REsearchä MLS Enter & Manage Your Listings and How to Utilize Forms

This course is our introductory class geared to familiarize you with data entry skills. Includes: how to login to REsearchÔ, how to enter & manage your listings, how to enter & edit photos and how to view & print listings. Ending with how to utilize forms.

q The Windows/Explorer/REsearchä interface

ü DSL or Cable vs. traditional dial-up Internet access

ü Clear Cache (AKA Temporary Internet Files)

ü Check which version of Internet Explorer (I.E.) (Recommended Version is IE 7)

ü Compatibility and Configuration of Internet Explorer

ü Never use the BACK button after logging in

q Logging in to REsearchä

q Data Entry

ü Enter & Release Listings (New, Copy & Release)

Ø Enter a new listing(s)

v Form Types (Residential, Condo, Business, Land, Fee Interest, Business, Commercial)

v Restrictions on Commission: Short Sale, Pre-foreclosure, Bank owned & REO

v Status (Always start with H status)

v Tax key (Division, Zone, Section, Plat, CPR)

v Mandatory fields marked by asterisks (*)

v Public Remarks (What public sees, NO Contact info, URL’s, etc.)

v Private Remarks (Lock box info, occupancy, Contact info, etc.)

v Edit Co-listor (if applicable)

v Saving you’re listing

v Assignment of MLS number

· How to search by TMK #, if you didn’t print or write down MLS #

ü Releasing listings

v Show how to go from Hold to Active status (Explain data privileges as determined by the Principle Broker)

v Error messages if mandatory fields incomplete (highlighted in red)

v Verifying listing & expiration dates (check boxes)

ü Report Sale & Status (Sale, BOM, Withdraw)

ü Updating a Listing (data, co-listor, remarks, etc.)

ü Manage Listing Forms (Print & Email blank forms)

ü Review Listings Menu (Delete, Print, Listor functions)

q Photo Entry

ü Install REsearchä Photo Loader

ü Loading new photo(s)

ü Copying/Deleting Photo(s)

ü Adding/Deleting a Virtual Tour

ü Supplements/URL’s – Private Remark’s section only

ü Adding Addenda’s to your listing

q Forms

ü Creating a new folder

ü Folder Information (Save/Delete functions)

ü Create or opening a form

ü Functions (Open, Email, Print, Purge, Delete, Delete all Versions, Show All Versions)

REsearchä MLS Basics to Searching & Formats

This course will familiarize the student with the database and teach you basic search and retrieval skills. Describes the Sections and Features of REsearchä, covers Displaying, Searching and how to email the results.

q Describe Sections of REsearchä Page

ü Version hyperlink to view latest updates/releases (Current version at this update is 4.2.3)

ü Quick overview of the following buttons:

Ø My Account (quick link to My Profile)

Ø Settings (show list of options)

v Set Research Preferences (Have students change preferences to allow for split screen; i.e., the “windowpane” to accommodate later illustrations of search techniques)

Ø Contact HIS (Email your question and/or comments)

Ø HELP (Enter “Home Page” into search window to show results)

Ø Pause (Temporary log off to avoid having to login again)

Ø Logout (Exit program)

ü Formats, Sort By, Options, Hover Help

ü Market Tab

Ø Market IQ (Active Listings, Sales)

Ø Market Statistics (Monthly for Big Island & Kauai only)

Ø Subdivision List

v Show options to sort by

v Include parcel detail

q Spell Check Feature

ü People, Address, Project, Subdivision (explain limitations)

q Basic MLS Search using 2 MLS numbers

ü Continue to Modify and change formats using same MLS #’s, until all formats have been reviewed, including split-screen.

Ø Explain the different icons (Red & Blue dots, Search, Brochure format, History,

Maps, Condo Guide, Photos, Download Taxmaps)

Ø Show use of MLS and TAXKEY hyperlinks to full records

ü Show use of CUSTOMER FORMAT and SHOW RECAP and RECORDS and STANDARD SORT, SORT BY PRICE, SORT BY TAXKEY

ü Action Menu should be covered so that the class knows how to print, e-mail, and add items to their basket.

ü Show basic highlighting feature, and how to choose properties to show or not show. Show what happens when you e-mail or put highlighted items into the REsearchÔ basket.

ü Show “add fields” link for list all formats available & functionality (show descriptions available for each field)

ü Show how to create and save a search request

Ø Edit/modify a saved search request

Ø Cancel a saved search request

q Basic TMK Search

ü Continue to Modify and change formats using same TMK numbers, until all formats have been reviewed

q Database Consolidating (Combining MLS Fields and TMK Fields)

ü Explain differences between:

Ø MLS and TMK Bedrooms and Bathrooms

Ø MLS and TMK Last Sale Information

Ø MLS and TMK Addresses (Explain Summary format)

REsearchä MLS Customizing & Downloads

This class introduces you to special features and search categories. Includes Custom Search Screens and how to create Custom Formats and download.

q Move beyond basic search techniques: add fields link

ü All searches created in this class are done from add fields link.

ü Develop skills by finding different fields

ü How to use the hover help from add fields

ü How to occupy each field

Ø ONLY (P), NOT (X), or leave selections open (Do not combine Only and Not selections)

Ø Use same qualifiers for ranges of dates, prices, etc., as are used in fields on other tabs

Ø Provide examples of different uses of fields

Ø Ex: Find differences between these fields:

v Last Sale Date, Very Last Sale Date, Each Sale Date

v Oceanfront, Oceanfront Parcel, Ocean View

Ø Ex: How to search for Foreign Ownership: Tax Country

Ø Ex: How to search for Out-of-State Ownership: Tax State

Ø Ex: How to search for Total Exemption amounts

Ø Ex: REMARKS

v *Frank* OR *wright* OR *farm* (Cover use of asterisks (*) AKA wildcard searches) Other searchable suggestions: Equestrian, Ohana, horses, seller financing, Short Sale, Pre-foreclosure, REO, Bank Owned, etc.

ü Create an Office Inventory from All Fields

Ø Office ID and Status A and U (use Roster to find Office ID if unknown)

Ø Save in MY SEARCHES as “Office Inventory.”

q Customizing Your Search Screens (Customize Fields link)

ü Show how to open and close various search screens

ü Show how to customize your search screen

Ø Drag & drop fields (green box, wait for green line to drop)

Ø Remove existing fields by dragging to trash can

ü Show how to change your search screen Category (Quick Search, MLS Detail, etc.)

ü Edit Tips (Open & close instruction window)

ü Edit Category

Ø Change Name (Edit the name from Quick Search to Main Search)

Ø Move Category (Move Quick Search down below MLS Detail)

Ø Add Category (Add a new category)

Ø Delete Category (Delete a category)

ü Save Changes (After you finish customizing to your personal preference)

ü Stop Customizing (Must click to stop customizing process and return to search)

ü Return to previous version (Saves last 5 versions, includes saved date & time)

ü Restore to Standard Version (Changed your mind restore to the HIS original version)

q Creating Custom Formats

ü Show users how to turn on the ability to create custom formats and set My Research Preferences from behind the REtools Tab.

ü Show users how to save Custom Pre-Set Formats by choosing and saving the MLS One Photo plus the TMK one line format.

ü Select all four quadrants for Custom, click on Edit

ü Select fields to use for Office Inventory:

Ø Tax key, MLS umber, Price, Listing date, Expires, DOM, Form, Status, Listor ID

Ø Show how to remove unwanted fields

Ø Select Save the Current Format, provide a name for your new format

ü Search: Explain column format

ü Modify, select Download from Custom/Edit and include hyperlinks

Ø File Download dialog box will pop up.

v Check for .xls file type and OPEN

v File will open in Excel (do not teach EXCEL, just download)

v Close Excel

v Explain how hyperlinks work on Taxkeys

REsearchä MLS Update, CMA, Farming & Labels

In MLS Update, CMA, Farming & Labels, students will continue to advance. We will introduce the special features such as Update, CMA’s, Quick Farming, Labels & Roster Download.

q Update Feature

ü Explain Value of Update (MLS & TMK)

ü Show results and explain each section

ü Demonstrate how to hyperlink to the Agent’s email from the search results

q CMA Feature (Comparative Market Analysis)

ü Subject Property CMA

Ø Do not enter additional search dates from the Sales Tab

Ø Explain why one might include TMK Data

ü Custom CMA

Ø Do not occupy Subject Property MLS Number or Taxkey

Ø Build a search first, then turn on CMA and enter date info

q Farming

ü Quick Farming

Ø Geographic Farming by Country, State and Zip code

Ø Expired

Ø Assessed Value and number of properties owned

Ø Purchase Date

ü Get Listing Update

Ø Cover Date Range, Listing Categories, Prospect Categories

Ø Explain how to download farm to Excel for quick reference or use in mail Merge applications

q Labels Feature

ü Use a simple farm as search parameters

Ø Explain NO ACTIVES on the MLS Tab

ü If time allows, work in a more complicated search using creative approaches

Ø Baby Boomers, Last Sale Date in 1990 or 1991, etc

Ø Explain different Label types in the Label Feature

Ø Taxpayer is the best option for reaching owner

ü Select Label Format for Printing

Ø Avery 5160 most popular

Ø Use STANDARD SORT when running labels

Ø Printing Labels

Ø File/Page Setup

v Margins should be .25” on all four sides (top, bottom, left, right)

v Empty Header and Footer fields

ü Laser Printer users should show ALL records

ü Right-click to Print all pages (test print on paper to test before loading labels)

ü Printing with Action menu (must print “NEXT” page to print multiple pages)

ü Select Labels Format for Download

Ø From Select Label Format, choose SPREADSHEET DOWNLOAD

Ø If desired, check INCLUDE HYPERLINKS

Ø Search Now to start download

v Ensure download file is .csv or .xls format

v If possible, open downloaded file in EXCEL

q Roster Download, Import Roster to Microsoft Outlook, Create Broadcast Email

ü Follow Download instructions provided thru Help section

ü Can Spam Act (Opt Out/Unsubscribe link on all their email blasts)

ü Step through process entirely

REsearchä MLS Prospecting, Contacts & Calendar

The Prospecting, Contacts & Calendar class will teach you how to create & edit a Prospect, how to create & edit a Contact and how to add an open house or appointment to your Researchä Calendar. Ends with a quick overview of the internal Home Page.

q Prospecting Feature

ü Use the Prospect Wizard to add a new prospect

Ø Explain how to set up notification for individual prospects & how to set up a default notification method

ü Go to the Prospect tab to see prospect matches for the prospect just created

Ø Click on one of the prospect match hyperlinks to see the MLS full record. Note this is not in Customer Format, but all correspondence via email to the individual prospects will ALWAYS appear in Customer Format

ü From the Prospect tab, click Edit Prospect

Ø Change the search parameter

Ø Add a phone number for the prospect

ü Notification

Ø Explain how to copy yourself on prospect e-mails

Ø Explain how to set up daily notification

Ø Explain how to set up instant notification

Ø Explain how to turn on or off being notified when a prospect matches your listing

ü Deleting Prospects

Ø From the Prospect tab, click Delete Prospect

Ø Choose the prospect you want to delete

Ø Use the Prospect Wizard to Delete a prospect 

q Contacts

ü Entering New Contacts

Ø Create a new contact

ü Set the new contact up as a prospect from the Contact module

ü Demonstrate the P that appears before the contact’s name in the contact list, indicating that they have a prospect search associated with them

ü Show the History tab

Ø Click on an e-mail hyperlink in the History tab to show the exact correspondence that was sent to the customer

Ø Note that all e-mails sent to a prospect are ALWAYS in Customer Format

ü Creating Groups

Ø Create a group, and add your newly added contact to the group

Ø Show how to e-mail an entire group

Ø Show how to remove individual people from a group

Ø Delete the group you created.

ü Deleting Contacts

Ø Show the class how to permanently delete a contact

q Calendar

ü Viewing the Calendar

ü Explain the synchronize feature also works with the calendar

Ø Demonstrate how to view the calendar in Day, Week, & Month view

Ø Demonstrate how to view the previous month by using the mini-calendar in the upper left corner

Ø Demonstrate how to toggle between years

ü Setting up New Appointments

Ø Show how to choose an existing contact from the contact list

Ø Show how to add a new contact from the calendar

Ø Once you have chosen and added a contact, demonstrate setting up and saving the appointment

Ø Also make sure the class knows how to delete an appointment

ü Setting up a Standing Appointment

Ø Show how to create a recurring or standing appointment

Ø Demonstrate how to delete one instance of a recurring appointment

Ø Demonstrate how to delete or discontinue the standing appointment

ü Appointment Reminders

Ø Demonstrate how to set up an appointment reminder

ü Open Houses

Ø Setup an Open House

ü Setup multiple Open House(s) for the same property (Recommend only one open house per day/time for same property)

Ø Go to the REsearch Search Screen, and search the open houses you have recently created

Ø Demonstrate how to delete open house(s)

Ø Show class shortcut of Open Houses and scheduled Appointments, which appear on the Home Page

Ø Show an Open House on the public site

q Describe features of the Home Tab (Quick overview)

ü In User Options, visit MY PROFILE (Have students review & update their personal contact info. Available 24/7)

ü Minimizing & maximizing sections (Profile Contact Info., loading Headshot &/or Logo)

ü Latest Listing Activity (Today, Tomorrow, Date Range)

ü Open House section (Today, Next 7 days, Add Open House)

ü My Listings section (Overview of quick links: My Listings, My Prospects, Active, Expiring in 30 days, Sold Last 365 days, Pending)

ü News (link to all HIS News Bulletins)

ü Review Quick Search results

ü Remind students that the Home Tab was created in response to Realtors needs. A virtual organizer. (Contact HIS via Email link – “We welcome your feedback”)

REsearchä MLS Maps

Maps will guide you through the full operation of both the GIS (Geographic Information System) maps and the Tax Maps. Students will be able to apply search results to the maps, use map tools such as zoom in/out, apply zoning and flood zone GIS layers, retrieve Tax Maps, and download, save, and print a full Tax Map. Tax Maps are accessible only if your Principle Broker has purchased this additional service.

q Maps

ü Create a simple MLS search (up to 10 search results)

ü Select Maps using button on Action Bar

Ø Change map size using border of map frame

Ø Describe use of different color flags

Ø Hover over flags for MLS description

ü Describe Zooming options in “Zoom To” menu

Ø “Matches” is the ideal choice when one needs to start over

ü Describe 5 tools available on Maps tool bar

Ø Must always be holding a tool

Ø Instruction on using a drawn box as a zoom tool

Ø Use Red Pin to link to properties that are not part of the search

ü Rubber band features (Click UPDATE to reveal additional icons: Rectangle, Circle & Polygon)

Ø Copy feature will copy map image as a JPEG file (.jpg)

Ø Add a map to BASKET

Ø Aerial map capabilities (i.e., school zones, contour maps, volcano zones, etc.)

q Maps Options (Layers)

ü Color Coded Plats: Each color represents a different plat

ü Zoning: Available for Oahu properties only

Ø Zoning legend appears in Options Menu

ü Flood Zoning

Ø Zoning legend appears in Options Menu

ü Parcel Numbers: Available for all Islands

ü Street Names: Available for all islands

ü Tax Maps: Available for all Properties (Maps are not seamless)

Ø Digital representations of plat books

ü Flags when printing: Print Map Options – the ability to print with or without descriptions

q Download Tax Maps

ü Click on Download to download a copy of the desired plat page

ü Open: Opens as a TIFF (.tif) file (larger file types than .jpg)

Ø Map will open using: (See instruction for changing this)

v Imaging for Windows (Windows ME, 2000, 98)

v Image Preview (Windows XP)

ü Explain use of Annotation Tools

Ø Change Properties for each Annotation Tool

Ø Post-It notes, Lines, Text Boxes, Highlighter

Ø Printing (References available under Maps Quick Ref Card or HELP section FAQ)

Revised: 8/17/2009