Matrix Training Manual
Matrix
Training Manual
02/12
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Matrix Training Manual
TABLE OF CONTENTS
Introduction
CHAPTER 1-LOGGING IN/OUT AND NAVIGATION......................................................................... 6
LOGGING IN/OUT OF MARIS MATRIX ............................................................................................................ 6
MARIS MATRIX NAVIGATION OVERVIEW .................................................................................................... .7
The Dashboard ....................................................................................................................................... 7
Customizing Your Home Page ............................................................................................................. 11
The Navigation Bar .............................................................................................................................. 11
CHAPTER 2: SETTINGS........................................................................................................................... 14
CHAPTER 3: CONTACTS ........................................................................................................................ 14
ADDING A CONTACT .................................................................................................................................. 15
CONCIERGE MODE ..................................................................................................................................... 15
CHAPTER 4: PERFORMING SEARCHES ............................................................................................ 24
SELECTING A P ROPERTY T YPE ................................................................................................................... 24
Cross Property Search ......................................................................................................................... 25
Search for Listings................................................................................................................................ 25
To Select or De-Select Items: ............................................................................................................... 26
Or/Not Options..................................................................................................................................... 26
Text Box Data Entry............................................................................................................................. 26
Number Fields ...................................................................................................................................... 26
Date Fields ........................................................................................................................................... 26
Negative Search.................................................................................................................................... 27
Need Help? ........................................................................................................................................... 27
Area Search .......................................................................................................................................... 27
City Search........................................................................................................................................... 28
Display Plus Other Options ................................................................................................................. 28
SHOW DISPLAY .......................................................................................................................................... 29
Count on the Fly................................................................................................................................... 30
CHAPTER 5: CUSTOMIZING YOUR SEARCH SCREEN.................................................................. 31
ADDING S EARCH F IELDS ............................................................................................................................ 31
To remove additional search fields:..................................................................................................... 31
To change the order of the selected fields:........................................................................................... 32
CHAPTER 6: NAVIGATING THE SEARCH RESULTS ...................................................................... 33
NAVIGATING THE S INGLE LINE S EARCH R ESULTS ..................................................................................... 33
Selecting a Listing ................................................................................................................................ 33
Selecting & De-selecting single listings............................................................................................... 33
Selecting & De-selecting all the listings .............................................................................................. 34
HOW TO USE THE ICONS ............................................................................................................................ 34
TO MAP A LISTING ..................................................................................................................................... 34
TO VIEW A P HOTO ..................................................................................................................................... 35
HISTORY LINK ........................................................................................................................................... 35
COUNTY TAX R ECORDS ............................................................................................................................. 35
VIRTUAL MEDIA ..................................................................................ERROR! BOOKMARK NOT DEFINED.
ATTACHED DOCUMENTS ............................................................................................................................ 36
CHAPTER 7: NAVIGATING THE DETAIL SCREEN ......................................................................... 37
SELECTING/DE-SELECTING ........................................................................................................................ 37
MAP ........................................................................................................................................................... 38
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ADDITIONAL PHOTOS ................................................................................................................................. 38
VIEWING THE T AX R ECORD ....................................................................................................................... 38
CONTACT LISTING OR S ELLING AGENT ..................................................................................................... 38
DISPLAY TEMPLATE ................................................................................................................................... 38
CHAPTER 8: PLOTTING LISTINGS ON A MAP................................................................................. 40
FOR A SINGLE LISTING................................................................................................................................ 40
TO PLOT MULTIPLE LISTINGS ...................................................................................................................... 40
TO PRINT THE MAP ..................................................................................................................................... 40
CHAPTER 9: NARROW OR DISCARD LISTINGS.............................................................................. 41
USING THE NARROW B UTTON.................................................................................................................... 41
USING THE DISCARD B UTTON .................................................................................................................... 41
Discard Listings ................................................................................................................................... 41
Retrieve Discarded............................................................................................................................... 42
CHAPTER 10: REVISE AND SAVE A SEARCH ................................................................................... 43
REVISE A S EARCH ...................................................................................................................................... 43
SAVE A SEARCH ......................................................................................................................................... 43
CHAPTER 11: SORTING SEARCH RESULTS ..................................................................................... 45
SORT B UTTON ............................................................................................................................................ 45
Adding Fields to the Sort By................................................................................................................. 46
Removing Fields from the Sort By........................................................................................................ 46
Ascending/Descending ......................................................................................................................... 46
Changing the Sort Order...................................................................................................................... 46
Completing the Sort.............................................................................................................................. 46
CHAPTER 12: PRINT LISTING REPORTS........................................................................................... 47
PRINTING A PDF FORMAT VERSION ........................................................................................................... 47
PRINTING AN HTML FORMAT .................................................................................................................... 48
CHAPTER 13: EXPORTS.......................................................................................................................... 49
EXPORT LISTING ........................................................................................................................................ 49
CREATE A CUSTOM E XPORT ...................................................................................................................... 51
EDIT A CUSTOM E XPORT............................................................................................................................ 54
Delete a Custom Export ....................................................................................................................... 54
CHAPTER 14: EMAILING LISTINGS.................................................................................................... 55
EMAIL HISTORY ......................................................................................................................................... 57
CHAPTER 15: CMA REPORTS ............................................................................................................... 59
CHAPTER 16: SAVED/AUTOMATIC SEARCHES .............................................................................. 63
Changing the Saved Search Settings.................................................................................................... 63
Revising the Search Criteria ................................................................................................................ 63
Running a Full Search.......................................................................................................................... 63
Running Date Since Search.................................................................................................................. 63
Deleting a Saved Search....................................................................................................................... 65
AUTO EMAIL – WHAT IS IT?....................................................................................................................... 65
Enable Auto Email................................................................................................................................ 65
CHAPTER 17: MY LISTINGS .................................................................................................................. 68
CHAPTER 18: CUSTOM DISPLAYS ...................................................................................................... 69
EDITING A C USTOM DISPLAY:.................................................................................................................... 70
CHANGING THE ORDER OF THE C USTOM DISPLAYS: .................................................................................. 71
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DELETING A CUSTOM DISPLAY:................................................................................................................. 71
VIEWING YOUR CUSTOM DISPLAY:............................................................................................................ 71
Editing your Custom Display from the Search Results Screen:........................................................... 71
PRINTING THE C USTOM DISPLAY ............................................................................................................... 72
CHAPTER 19: OPEN HOUSES ................................................................................................................ 73
CHAPTER 20: STATS…………………………………………………………………………………….74
CHAPTER 21: SPEED BAR SEARCH…………………………………………………..…………….80
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Introduction
Matrix is a flexible and robust Internet-based system that has the following features:







Search Listings – Search in different property categories plus cross properties.
Print listings – Print a variety of different reports including Customer Flyers.
Contacts – Store your contacts and notes regarding client information.
New Concierge Mode EMailing – Email listings, auto-email listings, or CMA’s. Email history for
emails sent out and if they have been read by your client.
Comparative Market Analysis (CMA’s) – Create CMA style reports that include
colorful graphics and charts. Incorporate marketing material into your CMA’s.
County Tax Records – Perform searches, comps and farm. Realist®, a 3rd party
tool.
You can connect to Matrix from any computer with an Internet connection from
anywhere, at anytime using DSL, ISDN, Cable Modem, or dial-up phone line.
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Chapter 1-Logging In/Out and Navigation
Logging into Matrix
Open your Internet Browser and in the address line type http://www.marisnet.com.
Once you log into the Maris website you will see the Matrix button in the upper right
corner, click in the box to open.
The next screen you will see is the Matrix Home Page Dashboard.
(Note: Your name will appear in the right-hand side of the title bar. This will display the
contact information that appears on all reports generated from Matrix. Therefore, if
someone else’s name appears in the right-hand corner, you will need to logout and log
back into Matrix with your own user ID and Password.)
Logging out of Matrix
To log out of Matrix simply click on the “Logout” Tab. Note: Matrix times out within
one hour if no actions have been performed.
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Matrix Home Page Dashboard
The Matrix Home page has now become a customizable "dashboard". You can move the
various panels ("widgets") around and keep them open or closed. Matrix News has also
been redesigned to use space more efficiently and to show you what you've read and what
you haven't.
Matrix News
The Matrix News panel is still pinned to the upper left side of the Home page. However,
it’s now condensed, highlights important messages and also flags messages you’ve
already seen.
Important New Messages
When an important new message is posted, it will show opened and “in your face” when
you log into Matrix or return to the Home page. Its entry in the News panel on the left
includes a small yellow icon that flags it as important. Here’s what an Important New
Message will look like:
You can:
Read it, then click the I’ve Read This button, whereupon it will close and show in the
News section as a headline only.
Click the Read Later button, whereupon it will close and only appear “in your face”
again when you next log in.
Go anywhere else in Matrix as usual. When you return to the Home page, the message
will appear “in your face” again as a reminder to deal with it.
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Other New Messages
When other new messages are posted, they show in Matrix News as emboldened
headlines with the first few words of the message (the “message teaser”) beneath in
italicized font, like this:
To open such a message, just click on it and its contents will float over the Home page.
You can tell at a glance which Matrix News items you’ve read (i.e., those you’ve clicked
the Mark as Read button for) and those that you haven’t read. A message with an
emboldened title and the message teaser hasn’t been read yet. A message with an unemboldened title and no message teaser has been read.
Whether you’ve read a message or not, you can always open any message in the Matrix
News panel by simply clicking on it.
Old messages will continue to disappear from the list as they always have.
Home Page Widgets
The rest of the home page is now composed of “widgets”, which are little panels of
information and shortcuts that you can keep open, minimized or closed and place
wherever you like on the Home page. Some are familiar and some are new.
My Listings
The My Listings widget gives you immediate access to your Current listings, grouped by
Listing Class. Clicking on a link is the equivalent of going to My Matrix > My Listings.
Hot Sheets
The Hot Sheets widget gives you Home page access to the Matrix Hot Sheets. Hot
Sheets continue to function in the same way. For a refresher on Hot Sheet functionality,
visit Matrix Help > FAQ: Hot Sheets > How Do I Use the Hot Sheets.
Market Watch
The new Market Watch widget supplies a graphical representation of Hot Sheet counts.
You can specify the Listing Class and choose from a time period of 24 Hours, Today, 3
Day and 7 Day.
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Just as with the Hot Sheet, you can also customize the Market Watch for each of the
Listing Classes by choosing the Listing Class in question, then clicking the Customize
link to supply the criteria you wish to use to filter the results. And just like the Hot
Sheets, you can revert to a standard Market Watch at any time by clicking the Reset link.
Recent Use Contacts
This new widget displays the Matrix contacts you’ve been working with recently, adding
or changing Auto Emails or Saved Searches, etc. The contacts you worked on most
recently are at the top of the list. Clicking on a contact name here is the equivalent of
going to My Matrix > Contacts > [Contact Name].
Recent Portal Visitors
This new widget shows you at a glance which contacts are visiting the Portal. The most
recent visitor is at the top of the list. Clicking on the contact name is the equivalent of
going to My Matrix > Contacts > [Contact Name]. Hover over the time to see both date
and time. Click on the icon to the right of the time to jump to the Bcc view of that client’s
Portal.
My Favorite Searches
You can designate up to 10 Auto Emails or Saved Searches as favorites for them to
appear here on the Home page in this widget.
Click on a favorite’s name to run that search. Click on a Manage link to jump to that
favorite’s management buttons in My Matrix, where you can adjust its settings, revise its
search criteria, run a Full Search, Date Since search or a Market Update.
Click on the Update All link to run a Date Since search for all of your favorites at once.
Then click on the links of the new listings found to see those listings in detail.
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Concierge
The Auto Email Concierge mode is where you can choose to vet listings located by an
Auto Email in advance of their delivery to your clients. You can then decide whether to
approve their dispatch or reject them as inappropriate for your client. The Concierge
widget summarizes the vetting you need to do for affected Auto Emails.
See Auto Email Concierge Mode later in this document for more details.
My Carts
This widget gives you immediate access to your existing carts that have contents (see
One Cart per Contact later in this document).
Customizing Your Matrix Home Page
You can now decide which widgets you want to see and where you want to see them.
With the exception of the Matrix News panel, the position of which is fixed, all other
widgets can be positioned wherever you like on the Home page. You can also decide if a
widget should be open, minimized or closed.
Moving a Widget
Drag a widget by its title bar from its current location on the Home page to the place you
wish it to be.
Minimizing an Open Widget
Hover over the widget’s title bar then click on its up arrow icon on the right side to roll it
up.
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Opening a Minimized Widget
Hover over the widget’s title bar then click on its down arrow icon on the right side to
open it up.
Closing a Widget
Whether a widget is opened or minimized, you can close it entirely by hovering over its
title bar then clicking on the X icon on the right side. This frees the space it was
consuming on the Home page.
Opening a Closed Widget
Closed widgets are stored in the Additional widget. Locate the closed widget you’d like
to open and drag it to the place you’d like it to live on the Home page. The Additional
widget is slightly different from other widgets in that while it can be minimized, it cannot
itself be closed.
Matrix Navigation Overview
The Header
At the top of the Matrix screen, you will see the Header. The Matrix logo will appear on
the left. As mentioned above, your name and the date will appear on the right.
The Tabs
The Tabs allow you to navigate through the different sections in Matrix. The primary
tabs are in white and the secondary tabs are in black.
The Navigation Bar
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Under each Tab there is a Black Navigation bar containing links. These Links allow you
to access other sections within a particular Tab.
– The Home tab contains your current Matrix Dashboard, with news,
information and links to your Hotsheets, Market Watch, Contacts and other useful
information.
– The Search Tab is used to search for listings in the MLS using Property
Category searches and different search types. You can also search for Open Houses that
other agents have added.
– The My Matrix tab serves as your personal briefcase from which you can
view your Watched Listings, Saved Searches, My Listings, Contacts, Concierge, E-Mail
History, Custom Displays, Custom Exports, CMA’s and Settings.
– The Roster tab enables you to look up contact information for other agents or
offices.
- The Stats tab enables you to quickly generate commonly used stats and charts.
You can also create your own stats and save them to run at a later time.
- The Finance tab enables you to use the Financial Calculators, Seller’s
Estimated Net Proceeds and the Buyer’s Closing Costs.
- The Input tab is where you enter new and edit existing listings. You can also
add open houses, virtual tours, manage photos and upload supplements.
– The Tax tab allows you to search county public records for all properties
in St. Louis City, St. Louis County, St. Charles County, Jefferson County, Franklin
County, Lincoln County and other surrounding counties.
- This page displays a list of the available On Demand reports. You can
also set the criteria for any On Demand report by just clicking on the report name.
- The Links tab enables you to access links to other commonly used sites. This is
also where you can access your ShowingAssist settings.
– The Help tab contains a FAQ (Frequently Asked Questions) section where you
can find the answers to the most commonly asked questions.
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– The Logout tab allows you to quickly Logout of Matrix to help ensure the
security of your information.
The Main/Body Section
Below the Navigation Bar is the Main/Body section of the page. Based on the link are
action you have taken, you will see the results.
The Footer Section
At the bottom of every page you will see the copyright date and build number.
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Chapter 2: Settings
Creating you Email signature
The Settings screen is where you can personalize your email signature.
Your email signature will appear at the bottom of all the emails you send from Matrix.
You can save your name and contact information in this section so that you will not have
to type it in each time you send an email.
Follow these steps to enter or modify your email signature:
1. Click on the “My Matrix” tab.
2. Click on the “Settings” link.
3. Type or modify your email signature
4. Click on the “Save” button.
Note: You can also enter or modify your email signature from the bottom of the email
listings screen. As long as you click the ‘Save’ button from either of these screens your
changes will appear on all future emails.
Creating a Header &Footer
You can build a header/footer if desired, that will appear on your reports.
Follow these steps:
1.
2.
3.
4.
5.
6.
7.
Click on the “My Matrix” tab
Click on the “Settings” link
Click on the “Header & Footer” link
Click next to the template desired
Click on “Set My Information”
Fill in the boxes desired & you can even upload a picture or logo
Click on Save
You may also setup your Team Settings, build Custom Displays and Custom Exports.
Each described later in this manual.
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Chapter 3: Contacts
Contact’s holds the database of your clients. You’ll be able to Email, Auto Email and
attach to Saved Searches, and you’ll be able to see if your clients have read their Auto
Emails.
Adding a Contact
1. Click on the “My Matrix” tab.
2. Click on the “Add” button.
3. Enter information. Note: You must be able to have an email address to save the
Contact. If you do not have an email address for your contact, then use your own.
Note: You can enter in multiple email addresses for a contact by separating each
email address with a semi-colon.
4. Click on the “Add” button
You can also add a Contact after performing a search. After viewing your search results,
click on “Save As”, click on “New Auto Email”, click on “Create New Contact”, enter
your contact information, click on “Add” and then choose how you would like your
contact to receive their information (Concierge or Scheduled).
Viewing your Contacts
To view the contact information, use the following steps.
1. To view click on the contact’s name.
a. To review the saved search(s), click on the “Save Search Name” link.
Editing your Contacts
To edit contact(s), follow these steps:
1. Click on the “Edit Contact” link. Make changes.
2. Click on the “Save” button.
Deleting a Contact
To delete a contact(s), follow these steps:
1. Select the “Delete” button.
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2. Click on “OK” button to confirm the deletion.
One Cart per Contact
You can now have one cart for each of your contacts. When scanning a set of listings,
you can then quickly add a listing that might interest a particular contact to her cart. You
can then display that cart and easily peruse, print or email its contents.
Adding Listings to Carts
1. Select Some Results
As before, this process begins with a set of listing search results. Select those listings you
wish to push to a cart by checking their selection check boxes.
2. Locate and Pick the Cart You Want
If you haven’t been using carts in this session, you’ll see the Carts button on the lower
right portion of the results button bar. Use the drop down on the Cart button bar to expose
your list of carts, then either click on your desired cart if you see it or click on the
"-– more (click) --" choice to expose the other available carts.
Once you've located the cart you seek, simply click it to select it.
3. Click the Add to Button
With your chosen cart showing on the Cart button bar, click the Add to button to add your
selected listings to this Cart.
To add the same selected listing(s) to another cart, select that cart and click the Add to
button again.
If the cart already contains one or more of the listings you attempt to add, Matrix will tell
you in the new confirmation message area in the upper right corner of the screen.
Opening a Cart
There are a number of ways to open a cart.
1. Any Cart: From a Search Results Screen
If you happen to be looking at a set of search results, use the drop down on the Cart
button bar to expose your list of carts, then either click on your desired cart if you see it
or click on the "-– more (click) --" choice to expose the other available carts. Select the
Cart you seek, and then click the Open button.
2. Any Cart: From the My Carts Widget on the Home Page
Carts with contents will show in the My Carts widget on the Home page. Click on the
cart you seek.
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3. A Property Type Cart: From the Search Screen
To open a Property Type cart display the main Matrix Search page and click on the
corresponding link.
4. Any Contact's Cart: From the Contacts Screen
Visit My Matrix > Contacts and click on the number in the new Cart column that
corresponds to the contact in question.
5. A Contact's Cart: From the Contact Button Bar
Visit My Matrix > Contacts > [contact name] to expose the Contact button bar. Click
the Open Cart button.
Removing Listings from a Cart
Locate and open the cart you seek using one of the methods discussed above. Then select
the listing(s) you wish to remove and click the Remove Checked button on the Cart
button bar.
To empty a cart, simply select them all using the Check All link on the upper left, and
then click the Remove Checked button.
Auto Email Concierge Mode
Concierge mode is an additional type of Matrix Auto Email where you review matching
listings before they go to your client for viewing on the Client Portal. This can be handy
if you need to use a broad set of search criteria to catch all the possibilities but you don't
want to bother your client with listings that may not be an exact fit.
In summary, the process works like this:
 create a new Auto Email

select Enable Concierge Mode instead of specifying a schedule

When Matrix advises you there are listings to review, decide which listings to
approve and which to reject. Only those you approve are emailed and made
available on your client's Portal.
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While a Concierge Mode Auto Email will require more work on your part than a standard
Auto Email, it may be just the ticket for a client that you want to manage closely.
Create a New Concierge Mode Auto Email
1. Save As > New Auto Email
Like any new auto email you set up, the process begins by running and revising a search
until you're happy the search criteria are giving you reasonable results. Then save the
search as a new Auto Email:
2. Select Concierge Mode
Next, in the Settings section of the resulting Save a New Auto Email page, check the
Enable concierge mode check box.
3. Finish the Setup
When the screen redisplays (the Schedule section at the bottom is removed as it's no
longer necessary), decide whether you'd like to optionally receive an email when
Matrix finds matches for you to vet (keep in mind that you'll be able to easily see
when there are matches awaiting your vetting from just about anywhere in Matrixsee below).
Then click the Save; Go to Approvals button to proceed to the Concierge Approvals
Page.
4. Concierge Approvals Page: Approve or Reject Initial Matches
The initial email to your client has not gone out yet as you must approve or reject
the listings your search is currently finding. Here on the Concierge Approvals Page,
you'll see those listings. This is where you decide which listings you want your client
to see and which you don’t.
On this Approvals screen you can:
 approve all of these listings by clicking theApprove and Send All button (no
selecting required)
 select the listings you want Matrix to send to your client now, then click the
Approve and Send Selected button
 select the listings you want to reject, then click theReject button
 Notice above the Approve and Send button the note "Optional message
cannot be included until recipient first views listings". This is your reminder
that once your client has started visiting the Portal, when you approve
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subsequent listings you'll be able to add a pertinent note to the emai
l they'll
receive.
When you Approve Listings
Here's what happens when you click the Approve and Send button:
 listings you're approving are added to The Portal and an email is immediately
dispatched to your client (for this reason, select all your approved listings and
click the Approve and Send button just once, rather than selecting one,
hitting the button, selecting another, hitting the button, etc.);
 listings you're approving drop off the Concierge Approvals Page as you've
dealt with them;
 Once you approve a listing, it remains approved "forever". This means you
won't have to re-approve it if, for example, its price changes later on, as long
as it continues to match the Auto Email's search criteria.
When you Reject Listings
Here's what happens when you click the Reject button:
 listings you're rejecting are not added to The Portal and no email is sent to
your client;

listings you're rejecting drop off the Concierge Approvals Page as you've dealt
with them;

Once you reject a listing, it is rejected "forever" and will not be presented to
you again to vet should it change price, go off-market then return, etc.
(though you can change your mind as discussed inPeriodically Check the
List Rejected Listings below.
When Matrix Locates Listings for You to Review
1. Go to the Concierge Approvals Page
Once you've completed the setup described above, Matrix goes to work asusual,
looking for new, price changes or back-on-market listings that match your Concierge
Mode Auto Email's criteria. When new matches are found, Matrix alerts you in
various places (including by email, if you chose this during setup). The main two
ways are: the "Alert!" message at the top of most of the Matrix screens; and in the
Concierge widget on the Matrix Home page. They look like this:
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Or
You can use either method to drill in and arrive at an Auto Email's Concierge Approvals
Page.
As described on the previous page, select listings to approve and those to reject as
follows:
2. Approve Listings
Select all the listings you wish to approve.
Following your client's first visit to the Portal after receiving your initial batch of
approved listings, when you approve subsequent batches of listings, you have the ability
to include an optional note about these listings you're approving. Click the "Optional:
Message to include in email to client" box to enter your message as desired.
Then click the Approve and Send button.
3. Reject Listings
Reject the remaining listings and click the Reject button.
Neither Approve nor Reject?
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You can leave some listings neither approved nor rejected to decide on them later.
However the alert will remain until you decide on the fate of all its listings. You really
should make a practice of either approving or rejecting a listing. Note: Your client will
NOT receive an email until you reject and/or approve listings.
Other Notes about Concierge Mode
My Matrix > Auto Emails
A new Unsent Results column has been added to this display to give you another way to
quickly access to any outstanding alerts. Click on the number in this column to
immediately jump to the corresponding Concierge Approvals Page.
Review Summary
When you open any Concierge Mode Auto Email in the Auto Email screen, you get a
quick summary of the listings still to be reviewed, the number you've rejected and the
number you've approved to-date. These are links you can click.
Click on an unsent count to go to the Auto Email's Concierge Approvals Page and
review them for approval or rejection.
Click on a rejected count to go to the Auto Email's Concierge Approvals Page, where you
can view them or change your mind and change them from rejected to approved.
New Status Icon
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Notice that a new Amber icon has been added to the Auto Email status column. In
general, Amber means the client has not yet checked the Portal.
Concierge Menu
Use this new screen to quickly jump to all of your Concierge Mode Auto Emails. For any
with listings to review (showing in the Unsent column), click the corresponding client
name to jump to its Concierge Approvals Page. To see a real-time list of listings you've
previously rejected, click the link in the Rejected column. An Emboldened line means
you've not yet perused that list.
Changing From Concierge Mode to Regular Mode
You can change a Concierge Mode Auto Email to a regular Auto Email by visiting its
settings and unchecking the Enable Concierge Mode check box.
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You'll then see a message like this, advising that any listings waiting review and all those
that you'd previously rejected will be immediately sent:
To proceed, click OK, then set up the delivery schedule as you would for a regular Auto
Email.
Regular Mode to Concierge Mode
You can also change a regular Auto Email to a Concierge Mode Auto Email by visiting
its settings checking the Enable concierge mode check box. Once you save this change,
all new matches from that point forward will generate an alert that you must respond to as
discussed above. All listings on the Portal prior to the change remain there and are
deemed "approved".
Alert Notification Emails to You
If you chose to receive an email when Matrix has listings for you to review, this message
will come to the email address Matrix has on file for you. The message will quote the
name of the contact and Auto Email in question and remind you to login to Matrix to
review and either approve or reject the matches found.
Concierge Mode to Yourself?
If you like to test auto emails by setting yourself up as a test client, you'll find that you
can't enable concierge mode if you are the intended recipient. Of course, if you have
another email address that is not the one we use for you in Matrix, you could use it.
Once you reject a listing, it is rejected "forever" and will not be presented to you
again to review should it change price or go off-market then return. For this reason,
it would be wise to periodically check your Concierge Mode Auto Email's rejected
listings. You can do this at any time via the Concierge Menu.
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Chapter 4: Performing Searches
To search for properties in Matrix, click on the “Search” tab at the top of the screen.
(Note: To search for tax records click on the Realist Tax Tab.)
Selecting a Property Type
Residential, Multi-Family, Residential Lots, Acreage & Farms, and Commercial &
Indr. are the different property types you can search for in Matrix. You will find
Condo/Coop/Villa and New Construction under the Residential Search. You will also
find Multi-Family 2-4 and Multi-Family 5+ under the Multi-Family search. Cross
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Property will give you a combined “view” of the different property types listed above.
If don’t know the property type utilize the Cross MLS# or Cross Street/Address search
if you have a MLS# or an address.
After selecting the Property Type you may then select your search option:
Detail – This will give you several “Listing Feature” fields to work with to assist
narrowing down your search. (i.e., Fireplace, pool, etc.)
Quick – These fields include the most common used in a search.
MLS# - Search by typing in the MLS #. For multiple MLS#’s, separate by comma’s.
(702406,701327,703546)
If you would like to search for a different property type, simply click on the “Search” tab.
This will display the different property types again, allowing you to make a different
selection.
Cross Property Search
If you do not know which property type you should search for, click on the “Cross
Property” link. This allows you to search across all property types at the same time. Use
this option if you cannot find a specific listing or if you are not sure how the agent listed
the property.
Open House Search
This will allow you to search for houses being held open by area, city, county, etc.
Search for Listings
To perform a search, select one of the search template options available (Detail, Quick, or
MLS#). The search screen will display the search criteria fields. (Note: Additional
search fields can be added to customize search template.)
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To Select or De-Select Items:
Single Item – To select a single item, click on that item once.
Multiple items – To select more than one item, hold down the CTRL Key on the
keyboard and click on the items desired.
De-selecting – To De-select an item, hold down the CTRL Key while clicking the item to
De-select.
Or/Not Options
Or
Not
Locates listings that match ANY of the Items selected
Locates listings that DO NOT have the item(s) selected
Text Box Data Entry
The text input box accepts both letters and numbers. Street Name, Zip Code etc., are
examples of Text Box Data Entry fields
( * ) Use the asterisk as a wildcard, or substitute for any portion of the name of which
you are unsure. Example: Oak* will search for all listings beginning with Oak,
Oakwood, etc.. This will include street type too. i.e. Street, Lane. Road, etc..
(,) Use a comma to separate multiple items in a list. Example: 90278, 90501. Note: Do
not use (,) comma’s for the number fields.
Number Fields
The different Number formats are:
800
to find exactly $800,000
800to find less than or equal to $800,000
800+
to find greater than or equal to $800,000
800-900
to find a range from $800,000 to $900,000
Date Fields
For List Date and Status Dates the different formats are:
4/20/2005
to find April 20, 2005
4/20/2005-4/27/2005 to find a date range from April 20th to April 27th 2005
4/20/2005+
to find dates equal to or greater than April 20th 2005
4+
to find 4 days back from the current date.
4-6
to find dates between 4 to 6 days back from the current date.
Note - The Do’s and Don’ts are:
You can use a two digit year format. Ex: 4/20/05.
Do not use the List Date and the Status Date at the same time. List Date cancels out
Status Date.
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Negative Search
To exclude a specific item from your search, put an exclamation mark (!) before it. For
example, if you want to exclude ZIP Code 90278 from your search, type ‘!90278’ in the
ZIP Code field. Separate multiple items with commas. For multiple negative items, be
sure to put the exclamation mark before each field.
Need Help?
To obtain Help on any field, click on the “Question Mark” to the left of the field.
Text Box fields offer a hover help option, in addition to the help. All you have to do is
hold the cursor over the blank field and helpful information will appear.
Area Search
For the Area search you have an input box. You have the choice of either typing in the
Area numbers or selecting the areas using your mouse. For example Area: 399,415-416
When typed, the area numbers and corresponding cities will be highlighted.
If you do not know one or more codes, click on the
to find the value.
Find the Value
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In the resulting pop-up box, start typing the name of the Area in the “Search For” box.
As you type, the Available Options list will narrow. When you see the item you want,
double click the name (or single click it and click the > button). This will move your
item to the “Current Selection” box. Once you have all the items you want moved to the
Current Selection Box, click the “Done” button. The search field will now contain all the
codes you selected. Note: Some cities are abbreviated.
City Search
Select the interested cities. The cities are listed in alphabetical order. You also can use
“Find the Value” by clicking on the magnifying glass next to city.
Display Plus Other Options
Before you run a search, Matrix lets you customize your results’ display. Located
directly below the default search criteria fields you will find the following two pick lists
options:
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Show Display
Before you select the “Search” Button, use the drop down menu and select the desired
display.
Display Number of Listings Per Page.
Using the drop down menu; select the desired display listings displayed per page.
Depending on the desired Display you choose, you can have 10, 25 or 50 listings per
page. Once you select a number and execute a search, Matrix will retain that number
until you change it from this pick list.
Default Search Criteria
You can set up default search criteria. For example, if you search for Active listings most
of the time, you can save that as your default. After you have done this, only the status of
Active will automatically be selected every time you enter the search screen.
To set your default criteria:
1. Select the search criteria that you would like to establish as your default.
2. Click on the Set Default link (which appears as a disk) below the basic input fields.
The criteria you have entered will now be saved as your default. You can clear your
default criteria by clicking the “Clear” button to the right of the Set Default Disk button
and re-select “Set Default” to begin with a clean slate.
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When you click on this button all of your search criteria, including your default search
criteria, will be cleared from the current screen. Note: If you are having search results
that seem to not match your intended search criteria, then repeat using the “Clear” and
“Set Default” buttons.
Count on the Fly
When in a search screen, Matrix will calculate the number of matching listings as you
enter and change search criteria. This "count on the fly" is just to the left of the Search
button on the button bar at the bottom of the screen.
When you hover over the count, it becomes a link you can click to see the Search Criteria
chosen.
Results Button
- When you click on this button, Matrix will process your search and show
you the search results. You may also process your search by pressing the “Enter” key on
your keyboard.
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Chapter 5: Customizing Your Search Screen
Adding Search Fields
If you need to be more specific on your search, you can add additional fields.
1. To add additional search fields:
2. Click on the “Add” link next to “Additional Fields”, near the bottom of the search
screen.
3. In the Available Fields box, which is in alphabetical order, select the field(s) that you
want to add to your search.
4. Double click the field name or Click on the “Add” button in between the boxes.
This will move the highlighted field to the Selected Fields box. Repeat this process until
you have all the search fields that you want. Note: To select more than one field at time,
hold down the CTRL Key while selecting the fields.
5. When completed, select the “Back” button
To remove additional search fields:
1. Click on the “Add/Remove” link, next to “Additional Fields” at the bottom of the
screen.
2. In the “Selected Fields” box, select the field that you want to remove. You can select
as many fields as you like.
3. Click on “Remove” Button
This will move the highlighted field to the Available Fields box.
4. Select the “Back” button
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Note: It will not accept fields that already appear on the existing search template.
To change the order of the selected fields:
1. Click on the field in the Selected Fields box that you want to move.
2. Click “Up” or “Down” to move the selected field in the desired order.
3. Select the “Back” button
The search criteria screen will reappear. Scroll down to the bottom of the search screen
area to view the search fields that you have added. Complete the fields. Note: Be aware
for future searches that these fields will remain until you remove them or reset your
values with the fields.
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Chapter 6: Navigating the Search Results
Navigating the Single Line Search Results
At the top of the search results display page, just below the blue navigation bar, Matrix
will display the following information
Example:
1-9
represents the numbers 1 thru 9 of the matching listings
9
represents the total number of matching listings that are selected
(Note: Remember from above you can select 10, 25 or 50 listing per display page.)
If there is more than one page of listings, use these links to navigate:
Previous
Takes you to the previous page of listings
Next
Takes you to the next page of listings
Numbers
Advances to a specific page
Bottom
Advances to the bottom of the search results screen
Top
Advances to the top of the search results screen
Selecting a Listing
Use the check box to select listings.
Selecting & De-selecting single listings
To select a listing that would allow you to do many actions, click in the check box to the
left of the listing. A check mark will appear in the check box and the listing display will
turn blue to indicate that you have selected that listing. To de-select the listing, click in
the box again and the check mark will disappear, indicating that the listing is no longer
selected.
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Selecting & De-selecting all the listings
To select all the listings on the current page, click in the first check box at the top of the
page or select the Check all # Link. This will put a check mark in all the boxes on the
current page, indicating that they are all selected plus turn the items to blue.
If you click in the check box at the top of the page again, the check mark will disappear
or the Un-check all # all the listings, indicating that none of them are selected.
How to Use the Icons
To Map a Listing
To view the location of a listing on a map, click on the globe icon, to the left of the
listing. A window will then open showing the location of the listing on a map.
The property will be indicated by an arrow icon. Additional features are Road,
Automatic, Birds Eye View, Re-center, zoom in/zoom out and map resize.
Click on in the top right-hand corner of the map window or File to close the window
and return to the Search Results screen.
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To View a Photo
The picture icon can be displayed two ways.
1. If there is no picture icon, there is no photo.
2. If there is a picture icon there is at least one photo.
Click on the
picture icon. You will see one or more photos. Click any photo to view
a large version. Click on in the top right-hand corner of the photo window to close the
window or select File, Close from the menu and return to the search results screen.
Virtual Media
This link will take you to the virtual media stored for that listing, enabling potential
buyers to view properties before actually going to the location.
History Link
The History Link provides Status and Price Changes. The history goes back to 1998.
This includes any properties that are on the MLS. The other uses are:
County Tax Records
This link will take you to the County Tax Records (Property Details) of the property
selected. This 3rd party tool has many features for your review.
Realist Map
This link will take you to the Realist Map, showing where the property is located, and
will also allow you to use all mapping tools available.
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Realist Neighborhoods
This link will take you to the Neighborhood Profile information for the property.
Attachments
This link will open a window, showing all available attached documents for this listing.
Showing Time
If Showing Time is selected for a listing, the schedule window will open.
Listing Detail
To view listing details, click on the listing’s MLS number to display the complete listing
information. Please refer to next chapter for detailed instructions.
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Chapter 7: Navigating the Detail Screen
There are different links and icons to perform different functions.
Selecting/De-selecting
Selecting a listing works the same as on the Listing Summary screen. The selection box
is to the left of the address line. To select or deselect the listing, click in the selection
box.
On the Detail screen Matrix makes it easy to tell if a listing is selected. A white
background indicates that the listing is not selected and a blue background indicates that
the listing is selected.
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Any listings you select on the Detail view will remain selected when you return to the
Listings Summary screen.
Map
Click on the map and it will re-display the map and its features. Refer to the previous
chapter regarding To Map a Listing for instructions.
Additional Photos
To view additional photos, click on the arrow above the picture. You can also click on
‘Slideshow’ to go thru the photos automatically, or click on ‘Open All’ to see all photos.
Viewing the Tax Record
Matrix allows you to quickly view the associated tax record for the listing. The Tax ID
number is in the middle of the screen under the “Listing Details” section. If you click on
the Tax ID number, a window will open to show the tax record for the property. Note:
New construction could have Tax ID #’s of 9999-999-999 and will not link to a property
record. In order for the link to work, the Tax ID number must be valid. If you click on
the link and the listing agent did not enter a valid Property ID number, a window will
open letting you know that Matrix could not find the tax record.
Viewing Tax and Detail Information at the Same Time
Matrix allows you to quickly view tax information by clicking the small down arrow at
the bottom of the Detail screen; there is also a “Detail with Realist Tax” report.
Contact Listing or Selling Agent
Click on the Agent’s Office or Agent’s Name and that will display the contact
information.
Display Template
There are a number of standard templates that are listed down below. In addition to these
you have any custom column reports that you have saved in Matrix. (Adding your own
custom column reports is covered in Chapter 19-Custom Displays.)
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Just below the blue option buttons you will see the following Display pick list. Use this
pick list to change the way the listings are displayed on your screen.
If desired, click on the display count.
Matrix will automatically show the listing information in the display format you chose.
Repeat these steps to view other available formats.
Any custom column reports that you have designed will appear at the top of the pick list.
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Chapter 8: Plotting Listings on a Map and Directions
Matrix can plot multiple listings on a single map.
For a single listing, simply click the globe icon
on the listing display. An
interactive map showing the listing location will open in a pop-up box.
To plot multiple listings on a single map, select the listings that you would like to plot
on the map and click the Map button at the bottom of the screen.
Matrix will display a map showing all of the listings that you selected. A push pin will
indicate each listing’s location and the property address will appear alongside it.
On the left side of the map are controls to adjust the map size and to zoom in or out. You
can also choose between Road, Automatic, Birds Eye, and Re-center.
To print the map
Select Print at the bottom of the screen.
To obtain directions
Select Get Directions at the bottom of the screen to obtain directions from one listing to
the next. You will be able to change the order in which the homes will be mapped, add a
start and add a stop if desired. When finished with the map click on “Back to Results” to
go back to the listing results screen.
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Chapter 9: Narrow or Discard Listings
Matrix gives you two different ways to work with your search results when you are
selecting or de-selecting properties. When you are viewing the Search Results Screen
you will see a Narrow and Discard Button at the bottom of the screen.
Narrow Button: for selecting the properties you want to keep and deleting the other
listings.
Discard Button: for deleting the selected listings.
Note: If the objective is to save a search, it is advised that you save before using the
Narrow or Discard buttons. Once you use these buttons, the search parameters are
changed to reflect only those listings you keep in your results.
Using the Narrow Button
To narrow the search, un-select the listings that you do not want included in your list.
1. Select the listings you want to keep.
2. Click on Narrow Button. All but your selected listings will be removed from your
results
Using the Discard Button
The Discard button allows you to delete these listings from the displayed results. After
clicking on the “Discard Button”, Matrix will add a Un-Discard Button if you would like
to retrieve the listings you previously discarded. Note: There is a limit of 50 discarded
listings that you can “Un-Discard” per search. If you find that you are always using this
function, there is a possibility it would be better to refine your search so you would not
have to discard as many listings.
Discard Listings
1. Select the listings you want to discard.
2. Click on Discard button.
The selected listings will be “discarded” from your search results. At the bottom of the
search results screen you will be able to see how many listings you are excluding. Note:
If you discard listings and then save a search, those listings will also be excluded from
any updates you run.
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Retrieve Discarded
To add discarded listings back to your search results click on the “Un-discard” button to
the right of the “Discard” button. After you click on the Discard Button, Matrix will add
the discarded listings back to your search results. Note: Any listings that have changed
and no longer meet your search criteria will not be added back to your results.
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Chapter 10: Revise and Save a Search
Revise a Search
The Revise feature allows you to modify the search. In many cases you may want to
change some of the initial search criteria to refine the search.
To revise the search, click on the Revise Button which is located just below the search
results. This will take you to the Search screen with all the current criteria already
entered, simply make the changes needed and select “Results” again.
(Note: If you are familiar with the Internet, you might be tempted to use the browser’s
Back button to return to the search screen and make changes. In some cases this may
cause problems depending upon your version of the Browser. It is always better to use
the Revise button.)
Save a Search
The “Save As” button allows you to save your current search. The Saved Searches are
stored in the Saved Searches section of “My Matrix”.
Steps to Save a Search:
After your search is complete and you are content with your search criteria:
1. Click on “Save As” and then “New Saved Search”, the Save Search Criteria text
box will appear.
2. Type a name in the Search Name box.
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3. Or, you may click on the name of the contact you want to attach this search to by
clicking on the down arrow of the “Contact” box. Or you may also Create a
New Contact, by clicking on “Create a New Contact” and filling in the required
information. (This is optional)
4. To include the search on the Home Page as a Favorite Search link, check the box
labeled Enable as Favorite Search on Home Tab. Note: When you log into
Matrix, the Saved Search will appear on the Home Page, under, My Favorite
Searches. There is a limit of 10 “Favorite Searches”.
5. Click on the “Save” button.
If you do not want to save this search criteria click on the “Cancel” button to return to
the search results without saving the current search criteria.
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Chapter 11: Sorting Search Results
In Matrix, if you have 500 or fewer search results, Matrix will automatically sort by
Status and Search Price (both in ascending order). You can also custom Sort your search
results.
Along with multi-level sorts, you also have the ability to sort the columns in ascending or
descending order.
Sort Button
To create a custom sort, click the “Sort” button at the bottom of the screen.
This will open the “Sort Results” window containing field boxes. The “Available
Fields” box contains all of the fields that are available to sort by and the “Sort Fields”
box contains all the fields that include the default setting.
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Adding Fields to the Sort Fields Box
To add fields to the Sort By: box, follow these steps:
1. Click on the field(s) you desire in the Available Fields box. Note: You cannot
use fields already used on the Search Results screen.
2. Click the “Add” Button. Note: Double clicking on the field name will also add
the field.
That field will be added to the Sort Fields box
Removing Fields from the Sort Fields Box
To remove fields from the Sort Fields box, follow these steps:
1. Click on the field you want to remove in the Sort Fields box.
2. Click on “Remove” button.
Ascending/Descending
When you first add a field to the Sort Fields box you will see Ascending to the right of it.
This indicates that the field will be sorted in ascending order. To sort the field in
descending order, double-click on the name of the field. You will now see Descending to
the right of the field name, indicating that it will be sorted in descending order.
Changing the Sort Order
The fields will be sorted in the order in which they appear in the Sort Fields box. To
change the order:
1. Click on the field name you want to move.
2. Click the “Up” button to move the field up.
3. Click the “Down” to move the field down.
Completing the Sort
Click on the “OK” button to close the sort window and view your re-sorted search
results.
If you do not want to change the sort order, simply click on the “Cancel” button and the
window will close without changing the sort order. Note: You can save your re-sorted
search results by using the “Save” button.
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Chapter 12: Print Listing Reports
There are two ways to print listings: Either a PDF format or an HTML format. Note:
Do not select File>>Print from your Web browser menu bar. This will include
header and footer objects from the screen and the page breaks will fall in the wrong
place.
Printing a PDF Format version
1. Select the listings you want to print (more than one report style can be selected).
2. Select reports.
A new window will appear. Note: It can take a few to several seconds before the reports
appear.
There is a second choice for the print type.
3. Select the drop down menu for the “Select Print Type”. Select Adobe PDF or
Microsoft Word®. The Microsoft format is slightly different. Adobe PDF is
recommended.
Note: Adobe Acrobat Reader is required to view and print PDF reports. Most computers
come with Acrobat already installed. However, if you need the program, go to the
Adobe.com web site and look for the free Adobe Acrobat Reader.
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4. Select Generate to print the reports.
To email the reports select the Email button. Note: Only customer reports can be
emailed.
Select the Back button to return to the Search page.
Printing an HTML format
This print option is based on the current display.
1. Select the desired display.
2. Click the “Print HTML” button.
3. Click the “Print” link at the bottom left of the page. Note: Do not select
File>>Print from your Web browser menu bar. This will include header and
footer objects from the screen and the page breaks will fall in the wrong place.
4. Select the Close Window link.
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Chapter 13: Exports
Matix allows you to download listing data into files that can be opened by a text reader,
eNeighborhoods, Microsoft® Excel, Top Producer, Online Agent or RealAgent. Both
standard and custom exports are available.
Export Listing
On the search results page, select the listings you want to Export. Note: If you do not
select any listings, your entire search results will be exported.
1. Click the Export button at the bottom of the search results screen.
The number of records selected is in bold, at the top left of the screen. If this does not
look correct, click the Back to Results button to go back and revise your selections.
2. Click the Export File Format drop down box to select an Export from the list.
3. Click the Export button.
A pop-up box will give you the option to Open, Save, or Cancel the file.
If you click Open, the file will open in Microsoft Excel and you can proceed with your
objective.
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If you click Save, you can save it to your computer and open it with the program of your
choice.
3. Click the Save button.
Name the file and choose a location on your computer (or network) to save the file.
Depending on your Windows version, either you will see a “Download Complete”
window of which you can click the Close button. Or you will be prompted to save the
file. Reminder: It will save it as a text file.
If you want to view the file as a spreadsheet, open Microsoft® Excel. Select File>>Open
from the Excel menu.
Depending on what Microsoft Excel version you have, you may be prompted to convert
the text file. In the File Open dialog box, select “Text Files” in the “Files of type”
section.
You should now be able to see your Export file. Click to select it and click the Open
button.
You will now go through several simple steps of Excel’s Text Import wizard. In step 1 of
3, leave the default “Delimited” selected for Original data type.
Click the Next button. In step 2 of 3, leave “Tab” selected as the delimiter if it is a
standard export or a custom export where you chose Tab as the delimiter. If it is a
custom export where you chose comma as the delimiter, uncheck Tab and check Comma.
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Click the Next button. In step 3 of 3, you have the option to format each field column
from here and choose columns not to import. It may be easier to skip this step and do all
formatting from within the Excel spreadsheet.
Click the Finish button. Your Export file will open as an Excel spreadsheet with each
field in its own column.
Create a Custom Export
1. Click the “My Matrix” tab, and then click on “Settings”, then the “Custom
Exports” link.
This will take you to the Manage Custom Exports screen:
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2. Under “Table Type”, you can choose between Listing, Roster, History,
Openhouse, and Media.
3. The Table drop down menu includes the different property types. Select the
property type.
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4. For a new Export, click the “Add Export” button. This will take you to the “Set
Export Definition” screen:
5. Type in an “Export Name” and “Export Description”.
6. Select the desired fields from the “Available Fields” box. To make a selection,
click on a field name to highlight it.
a. Double click it or click the Add-> button to move it to the Export Fields
box.
7. To remove a field, click to highlight it in the Export Fields box.
a. Double click it or click the Remove<- button to remove it.
8. To change the order of an Export Field, click to highlight it in the Export Fields
box. Use the Up and Down buttons to move it up or down in the list.
9. For column headers of the selected fields in the first row of your export, click the
checkbox next to Include Column Names in first row.
10. The default Separator (to separate fields from each other) is a Tab. This should
work for most of your exports. If you prefer, you may select Comma.
11. When completed, click the “Save” button.
On your next export, do a search. Follow the instructions at the start of this chapter to
download your Export file.
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Edit a Custom Export
1. Click on the Custom Export.
2. Click the Edit Export button and the Set Export Definition window will appear.
Proceed with your edits and select Save.
Delete a Custom Export
Click the Delete button. In the confirmation box, click the OK button. Your selected
Custom Export(s) are now deleted.
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Chapter 14: Emailing Listings
Matrix allows you to easily email listings to your clients. Before you go to the email
screen, you will want to select the listings that you would like to email from your Search
Results screen.
1. Click the check box next to each listing to make your selections. Note: The
Email button will be “grayed out” until you select at least one listing.
2. Once you have made your selections, click on the “Email” button to go to the
Email Screen.
At the top of the Email Screen is the number of listings that you have selected to
email from Matrix.
You will see the “Send” and the “Cancel” buttons which are located at the
bottom of the screen. If you decide you don’t want to send an email at this time
you can click on Cancel to return to the screen you just came from.
At the top of the screen you will see the “From” line, where your email address
will appear. If your email address does not appear, contact your Association.
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Next you will see the “To” box. All of the contacts you have saved in Matrix can
be accessed by clicking on the “To” icon.
3. Click on the contact’s name. To select more than one contact hold down the
CTRL key while clicking on the additional contact names. Note: The contact’s
name is associated with their email address.
a. If you are emailing listings to individuals that are not on the Contact List,
type their email addresses in the To, CC or BCC field.
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The fields shown above work the same in Matrix as they do in your regular email
program. Here is a brief explanation of what each of these fields is for:
To: Enter the email address of the person you are sending the message to.
CC: (Carbon Copy) – The addresses in the CC: box will receive a copy of the email.
BCC: (Blind Carbon Copy) – The addresses in the BCC: box will receive a copy of this
email, but their email addresses will be hidden from the other recipients.
Note: Multiple addresses can be entered by separating them with a comma.
4. You have the option of “Bcc me a copy of this message”. This feature will also
send you a copy.
5. Type in the Subject: box it what your email is in regards to.
6. Type in your message under email body. Your email signature will appear at the
end of your message. (For your email signature to appear, you must first add your
signature under “Settings”, in the “My Matrix” tab.
7. Click the “Send” button to send the email.
After the email is sent you will see an Email Sent confirmation message with details.
Keep in mind that this message indicates that the message was sent, not that it was
received. Note: If you have emailed to an invalid email address, a notification will be
sent to your public email account.
To perform another search, click on the “OK” button, and you will be returned to your
search.
Email History
Matrix keeps track of all emails you send through the system for 90 days. To view your
email history, click on the “My Matrix” tab and then the “Sent Email” link.
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You can “Search” your Sent E-mail, or Show Emails sent by choosing a “Filter” from the
drop down box in the top right of the screen:
Click on any column header to sort the emails by that column in ascending order. Click
the column header again to sort in descending order.
To see more detailed information click the dropdown arrow to the left of the screen:
Note: The information in this system is dynamic, so that you will be viewing the listings
as they are at the time you click the links. This means you will be able to see their
current status.
In the Auto Email section, you can view the date/time that the recipient first viewed the
listings and when they were last viewed.
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Chapter 15: CMA Reports
To prepare a CMA (Comparative Marketing Analysis) report you must first conduct a
search for similar properties. (See Chapter 4-Performing Searches).
1. Select the listings for the CMA, by placing a check mark in the box next to each
listing desired.
2. Click on the “CMA” button at the bottom of the page.
3. The CMA Wizard will now walk you through the steps along the top of the
screen. You may first select a Contact Name, Create a New Contact or simply go
to the next step in your CMA.
4. Click on “Pages” to select the pages you would like to include in your CMA, you
will be able to choose pages from Cover, Subject/Adjustments, Comparables and
Static. Note: Click on the “+” next to each choice to see pages available under
that tab. The pages chosen will determine the tabs that will appear at the top of
your CMA that you will then be able to click on and complete. To select multiple
pages, hold down the “Ctrl” key on your keyboard as you make your selections.
5. Click on the “Subject” button. Choose from one of the three options for entering
Subject Property Information. Type in the subject property fields manually. If
your subject is already in the MLS, type in the Listing number and click the “Fill”
button to auto-fill the fields and property photo. You may also click the Search
for a listing link to locate a previous listed MLS Property.
6. Once your Subject property information has been entered, click “Cover” and
choose the cover desired and fill in the appropriate Cover Page Information.
7. Next click on “Comparables”. This screen displays the Comps that have been
chosen, allows you to remove, search for additional or add comps from a Cart.
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8. Next click on “Adjustments” if you need to make adjustments to any of the comps
that you have chosen. Matrix lists all of your selected comps on the left hand side
of the screen. On the right side of the screen you will find the fields for the
Subject and Comps. Click within the text field at the top of the column for the
field you would like to adjust (only certain fields allow for adjustments). Enter
the appropriate adjustment dollar amount. The system will then automatically
make the appropriate adjustment.
9. Once you have made all the adjustments click “Pricing” and type any information
that you want to communicate about the suggested price of the home under the
Suggested List Price information.
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10. Then click “Finish”. You will be able to view the information contained in your
CMA, then decide if you wish to print or E-mail the information. If there is
anything you wish to change, you can click on the tab where the change is
needed, make the change and go back to view and either print or E-mail the
CMA.
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Locating Your Saved CMA’s or Deleting CMA’s
To locate the saved CMAs:
11. Click on the “My Matrix” tab.
12. Click on the “CMA’s” link under Contacts.
13. This will pull up a list of clients/saved CMA’s. Click the dropdown arrow to the
left of the CMA for the options to Edit, View, E-mail or Delete the CMA.
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Chapter 16: Saved/Automatic Searches
This is where all your saved searches are located. Saved searches are a quick way to rerun frequent searches. You can optionally set your saved searches to email your contacts
with any new matching listings as they appear on the system. You can select saved
searches and click the “Update Selected” button to obtain counts of new matching
listings.
1. Within the “My Matrix” tab, click on “Saved Searches” or “Auto Emails”.
You can also get to Saved or Auto Searches through Contacts.
2. Locate the Saved Search. Note: There is information and links for the saved
search.
Changing the Saved Search Settings
To change the search name, description or primary email contact:
1. Click on the “Settings” link.
This will take you to the Save Search screen.
2. Type in a new name or description for your search, or select a different primary
email contact.
3. Click the Save button.
Revising the Search Criteria
To revise search criteria follow these steps:
1. Click on the “Revise” link. This will take you to the search screen with your
original search parameters.
2. Make changes to the search parameters.
3. Click the “Save” button.
Running a Full Search
To run a full search based on your current parameters, select the “Full Search” link.
Running Date Since Search
This function is used for “non-Auto Email” saved searches. To run a search for all new
and updated listings since you last ran the search, follow these steps:
1. Click the “Date Since" link.
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Matrix will run the search and take you to the search results page.
2. Click the “Back to Saved Searches” link at the top of the screen to go back to
your Saved Searches list.
The saved search timestamp has automatically been updated plus it will list how many
listings since the last run.
Running a Market Update
One or more saved searches can be performed.
With “Market Update,” you can get new and updated listings for one to ten saved
searches at one time. Use the most recent timestamp or set your own date.
Single Market Update:
1. Click the “Market Update” link.
a. The “Use Last Run Date” is based on the last date a search was
performed.
2. To set your own date, type it into the “Specify Update Date/Range” field.
Follow the example date formats.
3. Click the “Search” button. Your search results will appear.
4. Select the “Back to Market Update Options” or “Back to Saved Searches”
links.
Multiple Market Updates:
You can select up to 10 Saved Searches and perform multiple updates at one time.
1. Select “Saved Searches” by clicking the check box to the left of the search name.
2. Click on the “Update Selected” button.
a. The Use Last Run Date will use the last run date for each selected saved
search.
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3. To set your own date, type it in the “Specify Update Date/Range” box. Follow
the example date formats.
4. Click on the “Run Update” button.
The Saved Search screen reappears.
5. Click on the “Updated Listings Since Last Run” link located below each saved
listings to see the search results.
If desired, click on the “Back to Saved Searches” link to return to the Saved Searches
screen.
Deleting a Saved Search
To delete a saved search, follow these steps:
1. Click in the check box to the left of the Saved Searches you want to delete.
2. Click the “Delete” button and confirm the deletion.
Auto Email – What is it?
Auto Email allows you to set up a saved search to automatically email new listings and
listings that have changed in status or price to a contact. Matrix will send them out as
soon as they are entered into MLS. As a result, your Contact will receive up to date
listings based on the email schedule that has been set up.
Note: There is a limit of 500 listings that can be sent per email.
Enable Auto Email
To set a Contact for Auto Email:
1. First you will want to run a Search for the Contact.
2. At the bottom of the Search Results screen, click on “Save As”
3. Then click on “New Auto Email”.
4. The next screen will require you to Select the Primary Email Contact, or click to
“Create a New Contact”, and then fill out the rest of the screen with the
Automatic Email Settings.
5. Type in the CC: and/or BCC: email addresses if applicable.
6. Check “BCC me a copy of all emails” box if desired.
7. Type a subject in the “Subject” box (required).
8. Add a message in the “Message” section if desired.
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9. You would then choose how you would like your contact to receive their emails.
Concierge Mode
Concierge mode is an additional type of Matrix Auto Email where you review matching
listings before they go to your client for viewing on the Client Portal. This can be handy
if you need to use a broad set of search criteria to catch all the possibilities but you don't
want to bother your client with listings that may not be an exact fit. In summary, the
process works like this: create a new Auto Email and select Enable Concierge Mode
instead of specifying a schedule. When Matrix advises you there are listings to review,
decide which listings to approve and which to reject. Only those you approve are emailed
and made available on your client's Portal. While a Concierge Mode Auto Email will
require more work on your part than a standard Auto Email, it may be just the ticket for a
client that you want to manage closely.
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For a regular Auto-email schedule you have three options.
Daily – Select AM/PM any day of the week. AM setting is emailed at approximately at
8:00AM and the PM setting is approximately emailed at 6:00PM.
ASAP – As soon as a listing and/or a status or price changes, it is emailed. Note: Your
contact could receive several emails a day. If so, consider changing to a daily schedule
instead.
Monthly – Sent once a month. Suggestion: If there is a client who is not going to
purchase for a while, this is a good option. It will keep the client abreast of the market.
Select the desired schedule. Click the “Save” button. The system will return you to the
original Search Results screen and your client will be set up with Auto Email and a Portal
to manage their listings. You can access your Contact, the Auto searches and Portals all
through My Matrix.
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Chapter 17: My Listings
Within the “My Matrix” tab, then “My Listings” link takes you to a summary screen
that gives you a quick way to view all of your listings. You can view your Active and
Off Market listings by property type, plus your Active office listings
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Chapter 18: Custom Displays
Custom single line displays can be created by setting up your choice of columns plus
other options.
1. Click on the “My Matrix” tab, then “Settings” and then “Custom Displays”.
2. Select from the drop down “Table Type”.
3. Select from the drop down “Table List Menu” the property type.
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4. Click on Add button.
The Build Custom Display screen appears.
5. Type in the Display Name.
6. Select the fields from the Available Fields Column
7. Click on the Add button. Remove fields if necessary. Change order of fields if
necessary.
8. Re-label fields if desired. Select field in the Selected Columns and type in the new
label in the Label field.
9. Each column has its own default screen pixel width. One inch screen width equals
about 50 pixels. If desired, change the width. Note: It could take a couple of
attempts to obtain the correct width.
10. Select the Alignment for each field column.
11. Special Columns will add special features to your display.
The definitions of the Special Columns are:
Check Box –
Will display a check box to the left of the listing.
12. Click on the Save button when you are done creating this custom display. This will
save the display and take you back to the Manage Custom Displays screen.
Editing a Custom Display:
1.
2.
3.
4.
Click the Custom Display Name that you would like to edit
Click on “Edit”
Make any changes to the custom display
Click the “Save” button.
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Changing the order of the Custom Displays:
To change the order of the Custom Displays:
1. Select the “Name”.
2. Click on either the “Move Up” or “Move Down” button.
Deleting a Custom Display:
To delete a custom display, follow these steps:
1. Click the Custom Display Name that you would like to delete
2. Click on “Delete” button.
3. Click on “OK” button to confirm.
Viewing your Custom Display:
To access and view your display, follow these steps:
1. Perform a property search.
2. Click on the “Display” drop down menu.
3. Click on the name of your custom display.
Note: Your customized displays will appear at the top of the list with a “my:” prefix in
front the name of the display.
Editing your Custom Display from the Search Results Screen
To edit your custom displays, follow these steps:




From the search results screen with your custom display selected, click on the
Edit link next to the Displays pick list (at the bottom of the screen).
This will bring you to the Manage Custom Displays screen.
From here you can add or remove fields to the Selected Fields box, select or
deselect special column icons, change the label or width of the columns, and/or
move fields up or down in the report fields box.
If you wish to rename your report, click in the text box labeled Custom Display
Name and give this display a new name. If you want to keep the display the same
name, click on the Return to Search button. If you have renamed your display,
now you may click on the Save button.
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Printing the Custom Display
Custom Displays can only be printed by using the Print Page option. Refer to Chapter
13-Print Listing Reports for printing.
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Chapter 19: Open Houses
Searching for an Open House
1. Click on the “Search” tab and then the Open House search link for Public and
Broker Open Houses – the Open House search link is at the bottom of the page.
2. Enter the criteria for the type of property.
3. Select the “Open House Area(s)” by clicking on the areas or typing them in to
field box.
4. Click the “Search” button.
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Chapter 20: STATS
An important development for Matrix is the addition of an entirely new statistical
module. We're just calling it "STATS" for short. Using STATS, you can generate charts
showing various aspects of market activity. These charts display on the screen and can
also be printed and emailed. STATS come with default templates you can use to
generate standard charts. The real power of STATS is the ease with which you can tweak
the time periods and other parameters to create a higher level view of the market.
Work through the three tutorials that follow to learn how STATS functions.
In STATS, a "Preset" is a template you can use to quickly generate a chart based on a
predetermined series of settings.
STATS recognizes two types of Presets:
System Presets are available to all Matrix Users. You can make copies, then modify the
copies to serve your own purposes.
My Presets are those you create yourself and which are only available to you. You can
create, copy, modify and delete your own Presets.
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Choose a Preset and Generate the Chart
For our “CDOM” example, choose the system Preset called “CDOM”, then click the
“Generate” button.
When the calculation is complete, the Chart panel will display with the CDOM chart.
The search criteria that STATS has used to generate the chart is shown beneath. Get in
the habit of checking your search criteria, since STATS may have to tweak it to make a
sensible chart.
Print Your Chart
Click the Print button at the bottom left to open the Print window. At the bottom of the
Print window, use the Hide Chart or Hide Tabular Data buttons if you only wish to
print one or the other.
Then click Print to send your Chart and/or its table to the printer. Then click the Close
Window button to return to STATS.
Email Your Chart
Click the Email button at the bottom left and email this chart to yourself. Decide if you'd
like to send the chart only or if you wish to include the underlying data. Adjust the email
subject and add a message, then click the Send button in the upper right. After the
message is sent, click the OK button to return to STATS.
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Customize the CDOM (5 Yr) Preset
Click on the Customize tab to access the various settings that STATS has used to
generate our CDOM chart. You can make any changes you like then examine their effect
by clicking the Generate button again. Start by clicking Show Advanced Options and
Show Style Options. Then try these changes:





Change the Time Frame to Year To Date . Click the Generate button to see the
result.
Change the Statistic from Days to Sell, Median to Days to Sell, Average. Click
the Generate button to see the result.
Add Days to Sell, Median as a Secondary Statistic. Click the Generate button to
see the result.
Change the Chart Type of either or both the Statistic and the Secondary Statistic
between Column, Line and Smooth Line. Click the Generate button with each
change to see the effect.
Play with the Chart Style options for colors, showing data points and/or
employing a 3D representation. Click the Generate button with each change to
see the effect.
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Save Your Own Preset
Adjust the settings here on the Customize tab as follows:
・ Time Frame: Year to Date
・ Statistic: Days to Sell, Average
・ Chart Type: Smooth Line
・ Secondary Statistic: Days to Sell, Median
・ Chart Type: Smooth Line
・ Group By: Month
・ Color Palette: (your choice)
・ Display Data Points: (your choice)
・ Use 3D Chart Style: off
Now click on the Save tab and give your new Preset a name like "myCDOM". Then click
the Save a Copy button. When you next visit the Presets tab, notice how you have a new
"My Presets" entry of this name. It's available for you to use any time you visit STATS.
Using Your Preset with Other Criteria
Now that you've saved your first personal preset, just like the System Presets, it can be
used with other searches too.
Enter STATS by clicking on the Stats button as we did above. Select your new Preset
called “myCDOM”, which you'll find in the My Presets section of the Presets panel.
Then click the Generate button.
In the Chart area, STATS will build the two-line chart showing both Average and
Median CDOM, as it did when we created it above. Note, however, that the criteria
section below shows the underlying data is based on your new search criteria.
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Change Your Criteria within STATS
If you'd like to modify the search criteria STATS is using to generate a chart, you don't
have to exit STATS to do so. Just click the Search tab near the top of the screen. This
will open a criteria window allowing you to make changes.
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Other Notes on STATS
Click on a System Preset, then click its down arrow to save a copy as a personal Preset.
Do the same with one of your personal Presets and you can also save it (if you've made
changes to it) or delete it.
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Chapter 21: Speed Bar Search
Matrix Speed Bar search is a fast and easy way to run a search for basic MLS criteria.
You can also use it to search by MLS #, Address or even to look up an agent or office.
In the example below the search would pull up: Active properties in Ladue, priced
between $500,000 and $750,000 with at least 4 bedrooms.
The Speed Bar can be used right from the Home Page. No need to click to a search
Screen.
It can also be used to revise criteria from the Search Results page. Be sure to click the
Question Mark located on the left side of the Speed Bar to find out exactly how to use
this great tool. It has a link to a Speed Bar Reference Guide that will tell you exactly how
to type the speed bar criteria in.
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