Apto FAQs

What is Apto Data? Apto Data allows a user or team, access to over 50 of the most commonly used property data points aggregated from national tax, deed and mortgage data publicly - all from within the Apto property record.

**VIDEO COMING SOON!**

Is Apto Data part of my subscription? You can quickly check if you have Apto Data by logging into Apto > click on the Properties tab > open a Property record. The Apto Data tab will be located next to the Related and Details tab.

[email protected]

What do I need to do if I don't have Apto Data? Apto Data is a paid subscription and will need to be added to the Apto services you have purchased from Apto. For a quick demo and more information, please email [email protected].

Will Owner Data be copied from Apto Data into the Property record? Property ownership can be seen within the Apto Data tab (when available)but will NOT copy over into the Property record at this time.

What is available to copy from Apto Data into my system? The below fields will copy into the Property Details using the Enrich & Merge or Overwrite options within Apto Data;

Building Class

City

Column Spacing

Construction

Country

County

Description

Docks

Elevators

Floor

Land (Acres)

Land (SF)

Last Sale Date

Last Sale Price

Latitude

Legal Description

Lender

Loan Amortization

Loan Balance

Loan Maturity Date

Loan Origination Date

Loan Principal

Longitude

LTV

Market

MSA

Number of Stories

Occupancy (\%)

Operator

Owner

Ownership Entity

Ownership Address

Parcel Number

Parking Spaces

Primary Use

Property Address

Property Name

Property Type

Room Count

Secondary Use

Space Type

Sprinklers

Square Footage

State

Status

Street Address

Submarket

Suite/Floor #

Tenancy

Units

Year Built

Year Renovated

Zip/Postal Code

Zoning

I used the Enrich & Merge or Overwrite option in Apto Data and am getting an error or don't see the information on my Property Details tab, now what?If you are not seeing what you expect to be seeing or you get any sort of error message, please reach out to our Customer Care team () for quickest resolution.

Where does Apto get the information available within Apto Data? We work closely with a data aggregator that pulls through data from tax assessor and county records publicly available. This information is updated within a few weeks of the county updating these public records and each market is dependent on the efficiency of those offices.

Can I search Apto Data for specific information? Apto Data is linked to the existing properties already in your database or new records that you enter. If you have copied information from the Apto Data tab to the Property Details tab, you can then Search that data, run Reports or create List Views. Apto Data at this time cannot be searched directly.

Coming Soon!

Here at Apto, we know you've worked hard to build up a book of business and an extensive network of contacts. That's why we have an entire team dedicated to ensuring your data makes it into our system and is set up for your success.

Apto Data Migration Services vary by the package you’ve purchased.

For the Basic package, all data import services are available for purchase.

For the Pro package, one spreadsheet (1 tab) is included with your Apto subscription, or one database per organization.

ETA - There is a 2 week estimated time of completion from the time the data has been submitted to Apto for migration.

SERVICE

DEFINITION

Pro Data Migration (Included with initial purchase of Apto)

**is not included with additional license purchases

1 spreadsheet (with 1 tab) OR 1 database (.bak file)per Customer Org

Database includes one of the following.*

Salesforce backup

ACT! Import

REA Import

A series of relational CSV/Excel files

Additional Data Migration

(Basic or Pro)

$300 for 1 spreadsheet (1 tab)

Objects(Tabs) Migrated: Companies, Contacts, Contact Groups, Properties, Spaces, Ownership, Closed Deals (Sales & Lease), Activities, Notes

$150 for 1 spreadsheet

Object(Tabs) Migrated: Companies and Contacts, Contact Groups, Notes

Apto to Apto Migrations

$500 for data import from one Apto account to another (ex. if you leave your team and move to another brokerage that also uses Apto)

*Here’s how we define a data source and what is included in that migration.

SPREADSHEET -Companies, Contacts, Contact Groups, Properties, Spaces, Ownership, Closed Deals (Sales & Lease), Activities, Notes

ACT! - Companies, Contacts, Contact Groups, Notes, Activities *Note: Custom fields, including but not limited to Property details or Closed deal information, will not be migrated.

REA - Companies, Contacts, Contact Groups, Properties, Spaces, Ownership, Closed Deals(Sales & Lease), Activities, Notes *Note: Custom fields will not be migrated

SFDC - Companies, Contacts, Contact Groups, Properties, Spaces, Ownership, Closed Deals(Sales & Lease), Activities, Notes *Note: A limited amount of custom fields will be migrated

DISCLAIMER: Apto does not recommend that a user perform their own data load due to the intricate relationships between records in the database.

If a user chooses to do a data load, it is recommended that ONLY Companies, Contacts & Properties with Ownership are performed and should only be done once at the start of a new Apto database. There will be no Customer Care support for data loaded into areas not listed above (Spaces, Pursuits, Listing/Assignments, In Contract, Closed Deals, etc.). Please be aware, that there is minimal duplicate checking and no additional data cleansing while the load is happening.

A user performing their own data load also forfeits any free/included Data Services once the self service load has been done. If a user needs to have data corrected, deleted and/or reloaded, there will be a minimum $500 charge for Data Services and a user will be put in the data queue for work to be done within the standard two week SLA.

Have your System Admin log into Apto > click on Setup

In the Quick Find box > type Installed Packages

Click Installed Packages

To the right of the Commercial Real Estate Package note the Version Number

Any questions can be directed to [email protected]

If you are the Apto system administrator, you have the ability to do additional functions behind the scenes that other users may not be able to do. This Getting Started for Admins guide was designed to help with the initial setup of your system.

NOTE: If you are the sole user in your Apto system, skip to step 3.

Step 1: Adding & Granting Access to New Users

Adding a new user is dependent on the number of licenses that are a part of your system, and you will need to add the user as well as grant them access to the full Apto setup. Both of these steps are included in the help article and admin video below.

Click HERE for the step-by-step instructions on Adding a New Useror watch the video below

Pro Tip: When creating a new user, you may choose to send the invite now or wait until you have finished reviewing all settings in this guide. When you are ready to invite your users, reset their password at the user screen, to send them an invite to begin using Apto.

Resetting a User Password

Press play below to watch the Resetting a User’s Password video

Step 2: Manage Sharing Settings & Permissions

Before you invite members to join Apto, you may choose to review your system sharing settings. Apto defaults to sharing all data with all team members, creating a very collaborative environment. We recognize that this may not work for every team, so we provide sharing settings to allow you to control who has access to specific information.

We encourage you to reach out to our support team for assistance in any advanced sharing configuration, but here are a few things you can adjust to start:

Click HERE for the step-by-step instructions on settingOrganization-Wide Sharing Defaults (OWD)

Click HERE for the step-by-step instructions on editingSharing Rules

Step 3: System Setup & Organization

Modifying Picklists (aka Drop Down Lists): Picklists are an easy way to ensure consistency throughout your system by allowing users to select from a list of predefined values. Apto has created key picklists that we suggest you update to ensure the accuracy of data, as it relates to your business. Those picklists are: Property Market, Property Sub-Market, Needs Market, and Needs Sub-Market.

Click HERE for the step-by-step instructions onHow to Edit a Picklist or watch the video below

Creating New Fields: Even though Apto was founded by brokers, you may discover a need for a new field to track key data.

Click HERE for the step-by-step instructions on how toCreate a New Field or watch the video below

Modifying Layouts: Apto has chosen to display fields that we believe are useful to most brokers, however, we recognize that you may not use all of these fields or need to expose other fields to best support your business process. Modifying the page layout allows you to tailor what users will see when they access Apto.

Click HERE for the step-by-step instructions onCustomizing Page Layouts or watch the video below

What's Next?

Now that you have walked through all sections of the Getting Started for Admins guide, feel free to browse some of our other articles to learn more about Apto.

In Apto, every user is identified by a username, password, and a single profile. The user profile determines what tasks users can perform, what data they see, and what they can do with the data.

Within “Users”, you can perform user management tasks such as creating and editing users, resetting passwords, and creating Google Apps accounts. As an administrator, you must add all of your users to your Apto account so that they can use the product.

How to Add a User: Video Instructions (4 min)

How to Add a User: Step-by-Step Instructions

Click “Setup” in the top right-hand corner under the gear icon to navigate to the setup menu.

In the left-hand side menu, click "Users > Users" to view your current User List.

Click “New User” to add your new user.

Add Users to the Apto Package.

4. Enter the user’s first and last name.

5. Enter the user's email address and username. By default, the username is the same as the email address.

6. The Role is set by default to “<None Specified>” -- do not change this.

7. The User License should be set to “Salesforce Platform”.

8. Select a profile, which specifies the user's minimum permissions and access settings. For more information on user profiles, click here.

9. Select the other options and enter the remaining user information as needed. Note that only the fields in red are required.

10. Select the “Generate new password and notify user immediately” checkbox.

11. Hit “Save” to save your new user. The user will receive an email to set his/her password

Fill out the form to add a new user (Steps 4 - 11):

Next, you'll need to make sure your new user is manually added to the Apto package. See

When a new useris created, they will need to be manually added to the Apto package so they can access the proper Apto features (like Companies, Properties, etc). As an administrator, you can easily add your users to the Apto package via Setup.

Add a User to the Apto Package: Video Instructions

(Start at 3:23 if your users are already in the system )

Add a User to the Apto Package: Step-by-Step Instructions

Click on the gear icon in the top right-hand corner of your page and navigate to Setup.

On the left-hand side menu, click Apps -> Installed Packages. You can also type “Installed Packages” into the Quick Find box at the top of the menu for faster navigation.

Click “Manage Licenses” next to Commercial Real Estate Broker.

Click “Add Users”.

Select the User(s) you would like to add and click “Add”.

The user is now added to the Apto package and will be able to access the broker workspace.

Page Layouts: Background & Context

This article covers how to customize your page layout in Apto. Page layout customization can improve yourefficiencies as a broker by limiting or expanding the layout to include only fields necessary for the record type.

You can set the visibility of fields and related lists by customizing the page layout.

A separate page layout can be developed for each record type.

NOTE: only a System Administrator has the level of access required to modify page layouts

Example Use Cases

Attorney Contact record type may need to have a field to show the states the contact is licensed to practice in - while the Principal Contact record type does not need this.

Users may want to see a particular Related List in a different order than what is displayed by default.

Things To Know Before Getting Started

There are two main areas that will be addressed in this tutorial;

Fields - Define data on a record such as name, property address, or company email. These are viewed under the Details information on a record.

Related Lists - Displays a list of information as it relates to the current record being viewed. Examples of this include;

Contact Related List on a Company record - displays all of the contacts that are associated with the company being viewed

Space Related List on a Property record - displays all of the spaces that are associated with the property being viewed

Commission Related List on a Closed Deal record - displays the gross commission breakdown associated with the closed deal being viewed

Page Layouts: Step-by-Step Instructions

How to Access the Page Layout:

Click the gear symbol in the top right-hand corner of the screen > click Setup

In the Quick Find box > type ‘object’ > click Object Manager

Click on the object name (in this case we are using Contact) > click on Page Layouts > click on the page layout name (in this case we are using Attorney)

How to Change Field Location on the Page Layout:

TO MOVE THE LOCATION OF A FIELD IN THE LAYOUT > click and hold mouse button on the field name > move the field to the new location

TO ADD A FIELD TO THE PAGE LAYOUT > search for the field > click and hold mouse button on the field name > move the field to the new location

TO REMOVE A FIELD FROM THE PAGE LAYOUT > hover over field name > click on the ‘remove’ icon

NOTE ABOUT SAVING LAYOUT CHANGES:

Use the Save the button if you are making changes to only a single layout.

If you are making changes to multiple page layouts;

Click on Quick Save (this is a temporary hold until all changes are made)

Click on the dropdown to change the layout to the next type

Make additional layout changes

Continue to use Quick Save until all layout changes are complete

Click Save to commit all changes to your system

Updatethe Related List View:

Using the steps above > Access the Page Layout

Click on Related Lists > click on Related List Properties (wrench) icon

Move Available Fields to Selected Fields to change what is displayed > click OK

Congratulations!

Your page layout is now customized.

Add a New Field: Background & Context

Creating a new field allows more specific data collection in Apto, so that it can best support your daily workflow and capture additional data for reporting.

NOTE: only a System Administrator has the level of access required to modify page layouts

There are manydata types that are supported in custom fields. These are the most commontypes:

Text: Allows combination of letters and numbers. Can set character limit.

Picklist: Allows users to choose from a predefined list of options.

Date: Users can enter a date or open a calendar window to choose.

Add a New Field: Step-by-Step Instructions

1. Click the gear symbol in the top right hand corner of the screen > click Setup to navigate to the setup page

2. In the Quick Find box > type ‘object’ > click Object Manager to navigate to the Object Manager setup page

3. Click on the object name to which you'd like to add the field (in this case we are using Contact) > click on Fields & Relationships

Pro-Tip: Before adding a new field, look through the existing fields to check if there is an existing field that can be used. Not all fields that are availablefor use in Apto are assigned to a Page Layout

4. From Fields & Relationships > click New to start the process to make a new field

5. Choose the appropriate data type > click Next to proceed in the procees

6. Label your field, let theField Name auto-populate, and fill out remaining fields > click Next to proceed in the process

7. Select the appropriate user profiles to access the new field (by default this is set to all) > click Next to proceed.

8. Select the appropriate page layouts to display the new field (by default this is set to all) > click Save to save your configurations

Congratulations!

Your new field is now complete.

Edit a Picklist: Background & Context

As a system administrator, you can add or remove picklist values and also set options by record type. Example: Add an option under primary use of shopping mall for a retail record type, but not for an industrial record type.

**Please note that only a System Administrator has the level of access required to modify page layouts.

Edit a Picklist: Step-by-Step Instructions

Navigate to the Picklist

1. Click thegear symbol in the top right-hand corner of the screen > click Setup to navigate to the setup page.

2. In the Quick Find box, type ‘Object’ > click Object Manager to navigate to the Object Manager.

3. Click on the object (Tab) name you want to edit > click on Fields & Relationships.In this example, we are editing the Contact object.

4. At Fields & Relationships, scroll to the picklist name to edit, then click on the field name to start editing the picklist.

How to Edit an Existing Picklist

5. Click Deactivate (under Values) and/or Activate (under Inactive Values) to choose what users should see in the Picklist.

NOTE: You also have the option to delete picklist values, but it is not recommended that a picklist value is deleted for historical and data auditing purposes. Deleting it will also remove it from all records where that value resides.

Create a New Picklist Value

6. Under Values> click New to start the process.

7. Add new picklist values separated by a carriage return (hitting enter within the text box). Choose the record type page layouts where you want the new picklist values available, and click Save.

8. Label your field, let the Field Name auto-populate, and fill out the remaining fields > click Next to proceed in the process.

9. Select the appropriate user profiles to access the new field (by default this is set to all) > click Next to proceed.

10. Select the appropriate page layouts to display the new field (by default this is set to all) > click Save to save your configurations

Your picklist is now updated.

Granting login access allows Apto Support to log in as a “super user” and troubleshoot the problem you’re experiencing. Here’s how to grant login access.

How to Grant Login Access

Click your icon on the top right and select Settings.

2. Under “My Personal Information”, Click Grant Account Login Access.

3. Grant access to the "Apto Support" option.

a. In the drop-down, there are 4 options you can choose for duration: 1 day, 3 days, 1 week, and 1 month.

b. Hit "Save".

How to Use Apto’s Billing Page

Apto’s new billing page allows you to view your invoice amounts, update your payment method, and pay any outstanding invoices.

Logging In

Navigate to billing.apto.com. You will be prompted to log in.

If you’re not already logged into Apto (or if it is the first time you log in), you will use your Apto log in to access the billing page.

(Note: only System Administrators have access to this page. If you are not a System Administrator, contact yours to make updates or payments.)

The first time you log in, you will need to click Allow when prompted:

[email protected]

You will then be taken to the home page.

Log In Errors

Username/Password Issues

If you enter in a bad username or password, you will get a standard Apto error message. Reach out to to help get access.

Unauthorized Access

If you log in with your Apto username and password and receive the following error message, you are not authorized to access the billing page. Your System Administrator will need to log in.

If you are a System Administrator and you are still receiving this error message, your browser may be blocking cookies. This is common if you have multiple log-ins and/or browser tabs. Try clearing your cache and cookies and then logging in again.

The Homepage

The homepage shows you your overall balance due, shows your default payment method with a link to make changes, and a table for outstanding and paid invoices.

Any past due invoices will display in red, as well as the balance due. Once payments have been made against those balances, the amounts will turn green.

Adding or Updating a Payment Method

You can add or edit a payment method from the home page. If you already have a credit card on file, you’ll see the last four digits display with an option to Change it. If you need to add a credit card, you’ll see an option to Add a payment method. Customers can have one payment method on file at any given time.

Clicking either Add or Change takes you to the Payment Method page. Enter your credit card information. The required fields are noted with blue. When done, click the Submit button.

If there are any errors, they will display in red and you won’t be able to submit until they are fixed.

Once the card information is valid and you click submit, you will be taken to a confirmation screen. Click the link to go back to the home page.

Paying an Outstanding Invoice

To make a payment, first make sure you have a payment method saved as per the steps above.

From the list of outstanding invoices, click the button next to the invoice you want to pay.

You will then receive a confirmation that you’re paying a particular balance with your saved payment method.

Click . You will then receive a confirmation that it has been paid and to whom the receipt was emailed.

The invoice will then move to the Paid Invoices section with a $0 balance.

Once you have paid all invoices, your balance will display as $0 and all invoices will display as paid.

Payment Errors

After you click to confirm a payment on an invoice, you may receive an error message that prevents the payment from actually being processed. Here is a table of the most common errors, and what you can do to resolve it:

You can generate backup files manually once every six days (for weekly export) or 28 days (for monthly export). You can also schedule backup files to generate automatically at weekly or monthly intervals.

From Setup, click Data Management | Data Export and Export Now or Schedule Export.

The Export Now option prepares your files for export immediately. This option is only available if enough time has passed since your last export.

The Schedule Export option allows you to schedule the export process for weekly or monthly intervals.

Select Include images, documents, and attachments and Include Chatter files and Salesforce CRM Content document versions to include these items in your export data.

If you're scheduling your export, select the frequency, start and end dates, and time of day for your scheduled export.

Under Exported Data, select the types of data to include in your export. We recommend that you select Include all data if you are not familiar with the terminology used for some of the types of data.

Click Start Export or Save.

Note the following

Apto creates a zip archive of CSV files and emails you when it's ready. Exports will complete as soon as possible, however we can't guarantee the date and time the export will complete. Large exports are broken up into multiple files. Follow the link in the email or click Data Export to download the zip file. Zip files are deleted 48 hours after the email is sent. The 48-hour time limit doesn't include weekends, which means if your download file is ready on Thursday at 4 p.m., that file isn't deleted until Monday at 4 p.m.

System Administrators must approve the addition of Contact Groups. Apto recommends that Sys Admins check weekly for any additions as a best practice. Please note that Salesforce has a limit of 500 active values in any picklist, so your organization can only have that number of groups.

In Classic:

Go to:

Setup> Contacts > Fields.

Find the Field called Groups and click Edit.

Scroll down to the section titled Inactive Values. Click Activate next to all of the values that you want to approve.

In Lightning:

Go to:

Setup > Objects and Fields> Object Manager> Contacts> Fields and Relationships.

Find the Field called Groups and click on it.

Scroll down to the section titled Inactive Values. Click Activate next to all of the values that you want to approve.

Storage is divided into two categories.

File storage includes files in attachments, and Chatter files (including user photos)

Data storage includes the following:

Companies

Contacts

Properties

Pursuits

Listings/Assignments

In Contracts

Closed Deals

Email messages

Events

Notes

Tasks

Data Storage

For data storage, you are allocated 1 GB. For groups over 50 users, groups are allocated 20MB per user (For example,100 users multiplied by 20 MB per user is 2,000 MB or 2GB.)

File Storage

You are allocated 10 GB of base file storage per org plus an additional 2 GB per user.

From Setup, enterActivity Settingsin theQuick Findbox, then selectActivity Settings.

SelectEnable Creation of Recurring Tasks.

ClickSubmit.

Select Object Manager

Scroll down and select Tasks

Select Page Layouts and then Task Layouts

Add theCreate Recurring Series of Tasksfield to the Task Detail section of your org’s Task page layouts.

Click Save

Investing in a new solution doesn’t have to be intimidating. Here at Apto, we are with you every step of the wayfrom the moment you sign your contract until you are fully up and running, and beyond. Below is an overview of what is included with your Apto subscription.

Basic/Pro

Broker Enablement Services (1 license)

License Provisioning

User Setup

Basic Security Settings

Apto University Learning Plan

Customer Care Support

Pro Only

Team Enablement Services (2-4 Licenses)

Broker Enablement Services

Assigned Enablement Specialist

Onboarding Kickoff

Data Review

Workflow Discussion

* 5+ Licenses will also receive business workflow discussion & Customer Service Manager handoff

Enablement Services Timeline

Enablement Services: Receive your first call within 24 hours of buying Apto to confirm receipt of login information. We will also help you with the next steps of your onboarding journey at that time.

Data Services: For standard data migration services, Apto will complete data migrations within two weeks from the moment your data is received by our team.

Customer Care: Receive a response within 24 hours of submitting a ticket.

Basic Security Configurations

Profile Defaults

System Administrator:

each org must have a System Administrator and is limited to one per fifty licenses

will ALWAYS be able to view all/modify all Apto data regardless of sharing settings

can perform configuration of the system and import/export data

Operations:

good for associates/assistants that support multiple brokers and marketing managers

has the ability to read/edit/delete all Apto data regardless of sharing settings

Broker:

has the ability to read/edit all CRM data

can view all Pipeline data

can edit ‘owned’ Pipeline data

sharing settings will apply to this profile

Basic Security Settings

Default: Public CRM, Public Deal Pipeline

Standard Options:

Public CRM

Private Pipeline OR Private CRM

Private Pipeline (not recommended)

Deal Team Sharing: enable to allow deal owner to invite collaboration on pipeline records

Standard Apto Configuration

The total number of configurations cannot exceed 25 line items. Those items can include a combination of the below;

single or multi select picklists can be configured

only standard fields will be configured

each page layout change will be counted as a configuration line item

Configurable values

Picklist Values

creating dependent line

Adding New Fields

does not include auto number, formula, roll-up summary, lookup relationships, or fields that carry from one tab (object) to another

Modifying Page layouts

does not include the creation of record types

does not include custom dashboards

Configuring the labels(names) of objects(tabs), fields, and record types

Working with the Salesforce Import Wizard, users will learn data loading basics for Contacts, Companies, Properties and Owners for continued success in Apto.

DISCLAIMER:Apto does not recommend that a user perform their own data load due to the intricate relationships between records in the database.

If a user chooses to do a data load, it is recommended that ONLY Companies,Contacts & Properties with Ownership are performed and should only be done once at the start of a new Apto database.

There will be no Customer Care support for data loaded into areas not listed above (Spaces, Pursuits, Listing/Assignments, In Contract, Closed Deals, etc.). Please be aware, that there is minimal duplicate checking and no additional data cleansing while the load is happening.

A user performing their own data load also forfeits any free/included Data Services once the self service load has been done. If a user needs to have data corrected, deleted and/or reloaded, there will be a minimum $500 charge for Data Services and a user will be put in the data queue for work to be done within the standard two week SLA.

What is included in a standard data migration?

For complete details review this document.

How do I get my old data out?

Microsoft Outlook Windows:

Format: .csv. To export your Contacts from Microsoft Outlook, navigate through the steps below. Full documentation with screenshots is available through the Microsoft website.

File Open; Export Import/Export Export to a file Comma

Separated Values

Excel:

Please use this template to send us your data.

ClientLook:

www.clientlook.com/backing-up-your-clientlook-data

Salesforce, ReThink,PowerBroker:

Output Format: .csv file(s)

You will need to be the system administrator in order to bulk export your data from the platform. Additional information can be found on the Salesforce knowledge base.

Navigate to your name at the top right of the screen

Setup Data Management

Data Export

Select “Replace carriage returns with spaces”. This will remove line breaks and insert blank spaces. If you retain the line breaks, Apto may not be able to properly format your data.

Under “Exported Data” choose the types of data you would like to include in the export.

If you are unsure about what to include, we recommend selecting all objects for export.

Click “Start Export”

Salesforce will create a .zip folder that will include CSV files from all of the objects. The system administrator will receive an e-mail notification when the export is ready. Follow the link provided in the e-mail to download the .zip file.

REA/Realnex:

Output Format: .bak file

Refer to the video through the link below to export your REA database as a .bak file. Please note that it may be possible to export database tables to a spreadsheet, however, Apto cannot migrate these files.

https://realnex.zendesk.com/hc/en-us/articles/222922108-Making-a-Backup-VIDEO-

Act!:

Output Format: .bak file

Act! databases will export to a zipped folder that contains a .bak file. You may send over the entire zipped file. Please refer to the instructions through the following link to backup your data and attachments.

http://kb.act.com/app/answers/detail/a_id/19211

How do I Get my data to Apto?

The Apto Enablement Services teamwill send you an e-mail with nextsteps outlined shortly after youhave signed up. Please use the linkprovided in this e-mail to submityour data.

Need Help with your Data?

Data Cleansing

Cloudingo

An all-in-one tool to cleanse your database and mass imports by removing duplicate records, all from a simple and intuitive dashboard. Use the built-in filters or create your own. Free trial available.

Dupe Eliminator

Salesforce app designed to help you search and merge duplicate records on any object (standard and custom), and any field you specify.

Data Loading

Data Import Wizard

Quickly and securely import and update data for your brokerage.

Data Loading Fundamentals

This is a live webinar recorded in May 2018 with one of our Lead Technical Support team members to help system administrators understand the basics of loading CRM data for companies, contacts, and properties with their related owners.

Congratulations - your data has been successfully migrated into Apto!

To begin, please log into your account (in Google Chrome, go to login.salesforce.com > enter Username and Password > click Log In) and then you can get acquainted with where your data is located by tackling the most commonly asked questions from our users below.

How do I view all of my records?

click the Companies tab > click the drop down by Recently Viewed > click All Companies

[email protected]

PRO TIP:Recently Viewed is the default view any time you click on a new tab - this is a limitation of Salesforce (new function being added in 2019) and Apto cannot change this. However, after you have opened All Companies the first time, you can then use the drop down icon (V) to the right of the Companies tab name to access All Companies quickly.

How do I search for a specific record?

in the Search Salesforce box > type the name of the record (i.e. Joe Sugar) > click the record title to view the details

PRO TIP:When searching for a record, Apto will show you the 'top 5 hits' based on usage of particular records and what you need, may not be displayed in the 'top 5 hits'. To search for additional records simply hit the return/enter key on your keyboard or click on the magnifying glass with the search term right under the Search Salesforce box.

Help me understand how to read a record in Apto.

All record pages have the same look and feel in Apto, but the Contact record page in particular, is a great place to begin understanding where your migrated data now resides in your new system.

The Details tab provides you with the necessary information for that particular record and these details typically don't change much over time. It is where you will find the Contact's name, phone number, email, and address.

click on Contacts > click on a Contact to open the Contact record page > click Details

IMPORTANT NOTE!Some data from your previous system may not have had a 1:1 match, but you haven't lost any of that valuable information! It can be found in the Description box on the Details tab (as seen below).

The Relatedtab will show you how that specific record is associated to other records in the system. These are relationships, that over time, will most likely change. For example, on a property, the Ownership of that building will change and there will be multiple Listings.

click on Properties > click on a Property to open the Property record page > click Related

IMPORTANT NOTE!A property is NOT a listing. A Property is a building (with it's related spaces) or a piece of land located at a particular address. A Listing is what happens to the building over time. The power of Apto is to demonstrate the history of that property in the Related tab and not just what the current status of that building is on the Details tab.

What's next?

Please take some time to look through your data to ensure that everything has been imported. If you see anything that doesn't seem right, please let us know as soon as possible so that we can make the necessary corrections. You can also reference your data map guide provided prior to your data migration, for additional information.

Keep using Apto! This will help you to quickly adopt your new system and start building efficiencies into your daily workflow (did you know our current users experience on average a six hour increase in what they can do weekly...in as little as 90 days).

From here, you are not alone - we have your back as you continue your journey in learning Apto;

Visit our online Help Center to quickly find Knowledge Base Articles and Videos.

Sign up for any of our free Apto University Live Learning Sessions with one of our trainers.

Reach out to our Customer Care team by submitting a Help Request Ticket with specific questions (you can also email for assistance).

COMING SOON!

Use this Excel template to consolidate your data:

Apto Data Templates

Dashboards are the most powerful way to gain insight from reports and can span many areas of interest. You can manage your business with pre-built Apto dashboards, as well as custom dashboards made by your organization.

How to Find the Dashboard Object

From the home screen, click thesymbol located at the top left corner of your screen to access the App Launcher.

Search “Dashboards” in the search bar, or find it on the page.

Select Dashboards.

Find and select your desired dashboard folder and dashboard.

Navigating a Dashboard

5. From a dashboard, you can:

Refresh the dashboard information

Edit the dashboard

Subscribe to get updates in your email

Reports are the best way to view, filter and visualize your data, and are the backbone of your dashboards.

Find a Report

Before proceeding, it is important to note that you can either edit an existing report, or clone the existing report and edit the clone. The cloning option leaves the original report unchanged.

5. Once the report has been selected (or cloned -- see note above), click ‘Edit’ in the top right corner to make changes.

6. From here, a menu will pop up on the left side of the screen with available report fields -- you can customize your report by adding/removing these fields. Just drag and drop where you see fit -- you will see a small green check mark where you are able to drop these. Your new field will show up as a column within the report.

7. Once you have the columns containing the information you want, you can add filters to show only the information you need (like a date range, location, etc). Just drag and drop the field(s) from your report up into the Filters section, and set your filters as needed.

8. Once you have your desired data set, click Run Report to see the full Report.

9. Finally, you can add visual components (like graphs & charts). From the drop-down menu in the top right corner, click Save to view your report in the future.

Available Report Folders

Below is a snapshot of the most commonly used reports in each report folder. There are more available, so be sure to take a longer look around to familiarize yourself. As a note, all reports are customizable at the system administrator level and at the broker level, if the system administrator places the report in one of the following publicly available report folders.

Assignment

Listings Report --A report that displays listings over a period of time, their status and listing details.

Marketing Update Report --What is my marketing activity on all listings? Use to drill down to specific listings or specific marketing phases.

Back Office Reports

Accounts Receivable and Payable

Receivable by Broker

Receivable by Company

Receivable by Week

Payable by Broker (Commissions Payable)

Broker Net on Amount Received

Invoices --Paid QTD/YTD, Outstanding

Other

Estimated vs Actual Brokerage Net

Business Planning - Team

Calls by Broker

Commissions by Pipeline Stage

My Team's Pipeline -- by Broker and by Stage

My Team’s Closed Deals

Company Commission Accounting

Various Commission Reports --Processed, Collected, by Type

Comps

Comp Analysis --Cap rates, cash on cash, occupancy rates, etc.

Lease Comps --Lease expirations by date range

Sales by Broker -- by calendar year (current and previous), by quarter

Database Administration

# of (Insert Object) --Properties, Companies, Contacts, Listings etc

My Commission Reports

My Commissions Due

My Commissions Not Processed

My Effective Splits --Payments with broker gross production and splits

My Gross Production YTD --Sum of amounts from payment vouchers related to the commission received YTD

Pipeline

Call Metric Reports --Call volumes

Proposals --Delivered, by broker, by status, by month, by week

Listings with Offers

Projects

Pending Projects --Projects (In Contract records) with incomplete milestones

Property

Properties Without -- Address, City, Square Footage, State, Etc.

Searching for a Report

If you know the name of the name of the report you want,search for it using the search bar

Browsing for Reports

Select the App Launcher in the top left.

Search Reports in the search bar, or find it on the page.

Select Reports.

Apto comes pre-loaded with a number of CRE reports and your colleagues may also have added some for your use.

What is a List View?

A List View ("view") is a set of specific records like Contacts, Properties, or Comps that meet your chosen criteria. You can use a view to easily access a set of criteria that you use often. For example, you can create a view of building owners in your state, properties of a certain square footage, or comps whose lease expiration date is in the next several months. Views are similar to reports, but a key benefit of creating a view in Apto is that a view will allow you to see an unlimited list of records, where a report would limit the number of records that you can see. There are a number of default or pre-set views at your disposal in Apto, but you can also create views that are more specific to your needs.

To create a view:

Navigate to the record type tab in Apto that you would like to create a List View of. In this example, we will create a view of properties.

From the List View Controls gear icon, select “New”.

Image showing steps 1 & 2:

3. Give your list a name, and choose who can see this list view: just you, or all users in your org.

Image showing step 3:

4. Click Save. The Filters panel appears on the right side of the screen.

5. Click Show me, then select All objects or My objects. Click Done.

Image showing steps 4 & 5:

This is where you can add and set filters to view only the records that meet your criteria. You have different options depending on the field you want to filter and the operator you choose.

6. Click Add Filter. Select the field to filter, an operator, and a value. Depending on the type of field you selected, you can either select a value or enter one of your own. In this example, we’ll limit the list to properties that are only between 10,000 and 20,000 square feet.

Image showing step 6:

Image showing filter options:

7. Click Done.

8. To add logic that further refines which records appear in your list view (this is optional), click Add Filter Logic. Use the number assigned to each of your filters to reference filters in your logic statement.

Image showing step 8:

9. Click Save. The view will now appear in the list view drop-down list so you can access it later.

Image showing step 9:

10. OPTIONAL: You also have the ability to choose and order the columns in a list view. From the List View Controls menu, click Select Fields to Display.

Image showing step 10:

11. Use the arrows to add, remove, and reorder your visible fields.

Image showing step 11:

12. Click Save.

This workflow deals with representing a Landlord that owns or manages a property with multiple available spaces. For single property lease deals, the same workflow applies up until you reach the listings object. If the deal is for one entity, then there is no need to convert to the next stage from the space record. You would do this from the Listing record itself.

Pipeline Objects:

Apto has 3 primary user templates that are geared to specifically handle the day to day process of a broker tracking and closing deals in Apto. These templates are specific to 1) Tenant Representation 2) General Brokerage and 3) Investment Sales. The General Brokerage template (which can account for all common brokerage leasing and sales deal workflows) uses the “Pursuits”, “Listings & Assignments”, “In Contract” and “Closed Deals” tabs.

Working The Deal Through The 4 Stages:

The landlord representation workflow moves your deal from a pursuit to a closed deal in a 3 or 4 step process.

“Pursuits” is the stage where you are seeking to represent a landlord

“Listings” is the stage where you have won representation of a landlord and are looking to lease out available spaces in a property

“In Contract” (optional) is the stage where you complete milestones necessary in order to close the deal

“Closed Deals” is the stage where you have completed a sale/ lease

The deal workflow provides you with insight into your entire pipeline of deals and where you stand with each one. Below are some best practices you can follow so that your deals move through a streamlined process within the platform.

Pursuits

A pursuit record is utilized primarily to track within the system a potential business opportunity with a company and/or contact. When the user creates a new pursuit record, the Apto platform will ask you to enter data on the following points:

Client Contact

Company

Commission Estimation

As a best practice, the broker should be recording all the activities on this record with the aim of building a reputation with that client/company in order to gain the representation agreement to lease available spaces in their asset.

To track this information we use the activity pane to log important interactions with the prospect to finally either end up securing the agreement or closing out the pursuit record with a status that reflects the outcome of the conversation. (i.e. Dead = no longer an active pursuit etc)

Once the user has secured the representation or rights to represent the prospective client and this information has been recorded as past activity, the user can advance this record into an active “Listing” (See Figure 1)

Figure 1:

Listings & Assignments

Here Apto uses listings to list the space/s within a property currently owned/ managed by the user's landlord client. The aim of the listing is to find suitable tenants for all spaces contained in the listing.

Within the listing record, there are spaces that are displayed as available.

From here the user can evaluate the status of each space and use the activity pane on the space record to track marketing activities, tours and potential offers pertinent to just that space. This activity will be displayed on the listing in the form of an activity report

Apto uses 2 prebuilt reports on the listing record. One to display what overall marketing activities and interactions with contacts they have had on the listing in its entirety (left report on the below Figure) and one that displays the activities specific to (an) available space/s (right).

Figure 2:

Spaces on a Listing

One difference in comparison to the other workflows in Apto is that when you have finally found a tenant for a space attached to a listing you have two options to move the deal forward. On the space record, you have the ability to close the lease out straight away and record your new tenant-landlord relationship as a Closed Deal. OR if it needs to be moved to more of a pending stage (i.e. additional steps need to be completed before the deal is done) you have the option to convert the Listing into an In Contract record. If you are advancing a deal to “In Contract” then please read on for next steps on how to continue the deal flow. If not head straight to “Closed Deals” for next steps.

Advancing from a Listing’s Space record to In Contract:

In Contract

In an, In Contract record, the user can input “Milestones” (For example ESCROW, Due Diligence etc) and associate with those milestones a kick-off date and deadline date. Once saved to the record these milestones will populate on the Project Milestones Gantt View Chart section, located at the bottom of the details portion of the record. Once populated on the chart they will display in a color-coded fashion where:

BLACK = Completed

BLUE = Pending

RED = Overdue

GRAY = Not yet started

(Figure 3).

Figure 3:

Before advancing to a close deal the user should enter in the Tenant Company and Contact associated with the deal. Once done, this will allow this information to be brought forward into the eventually closed deal. Also as a best practice, the user should make sure that all necessary project steps have been completed. This is done by clicking on the individual milestone in question and clicking on the “Complete” checkbox. You can access the milestone record in question by either a) clicking the name of the milestone under the related tab on the In Contract record or by b) double-clicking the time window in the Project Milestones chart.

* At this stage, it is important to enter in the commissions and any associated splits that the agents will earn when their deal has closed. This extra step is important as each space may have a different deal team and percentage split compared to the overarching listing record. To edit your deal team,followthe steps below.

In the In Contract Record head to the “Related Tab”

Click the “Edit” button in the Deal Team related object

Enter in your team members and associated splits if they apply.

Click “Save”

As seen above with converting from one phase of the deal cycle into another please click the “Advance to next stage” button in the In Contract record to progress to a Closed Deal.

Closed Deals

The closed deals database allows you to store all of your closed deals in one convenient location. When the user generates a lease record in Apto the main data points that need to be entered will be, but not limited to:

Fields in the Lease Summary section

Any further Deal Party members (i.e. Landlord/Tenant Attorneys) located in the Related tab (Landlord information will pre-populate based on who you have represented in the deal and the Tenant contact and company you add to the lease record)

Ensure all deal team members are allocated the correct final commission splits from that deal

Once all relevant information has been entered in, the lease record is complete and the deal moves out of the organization's active pipeline. It is now stored as a reference point for the broker user to use later on when determining their opinion of value on other properties listed in the same/similar markets. One other aspect to note is that the spaces located on the property record in Apto will now show up as leased and the tenant company and contact will be listed accordingly.

** (See Notes)

Important notes that apply to this article:

* This step can also be performed in the closed deal. Follow the same set of instructions but substitute the “In Contract” record for the “Closed Deal” record.

** Once all available spaces have been leased on a listing, as a best practice you should return to the overarching Listing record and change the status of the listing from “On Market” to “Closed” so that the listing no longer shows up on active pipeline reports.

This article is designed to cover the best practices when representing a client who is a tenant.

Pipeline Objects:

Apto has 3 primary user templates that are geared to specifically handle the day to day process of a broker tracking and closing deals in Apto. These templates are specific to 1) Tenant Representation 2) General Brokerage and 3) Investment Sales.

Working The Deal Through The 3 Stages:

The tenant representation workflow moves your deal from prospecting to a closed deal in a 3 step process.

“Pursuits” is the stage where you are seeking to represent a contact or company

“Assignments” is the stage where you have won representation of a contact or company

“Leases” is stage where you have completed an assignment

The deal workflow provides you with insight into your entire pipeline of deals and where you stand with each one. Below are some best practices you can follow so that your deals move through a streamlined process within the platform.

Pursuits

A pursuit record is utilized primarily to track within the system a potential business opportunity with a company and/or contact. When the user creates a new pursuit record the Apto platform will prompt you for the following data:

Client Contact

Company

Commission Estimation

Once saved, the record will display this information and at this point you can add in your “Deal Team” and commission splits so that you can track the potential commission earned from a deal throughout the sales cycle.

As a best practice the broker should be recording all the activities on this record with the aim of building a reputation with that client/company in order to gain the representation agreement to find them a space that meets their needs.

Use the activity pane to log important interactions with the prospect to finally either end up securing the agreement or closing out the pursuit record with a status that reflects the outcome of the conversations. (i.e. Dead = no longer an active pursuit etc)

Once the user has secured the right to represent the prospective client, log this final activity, and advance the record to an active “Assignment” by selecting the “Advance to Next Stage” button. All of the data that was entered into the Pursuit stage will be brought over to the Assignment stage automatically.

Advancing the deal from a Pursuit into an Assignment:

Assignments

Here the user manages the active assignment. The aim of the assignment record is to record all activities that go into finding your tenant client a new space or property to lease.

On the details section of the assignment record the user can develop a “Site Selection & Tour Activity Report” which can display important items such as tours of available spaces, sent marketing materials, lease offers, and rejections.

To record an activity on this Report make a selection from the “Marketing Phase” drop down list available on each new task, logged call or email you send to a prospective landlord, tenant or any other contact that has anything to do with the assignment.

If your client asks for an activity report this report can be exported to excel so you can send it out to them in a timely manner.

Site Selection & Tour Activity Report

On the assignment record the user can record assignment criteria relevant to that tenant’s needs. You can also record critical dates such as the clients need date for a new location, when the representation agreement was signed and the date that the assignment expires. Modifications to the deal team and commission splits can also be made on the Related Tab.

By logging your activities and touring your client through available locations, the aim is to find the ideal space for your client. Once the user has determined the secondary party to the assignment we can then advance this assignment into the next stage, a “Lease”. In order to advance the user must click the “Advance to next stage” button located in the right hand corner of the assignment record.

Advancing from an Assignment to a Lease:

Leases

The leases database allows you to store all of your closed deals in one convenient location. When the user generates a lease record in Apto the main data points that need to be enter will be, but not limited to:

Landlord Company

Landlord Contact

Fields in the Lease Summary section

Any further Deal Party members (i.e. Landlord/Tenant Attorneys) located in the Related Tab (Tenant and Landlord information will pre populate based on who you have represented in the deal and the Landlord contact and company you add to the lease record)

Once all relevant information has been entered in the user can elect to (as a best practice) create a new task to follow up with their tenant client prior to their lease expiration. This simple workflow (shown below) shows how to create a lease expiration follow up task based on the lease expiration date on the lease record.

Lease expiration follow up task:

This completes the walkthrough on best practices for tenant representation deal workflow.

Click on the link below - then enter your name and email address to watch a full recording of our Apto Fundamentals class.

Stacking Plans & Landlord Rep Deal Overview

Apto has a robust pipeline that allows you to track a Property and its related Parties (eg, Companies and Contacts) through the stages of a deal. Apto defines these as four separate stages, whereby a deal and its information is “converted” from one stage to another.

The 4 Pipeline Stages:

1. Pitch AKA Pursuit AKA Proposal

This is the first stage of a deal, where a party is interested in the Property or Space. Here, the Broker is beginning to gather information and discuss with the Prospect. This is sometimes referred to as a Proposal or Pursuit.

Some of the benefits include:

The ability to track critical dates associated with a Proposal

Forecasting income based on Proposals for individuals, teams and the entire firm

Defined process workflows to help automate redundant tasks, communication, and events associated with a proposal

Won vs. Loss ratios

Pursuits: Video (2:02)

2. Listings

At this stage, the listing for our Property is active. This is sometimes referred to as an Assignment or Active Deal.

Some of the benefits include:

The ability to track critical dates associated with a listing

Rep Agreement Expiration Date

The Tenant's need date (move in date)

Visibility into forecasted income - based on listings for individuals, teams and the entire firm

Defined process workflows to help automate redundant tasks, communication, and events associated with a listing

Generate Activity reports for team, management and client

Track showings

If Tenant's Needs are being tracked, the ability to match likely Tenants with available Spaces

Closed vs. Dead ratios

Listings: Video (2:25)

3. Project AKA In-contract AKA Pending Lease/Sale

Here, the deal has progressed along and an offer is on the table. The deal will soon be under contract or pending a closed lease or sale. This stage is sometimes referred to as Escrow or Pending Deal.

Some of the benefits include:

The ability to track milestones and display them on the milestone Gantt Chart

Visibility into forecasted income - based on projects for individuals, teams and the entire firm

Defined process workflows to help automate redundant tasks, communication, and events associated with projects

Tracking of all the parties involved in a project including but not limited to: Attorneys, Vendors, Lenders, Brokers, Tenants and Landlords

In Contract: Video (1:30)

4. Comp

This is the final stage of the pipeline, where the deal is a Closed Lease or Sale.

Some of the benefits include:

Visibility into income - based on completed deals for individuals, teams and the entire firm

Defined process workflows to help automate redundant tasks, communication, and events associated with a closed deal

Extrapolating market trends based on completed deals

Understanding what parties were involved in specific transactions

Closed Deal: Video (1:14)

This article is designed to cover the best practices when representing a client who is involved in the purchase or sale of commercial property.

Pipeline Objects:

Apto has 3 primary user templates that are geared to specifically handle the day to day process of a broker tracking and closing deals in Apto. These templates are specific to 1) Tenant Representation 2) General Brokerage and 3) Investment Sales. The investment sales template uses the “Pursuits”, “Listings”, “In Contract” and “Closed Sales” tabs.

Working The Deal Through The 4 Stages:

The investment sales workflow moves your deal from prospecting to a closed deal in a 4 step process.

“Pursuits” is the stage where you are seeking to represent a contact or company

“Listings” is the stage where you have won representation of a contact or company

“In Contract” is the stage where you complete milestones necessary in order to close the deal (ESCROW, Financing etc).

“Closed Sales” is the stage where you have completed a sale

The deal workflow provides you with insight into your entire pipeline of deals and where you stand with each one. Below are some best practices you can follow so that your deals move through a streamlined process within the platform.

Pursuits

A pursuit record is utilized primarily to track within the system a potential business opportunity with a company and/or contact. When the user creates a new pursuit record the Apto platform will ask you to enter data on the following points:

Client Contact

Company

Commission Estimation

Once saved, the record will display this information and at this point you can add in your “Deal Team” (commission splits) so that you can track the potential commission earned from a deal throughout the sales cycle.

As a best practice the broker should be recording all the activities on this record with the aim of building a reputation with that client/company in order to gain the representation agreement to sell their asset.

To track this information we use the activity pane to log important interactions with the prospect to finally either end up securing the agreement or closing out the pursuit record with a status that reflects the outcome of the conversation. (i.e. Dead = no longer an active pursuit etc)

Once the user has secured the representation or rights to represent the prospective client and this information has been recorded as past activity, the user can advance this record into an active “Listing”

Advancing from a Pursuit into a Listing:

Listings

In listings the broker’s aimis to find a buyer for the owner of the property they are representing.

On the details section of the listing record the user can input details that relate to the sellers “Offering Summary” and develop “Marketing Activity Reports”. These reports display important items such as tours of the property, who the broker send marketing materials to and who has passed or placed an offer on the asset. These reports are generated by logging calls and recording a relevant “Marketing Phase” value for the task. The user can also track what marketing initiatives have taken place on the related “Marketing” object located on the listing by clicking on the “Related” tab.

Listings Activity Report:

When a user begins reviewing buyers offers they can begin recording them under the “Offers” object. This object can be accessed by clicking into the “Related” tab on the record.

It's always a good idea to see if your current contact database has a potential buyer that may fit the needs outlined in the listings offering summary. By Clicking the “Matching Buyer Needs” button on the top right corner of the record a list of buyers whom the user has a recorded a buyers need that fits the offering summary will display. This can give the user a quick way to generate leads to call on if they interact with potential buyers or any entity that is interested in acquiring commercial real estate.

Recording Offers on a Listing

To create an offer in a listing:

Click the “Related” tab in the listing record

Click the new button on the “Offers” object

Enter in the details of the offer and record the status as either Draft, Accepted, Countered or Not Accepted

Click “Save”

As a best practice once an offer has been recorded and saved to the listing it is now ready to move into the pending sale phase or “In Contract”. Before advancing into the next stage please be sure to check all relevant activities have been recorded and that all deal team members have accurately calculated commission splits. Also make sure that the offering summary section of the listing has been filled in so that when the deal is finally closed this data flows seamlessly through the Apto deal pipeline.

Advancing from a Listing to In Contract:

In Contract

In an In Contract record the user can input “Milestones” (For example ESCROW, Due Diligence etc) and associate with those milestones a kick off date and deadline date. Once saved to the record these milestones will populate on the Project Milestones Gantt View Chart section, located at the bottom of the details portion on the record. Once populated on the chart they will displayed in a color coded fashion where BLACK = Completed, BLUE = pending, RED = Overdue, GRAY = Not yet started.

Creating Milestones and viewing the Project Milestones chart:

Before advancing to a close deal the user should enter in the Buyer Company and Contact associated with the deal. Once done this will allow this information to be brought forward into the eventual Closed Sale. Also as a best practice the user should make sure that all necessary project steps have been completed. This is done by clicking into the individual Milestone in question and clicking on the Complete checkbox. You can access the milestone record in question by either a) clicking the name of the milestone under the related tab on the In Contract record or by b) double clicking the time window in the Project Milestones chart.

As seen above with converting from one phase of the deal cycle into another please click the “Advance to next stage” button in the In Contract record to progress to a Closed Sale.

Closed Sales

The closed sales database allows you to store all of your closed deals in one convenient location. When the user generates a sale record in Apto the main data points that need to be enter will be, but not limited to:

Fields in the Sale Summary section

Any further Deal Party members (i.e. Buyer/Seller/Landlord/Tenant Attorneys) located in the Related tab (Tenant information will pre populate based on who you have represented in the deal and the Landlord contact and company you add to the lease record)

Ensure all deal team members are allocated the correct final commission splits from that deal

Once all relevant information has been entered in, the sale record is complete and the sale moves out of the organizations active pipeline. It is now stored as a reference point for the broker user to use later on when determining their opinion of value on other properties listed in the same / similar markets. One other aspect to note is that the property and its affiliated record that was sold will update with the new ownership details that shows the property has changed hands in terms of ownership.

In this session, we discuss working a deal through the Seller Rep Deal Pipeline addressing;

Completing a Deal in the Pipeline

Tracking Marketing Phase, Offers & Milestones

Viewing Reports & Dashboards

NOTE: This was recorded with Salesforce Lightning with v6.1 of Apto. If you have any questions regarding your version, please reach out to [email protected] for further assistance.

Click HERE for a quick one page pipeline cheat sheetor watch the video below

Stage 1: Pursuit (aka Proposal or Pitch)

Definition: Initial conversations with your client as you come to agreement on what you will be selling and how that will be accomplished. Typically this is where you are working to get a rep agreement signed.

Click Pursuit > click New > choose Seller Representation > click Next

Pursuit Name = Property Name_MMYYYY (example: 123 Main Street_092017)

Enter Client Company

Enter Client Contact

NOTE: Both the Client Company and Contact fields search for existing records in your system, however you can create new records on the fly by clicking your cursor into those fields and then choose +New.

Enter Gross Commission Amount

Click Save

Now that a Pursuit has been created, you can use the Activity Tracker to log all phone calls, tasks and events that have occurred with the client.

Once conversations have been had and a rep agreement executed

Click on Advance to Next Stage

Stage 2: Listings & Assignments

Definition: Where you will track an active listing and all listing activity to be reported back to your client.

Double click Status > click On Market > click Save

Under Administrative > update all dates > click Save

On the Related Tab > enter in Offers and update the Deal Team

You can use the Activity Tracker to log all phone calls, tasks and other marketing events that have occurred with this Listing.

Once an offer has been accepted

Click on Advance to Next Stage

Stage 3: In Contract (aka Under Contract or In Escrow)

Definition: Track the pending purchase and milestones that need to be completed prior to close such as appraisals, inspections, etc.

Enter in all of the In Contract details including;

Contract Price

Effective Date

Project Close (expected close) Date

Under Related > track Milestones (such as appraisal and inspection dates)

Click Save

Once all milestone have been completed & you're ready to go to the deal table

Click on Close Deal

Stage 4: Closed Deal(aka Comps)

Definition: Enter the final sale price and sale summary details in this final stage.

Enter in all of the signed final purchase details including;

All Sale Summary Information

Click Save

NOTE:Once all of the closed deal information is captured, you will notice on the property, Company and Contact records, that the Sale information has been updated.

Click on the link below - then enter your name and email address to watch a full recording of our Basics of List Views & Reports class.

Deal Pipeline Overview

Click on the link below - then enter your name and email address to watch a full recording of our Basics of List Views & Reports class.

Basics of List Views & Reports

Navigate to Reports

Scroll and open the folders to see available report types, or search with text to narrow results (e.g. Listings).

For example, selecting “Listings with Properties” will report on Listings with Property records, where the Listing has a related Property. That means Listings without a related Property will not be included in the report. If you need Listings with or without Property relations, then select “Listings” Report Type, or make a Custom Report Type.

Click Create. (Note: Your organization may have decided to restrict the ability to create new reports and you may not see the New button. Talk to your company's Apto System Administrator for options.)

Search in the text box at the top left for fields you would like to include in the report.

Drag and drop fields, or double click to add them to the report.

Note: If you do not see any search results, try widening your search criteria. It is easier to start with search results and then add filters to narrow your results.

You can drag columns to rearrange how they will appear in the report.

“Show” and “Date” fields are standard available filters, but you can click “Add” for additional filters. You may want to change “Show” to show all records first.

To further change search results, drag and drop fields to add filter logic.

9. When adding more than two new filter options, also add Filter Logic in the Filters “Add” picklist with AND or OR statements. This helps the report narrow down the results accordingly.

10. Finally, click Save in the upper left corner and name your report. Click the tab key to auto fill the report unique name, and choose the desired folder to save it. (Note: Any unfiled Public Reports are visible to all reports users in your organization.)

How to Log a call

Here's an image displaying the 9 steps as outlined below:

Navigate to a Contact Record. (Remember: you can log a call from any object, but for purposes of this article we will log it from the Contact object).

On the right-hand side of this contact’s record, under Activity, make sure the Log a call tab is selected. Click into the “Create new” box and it will take you to the call details (which are displayed in the above image).

Fill out the call subject (i.e. “Call re: Dairy Block Building”).

Pick a Due Date, signifying when the call happened.

Choose a Related to object and record. This can be any object (property, company, etc).

Choose a call result from the drop-down menu.

Best Practice: leave a comment to add context for future reference. This is optional, but recommended.

Select a marketing phase, if applicable. This is optional.

Click Save.

You will now be able to see this call in the object’s Activity History.

NOTE: Recurringtasks must be enabled by Admin First (See: Enabling Recurring Tasks )

Access all Tabs by clicking the App Launcher

In the App Launcher Select Task

Click New Task

Select the cadence for the tasks you are scheduling

How to Set a Task

Here's an image displaying the 11 steps to set a task, as outlined below:

Navigate to a Contact Record (ex: Lando Lordissian).

Pro-tip: you can set a new task from any object, but for purposes of this article we will set it from the Contact object.

On the right-hand side of this contact’s record, under Activity, make sure the New Task tab is selected.

Here's an image displaying step 2:

Fill out the task subject (“Call”, “Follow up regarding X”, etc).

Double check to make sure the correct person is assigned the task. It will default to your name, but you have the option to re-assign this task to another member of your Apto org if you choose.

Pick a Status from the drop-down menu.

Choose a Task Subtype from the drop-down menu.

Select a Due Date, signifying when you want this task to be completed.

Set a Priority from the drop-down menu. This will default to Normal.

Choose a Related to object and record. This can be related to any object (property, company, space, etc).

Pro Tip: You can connect multiple contacts to one task. The contact from the open contact record will auto populate (ex: Lando Lordissian)

Here's an image showing the contact field auto populated:

Best Practice: leave a comment in the Comments box to add context for future reference. This is optional, but recommended.

Select a marketing phase, if applicable. This is optional.

Click Save.

Here's an image displaying the 6 steps as outlined below:

Navigate to a Contact Record. (Remember: you can send an email from any object, but for purposes of this article we will send it from the Contact object).

On the right-hand side of this contact’s record, under Activity, make sure the Email tab is selected.

Fill out the email subject.

Write your email.

Choose a Related to object and record. This can be any object (property, company, etc).

Click Send.

Click on the link below - then enter your name and email address to watch a full recording of our Apto Fundamentals class.

Apto Fundamentals

Considerations

Contact Groups are a way for users in Apto to further organize their database. They allow you to add contacts to these groups and use the group as a filter when creating Reports or List Views to group contacts into manageable buckets.

In order to filter, the group must be approved by the SYSTEM ADMINon the account. You will need to let your System Admin know to activate your groups once you create them.

How to Create Contact Group for Individual Contacts

Navigate to the Contacts tab >

Click into the contact you want to add the group to >

Click into the “Details” tab and and scroll down until you see the field labeled “Groups” >

If you hover your mouse into the text area of the field, you will see it highlights in Blue. If you double click on this spot it will open the Contact Group Wizard >

From here you can create a new group by typing in the name of the group in the field that says “Search or Add Groups”>

Then click “Create Group”>

Then click “Save” at the bottom right.

That is the first step in creating the group, the second step is for the System Admin to “Approve” the group that was just created.

Here are the instructions on how to approve a group.

How to Add Contact Group In Mass

Navigate to the Contacts tab >

Change the List View to any of them besides “Recently Viewed” >

On the left side of every contact there is a checkbox. Check the box on any contact you want to add to the new group >

On the top right of the page, click the dropdown arrow next to “Send List Email” >

Click “Edit Contact Groups” >

From here you can create the group by typing in the name of the group in the field that says “Search or Add Groups”>

Then click “Create Group”>

Then click “Add Selected Groups” at the bottom >

That is the first step in creating the group, the second step is for the System Admin to “Approve” the group that was just created.

Here are the instructions on how to approve a contact group.

Reports have been added to allow brokers to forecast expected commissions. An estimated close date field has been added to the Listing which must be filled out for reports to run. When a user adds an estimated close date it allows them to use forecast revenue from deals in their pipeline with Expected Commission Reports. The estimated close date follows the deal through the pipeline.

Note: To use this feature you must be on version 6.3 or newer. Contact Support to upgrade your organization if needed.

Enter expected close dates on listings for which you would like to forecast revenue by going to Listings and scrolling to Pipeline and entering an estimated close date for the deal.

To navigate to reports click Reportsalong the top menu

Click All Folders, then Pipeline Forecasting

4. Reports are available for each stage of the pipeline. To access a report select the report that you would like to view.

Global search, at the top of each page, searches across all searchable records within Apto.

To search:

Type in the search bar. As you type, the drop-down lists recently access records

Press enter to display full search results page.

Click a Tab name in the left search navigation, you can see results only for the selected Tab.

Click Show Moreto see the results for more objects.

ClickView Moreabove the object search results and see all results for the object.

By clicking on any tab within Aptoyou will be directed to that tabs homepage.Each of these tabs will default to show any recently-viewed records, or you can select other existing views. Views will summarize relevant data about each object into columns (such as Company or Contact name, state, phone number, Property submarket, etc), as well as additional column options. From these views, you can click to jump into any full record.

How to Navigate the Landing Page

Click on the tab to take you to the homepage (We will use the Properties Tab in ourexample.

Select the drop-down arrow next to the Properties icon to change the view from Recently Viewed, if you wish.

You can change the display order by clicking any of the column headers to re-order.

Here’s an example:

4. Click on any of the listed properties to be taken to that Property record (or use the search bar at the top of your page).

What is a Navigation Bar?

The Navigation Bar is visible at the top of every page. It allows users to quickly click into a tab, and also allows users to access recently-viewed records and lists.

To add more tabs to your Navigation:

Click the pencil on the navigation

Select "More Items" to view all Tab Options

Select "All Items"

Click the (+) sign next to the tab you want to add to your Navigation Bar

Click add Nav Item

Click Save

Search Contact Relationships

The Contact Relationships page in Apto allows someone to quickly see all of their coworkers relationshipsat a given company within the Apto org. The page analyzes the contacts, activities and pipeline activity related to that company and summarizes the information in one simple graph.

Additionally, many organizations choose to go with a public Company model and a private Contact model. While this respects users’ privacyit can also introduce roadblocks into working with a particular company. The Contact Relationships page helps these organizationsunderstand relationships by analyzing data that the user may not even have permission to see, and providing a simple summary that does not reveal any private details.

Accessing Relationships

Navigate to a company record in Apto to see the View Contact Relationships button on the contacts related list. Click the button to launch the contact relationshipspage that displays all the agents/users that have any level of connections with any contacts related to the selected company.

Using relationships

The contact relationships page by default comes with six columns

Agent The Apto user that has a relationship with the company.

Role The Agent's role in the organization. This is set by the system administrator.

Relationship Level This graph indicates the highest interaction between the broker and contacts within the selected company. See the chart below to see how relationships are categorized.

Number of contacts Number of contacts that the broker has relationships with (regardless of relationship level with the given contact).

Last Activity Date The most recent date that a contact was created, activity was logged, or pipeline record was created or updated.

Connect The connect button lets the user send a private message to the Agent listed

Understanding relationship levels

Level

Relationship between user and contact

Created

User is Owner of the contact record. Typically this is the person that created the record, unless the record has been reassigned by the person importing or creating the data.

Contacted

User has created or been assigned any tasks related to the contact.

Meetings

User has created or been assigned any events related to the contact.

Note: currently, invitees to the meeting in addition to the activity owner are not included.

Pipeline

User is part of a commission on a proposal,pitch, listing or project where one or more contacts are in one of the Apto contact fields such as Buyer, Seller, Landlord and Tenant.

Contact fields processed: Buyer, Buyer's Attorney, Buyer's Loan Contact, Landlord, Lessee, Seller, Seller's Attorney, Tenant, Title Company Attorney

Deals

User is part of a commission that is on a comp where one or more contacts arein one of the Apto contact fields such as Buyer, Seller, Landlord or Tenant.

Connecting with another agent

The broker can either directly call the user to get more information about the contact or send a message by clicking the connect button

The broker receiving the message will see the message in their chatter feed.

Apto is a powerful, yet simple platform that helps your entire team maintain and nurture contacts, monitor pipelines, execute deals and better forecast deal team resourceswhenever and wherever your business takes you.The Getting Started for Brokers guide was designed to help familiarize you with the foundations of Apto.

Watch the video below for an overview of Apto or skip to step 1 to quickly start using your system.

Step 1: Navigating Apto & Page Layouts

Once logged in; the "Home" tab of Apto is a great way to look at your day's activities and keep a pulse onyour personal deal pipeline. Understanding both the home page and the layout of your records is a great building block in becoming a strong Apto user.

Click HERE forstep-by-step instructions on The Apto Homepageor watch the video below

Step 2: UsingApto CRM (aka Companies, Contacts & Properties)

Now that you are familiar with the basic layout of Apto, you can begin using the CRM portion of Apto. Apto’s CRM consists of Companies, Contacts, and Properties and is your team's proprietary database that has the most up-to-date information from what you have gathered in the field.

Click HERE forstep-by-step instructions on Intro to Apto CRMor watch the video below

Step 3: Logging Activity & Task Management

Having your own up-to-date database is great, but knowing who said what and when, to then follow-up with your clients....is even better. Using Apto’s Activity Tracker removes the need for easily misplaced placed sticky notes or the backs of empty envelopes. Now you can remember your last conversation and schedule next steps to be followed up on at a later date-all within a few clicks in Apto.

Watch the videos below to learn how to create and follow up on tasks

Step 4: Working the Apto Deal Pipeline

You have gone through the effort of calling your clients, researching properties and setting tasks, but what about tracking the deals you are working? Apto Deal Pipeline allows you to track each stage of the deal and creates a repeatable process to win more business.

Click HERE forstep-by-step instructions on theDeal Pipeline Overviewor watch the video below

Pursuits(aka Proposal or Pitch)

A Pursuit is the first stage of a deal, where you are beginning the conversation about how you can help your client. This is the stage where you are gathering data, but the client hasn't given you the green light or thumbs up to move forward to list their property for sale or to begin looking for property to rent or buy. Typically this is the stage prior to a rep agreement being executed and gives you a chance to really get to know what is going to be needed for a successful deal.

Watch the video below to learn more about the Pursuits stage

Listings & Assignments

A Listing (for seller or landlord rep) or Assignment (for buyer or tenant rep) is the second stage of a deal. The flexibility of the Apto Deal Pipeline allows you to track every type of a deal just a bit differently--capturing exactly what is needed for each. The ability to track buyer/tenant search criteria and need date, rep agreement expiration date, marketing activity, on-market dates, multiple offers, the deal team splits and send activity reports to clients makes this one of the most powerful stages of your deal.

Watch the video below to learn more about the Listings & Assignments stage

In Contract

In Contract is the third stage of a deal, after an offer on a property has been accepted. But as with any deal, there may be a few milestones that need to be reached before it can truly close. With Apto, you can keep track of those key milestones to ensure your deals cross the finish line.

Watch the video below to learn more about the In Contract stage

Closed Deals

Closed Deals is the fourth and final stage of Apto’s Deal Pipeline. This stage allows you to finalize your sale/lease summary and create a comp tied back to your property and owner/tenant.

Watch the video below to learn more about the Closed Deal stage

What's Next?

Now that you have walked through all sections of theGetting Started for Brokersguide, feel free to browse some of our other articles to learn more about Apto. Also, make sure you download and start using Apto Mobile (available in the Apple & Android App stores) or take a few minutes to look at Prospect & Nurture from the Home Page.