# Calculate it for ME!

Did you know that Dotloop can do calculations for you!  Super cool, so let me show you how it works.  First let me explain a few perimeters.  In order to do the feature we are discussing you MUST be in the “Templates” and you must be in the “original” of the document for the option to appear on your document.  There is a way to make a document an “original”, but we will save that for later.

Once in the original document (either for the office on the admin side or your personally in your own template folder) click on the field that you want the “answer” to your formula to be appear in.  Then click the little “calculator” button at the top right.

Now that you have clicked the calculator, the “formula box” will appear and you can move it around on the screen a bit so you can see behind it.  From here you notice that it turns the entire page into an excel spreadsheet and adds all the identifiers to each text box field.  Type “=” and then what you want it to do to give you the desired answer.  See the examples of a “Simple Formula” or “Format Formula”.

Simple Formula

Format Formula

Notice in the images above the difference between the two answers how it shows the decimal point and the “.00” after the whole number.  Another great option is doing the “Textifying” which turns numbers into words.  Make sure when you do this, add true or false after it because it answers the question on “Is this a dollar amount?” True = Yes, False = No.  Textify formula is “=TEXTIFY (T##, true)”

Textify Formula

If you want o know all the great formulas and how to enter each of them, they can be found on Dotloop’s support website at this page: Formula Calculations

So you are probably wondering about getting the “original”, so here is the “trick”.  If there is a document that you have on Dotloop that is interactive but not your original, here is the trick to “customize it”.  First I want to explain that this is used for if you an office that can’t find the original or if a new version of the contract or form has been published and you don’t have it back from the Dotloop document team.  1. Upload the PDF (or “copy to” and select “flat PDF”) to the folder you are working in.  2. Open the document and click “File, Apply Template” then select the same document with he “fields” on it.  For more information, details and descriptions, visit the other blog post about Apply My Template..

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

# The Best of Beta

In case you have not noticed, there is an option where you can access the “new and improved loop page”.  There are many things to love about this new look, including the sleek and fresh view so let’s go over some of the features including some personal favorites!

At first glance you will notice the light bright look with color accents, and no more big circles, instead you have tiles with the circle in the bottom right corner.  It’s important to note that with the beta version only the loop page has been updated.  When you go into a loop or into other tabs, you will not see the new look and it will go back to what you are used to.  If you want to go back to the version you are used to, just click the top right where you see the words “Go Back”.  The development team also wants to know what you think of these new features and have added their email to send comments to: beta@dotloop.com.

Let’s start at the top right, when you click on your photo (provided you have one on your account), you will still see your “Member ID” and “My Account”.  The new things added here are the customer service number (easy to find and they are awesome at answering your questions) and a “Search Profiles”.  For people like me that are in multiple offices as an admin and help many offices with training and support, this is one of the best things to have here!  If you are like most people and only have one or a few profiles, then this feature may not mean much to you.  The “Sign Out” has moved to the bottom of the dropdown.

Notifications and Activity Log are still the same and at the top left and will take you back to the current view (not updated yet).  Ok, here comes one of my favorites and personal requests!  In the Filers you can now “Save Custom Filters”.  No more checking them and unchecking them individually!  I have my first two already set up and saved, one I call “Working Loops”, these are the: No Status, Private Listing, In-Progress, Active Listing, Under Contract, Pre-Listing, Pre-Offer and New.  My other one is “Completed Loops”, which includes: Sold, Leased, Archived and Done.  You can create other searches and even include review stages and tags in your searches.  You can even “search” all of the loop types, statuses and tags.  Once you have selected the items you want to filter, you will need to click “Apply” to use those filters or “Save” to keep the list to search again later.  This is also where you “Clear” your filters to see everything.

The same sort options still exist: Creation Date, Last Updated, Transaction Price, Listed Date, Expiration Date, Closing Date, Submitted for Review Date.  Instead of clicking it twice to change from ascending to descending, there is now a new button for it next to the sort.

Now for the loop tiles section.  The each tile represents a loop and you will notice the picture shows at the top of the tile with the “last updated” date at the bottom of the picture.  Below that you will see the address or loop name.  Next you will see the Transaction Type and Loop Status which both of those can be changed from the main page.  The very bottom shows the “List Price”, which I don’t think is the best choice of items to be listed, because only the listing agents care about the list price.  Since this is a “beta” version, there is a possibility that this could change to something else like “Sales Price” or “Contract Price”.  Now to the bottom right is where you see the circle that is tied to the loop percentage and inside it you will see the “Closing Date”.

That’s pretty much it for the new look and I’m looking forward to all the new cool stuff that will be updated within the other pages when everything goes live for all!

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

# No More Duplicates!

With more and more people using Dotloop across the country and in different offices and different companies, duplicates can be an issue if you don’t know some tips to prevent them!  First, my approach to this subject is I want to teach you the preventative measure first and then the reactionary next.

First the Listing Loop:  For every listing you have, you need to do these 3 things to all of them:
1. Loop Status of “Active Listing” – Loop Type will be either Listing for Sale or Listing for Lease in order for that status to be an option.
2. Identity the Role of the “Listing Agent” – This is as simple as selecting listing agent next to your name in the loop, provided you are the listing agent.
3. Add the Address and/or MLS # to the View Details of the loop.
Once these 3 things are done, then your listing will be “searchable” and can be seen by agents when they go to create a loop.

Since the address is not added to the View Details, this loop is not “Searchable”.  You must do ALL 3 of these items in order for your listing to be searchable.

Next is the Buying (Selling) Loop:  When you go to create a loop, search for the property address for the listing you are about to make an offer on.  There are 3 places that you can search for a listing: 1. When you create a Loop, 2. In the View Details above the property address fields, and 3. On the Autofill screen above the address fields.  A few tips to help  your search:  First try searching the house number OR street name OR MLS # because some agents will enter an address with a space or period in the address and that can make it more difficult to find.  Personally I recommend not using periods in the address.

Once you have found the property, it will show you the listing agent’s name (which comes from #2 above) and it will display the MLS # and list price if you have them entered.  Depending on the place you searched it will ask you if you “want to save time and import data” and of course say YES!  So some important things to note here.  The Loop Rules still apply which means: “Anything you add to the loop is private, until you share it” which means that no one will see any of your documents even if the Buying agent selects to connect to the listing agent’s Loop.  The only exception to this is if you are using the Easy Offer (for more info on that, refer to that blog post).

The cool part about these items is that it connects the loops together so the listing agent will not get a second, third or fourth loop when an agent sends an offer, instead it will come in as an additional folder in the Same Loop!!!  From the Buying side, the listing agent will not get the offer or see anything until you “share” the offer to them so no worries there either plus it autofilled the view details so you had less things to type in, that’s what I call a win-win!

OK, so you didn’t know all that and you have a duplicate loop.  My first reaction is NOOOO, I don’t want a duplicate!  So here is how you fix it.  I have to start by telling you that you MUST do this from THE BEGINNING!  Do not think that you can merge it from the end of the transaction, because it won’t work!  I have an entire post written just for Merging Loops, and it explains everything, so click here to access it.

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

# Picture This

Most of the people that read this blog have attended one or more of my classes and I appreciate all of you!  Each and every class is different and has it’s on personality.  As those of you know that have attended a class, I take a “class selfie”.  I usually post them on Twitter and/or Facebook shortly after the class but some of you my want to go back and find your “class picture”.  Here is your chance.  I have posted them all on my Flickr account and linked them to my training website.  I have attached a link for anyone that ones to review them.  They are organized by year so have fun going down memory lane.  Feel free to save, post, tweet, share or print, feel free to tag me!!  Facebook: Carolyn  D Thompson, Twitter: @Carolyndt, Instagram: icarolynt, Flickr: CarolynThompson7

iCarolyn.com Post with pictures

It’s time for another great year and if your office or association would like to have me back, feel free to call, text, or email me to set something up!  Let’s see if I can beet 2017’s numbers: 120 Dotloop Classes Taught, 2,274 Students, 20 states.  I’m still working on my 50 state goal and looking to train in Alabama, Alaska, Arkansas, Connecticut, Hawaii, Indiana, Kentucky, Maine, Mississippi, Montana, Nevada, New Hampshire, Rhode Island, Washington, West Virginia, Wisconsin, Wyoming (17 left).  I’m a certified CE instructor in the following states: Oklahoma, Michigan, Georgia, South Dakota, Montana, Kansas, Maryland, Utah, New Hampshire, South Carolina, Washington, Missouri, and Florida.  If you want to attend another class or want to know where I will be, I have posted my calendar online and you can find it here: Carolyn’s Calendar.  I try to keep it updated as much as possible, but sometimes I get behind if I’m really busy, so you can always message me to check in.  Happy Looping!!

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my real estate website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

# Happily Aligned Center!

This one is for those of you that like things “centered”.  This one just makes me smile thinking about it!  How many times have you typed some text in a field and it is all the way over to the left and you wished it had some “space”, well you can with a click of the button, move all the text to be “centered”.  First click and drag over all the fields you want to align this way (text, name or date field).  Do not click and drag over signatures, initials, check boxes or radio buttons or this will NOT work.  Now that they are selected you will see at the top the menu of options and close to the middle you will see some lines.  Click on the one that has them centered and it says right above it ALIGN CENTER and done!  You can also use this trick to align all the text boxes on your templates so that they will always be that way each time you use that form!

Don’t forget, while you are making these changes, you can also add any “default” information that you use 80% of the time.  It’s the 80/20 rule, if you do something 80% of the time then that is what you should have typed in.  That way you only have to change it 20% of the time or less.

Hope you enjoy this tip because it is a big hit in class!  Keep in mind that if the office admin makes these changes to the office documents in the templates, then it will be applied to all agents within the office.  Likewise, if you make these changes on your own templates, it will always be that way when pulling in that document.  Remember, if you need to do something more than once, you need a SYSTEM and this is a great one!

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my real estate website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

# Editing Heaven

This part of my class gets so many people excited and they always want to know if I have more information, so here we go!  Let’s start with a blank PDF.  If you have a document that you want to turn into your own customized form, then these tips will make you very happy, especially the “OCD and willing to admit it students”.  I’m going to be giving you tips from both the PC and MAC users so look for the one that applies to your type of computer.

Load your document in your loop or templates, “drag and drop” is my favorite way to put a PDF in the loop.  For this we are going to add a lead based paint document in the loop.  Now that you have a document, open it.  At the top you will see “add” and you have several things you can add to a document.  Many of these items share the same properties and options for shortcuts.  Let’s start by adding some initials.  After you click on “add initial” at the top, you notice that it follows your curser.  Put the TOP LEFT corner in the place you want it to be.  When editing using these shortcuts, the top left is the fixed point and the bottom right is where they will move from.

To MOVE the field added, hold your SHIFT KEY down and then select the arrows to move the direction you want to move the box to.  If you press the right arrow key it will move the box right, if you press the down arrow, it will move the box down and so on.

To RESIZE you will want to hold the ALT KEY on a PC/OPTION KEY on a MAC and then move the arrows away from the top left to make it larger or toward it to make it smaller.  For example if you want to make it smaller, then you will need to hold the ALT KEY/OPTION KEY and push the left or up arrow.  To make it larger would go the opposite direction, by holding down the ALT KEY/OPTION KEY to the right and down.

Another option for resizing is best used for a “radio button” but can be used for many fields.  If you have clicked on or if an item is highlighted, you will see at the top right the “more” and when you click on it you will see the “advanced” and once selected will it will open a new box and display the exact pixels for the field highlighted.  You can alter the size of the item be changing the pixel number to higher to increase the size and lower to make it smaller.  You have the options of the X and Y axis which is hight and width.  The radio button is the one button that does not have the arrow to increase or decrease the size with the mouse and this allows your to still resize it.

To DUPLICATE you will combine buttons and hold both the SHIFT AND ALT KEY/OPTION KEY and then push the arrow in the direction you want to duplicate it to.  If you have placed an initial box, then resized it to the correct proportions and need another one exactly like it, then use this tip to duplicate another one.

A lot of times we need to have more than one client initial or sign so a great way to prepare a form to be used for either 1 or 2 buyers then you will want to GROUP.  This is very easy to do and extremely helpful.  Once you have put the initials, signatures or radio buttons on the page, you will need to “click and drag” over each of the items you want to group.  You will notice that they will be highlighted and at the top of the screen (in the menu area next to “assign”) you will see 4 squares (either red or blue) and then when you hover over it you will see the word GROUP above it.  Once you click it, they will be grouped together and will show white with the word UNGROUP above it, signaling they are already grouped together.  Once you have them grouped accordingly, you will need to also ASSIGN it to the ROLE  that you want to be the one to sign or select it.  What this does is makes it so that you can only have 1 of the items grouped together initialed, signed or selected by each person.  For example, if you have 3 items you have “grouped” then only one can be selected or if you have 2 initial boxes grouped then if they are assigned to a buyer then only 1 buyer can initial in each  of the group.  They can not initial both, it’s what I call “client proof”.  Very helpful for setting up templates and not wanting to duplicate efforts.

When you get the document the way you want it AND you want to use this as a template again, then under “file” at the top you will see an option that says SAVE AS TEMPLATE.  Then it will ask you about saving your work and I would say “yes” and then you will be prompted to select a place to save the template.  It will only allow you to put this in one of your folders in your templates and not in an office template so if you don’t have a custom folder created in your templates, you may want to do that first.  Now that your template is created, you can use this on other documents over and over.

APPLY TEMPLATE is how you use the template that you just created.  Open a document that you want to apply a template to and click the “file” and APPLY TEMPLATE, then select the template you want to use.  This can also be used if you have an updated document that needs to be slightly edited.  For example, your real estate commission or association puts out an updated version of a form already in Dotloop.  You have it as a PDF from the commission or association and load it into your loop or templates and then APPLY TEMPLATE and select the older version to layer over all of the fields from the old form onto the new one.  Then you can adjust the boxes as needed to be in the right place sets for the new version of the document.

One thing to note is that in order to save the templates and apply the templates, you will need to have Dotloop Premium.  If you are not a Premium user, you will need to upgrade in order to use these two features.  If you want to know all of the custom features and everything that you can do for all of the shortcuts, they are called “Hot Keys” and this is a link to the Dotloop support page with Hot Keys.

Two more tips: COPY and PASTE which are also shown on the bottom right of your screen when you are in a document, but here is how to use them.  First to COPY you will select or click on the item(s) you want to copy and then push these buttons on your keyboard together once: PC – CONTROL+SHIFT+C or MAC – COMAND+SHIFT+C and then click somewhere else on the screen or page you want to past them on and click all together once: PC – CONTROL+SHIFT+V or MAC – COMAND+SHIFT+V.  Then it will follow your curser and when you click, it will past the item you copied where ever you click and if you hold your SHIFT key down, it will allow you to past it multiple times until you let go of the SHIFT key.

I hope you enjoy these tips on Editing Heaven.  If you would like to have me come to your office to show you even more tips and tricks, complete the information below to get the ball rolling!  You never know what state I will be in.  I have trained in 34 states now and have 17 left to go (including D.C. as one of the places I have trained).  If you are in one of the 17, I’m ready to come your way!!

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my real estate website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

# 3 Amazing Dots

Many times we work in a program or system and we want to do something that we don’t see on the main menu. In Dotloop if you are looking for more things to do or more information, it has 3 little dots next to documents, folders, people and tasks. I have many names for the “3 little dots”, I call them: click right here, you want this, find more stuff and any other combination of 3 words that makes you think to click on it to find more features.

Folder 3 Amazing Dots will list items affiliated with folder options such as: open all, share all, rename, duplicate, archive. Open all will allow you to view and/or edit all of the forms in the folder at once by scrolling through them. The other 3 are mostly common since: rename the folder, duplicate the folder or archive (hide) the folder.

That’s the basics of the “3 Amazing Dots”. It looks like a lot, but it just a matter of clicking the 3 little dots to find out what options are available so go check out the 3 Amazing Dots and explore what you can do!

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my real estate website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

# Attach My Association

You might be using Dotloop because your offices uses it or you might be an individual that chose to use it for your business and either way you may want to know how to attach an office or association to your account. Start by signing into your account and then click on your picture (or people icon if you have not added a photo) at the top right of your screen.

Then go to the “My Account” link. This will take you to your personal account information. On the left side of the screen you will see the word “Profiles”, click on that and go to profile that you want to attach to an office or add an association. If you only have one profile, that’s an easy choice. If you have more than one, then one could be connected to your office and the other could be personal or say “Default”. You can also change the names of each profile on this page.

Once you have the profile selected, scroll down a bit until you see “Add Association” or “Add Brokerage” (if not connected with an office). You can attach only 1 Brokerage or company per profile, but you CAN connect more than one association to a single profile. For this example, we are going to attach an association since that is the most common.

Click “Add Association” and a window will appear with the default search to be the state you are located in. You can delete the state name and type whatever name you are looking for. Keep in mind if you are used to calling an association by the acronym you should search the full name for example: GTAR should be Greater Tulsa Association of REALTORS®. You can also search for a commission or state board. Once you find the one you are looking for you may notice a green check mark next to the name. This means that they association, board or commission has provided those forms to Dotloop and they will typically be updated when new forms come out. If you do not see the check mark, that’s ok, you just may not have all the forms or they may not be updated.

The next screen you will see will be one of two things: 1. It will ask for your NRDS ID (National REALTOR® Identification Number) or your MLS ID and it will also auto fill your last name. This is to insure that you are a member in good standing with the board or association and have the rights to use those forms. If you are not licensed in that state, it will not give you access to the forms. 2. It will ask for an invitation code. This is another way for associations to control who has access to their forms. In this case, you will need to contact the association or board to get the invitation code. They will then give it to you if you are a member in good standing.

Once you have entered the appropriate information, you will have the library of forms connected to the association or board that you just added. The forms can be found in your “Templates” and will be listed usually with the name of the association or board you added. You will not be able to edit the forms in that library folder, but you can copy any of the forms to your own folder in templates which will allow you to then customize the forms to suit your needs. For information about customizing forms click here.

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my real estate website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

# What Filter?

Ok, so one of the most common support questions that people have concerns “Filters”. In class, I explain it as, “Have you ever thought you lost a loop?”. What I mean by that is that, you can’t seem to find it, but you remember creating it. It is usually a matter of clearing your filters and it appears.

First I would recommend you toggle to the “list view”, circle at the top right below your photo with 3 lines in it or if you are on the list view it will have 4 boxes in the circle. Another way to know you are on the list view is that you will see a search bar at the top.

Now that you are on the list view and can see the search bar, type in something in one of these categories which applies to the loop you are looking for. Categories are: street number, street name, city, state, zip code, MLS #, or Loop Name. Every time you are searching in the search bar, the system is looking through these 7 categories. If your loop is still not listed, then click at the top under the main menu items on the “filter” and the top will expand and show you what things you are being filtered for currently. Click the “clear all” button on the right and then click “Filter” and it will show you every loop regardless of status or category. Poof, they should appear. If your loop is still not there then change the text to are searching for or if you are using more than one account or profile, it could be on another account or profile, in which case you will need to toggle to the other profile and repeat the search and clear the filters again.

Once you are done and ready to go back to the original search list, just select the items you want to view, for example, I check all except: sold, leased, archived or done.

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my real estate website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

# 2016 Recap & 2017 Tip

It’s now 2017 and so much happened in 2016.  Most of the people that read this blog have attended one of my classes and I wanted to take some time to say “Thank YOU”.  I have enjoyed traveling the country and meeting so many new people.  I taught 108 classes in 54 1/2 days and spent 39 days traveling with 14 days away at functions or on the road.  In case you are wondering, that is 107.5 days (29% of the year) on the road traveling and training.  I have now trained in 33 states, only 18 to go.  The 51st one is DC, I counted that as a separate location even though it is not a “state”, but it’s not in a state, so 51 it is!

I’m looking forward to a new year with more new friends to meet and some great places to visit.  While I’m on the subject, if anyone knows offices in the states I have not trained in and would like to help me reach my 2017 year end goal of training in all 50 states.  This list of places I am looking for contacts to reach out to is here: Alabama, Alaska, Arkansas, Connecticut, Hawaii, Indiana, Kentucky, Maine, Mississippi, Montana, Nevada, New Hampshire, Rhode Island, Utah (I will be there next week), Washington, West Virginia, Wisconsin, Wyoming.  Thank you in advance for helping by emailing or texting me with any leads.

This is a tech blog, so I can’t go without giving you a tech tip!!  Since it is the year end and soon it will be tax time now might be a good time to give you want of my favorite tracking apps for my real estate and training business.  MileIQ and a link to a referral is here: https://www.mileiq.com/invite/IIPRG.  You may not know this, but years ago for an entire year I wrote emails (should have done it as a blog!) every week on “Apps” and every four weeks I did a “Four for Fun”.  Of course I explained how it works and what it does so this is like going back to that.  Here goes!

MileIQ, it’s Free to download, but only gives you 40 free drives each month.  It is absolutely worth it to spend the \$5.99 per month or \$59.99 per year for this!

What does it do?  It tracks everywhere you drive.  Yes it runs in the background, but doesn’t take up too much battery or data.  It will show you a map of where you started and where you ended.  Starting mark is green and ending is red.  It’s as easy as “swiping”.  Swipe right for “business” and left for “personal”.  If you swipe slowly in either direction, you can select from custom categories in either the business or personal side.  A couple of cool things is that you can “name” a location so that you remember were you are going.  I name my listings so that I know when I’m going to a listing or showing houses.  You can also select “auto classify” when it pops up so that you don’t have keep answering the same question.  It is super smart and when you are done it shows you a “star” in an award type badge that tells you that month is complete.  It can send you email reports of either a month or year end which makes doing your taxes a breeze!!  Another option is adding multiple vehicles and adding the odometer for each vehicle as well.  I have some screen shots to show you how it works.

App Store showing the logo on the app and the “Auto-Classify” feature.

Business items, and categories.  Notice the “potential” at the top right and naming the locations to any name that you want. (Swipe right)

Personal drives can be categorized differently as well. (Swipe left)

Monthly summary shows the amount of personal vs business drives and the year end totals show the graph of the milage driven.  You will notice that Jan is really short because I didn’t decide to use the “paid version” until February.  The nice thing is that it did remember the drives for a month, but not all the way back.  This is another reason why I’m telling you about this now.

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my real estate website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.