MLS Intranet Training Preparation Guide
Table of Contents
MLS Intranet ....................................................................................................................... 3
Regional Administration ..................................................................................................... 6
Web Settings ................................................................................................................... 6
Edit Translation ........................................................................................................... 6
Web Page Labels................................................................................................. 6
Lookup Lists (Drop Downs) ............................................................................... 7
Geographic Data Maintenance .................................................................................... 8
Add Edit Geo Data .............................................................................................. 8
Radius Data Upload ............................................................................................ 8
Macro Offices ............................................................................................................. 9
Macro Offices ..................................................................................................... 9
Assign Offices to Macro Offices ........................................................................ 9
Lookup List Management ......................................................................................... 10
Sorting and Regionalizing................................................................................. 10
Macro Property Types............................................................................................... 11
Translate Macro Property Types ....................................................................... 11
Associate Macro Property Types ...................................................................... 12
Miscellaneous ........................................................................................................... 12
Manage Listing Expiry Dates ........................................................................... 12
Property Features Admin .................................................................................. 13
Open House Image Upload ............................................................................... 13
Administration .................................................................................................................. 14
Our Offices.................................................................................................................... 14
Our Agents .................................................................................................................... 14
Our Properties ............................................................................................................... 14
Trade Record Report ..................................................................................................... 15
Delete Offices, Agents, and Properties ......................................................................... 15
Page Hit Statistics ......................................................................................................... 15
XML Upload Queue Status ........................................................................................... 15
Hits Report .................................................................................................................... 15
Hidden Agents Report................................................................................................... 15
Listings Status Summary Report .................................................................................. 16
Lookup Items Setup ...................................................................................................... 16
Saved Web Searches Report ......................................................................................... 16
Listing Statistics Status Report ..................................................................................... 16
Foreign Properties/MLS Buyer Match.......................................................................... 16
Default Region Messages for Search Results ............................................................... 16
MLS Intranet
MLS Intranet is a portal to iList and public website content management tools.
To log onto the MLS Intranet on stage, go to www.private-europe.stage.gryphtech.com.
Login with the username and password provided.
When you first log on to the MLS Intranet, you will see a screen similar to one below,
depending on your security level:
Region
Region users can use MLS Intranet to add or edit content to their public website, translate
labels and dropdown menus, and create various reports.
Office
Office users can use MLS Intranet to create reports of agents, properties, and public
website usage.
Agent
Agents can use MLS Intranet to create reports of their listings.
Regional Administration
Web Settings
In the web settings section, you can add/edit modules, translate content, and determine
the layout of your website. Please be aware that translations you make will not
immediately appear on the website, as they are updated daily on production at 5:30 a.m.
CET. On stage, GryphTech must manually update translations.
Edit Translation
Web Page Labels
Here you can search for labels to translate. Labels that have not been translated are
indicated with asterisks, as shown below.
As you select an item from each level of the dropdown menus, the next level is populated
with the information related to your selection. When you click Search, the English labels
will show in the left column, and you will write your translations in the textboxes in the
right column.
Lookup Lists (Drop Downs)
Lookup lists are dropdown menus from which the user would select one or multiple
options, such as selecting their gender. In this section, you can translate the options that
appear in those lists. In the Sequence # checkbox, you would indicate the numerical order
you wish the items to appear in. Please note that all lookup list items appear on the
website, even if you do not give them a sequence number.
Geographic Data Maintenance
Add Edit Geo Data
This section allows you to add, edit, or export geographical information to iList. As you
select an item from each level of the dropdown menus, the next level is populated with
the information related to your selection. Clicking Export Geo Data Summary will
export all your geo data to an Excel file.
To have a city dot added to the map, you must request this from GryphTech. For preexisting dots, any additional offices/listings added to that city will automatically show in
a search done via the map.
Do not change your geo data on stage, as this data will not be ported to production
when your website goes live. Always edit your geo data on production.
It is very important to remember that on your website, a city will not be available
for searching unless an office or listing is there.
Radius Data Upload
In this section, you can upload files that will enable your website users to search for
properties within a certain distance of a specified postal code. Please contact GryphTech
if you wish to implement this feature.
Macro Offices
A macro office is a group of attached offices; this means that if A, B, and C are part of a
macro office, a user looking for listings in A will also see the listings in B.
Macro Offices
Here you can add or delete macro offices. When creating a new macro office, it is
important to remember that a macro office is just a name; it does not represent a real
office; this means that an office’s listings will not automatically appear on other office’s
homepages if there is a macro office of the same name. To prevent confusion, we
recommend that you give a macro office a different name from an actual office. You can
only delete macro offices if they have no associated offices.
Assign Offices to Macro Offices
Here you can associate sub-offices to a macro office. What the screen below indicates is
that the listings in Abóbodaa boboda will show on Academcia’s homepage, and
Academica’s listings will show on Abóbodaa boboda’s homepage. The term “RE/MAX
Gold” will not appear anywhere.
Lookup List Management
Sorting and Regionalizing
Select the sequence of items in dropdown menus. For items which you have the option to
regionalize, there will be a checkbox that you can check or uncheck. Checking the box
means the item will be displayed on your website, whereas if you leave it unchecked it
will not display. If you uncheck an item, you do not have to renumber all the succeeding
items; the system will automatically move each item up one space in the dropdown.
Macro Property Types
A macro property type is a group of several different property types; the purpose of this
grouping is that even if a property type is not used in one region, a user from another
region where that property type is used can find it in a website search. For example, if
Bungalow is grouped under the macro property type “Detached House”, a user looking
for a Bungalow in a region where that term is not relevant can still find what they are
looking for by searching under the macro property type “Detached House”.
Please note that only the macro property types are available on the website Advanced
Search, whereas property types are available on the intranet Advanced Search.
To enable searching across RE/MAX Europe, you MUST associate all property
types to a macro property type.
Translate Macro Property Types
Here you can enter the translations and dropdown menu sequence number for macro
property types. Please note that though the Delete button is visible, it is disabled.
Associate Macro Property Types
Here is where you would associate property types to macro property types. Select the
Residential or Commercial radio button, select the macro property type on the right that
matches the property type on the left, and press Save.
Miscellaneous
Manage Listing Expiry Dates
Certain regions have the option to set an expiration window for new listings,
as well as indicate how long before a listing expires that its listing agent will
receive a pre-expiry notification by email. When you access this feature, the
tool will resemble the one below:
Beside Default/Maximum Expiry Duration, enter a number in the text box
and select whether listings should expire within that number of days, weeks,
months, or years. When you have entered your selection, click Save
Default/Maximum Expiry.
Beside Pre-Expiry Notification, enter a number in the text box and select
whether agents should receive notification of listings that are going to expire
in that number of days, weeks, months, or years. When you have entered
your selection, click Save Expiry Notification.
Property Features Admin
Certain regions have opted to regionalize listing features. When you access
this feature, the tool will resemble the one below:
From the dropdown, select a Feature Group (Architectural Style, Building
Features, etc.). This will reload the screen, displaying the list of items
belonging to that feature. In the Include column, place a checkmark beside
each feature you wish to be available in iList. In the Sequence column,
number each item according to the position it should have in the dropdown in
iList.
Open House Image Upload
Certain regions have opted to implement an open house feature. When an
open house is entered in iList as an agenda item, the time and date of it will
display on the public website, next to a graphic of the region's choosing. You
can upload the graphic using this tool. When you access this feature, the tool
will resemble the one below:
Click Browse... to find the location of the graphic you wish to upload, which
must be 45 pixels by 45 pixels. Upload it and click Save.
Administration
Our Offices
This shows a region all the offices in that region. Offices can be enabled or disabled from
accessing MLS Intranet. Clicking Export to CSV file will create an Excel file of the
report.
To add a new office, click Add New Office. Enter the office's name; though you may
select an Office ID, it is recommended you allow the system to select one to ensure that a
unique number is assigned to the office. Click Save. Go to iList to complete the office
profile.
Our Agents
This shows a region or office all their agents. In some regions, users can enable or disable
agents from accessing MLS Intranet. Clicking Export to CSV file will create an Excel
file of the report.
Our Properties
This shows a region, office, or agents their properties. Clicking Export to CSV file will
create an Excel file of the report. In some regions, you can create a properties report for
all offices. By default, the report will be created in Excel.
Trade Record Report
This lists the submitted TRRs for the entire region. You can choose to view TRRs by
office or agent. Clicking the magnifying glass will take you to the office selection screen
so you can open the TRR for viewing. You can export the TRRs to Excel or HTML.
Delete Offices, Agents, and Properties
Be very careful when deleting offices, agents, and properties, as their records cannot be
retrieved once they have been permanently deleted. Because of this, it may be preferable
to disable an item instead, so it will not display on the website. There are several different
operations you can perform with this tool.
 Edit Delete Requests: when a user deletes an office, agent, or property, it is not
immediately deleted. The system processes delete requests nightly; if requests are
not cancelled, the selected item will be deleted. This function allows you to cancel
delete requests, including ones you make using the functions described below.
 Delete One Property: this function allows you to delete a property listed by an
agent in your region.
 Delete One Agent: this function allows you to delete an agent in your region. You
cannot delete an agent who has properties listed with him/her.
 Delete All Properties From One Agent: this function allows you to select all
properties listed with an agent in your region.
 Delete Agents And Properties From One Office: this function allows you to delete
all agents and properties from one office within your region.
 Delete One Office: this function allows you to delete an office in your region.
You cannot delete an office that has properties and/or agents associated with it.
Page Hit Statistics
You can create monthly, weekly, or daily reports showing how many times an office’s
site, agents, or listings have been viewed on the Internet and/or Intranet on production
during the date range selected.
XML Upload Queue Status
This option is only available if you use XML to export your listings to the RE/MAX
database. This shows the status of XML files requiring upload.
Hits Report
This report shows how many users have accessed a selected website page during the past
year.
Hidden Agents Report
Hidden agents, their listings, and their profile do not show on the public website. You
may want to hide an agent who takes a leave of absence or who will otherwise be
unavailable for an extended period of time.
Listings Status Summary Report
This report shows the status change history of listings in your region.
Lookup Items Setup
This tool allows you to select which Listings Statuses, Contract Types, and Property
Statuses will be available in iList. Note that any greyed-out boxes cannot be prevented
from showing.
Saved Web Searches Report
This report is an Excel file of saved searches created by website users. It lists their
answers to all the questions on the saved search form. It can be run for a selected date
range; you can also select an export of only those saved searches created since the last
time the report was run.
Listing Statistics Status Report
This report lists by agent and listing status how many listings have been changed from
Active to another listing status. This report can be run for one or all offices, with or
without a date range selected.
Foreign Properties/MLS Buyer Match
This interface allows you to determine which regions can display properties listed in your
region (the Destination) by foreign agents (the Source). Check the column "Exclude from
Website" for Source regions whose agent's Destination listings you do not want to show
on your website. The "Permission Granted" column shows which regions will allow
properties listed in their region by your region's agents to show on the foreign website.
Note that even if a Destination region has denied website access to a foreign region, that
foreign region can still show Destination region listings on their website.
Note that you can only block listings from showing on your URL for your
geographical data.
Please note that any business rules applicable to which listings will show on a region's
website also apply to foreign listings. For example, you are an agent from Region A with
a property listed in Region B. This property has a Contract Type of "Semi-Exclusive",
but Region B only shows listings with a Contract Type of "Exclusive"; this means that
your listing will not show on Region B's website. To ensure that your listings will show
on other region's websites, you should contact the technical administrator of the region
where your listing is to find out what their business rules are for displaying properties on
their website.
Default Region Messages for Search Results
This message appears at the bottom of a list of search results, when the user has
performed a search for listings outside of RE/MAX Europe. When a user searches for
foreign properties, the results displayed are only RE/MAX Europe listings. Since this list
will not be a comprehensive list of properties in that country, this message is intended as
a disclaimer that will point the user to a website where they can view a more
comprehensive list.
RE/MAX Europe can set default English messages on a region by region basis. Regions
will not be able to create translations of this message unless RE/MAX Europe has first
provided the English default message for them.
Region-level users: you can enter an appropriate translation for your region of the
English message provided by RE/MAX Europe. For regions with multiple local
languages, you can write a message for each language by selecting each language from
the dropdown list.