto Email display on the My Matrix tab has been updated with new icons and displays for Concierge. A new Unsent Results column has been added to provide you with quick access the Concierge Approval Page. Click on a number the column to immediately jump to the corresponding Concierge Approvals Page. Note: The Unsent Results column will display a dash for all Auto Emails with Concierge Mode disabled. A summary of the listings that are waiting to be filtered, the number of listings you ve rejected, and the number of listings you ve sent has been added to Auto Email details. Click the links to go to the Concierge Approvals, Previously Rejected, and Sent listing pages. New Concierge Link on the My Matrix Tab A Concierge link has been added to the My Matrix tab to allow you to quickly view all of your Auto Emails with Concierge enabled. Click the Concierge link to view your Auto Emails with Concierge enabled. 18 New Auto Email Icons and Displays
Auto Emails that appear in bold contain listings that need to be filtered. Click the corresponding client name, then see Filtering Listings in the Concierge on page 12 to filter listings for those Auto Emails. New Concierge Link on the My Matrix Tab 19
Count on the Fly The Count button in the CRMLS Matrix Platform has been replaced with a real-time Count on the Fly button that displays the number of listings that match your search criteria. The Count on the Fly button is updated every time you select or change a search field on the Search page. Click the Count on the Fly button to display the Search Criteria screen from the previous version of the CRMLS Matrix Platform. Note: Count on the Fly not available for Cross-Property searches. 20 Count on the Fly
Contact Carts The CRMLS Matrix Platform now allows each of your contacts to have their own Cross-Property Cart for you to store listings in while viewing search results. You can then view your Contact Carts and quickly print listing reports or email the listings to your clients. Refer to these sections to manage Contact Carts: Adding Listings to a Contact Cart below Accessing Carts on page 23 Removing Listings from Carts on page 26 Adding Listings to a Contact Cart Follow the steps below to add listings to a Contact s Cart. Before you begin, make sure that you ve performed a search and are at the search results page. 1. Click the checkbox next to each listing you want to add to your Contact s Cart. 2. Click the Carts button to expand the Carts button bar. Note: After you click the Carts button, the Carts button bar stays expanded until you log out of the CRMLS Matrix Platform. Contact Carts 21
3. Select the Contact Cart you want to add the listings to in the drop-down menu. Note: If you have a large number of contacts, you may need to select -- more (click) -- to display additional contacts. 4. Click the Add to button to add the selected listings to your client s Cart. When the listings have been added to the Cart, you see a confirmation message at the top of the screen. If the Cart already contains one of the listings you selected, you ll see a message similar to the one above. Note: To add the same listings to another Cart, select a different client in the drop-down menu on the Carts button bar. Then click the Add to button to add the listings to the Cart you selected. 22 Adding Listings to a Contact Cart
Accessing Carts The CRMLS Matrix Platform provides you with multiple ways to access your Carts. Refer to these sections to access your Carts: Accessing a Cart from the Home Tab below Accessing a Cart from the Search tab below Accessing a Cart from the Search Results Page on page 24 Accessing a Cart from the My Matrix Contacts Page on page 25 Accessing a Cart from the Home Tab To access a Cart from the Home tab, click the Cart link in the My Carts widget. Accessing a Cart from the Search tab 1. Click the Search tab. 2. Click the Cart link to open the corresponding Cart for that Property Type. Accessing Carts 23
Accessing a Cart from the Search Results Page 1. From the search results page, click the Carts button to expand the Carts button bar, if necessary. 2. Select the Cart you want to view from the drop-down menu. Note: If you have a large number of contacts, you may need to select -- more (click) -- to display additional contacts. 24 Accessing a Cart from the Search Results Page
3. Click the Open button on the Carts button bar. Accessing a Cart from the My Matrix Contacts Page 1. Click the My Matrix tab, then click the Contacts link. 2. Click the number link in the Cart column for the contact s Cart you want to view. Accessing a Cart from the My Matrix Contacts Page 25
You can also click the arrow to expand the contact and click the Open Cart button. Removing Listings from Carts Follow the steps below to remove listings from a Cart. 1. Open the cart you want to remove listings from as described in Accessing Carts on page 23. 2. Click the checkbox next to each listing you want to remove from the Cart. 3. Click the Remove Checked button to remove the selected listings. Note: To quickly remove all listings in a Cart click Check All to select all of the listings in the Cart, then click the Remove Checked button. 26 Removing Listings from Carts
View as Contact When you re viewing a set of search results in the CRMLS Matrix Platform, use the View as Contact feature to view listings as your clients. This will add icons next to your search results and will help you determine which listings have been emailed to your client, which listings your client has viewed, and which listings have been marked as favorites, prospects, and discards. This helps you avoid sending your clients duplicate listings and will help you better understand your clients preferences. Follow the steps below to view your search results as a contact: 1. From the Agent 1 Line Search Results page, click the View as icon. 2. Select the client you want to view listings as in the View as drop-down menu. View as Contact 27
3. Refer to the table below for a description of the icons and colors displayed when viewing listings as a contact: Listings with a by your client. Listings with a your client. Listings with a icon have been viewed and marked as a possibility icon have been viewed and marked as a favorite by icon have been viewed and rejected by your client. Received Column Yellow Highlight No Highlight Listings with a date in the Received column have been sent to your client or sent to the Auto Email Concierge for your review, if enabled. Listing highlighted in yellow have been sent to your client, but have not been viewed yet. Listings with a date in the Received column that are not highlighted have been viewed by your client. Listings without a date in the Received column that are not highlighted have not been sent your client. 4. When you re done viewing results as a contact, select (Clear) in the View as drop-down menu to return to the standard results view. 28 View as Contact
Additional System Updates Refer to these sections for information on additional system updates being made to the CRMLS Matrix Platform. Search and Search Results Page Changes The Count button has been replaced by a real-time Count on the Fly button. See Count on the Fly on page 20. The Search and Search Results button bars have been changed slightly. The Results button on the Search page in the CRMLS Matrix Platform has been renamed to Search. The Set Default button has been changed to the icon. Confirmation Messages The upper right portion of the page now displays confirmation messages when you perform silent operations in the CRMLS Matrix Platform. For example, when you create a Saved Search, update an Auto Email, or add listings to a Cart you see a confirmation message like this one. Navigation Improvements Breadcrumb Trails have been added below the navigation bar to improve navigation in the CRMLS Matrix Platform. These Breadcrumb Trails help give you a sense of where you are in the system and how you got there. Click on a link in the Breadcrumb Trail to return to one of your previous pages. Additional System Updates 29
CRMLS Technical Support CRMLS takes pride in providing expert customer support to all of our members. Our technical support staff is prepared to assist you with any CRMLS Matrix Platform questions you may have, technical issues, or trouble shooting assistance. To contact our technical support department, visit our website at http://www.crmls.org and click the SUPPORT button. Then click the Submit Support Request or Suggestions link to submit a support request or a suggestion (we value your suggestions). If you need immediate assistance, our customer support technicians are available to answer your questions Monday through Friday from 8:30 AM to 9:00 PM and on Saturday and Sunday from 10:00 AM to 3:00 PM. Toll Free Number: (800) 925-1525 On the web: http://www.crmls.org/support 30 CRMLS Technical Support