About Carolyndt

I am a REALTOR in the Tulsa metro area that specializes in residential sales and training other REALTORS in technology and social media. They call me the iCarolyn because I'm also the local apple expert.

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.

list-view-searchFirst 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.

clear-filtersNow 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.

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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.

mileiq-app-storefrequant-drives

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

office-to-guarantybusiness-categories

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

school-to-officepersonal-categories

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.

monthly-summaryyearly-summary

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.

Apply MY Template!

For those of you that have attended one of my trainings this one is going to be familiar. “Remember transparencies?”  I believe if you need to do something more than once you need a system and in this case a template works great!!

For the example we are going to be creating a “Lead Based Paint – Buyer Template”.  As an agent when you are writing an offer for a Buyer we have to get seller/property disclosures, lead based paint disclosures and sometimes other forms that may be required by your state.  Since we all must have a lead based paint disclosure, I’m use a general one for the example.  Your’s may look different and you will want to do these steps with any from that you need.

Teamplate FolderFirst, go into your Templates section of your account.  You should have a folder if you have created Document Templates, then use a Buyer Packet that is YOURS, can’t use one created by the office.  If you don’t have one, click “create folder” and name it something.  Now go to the office library of forms and find the lead based paint and click “make copy” and select your folder in your templates and make sure you say “flat PDF”.  Select your folder and click “copy”.  Now you have a PDF in your folder and let’s go back to that document and you will now see no text boxes, signatures or anything fillable on it, that’s what we want.  At the top under “file” click “apply template” and select the EXACT document you originally added from the library.  This will add all the fields to the form but allow you to move and edit them!  Click “save”.

Make a CopyFlat PDFCopy in Folder

With the fields applied exactly where they should be you will need to select the seller fields like the ones at the top and the signatures fields.  Click and drag over the fields and then use a shortcut “shift-delete” (two keys at the same time).  Anything highlighted will be deleted so don’t select any of the buyer fields.  Continue this until all the fields are removed that you do not need.Apply TemplateApply Template 2

As a side note, I find some lead based paint forms are not done correctly with a “radio button” instead of “checkbox”.  If that is the case with your form you can fix it now!  How you can tell if your form is correct depends of if it will allow you to select both receive and waive the opportunity to test for lead based paint.  If you see a “check” on both it needs to be fixed.  If you see a dot then it has been done correctly and will only allow a choice and not both.  To fix this first delete the current check boxes with click-drag-highlight then shift-delete.  Now click at the top “add” and select “radio button” (one of my favorites).  Before you click hold your shift key button down on your keyboard and then let go before you click the second one.  (While holding the shift key button down when you click, it keeps the item with your cursor so you can apply more than one.”  You will need to “group” all of the radio buttons which is as simple as click and drag over all of them, in this case 2, and once they are highlighted you will see 4 boxes making a square at the top left next to the “assign” area.  The word “group” will be above it when you hover over the boxes then click on them and it will turn white and say “ungroup” above it.  Don’t forget to adjust the boxes to exactly where you want them.  Do do this, click on or click and drag over multiple items and the hold the “shift key” down and move your arrow keys the direction you want it to go.  If you need to change the size of say a text box, then you can old your “Alt”(PC) or “Option”(MAC) PLUS the arrow keys and it will change the size of the box based on the TOP LEFT CORNER is “fixed” and everything moves from it.  These are known as “hot keys” by Dotloop.

Add radio buttonGroupIf you needed to create a from from scratch an don’t use the shortcut above make sure you also “group” (mentioned in the above paragraph) the signature boxes and/or initial boxes. This makes it so if you have more than one client it will only allow them to sign/initial 1 of the grouped boxes.  This is makes it in my opinion, “client proof” so they can’t accidentally sign more boxes than we need for them to.

Save and RenameNow that you have all of the necessary changes and corrections done, click the “save” button and go back to your templates.  While in your templates you may want to rename the file “Lead Based Paint – Buyer Template” or something that makes since to you so that you know it only has the Buyer boxes/signatures/initials on it.

If you chose to do this from a loop instead of in the templates, you will need to  click on the “file” and then “save as template” at the top.  Then select the template folder to put the document it.  It will automatically name it whatever your original document is called so you may want to go in and change the name.

USING YOUR TEMPLATE – Since you have created this template it is super easy to use. Load in your loop the seller signed lead based paint (usually from MLS or the Listing Agent) and then go into the document.  Click “file”, “apply template” and select the template you just created, in this case “Lead Based Paint – Buyer Template”.  It will then add all of the Buyer only fields.  It may not be perfect based on the fact that all scans are not equal, but simply click the “save” button and use the shortcut keys (hot keys according to Dotloop) and move them around.  Now send it to your client to sign and you are good to go. (Same as the pictures above)

I have created templates like this for seller/property disclosure, estimated net/cost and other forms that I repeatedly use and don’t want to add the boxes every time.  Enjoy, most classes love this tip and I hope you do too!

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.

Global Office Heaven

In any system there are tools and tricks that you don’t fully understand the power of what they can do.  Until recently I have not used a piece of the Loop Templates.  Loop Templates are something that can be created by an admin for an office or team.  For more information on how to create Loop Templates, click here.  Within the Loop Templates, they have an option to “Make Global and Hidden”.  As you can see, this is a tip only for Dotloop offices and teams.

New Loop TemplateGlobal Purchase Type

Here is how it works, go into the “Templates” on the admin profile and at the top you will see “Loops”.  Click on “New Loop Template” and then select the type and name it.  I would recommend you name it something that says “Global” or “Office Template”.  Keep in mind that no one outside of admin will even see this name you give it.  Don’t focus on Documents, Folders or Tasks.  We are editing the “Roles” and “Loop Fields”(details) inside the loops.

Template RolesFor the “Roles” I would recommend adding a “Referral Agent” role and any other that you think your agents will use multiple times.  Next, edit the order.  I’m not a fan of the default order and it makes more since to me as an agent to have Buyer, Buying Agent, Buying Broker together and the Seller, Listing Agent and Listing Broker together so put them in an order that makes since in your market/office.

Loop FieldsNow my favorite, the “Loop Fields”, also known as the details.  Here is where you can really make the loop details your own!  Any text, dropdown or date field that you want to add, you can.  Here is an example: If you hare in a KW office you might want to ask the agent if they have “Greensheet Submitted?” as a drop down with the answers being: “Yes, because I’m cool like that.” or “No, but I’m doing it now!”  The more impressive part is that now that you have what you want in the loop fields, you can “Require” that an agent answer the question, fill in the blank, or add a date an ANY of the loop fields.  A great example would be if you want to require a “Purchase Price” or “Closing Date” for all “Purchase” transactions.

Required Submit

You will need to create another loop template for each type of loop.

Make Global and Hidden

Once you have created the template and have it looking the way that you want, you will need to click the 3 dots next to name of the loop template and then select, “Make Global and Hidden”.  Doing this means that it is going to edit the “View Details” in all of the loops created or changed into that type after you have made the changes above and clicked “save”!

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.

 

Make an Easy Offer™ Please!

Not sure if you have heard, but dotloop has a new Easy Offer™ button inside the listing loops!  This so so cool!  Many of you have asked if there is a way for a folder or documents to be automatically shared when another agent wants to write an offer, well it’s here!  So here is how it works.

Before we begin, your loop must be in the status of “Listing for Sale” or “Listing for Lease” or the Easy Offer™ will not show inside the loop.  Now that yo have a Listing for Sale, we are going to add the Easy Offer™ to it.

Easy Offer Set-upFirst, you need to create a folder by clicking “add folder” at the top right to create the folder that you will want EVERYTHING in the folder shared.  In other words, do NOT use your listing document folder to create the Easy Offer™.  If you do, it will share ALL documents in the folder.  The good news is that if you screw this up and accidentally do this, it can be undone and disconnected.

Now that you have the new folder it’s time to add the documents.  You will want to add things like the property disclosure and the Lead Based Paint disclosure (if built prior to 1978).  You add items to the new folder, let’s call it “Offer Documents”, by selecting them from the other folder and click “copy to” and chose the same loop and the “Offer Documents” folder to put them in.  It’s like a say in class, you would not give an original property disclosure to a buyer because if that deal falls through, you need to have another one so you give a buyer a “copy”.  This is the same as if you were using paper.  Another item you can add to the folder would be a blank contract so if the other agent wants to make the offer and they have not used dotloop, it will make things easier for them.

Easy OfferSo we have all of our documents in our new “Offer Documents” folder and we are ready to create the Easy Offer™.  At the top of the summary or loop page you will see a new button next to the activity log that says “Set Up Easy Offer™”.  Click the words and a new box will open up.  Select the folder to be shared, in this case is called “Offer Documents”. and “copy” to the right of the link.  This put the link to your clip board but you will need to “paste” it somewhere to share it.  Before you leave the loop, don’t forget to “save”.  A good example of this is on your website or company website.  Do not post this in your MLS without checking the rules first.  My MLS for example does not allow any exterior links in the comments or listing.  Another thing you can do with this link is have it in your notepad on your phone or computer so when another agent says they want to write an offer you can send them the link to the Easy Offer™.  You may also notice at the bottom right of the new box says “Disable Link” which will allow it be instantly disabled.

Easy Offer TipsNow you are wondering, what does this link look like?  What does the other agent making the offer see?  Well, it’s simple so let me show you below.  As you can see the loop name, picture, folder chosen for the Easy Offer™ and the documents it contains are all displayed.

Easy Offer ViewThe agent can click on anything in the loop and they are prompted to either create an account or  log in.  If the agent making the offer has multiple profiles it will ask them which one they want the loop attached to.

Easy Offer Sign InEasy Offer Sign In 2The part I find interesting is it adds the name of the agent writing the offer to the end of the folder name.  You only see this on the agent that clicked the Easy Offer and the Listing agent can not see anything they do to the document until it is shared with them.  The only way the listing agent can tell someone has connected prior to the offer being submitted is by looking at the “Activity Log”.

Easy Offer Listing Activity LogIf you want to see what a sample Easy Offer™ looks like, here is a link to one https://www.dotloop.com/my/loop/p/7RlVB26dmjo?v=1YzNC  This is a sample loop for obvious reasons even though the example above is an actual listing.

That’s it, so give me an Easy Offer™ Please!

I can be reached at Carolyn@icarolyn.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.

Shortcut Your iOS Device

I was recently at Family Reunion, which is a conference for Keller Williams agents and staff to network and LEARN!!  This year I was asked to serve on a panel to share some tips and tricks.  One of the tricks I mentioned was how to create an iOS Keyboard Shortcut.  Several have asked for some directions on how to do this, so here we go.

iOS ShortcutsGo into your “Settings” and scroll down to “General” then “Keyboard”.  Once you are in the “Keyboard” area scroll down to “Shortcuts” and then click on the “+” at the top right.  The “phrase” at the top is what you want the keyboard to type for you for example your name and company (Carolyn Thompson, Keller Williams Realty Advantage).  The second item says “shortcut” and this is where you put the letters and/or numbers you want to type to make it insert (cdtkw) and don’t forget to click “save” at the top right.

iOS Shortcuts 2The cool part is that when you create the shortcut on your phone it will also translate on your MAC as an example, it added the shortcut above when I typed those letters and I had to “undo”.  You can use this for many things.  I have the shortcut above and several others.  What about a shortcut for requesting a showing or sending a list of lenders, sharing your mobile app or any phrase that you repeat on a regular basis.  Don’t make it a single word or you will end up with creating a shortcut that will replace words you are actually trying to type.

iOS Shortcuts 3How many shortcuts and phrases can you create?  What are your ideas?  I hope these iOS Keyboard Shortcuts can help you!

I can be reached at Carolyn@icarolyn.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.