Searching Active Listings

When you search for active listings in Matrix or set up an auto e-mail for a client, are you including both the Active and Active CS statuses in your criteria?

Active CS listings are listings with conditional sales, including conditions with an escape clause. Until these listings are reported as sold, they are still active and will, in fact, continue to appear on REALTOR.ca.  Including Active CS-status listings in your searches and auto e-mail criteria will ensure your listing matches include ALL active listings, and your clients won’t have to wonder why a listing shows up on REALTOR.ca but not in their e-mails from you.

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Matrix Mapping Tools – Layers

MATRIX MAPPING TOOLS – LAYERS

Did you know that the Map Search feature in Matrix can do more than display listings?  You can use the map to display key data, including regions, municipalities/sub-areas, neighbourhoods and points of interest.  Here’s how:

1.From the Search screen, click on Map Search. Then, click on the Layers button, located at the top right corner of the map

2. To display the outlines for regions, municipalities/sub-areas and neighbourhoods on the map, select Ontario Boundaries from the layers drop down list: 

Whatever overlay you choose will appear on the map.

3. To display several different points of interest, Select Points of Interest from the Layers menu.  This will allow you to display the following on your map:

  • Arts and Entertainment
  • Banking
  • Education
  • Fire and Police
  • Food and Dining
  • Gas Stations
  • Health Care
  • Libraries
  • Post Offices
  • Religious Organisations
  • Shopping
  • Sports
  • Transportation

Points of interest will appear as blue icons on the map.  Please be aware, however, that points of interest are not available if you have the map zoomed out.  If you zoom in enough so points of interest are available, the text for the selections will be black, as shown below.  If they are in red, you will need to zoom in further.

Please feel free to contact the RAHB MLS® Department with any questions, at 905.667.4650 or support@rahb.ca

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Den/Bedroom: New Field in Matrix

A new Room option will be added to the Broker Load program in Matrix for condos/apartments with dens that could also be counted as bedrooms in the official listing.

The new room option is Den/Bedroom and will be available on Tuesday, September 18, 2018.

Prior to Matrix, Fusion allowed REALTORS® to manually add the number of bedrooms to a listing. When we made the switch to Matrix, this was no longer possible as the Matrix system automatically populated the number of bedrooms based on the rooms described within the listing.

We heard your feedback, and have created a new room name called Den/Bedroom. When this Den/Bedroom is selected when you enter a condominium apartment, the system will automatically calculate your total bedrooms and add a plus one (+1) to the total bedroom count on the Matrix displays.

  • This new room name option is available only for Condominium residential properties if the style is Apartment
  • You may select either Bedroom, Den or the new Den/Bedroom
  • If you select Den/Bedroom, then the system will automatically add a +1 to the total bedroom count
  • It will also automatically map +1 the room on REALTOR.ca under their additional bedroom field

Example: If your listing has 1 Bedroom and 1 Den/Bedroom, your total bedrooms on REALTOR.ca would read 1+1.

With this new room name option, we encourage you to update your automatic e-mail set up to allow a search for Den/Bedroom so you do not miss out on any available properties for your clients.

If you have any questions, please contact the RAHB Computer Support Line at 905.667.4650.

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Listings Made Simple – Signing Reports In Matrix

Did you know you can generate a Property Information Form (PIF) from data loaded into Matrix? This eliminates the need to fill out a standard RAHB MLS® Property Information Form.

Please note, however, that this replaces only the Property Information Form. All other necessary forms (OREA Form 200 Listing Agreement, OREA Form 810 Working With A REALTOR®, etc.) will still be required.

To get a Matrix-generated PIF, you will use a report called REALTOR® Full with Tabs and Signature.  Here’s how:

1. Use the Matrix Input function to enter all listing data as you normally would. If you do not have Broker Load access, your office will need to do this for you.

(Here is a video tutorial on how to enter listings in Matrix: https://www.youtube.com/watch?v=TeP8xJIngvk)

 

2. Once all listing data has been entered, save the listing as incomplete by clicking on the Save as Incomplete button, located at the bottom left corner of the screen. This will save the listing with Incoming status. Do not submit the listing at this point!

 

 

 

 

3. If you are printing the PIF immediately after saving the incomplete listing, click on the MLS® number on the Input Succeeded screen, which appears immediately after you click Save as Incomplete.

If you are returning to Matrix, the incomplete listing can be retrieved by going to My Matrix > My Listings, and selecting My Incomplete Listings from the Show Click on the MLS® number to open the listing.

 

4. With the listing open, select REALTOR® Full with Signature from the Display menu.

5. This will generate a report that can be signed by your seller, in lieu of a standard Property Information Form. Click Print to display the list of print options. Be sure to select all tabs that apply to your listing, as your seller will need to sign all of them.  From here, you can click on either Print, Print to PDF, or Email PDF, depending upon your preference.

Each tab will have a signature and date lines at the bottom, which are to be signed by your seller prior to activating the listing.

After your seller signs the forms, return to your incomplete listings and activate the listing.  Click the Edit button, and submit the listing from the familiar data entry screen.

Please feel free to contact the RAHB MLS® Department with any questions – 905.667.4650 or support@rahb.ca.

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Matrix Tip: Sending Listings To Other REALTORS®, Mortgage Brokers, etc.

You may occasionally find it necessary to send a listing to someone who is not your client – this could be a mortgage broker or a non-RAHB REALTOR® who would like to submit an offer on your seller’s property.  These parties would require the REALTOR® Full report, but all of the functionality of the client portal would be unnecessary to them.  There is a way to give them exactly what they need, without you having to set them up as a client.

Here is what you do…

1. Bring up the listing.  Go to My Matrix > My Listings, select My Active Listings from the Show: drop down menu, and click on the MLS® number.

 

2. Click on the MLS® number for the listing in question. This will bring up REALTOR® Full.  Click Print.

 

3. Click E-Mail PDF. Make sure that all appropriate tabs are checked off.  This is how you will ensure that the recipient has all required information.

4. Complete the e-mail form, and click Send.

That’s all there is to it!  This will send a link to your recipient which, when clicked, will start a download of the listing.  This way, they have all of the information they need, without taking up space in your client list.

Please feel free to contact the RAHB MLS® Department with any questions – 905.667.4650 or support@rahb.ca.

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ShowingTime Update: Message Centre

ShowingTime has recently added instant messaging to their program.  This will allow you to send and receive messages to and from any RAHB member.  This is similar to many online messaging platforms – Facebook, for example – and is available both from the desktop site and from the app.

From the desktop view, you can access the message centre in two ways.

  • From the main menu
  • From the message inbox

To access your messages from the mobile app, click the icon in the upper right corner.

Here you will see a list of all the messages you are involved in. You can search for a particular message by name if you want.

Responding to a message is done in real time. The person you are chatting with will be able to respond to your conversation right away.  

Creating a Message

To create a new message, click on the + sign.

You can choose to search for a fellow RAHB member::

Or search by listing:

If you send a message to a listing and there is a co-listing agent assigned to the listing, your message will automatically be sent to them as well.

Can I send a message before I schedule?

Yes. Once you pull up the scheduling screen you can send a message to the listing salesperson or broker.

This will open a pop-up window on your desktop. Please make sure you allow pop-up windows in your browser’s settings.

Please contact the RAHB MLS® Department with any questions – 905.667.4650 or support@rahb.ca.

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New in Matrix – Escape Clauses Now Highlighted on REALTOR® Single Line

A new column header titled EscCl (“Escape Clause”) has been added to the REALTOR® Single Line view for all property types.

This will allow you to see if Active CS properties have an escape clause. Previously, you would have had to open a REALTOR® Full display to see this additional information.

If you have any questions regarding this addition, please call the MLS® Department at 905.667.4650.

 

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Update Your Saved Searches for Split Levels!

We recently added 3, 4 and 5-level Sidesplits and 3, 4 and 5-level Backsplits to the Property Style menu in the residential search screen and in Broker Load.

While these features are visible to RAHB members for their searches, they will show only as Sideplit or Backsplit when those property styles are uploaded to the shared database –  the regional Matrix system does not differentiate between the number of levels.

Conversely, when backsplits and sidesplits are uploaded from the regional Matrix to RAHB Matrix, they will show only as Backsplit or Sidesplit in RAHB Matrix.

To obtain the best results for your searches and saved searches when they include split levels:

To search: specify the number of levels you are looking for in a split level, as well as Sidesplit and/or Backsplit so you will see all results from RAHB listings and regional listings.

For saved searches: choose Sidesplit and/or Backsplit in addition to the numbered levels of sidesplits or backsplits to see all results from RAHB listings and regional listings.

If you have any questions, please contact the MLS® Department at 905.667.4650 or support@rahb.ca.

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Property Information Forms Updated

The Property Information Forms (PIFs) for both residential and commercial properties have been updated!

The updates include several changes by way of amended, new or deleted requirements and picks.  You can review summaries of the changes to each of the forms by clicking on the links to the residential PIF and commercial PIF below.

The new Property Information Forms will be available in the Realty Shoppe on Tuesday, June 26, 2018. Availability on WEBForms® will be announced soon. Please begin using the new forms as soon as they become available.

View Residential Property Information Form summary

View Commercial Property Information Form summary

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Matrix Tip: Including or Excluding Values Using Special Characters

Use two special characters in your Matrix searches to include or exclude listings!  The wildcard asterisk (*) or the exclamation mark (!) can help you make your searches more precise.

Include Values – Wildcard

When you include any free form text field (e.g. Street Name, Remarks, Seller Name, etc.) in your search, you can expand your search by using the wildcard asterisk * (shift 8). You can use the wildcard to search in the following ways:

*king: this will find items that end with “king” (e.g. Mackenzie King, Viking)

king*: this will find items that start with “king” (e.g. King William, Kingsway)

*king*: this will find any items that contain the word “king” (e.g. Rockingham)

You can also surround a phrase by a wildcard. For example, *backyard pond* would find any items that contain the words “backyard pond” together.

You can enter multiple values, separated with a comma.  This will return all listings that contain either value.

When you search streets, it can be beneficial to add a wildcard to the end of the street name if there is some ambiguity in how the street’s name is spelled. For example, Governor* would find both “Governors” and “Governor’s”.

You don’t have to the use a wildcard in your search, but using it produces results as broad or as precise as you desire.


Exclude Values – Exclamation Mark (!)

An exclamation mark (!) can be used in a free-form text field to exclude values.  If you enter an exclamation mark (!) before your search string, the search will return listings that do not contain that value.  Similar to the wildcard, you can exclude multiple strings by separating them with a comma.

For example, !main, !king will return listings where the street name does not contain either main or king

Where Can I Use These?

The wildcard asterisk (*) and exclamation mark (!) search tools can be used in any free-form text field, which are fields that are not pick lists or drop down menus.  Free form text fields include, but are not limited to:

  • Remarks for Brokerages
  • Remarks for Clients
  • Street Name
  • Inclusions
  • Exclusions

If you have any further questions, please do not hesitate to contact the MLS® Department at 905.667.4650 or support@rahb.ca.

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Statistics Information Management (SIM) Link is Moving

At the end of June, the link to RAHB’s Statistics Information Management (SIM) link will be removed from your dashboard at my.rahb.ca.

But SIM is not disappearing! You can still access the program through the link in Matrix, which is now found as the second option under the Stats tab.

If you have any questions, please get in touch with the RAHB MLS® department at 905.667.4650 or support@rahb.ca.

 

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