PropertyPro Newsletter XXXV - September 2011

Hello to Everybody.

Oops - where did August go? I had hoped to get this out to you all a few weeks ago, however it was worth the wait - there is something I've been able to add 'Hot off the Press' which is going to prove very popular with many of you.


I thought you might like know about a couple of additions to PropertyPro that have been made since our last newsletter. I have also gone into detail about working with multiple customer records - apologies to those who already know this, however it may be news to others (as discovered in training sessions). And I've included a few other tips, which you may find useful, so don't skip too much.

!HOT OFF THE PRESS!

Import a Property from Rightmove or Prime Location

This is so cool. We know that you manually enter properties for comparable information or for a buyer who is selling with another agent.

Well, at the suggestion of one of our agents (thank you Mr Clarke ) we have developed a new tool which enables you to import a property from RightMove, RightMove Plus or Prime Location, into PropertyPro, which is designed to remove much of the manual processing involved.

We will have to update the program if the websites we are importing from change, which is why we have not made it a part of PropertyPro. It is a separate web based application so that we can update it more easily.

It is ready to use - so try it out now.

You will need to go to our website for each session to run the program - click on the link below or copy and paste it into the address line (you may then want to save this in Favourites):

http://www.propertypro.co.uk/update/rightmoveimport/publish.htm

First, it is necessary to download Microsoft.Net Framework, which is a one time operation, (from then on you only need choose 'launch' when returning to the site).

So click Run and accept the Terms and Conditions which will start the download





When the installation is complete you will see the following screen:

From now on, this is the screen you will see each time you return to the site after selecting launch.



Click Run and this will launch another browser window (Rightmove).

At the bottom of the screen you will see the Import and Close buttons.

Now, using normal search tools, browse to a property you would like to import and then click the Import button. Browse to another property and import ... and when you are finished, click Close.

It really is as simple as that - this will download all the property images and the text from the website into PropertyPro.

Here are some things to look for:

Normally, no house number is displayed on Rightmove. Before you import, you are given the opportunity to add a house number to the address. However occasionally some properties do have the house number displayed and if this is the case the property address does not drop into the correct fields, but you do have the chance to correct this before choosing import.

Also, in PropertyPro, check the property type (ie detached, terraced, etc.)

Also check the number of bedrooms in the checklist tab.

If the property is already on PropertyPro it will give you the option to over-write it (it checks this by house number and postcode), otherwise it will create a new property.

iPad App Comparables

Our iPad app is now out there and proving really popular. It now displays comparable properties - yours and Rightmove comparables.

So the iPad is now more or less everything you need take with you on a valuation and take on - not forgetting it holds the agency agreement for instant sign up.

Just give us a call for more information.

Viewing Sheets

Viewing sheets can now be printed so that all the information is to hand when out on appointments.

Links have been added to the appointment screen and the viewing management screen which generates the following information:

• Accompanier, appointment date and time
• information about the property – photo, price, description, and details from the checklist tab
• vendor and applicant contact details
• Viewing notes and information

This feature is available in Version 21.1.0

Working with Multiple Records

I am always amazed at how many think they need to close a record in order to open another record. PropertyPro allows you to work with multiple customer records and property records at the same time.



When working on a customer or property record, you can use the buttons to the right of the toolbar to open another customer or property record

You can then scroll through open records with the blue forward and back arrows to the left of the toolbar.

You can also close a record without closing all other open records.

When multiple records are open, a dropdown arrow appears on the Close button to enable you to close the current record or all records.

Create New Customer

How often do you close what you are doing to create a new record from the front screen? Very frustrating if you forget to finish off what you were doing and worse still if you forget whose record you were working on.

But then you didn't need to close it down in the first place!!



You can click on the 'New' button and this will create a new customer record.

You will notice the blue scroll arrows activate to the left for you to scroll back to the record you were working on.



When working on a property record it is slightly different since the 'New' button will produce a new property record. However, the quickest way to create a new customer is to click the open vendor link to get you into the customer screen, and then click 'New'.

When finished, close both the new customer and vendor records, and you will be returned to the property record you were working on.

Copy

The copy button makes light work of duplicating a record - useful for different contact names in a solicitors practice for instance - or even copying a flat or new home property record.

The following message will notify you that the copy has been made, and you will notice a new record reference number.

Open Multiple Customer Records

It is possible to open multiple customer records from the Customer Search screen at one time. This is especially useful for selecting and opening a group of customers for marketing and contact purposes and viewing / adding customer notes.

Don't worry that this will slow your p.c. down - it won't!

• Use any appropriate filters to display your list.
  
  
• Right-click the list and choose Select All.
  
  
• Right-click again and choose Open Customers.
  
  

You can now work through the individual records, using the scroll arrows and close buttons described above.

When all records are closed you will be returned to the Customer Search Screen showing the original selection. From here you might want to generate a report on the selected customers, send them an email, or even perhaps send them email details of a property. So many uses of the Customer Search screen!

Empty Records

Empty records exist when customer records are created by mistake.



When you open a customer and click 'show all' does your Select Customer screen look similar to this?







A quick way of removing these empty records is to run a maintenance-check.

• From the Front Screen, select Maintenance, Remove Null Customer Records
  
  

The following message will confirm the process is complete:

Merge Duplicate Records

Do you have duplicate customer records? If so then you might want to use the merge customers feature. Not only is the duplicate record deleted but customer notes are merged into one record, so you don't have to worry about losing information.

• From the Front Screen, select Maintenance, Merge Customers:

Select the customer record you want to merge information from (and delete)





and then select the customer record you want the information merged into.

Customer Relationships

Relationships can be created for any purpose and the relationship can be named to reflect the reason for the link. An example may be beneficiaries, or a marital split, where multiple customers are involved in a sale and they have different correspondence addresses.

Creating a relationship ensures that no interested party is overlooked.

• Open the main customer record and select the Relationships icon

• Click the new customer link and then click into the diagram. This will bring up the select customer box for you to choose the relating customer.

• Right click each customer and then enter a name for the relationship

When opening a customer that has a related record, you will be prompted and asked if you would like to open the related record(s) in the background.

When creating correspondence you will be prompted to review and select the related customers so that the same correspondence can be generated for them if required.

There you go - nothing nicer than a happy relationship!

.

Free Training Days

The training is totally tailored to those who attend the day, and we really encourage everyone to take advantage of these free training days.

We are still running a new user day each month alternating between Admin and Negotiator. If you have a new starter, then please send them along for training. From their viewpoint it eases the pressure of operating a new software program whilst getting used to a new office environment and procedures.

The second session each month is generally a refresher for those who want to use the system more efficiently. It's an opportunity to see any new features, be reminded of old forgotten features, and update existing skills.

The next Open Training days:

Wednesday 5th October - New User (Admin) We will focus on entering customer data, property searches, creating property records, publishing details and matching and mailing.

Wednesday 19th October - Refresher Refresher + looking at new and improved features of Version 21.

Don't forget that if a half day session is more convenient for you, please call. Telephone training may also be available for a small charge provided that a suitable remote connection is available

We look forward to a visit from you very soon!

And finally, if there is anybody else in your office who might also want to receive our newsletter, please let us have their email address and we will add them to the mailing list.

Kind regards

Kate

Kate Hoare (Training Manager)
kate@propertypro.co.uk
Direct dial: 01788 862517

PropertyPro • 6 Somers Road • Rugby • Warwickshire • CV22 7DE
Tel: 01788 862550 • Fax: 01788 862525 • E-mail: sales@propertypro.co.uk
www.propertypro.co.uk
Directors: H McClean • L M McClean • Company Registration No: 3450574