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.

First, 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.

So 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.

Now 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.

The 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.

The 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”.

If 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.

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Loop Template Timesavers!

Loop Templates are something that an office can set up and help their agents me more efficient and turn in the files in a proper order.  This blog post is going to focus on office or brokerage options in Loop Templates.  Agents if your office is not using these, feel free to forward this to them so they can utilize their tools in dotloop.

Loop Templates can be found under “Templates” on the brokerage admin profile.  The top option on the left says “Loops”.  If you have not set up any loop templates, you will see a screen that says “Try it now”.  If you have, then you will see all of your loop templates on the left below “Loops”.  Click on the “New Template” or “Try it now” and get started.  It will pop up a screen that asks you to name the loop template.  You can use anything and some examples are: Residential Listing Package, Residential Sale Documents, Rental Listing, Referral (Sending, not receiving).  Once you have named it, you will also have a drop down below that asks you what kind of loop, if you are setting up a real estate transaction, you will want to select “sale”.  This will automatically add the correct fields and roles needed for that type of transaction.

At the top is where you add a folder for the documents and then add the documents.  If we are working on a “Residential Listing Package”, then we might add folders with the names: “Listing Documents”, “Offer Documents (1 per folder)”, “Inspections, Reports & Other”.  By adding the folder names the way the office wants to receive them, they are more likely to come in complete in the correct format according to your office needs.  Now that you have folders, add the documents or placeholders that you want in each folder.  I should note that you can only create placeholders in the document section and not on the loop templates, but once you create them in your document templates, you can load them into your loop templates.  If you leave your loop templates page to go create and organize the documents in the document templates, don’t forget to “save” at the bottom so you don’t loose what you have done.

The next section is for the “people”.  Offices typically don’t add many people in this section, but if you have a title company or attorney that everyone uses, then this is where you would add them.  Below people are the “Tasks”.  This is where you can add any compliance or task lists that you want to appear on every loop using this template.  The negative is that you will have to type them out and can not load from your task list templates, but you only have to type it once.  This will save you time from adding the task lists later when doing compliance.

The “Roles” section is interesting because you cad add roles that you might have wanted to use before, but were not able to edit.  A good example of this is to add “Referral Agent”.  Many times referrals are sent and received and we don’t have a standard “role” in the loop.   Along with adding roles, you can add fields of information that you want for each of these roles, for example the referral agent’s address or phone number.

The bottom is my favorite part of the loop templates, which are the “Fields”.  What is cool about this section is that you can now require information to be input before an agent can submit their file.  For example, if they are turning in a listing, you can require the agent to enter the “List Date” and “Expiration Date” and “Original List Price”.  By requiring this information, you insure that you get exactly what you need completed, filled out.  It also allows you to sort for this information as well.  If it is blank you won’t find the loops sorting by the price, list date or expiration date in this example.  New fields can also be added in any of these categories or create a new category.  Some offices have certain forms that they want the agent to complete and maybe that information has to be put into another system like MLS or franchise system.  You could add a field to ask the agent “Greensheet Completed?” and make that a multiple choice, fill in the blank or an amount.

Last but certainly not least, don’t forget to “SAVE” and in order for your agents to see these, you will need to “Enable Template” at the top of each.  Until you enable them, the agents can not see them.  This gives you time to get them the way you want them and the activate them for all to see.  There are endless possibilities with these loop templets.  Happy looping and enjoy creating new possibilities of organization for your office!

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.

Who do you Trust?

As a REALTOR®, we know many service providers.  The question is “Who do you trust to provide a great service to your clients?”  A great way to include those providers into your transactions as a Trusted Service Provider or TSP.  If you work with the same title representative, closing coordinator, or lender you can add them as your TSP so it is easier to “connect” to them, so here is how it works.

Once logged into your dotloop account, click on the “People” section and the top one on the list to the left says “Trusted Service Providers” right above the “Contacts”.  If you do not see TSP’s then you are not a premium dotloop user and this is necessary for this feature.  If you have no TSP’s added it will show a button at the bottom that says “Get Started for Free”, click on that button and it will pop up a window that asks the field the TSP is in, for example: Mortgage, Escrow/Title, Attorney, Home Warranty, etc.  Then you will enter the Name and email of the TSP.  More than one TSP can be added at a time.  They will not display in the loops until the TSP becomes a premium user.

The cool thing about the TSP becoming a premium user is that it is not just for 1 agent or office.  If trusted service provider is a premium user that allows them to be seen as a TSP for any agent or office, on all of their loops and there is no limit!  Adding TSP’s do not automatically share any documents or people with the TSP.  They only know that they have been added to a loop so you will still need to share any information that you want them to seas with any other person you add to the loop.

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.

Creating New Loops

With the new DotLoop out there are some changes in the way the system works.  This is great news because it gives you more freedom to manage your business the way YOU want to!  Let’s get started on Creating New Loops!  Log into your dotloop.com account.  You can access it through your mykw.kw.com login and then click on the myTransactions in your eEdge dashboard.  Once on your DotLoop/myTransactions home page click on the big plus button to create a loop.

Once you have created a new loop, you have several options on where to start and I’m going to take you through the “best practice” method.

1. Start with the “Edit Details” under the loop name.  When you complete the information listed in that section it will auto populate to your contracts and forms if that information is listed in the details.  I would much rather enter something once as opposed to entering it multiple times on multiple documents.

2. Add your People next.  You will also want to assign them a “role” so that the loop knows who they are to the transaction.  This will also save you time as you add documents and forms.

3. Next add your documents.  There are several ways to do this: a. Drag the file from another place on your computer and drop it in the box, b. “Select from your computer” and find the document on your computer and select it, or c. “Select from your Templates” is the best option because it allows you to use the interactive forms loaded into DotLoop.  These “templates” are your state or office forms that have been loaded and they can be grouped in folders by your office or yourself for organization and easy access.

4. The last section is for “Tasks”.  We truly did save the best for last because this is where you can manage your file.  This section allows you to create lists of things to do, calls to make, or things not to forget.  The system will automatically add an “Urgent Tasks” when you forget or chose not to sign a form.  This reminds you to go back into a document to complete it.  Once you have created your list, you can also “Create a Template” of that list so that you don’t have to retype it each time you want to use the same list.  Next time you will just select “Load Template” and you are good to go.

If you would prefer to watch a video, click here to go to DotLoop’s training videos.

Well, that’s it for the basics of creating a new loop.  Just remember, you can’t break it, so it’s ok to create a sample loop and try things out!  Happy Looping!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

eEdge on the GO!

What is eEdge on the Go?  Put simply it is our myKW eEdge section optimized for your mobile device.  Does not matter if you are using an iPhone or Android or any other smart phone, it will WORK!! Since I’m an iPhone user, these directions and pictures are going to be for an iPhone, and other than the app you use to surf the web, they will be the same.

Start by going into your web search app, like Safari, then in the address bar, type mykw.kw.com and “go”.  This will take you to the login screen and enter your myKW login and password and type “login”.

Quick iPhone/iPad Tip: Once logged in, before you click on anything else, tap on the square with the arrow button and you will see a middle button showing “kw e” and below it says “Add to Home Screen”.  Once you tap on it, it will create an icon on your phone that all you need to do is tap on the button to get into your eEdge on the Go.

 

Now that you are logged in, you will see 6 squares.  If you scroll your screen up to see the bottom, that is where you can switch market centers if you need to or click on the “myKW Full Site” if you don’t want the mobile version.

myLeads: This icon shows your number of leads in the top left corner.  When you tap on it, it will take you into another screen with New Contacts, New Messages (your eEdge messages), Search Contacts and Reminders.  Below that also lists eEdge on the Go! (back to the home screen), Add Contact or Go to Full Version.  This article is not about how to use each part of the system, so we are just going over the buttons.

myContacts: This button takes you to Search Contacts.  Enter the name, status, type, group, phone number or email and then tap the “search” at the bottom right.  To go back click on the top left corner.

Contact Messages: Straight into your eEdge messages!!  No more need to log into the system on a computer to check your eEdge mail!  Just tap on one of the messages and you will have the option for “file” or “reply”.

myActionPlans Tasks: This icon will open in a new window.  It looks like the myActionPlans in your myKW, but it is also mobile optimized.  In order to go back to eEdge on the Go, you will need to tap on the bottom right button with a number in it (number of windows open). Then scroll to the left (or right) to find the window with eEdge on the Go on it.

Market Center Intranet:  If you are in a business center, you will need to switch to your main market center for this to work.  It will show you all the features of the intranet, just in a scaled down and simple version.  The pictures will not display on posts however you can tap on the link or title and it will expand.  You can not create a post from the mobile version, but you can most certainly make a comment on an existing post.  The cool part is the calendar shows at the top under the menu and are easy to read.  This one also opens in a new window, so you will have to go back to the previous to get to the main menu.

myTransactions Tasks:  Coming Soon!  When the new myTransactions 2.0 comes out, you will be able to access your myTransactions/DotLoop Account, can’t wait!!!

There you have it, eEdge on the GO!  A new tool to use for your business so try it out today!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

DotLoop Form Sets

A Form Set can be used to save you lots of time when listing a house or writing a contract.  Inside myTransactions, powered by DotLoop are Form Sets, which is what they call groups of documents pre-selected together.  You can create a Form Set in two ways.

The first way to create a form set is to go into the “My Account” section and on the middle right list of additional options, click on “Form Sets”.  Now you will see an “Add” button at the top right of each type of loop.  Once you click the “Add” button it will take you to the form list and attachment libraries.  Select the appropriate forms for the group of forms you want.  For example if you are putting together forms for a Residential FHA Contract, then you would want to add all of your state or board forms needed.  Not only can you select from your forms, but you can also select any attachments that you have loaded.  You will need to name your Form Set at the top.  Once you have added all of the forms and attachments to complete your Form Set, click “Save & Continue” at the bottom right. Once you have saved them it will take you back to the list of Form Sets.

Click on the same From Set again and you will see “Edit Defaults” next to the forms and attachments. You can go through each from and fill in the information that is the same on every contract or listing.  For example, you are always the selling agent on your own contract so you can fill in your information.  Don’t forget to “Save & Complete” after you are done with each form.  The attachments also allow you to add the signatures, initials, text boxes or checkboxes.  (TIP: You can also use the Layouts from your office, see the other blog post about Layouts)  Once you have made all your changes, “Save & Continue” at the bottom.

The second way to create a Form Set starts the same way you select one to use.  When creating a loop, before you select the loop type, there is a drop down below the loop type that will display the current Form Sets for that loop type.  Select one and then click the loop type to create the loop.  It will ask for the address and then take you to the form and attachment.  Select the forms that you want to add to your Form Set and check the “Save” box on the right.  Click “Save & Continue” at the bottom right and then you will have the forms selected for that loop and a Form Set created.  This is the faster way to create a Form Set that you are also going to use, but it does not allow you to edit the defaults here.  To edit the defaults, refer back to the previous paragraph on how to edit them.

The DotLoop Form Sets can also be added from the broker level, but as the agent you can not edit the defaults until you save them as your own Form Set.

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

Quick Add a Client to a Campaign

Now you have a campaign going and you want to add a client.  There are a few ways to do this, but the simplest for a single or just a few clients is to do them individually.

First, sign into your myKW.KW.com and click on “View Contacts” in your eEdge dashboard.  Search for and click on the name of the client you want to add to the campaign.  Scroll down to the bottom of the contact’s information until you see the grey “Campaigns” and next to that is the blue “Add Contact to a Campaign”.  Once you click on this a new window will pop-up and show your campaigns that you have created.  Check the box next to the campaign you want to add them to and then click “Add to Campaigns”.  If you click on the “Campaigns” link, it will show you the campaigns this client is attached to.  This is also where you remove them from a campaign.  Click to check the box next to the campaign you want to remove them from and then click “Remove from Campaign”.

The second way to add them to a campaign is to go into the myMarketing section.  From you myKW.KW.com home page, click on the “+” next to myMarketing and “Create and Manage Campaigns”.  This will take you to your campaign dashboard.  Click on the little gear next to the campaign that you want to add some one to and it will give you a drop-down of options.  Select “Add/Remove Contacts” and it will pull up the list of all of your contacts on the left and the contacts in the campaign on the right.  Add (or remove) the clients that you want from that campaign and then “Return to Campaigns Home”.

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

Embed Video into eEdge Website

I get this question asked a lot and it is a great way to enhance your website!  For todays example, we are going to add the YouTube video by KWRI with Jay Papasan of “Why some houses sit while others sell” to our Sell tab of our eEdge website.

Manage eEdge Website

First, sign into your myKW.KW.com intranet and go the “Manage eEdge Website” under the myMarketing section of your eEdge.  We are going to add a video in the “Sell” tab of your eEdge website so go to the “Sell Text” on the left side of the screen.  Scroll down to the bottom of the edit box and click on the box to put your curser at the end of the text.  Press enter to add a space and that is where are are going to add our video.

Now, on another tab or window to to the website that has the video you want to enter.  For this one we are going to YouTube.com and search for the video.  Once you find the video you want click on the “Share” button below the video and then “Embed”.  Now select the “Use old embed code” and unselect the “Show suggested videos when the video finishes”.  You can also change the size of the video box by selecting the drop down or choosing custom to add your own size.  Copy all of the code in the box above.

Do NOT forget to click the HTML button!

Go back to your myKW.KW.com website and you should be on the same place where you left your curser at the bottom of the “Sell Text” box.  The most important step to this is to click the HTML button at the top of the edit box.  If you skip this step it WILL lock up this page if you try to insert HTML code to the regular box and save it!  Once the HTML box opens, it will look like garbage, but scroll to the bottom and “paste” the embed code from YouTube.  Click “Update” and it will take you back to the edit box.  You will only see a yellow box where the video will show on the website.  You can now center the video or change the alignment by putting your curser next to the yellow box and selecting the alignment at the top.  Click the “Save” button and go to your website to make sure it shows the way you want it to.  To see our finished product from this example, click here.  Now you have embed a video into your eEdge website!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

myTransaction DotLoop Layouts for PDFs

One of the more recent updates in myTransactions/DotLoop are the option for “Layouts”. I’m sure you are wondering where and what is she talking about. If you have no idea what a “loop” or DotLoop is, watch this video:  This article is more for those of you that have already created a loop and are using the system, or at least a little familiar with it. Ok, so when you have a loop created, you have the option to add live documents or PDF’s. When you load a PDF into the DotLoop system it doesn’t know what the form is, just that it is a PDF.

After you have loaded the document you have the option to “edit” the form. You will see the standard options for layering on the features of: Signatures, Initials, Text or Checkboxes. The new option is the “Layout” button in the middle of the menu bar at the top of the document. The “Layouts” are added by your brokerage (in a later version the agent will be able to create Layouts). Select one that applies to your form and the fields you need will appear.

For example, if you have a property disclosure for an offer you are about to write where a seller has already completed it and now you need to send it to the buyer. With a template created in the system for a standard disclosure for buyer’s signatures, you will click on the “layout” button and select the appropriate layout and apply. Once added you may have to adjust the boxes slightly if the scan is not exactly in the same place as the original, but it will at least put it close to where you need it. This is a great time saving idea. You might need to ask your office to create layouts for different forms. This option applies to not just 1 page forms, but with multiple pages. To help your staff, you might want to send an example form that you need a layout for.

In case you are wondering the reason they started this at the broker level is so the main layouts that multiple agents will use can be added at a broker level and subsequently reduce the number of individual duplicate layouts. It makes since to not bog down the system and when the agent level is released everyone will be able to create their own layouts.

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

Customizing myMarketing Campaigns

You have a myMarketing Campaign created and you are now on the Campaign Home page. The summary of the myMarketing Campaigns along with the “Actions” button which looks like a gear are displayed here.  Click on the gear and the options that appear are: Pause, Manage Delivery Options, Add/Remove Contacts, Rename Campaign and Delete Campaign.  Most of these are self explanatory, but the one you may not recognize is the “Manage Delivery Options”.  It’s the best button of all because that is where the magic happens!!

Options on the Campaign Home Screen

Manage Delivery Options is where you go to change: Campaign name, update deliver order, change to all direct mail, change to all email the order of the campaign or save deliver options.  Each campaign piece can have the following edits: order of the piece, deliver format, email subject and schedule day(s) after contact is added or previous element.  The best options are on the right, the 3 picture icons on the right side.  The X will delete the element completely after asking you to confirm.  The magnifying glass will show you a preview of the campaign piece.  The pencil allows you to edit the pictures, words and basic over all look of each element.

Here is the good stuff! Click on the pencil and it opens the editing option.  If you do not have silverlight on your computer, it will tell you to install it.  It’s ok, this is a required install and safe for your computer.  The fonts will load and then you will need to click on the “Start Editing”.  On the left you will see a list of all of the elements and by putting your curser on the titles it shows a line and box around the element on the right.  With a curser over the picture, text or graphic it will also show you the same box and line to the title of that element.  When you click on the element it displays the editing options at the top of the screen.  If you have selected an image, it will allow you to replace, crop, mirror, link or delete the image.  The “link” option is great to use if you are sending emails because once linked to a website, your clients can get to any website you want!  Another missed option is the “Add” (green plus) which gives you the option to add an image, text box, bing map, link to video, rectangle, circle or line.  What about adding a map to an email of an open house you are holding open and then link that map to the web page that gives details of the property you are holding open?

So now you have your myMarketing Campaign element the way you want it, don’t forget to “Save” or “Save As”.  If you skip this step it will revert back to the original format when you exit.  Once you save, it will ask you if you want to continue editing or exit the editor.  If you keep editing don’t forget to save again. The next question if you select exit is “Are you sure you want to exit?”, saying yes will take you back to the campaign home page.

Now you have all the tools you need to Customize your myMarketing Campaign so happy marketing!

Quick Tip: Anywhere you see a yellow question mark, hold your curser over it and a box will show describing what that function does.

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.