eedge 101 Training Guide

eEdge 101 Training Guide

Version 1.7

last updated by John Pohly 11/16/2011

Lesson 1: What is eEdge?

What Is eEdge? ... 2

Your eEdge Control Panel ... 4

If You Need Help ... 5

Five Daily eEdge Actions ... 6

Lesson 2: Activating eEdge Activating eEdge ... 2

eEdge for Teams ... 6

Lesson 3: eEdge Setup Your eEdge Website ... 2

Home Page ... 2 Buy Page ... 3 Sell Page ... 3 Move Page ... 4 Meet Page ... 4 Contact Page ... 5

Capture More Leads ... 5

Access the Admin Page ... 5

Your Website Settings ... 6

Lead Notifications ... 3

The myLeads Dashboard ... 4

Responding to Leads ... 6

Lesson 5: myContacts Your myContacts Dashboard ... 3

Importing Contacts ... 4

To import contacts using the Easy Wizard (Outlook or Top Producer) ... 5

To import contacts using a template (My Red Tools or other system) ... 8

Checking the Status of Your Import Job ... 12

Adding Contacts Manually ... 14

Filtering and Sorting Your Database ... 16

Viewing Contact Records ... 18

Sending Seller's Reports ... 20

Creating Groups ... 22

Adding or Removing a Contact from a Group ... 24

Lesson 6: myEmail Introduction ... 2

Campaigns and Presentations Available ... 5

Customizing an Email Campaign ... 8

Launching an Email Campaign ... 14

Launching a Print Campaign... 15

Reviewing Campaigns You've Set Up ... 16

Adding or Removing People from a Campaign ... 18

Preparing for a Listing Appointment or Buyer Consultation ... 19

Marketing Your Listings ... 22

Lesson 8: myTransactions The myTransactions Rollout... 2

What is myTransactions? ... 2

myTransactions Support ... 2

Activating myTransactions ... 2

The eEdge Control Panel ... 5

The myTransactions Dashboard ... 5

How to Create a Loop ... 13

Completing forms ... 19

Reviewing Loop Forms ... 22

Your Client’s myTransactions Experience ... 26

Inviting a Co-Op Agent ... 32

The Revision Process ... 35

“Jumping In and Jumping Out” ... 37

Adding Attachments ... 38

Submitting for Review ... 41

Requesting Electronic Offers ... 3

Creating an Offer Loop ... 5

Form Sets ... 7

Templates ... 9

Starting a Loop with a Form Set ... 12

Clause Manager ... 13

Form Field Options ... 14

More Options - Loops ... 15

More Options - Inside Loops ... 15

More Options - Forms ... 16

Lesson 10: eEdge IDX Requesting eEdge IDX ... 3

Installing eEdge IDX ... 7

Lesson 11: Introduction to myOffice (Leadership Only) Introduction to myOffice ... 3

Lesson 12: Shared Access

Lesson 1 Contents

What Is eEdge? ... 2

Your eEdge Control Panel ... 4

If You Need Help ... 5

Five Daily eEdge Actions ... 6

What Is eEdge?

eEdge is the real estate industry’s first and only COMPLETE lead-to-close agent business solution— available exclusively to Keller Williams associates. It includes lead management and routing capabilities, full contact management, a professional marketing library, and a true paperless transaction system—all in one integrated, efficiency-increasing package.

The triangle below represents your real estate business. At the core of your business is myContacts, which is fed by myLeads. Leads are then cultivated by myMarketing and closed through myTransactions, allowing you to leverage your time and focus on what matters most. From The Millionaire Real Estate Agent, you know that your business is your database. So everything you do is centered around myContacts.

Your eEdge Control Panel

Each day, log in to mykw.kw.com. On the homepage, you'll see your eEdge Control Panel.

You have simple button controls linking to the modules of eEdge. Prominently displayed alerts indicate necessary actions. So, for example, the myLeads icon will notify you of any new leads captured, the myMarketing icon will prompt you to prepare marketing materials for new listings, and the

myTransactions icon will display any actions required during the contract process. From your control panel, you always have direct access straight into your contacts and email.

Each of the eEdge modules is integrated with the others. So, for example, when you create marketing material for a listing, the information is automatically prepopulated from myContacts. From myContacts, you can open up the current e-transaction right from the contact record in one click. No matter where you are in the eEdge system, you will also always find easy access to any other eEdge module through the top toolbar.

If You Need Help

As you learn the eEdge system, eEdge Support is always here to help! You’ll find easy links to resources, training, and live support on any screen of eEdge.

Five Daily eEdge Actions

There’s a lot of functionality in eEdge that you can take advantage of! But get started quickly each day by completing the Five Daily eEdge Actions:

1. Log in to your eEdge account every morning and evening. 2. Respond to new leads and update their status.

3. Reply to new email from contacts. Don’t forget to check your Webmail too! 4. Take action on current reminders! Be sure to set up future reminders! 5. Prepare any marketing material for new listings or listing appointments. And, once you launch myTransactions in your Region, there’s a sixth!

Lesson 2 Contents

Activating eEdge ... 2 eEdge for Teams ... 6

Activating eEdge

Are you on a team? If so, you will have unique considerations. Before any members of the team activate their account, it is critical to review the team options at the end of this lesson.

Congratulations! You're ready to get started in eEdge. First, you’ll need to activate your account. 1. Log in to mykw.kw.com. Click Activate eEdge Now!

2. Now, click on Yes to get started with activating your account. (Agents transferring from a different Keller Williams Market Center will use the “click here” link to prevent account duplication.)

3. Click Activate your eEdge account.

5. Click Complete Order

6. Complete your website setup. Your eEdge website serves as an additional lead source and capture system for you. You are also provided with an email address that will allow you to track all correspondences within the eEdge system (for more, see subsequent lessons).

a) Enter the primary zip code in which you conduct business.

b) Decide your eEdge subdomain. This will be the link for your eEdge website. Be sure you DO NOT enter “www” or “http” into the field.

c) What you decide for your eEdge subdomain will also be your eEdge email address. d) Click Finish Setup.

eEdge for Teams

Teams of two agents may have their own accounts or share one eEdge account.

If you are on a two-person team and choose to have your own eEdge accounts:

 Members of the team maintain individual eEdge websites and eEdge email addresses.  Members of the team maintain separate lead flows, databases, marketing portfolios and

transactions.

 Choose this set-up if you book your production separately.

Option 2

If you are on a two-person team and choose to share one eEdge account:  Members of the team choose a “lead agent” who will activate on eEdge.

 Within the Market Leader website admin tool, agents add both MLS IDs to pull both listings.  Members of the team share an eEdge website, eEdge email address, lead flow, database,

marketing portfolio via the “lead agent’s” account.

 Choose this set-up if you book all your production under one agent.

Teams of three or more agents may have their own accounts or share one.

As we shared on our eEdge Roadshow, we will deliver a solution that allows our teams to have a shared database later this year. In the meantime, teams have two options for using eEdge:

Option 1

All agents on a team can activate and use separate eEdge accounts, which can then be converted to a shared database when it’s available.

Option 2

Lesson 3 Contents

Your eEdge Website ... 2 Home Page ... 2 Buy Page ... 3 Sell Page ... 3 Move Page ... 4 Meet Page ... 4 Contact Page ... 5 Capture More Leads ... 5 Access the Admin Page ... 5 Your Website Settings ... 6 Your Email Settings ... 21

Your eEdge Website

With your eEdge account includes a new website. As you may have noticed during the eEdge activation process, the URL format is http://your subdomain.kwrealty.com. This new website does not replace your eAgentC site; it serves as an additional lead capture source for you. Think of this as your niche site for buyers, to help you cast a wider net.

The best part is that it’s extremely simple to set up and requires no maintenance. It’s also search engine optimized, which means, for example, when consumers use Google to search for properties in their area, your site will rank higher in the search results.

Home Page

Buy Page

On the Buy Page, consumers can easily search for homes that meet their criteria. Consumers may view one property before they are prompted to register on your site. They will be required to register in order to view more properties.

Sell Page

The Sell Page contains a form through which consumers may request a custom evaluation from you. By completing this form, they’ll register on your site and you’ll be notified immediately of their request.

Move Page

The Move Page is automatically populated with a map and links to sites with relocation and school information for the communities you serve.

Meet Page

Use the Meet Page to explain what makes you stand out from other agents in the community. This page also includes a map showing the location of your Market Center.

Contact Page

Finally, the Contact Page provides an email form for consumers who want to reach you.

Capture More Leads

Notice that every page has a lead capture opportunity by offering consumer a reason to register on your site. Market Leader has extensively tested this website design with its prepopulated text, and it’s been well proven to successfully capture leads.

Access the Admin Page

Before you get started in eEdge, set your administrative settings properly to ensure your leads are directed to you. To access your admin settings:

2.

Your Website Settings

Your eEdge website is ready to go with just a few small updates!

2. Also under General Info be sure to update your time zone (if you are not in the Pacific time zone).

a) Under General Info, click Edit.

3. Next, click Profile Info from the list of website settings. All of your profile information is pulled from White Pages. If anything needs to be updated here in eEdge, you should also update your White Pages profile to ensure you don’t miss any referrals.

a) Click Edit.

c) Edit your name if necessary. d) Add your cell phone number.

e) You do not need to edit your login or password.

f) External email is for sending emails from a different email address that your eEdge email address. It is recommended that you do not change this for initial setup, but to learn more on this field, please see Lesson 6 on my Email.

g) Alternative website is to use a different website address than your eEdge website address. For now it is recommended that you leave both “external email” and “alternative website” blank. We will discuss both of these options in more detail in Lesson 7 on myMarketing. h) Add your Agent MLS ID. This will ensure your eEdge website properly displays your listings

from the Keller Williams Listing System. If you are part of a two-member team, you may add two MLS IDs to pull both of your listings.

Your Agent MLS ID is the same as your Associate ID, found in your KW White Pages profile. If you are not sure how to find this, skip to Step 5

.

Important Note: You will not be able to add your true Agent MLS ID until your

complete the Request IDX process and have approval. For more details see Lesson

10 on eEdge IDX.

i) Enter any additional information about yourself to display on your website. j) Edit your bio.

k) Add any awards you’d like displayed on your website. l) Add your photo.

4. If you already have your Associate ID (sub-step “g” above, skip to Step 6. Otherwise,

b. Edit name if necessary c. Add cell phone d. You do not need to edit your login or password

h. Add any additional info. This appears at the very bottom of each page on your website.

g. Add Agent MLS ID - this is your Associate ID from White Pages

i. Edit your bio as necessary. This appears on the Meet Page of your website.

j. Add any awards. This appears on the Meet Page of your website.

k. Add your photo. This appears on every page of your website. e. It is recommended that

you leave “external email” blank for now. We cover this in Lesson 6 on myEmail f. It is recommended that you leave “alternative website” blank for now. We cover this in Lesson 7 on myMarketing

a. Go to the myKW homepage and click the Edit My Profile link underneath your

profile picture.

b. This will bring you to a summary of your contact information. Click edit at the

top of the My KW Info column.

c. This will display your associate information in the KW White Pages. Your

Associate ID is located underneath your username. You can copy and paste this

ID number into the MLS ID field in the eEdge Website Profile Info.

5. Update the Main Text, if desired.

6. Update the Sell Text, if desired.

This text appears on your website’s Home Page.

7. Click Site Images to add a site banner image and agency logo.

8. Click Alerts to specify how you will be notified whenever you receive a new lead or a

new email message through the system.

a) Enter the cell phone number and email you want alerts sent to. You may choose up

to three places to send alerts.

9. Add your Communities Served.

a) Click Communities Served and Add Community.

c) Enter a zip code and click Add Zip/Postal Code. Repeat if you want to add

multiple zip codes. If you’d like to indicate the center of this community on the

map, click and drag the red push pin to that location, and click Add Center.

d) Finally, you can include a link to a community site. To do this, either:

i. Click Create URL and allow the system to automatically find a site.

ii. Enter the URL of your choice into the Community Info URL field.

Click Done when you are finished.

10. Click Listing Address to control whether or not property addresses are displayed for

listings on your website.

11. Under Listing Search Area you can remove the ability for a consumer to search for

certain areas. We recommend leaving this at default unless you are certain that you do

not want to show every area form your website.

12. Under Listing Search Fields, you can choose to not show certain fields on your website.

If you do not work with short sales or foreclosures, simple uncheck the box an dclick

Save.

You’ll notice a few items in the above list of website settings that were not covered. Those are

enhanced website features that are available with Market Leader Professional Edition.

Your Email Settings

As you saw during the activation process, your eEdge account comes with an additional email address, which will be formatted as

your [email protected].

Any leads who register on your site will receive their initial system-generated welcome email from this address. Any time you or the system uses this email address to communicate with one of your leads or contacts, the messages sent and received are tracked in the myEmail module of eEdge.

We encourage you to use this address when corresponding with leads, or with any contacts for whom you want to keep a correspondence history in your eEdge database.

1. Click the Email tab to access your email settings. eEdge includes a built-in Listing Alert

Campaign to encourage your leads and contacts to sign up for listing alerts. You can

customize the messages that will be sent at 2 weeks, 1 month and 3 months to contacts

in your database that are not signed up for email alerts (with the exception of those

who are marked with Hot, Sold, or Trash status).

2. Email Signature allows you to customize the email signature that will be included on any

emails automatically generated from the system. Change your email signature, if

3. Welcome Email allows you to update the automated email that goes out to registered

visitors on your website (if you do not respond in first 12 hours) as well as the message

sent to manually entered leads (if you choose to send a welcome email.

Lesson 4 Contents

How Leads Are Routed to You ... 2 Lead Notifications ... 3 The myLeads Dashboard ... 4 Responding to Leads ... 6

How Leads Are Routed to You

Leads come in to your eEdge control panel from a number of different sources. You will receive leads from your eAgentC website and your eEdge website. You will also receive leads from the forty-plus additional eAgentC sources. These include all the sites that the KWLS syndicates:

Lead Notifications

You may be notified of new leads in three ways: 1. Through the control panel under myLeads

2. By email (if you have opted in to email alerts)

3. By text message (if you have opted in to text message alerts).

Important Note: For instructions on opting in to email or

text alerts, see Lesson 3 on eEdge Setup.

The myLeads Dashboard

1. Click New Lead on your eEdge control panel to access the myLeads dashboard.

2. New leads that require action are listed at the top. A summary of the information collected at lead capture is included.

a. Note that below your myLeads dashboard, you also have access to your recent messages from contacts and any current reminders.

Responding to Leads

1. The instant a lead registers, he or she is sent an immediate notification email and you are notified.

2. Click the lead’s name to initiate contact.

4. If the lead has provided a phone number, the ICW gives you a script and prompts you to record the call outcome.

5. You are prompted to set a reminder for follow-up. Beth was not home.

7. Be sure to change the status after you contact the lead. If you do not contact a lead within twelve hours, eEdge will automatically send them an email. eEdge will not automatically change a lead’s status—that is only done by you.

Your Turn!

Lesson 5 Contents

Lesson 5: myContacts ... 1 Your myContacts Dashboard ... 3 Importing Contacts ... 4 To import contacts using the Easy Wizard (Outlook, Top Producer or MyRedTools) ... 5 To import contacts using a template (any other system) ... 8 Checking the Status of Your Import Job ... 12 Adding Contacts Manually ... 14 Deleting a Contact Manually ... 16 Viewing Contact Records ... 18 Sending Seller's Reports ... 20 Creating Groups ... 22 Adding or Removing a Contact from a Group ... 24

Your myContacts Dashboard

1. Log in to mykw.kw.com and click myContacts > View Contacts on the eEdge control panel.

Importing Contacts

You can add a group of contacts into eEdge by queuing them for import. We’ll outline two ways of doing this—by way of the eEdge Easy Wizard and by use of a contact import template.

Before doing a bulk import into eEdge, take time to clean up your current database so you have the cleanest, most effective book of business possible. Continue using any existing Contact Management System as you become familiar with the eEdge system. New leads will be funneling in to help you get used to working in eEdge.

Important Notes:

 You may include up to 10,000 rows per contact file that you import. You may import as many files per day as you wish. Please note, however, that in order to prevent the import wizard system from overloading, all import files—regardless of size or number of records—will be put into a queue to be imported.

 We recommend uploading your contacts in groups (e.g., sellers, first time-home buyers, new to area, etc.) as you get started in eEdge. This will allow for a smooth transition into the system.  When preparing your contact file to be imported, please note that first name, last name are

required.

 eEdge will not allow more than one contact with the same email address, so be sure that each email address you import is unique.

 If you are importing contacts from Outlook 2007 or Top Producer,or My Red Tools you can use the eEdge Easy Wizard.

 If you are importing contacts from any other Contact Management System, you’ll first organize your contact file into a specific format, using a template called “Custom Import Template” on the Import Contacts page.

If you encounter issues while importing your contacts, contact eEdge Support by clicking Help and

To import contacts using the Easy Wizard (Outlook, Top Producer or MyRedTools)

1. Export your contacts from Outlook, Top Producer or MyRedTools into a CSV (Comma Separated Values) file. The process for doing so will vary depending on the system you are using. Refer to your system’s documentation for the how-to.

Important Notes

 Use the default field mapping and do not add, edit, or delete any columns or column headers in the file. You may update the data in the rows that contain contact information, if desired. Please review the file for contact information accuracy before importing.

 Top Producer 8i provides two available export file formats that can be imported into eEdge— “Contact record and all addresses and communications” OR “Contact record and all

associated items.” Please export your contacts in one of these formats.

3. On the Contacts > Import screen, complete the following by selecting from the drop-downs:  Step 1: (optional) Assign a group to the contacts you are about to import. This requires that

you have created one or more groups using the Manage Groups feature. See page 59 for instructions on creating groups.

 Step 2: Ensure that the contact status is set to “Active” (or any status other than “Lead”) to prevent eEdge from treating the contacts you import as leads, and subsequently sending the automatic email after twelve hours.

 Step 3: Select either “Outlook 2007 CSV”, “Top Producer 8i”, or “My Red Tools” as the import file type.

6. You will immediately receive an “Information” or “Error” message, letting you know the status of your import request.

 If you receive an “Information” message, your contacts are waiting in a queue to be imported. The time it takes for your contacts to import will vary depending on the size and number of rows in your CSV file.

Example of “Information” message:

 If you receive an “Error” message, contact eEdge Support for assistance if you are unable to resolve the error on your own. The most common errors occur because of the following:

o The CSV file does not include all required columns and/or data. o Columns are not in proper order in the CSV file.

To import contacts using a template (any other system)

1. Export your contacts from any Contact Management System into a CSV (Comma Separated Values) file. The process for doing so will vary depending on the system you are using. Refer to your system’s documentation for the how-to.

2. Download the ”Custom Import Template”

3. You will copy the data from the CSV file that you exported from your system into the template. However, it is important that you do not remove or add any columns to the template, and you should not rename any columns; the structure of the template file must remain intact.

Example of template (left) and your contact file (right) side by side in Excel:

b. Copy each column of data from your contact file and paste into the corresponding column in the template, one column at a time. Be sure you do not remove any columns from the template file, even if they do not contain any data.

c. When you have copied all of your data, save the template file. This is the file that you will import into eEdge.

5. On the Contacts > Import screen, complete the following by selecting from the drop-downs:  Step 1: (optional) Assign a group to the contacts you are about to import. This requires that

you have created one or more groups using the Manage Groups feature. See page 20 for instructions on creating groups.

 Step 2: Ensure that the contact status is set to “Active” (or any status other than “Lead”) to prevent eEdge from treating the contacts you import as leads, and subsequently sending the automatic email after twelve hours.

6. Click Browse and navigate to the template file saved on your Desktop.

7. Choose your CSV file and click Import.

8. You’ll immediately receive an “Information” or “Error” message, letting you know the status of your import request.

 If you receive an “Information” message, your contacts are waiting in a queue to be imported. The time it takes for your contacts to import will vary, depending on the size of your CSV file.

 If you receive an “Error” message, contact eEdge Support for assistance if you are unable to resolve the error on your own. The most common errors occur because of the following:

o The CSV file does not include all required columns and/or data. o Columns are not in proper order in the CSV file.

Examples of “Error” messages:

Checking the Status of Your Import Job

If your contacts were successfully queued for import, you can check the status of your request by clicking Import/Export and looking at the Imported Jobs section.

If any of your contacts fail to import, this will be indicated in the Imported Jobs section.

1. Click the number under “Failed” to see the reason for the failure.

2. An Import Error Report will list the contacts that did not import and the specific error(s).

Your Turn!

1. Choose ten contacts from your current system.

2. Follow the directions in this lesson to import them into eEdge. If you get stuck, contact eEdge Support.

Adding Contacts Manually

In addition to importing groups of contacts, you can also add contacts one at a time, as you meet them. 1. From the myContacts dashboard, click Add Contact.

2. In the Contacts > Add a Contact window, fill out the person’s contact information. Important Notes:

 For each contact you add manually, first name, last name and email address are required.  Each contact must have a unique email address; eEdge will not allow more than one contact

with the same email address.

 If you have a lot of contacts without an email address, the best practice is to Import those contacts in a CSV file (which does not have this same email address requirement). We discussed importing contacts earlier in this Lesson.

There are several status categories you can choose from. We recommend the following:

 LeadLeads who’ve just registered; you have not responded to them yet

 RetryContacts you’re trying to engage

 ActiveContacts who are “just looking” but are interactive  InactiveContacts who are not currently looking to buy

 HotContacts who are ready to buy/sell now

 SoldContacts you have just closed

Deleting a Contact Manually

It is recommended that you change the Status to “Trash” rather than deleting a contact. The reason is that there is not a way to retrieve contacts that you delete.

If you still wish to Delete a contact, follow these steps: 1. Go to the myContacts Dashboard.

2. Click on the contact (for the Detailed View). Under More Actions, click on Delete.

1. To filter by “Status” or “Groups,” click the drop-down and choose the category you want to filter by. To view all of your contacts, select All from the Status drop-down. myContacts includes several status types: Lead, Retry, Active, Inactive, Hot, Sold, and Trash.

2. You may also sort by any of the columns by clicking on that column header.

Viewing Contact Records

1. To view a contact's information and history, click their name in the dashboard.

2. The contact record will show all the key information you need to take appropriate action. It will also list any comments, emails, reminders, and groups associated with their contact record.

(see next page)

Recommended action(s) Click icons to take

actions Current reminders Comments, email history, all reminders, and groups to which contact belongs

Sending Seller's Reports

From your myContacts dashboard, you can easily send a Seller's Market Report to highlight the services you provide as an agent and help a contact who wants to sell a house understand what the house might be worth in the current market.

1. Click on Seller's Market Report.

3. Choose up to three comparable listings from the list returned and click Continue.

4. This creates a report which includes a message from you and information on the

Creating Groups

Groups allow you to target campaigns to a specific subset of individuals with a shared interest or common outcome. For example, you may have a group of individuals who all live in one neighborhood, or who are all real estate investors. Creating groups makes it easy to use myMarketing to set up automated campaigns!

1. Click Manage Groups.

2. Create a group for the campaign you are setting up. Now you have a group, but no contacts are in the group.

Your Turn!

1. Create a Seller’s Report for yourself and email it. (You should have registered yourself as a lead in your eEdge website in Lesson 4. If not, do so now.)

3. Go Back to the Contacts Page and select the ones you want to add to the group. Then click on Add Groups and select the one that you just setup. Finalize by clicking on the red Add button.

Now you will be able to easily filter your database by group. You can also now easily set the group up on a campaign using myMarketing (see “Lesson 7: myMarketing” in this guide).

Adding or Removing a Contact from a Group

Check the box next to the person you wish to add or remove and click on either Add Groups or

Remove Groups. Select the group(s).

Lesson 6 Contents

Introduction ... 2 Accessing myEmail ... 2 Introduction to the Alternative Email Option ... 5

Introduction

When you activated your eEdge account, you received a new “@kwrealty.com” email address. This email address is integrated into eEdge, so all messages sent to this address, or from this address, will be saved and filed with the contact's record. It is recommended that you use your @kwrealty.com address for all lead correspondences so that you can take advantage of this tracking.

Accessing myEmail

1. Under myEmail, click eEdge Messages on your control panel.

2. Your eEdge Inbox will display any new messages from contacts in your database. Your Leads and Contacts dashboards will also display new messages.

3. If you have received any emails to your @kwrealty.com email address from individuals that are not yet contacts in your database, you can find them in eEdge Webmail. Emails with

attachments from any contact will also be found in your eEdge Webmail.

4. Choose to reply to the email or file it. To keep your Inbox tidy, file messages that you reply to via phone.

Emails from people not in your contacts database will be found

in Webmail. Emails with attachments from any contact will also be shown in Webmail.

5. When replying to messages, you may choose to use one of the five provided templates.

6. The emails you received and sent are stored in the system with the contact’s record.

Your Turn!

1. In Lesson 4, you registered as a lead on your eEdge website with your personal email address. Send an email to your @kwrealty.com email address from this personal email address.

2. Check your inbox and reply to your message using one of the predefined templates.

Introduction to the External Email Option

In Lesson 3 you set up your Profile under Website > Admin > Profile and you may have noticed the field for Alternative Email.

You have an option to send emails form a 3rd party email address but there are a few things that you should consider before adding this option.

Email sent through webmail and myMarketing will show as being sent from the External Email address of your choosing, but since responses will go to the External Email address, your email communication from contacts will not be tracked with the content in eEdge.

If you wish to send emails from the External Email, just go to your Profile and enter the email address and under the My Marketing Information section select the “External Email Address”.

Lesson 7 Contents

Setup of myMarketing ... 2 Campaigns and Presentations Available ... 5 Customizing an Email Campaign ... 8 Launching an Email Campaign ... 14 Launching a Print Campaign... 15 Reviewing Campaigns You've Set Up ... 16 Adding or Removing People from a Campaign ... 18 Preparing for a Listing Appointment or Buyer Consultation ... 19 Marketing Your Listings ... 22

Setup of myMarketing

Before you get started in myMarketing, you’ll need to upload your photo and logo so that your myMarketing materials are prepopulated with these images.

1. On your eEdge control panel, click [show options] under myMarketing and select Market Me.

3. You will be brought to the homepage of the Design Center. Choose Profile.

5. Upload the KW logo of your choice, or choose from those provided.

Campaigns and Presentations Available

The eEdge myMarketing module includes several campaigns to market your business and your listings. These pieces are aligned with the proven models of success found in The Millionaire Real Estate Agent. The campaigns are beautifully and professionally designed to increase your mindshare and conversion rates. Below, you will see the current campaigns and presentations available in the eEdge system. Canadian versions of these are also available. More will be rolling out over the coming months, so stay tuned! You can also continue to access all current marketing materials in the marketing library.

1. 8 x 8s

An 8 x 8 is eight touches over eight weeks and is designed to activate a relationship. myMarketing includes two 8 x 8 campaigns, one for buyer leads and one for seller leads.

2. 33 Touch

Follow your 8 x 8 campaign with a 33 Touch. Target the people who know you, who have done or will do business with you, or who will send you referrals.

3. 12 Direct

The 12 Direct campaign includes twelve monthly postcards designed for marketing to people in your database.

4. Prelisting Packet and Listing Presentation

A professionally designed Prelisting Packet and Listing Presentation guide are now at your fingertips!

5. Buyer Consultation

A professionally designed Buyer Consultation guide is available as well.

Additionally, the eEdge system includes a full suite of tools to market your listings—including property fliers and postcards.

Customizing an Email Campaign

The campaigns available in myMarketing are completely customizable. To customize a campaign: 1. On the eEdge control panel, under myMarketing, click Market Me.

3. You will arrive at the homepage of the Design Center. Choose Design Gallery.

Warning! In order to access the eEdge campaigns, you must go to the Design Gallery as shown above. Do not click New Campaign on the Portfolio tab.

Do not click here for the eEdge campaigns—be sure to choose Design Gallery!

4. In the left-hand navigation pane, choose a campaign to customize. Here you can review the touches included in the campaign. Click Select to choose the campaign.

6. You can add individuals or groups of contacts to the campaign.

a) Select the individual or group you want to add and click the arrow. Continue until all individuals or groups are added.

b) Click Save.

Important Note: If you want to customize before adding contacts, you can do so by clicking Save without adding any names.

7. From the overview page that appears, you can review each touch in the campaign, edit it if necessary, change the date or time it will go out, view or edit the contacts assigned to it, and view the history of items sent out.

8. To edit an event (the date), click Edit Event and make any updates necessary. Note that for the 33 Touch campaign, the scheduled dates will be set by KWRI—this ensures that we can include timely touches such as This Month in Real Estate. However, you can stop a touch in the

9. To customize a piece, do as follows: a) Choose Edit Project.

b) eEdge will walk you through all the elements of the project and allow you to make edits to the text or images.

Launching an Email Campaign

1. When you are happy with the campaign, click Start to launch.

2. The campaign will now show as Active.

Your Turn!

1. Choose one of the provided eEdge campaigns and customize. 2. Add yourself to the campaign.

Launching a Print Campaign

A 12 Direct campaign is currently available in eEdge. In May, you will be able to fully automate your 12 Direct so you can “set it and forget it.” Until then, please note that to edit the March and April postcards within the 12 Direct campaign, click the 12 Direct Postcards folder in your Design Gallery. The remaining ten postcards for the year are included in the 12 Direct campaign folder.

You may also use the process below to send Just Listed, Just Sold, or Open House postcards. 1. Once you’ve customized your postcard, access your project within your portfolio.

Reviewing Campaigns You've Set Up

To review the campaigns you have set up, do the following:

1.

3.

4.

Adding or Removing People from a Campaign

1. Follow the directions on the previous page to review a campaign. 2. Click Add/Remove.

Preparing for a Listing Appointment or Buyer Consultation

1. In the Design Gallery, choose Market My Business > Marketing to Sellers (or Buyers) and select the presentation you wish to edit. For this demonstration, we’ll customize the Prelisting Packet.

3. Edit the pages as desired.

5. Click on Standard Print Options.

6. Follow the instructions on the screen to save the file to your computer for printing. (Note: If you don’t see an option for “Save Target As,” you can also click on “Save Link As.”) A PDF of this section will now be saved to your computer for printing. You may also choose to combine the separate PDF files into one with all pages.

Marketing Your Listings

1. From the eEdge control panel, click Market My Listings.

Your Turn!

2. Your listings will be displayed. In the Actions column, click the Create Marketing Material icon.

3. Within the Design Gallery, choose the marketing material you wish to create, edit, and customize as you desire. There are fliers, as well as Just Sold, Just Listed, and Open House postcards available. The listing information will be pre-populated for you. Please note that due to the way the MLS resizes your images for posting, you may need to re-upload property images to be appropriate for print (the system will notify you if an image is not print-quality).

Your Turn!

Lesson 8 Contents

The myTransactions Rollout... 2 What is myTransactions? ... 2 Activating myTransactions ... 2 The eEdge Control Panel ... 5 The myTransactions Dashboard ... 5 Definitions ... 7 The Sharing or Permissions Concept ... 7 Archiving of Documents ... 9 Loop Types and Their Usage ... 10 How to Create a Loop ... 13 Completing forms ... 18 Reviewing Loop Forms ... 22 Your Client’s myTransactions Experience ... 26 Inviting a Co-Op Agent ... 32 The Revision Process ... 35 “Jumping In and Jumping Out” ... 37 Adding Attachments ... 38 Submitting for Review ... 41 Your myTransactions Account Settings ... 43

What Is myTransactions?

myTransactions, powered by DotLoop, is a revolutionary paperless transaction system. It is guaranteed to make you more efficient—no more faxing papers back and forth, having to meet with clients in person, or driving across town for missed signatures or missing forms. With this system, the traditional paper trail is now online and parties can collaborate in one space. Furthermore, the system has

enhanced security—no more initialed changes to smudged contracts, illegible handwriting, over-faxed contracts, or lost documents. Using the myTransactions with DotLoop system, every adjustment can be tracked and time stamped, creating one seamless document. Each field has its own history attached to it, allowing users to see changes. And the documents are stored for seven years, with all parties having access.

Many associates are familiar with online document signing. However, the DotLoop difference is that the forms are live and interactive. The document is shared online and the only thing sent is a link that invites others to view/sign the document. Note, however, that the system does accommodate the traditional emailing of PDFs as well as the faxing of documents, but the core of the system and integrated electronic signatures function through this “sharing” concept.

myTransactions Support

Within the myTransactions system, there are a number of support resources. You will find brief tutorial videos available throughout the system to help you along the way. At the bottom of each screen, you will also see a Help link, where you can find the library of video resources, as well as FAQs and phone support.

Activating myTransactions

a. Click Start your eTransaction setup.

Your Turn!

The eEdge Control Panel

You have direct access to myTransactions from the eEdge Control Panel. From the Control Panel, you can do the following:

a) Click on Messages (to review new notifications within a transaction loop) b) Start New Transaction

c) Buyer Transactions (lists your buyer transaction loops) d) Listing Transactions (lists your listing transaction loops) e) Greensheet (access the online Greensheet system)

The myTransactions Dashboard

The myTransactions Dashboard is known as “Agent Home.” Click Home from anywhere within myTransactions to access your dashboard.

Agent Home is the snapshot of a virtual office. A “loop” is a transaction, or your real estate file. It will contain all the agents, clients, and forms associated with a transaction. Buying loops are therefore offers, and listing loops are listings.

a. The gray tabs at the top of the page contain all of your loops. b. Manage your clients by selecting My Clients.

c. See your notifications and activity log by clicking Messages. d. Manage various aspects of your account by clicking My Account.

The rest of Agent Home is split into four sections.

a. Recent Loops: Lists your loops that have had activity in the last five days. You can go to the specific loop type at the top for a comprehensive list of all the loops.

b. Calendar: Reflects tasks and reminders set-up.

c. Search Your Clients: Allows you to quickly access basic client information. d. Activity Log: Displays all recent activity.

Definitions:

To assist you with understanding the myTransactions environment we must start with 3 definitions: 1) Interactive Form – A document that has been uploaded into myTransactions for the purpose

of collaborating online. Once forms are created, the Version Now technology within myTransactions allows them to become "interactive" so that you can prepare documents online while allowing buyers and sellers to digitally sign when appropriate. Additionally, the myTransactions solution also provides configurable document workflow and real-time collaboration to ensure that the transaction process is seamless and trackable. (This negotiation process is described in more detail under “The Revision Process”).

2) Workflow – The programming behind the interactive forms that will assist you in what to do

a

b

c

the transaction (used listing or buying loops)

Ex. Buyer Representation Agreement or Listing Agreement

Make Available to Buyer Once the form is completed (listing loop) it can then be made

available to any buyer making an offer. In the case of multiple offers each buyer has their “copy” that they can sign, leaving the original form available to other buyers. Upon usage by a buyer the form will then use Negotiating style workflow.

Ex. Seller’s Property Disclosure

Negotiating This form is completed by the one side of the transaction and

then revision permissions are passed to the other side. If changes are made, a new version is created and revision permissions passed back. This continues until both sides have signed the form at which time the form locks and no revisions can be made. Ex. Purchase Contract, Amendments

3) A Loop –A “loop” is a transaction, or your real estate file. It will contain all the agents, clients, and forms associated with a specific transaction. Loops can contain the interactive documents as well as “Attached” PDF documents. Permissions to view the individual forms is granted based on role, not by individual. For this reason, a new loop is required for each offer a selling client receives or a buying client makes.

The Sharing or Permissions Concept:

myTransactions uses a role based permissions system to share documents between parties. Access to documents is given to a role not to a particular individual. As you add documents, no one other than you will have permissions to view a particular document until permission is granted to each specific document by either sending an invitation to sign, or in the case of attachments editing the who can view section. This enables you to have documents stored in the loop that are only visible to you (and your Broker).

o Buying Client – any Client added to a Buying Loop

o Clients added to a Basic loop will not have Listing or Buyers included in the role title. Permissions to view documents are created during the “Send to Client” or “Send to Agent” action. For instance, after completing documents in a buyer’s loop, the system will prompt you to send the documents to your buying clients. During this process, you will be shown the list of current buying clients in the loop. However, you will not have the option to select particular individuals, the invitation will go to ALL clients within that loop as they all have the buyer role. This is due to the role based system where all parties with a specific role are granted access at the same time. (Note: The email invitation sent to the client will contain a link to the electronic environment to view the document; no attachments are actually sent.)

Therefore, creation of a new loop is required for each separate offer received on a listing or each offer submitted on behalf of your buying client.

 Each Offer made by your Buyers on different properties should have its own buying loop.  Each Offer received on your listing by separate buyers should have its own offer loop  If you received offers on two separate listings from the same set of buyers, each offer should

have its own offer loop, attached to its respective listing loop.  Each Listing you start should have its own listing loop.

 Offers received or made through the “Make and Offer” link will automatically have the appropriate loops created.

Think of each loop as a separate file folder and you are creating a new folder (loop) for each transaction involving a different set of parties/individuals. Once a document within a file (loop) is sent to the clients, anyone holding the role of client in that loop can now see that document.

Adding anyone into a loop as a client will result in them being able to view any documents other clients in that loop can view, even if the new client being added is part of a separate offer. The same holds true for inviting agents. If you invite a second agent into the loop, they too will have access to all the same permissions as the previous Agent in that loop, even if they are representing a different client.

Failure to create a new loop may potentially put you at compliance or permissions risk. Example:

A listing agent receives an offer on 123 Main St. from Mr. and Mrs. White. The listing agent creates an offer loop and invites the Cooperating agent which in turn starts a Buying Loop for the

uploads the documents to the first offer loop. The Listing Agent then invites the new Buyer’s Agent into the loop. Because the system is role based and Mr. and Mrs. Brown, are clients in the same loop as Mr. and Mrs. White, they can now see each others offer documents. Likewise, the Agent from the second offer is an Agent in the same loop as the first offer Agent, they also can now see the documents from both offers.

Archiving of Documents:

Archiving allows you to remove a loop or form from your main view. These forms are not deleted, and can be viewed from the “Archive” option in the secondary menu. This allows you to archive inactive loops or forms, so you only see any active loops on a loop summary screen or active forms within a loop. Just like paper documents, with the interactive documents each party to a transaction retains all rights to view a document/contract that they originally submitted. Therefore, archiving does not remove the ability of other parties to view the document.

Your have the ability to archive loops and forms.

 Archiving a form within a loop does not affect the viewing or access permissions of any Client or Cooperating Agent. All archived forms are still visible to the Client and Cooperating Agent on their respective views. For compliance purposes this does affect the initial view on the Broker Dashboard, however the Broker Dashboard user can still access all archived files.

 Archiving a Loop does not affect the viewing or access permissions of any Client, Cooperating agent, or Broker(Broker Dashboard). All archived loops are still visible to the Client, Cooperating Agent and Broker Dashboard on their respective views.

Loop Types and Their Usage:

There are 5 types of loops within myTransactions – Listing Loop, Buying Loop, Basic (Client Loop), Forms Loop, and Offer Loop. The type of loop will determine the workflow of a particular form.

1) Listing Loop –

a. Requires an Address and Client to start the loop.

b. Created by the Listing Agent when starting a transaction (listing).

c. Forms initiated in this loop are viewable only by the Agent and Listing Client unless shared with the buying side (sharing with the buyer side will result in the form being visible in the Buying Loop and Offer Loop)

d. Contains the listing side specific forms between the Agent and the Client.

e. Listing documents will take on the “Agent to Client” when used in this type of loop. f. Contract type documents will take on the “Make Available to Buyer” workflow when

used in this type of loop.

g. To assist in separating Contract or Offer related documents from the original listing documents should not be uploaded within this loop (see offer loop)

h. Uses eSignature and Attachments functionality 2) Buying Loop -

a. Requires an Address and Client to start the loop.

b. Created by the Buyers Agent when starting a transaction (purchase offer).

c. Forms initiated in this loop are viewable only by the Buying Agent and Buying Client unless shared with the listing side. (sharing with the listing side will result in the form being visible in the Offer Loop)

d. Contains the contract or offer forms for a specific client for a specific address e. Buyer only documents will take on the “Agent to Client” workflow when used in this

type of loop.

f. Buyer and Seller related documents will take on the “Negotiating” workflow when used

Listing Loop

Buying Loop

Offer Loop

a. Created when the Co-Op agent makes an offer on Listing Loop (see Offer Loops, Lesson 9, Page# for more information on their creation)

b. Intended for the purchase or offer documents between the buyer and seller c. Forms initiated in this loop are viewable only by the Listing Agent and Client unless

shared with the buying side. (sharing with the buying side will result in the form being visible in the Buying Loop)

d. Forms viewed within this loop represent the forms from the Buying Loop that the Selling Agent or Client have permission to see.

e. Purchase or Offer Documents initiated by the Selling side should be initiated from within this loop, not the Original Listing Loop.

f. Listing Loops can have multiple offer loops attached. 4) Basic Loop –

a. Also known as Client Loop – Requires only a Client to start the loop (no address is required).

b. Intended to be used by Buyers Agent, although a Listing Agent can use this type loop. c. Forms initiated in this loop are viewable only by the Agent initiating the loop and their

client unless shared with the other side.

d. Best used by Buyers Agent to complete the preliminary buyers documents (non address specific) signed by the buyer before making an offer on a property. When an offer is accepted an ready to be submitted to the office, these documents can be copies to the Buying Loop.

e. Documents will be “Agent to Client” workflow. f. Uses eSignature and Attachments functionality 5) Forms Loop

a. Requires no Client or Address

b. Intended for completing forms when the parties of the transaction do not want to take advantage of electronic signatures.

c. Forms initiated in this loop are viewable only by the Agent initiating the loop.

d. Loop could be used for tracking referrals and their documentation. Loop name could be “Client Name referred to Agent Name” for tracking purposes. All documentation for the

How to Create a Loop

1. There are three ways to start a loop.

a. Directly from your contact list by clicking the “Start myTransaction” icon: .

b. Using the Start New Transactions under [more options] of the myTransactions tab on the eEdge Control Panel.

c. If you are already in myTransactions, you can click on Start Loop in the upper right hand corner.

2. Select the loop type. Depending upon the method you selected to start the loop, you will see one of the two screens below:

From the eEdge Control Panel or from within myTransactions:

3. Select the property.

a. For a Listing Loop: Enter the property address.

b. For a Buying Loop: You can search by Listing Agent’s Name, MLS number, or property address. The property addresses are integrated with the Keller Williams Listing System (KWLS). Select the appropriate address. If the address does not come back with a match, select No.

If you selected No above, the system will prompt you to complete the fields shown. Continue to the next step by clicking Continue (the system will capture the information and is able to populate it throughout the forms).

4. Add forms. Using the forms library, you can search, select and reorder forms. You can also hover over a form name to see an image of it.

Forms on the left are all the forms available to you; forms on the right are the forms you are using with this transaction.

Note: If you started the loop with a form set, those forms will automatically appear on the right hand pane.

You can always add and remove forms after the loop is created. a. Add forms by selecting in the left-hand column and clicking Add.

b. Once you have all the forms you need, select Create Loop.

TRAINING TIP! The next action button is located in the bottom right-hand corner of the page over 90 percent of the time on DotLoop. If you ever feel lost on the system, remember to scroll down and check the bottom right-hand corner.

5. Add clients. Your myContacts database is integrated with myTransactions.

Type in the client’s name and click Search. If this is a new client, select New Client – Add & Attach (this will also create a contact record in MyContacts).

Each client must be added separately. For a client to sign electronically, they must each have a unique email address.

It’s important that each client required to sign a document has a unique email address. For example, if two people are cosigning, each person must use their own individual email address. Each electronic signature is confirmed by the use of an email login and unique password created by the client. This adds an additional critical layer of compliance.

a. Click Save & Continue.

Your Turn!

1. Find a partner. You will pretend to be your partner’s agent and vice versa. Note: If you do not have a partner, set up a fake client using

your personal email address. (Use an address other than the one tied to your myTransactions account)

Completing Forms

Once you’ve created the loop, added the forms and the clients, you’re ready to start completing your forms. Each field is interactive. This allows for online collaboration, tracking of changes for compliance purposes, and final documents as clean as the original. You must review and save each form in order to give your client(s) access to sign.

1. Fill out all required information (highlighted in yellow).

a. Black “Xs” represent a field that has been assigned to a party for an electronic signature. If you hover your mouse over the field, the system will tell you who is supposed to sign there (buyer agent, buyer client, listing agent, listing client). b. Red “Xs” represent a field that has not been assigned to a party for electronic

signatures. Click in the box next to the “X” and choose who is supposed to sign in that field (buyer agent, buyer client, listing agent, listing client). Once selected the “X” will change to black.

c. Fields that are highlighted in pink require your signature or initials. d. Once a field has been signed, the black “X” will change to a green “√.”

e. Once all information is filled in, click Save & Continue. (See Lesson 9, Field Options for an explanation of options available for completing the fields).

2. A Confirmation screen will appear once a form is completed. Click Continue to move to the next form.

3. Once you have completed all forms, you will see a Confirmation screen that your forms are ready to be sent to your clients. Click OK.

4. You will get a second confirmation screen listing the forms and the client information. Add your Custom Email Message and Click Send Online to send the invitation to sign.

Your Turn!

If you are the listing agent, fill out the listing forms and add your partner as the seller. If you are the buyer agent, fill out the buyer forms and add your partner as the buyer.

If possible, sit together as you go through this exercise so you can review each other’s experiences.

Reviewing Loop Forms

At any point in the transaction, you can review the loop forms by doing the following:

1. Choose Buying Loop or Listing Loops in the top navigation (or from the eEdge Control Panel or the Recent Loops list).