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Ongoing, the Association will be releasing issues of Matrix Memos. The purpose of Matrix

Memos is to provide suggestions, tips, and how-to guides to the Members on how to get the

most out of Matrix. If there is something you would like to see discussed in Matrix Memos,

please contact the Association. communications@carassociation.ca

Page 3: Setting Up Associate Header Footers

Page 4: Setting Up Associate Header Footers Continued

Page 5: Setting Up Associate Header Footers Continued

Page 6: Activating Client Searches

Page 7: Activating Client Searches Continued

Page 8: Handy Use of the Control Key

Page 9: Searching With Additional Criteria

Page 10: Searching With Additional Criteria Continued

Page 11: Statuses in Matrix

Page 12: Listing Status Change

Page 13: Listing Status Change Continued

Page 14: Listing Status Change Continued

Page 15: Listing Status Change Continued

Page 16: Listing Status Change Continued

Page 17: LINC Number and Geocoding

Page 18: Residence Information on Acreage & Farm Listings

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In Matrix, you have the ability to personalize your listing displays and the client portal by setting up your associate header/footer package in Matrix. In order to do this, click on the My Matrix tab, click on Settings, and click on the Header & Footer link. Once you click on that link, there are a number of choices for available Header/Footer Packages. The Associate has the choice of:

1. Not using a header/footer.

2. Uploading custom header/footer images that may have been designed for themselves or their brokerage by a graphics design artist.

3. Use the basic templates that are available in Matrix.

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Click on the radio button that is beside the option you wish to use, and then click on the Next: Set my Information button on the bottom of the page.

To upload custom Header/Footer Images, the page has separate sections to upload images for the header, the footer, the print header and the print footer. See below:

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In order to use the default header /footer packages that are available, click on the Set my information button, and the Associate will need to fill out all of the necessary information at the bottom of the screen. The Associate also has the option to upload a photo of themselves to be present on the header and print header:

The Associate has the ability to preview what the header/footer will look like by clicking on the preview button. If the Associate is satisfied with the header/footer package, they can click Save, and the Header/Footer package is set up.

An Associate can edit the Header/Footer package anytime through the My Matrix tab.

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In order to change your Saved Searches to active Auto Emails please follow the instructions

below:

From the Matrix Home Page, click to the MY Matrix Tab and then click Contacts. Click on the Contact's name and then you will see a Saved Search for that contact:

Click on Saved Search and then on the name of the search (the name of the search may just be a number followed by the word-Import). Once you have clicked on the search name you will see a Settings button, click on that:

This will take you to a screen with a blue link at the top to turn the search into an active Auto Email. Click this link:

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The screen will turn to the Auto Email set up screen. Fill out the appropriate fields and be sure that under Settings the Enabled button is on In the Matrix system, you have the ability to schedule when your client receives the email. Set that up and then click Save at the bottom of the Screen:

Congratulations! Your client search has been activated in Matrix!

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The use of the Control key allows you to choose multiple criteria in a multi select field. To choose multiple criteria, click on your first choice in the listbox, and then hold down the Control key to pick and choose the desired criteria. This can happen across multiple listboxes on the search screen, including the fields that are user addable:

In addition, the Control Key also works when adding additional fields:

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Looking to search by additional criteria in the MLS by using fields that are not on the core search pages?

Customize your search by Adding Additional Fields to the bottom of your search screen. Set it up once and then the fields are available at the bottom of the search screen every time! Simply click the Add (or Add/Remove) link at the bottom of the search screen. The next screen will have a list of field choices on the left- highlight the field you want and click Add. Once you have selected the fields, click the small back button at the bottom of that screen. That will set up and Save your choices for Additional Fields! This gives you the ability to search for criteria that are specific to condos (as an example):

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It is easy to remove the fields if you do not want them on your search page anymore by clicking on Add/Remove buttons:

Be sure to take advantage of the Recent Searches dropdown available in Matrix:

Located at the top right of your Matrix screen, the Recent Searches dropdown will provide you with links to the last 50 searches that you have run. Not only does it take your back to previous searches, it will also keep any properties that you have selected (checked). If there are multiple pages of results, it will take you back to the page you were viewing.

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Please find below the following statuses that exist for a listing in Matrix, how they are abbreviated for single line displays, their definition and whether they are on or off market:

Statuses Abbreviation Definition On / off Market

Incoming I

Pre-Active Status, the listing is not available on the system. An MLS number is assigned to it, and photos and supporting documents can be attached to it.

N/A

Active A Properties that are offered for sale and have no accepted contract on them.

On Market

Conditional CO for properties that have an accepted contract with conditions (with or without clause

On Market

Pending P for properties with an accepted contract. Prop-erties will remain in this status until they close.

Off Market

Sold S All properties that have been entered in the MLS that have been sold and closed.

Off Market

Leased L Properties that have been leased Off Market

Cancelled C Properties that have been withdrawn from the MLS and the listing agreement has been termi-nated. These listings will NOT Expire.

Off Market

Expired X For properties for which the listing period has expired

Off Market

Withdrawn W

For properties that have been withdrawn from the system prior to expiration, byt still subject to some listing broker rights. The listings may NOT be solicited without calling the original listing broker to determine their rights. Listings will re-main in this status until they expire and move to the expired status.

Off Market

Temporarily Off Market

T

for properties that have been temporarily re-moved from the Active status and are still listed with the intention of returning to active status in a short period of time. These listings may NOT be solicited.

Off Market

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When an associate needs to change the status of a listing, they can easily achieve this by going to the input tab, click on edit existing listing, and you can either enter an MLS number if you know it, or you can click on the drop down for your existing listings:

When you click on one of the listings in the drop down, you will get the following screen that has a summary of your listing at the top, and below you will see a list of status change forms, as well as an Open House form that you can use to move the listing from one status to the other.

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In addition, you will see Other Options, which is where an associate will manage their photos and their supporting documents:

Choose the form of your choice and fill out the required fields (yellow are mandatory):

Change to Active:

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Change to Pending:

Change to Cancelled:

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Change to Expired:

Change to Withdrawn:

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Change to Temporarily Off Market:

Change to Sold:

Once you fill out the appropriate information in the status change form, click on submit listing and the listing will appear on the system with the new status.

Keep in mind that you will not be able to change a listing from sold back to active, cancelled back to active, or expired back to active.

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Did you know that Geocoding is automatically done via a LINC Lat Long Table that is provided by AREA in Matrix?

The LINC field is located directly beside the map on the General tab on the Input page. Once you enter a LINC number, you must click on the “Geocode on LINC/address” link that is located directly beneath the map, and the Latitude and Longitude values will automatically populate:

The user is then immediately able to see if the LINC Lat Long table correctly placed the pin on the map. If the LINC Lat Long table incorrectly placed the pin, the user has the option to place the pin manually by clicking the link "Set the pin manually" that is situated directly beneath the map.

It is very important to ensure that your map pin is placed correctly, whether it is completed by the automatic geocoding from the LINC Lat Long table, or whether it is placed manually.

It is also important to note that in order for quick geocoding to occur and to submit your listing to the system, the LINC number must be in the following format:

It must be exactly 10 digits long.

It must have not contain any special characters, text or spaces.

It must not contain all zeros or ones.

A reminder has been posted directly under the LINC number that it is required, and the popup help also contains the above information.

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When entering Acreage and Farm listings, you will notice that there is a required (yellow) residence field with a choice of Yes or No on the General tab on the Input form. If you select “No”, fields describing the residence will not be required on the Residence/Mobile Tab. If you choose “Yes”, all of the required residence fields will need to be filled out. This allows the Associate to enter a residential or farm listing that does not have a residence very easily, as the residence information is placed on it’s own tab. Conversely, if there is a residence on the acreage or farm, the Associate has the ability to describe in detail the attributes of the residence.