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Real Estate Success Tracker

GETTING STARTED HOW-TOs & TIPSWindows & Macintosh

Three Tips to Keep in Mind Before Starting

‣ Have ready the information on at least one (1) Person and at least one (1) Propertyyou're currently working with for entering into Real Estate Success Tracker.

‣ Use your tab key on your keyboard to move from field to field(a field is a place you type to enter text).

‣ Some field popups are empty at first. This is normal. When tabbing to one of these fields for the first time, click on the field with your mouse to begin typing text. Your entries will automatically generate the popup choices for that field.

Healthy Database Tips

‣ Always make sure that there are no trailing spaces or carriage returns at the end of any-thing you type in a field. (The last character should be the last character.)

‣ Use upper and lower case when typing. What you type is what you get on bulk mail, re-ports, etc. Enter data correctly in the beginning and it will be correct forever.

➡ Here's the important thing to remember:Your data is your business. Care for it in detail. Give it regular attention. Keep it clean and up to date. The business relationships you create and develop will yield years of income when you maintain your trusted system.

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480.626.4461TELEPHONE WWW.REALESTATESUCCESSTOOLS.COM EMAIL [email protected]

TABLE OF CONTENTS

Interface Explained............................................................................................................................... 3

Your First Time Using Real Estate Success Tracker................................................................ 4

Understanding the 12 Areas.............................................................................................................. 5

People...................................................................................................................................................... 10

Properties................................................................................................................................................ 15

Activities................................................................................................................................................... 19

Attachments.......................................................................................................................................... 23

Calendar................................................................................................................................................. 26

Mail............................................................................................................................................................ 27

Notes......................................................................................................................................................... 32

Projects.................................................................................................................................................... 33

Transactions.......................................................................................................................................... 34

Action Templates................................................................................................................................ 42

Campaign Execution......................................................................................................................... 45

Preferences............................................................................................................................................ 47

Icons and Buttons Explained.......................................................................................................... 53

Support Options.................................................................................................................................. 56

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➎ To create new, delete or find records, use the buttons on the top far right side of the screen

➊ REST “records” are like pages in a book >

< ➌ To move between any Areas, use the navigation buttons.

< ➋ The example shows that you are viewing record 14 out of 25 found and that there is a total of 5422 records. The 25 records in your found set are unsorted. Page-thru records using the arrow buttons:go to First, Previous, Next, Last record.

➍ Keyboard ShortcutsWin: Control keyMac: Command key

Your First Time Using Real Estate Success Tracker

The first time you use Real Estate Success Tracker (REST), begin by entering information in the following four (4) areas:

People Choose any person you're working with in your real estate business.

Properties Choose any property you're working with.

Activities List any to-do, phone call or meeting that involves one (or more) of the above People and/or Properties.

Attachments List any website page or any document on your computer that relates to one (or more) of the above People and/or Properties.

➡ Here's the important thing to remember:When you make an Activity, you can select certain People and Properties that are involved with the Activity. Click the Green Plus button under People and Properties to make your selections.

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Understanding the 12 Areas

People Calendar Transactions

Properties Mail Action Templates

Activities Notes Campaign Execution

Attachments Projects Preferences

People

Track the People important to you in your Real Estate business. You can categorize People in as many ways as you want by selecting from any of the People Groups under the People Groups Tab or by creating your own new groups… Sellers, Buyers, Vendors (appraisers, inspec-tors, etc.) or other Realtors®. Your People can be in any number of People Groups.

You can track Spouse/other or Company information as well. There are options to customize a person’s mailing address: include Spouse/other and/or Company name; use Primary, Secon-dary or Company address. You can also track important dates like Birthdays and Anniversa-ries; track the Source of each person and even create your own custom number tracking.

While in People, you can view or add:

‣ Activities performed or planned for this person‣ Properties you've associated with this person‣ Notes you want to keep for this person‣ Attachments (web sites and documents) for this person‣ People Groups for this person

➡ Here's an important thing to remember:From People, you can send an email or print a letter/envelope.Under the Mail tab, click the Green Plus button and follow the prompts.

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While in People you can view:

‣ Mail History to review any marketing pieces or individual correspondence.‣ Projects to review any projects that the person has been associated with.‣ Transactions to review any Transactions the person has been involved in.

While in People, from the REST Utilities Menu (at the top of your screen) you can:

‣ Print a People List: options are “more”, “less”, or “data” (history)‣ Apply an Action Template‣ Assign Multiple People Groups

You can create your own Do Not Call and Do Not Email lists or you can import the Do Not Call list available from the FCC.

Properties

Allows you to track the key properties you're working with. Typically, they're the properties that you feel have risen to the level of having some possibility of being part of a transaction.

While in Properties, you can view or add:

‣ Activities performed or planned for this property‣ People you've associated with this property‣ Notes you want to keep on this property‣ Attachments (web sites and documents) related to this property‣ Transactions the property has been involved with‣ Link to current MLS data (internet access required)‣ Link to current Tax info (internet access required)‣ Property Groups for this property

While in Properties from the REST Utilities Menu (at the top of your screen) you can:

‣ Print a Properties List: options are “more”, “less”, or “data” (history)

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Activities

This is where you track all your to-do's (tasks), events (meetings, appointments) and phone calls. The date you put on an activity determines your To-Do List for a particular date.

While in Activities, you can involve:

‣ Any People with this activity‣ Any Properties with this activity‣ Any Project with this activity‣ Any Transaction with this activity

➡ Here's the important thing to remember:When you make an Activity, you can select certain People and Properties that are involved with the Activity. Click the green “Plus” button under People and Properties to make your selections.

AttachmentsThis is where you track Web Sites and Documents. Functionally similar to Activities, you an-swer: Which People, Properties, and or Project do you want this website or document at-tached to? In the case of a website, REST stores the URL (website address). In the case of a document (file), REST can store the path to the file or can store the actual file within REST.

➡ Here's the important thing to remember:When you make an Attachment, either paste a website address (copied from your internet browser) or select a document from your computer.

CalendarThis is where you view Activities that you have marked as Type “Event”. You can view Day, Week, Month or Year.

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Mail

This is where you can create the letters (postal or email) that you will print or send from REST. You can store the letters you create as templates to set-up your own custom letters library! You can print envelopes and labels from this area as well.

NotesThis is a system wide notes area. Each Note record can be associated with any Person, Prop-erty, Transaction or Project.

ProjectsThis allows you to manage workflow, by associating several activity records under one heading.

TransactionsThis is where you manage each transaction. Track important dates, vendors, activities, dis-bursements, important notes, transaction status and real time income totals. Print great trans-action and business reports.

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Action Templates

This is where you create your action plans. Action Templates can be one of two kinds, either a Marketing Action Template or a Transaction Action Template. Action Template items can be either Personal in nature (I need to call someone) or Campaign in nature (I need to find every one who gets the “marketing piece” today). Action Templates are used to automatically create the steps involved in processing a Transaction or applying a Marketing Campaign. A Marketing Action Template can be applied to one or many People records. A Transaction Action Tem-plate can be applied to one People record, one Property record and one Transaction.

Campaign ExecutionIn Campaign Execution you filter for campaign items of the same (or similar) kind that are due to go out over any date range you specify.

PreferencesIn this area you manage User Preferences.

‣ Enter text to appear under your name on letters and email‣ Set the top margin for printed letters‣ Insert graphics for printed letters & envelopes‣ Choose to print a return address on envelopes or not‣ Store URL preferences for MLS and Tax page links‣ Set Properties field name defaults for new Properties‣ Set up default Dates and preferred Vendors for new Transactions‣ Store Do Not Call and Do Not Email preferences‣ Manage REST w/U synchronization‣ Manage REST accounts (Multi User version)

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People

Primary Name: Start by entering the person's first, and last names. Note that these are two (2) separate fields. If a middle initial is used, enter it after the first name in the First Name field. If you enter text in the Personalization field, that text will override whatever is in the First Name field for mailings. Using your tab key, proceed by entering the person's address, phone num-bers, email, website address, etc.

➡ Here's the important thing to remember:Maintain personalization to increase the value of your data!A simple hierarchy: The Salutation field overrides the First Name field.The Personalization field overrides both the Salutation and First Name fields.

People Groups: A person can be categorized in multiple ways. For instance, they may be a “Seller” and also part of your “Regular Mailings”. Some of the People Groups that are already created when you begin using the software are:

Seller Vendor Regular Mailing Buyer Farm Regular Emailing Family Investors Sphere

You can create your own People Group by clicking the NEW button on the right side of the screen, under the People Group Tab. To add a person to a People Group, simply click the name of the People Group desired and it will be added to your persons People Groups.

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Spouse/Other: Enter information as appropriate. Click the field label text "Spouse/Other" to edit this label. Examples include: Spouse, Brother, Sister, Father, Mother, Advisor, Lawyer or Accountant.

Send Email Buttons: To send a single email to this person (or Spouse/Other), click this button and follow the prompts.

Spouse/Other on Mail: No/Yes Field: To include or not include the Spouse/Other on bulk mailings, click this field and highlight your selection.

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Use Address: Primary/Secondary/Company Field: To select to use Primary, Secondary or Company address on mailings, click this field and highlight your selection.

Dates/Family: This is where important dates and family relations for a person are stored.Examples include: Anniversaries, Birthdays, children and even pets.

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To add a date, click the Green Plus button and follow the prompts.

To find all birthday’s or anniversaries for the current month or next month, click the Blue Ar-row next to Anniversaries or Family and Birthday and make your selection from the dialog box.

➡ Here's the important thing to remember:Create in Activities a new task “Send Anniversaries/Birthdays Cards” for the date you want to process this monthly task. Each month, simply advance the date of the Activity approximately 30 days. This approach gives you the opportunity to take a quick check of the upcoming Anni-versaries and Birthdays and perhaps select a date different than 30 days from now.

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Source/Tracking: The Source field is your clear identifier of how you obtained this valuable data (a person’s accurate contact information). Generally, you’d consider this in two categories: the data was either imported or it represented an individual person you met or were referred to. The Date field next to the Source field is your clear identifier of when you obtained this data. Examples include: Open House, Referral, Marketing, etc.

When you use the Source field for the first time, the popup will be empty. This is normal be-cause the contents of the popup are auto-generated by the entries you make. For example, if you type "Open House" in the field, the next time you enter the Source field you'll see "Open House" in the popup list and can select it to choose that source for another person. Later, this helps you find all the people from a certain source. For example, you can find everyone you met at open houses or everyone that was referred to you. Or, everyone that was referred to you over a certain data-range.

➡ Here's the important thing to remember:The Date field is automatically filled with today’s date - the date the record was created(for both single record creation and imports).

Number Tracking: A free-form area for you to enter other data you’d like to track for this per-son as well as the date range the data may pertain to. The total number of Activities for this person is shown, as well as the gross commissions earned and the number of Mail pieces sent.

Company/Codes: This is the area where company information can be entered along with MLS codes for another agent, office or company. This information will print on a Transaction report. You also have the option to include the Company name on letters and address use choice.

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Properties

Property Address: Start by entering the property street, city, state and zip. Proceed by enter-ing other property information as identified by the fields.

Subdivision, School, Builder, Area, Grid: The first time you use these fields, the popups will be empty. This is normal because the contents of the popups are auto-generated by the entries you make. Enter something into one of the fields and the next time you enter that field you'll see what you previously typed listed in the popup. Simply make your selection for faster data entry and to help assure accuracy for searches you perform later.

Category: Categorize your properties any way you like. The first time you use the Category field, the popup will be empty. This is normal because the contents of the popups are auto-generated by the entries you make. Enter something into one of the fields and the next time you enter that field you'll see what you previously typed listed in the popup. Simply make your selection for faster data entry and to help assure accuracy for searches you perform later.

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MLS and Assessor # Web Site Links: Under the MLS # and Assessor # fields are three buttons; View, Copy and Prefs (preferences):

Click the Prefs buttons for a dialog box where you can paste the pieces of the MLS Property website page address you wish easy access to. Prefix, MLS # and Suffix are added together for direct access to your MLS’s property information page for whatever MLS number you enter into REST. Prefix text is added before MLS numbers. Suffix text is added after MLS numbers.

➡ Here's an important thing to remember:Some MLS systems use only a prefix before the MLS #; others use both a prefix and a suffix. Some MLS systems do not allow this type of connection.

After completing the dialog, click OK. Click the View button to view the MLS property report. The process is the same to set the Assessor Parcel # field preferences.

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How to get the Agent Property Report web site address:

‣ Perform a normal search in the MLS for the property you're working with.(The quickest way is to search on the MLS number.)

‣ In your web browser, highlight all the text in the address bar.

If the address bar is not showing in your browser, go to the View Menu, then Toolbars, then select Address Bar to show it.

‣ Go back to REST and right-click on the field to Paste (or Paste Unformatted Text).

What to do if your browser address bar does not contain the web site address for the Agent Property Report:

When searching for properties on the MLS in a manner other than by the MLS number, you often get a list of properties. Clicking on a property in the list opens a page where you can view individual Property Reports one at a time.

In this situation, the address bar does not change as you advance from property to property. To reveal the web site address for a particular property, click on the MLS number shown in the Agent Property Report. This will open another browser window. The address bar in this new window will have the web site address you need to paste into REST. If your particular MLS still does not reveal the URL that includes the MLS #. Hold your mouse over the MLS number you are working with, Right click and choose “Copy Link”. Then go back to REST and right click “paste” into the appropriate field.

Pasting the Property Photo:

While viewing the Agent Property Report in the MLS, right-click on the photograph of the property and select Copy. Then, go back to REST and the subject property. Right-click in the right area of the screen that indicates "Paste Photo HERE" and select Paste.

Showing Instructions: The text entered will show on printed Property reports.

Owner ID: Click to select the People record representing the real owner of this Property.

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Listing Expiration Date: If Property is a listing, date listing expires.

Edit Field Labels:

The following field labels can be edited:

‣ Subdivision‣ Bed‣ Bath‣ School‣ Area‣ Grid‣ Lockbox #‣ MLS #‣ Assessor Parcel #‣ Sq. Ft.‣ Year Built‣ Builder

Hover your mouse over these field labels to view tooltip instruction.

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Activities

Date: Enter the date for this Activity (default is today's date).

Start Time: If applicable (for an event), select a time from the popup.

End Time: If applicable (for an event), select a time from the popup.

Type: Select from the popup Task, Phone, Event etc.

➡ Here's the important thing to remember:When you want an Activity to show on the REST Calendar, select “Event” for the Type field.

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Complete: Select from the popup No, Yes or In Process.

Subject: Type a brief subject line here.

➡ Here's the important thing to remember:If you are consistent and descriptive with what you type as your Subject, viewing the lists of related Activities while in People, Properties, Projects or Transactions can be much more infor-mative. (This holds true for the Activities you create from applying Action Templates as well.)

List: Select from the popup.

Priority: Select from the popup, High, Medium, Low or None.

Where: Can be precise physical location (ex. coffee shop on Elm St.) or context. Provides an additional way to organize your work by grouping items with @computer, @office, @admin, @research, @home, @errands, etc.

Amount: Can be any amount that means something to you. Specifically, if the Activity is of the Type “Income” or “Expense” you can enter the amount here.

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Details: Type the detail on the Activity here.

➡ Here's an important thing to remember:Use the Top and Bottom buttons to add the detail on this Activity as it’s accomplished.This will date and time stamp the entry along with the current User’s name.

Transaction: Click to associate this Activity with a Transaction and make your selection.

Project: Click to associate this Activity with a Project and make your selection.

People Tab: This is where you select People to associate with this Activity. Click the Green Plus button and make your selection.

Properties Tab: This is where you select the Properties to associate with this Activity. Click the Green Plus button and make your selection.

To-Do List: You can view any found set of Activities in either Detail View or List View.

The following buttons are based on “Date” and “Complete” fields:

‣ To-Do button: finds all Activities not completed through “today.”‣ Day button: finds all Activities not completed for only “today”‣ Week button: finds all Activities not completed for the next 7 days (includes today)‣ Month button: finds all Activities not completed for the next 30 days (includes today

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Printed To-Do List: Select “Print Options” from the REST Utilities Menu...

~ Sample ~

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Attachments

Date: Enter a date for this Attachment (default is today's date).

Subject: Type a brief subject line here.

➡ Here's the important thing to remember:If you are consistent and descriptive with what you type as your Subject, viewing lists of related Attachments in People, Properties, Projects or Transactions can be much more informative.

Select Type: Select from the popup “Web Site” or “Document”.

If type selected is Web Site, the buttons read: “View Site” and "Paste Web Site".

If type selected is Document, the buttons read: “Open Doc” and "Select Document".

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Clicking on “Select Document" will display a dialog box asking you to either store a reference to a file or to insert a file.

After making your selection, a standard open-dialog box will open where you can navigate to and select any file on your hard drive. This can be a PDF file, a word processing or spread-sheet document, a picture file or anything else. Later, when the Open Doc button is clicked, that document will be opened in it's own application.

Details: Type the detail on the Attachment here.

➡ Here's an important thing to remember:Use the Top and Bottom buttons to add notes/detail for this Attachment.This will date and time stamp the entry along with the current User’s name.

Transaction: Click to associate this Attachment with a Transaction and make your selection.

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People Tab: This is where you select People to associate with this Attachment. Click the Green Plus button and make your selection.

Properties Tab: This is where you select the Properties to associate with this Attachment. Click the Green Plus button and make your selection.

Projects Tab: This is where you select the Projects to associate with this Attachment. Click the Green Plus button and make your selection.

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Calendar

In this area of the software you can view any Activities marked as Type “Event.”

View in Day, Week, Month or Year. To create a new Event from Calendar, click the New button in the top area area of the screen. This opens a new Activity where you enter the data for your new Event. This Activity/Event will also show in your To-Do List (see Activities for more on viewing your To-Do List).

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Mail

This is where you create and process your letters and emails. You can select individual People as well as any People Groups to send email, or print the following:

‣ Letter (1-page 8.5 x 11)‣ Letter Envelope (#10)‣ Thank You Note (6 x 9)‣ TYN Envelope (6 x 9)‣ Avery 1 inch x 2-5/8 inch Labels‣ Dymo Shipping Labels

You can also mail from People, using the Green Plus button under the Mail tab.

➡ Here's an important thing to remember:REST easily handles a mailing for one and your mass communications.We highly recommend that you create Mail Templates for most of your mail!

To create a Mail Template:

In Mail, click the Templates button on the right side of the screen to go to Mail Templates. Click the New button then Proceed.

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Enter a Title for your new Mail Template. If you know you’re making a new category, enter that as well. If not, you can select one of your previously created categories on the next screen.

Click OK and type the body of your new Mail Template. If you have letters in another program you can copy the body text from the other program then paste it into the Text field.

➡ Here's the important thing to remember:Paste or enter only the body of your Mail Template into the large Text field. Do not include ex-tra spaces or carriage returns to add spacing. REST will format and build personalized mailings including addressing, salutation and close from your personal selections.

After you’ve completed your Mail Template, click the Preview/Edit/Print button for additional formatting and spell check. Click Save and Close when finished.

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To Get a Mailing Out:

Click the New button to create a new Mail record.

Give it a Title, and select Postal or Email from the type field. Choose a previously created Mail Template by clicking in the Template field on the right/middle side of the screen then making your selection from the dialog.

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Next, add a Close line and Email Subject if type is email.

Select the People and/or People Groups for this mailing from the People and People Groups tabs. Click the Preview/Edit button for additional formatting and spell check.

In Preview, use the left and right Blue Arrow buttons or the keyboard shortcuts to page through records. Check the addressing for individual People records. If data entry errors are found, go to People and make corrections before completing the mailing.

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From the Preview/Edit window you can either click the Send/Print button at the bottom right of the screen or click Save and Close. That will take you back to the main Mail area where you can Select Print or Send from the button in the middle right of the screen. Follow the prompts and your letter will print or your emails will begin to be sent out of your email client.

If mail/email was successful click the Mailed button.

Envelopes: In Mail, select the People and/or People groups you would like to print envelopes for. Click in the Print As field to view a drop-down list of choices. Select Letter Envelope (#10) or TYN Envelope (6 x 9) then click either the Preview/Edit or Print button. For #10 envelopes, make your choice for either Landscape or Portrait page setup, then click the Continue button on the far left side of the screen and your envelopes will print.

Labels: In Mail, select the People and/or People Groups you wish to print labels for. Click in the Print As field to view a drop-down list of choices. Select Avery 1 inch x 2-5/8 inch Labels then click either the Preview/Edit or Print button. Click the Continue button on the far left side of the screen and your labels will print.

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Notes

REST has system-wide notes that can be related to any…

‣ Person‣ Property‣ Transaction‣ Project

Enter data into the Note Text field. Click the yellow fields to associate that Note with a per-son, property, transaction or project. Hover your mouse for tooltips that give you an instant view of information on your selections.

➡ Here's an important thing to remember:Notes are searchable.

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Projects

Projects are used to group individual activities together.

Enter the reason for doing the project in the Purpose field. We suggest using present-tense language for the Describe Intended Successful Outcome field. While completing your Project, maintain the status for each Activity (especially Next Actions) to track your progress.

To create a new Project, click the New button in the top right area of your screen. Then, enter a Title and tab through the fields to complete. Create the Activities that comprise the Project by clicking the Green Plus button under the Activities tab. Add Notes and Attachments to this project by clicking the Green Plus button under the Notes and Attachments tabs.

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Transactions

To create a new Transaction, click the New button in the top right area of the screen.

➡ Here's the important thing to remember:You are creating a Transaction for a Property that already exists in REST. If the Property for this Transaction has not been entered, first go to Properties and create a new Property record.

In the dialog box that follows, enter a REST Title for this Transaction.

➡ Here's the important thing to remember:This Title is the name that will appear in lists and reports so consistency in naming will help you in future when you want to perform finds, print and export data. We suggest using a simple naming convention for easy selection for alphabetized lists

Choose from the drop-downs for Source, Type and Status and click OK.

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After clicking OK in the Create New Transaction dialog, a new dialog will appear where you Set-up your Transaction.

In the yellow search field, type a portion of the Property address then click the small Find but-ton. You’ll see a list of addresses from the Properties area that match your request. To select a property, click the ID number next to the property address and your property will be added to the Transaction record. Next, click the Seller tab then find and select the Seller for this trans-action. Continue your selections as you go through each remaining tab. Complete Set-Up Transaction and click the OK button.

Tab through the remaining fields. Enter the Listing and Buyer agent percentages and other pertinent data. Enter the Commissionable Amount and REST will automatically calculate the Amounts fields. Special Instructions will print on the Transaction Report.

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Transaction Tabs:

Dates: Lists the key dates for this Transaction such as “Contract Date”, “Projected Close of Escrow”, “Financing Applied For”, etc. Dates can be added individually and by your User Pref-erence default settings. Set up your default Dates in Preferences so that each time you create a new Transaction, those date labels will be added automatically to your Transaction. You can then add or remove Dates specific to that Transaction.

Vendors: Lists the Vendors to this transaction such as “Title Company”, “Mortgage Company”, “Appraiser”, etc. These can be set up in Preferences so that each time you create a new Trans-action your preferred Vendors will be added automatically. You can then add or remove Ven-dors specific to that Transaction.

Activities: Lists the Activities for this Transaction. These can be added on an individual basis or by applying one of your Transaction Action Templates. (Read “Applying Transaction Action Templates” below to learn how.)

Attachments: Add any Attachment to the Transaction by clicking the Green Plus button and making your selection.

Disbursements: Add a disbursement to any Transaction by clicking the Green Plus button and following the prompts. The total for all Disbursements for this Transaction show in the Total Disbursements field and will print on the Transaction Report.

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Notes: Relate any Note to this transaction. To add a Note, click the Green Plus button and fol-low the prompts.

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Transaction Report

Click on the list view button to see your income figures for the Transactions in your current found set. At the bottom, you’ll see your income by status: Contingencies, Pending Closing, Closed and Commission Paid as well as Totals and Averages for Commissionable Amount, To-tal Commissions, Total Disbursements and Net Commissions.

REST has great Transaction and Business reports. For a Transaction Report, select a Transac-tion you’d like a report for. Then, in the REST Utilities Menu choose “Print Options” and click Print in the dialog box.

The transaction report includes all the information typically required when submitting a file into your office. There is no double entry as REST pulls data from different areas of the soft-ware to produce the report. The Transaction report includes.

‣ Property information including the MLS#, Tax Assessor#, type and year built‣ Client source, the escrow ID and what side(s) you represented for this transaction‣ All the dates tracked and the Special Instructions‣ Seller, Buyer and Agents associated with the Transaction‣ Vendors associated including telephone numbers and what service they rendered‣ List of Activities associated with the transaction‣ Disbursements, Total Disbursements, Total Commission and Net Commission‣ Attachments associated with the transaction.

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Sample Transaction Report (first page shown):

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In REST Multi User version you have the option to “print” the report as a PDF and send it as an email attachment. The attached PDF can be password-protected.

➡ Here's the important thing to remember:In the Single User version of REST, printing your Transaction Report to PDF works with the addition of pdf printer driver software. To obtain, perform a search in google.com or download.com for: PrimoPDF, Doro PDF Printer, PDF995 or, “free pdf printer”.

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Business Reports

In the REST Utilities menu choose Print Options and click Business Reports. Start building a custom report. Enter a date range such as the last 3 months or the last 30 days. Select the Type and Status then click Print.

The report gives you an overview of your business on a transaction by transaction basis. These business reports can be printed and (as discussed above) generated as PDF files. They can also be exported as Microsoft Excel files, for additional analysis and reporting.

➡ Here's the important thing to remember:Because REST Transaction data can be exported as an Excel file, your transaction data can be submitted to virtually any other system. From your accountant to a corporation, REST Transaction data is cleanly formatted and easy to use elsewhere.

➡ Here's the important thing to remember:REST helps you create a repeatable loop of acquiring prospects, marketing to them, converting them to clients, managing transactions, following up for repeat business and referrals and realizing income.

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Sample Business Report (first page shown):

In Multi User REST, totals and averages are shown for each User represented in the current found set. Grand totals and averages for all User in your team or office are shown on the last page of the business report.

➡ Here's the important thing to remember:Any found set in Transactions can be used for a business report and all calculations are figured on that found set. Simply click the “Print Current List” button in the Print Options dialog box.

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Action Templates

To create a new Action Template, click the New button in the top right area of the screen.

The dialog box gives a brief overview of what Action Templates are and how to set them up.

Click “Create New Action Template” to proceed.

Choose the type, Transaction or Marketing, enter a Title and a Comment if desired. Click OK.

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Choose Personal or Campaign.

‣ Items marked as Personal will show on your To Do List‣ Items marked as Campaign will show in Campaign Execution

➡ Here's the important thing to remember:Personal items are actions you can only perform one-on-one, such as call or meet someoneCampaign items are those you want to perform in bulk, or in batches such as mailings.

Here are some examples: if the item is “call to set up appointment”, mark it as a Personal Item; if the item is “send marketing piece” mark it as a Campaign Item.

Enter the Days From Trigger (a number), select Type and click Create to complete that Action Template Item. To add another, click the Green Plus button. When you are finished creating your Action Template and want to begin using it, be sure to change the status to “Ready”.

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Applying Action Templates: From List View, select the Action Template you want to apply by clicking the Blue Arrow next to it’s name.

Then from the Detail View, click the “Apply Template” button.

Then select the People, or People Groups for a Marketing Action Template or a person and transaction for a Transaction Action Template.

➡ Here's the important thing to remember:REST will automatically include the Property record associated with the Transaction when ap-plying a Transaction Action Template.

➡ Here's the important thing to remember:Be certain to enter the desired trigger date before you apply the Action Template!

Click the Apply Template button and your Action Template will be applied.

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Campaign Execution

To create a new Campaign Execution, click the New button in the top right area of the screen.

The dialog box gives a brief overview of what Campaign Execution is designed to accomplish.

Click “Create New Campaign Execution” to proceed.

Use Campaign Execution to filter for Campaign Items that were created when Action Tem-plates were applied. These Campaign Items represent marketing pieces to be sent via postal mail or via email. You can filter by date-range, mail sub-type, description or person.

Simply filter for the items to include in your mailing, click the “Execute Campaign” button and follow the prompts.

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➡ Here's the important thing to remember:Campaign Execution allows for flexibility in your marketing plans. Let’s say you had originally planned on sending a certain marketing piece when you set up your Action Templates, but more recently, you’ve designed a new piece to send instead. Simply filter for the “old” items, then, in the following dialog box enter what you actually are going to send. Another example: you’ve planned on a twice-monthly marketing but want to convert to a 1-time-per-month plan. Simply filter for the items you want and REST will automatically remove duplicates People records from your mailing.

➡ Here's the important thing to remember:Campaign Execution is designed to produce mailings. The “Execute Campaign” button takes you to Mail to complete the mailing. Enter a Title and any desired Comment and select “Set up Mail”. Choose a Mail Template for this mailing then print or email. For labels, select “Labels” from the Print As field. Each People record will be recorded as having received that piece.

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Preferences

Click the tabs shown below to access each area.

Users: Enter contact information on each User in REST. Select your Calendar Events Color.

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Users Registration tab: Click the “Registration” tab to see your Registration Name and a field to enter your under name text. This is text you’d like to have displayed under your name on all letters and emails.

Users Registration tab: Click the “Number Tracking” tab to create standards or adjust values you would like in place for each new People record you create or import into REST.

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Users Mail tab: Click the “Mail” tab to insert a graphic for printing on letters and envelopes, adjust the top margin for printed letters (for pre-printed letterhead) and choose whether to use a return address, your name or your company name when printing envelopes.

➡ Here's the important thing to remember:Have your graphics designer produce images for use in REST Mail. This allows you to print a complete mailing - including graphics - to plain paper and plain envelopes. Be sure to use high-resolution graphics suitable for printing. (REST includes samples as examples.)

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Sample Letter with Inserted Graphics:

February 4, 2007

Benjamin Franklin123 Lightning WayPhiladelphia, PA 92101-1768

Dear Benjamin,

Thank you for your inquiry about using your logo graphic in REST.

You can insert header and footer graphics for use on printed letters and a graphic for envelopes for use in the Mail area of Real Estate Success Tracker.

Instructions:

1. Navigate to Preferences.2. Click the Users tab3. Click the Mail tab4. Click the Insert Header button5. Choose your header graphic6. Repeat for footer and envelope graphics.

If you have any questions, please call or write.

Demo UserReal Estate Success Tools480-626-4461

Found:Found:

Total:Total:

Sort:Sort:

Record:Record: 1

1

5422

Sorted

1

1

5422

Sorted

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Assets: Enter data on assets such as office equipment, signs, etc.

Do Not Call: This is where you can import the National Do Not Call numbers for your selected area codes. You can also add individual phone numbers . Entering (or importing) data here al-lows you to enter a phone number in the People area and know if it is on the Do Not Call list.

There are two basic ways to use REST’s Do Not Call capability. The first is to simply click on the DNC button next to each phone number while in the People area. The second is to import Do Not Call data obtained from the government’s National Do Not Call Registry website.

This data file it is not included with our software. To obtain the data file for area codes you do business in, visit the National Do Not Call Registry website:

https://telemarketing.donotcall.gov/default.aspx

After you’ve obtained data files, go to the Preferences area and click on the Do-Not-Call tab.

➡ Here's the important thing to remember:When selecting your area codes on the government’s website, we recommend choosing no more that 5 area codes as the file sizes can be quite large. Because of this, DNC data is not trans-ferred during the normal REST update process but by a simple, separate export/import of DNC data to your new version. Rather, however, than transferring your old DNC data, we suggest instead using the opportunity to import a more recent list. In any event, the user preference set for specific numbers in the People area of REST are retained. Implement a schedule of replacing the last list obtained from the government with a more recent list.

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Do Not Email: Functionally the same as Do Not Call. Entering (or importing) data here allows you to enter an email address in the People area and know if it is on your Do Not Email list.

MLS/Web Services: This is where you store preferences to access MLS and tax information websites from the Properties area of REST. Click each of the MLS and Tax Prefix and Suffix fields and follow the instructions in the dialog.

➡ Here's an important thing to remember:Some MLS systems use only a prefix before the MLS #; others use both a prefix and a suffix. Some MLS systems do not allow this type of connection.

Transactions: Enter the Date labels and Preferred Vendors you would like automatically added to each new Transaction. To add a new Date, click the Green Plus button under the Dates tab and follow the prompts. To add a new Vendor click the Green Plus button under the Vendors tab and follow the prompts.

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Icons and Buttons Explained

Use this button to create a new record for a new person, property, activity or attachment or any new record you wish to add in any area of the software.

Use this button to delete an existing record. Cannot be undone.

Use this button to show all records in any area of the software.

Use this button to perform a custom find in any area of the software; for any record you need to locate.

Use this button to see the detail on any record.

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Use this button to switch to the List View.

Label located in the top-left area of the screen.Shows you where you are in the system.

Use this button to go to the item it points to,such as an Activity, Property or Attachment record.

Tab buttons used to view related information.

Used to add a new related item.

Used to delete a related item.

Forward and back arrows to page-through records.

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Shows what record number you are viewing, number of records in your found set and number of total records showing in the area of the software you are in.

Various screen buttons that perform specialized functions.

A field and its label. Enter data into fields.When in find mode, enter the text you want to find on.

Text label at the top of a columns in List View.Click the text label to sort on that column.

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Support Options

RESTtv: http://www.realestatesuccesstools.com/

No time? No problem! Get to know REST on your schedule. Select episodes 24 hours a day and learn on your time. Watch as many times as you like.

Training Live & Free: http://www.realestatesuccesstools.com/

All live training and demonstration sessions are free of charge. Another learning option and a great way to get live hands-on help with an instructor who answers your questions and dem-onstrates how to get productive fast. Simply let us know which class you’d like to participate in and we’ll send you instructions. It’s as simple as using your web browser.

Email Us: [email protected]

Call Us: 480-626-4461

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http://www.realestatesuccesstools.com




mailto:[email protected]

mailto:[email protected]