Realvolve FAQs

Q: How do I use theshowings tab in the contact record?

A:The Showings tab in the contact allows you to track those properties that you have shown your buyers. If you are showing your own properties then it links the contact to the property along with any comments that the buyer has about your property so they can be sent to the seller as part of the seller report. It's all automatic and easy. If the property changes price then you have an immediate list of potential buyers that you can notify about the price change if they liked the property.

The Showings Tab in the Property only shows information that you would quickly need to know in order to successfully show the property. That way when someone calls you can quickly see the information.

Sending an email is a very straight forward process in Realvolve! There are a number of ways to do this through workflows and in mass but I'm going to show you how to send a simple email and text to a single contact within your Database.

1. Start by going into the Contact Record of the person you'd like to send the Email or Text to..

2. Make sure that you have a Mobile number (For Texts) or an Email address (For Emails) in the contact record you're wanting to send to. You can do this by going to the "Contact" tab in the Contact record and checking the information there!

3. In the top right corner of the Contact Record, you should see a number of Icons available for various things. Two of these Icons are for sending emails and texts!

As you can see here, The text button for Charles is grayed out. This is because I do not have aMobile number listed for him. You can see on the left that I have a phone number for him but it is in theHome field and not in the mobile field.

4. Lets try clicking the email button to send an email!

A couple things to look at here.

a. You'll see here that the "to" bar contains all the email addresses I have for Charles in Realvolve automatically. I can click the little 'x's next to the those addresses if I'd like to remove some of them from that field.

b. You can manually add Cc/Bcc to the email by clicking here within this window.

c. You can click here to pick a template out that's already typed out in your system!

d. Check this box to quickly add yourself to the BCC for this email.

e. Once you've chosen a template or typed out your email, you can click this button to view the preview of the email as the recipient will see it!

Lets check the text screen real quick!

A much simpler screen, you can choose to pick a template or type your own text out right away!

Just make sure you've got your SMS services set up by going into your settings and clicking on the SMS services tab!

Q:What's the best way to manage a property listing that became a transaction, but has been terminated? I want to keep the records intact, but will need to start a new separate transaction once it goes under contract again.

A:Change the status of the transaction to Cancelled, Fell Through or Terminated. Any of these 3 will set the Property back to Active and allow you to setup a new transaction when needed. You can use the FILTERS in Transactions to only show the status items you want to see on a normal basis by selecting Pending, Clear To Close, Contingency and the others will be hidden from sight

Q:When I set a filter, will that be the automatic view until I change again, or is it always "show all" as a default?

A: It keeps your last setting.

This video shows how to take a Google Form that stores its data in a Google Sheet and uses Zapier.com to send new rows of data to your Realvolve database.

Take a look at this article here for more videos on setting up Zapier!

Q:I have a 12 month workflow that emails the 1st of every month. I will be putting contacts on this workflow at various times throughout the year. Once they receive all 12 emails, I would like to have something that prompts that workflow ended and "Transition to new workflow". Example: Someone may go on workflow in July so they would be emailed from July to June 1st of following year. How is everyone handling when their workflows end?

A: On the 12th workflow, you can add an action which starts another workflow or add a 13th Activity which reminds you to add on manually.

Q:When would I date the activity since it will be all different months depending on when the contact started on the workflow?

A:Write an activity with an action to launch alternate workflow and time it for 12 months after start date.

Relationship scores are used to track the quality of the relationship with a contact and determines when best to communicate people in the database. If the relationship score of a contact goes above or below the average stage and the trend is continuing in that direction then the user should communicate with the contact to possibly move them to the next stage or make sure they don’t fall down to the previous stage.

Each line item below will be given “points” which will help move a contact through Stage segments of Aware > Know > Like > Trust. As they move through the different stages the closer they get to becoming an active client.

Time

How long have you known your contact. This helps to determine how often should you communicate. Someone that you’ve known for a long time can go longer without communication that someone you met just yesterday.

Category

A | B | C | D | (None)

This is your perceived “Grade” or category that is assigned to the contact. Contacts that are more important to your business should be given a higher category. When the relationship is scored, your perceived value is taken into account to rank a contact.

Stage

Aware | Know | Like | Trust | (None)

Contacts go through four stages of a relationship, each stage has a direct impact on the Contact Status.

Contact Status

(None) | Suspect | Prospect | Lead | Client | Past Client

There are 6 different “states” that contacts go through as a relationship is being built.

Understanding each state and what promotes a state change to move to the next stage is important. Contacts go through three basic Contact Status states before they become a Client. They are Suspect, Prospect and Lead. Once a Lead signs a listing or buyer’s agreement then they become an active Client. After the transaction closes then the Contact Status should be changed to Past Client until the next time an agreement is signed. From that point forward then contacts should cycle between Client and Past Client

Contact Type

Client (default) | Agent | Farm | Personal | Prospect | Vendor | Hidden

Only those contacts identified as Client / Farm / Personal / Prospect are used in calculating rFactor (see below). This is important to weed out those contacts in your database which are not likely to do business with you and should not be part of the rFactor calculation.

Referral Count

The more referrals you get from a contact the more they trust the user. This trust factor helps determine the contact’s overall value.

Details

The quantity and type of information you have on a contact determines how well you know this person. People share more information with those people they know, like and trust. Realvolve evaluates at the type of data, public -vs- private along with explicit and implicit to determine this person's interest in you.

Lifetime Value

Lifetime value shows the percentage of your overall revenue that this contact represents. The higher the value the more important that they can be.

Engagement

Send/Receive communication (all forms) - Reply to emails or social media messages. Being engaged through correspondence determines a contacts importance.

Bonding

Doing things with a contact (breakfast/lunch/dinner/parties) gathered through your calendar usage.

Relationship

This goes along with the concept of “Propinquity”... The closer you are to someone, the more likely they are to do business with you. Getting to know someone with One-on-one meetings, Personal visits, Calls and Personal Notes should be a focus of a user’s business.

Intensity

Calendar items which have high importance can weigh heavy on the intensity of the person or project that is at hand. Realvolve uses this to determine who currently has high emphasis in your business.

Reply Intensity

Amount of time between replies to your emails / SMS texts / calls can tell how important you are to the contact.

Frequency

Evaluates the number of activities in a given time using a clustered algorithm for the past 14 and next 14 days. The frequency factor looks at the amount of time between activities - the more frequent you do something for a contact the higher the importance.

Score Decay

Score Decay automatically reduces the score when there has been little or no activity in a number of months. Realvolve reduces the score of any contact by n/12 \%. Score decay does take into account the TIME you have known a person - Good friends can pick up from where they left off as if there was no time difference. Where newer contacts can lose faith quickly if not contacted frequently.

rFactor

rFactor is used to rate the quality of your overall database on a scale of 0-10. Is your database filled with low scoring leads that have little chance of bringing in income? Do you have mostly contacts with high relationship scores with high probability of new or repeat business along with strong referral chances?

Realvolve evaluates the relationship scores on contacts that have a “Contact Type” of Client / Farm / Personal / Prospect to determine the rFactor score. This represents the majority of the contacts which would typically buy or sell a home through you.

From the rFactor score we calculate the Predicted Number of Transactions and Revenue that you should be able to get out of your database. Obviously, this prediction could be higher or lower but we have found that in most cases, it is pretty reliable.

Another benefit of rFactor is that you have a quantifiable “Score” of your database representing its value should you decide to sell your business and the database along with it.

Zapier is an integration Monster... in a good way. Over 1500 companies use Zapier to integrate with other companies through the use of their "Trigger" and "Action" system. One Program will have a "trigger" such as adding a new contact. Zapier will initiate an "Action" like adding that contact to another program!

Pretty cool stuff! This means that fields such as First name and Mobile Phone number go from one program to the corresponding fields in another program. This works really well with programs like Zillow, Mailchimp, facebook ads, and many more!

The issue comes into play when you want to integrate with a program that doesn't integrate with Zapier.

That's where a parser comes in!

Realtor.com is one of those lead generators that doesn't have a Zapier integration but it does send out a Formatted email with the information from the Lead you just got. That's all we need.

Zapier can parse out that information from the Lead Email and import that information into another system such as Realvolve! Let me show you how.

1. Set up a Parser Email Box. This is the robot that will cut that information out of the email but first, you need to show it how.

Start by going to https://parser.zapier.com/ and login to an existing account you have or register for a new one.

And you'll want to Create a Mailbox.

The MailBox is where you will send the emails to be "parsed" or broken out into usable fields. Creating a "Mailbox" will create a randomized email address that you can change. It may look something like,

[email protected]

This is the email address you will forward those lead emails to.

2. Send an email to this address to set up the Parser Template. You must first teach the parser robot how to cut the import fields out of the lead email. So, lets say we get one from a Wufoo online form and it looks like this,

Name: Frank Sinatra

Email: [email protected](mailto:[email protected])

Phone Number:(555)-123-3456

(http://www.wufoo.com/?wfcmpid=logo_email_notification)

This email notification is powered by Wufoo, the free online form builder. Make your own HTML forms for free at

wufoo.com (http://www.wufoo.com/?wfcmpid=link_email_notification) Get Started!

Forward this email to your Parser Mailbox.

Wait for the Email to come in and click "View Emails" for that mailbox.

You should see the email that came in and click "Template" and "Click here!"

From this screen you can change the email address name for the mail box (must be all lowercase) as well as start templating out the lead email. Just highlight the content of the field and name it something you'll recognize. This will be important later.

Do this for all the fields you can.

Map out the whole template and click "Save Address and Template" at the bottom.

Now for the easy part...

3. Go to Zapier.com and login or create a new account if you don't have one.

Click on the "Make a new Zap" button.

Under the Trigger or "When this happens..." section, select "Email Parser by Zapier" and select "New Email" for trigger event.

Choose your Email Parser Account for Zapier to connect with.

Choose the mailbox you just made

Test to make sure the data is pulling correctly and move on to the Action or "Do This..." part of the Zap. The part that works with Realvolve. :)

Choose Action Event should be "Create Contact".

Choose your Realvolve account.

You've reached the final step...

4.Map the fields in Zapier. All the fields you selected to pull out of the lead email, you'll now map to a real contact in Realvolve.

Do this for all the fields you want to work with and hit "Continue" and then "Test & Continue".

You're done! A test contact should have been sent into Realvolve.

Things to Check:

1. Make sure that email forwarding is set up so those leads are going into the Parser Mailbox. You can do this through Google if the emails are going there or you can do it in the settings of the Lead source itself such as Wufu or Realtor.com

2. Make sure the Zap is turned on!

I hope this helps! Let us know if you run into any trouble.

PUBLIC: "Free Workflow Packages"

PREMIUM: "Requires a code to install"

INSTRUCTIONS:

1) Go into WORKFLOWS at the top of Realvolve

2) Click on the '+' button to ADD NEW and select 'Add workflows from the library'

3) Scroll down the list and select the workflow that you want to install.

4) Click on 'Install Package'

5) If the workflow is a 'Premium' type then you will need an installation code

This step-by-step video explains what a workflow package is and shows how to install a package from the library.

This step-by-step video explains what a workflow package is and shows how to install a package from the library.

PUBLIC: "Free Workflow Packages"

PREMIUM: "Requires a code to install"

INSTRUCTIONS:

1) Go into WORKFLOWS at the top of Realvolve

2) Click on the '+' button to ADD NEW and select 'Add workflows from the library'

3) Scroll down the list and select the workflow that you want to install.

4) Click on 'Install Package'

5) If the workflow is a 'Premium' type then you will need an installation code

Take a look at this video to see how to add your own Workflow Packages to the Library!

This is a living document link - as we add more information to the document, the attachment will be updated.

We have added several new sections to the workflow document including a full list of all merge fields for templates and checklists.

Mark Stepp

Last Updated: 2/14/2018

Updated WorkflowTutorial.pdf

Updated Merge_Fields.pdf

Whether it's so you can print off a list of contacts or create mailing labels through our Google integration, there are many reasons to use the Export feature in Realvolve! In the following article, i'm going to show you just how you can do that.

First, we're going to start with our List of Contacts. This can be a filtered list, or if you want, you can export your entire database in this same way! You can access your contacts by clicking the contact icon in the top left corner.

https://help.realvolve.com/hc/en-us/articles/360035150372-How-to-make-Mailing-Labels-from-an-Exported-Realvolve-file-in-Avery-com

After you've created your filter, click the "#>>" next to the word Contacts.

* For help with filters, check out this article: https://help.realvolve.com/hc/en-us/articles/115003190243-How-to-Use-Contact-Filters-in-Realvolve *

This will display all the contacts in the main screen where you'll see a number of check marks next to their names. If you want to export everyone in this list, you'll want to make sure everyone is selected! Click the top checkbox to check everyone.

Now, you can start the export process! Once you have everyone selected that you want to export, simply press the export button in the top right of the screen.

The next option asks you if you'd like to combine or export individually. If you're wanting a full export, I would suggest exporting everyone individually. If you want husband and wife combined, I would suggest the combination. This is best used when Printing Mailing Labels. More on that here:

Click Export for you to get to the Field screen!

This is where you will choose which fields you want to export. Whatever is on the right side will be exported, everything that is on the left side will not be exported. In order to move the fields to one side of the other, check the boxes and click the arrow to send it in the corresponding direction!

For example, if you just want your contacts with their email address, make sure to only have First Name, Last Name, and Main Email on the right side. If you think you'll use the preference more than once, you can save it at the bottom of the box.

You canPreviewthe export or just go ahead andExport by clicking the buttons in the bottom right of the box.

In some browsers, the export will automatically download! However, if this doesn't happen, you can go into your Settings and go to the Export Contacts tab to download any recent exports including the one you just did!

Once you have your CSV, you can open it in any spreadsheet software you have and print it off if you'd like a hard copy! Or you can import it into another system. Whatever you'd like to do :D

Best of luck on your exporting!

Q:IDX BROKER API KEY -where do we get this key from?

A:You need access to your IDX Broker dashboard. Here is what you need to click to get your API Key. If you do not have access to your dashboard you will have to contact your website admin.

Q:Is there a way to sort your contacts by the day they were entered into Realvolve?

A:Absolutely! Click on the Contacts Icon, create a new filter, click Date and select Entry date!

Q:Is there a way to see what activities in a workflow have been completed and which ones have not?

A:Go to the Contact, Property or Transaction that you started the workflow on and go to the ACTIVITIES tab... you can choose to see either the Incomplete or Completed from the top right of the tab.

Understanding and Using Realvolve Signatures

Each new Realvolve User starts off with six templates in their library. They will have two Signatures, two Headers, and two Footers.

You will have a basic and an enhanced version of each.

For example, you'll have a Signature and a Signature Enhanced.

These two signatures are named for the Editors they work with.

At the bottom of a newsletter, email, or any other template in the system you can use the Merge field, [[Signature]] to pull the Signature template into this other template.

That means if you're creating an email in the Enhanced Template editor, using the [[Signature]] merge field would pull the template that is named Signature Enhanced. If you are using an email made in the basic editor and use the [[Signature]] merge field, it would pull the template namedSignature.This essentially means that you will make the same "Signature" in both Signature templates.

If you're not sure which editor you're in, there are two ways to determine this.

1. The Basic Editor has one row on the tool bar while the Enhanced Editor has three rows.

[email protected]

2. In the List view, The Enhanced Templates will have the word,New, next to them.

* We are currently in the process of transitioning from the Basic Editor to the Enhanced Editor so any new template you make will be in the Enhanced Editor. *

It's important to know that the merge field code [[Signature]] only works if the Templates are named exactly, Signature and Signature Enhanced.

Setting up your Realvolve Signature

As far as Setting up the Signature, because our Editors are HTML Editors as well, you can build an HTML signature right into the editor by clicking thebutton in the editor! If you have an HTML code from a signature built elsewhere, you can put that here as well!

There are also some prebuilt template that you can simply add your information to! You can add these to your signature template by clicking the templates button in the Signature Editor.

You can also order a Signature to be built through Realvolve as well, if you'd like! Contact our sales team at or 888-507-1853 if you're interested.

Headers and Footers work the same way based on the merge fields [[Footer]] and [[Header]].

The SMS template editor will use the Basic Signature template.

I hope this helps to clear up some confusion around templates! If it doesn't (Or makes it worse), please let us know! As always, you can reach us through Chat, Support Tickets, and our Support phone line at 877-789-1934.

Realvolve has the ability to sync the files tab of Contacts, Properties and Transactions with your linked Google Drive. Any files uploaded to Realvolve will automatically sync to the Google folder and files uploaded to Google will sync to the Realvolve files tab automatically once the Google folder is linked.

SETUP:

In order to link a Google Drive folder you MUST have your Google Account connected.

Settings > My Social Network > [Add Google Account]

NOTE: You will be required to REAUTHORIZE your Google account if you had connected your Google account prior to the release of this feature. Realvolve must be authorized with more permissions to perform the Google sync process.

Settings > My Social Network > [Reauthorize Google Account]

USAGE:

To link a Google Drive folder, go to the Files tab of a Contact, Property or Transaction and click on the [Google Drive] button.

A) Shows the current path and the ability to move [Back]one folder.

B) Click [New Folder] to add a new folder to the current path.

C) Highlighted folder is the current “chosen” folder which will be selected if the [Save] button is pressed.

D) Click the (+) button to add a sub-folder to the highlighted folder.

E) Click the (>) button to open the highlighted folder (double click works also)

F) Click the [Save] button to select the highlighted folder to sync with.

Once a folder is chosen using the [Save] button all files will be sync’d (both ways).

Google Drive:

Clicking on the [Google Drive] after it is assigned will show the selected folder name as well as the sync status.

NOTE: Click on the Selected Folder link in blue to open the linked Google Folder in a separate browser tab.

Click on the (x) button to disconnect (unlink) the selected Google drive from the Realvolve files tab.

NOTE: Use the checkbox at the bottom of the popup window to reset the folders to their original state prior to getting linked. This will remove any sync’d files from each folder as needed.

Renaming files from either folder will cause the files to be renamed in the linked folder. You may need to refresh the folder list once the changes have been made to see renamed files.

One benefit of syncing files in this way is to share entire folders or files with other party members.

Q: How do I get help from the Realvolve Team?

A:We have: “LIVE CHAT SUPPORT” and “SUBMIT A SUPPORT TICKET”.

Q: What’s the difference?

A: LIVE CHAT is for when you have to have your answer right away. We can also screen share with you on the Chat if need be and if it makes sense we’ll get on the phone with you there as well.

SUPPORT TICKETS are for when you can wait for a few minutes to a few hours and are the ONLY good place for feature requests and enhancements.

Q: How do I access these?

A: When you’re in Realvolve, if you look at the bottom of your screen in the black footer, you will see "Submit a Support Ticket" and "Live Chat".

Q: When can I get this help?

A: Someone is available for both from 9:00 AM EST to 8:00 PM EST, Tuesday and Thursday, and from 9:00 - 6:00 Monday, Wednesday and Friday. If you get to the Chat and there is no one available, you will be re-routed to create a support ticket and that will be answered as soon as humanly possible within those same hours. If you do not get an answer on Chat, it means we are not available so posting it on the Facebook "Realvolve Community" group will not get a faster response from us.

As always it is our primary goal to make you ecstatic that you are here with us at Realvolve. Thanks so much for being part this journey!

Zapier is an excellent tool for getting leads into Realvolve. Zapier builds the roads between over 1,000 programs. Realvolve is on that list and can therefore connect to a ton of other systems through these "Zaps". Lets get started on your first Zap!

In this example, we'll use Zillow Connect. The concept is the same for almost all Zaps.

First off, lets go to Zapier.com and make an account. You can sign up with Facebook, Google, or a stand-alone Zapier account.

A Zap is setup with two parts: aTrigger and an Action.The first program, such as a lead source, is the Trigger. The Action is where it's going. In this case, Realvolve would be the Action part of the Zap.

Trigger

The Trigger for this Zap is a new lead in Zillow. Let's start by looking for the Zillow connection app. You'll do this from the Dashboard in your Zapier account.

You'll have some example Zaps pop up for most connections. Let's look at the first one: Create Realvolve Contacts from New Zillow Tech Contacts.

Zapier has made this process even more streamlined in the recent year and it's now very straightforward! On this screen, simply ensure that your Zillow account is connected to Zapier. Read the following instructions on your Zapier page to make sure you're all set!

However, just to make sure we've covered all our bases, let's click "Go to Advanced Mode" to look at the Zap more in depth.

You should now see a screen that looks like this:

Your App is Zillow Tech Connect and your Trigger Event is a New Contact. This means every time a new contact comes into Zillow it will trigger this Zap!

Click Continue and choose "Test & Continue" to move to the next step.

Action

This part of the Zap determines what will happen to the Contact when it's entered into Realvolve as well as what fields will come with it.

Choose the "Create Contact in Realvolve" to access the Action.

Your Action Event is going to be to create a new contact. If you look in the drop-down, it tells you that it willupdate contacts in Realvolve, as well!

Make sure you're signed into your Realvolve account. They may ask for your Zapier API Key here. This can be found in your Realvolve account under Integrations in your Settings.

The next section is the most important section! Make sure you understand this part.

Mapping the Customize Contact Section

This is where you will choose what fields are coming from Zillow and where they are going in Realvolve. When you tested the link with Zillow, it will have pulled a Test Contact. This gives you some data to work with and map to the appropriate fields. In this case, the Test Contact is called "Beth Homebuyer".

So, I want to make sure the theNamefrom Zillow is going to theName field in Realvolve. In this case, you would click the drop-down and select that option.

You will do this with all the fields you want to map and/or have available!

There are a couple of fields I'd like to mention. These are the theStart Workflow fields. This is where you will choose a workflow from within your Realvolve account to start on this new Contact. You can choose them from your drop-down here.

Because this is a Contact coming into Realvolve, only Contact workflows will be available.

You also have the choice to run a different workflow based on whether this contact is already in your system and you're simply updating the record with this Zap.

Also, make sure that this field is set to Active: yes so that they come in as an active Contact.

Click Continue and you're almost there!

Just make sure your Zap is turned on and you're good to go. You can see your active zaps in your Zapier account by going to the My Zaps tab.

And you're off to the races! As always, please contact us in Support with any questions, and happy Realvolving!

Q:Are we able to include a YouTube video in email or do we have to use BombBomb?

A: You can create an image of the youtube video and send a link to it now (if you insert straight youtube video, Gmail and others will strip it). Personally, I think BombBomb is a nice touch. It's a far more convenient process.

Today's training will cover Activity Checklists and how to use them. It was described in yesterday's training video, but you may have missed it or just didn't understand how to use it, so I will go into more detail today.

What is a checklist?

A checklist is simply a list of items attached to an activity which must all be "checked off" in order for the activity to be completed. Other CRM systems require individual items for eachchecklistitem but that clutters the screen. In Realvolve, multiple checklist items can be setup in a single activity as plain text like "Sign in the yard", "Lockbox on the door" or can contain database fields, a unique feature of Realvolve, to view or edit the content of individual database fields.

The example below shows two plain text items and two database field items:

WorkflowTutorial.pdf

When the activity comes due and you click on the box to complete it, the checklist will be displayed. The text items will show as normal checklist items and the database field items will show the current value of the designated field to allow changes if needed.

For database field items, simply click into the data entry box located to the right of the field name to make changes to the field value. Clicking in the square box to the left of the item description will place a checkmarkin the box indicating that the item has been verified as complete. Clicking a second time on a box will indicate that the item is not neededshowing a circle slash and the checklist item will be marked out.

When no unchecked items exist, the activity is considered complete and the activity checkbox will contain a checkmark.Press the [Close] button to save the field values from the database checklist items.

TheDatabase Fieldfeature allows specific fields in Realvolve to be verified without having to search the data entry screens manually. User entry can be cut to a fraction of the normal time allowing beginning uses to validate fields easily.

NOTE: The example above uses checklists WithoutActions. I will cover checklists With Actions on Day 24.Day 24.

Use the following link to see the segment of the video where checklists are described( SEE VIDEO )

Please reference the for detailed information on creating workflows.

This step-by-step instruction will show how to add the MLS Board name(s) that you represent to the Realvolve System. Please be aware that this isonly information gathering. We do not yet import MLS information.

We do have an IDX interface with IDX Broker that allows you to auto-populate listing information for your listings. It is only for those who already have an account and an API key with the company called IDX Broker. It was implemented for our users who already had it and asked for it. We will be adding other IDX solutions eventually, from the biggest to the smallest. It is too costly for most if you don't already have it. It's a $99 setup and $39/mo. for IDX Broker.

Realvolve is setup to sync with Google Apps - Contacts, Calendar and Tasks which are also web based. Microsoft Outlook is Desktop based and requires additional connectivity in order to access the data. The easiest way to get your Outlook Data into Realvolve is to use the Google Sync with Outlook. Use the link below to find out how you can sync Outlook to Google which canthen be sync'd withRealvolve.

https://tools.google.com/dlpage/gappssync

Take a look at our updated article for how to sync Contacts and Activities with Outlook!

Q: How do Ishare my contact with all of my users but not let them to see each others?

A:On the contact you want to share - go to the "Contact" tab and scroll down to the "Record Owner" field and assign everyone that you want to allow access.

Using the Realvolve Reporting Add-on

The Realvolve Reporting add-on pulls data from the Realvolve Property and Transaction databases to build custom reports.

Sample Spreadsheet Document

Click HERE to view a spreadsheet containing sample reporting sheets used with the data gathered by the Realvolve Reporting Add-on. Some modifications will need to be made to accurately represent your data.

NOTE: You will need to make a copy of this master spreadsheet in order to use it.

Installing the Realvolve Reporting Add-on

(Google Sheets)

Installing the Realvolve Reporting Add-on

(Direct Link)

Click HERE to install the Realvolve Reporting Add-on for Google Sheets

Helpful Formulas/Features in Google Sheets

UNIQUE - https://support.google.com/docs/answer/3093198

QUERY - https://support.google.com/docs/answer/3093343

COUNT - https://support.google.com/docs/answer/3093620

COUNTIFS - https://support.google.com/docs/answer/3256550

SUM - https://support.google.com/docs/answer/3093669

SUMIFS - https://support.google.com/docs/answer/3238496

AVERAGE - https://support.google.com/docs/answer/3093615

AVERAGEIFS - https://support.google.com/docs/answer/3256534

MIN - https://support.google.com/docs/answer/3094017

MAX - https://support.google.com/docs/answer/3094013

FILTER - https://support.google.com/docs/answer/3093197

LOOKUP - https://support.google.com/docs/answer/3256570

VLOOKUP - https://support.google.com/docs/answer/3093318

HLOOKUP - https://support.google.com/docs/answer/3093375

ARRAY - https://support.google.com/docs/answer/6208276

ARRAYFORMULA - https://support.google.com/docs/answer/3093275

ARRAY_CONSTRAIN - https://support.google.com/docs/answer/3267036

SORT - https://support.google.com/docs/answer/3093150

Data Validation - https://cloud.google.com/blog/products/g-suite/pro-tip-how-create-dropdown-list-google-sheets-and-pointers-conditional-formatting

Conditional Formatting - https://support.google.com/docs/answer/78413?co=GENIE.Platform\%3DDesktop&hl=en

DOM (Special Lookup Formula)

The Days On Market column is a calculated cell.

=ArrayFormula(if(W3:W<>"",Iferror(DATEDIF(A3:A,VLOOKUP(W3:W,{'Realvolve Transaction Data'!$T$3:$T,'Realvolve Transaction Data'!$F$3:$F},2,False),"D"),"-"),if(A3:A<>"",Iferror(DATEDIF(A3:A,TODAY(),"D"),"-"),"")))

The above formula looks to see if there is a value in the column W (Transaction Id) and does a lookup of column T (Transaction Id) in the Realvolve Transaction Data for the data in the W (Transaction Id) of the Realvolve Property Data to find a match and return the value in the F (Closing Date) column of the Transaction Data and calculates the number of days difference (DATEDIF) between that and Column A (Listing Date) of the Property Data. If the cell is blank in column W (Transaction Id) then the calculation is based on the number of days from the listing date to the current date since there is no transaction to link to.

On the right side of the Contact tab we have rearranged and added fields. The sections of data can be expanded using the double chevron arrows and remain open when moving from contact to contact.

The Contact Type, Stage and Contact Status has been moved into the Classifications section at the top of the list. These fields are important and should be used on a regular basis. We've also added a new field Client Type which identifies if the this is a Buyer, Seller, Seller & Buyer or Rent.

TheLead Details section keep critical data on leads. Date/Time the lead came in, Lead Status values as follows: (New, Contacted, Won, Lost, Unknown, Closed Won, Closed Lost), First Contact date/time (this will allow us to track how quickly leads are attended to), along with the Property Type, Value and your estimated probability of converting the lead. Finally, the agent Assigned to this lead which can be changed if needed. When workflow activities are assigned to "Assigned Agent" and a new user is assigned then all activities will be automatically adjusted to the newly assigned user.

The Personal Details section has not changed but can be expanded and collapsed like the other sections.

The date fields have been moved to the new Contact Dates section. We've added a new Last sms date which holds the date of the last sms text message that was sent to the contact,.

The Source Details section has not changed but contains the linked contacts that referred this contact or the agent you referred this contact to if they are moving out of the area.

No changes were made to the Details section besides making it expandable.

TheLender Details allows you to link a lender contact similar to referrals which can be used in merge fields of email and sms templates.

The Connections section has been renamed to Social Linksto retain all contact URL links.

The last section is the Record Details to track the Record Owner and other record information.

All the new fields are available as merge fields in checklists and templates.

Sample of a few new merge fields that are now available - use the double brackets [[ while editing a template to see a full list of fields. Continue typing a keyword to see any merge fields with that key word... [[Lender will show all merge fields with the word Lender in them...

Google is arguably our most seamless and powerful integration in Realvolve. In this article, I'm going to give you the Ins and Outs of the Contact sync.

Keep in mind that a Google synccannot be undone. However, you can turn the sync off at any point to halt further updates. Whatever sync has already happened can't be reversed.

The first thing to consider when syncing contacts is what email account you're going to sync with. This email account is chosen in the "My Social Networks" tab within your settings.

If you're ever having trouble with your Google sync, sometimes all you need to do is "Reauthorize" your google account which you can do here.

Once that's selected, you'll choose which "Group" to sync with that resides in your Google account. You will choose this under the "Google Sync" tab in your settings.

We highly suggest leaving this as "System Group: My Contacts" and we do for a number of reasons:

1. The System Group: My Contacts" tag is easily identifiable and can only mean one thing... google sync contacts.

2. This syncs with only the relevant group of Contacts in your Google account when "All Contacts" will simply pull any email that has ever been sent to you in Google and make a contact out of it in Realvolve. That means when Subway sends you a marketing email... they are now in your Realvolve Database.

3. The "System Group: My Contacts" tag is used by your Iphone to identify the contacts it will sync with. This is incredibly useful if you want your Iphone Contacts to sync with your Realvolve through the Google sync.

You've now chosen how you want Google to behave in the sync. Next you will choose how Realvolve syncs with Google. This is determined by what Tags you've given to those contacts in Realvolve. Now, as you may have noticed, there is a selection you can make that tags all new Contacts in Realvolve with the "System Group: My Contacts" tag. Because this is the group you've selected to sync with in Google... any Contact with a tag called "System Group: My Contacts" will sync with Google.

In this example, Frank Sinatra has the "System Group: My Contacts" tag. That means, if I'm syncing with that group, and have Google Sync turned on he will sync with my Google account.

Some things to keep in mind with Google:

1. We share information with Google almost instantly as soon as it's updated in Realvolve. However, Google does not share information as fast. They change their rotations often but it can take up to 3 hours at times. If you want to Force a sync from Google. Simply click the drop down "Google Sync" from your drop down menu.

2. If it's your first time syncing, it may take a while. This is especially the case if you have a large bulk of contacts that you are syncing. The screen may remain like this for a short period of time while it is processing the new sync.

3. There is another selection that allows you to "Remove Deleted Contacts from Google". Read the disclaimer carefully before you make this selection. It will effectively Delete contacts from your Google account as you delete them from Realvolve. Otherwise, it will just add a group to Google called "Deleted from Realvolve". Make sure a contact is not in that group in Google if you want them to sync with Realvolve.

4. In the same vein, contacts deleted from Google will show the "Deleted from Google" tag in Realvolve. This means that they will not sync with Google again. Remove this tag from the Contact in Realvolve if you'd like to sync with Google again.

5. If the "Google Sync" tab is not displaying in your settings it's most likely because you don't have the permissions set for you under your Account Owner's Settings. Check with them to confirm you have those permissions allowed!

As always, if you have any questions please don't hesitate to reach out to your Realvolve Support Team!

Leads - Zapier

We use Zapier.com to auto-populate leads into Realvolve from almost any lead generation source such as Zillow, Realtor.com. Trulia, your web site, etc.

Probably the best ones to watch on the subject to begin with are:

Creating a Realvolve Zap with Zapier

Connecting Zillow to Realvolve

Email Facts

Q: - What will people see as your Reply To when you send them an email from Realvolve?

A: - The email address that you use in Realvolve in Settings, My Account, Email Address.

There are two kinds of email in Realvolve:

1) In the Email Tab in the Contact record. That one displays - not stores - all email to and from that Contact, in your email account (such as Gmail). If you completely delete an email from your email account, it will no longer display in Realvolve. It does not display emails sent using Realvolve Email, the exceptions being when youBCC, and Notifications, in which case it will show in the Email Tab.

That is the email that you specify in Settings, Emails, Connect Your Email Account. It does not display other users' email correspondence with that Contact. It only displays what is in your account. We are working on adding that.

common IMAP details

2) In the Contact Record in the Radar screen in Notes and Correspondence. This displays emails that have been sent using Realvolve's Email, and any replies to that email (as long as they replied using that email and the address that is in their contact record). Any emails sent out using Workflows will display here.

Take a look at this article for a list of for setting up your Email Account!

This video takes you through the steps to connect a facebook account to Realvolve.

As of April 30th 2015 - Facebook no longer allows 3rd Party applications to interface with their system. The Facebook features previously available are no longer applicable.

It used to be that you could export your CSV file and use Google Docs to run the Avery Mail-Merge add-on to make labels right there in Google. However, thanks to the alert of a Realvolve user, it looks like they are now charging for any label over 25! So, after some digging, we found a different way to do it and personally... I think it's a better way. Check it out.

1. You'll need to start with a CSV from your contacts in Realvolve. If you're not familiar with the export process, check out our other article here on how to do that.

https://help.realvolve.com/hc/en-us/articles/360021215331-How-to-Export-Contacts-to-a-CSV-file-How-to-Print-off-a-list-of-Contacts-

2. Once you have your sheet, you'll want to go to https://www.avery.com and click on "Templates" and selectAvery Design and Print.

3. Click on the "Start Designing" button in the middle of the screen. It may ask you to make an account so make sure to do that in that window to move on!

4. Click your template size to continue. (This is typically 5160 in most cases)

5. Pick your design! There are so many designs to pick from here. I'm seeing over 1600 right now, and it looks like you can even upload your own designs! For training purpose, I'm going to pick the blank one for now.

6. Here's where you pick the CSV that you're wanting to use for your mail merge. I'm going to use one that I exported from my account.

* On the next screen, pick which rows you'd like to print. The first row is simply the headers so you won't want that. Just uncheck it. *

7. Organize the fields how you want them in the label by doubleclicking or dragging and dropping them into the label.

Click Next and then Finish on the next window.

8. Continue to Adjust and drag the Label so it looks the way you'd prefer. I pulled the text box down here to center the information in the label and used the justify tools on the left-hand side to center the information vertically.

Then click "Preview & Print" in the bottom right hand corner.

9. In this screen, you will see a preview of your label sheet. You can choose to "Print it Yourself" or have Avery Print it for you and send it to you. If you're going to Staples or Office Depot to print the labels, you can choose "Print it Yourself" and then click "Print Now". From there you can then download the pdf by clicking 'Save to my Computer'. Take that PDF and print those labels from wherever you'd like!

I hope that helps and as always, feel free to reach out to us with any questions!

Overview of the Realvolve CRM for Real Estate Agents. Basic Features of Contact Management, Properties, Transactions, Calendar, Workflow and Templates.

Q: What do you put for aclients birthday when you don't know the birth year?

A:You can pick any year, doesn't matter, point is to create the reminder. Give them the age they wish they were.

A:I enter 1900 just to tag I don't know the year. Obviously 1900 is so far off, I know it's not correct. I'll eventually go back and add the info as I get it.

Have your system administrator add the following items to your domain CNAME and A Record settings.

Type

Name

Value

TTL

CNAME

spfmail

mail.service.realvolve.com

1 Hour

MX

sendgrid.net

smtp-relay.gmail.com (Priority: 1)

1 Hour

MX

sendgrid.net

smtp.gmail.com (Priority: 1)

1 Hour

TXT

sendgrid.net

spf.google.com -all

1 Hour

TXT

_spf.google.com

Realvolve.com

1 Hour

The SPF record would look like this:

v=spf1 a mx include:sendgrid.net include:_spf.google.com ~all

https://sendgrid.com/docs/glossary/dkim/

Although, the SPF record is set differently depending on the server is set for.

As for DKIM, you can refer this setup document from SendGrid:

The DNS names for DKIM records are:

realvolve-com.hs01a.dkim.hubspotemail.net

realvolve-com.hs01b.dkim.hubspotemail.net

Full Name(optional)

Title(optional)

Company(optional)

Home Address(optional)

Home Phone(optional)

Home Mobile Number(optional)

Home Email(optional)

Work Address(optional)

Work Phone(optional)

Work Mobile Number(optional)

Work Email(optional)

Tags(optional)

Select the Tags to add to the contact

Contact Source(optional)

Start Workflow on New Contact(optional)

Select workflow to start when adding a new contact in Realvolve

Start Workflow on Contact Update(optional)

Select workflow to start when updating an existing contact in Realvolve

Run Update Workflow Only Once(optional)

Record Owner(optional)

Notes(optional)

Specify any extra details you'd like to associate with this contact.

Attachment URL(optional)

Web address to image files or recorded messages.

SMS Text Message(optional)

If available, specify content of a text message. This is stored as a conversation on the new contact.

Contact Stage(optional)

Aware / Know / Like / Trust

Contact Status(optional)

Suspect / Prospect / Lead / Client / Past Client

Birth date(optional)

MM/DD/YYYY or YYYY/MM/DD

Relationship Anniversary(optional)

MM/DD/YYYY or YYYY/MM/DD

Home Purchase Anniversary(optional)

MM/DD/YYYY or YYYY/MM/DD

Home Sale Anniversary(optional)

MM/DD/YYYY or YYYY/MM/DD

Next Appointment Date(optional)

MM/DD/YYYY or YYYY/MM/DD

Next Appointment Time(optional)

Last Call Date(optional)

MM/DD/YYYY or YYYY/MM/DD

Last Email Date(optional)

MM/DD/YYYY or YYYY/MM/DD

Last Personal Note(optional)

MM/DD/YYYY or YYYY/MM/DD

Last Personal Visit(optional)

MM/DD/YYYY or YYYY/MM/DD

Interested in Property Address(optional)

Rent/Own(optional)

Record Type(optional)

Person / Company

Preferred Contact Method(optional)

Email / Text / Phone

Category(optional)

A / B / C / D

Kids(optional)

Name / Birthday of the Kid

Active(optional)

yes/no

Contact Type(optional)

Client / Agent / Farm / Personal / Vendor / Hidden / Prospect / Team Member

When someone leaves your company you should immediately remove their login access to prevent any unauthorized access.

Settings > Users & Permissions

Click on the Users & Permissions page! button to change it to

This will prevent the user from being able to log in but still give you access to all the information that is under that user.

If you'd prefer to remove them from the system then use the following steps.

Click on the Delete button in the upper right section of the user's permission record to begin the delete process.

Realvolve will ask if you want to Transfer or Delete the user.

Select Transfer to display a selection box to pick another user and move all records currently owned or assigned to the user that you're deleting over to the active user.

Select Delete if you want all data owned or assigned to this user removed. You will need to confirm the delete before the delete process happens.

Checking the box to accept that you've read the warning and agree to it and clicking Delete User will remove all items from your database for this user and can not be restored without paying the $3,000 as described in the warning message.

Take a look at this article for more of what you can do on the

Now let's cover some basics on the Dashboard Widgets

The Realvolve Widgets on the dashboard display summary information about your Database, Currently we have 7 different widgets available.

Since there are times when viewing the notes and activities is more important than the widgets. Click on the arrow button in the upper right corner to Hide or Show the Widgets on the dashboard.

The RFACTOR PREDICTION widget will help you see the value of the contacts in your database.

The Contact count shows the number of contacts in your database that are Client, Prospect, Personal or Farm contacts. These are the contacts that will likely do business WITH you while excluding the contacts that help you IN your business like Agents, Vendors, Team Members as well as Hidden contacts represented by other agents.

Click on the contact count to display additional summary information - Click anywhere the summary box to return back to the previous view.

The rFactor displays the overall database score calculated from the combined relationship scores of contacts. The rFactor is a number between 0 and 10 representing your engagement with the contacts that could bring you business. The higher the number the more engaged you are with a majority of your contacts.

Clicking the rFactor score will display the number of contacts in each of the Contact Statuses along with their average relationship scores.

The Predicted Transactions calculates the number of transactions you should have based on your number of contacts and the assigned rFactor. While this is just an estimate, you will be impressed how accurate the machine learning algorithm is when determining the number.

Click on the predicted transactions to display the current count of closed transactions compared to your annual goal entered in the settings area.

The last box in this widget shows the Predicted Revenue based on the average commission of previous transactions.

Next we have the Contract Cross Section widget - this widget is your "fail-safe" notification for contacts that may have slipped through the cracks. While most contacts should be on some form of workflow to remind you to call, email or visit - the Contact Cross Section displays those people that have not been Called or Visited in a specified number of days based on their contact type. We divide the contacts into groups based on the Contact Stage and Status. Contacts in different stages will typically need to be touched at different intervals. The widget will notify you when a contact has exceeded a specified number days from your setup screen.

Click on a numbered square to view the list of people in that group to contact. You will see the number of days since your last called or personal visit with each person.

Click on each name to drill down and view or enter additional information.

The next Widget is the Year To Date Volume widget - this shows your current YTD Volume, Commission, Average Sales Price and Average Commission for Transactions that have a status of "Closed" and your are the "Seller Agent" or "Buyer Agent" assigned in the People tab.

Clicking on any of the boxes will display the information broken down by seller side and buyer side.

Next is the Contact Source - this widget shows the percentage of each contact that comes from a given lead source. Move your mouse over each wedge of the graph to see the name of that source.

Click on the wedge to see which contacts from that source and drill down to view and change information on each contact.

Another volume graph that we have is the Sales Volume YTD widget to show monthly sales volume totals compared to the previous year. The RED LINE shows the previous year and the bar graph shows the current year.

The Volume Report funnel shows the Volume and Commission that has actually closed as well as potential sales that are in the transaction pipeline and currently listed. While the potential sales may not happen it does show where you could be if you continue working your business.

The last widget is for Team Reporting - Only selected users can view this widget, however it displays a summary of how the team is doing as a whole. The report can be customized to only show limited users and columns.

Click on a user name to drill down and see individual sales & volume charts for that user.

The switch in the upper right allows you to modify which widgets are displayed as well as their placement.

Now that you have seen how the widgets are used, I hope they become a valuable tool in your day-to-day use of Realvolve.

If you have additional questions about widgets or any other feature in Realvolve, please reach out to our support team.

Realvolve has the ability to import most data from CSV files ofother systems. We have saved "field mappings" which can be use to automatically align data fieldswhen importing from the following Contact Management systems: Advantage Xi, Top Producer, By Referral Only, Insightly, Outook, iCloud, Wise Agent, Realty Juggler.

The instruction video below will show you how to map the fields when you are importing data from systems that we have NOTpreviously mapped.

The attached PDF file below contains a list of Realvolve fields that can be imported.

If you get any error messages, take a look at this article here for more details on correcting issues with your CSV file!

Here is a list of common IMAP Servers, Port and SSL settings. This list can change at any time. In most cases, the Port Number will be one of the following: 143 Without SSL or 993 with SSL.

Provider

Type

Incoming Address (IMAP)

Port

SSL

AT&T

IMAP

imap.mail.yahoo.com

993

Yes

1and1.com

IMAP

imap.1and1.com

993

Yes

Ameritech

IMAP

imap.mail.yahoo.com

993

Yes

AOL (America Online)

IMAP

imap.aol.com

993

Yes

AIM mail

IMAP

imap.aim.com

993

Yes

BT internet

IMAP

imap.mail.yahoo.com

993

Yes

CableOne

IMAP

imap.gmail.com

993

Yes

Centurylink

IMAP

pop.centurylink.net

993

Yes

Charter

IMAP

mobile.charter.net

993

Yes

Clearwire

IMAP

imap.gmail.com

993

Yes

Comcast

IMAP

imap.comcast.net

993

Yes

CompuServe

IMAP

imap.cs.com

993

Yes

Cox

IMAP

imap.cox.net

993

Yes

Cox Business

IMAP

imap.coxmail.com

993

Yes

Eircom

IMAP

webmail.eircom.net

993

Yes

Frontier

IMAP

imap.frontier.com

993

Yes

Gmail (Google Mail)

IMAP

imap.gmail.com

993

Yes

GMX

IMAP

imap.gmx.com

993

Yes

GoDaddy (Unlimited)

IMAP

imap.secureserver.net

993

Yes

GTE

IMAP

imap.mail.yahoo.com

993

Yes

Hotmail

IMAP

imap-mail.outlook.com

993

Yes

Mail.com (Premium)

IMAP

imap.mail.com

993

Yes

Netscape

IMAP

imap.aim.com

993

Yes

Outlook.com

IMAP

imap-mail.outlook.com

993

Yes

Prodigy

IMAP

imap.mail.yahoo.com

993

Yes

QQ Mail

IMAP

imap.qq.com

993

Yes

RocketMail

IMAP

imap.mail.yahoo.com

993

Yes

SBC Global

IMAP

imap.mail.yahoo.com

993

Yes

Sky

IMAP

imap.tools.sky.com

993

Yes

US Army

IMAP

imap.us.army.mil

993

Yes

Verizon

IMAP

imap.mail.yahoo.com

993

Yes

Zoho Mail

IMAP

imap.zoho.com

993

Yes

Q: How can I get the "Important Dates" of a transaction to show up on the calendar?

A: Basically you just need to add an activity to the workflow and assign that activity to the person (you in this case) that wants to have that activity on their calendar. As an example: "Closing Day" activity would have the "0 days after Closing Date" with "Closing Time" assigned as the time option in the activity (drop down field below the "Closing Date" drop down). You can do this for any of the date fields (some don't have times obviously).

Then when you start the workflow, the system will ask for the closing date (or which ever one you are assigning). If you know the closing date at that time then fill it in... if you don't then leave it blank and the activity will be put into your tasks without a date as a holding place.

When you fill in the Closing Date and/or Closing Time (or other milestone date fields) on the transaction then the system will look for any activities that uses the milestone of "Closing Date" and perform the appropriate calculations for that activity and assign it to the activity (changing it from a task to a specific Date/Time activity). Using 0 Days after Closing Date means it is on the date of the closing. The Time is assigned if there is a time field for that date.

If you change the Activity date/time it will update the transaction field or if you update the transaction field, it will update the activity. The important part is that now, you have an appointment on your calendar for the important date. Add all the dates that you want reminded on your calendar the same way and for those team members which need to know important dates on their calendar. Again, we do this because not everyone needs all the important dates showing in their calendar and cluttering it up - this allows you to assign just those important dates that are important to you.

July 20, 2018

iPhone

Android

Contact Information

Details

YES

YES

Search

YES

YES

Filter

YES

YES

Sorting

WIP

PLANNED

Add / Edit

YES

YES

Notes

YES

YES

Property Links

YES

YES

Transaction Links

YES

YES

Tags

YES

YES

Google Maps

YES

YES

Apple Maps

YES

NOT AVAIL

SMS Text Message

YES

YES

Dial Contact

YES

YES

Facetime Contact

YES

NO

Copy

YES

YES

Share

YES

YES

Files Tab

PLANNED

PLANNED

Start Contact Workflows

YES

PLANNED

Property Information

Details

YES

YES

Search

YES

YES

Filter

YES

YES

Sorting

WIP

PLANNED

Add / Edit

YES

PLANNED

Notes

YES

YES

People (Party Members)

YES

YES

SMS (Party Members)

YES

PLANNED

Dial (Party Members)

YES

YES

Email (Party Members)

YES

YES

Showing Instructions

YES

YES

Marketing

YES

YES

Tags

YES

YES

Files Tab

PLANNED

PLANNED

Google Maps

YES

YES

Apple Maps

YES

NOT AVAIL

Transaction Information

Details

YES

YES

Search

YES

YES

Filter

YES

YES

Sorting

WIP

PLANNED

Add / Edit

YES

PLANNED

Notes

YES

YES

People (Party Members)

YES

YES

SMS (Party Members)

YES

PLANNED

Dial (Party Members)

YES

YES

Email (Party Members)

YES

YES

Linked Property

YES

YES

Tags

YES

YES

Files Tab

PLANNED

PLANNED

Google Maps

YES

YES

Apple Maps

YES

NOT AVAIL

Calendar Information

Past Due

YES

WIP

Due

YES

WIP

Schedule

YES

WIP

Add/Edit/Complete/Delete

YES

WIP

Complete Checklists

YES

PLANNED

Run Actions

YES

PLANNED

Filter by User

YES

WIP

Linked to Contact(s)

YES

WIP

Linked to Property

YES

WIP

Linked to Transaction

YES

WIP

Dial from Calendar

YES

PLANNED

Dialer Post Call Wrap-Up

YES

WIP

Dashboard

Notes

YES

YES

Widgets (Reporting)

PLANNED

PLANNED

Activities To Do Today

PLANNED

PLANNED

User Data

Personal Information

YES

YES

Address Information

YES

YES

Contact Information

YES

YES

Other Features

Portrait View

YES

YES

Landscape View

PLANNED

PLANNED

Q:I am working on setting up workflows and I was wondering what happens if I create an action that starts a new workflow, what happens to the old workflow?

A:Both will run unless you stop the remaining activities from the first.

Q: How long do you keep contacts in the database and what's your logic behind it?

A:My plan is to build out a monthly email with timely info and articles that links back to my website. I'll put everyone on it eventually, whether it's a past client or warm lead, or even if it's a lead that goes cold in the short term. I offer opt-out instructions in the [[Footer]] for anything that goes beyond the initial 2-3 follow up and into my long term nurtures.

Here's the workflows for my leads:

- Initial Acknowledgement & Follow Up (2-3 emails, 6 touches in first 7 days)

- Lead Nurture (9 emails over weeks 2-7)

- General Nurture/Newsletter (once monthly)

I'll have touched each lead around 24 times in the first year, then 12 times a year from there to eternity.

Before using automated follow up systems, I'd get a lead come in and be super excited until I saw "Just Looking" or "12+ months" because I knew myself and my chances were I'd lose contact. Now it's all about get them in the database and work that system... though the "NOW" leads are always welcome!

A: I carefully tag net leads and open house leads - the largest source of people I might not create a trust relationship with. I don't have a process for expiring them out of my system, yet, but I plan to. Probably after a year of no response.

Just as a lovely tidbit... we want to evolve to the point that Realvolve can suggest you make a decision on someone who is unresponsive.

I want to personally welcome you to the Realvolve family. Over the next few days I will share information and video links to acquaint you with the basic features of our system. It's not hard, I promise, but it does take a little effort and patience on your part to get setup properly in order to get the most productivity out of your day.

I'm sure you are anxious to get started and you might even think about skipping ahead or doing something out of order. If you will follow the path that I have laid out, the setup process will flow much easier and you won't have to back track on anything to correct your mistakes. Don't stress... its really not that hard!

If you have not watched the Realvolve overview video, do it now to get a quick look at some of the features you will be learning about over the few days ( SEE VIDEO ).

CLICK HERE

First, if you are not currently logged into realvolve, open http://login.realvolve.com and enter your logininformation. In the upper right corner of your realvolve screen, click on the white down arrow to show the system menu. This menu allows you to access the Settings, Online Help, or Logout of Realvolve. Click on SETTINGS to access the settings options on the left side of your screen.

Select the "My Account" option to enter your personal information. Be sure to fill in all the fields since they are used as merge fields in messaging templates which we will cover later. After you have completed this task then press the Update button to save your information.

Note: Along with entering your personal information, the "My Accounts" section can be used to change your password and also includes the Plan and Billing Info section which allows you to see your subscription plan and make changes as needed, including Credit Card Details and previous billing transactions and the ability to Cancel your subscription.

Select "SMS Services" to choose a custom SMS number for sending text messages from inside Realvolve. Choose your country, enter your local area code then choose one of the available SMS numbers then click Save.

Select "Time Zone" to select your correct Time Zone.

Select "Boards" to assign the name of each MLS Board that you are a membership in. If your board name is in the Master boards then select it and press Save. Otherwise, manually add the custom boards by entering State Name, Acronym, Board Name and Service Area then press Saveto be listed at the bottom of the screen. An example for The Greater Springfield Board of Realtors in Springfield Missouri you would entered as follows:

State: Missouri Acronym: GSBOR Board Name: Greater Springfield Board of Realtors

Area: Southwest Missouri

Boards Video: CLICK HERE

Select "Contact Source Type" and assign the name of each source of contacts. Tracking where contacts originated from helps to drive future advertising and marketing decisions. Sources can be picked from the master list or create your own custom source. Once you have made your selections, press Save to add the source names to your master pick list.

Select "Set Default Fields" to setup the default values for Property and Transaction fields. Realvolve maintains a large list of available party member types and dates. Go through the lists and place a checkmark on each party member and date type that is used in your geographic area on a regular basis. You can leave less frequently used fields unchecked and add them as needed to the property or transaction.

Party Member Video: CLICK HERE

Date Type Video:

Using Realvolve's Server

Whenever you first login to Realvolve, your account will default to using our server to send emails. You can also opt to use your own server by checking box in your Email Settings.

Skip to the bottom if you want to just see information on Email Statuses

If you opt to use your own server, you won't be able to use the awesome feature that is Email Reporting!

When you send emails through our server, you can track what happens to it. You can see if it was delivered, opened, if links were clicked on, etc.

That's what you would see here under your notes and correspondence tab on your dashboard or under records in your account.

Digging Deeper

Now, you can also expand these emails to find more details about why these statuses are what they are. You would expand the email by clicking on it in the notes and correspondence and then you can click on the individual statuses at the bottom of the email.

Analytics and Group Stats

Now... this is pretty cool. But what's even cooler is if you sent a mass email out using a Template, you can view all the data for that mass email by going to the template in your template editor. And then click the Analytics icon in the top right corner of the page.

From here you can set your date range and view all the stats on the use of this particular template!

Clicking on the individual statuses will show you all the occurrences of that status with this template.

I hope this helps in understanding more about our system!

Keep in mind: This only works when emailing with a template. If you send out a mass email and type up the email on the spot, there would be nowhere to view the statuses in this way.

Email Status Definitions

Processed: Email has been submitted to our SMTP Server and is being processed to be sent to its destination Email Server.

Dropped: This indicator shows when an email has been dropped. This could happen if we’ve found spam content (if spam checker app is enabled) or we see the recipient has unsubscribed previously. There are a number of reasons why your email will not even be sent to a recipient for delivery.

Bounced: This will be shown if the receiving server cannot or will not deliver a message. Bounces often are caused by outdated or incorrectly entered email addresses. Many times you won’t know a bounced email address until it bounces. This indicator helps you ensure it doesn’t bounce again by removing it from your contact. You should remove bounced and unsubscribed email addresses to keep your sender reputation high.

Deferred: When an email cannot immediately be delivered, but it hasn’t been completely rejected, the deferred event fires. Sometimes called a soft bounce, We will continue to try for 72 hours to deliver a deferred message.

Delivered: Shows when an email has been accepted at the receiving server. This DOES NOT guarantee that the email was placed in the recipient’s inbox.

Unsubscribe: One of the most important statuses is when a recipient unsubscribes from your mailings. Reacting immediately to an unsubscribe by removing the email from your lists can pay long term dividends in fewer spam reports and a higher engagement rate. Remove bounced and unsubscribed email addresses to keep your sender reputation high.

Spam Report: This indicator shows when we receive a spam notification so that you can react appropriatelyor at the very least, never send another email to that address.

Opened: An opened email is the first step toward the action you want your recipient to take. This indicator shows every time the email is viewed with images turned on. Like all email service providers, Realvolve uses a transparent image beacon to track opened messages. This beacon is currently the only way a sender can tell if an email has been opened.

Clicked: The pinnacle of an email engagement is the 'click'. This indicator will show if the recipient of the email clicks on your 'call to action' link.

Q: How do you define a workflow?

A: Use the five “W”s to setup your own workflow: Why, Who, Where, When, and What.

1. Choosing Why

Choose the Why first, as it helps identify the steps in the workflow. Here are some examples of Why: “New listing”, “45-day escrow”, “60 days to close”, and “Prospect follow-up”. You can even focus the workflow more narrowly, such as “45-day escrow, seller”, “45-day escrow, buyer”, “45- day escrow, buyer and seller.” Typically, the Why becomes the title of your workflow.

Once you’ve identified the purpose of a workflow, you can focus on the tasks required to achieve its goal. A workflow typically requires many tasks, where each task requires one or more of the rest of the “W”s, Who, What, When, and Where.

2. Identifying Who

There are two parts to this Who is doing the task and Who is the task being done for? Every task has to be done by someone on your team this is the first part of the Who equation. If you are an individual agent, you’ll likely perform every task in the workflow.

However, if you are part of a team, a task might be assigned to a teammate or specialist. A workflow action can represent the job or role of one person on your team. The second “Who” of the equation represents the person(s) receiving the action. Most often, a task is performed for a client, a buyer or a seller, however a task can be for any party member involved in a listing or transaction. Additionally, you can select a group of contacts using a TAG as an identifier.

3. Picking Where

The majority of workflow activities likely concern a property. The property is the Where it’s the context in which the work is performed. The Where is selected when you start using a defined workflow.

4. Choosing When

“When” dictates the timing of a task. “When” can be expressed in a couple different ways. For instance, “October 15th” and “Three days before closing” are both supported. The former is an example of an absolute date. Some tasks have absolute dates, such as the start of a Holiday like New Years Eve or Thanksgiving.

However, most tasks occur after some time has elapsed from the start of a project or at some point before the end of a project. These dates are called relative dates or calculated dates, because the actual calendar day on which the task falls is derived from some other date. For example, consider the task “Send a reminder to buyer three days before closing.” Here, the When is “3 days”, “before,” “closing date.” If the closing date is scheduled for December 10th, the reminder is scheduled for December 7th. Calculated dates are essential to the construction 16 of a workflow. A workflow is intended to be used time and time again. It’s a template. A calculated date is a formula: it computes “When” given one or more absolute dates.

As you’ll see briefly, tasks with absolute dates are scheduled when you start a new workflow. For instance, if you start an “Escrow” workflow, you’ll be prompted to schedule the date of closing. A task with an absolute date must be scheduled manually to reflect the terms of your deal. However, a task with a calculated date is automatically scheduled according to its formula.

It’s usually easy to discern when an absolute date is appropriate. The examples that follow can provide inspiration and instruction.

5. Specifying What

Finally, the “What” of a task dictates the actual work to be performed. What might describe a phone call to make, an email to send, a document to send for execution, or a lunch meeting.

Realvolve provides a great many attributes to describe the What of a task. Attributes include a title, a type, a checklist, and automated actions to run on completion of the task.

The title is a brief description of the activity. Type is a handy classification like: Anniversary, Appointment, Birthday, Call, Email, Follow Up, Lunch, Meeting, Text, To Do, Travel.

The checklist defines one or more actions that must be complete before the task can be marked done. A task checklist is optional, but consider using it to break down a complex task into its constituent parts.

A task action performs an activity on your behalf whenever its associated task is marked complete. For example, say you want to send email to your buyer after closing. Attach an Email action to the closing and choose the email template to use. In most cases, the template is some form of a document with merge fields. Hey <>, Just wanted to say congratulations on the purchase of your new home. I’m so glad you found the right one. If there is anything that I can do to make the move easier, please let me know.

Here, the placeholder <> would be replaced with the first name of the buyer of the property. The resulting text is sent via email to the buyer’s email address.

Other actions can add or remove tags, post to Facebook, as well as start other another workflow. Actions are done automatically for you to reduce the time it takes to reach your goals.

This video shows how to limit the number of party members shown in the People tab of a Transaction. Use the SETUP section to select the list of party members to a transaction that you use on a normal basis and add other party members as needed.

Take a look at these videos for more details on Transactions !

Each template that you create can use an unlimited number of Merge Fields. A Merge field is a placeholder that gets filled in with information from the database when the document is sent. The most important thing to understand is that the list of valid merge fields will be determined by the “Use With” field located in the upper section with the template setup. Selecting “Contact” will allow only the fields from a contact record. Use with “Property” will only show the Property or Listing fields, and “Transaction” will allow only the transaction fields. So understanding where your data will be coming from is important. Merge fields can be placed in both the subject line and the body of the message. Simply place your cursor where you want the merge field to be placed and then type 2 bracket keys “[[“ this will display a list of merge fields that you can choose from. As you continue to type after the double brackets, the system will search the list for database field names that contain the text you are typing.

The Attached PDF file contains the complete list of fields (see below)

Contact

Contact#AnimotoLink

Contact#AnniversaryDate

Contact#AnnualIncome

Contact#BirthDate

Contact#BlogLink

Contact#ClientId

Contact#Company

Contact#ContactStatus

Contact#DropboxLink

Contact#EmailFolderLink

Contact#EnhancedGoogleMapLink

Contact#EvernoteLink

Contact#FacebookProfileLink

Contact#FirstName

Contact#GoogleDriveLink

Contact#GooglePlusLink

Contact#HomeAddress

Contact#HomeEmail

Contact#HomeFax

Contact#HomeMap

Contact#HomeMobile

Contact#HomePhone

Contact#HomePurchaseAnniversary

Contact#HomeWebsite

Contact#InstagramLink

Contact#KnownSince

Contact#LastCallDate

Contact#LastName

Contact#LastPersonalNoteDate

Contact#LastPersonalVisitDate

Contact#LifetimeValue

Contact#LinkedinLink

Contact#Photo

Contact#PinterestLink

Contact#RealvolveEmailAddress

Contact#ReferredDate

Contact#RentOwn

Contact#RSSLink

Contact#SavvycardLink

Contact#Sex

Contact#ShowingReport

Contact#ShowingReport-NonSentOnly

Contact#ShowingReport-SentOnly

Contact#Source

Contact#SourceUrl

Contact#Stage

Contact#Title

Contact#TwitterHandle

Contact#WorkAddress

Contact#WorkEmail

Contact#WorkFax

Contact#WorkMap

Contact#WorkMobile

Contact#WorkPhone

Contact#WorkWebsite

Contact#YearMove

Contact#YoutubeLink

Referred By

Replace the ?? with any Contact field name listed above following the # sign.

Contact:ReferredBy#??

Example: Contact:ReferredBy#MailingName

Activity

When sending templates using an activity action, the following merge fields are available

Activity#Date

Activity#Note

Activity#Time

Activity#Title

Activity:Checklist#All

Activity:Checklist#Completed

Activity:Checklist#Incomplete

Activity:Checklist#Removed

Others

CurrentDate

"December 25, 2015"

CurrentDay-DOW "Day of Week"

"Friday"

Footer

Greeting

Header

InBusinessSince

MailingName

ServiceArea

Signature

TeamName

Current User

CurrentUser#Address

CurrentUser#CellPhone

CurrentUser#City

CurrentUser#Company

CurrentUser#EmailAddress

CurrentUser#Fax

CurrentUser#FirstName

CurrentUser#HomePhone

CurrentUser#LastName

CurrentUser#Photo

CurrentUser#Pronoun

CurrentUser#State

CurrentUser#StreetAddress

CurrentUser#Website

CurrentUser#WorkPhone

CurrentUser#Zipcode

Primary User

PrimaryUser#Address

PrimaryUser#CellPhone

PrimaryUser#City

PrimaryUser#Company

PrimaryUser#EmailAddress

PrimaryUser#Fax

PrimaryUser#FirstName

PrimaryUser#HomePhone

PrimaryUser#LastName

PrimaryUser#Photo

PrimaryUser#Pronoun

PrimaryUser#State

PrimaryUser#StreetAddress

PrimaryUser#Website

PrimaryUser#WorkPhone

PrimaryUser#Zipcode

Property

General Fields

Property#Acreage

Property#Age

Property#AgentMarketingNarrative

Property#AlarmCode

Property#AlbumPhotos

Property#AnimotoLink

Property#AnnualPropertyTax

Property#AreaInSqFeet

Property#Bedrooms

Property#BlogLink

Property#BuySideCommission

Property#City

Property#County

Property#Directions

Property#DropboxLink

Property#Dues

Property#EmailFolderLink

Property#FullBathrooms

Property#Garage

Property#GarageType

Property#GateCode

Property#GeoState

Property#GoogleDriveLink

Property#GoogleMapCustomUrl

Property#GoogleMapLink

Property#HOA

Property#ImportantListingNotes

Property#InternetMarketingNarrative

Property#ListSideCommission

Property#ListingPrice

Property#ListingType

Property#LockboxNumber

Property#Map

Property#MarketingTagline

Property#MasterBedroomOnMailLevel

Property#Notes

Property#Occupancy

Property#OriginalPrice

Property#OtherCode

Property#OtherInformation

Property#OurWebMarketingNarrative

Property#PartialBathrooms

Property#Photo

Property#PhotoEmbed

Property#PhotoLink

Property#PinterestLink

Property#PrimaryBoardName

Property#PrimaryMLSNumber

Property#PropertyStreetAddress

Property#PropertyType

Property#RealtorLink

Property#RealvolveEmailAddress

Property#RecordOwnerName

Property#SavvycardLink

Property#Schools

Property#SellerReport

Property#SellerReport-NonSentOnly

Property#SellerReport-SentOnly

Property#ShackleCode

Property#ShowingInstructions

Property#SQFT

Property#Status

Property#StreetAddress

Property#Subdivision

Property#Summary

Property#TotalCommission

Property#TruliaLink

Property#UniqueFeatures

Property#VirtualTourLink

Property#WebsiteLink

Property#YearBuilt

Property#YoutubeLink

Property#ZillowLink

Property#Zipcode

Special Note on Address

Property#PropertyStreetAddress

123 S Main Ave, Bolivar MO

Property#StreetNumber

123

Property#StreetDirection

S

Property#StreetName

Main Ave

Property#City

Bolivar

Property#GeoState

MO

Property#Zipcode

65613

Date Fields

Property#BrokerOpenDate

Property#DateInMLS

Property#DateInREaltorCom

Property#DateInTrulia

Property#DateInZillow

Property#ExpiringDate

Property#ListingDate

Property#ListingAppointmentDate

Property#MarketingAgreementDate

Property#MLSTargetDate

Property#OpenHouseDate

Property#PhotographyDate

Property#PreListingHomeInspectionDate

Property#PreMarketingDate

Property#SignInstallDate

Property#StagingDate

Property#VirtualTourDate

Property#WithdrawnDate

Time Fields

Property#BrokerOpenTime

Property#ListingAppointmentTime

Property#OpenHouseTime

Property#PhotographyTime

Property#PreListingHomeInspection

Property#StagingTime

Property#VirtualTourTime

Property Party Members

Each property party member type has as series of merge fields. Instead of repeating each merge field for each party member type, I’ve listed the party member types used in the merge field. Using Asset Manager as an example: replace the ?????? from the party member merge field list with AssetManager to get Property:AssetManager#MailingName as the merge field name. Notice how we have removed the spaces between the words.

Party Member Types

AssetManager

Assistant

AuctionRepresentative

CopyWriter

CoTrustee

EscrowOfficer

Executor

Handyman

InsideSalesAssociate

Landlord

ListingCoordinator

Locksmith

MarketingAssistant

OfficeManager

OpenHouseHost

Photographer

Plumber

PreListingHomeInspector

PropertyManager

RelocationSpecialist

Seller

Seller2

Seller3

Seller4

SellerAgent

SellerAgent2

SellerAgent3

SellerAgent4

SellerAgentAssistant

SellerAttorney

SellerReferredBy

SellersTitle

SellerTransactionCoordinator

SignInstaller

Stager

Tenant

Tenant2

TermiteInspector

Trustee

Videographer

Party Member Merge Fields

Property:??????#AnimotoLink

Property:??????#AnniversaryDate

Property:??????#AnnualIncome

Property:??????#BirthDate

Property:??????#BlogLink

Property:??????#ClientId

Property:??????#Company

Property:??????#ContactStatus

Property:??????#DropboxLink

Property:??????#EmailFolderLink

Property:??????#EnhancedGoogleMapLink

Property:??????#EvernoteLink

Property:??????#FacebookProfileLink

Property:??????#FirstName

Property:??????#GoogleDriveLink

Property:??????#GooglePlusLink

Property:??????#Greeting

Property:??????#HomeAddress

Property:??????#HomeEmail

Property:??????#HomeFax

Property:??????#HomeMap

Property:??????#HomeMobile

Property:??????#HomePhone

Property:??????#HomePurchaseAnniversary

Property:??????#HomeWebsite

Property:??????#InstagramLink

Property:??????#KnownSince

Property:??????#LastCallDate

Property:??????#LastName

Property:??????#LastPersonalNoteDate

Property:??????#LastPersonalVisitDate

Property:??????#LifetimeValue

Property:??????#LinkedinLink

Property:??????#MailingName

Property:??????#Photo

Property:??????#PinterestLink

Property:??????#RealvolveEmailAddress

Property:??????#ReferredDate

Property:??????#RentOwn

Property:??????#RSSLink

Property:??????#SavvycardLink

Property:??????#Sex

Property:??????#ShowingReport

Property:??????#ShowingReport-NonSentOnly

Property:??????#ShowingReport-SentOnly

Property:??????#Source

Property:??????#SourceUrl

Property:??????#Stage

Property:??????#Title

Property:??????#TwitterHandle

Property:??????#WorkAddress

Property:??????#WorkEmail

Property:??????#WorkFax

Property:??????#WorkMap

Property:??????#WorkMobile

Property:??????#WorkPhone

Property:??????#WorkWebsite

Property:??????#YoutubeLink

Transaction

General Fields

Transaction#AnimotoLink

Transaction#BlogLink

Transaction#ClientsAttending

Transaction#ClosingInformation

Transaction#ClosingType

Transaction#DateFunded

Transaction#DropboxLink

Transaction#EarnestDeposit1

Transaction#EarnestDeposit2

Transaction#EmailFolderLink

Transaction#GoogleDriveLink

Transaction#InstagramLink

Transaction#PhotoLink

Transaction#PinterestLink

Transaction#RealtorLink

Transaction#RealvolveEmailAddress

Transaction#SalesPrice

Transaction#SavvycardLink

Transaction#SignAtClose

Transaction#StreetAddress

Transaction#Terms

Transaction#TransactionType

Transaction#TruliaLink

Transaction#VirtualTourLink

Transaction#WebsiteLink

Transaction#YoutubeLink

Transaction#ZillowLink

Property Linked to Transaction

Transaction:Property#Acreage

Transaction:Property#Age

Transaction:Property#AgentMarketingNarrative

Transaction:Property#AlarmCode

Transaction:Property#AlbumPhotos

Transaction:Property#AnimotoLink

Transaction:Property#AnnualPropertyTax

Transaction:Property#AreaInSqFeet

Transaction:Property#Bedrooms

Transaction:Property#BlogLink

Transaction:Property#BuySideCommission

Transaction:Property#City

Transaction:Property#County

Transaction:Property#Directions

Transaction:Property#DropboxLink

Transaction:Property#Dues

Transaction:Property#EmailFolderLink

Transaction:Property#FullBathrooms

Transaction:Property#Garage

Transaction:Property#GarageType

Transaction:Property#GateCode

Transaction:Property#GoogleDriveLink

Transaction:Property#GoogleMapLink

Transaction:Property#ImportantListingNotes

Transaction:Property#InternetMarketingNarrative

Transaction:Property#ListSideCommission

Transaction:Property#ListingPrice

Transaction:Property#LockboxNumber

Transaction:Property#Map

Transaction:Property#MarketingTagline

Transaction:Property#MasterBedroomOnMainLevel

Transaction:Property#Notes

Transaction:Property#Occupancy

Transaction:Property#OriginalPrice

Transaction:Property#OtherCode

Transaction:Property#OtherInformation

Transaction:Property#OurWebMarketingNarrative

Transaction:Property#Photo

Transaction:Property#PhotoEmbed

Transaction:Property#PhotoLink

Transaction:Property#PinterestLink

Transaction:Property#PrimaryBoardName

Transaction:Property#PrimaryMLSNumber

Transaction:Property#PropertyStreetAddress

Transaction:Property#PropertyType

Transaction:Property#RealtorLink

Transaction:Property#RealvolveEmailAddress

Transaction:Property#RecordOwnerName

Transaction:Property#SavvycardLink

Transaction:Property#Schools

Transaction:Property#SellerReport

Transaction:Property#SellerReport-NonSentOnly

Transaction:Property#SellerReport-SentOnly

Transaction:Property#ShackleCode

Transaction:Property#ShowingInstructions

Transaction:Property#SignAtClose

Transaction:Property#SQFT

Transaction:Property#Status

Transaction:Property#StreetAddress

Transaction:Property#Subdivision

Transaction:Property#Summary

Transaction:Property#TotalCommission

Transaction:Property#TruliaLink

Transaction:Property#UniqueFeatures

Transaction:Property#VirtualTourLink

Transaction:Property#WebsiteLink

Transaction:Property#YearBuilt

Transaction:Property#YoutubeLink

Transaction:Property#ZillowLink

Transaction:Property#Zipcode

Special Note on Address

Transaction#PropertyStreetAddress

123 S Main Ave, Bolivar MO

Transaction#StreetNumber

123

Transaction#StreetDirection

S

Transaction#StreetName

Main Ave

Transaction#City

Bolivar

Transaction#GeoState

MO

Transaction#Zipcode

65613

Date Fields

Transaction#AcceptanceDate

Transaction#AcceptanceDeadlineDate

Transaction#AgentEvaluationDate

Transaction#AlternativeEarnestDeadlineDate

Transaction#ApplicationDeadlineDate

Transaction#AppraisalContingencyDate

Transaction#AppraisalDate

Transaction#AppraisalDeadlineDate

Transaction#AppraisalObjectionDeadlineDate

Transaction#AppraisalOrderedDate

Transaction#AppraisalReceivedDate

Transaction#AttorneyReviewDate

Transaction#BuyerReferralDate

Transaction#BuyerSettlementDate

Transaction#BuyerSignedContractDate

Transaction#CertificateOfOccupancyDate

Transaction#ChecklistReceivedDate

Transaction#ChecklistSentDate

Transaction#ChimneyInspectionContingencyDate

Transaction#ChimneyInspectionDate

Transaction#CleartoCloseDate

Transaction#ClosingDate

Transaction#CommissionApprovedDate

Transaction#CommitmentDeadlineDate

Transaction#ConditionalSaleDeadlineDate

Transaction#ContingencyDate

Transaction#Transaction#Transaction#ContingentSaleCloseDate

Transaction#ContingentSaleContractDate

Transaction#ContractDate

Transaction#CreditInformationDeadlineDate

Transaction#CreditInformationDisapprovalDeadlineDate

Transaction#CreditOrderedDate

Transaction#CreditReceivedDate

Transaction#DateFunded

Transaction#DisclosureReceivedDate

Transaction#DueDiligenceDocumentsDeliveryDeadlineDate

Transaction#DueDiligenceDocumentsObjectionDeadlineDate

Transaction#DueDiligenceDocumentsResolutionDeadlineDate

Transaction#ECADDueDate

Transaction#EffectiveDate

Transaction#ExistingLoanDocumentsDeadlineDate

Transaction#ExistingLoanDocumentsObjectionDeadlineDate

Transaction#FinalWalkthroughDate

Transaction#FinanceDeadlineDate

Transaction#FinancialCommitmentDate

Transaction#FinancingContingencyDate

Transaction#FinancingCreditApprovalDate

Transaction#FireInspectionDate

Transaction#FirstEarnestDueDate

Transaction#HOADocsDeliveredDate

Transaction#HOADocsOrderedDate

Transaction#HOADocumentsDeadlineDate

Transaction#HOADocumentsObjectionDeadlineDate

Transaction#HOADueDate

Transaction#HomeInspectionContingencyDate

Transaction#HomeInspectionDate

Transaction#InitialContactDate

Transaction#InspectionContingencyExpDate

Transaction#InspectionObjectionDeadlineDate

Transaction#InspectionResolutionDeadlineDate

Transaction#LastInspectionDate

Transaction#LeadPaintContingencyDate

Transaction#LeadPaintInspectionDate

Transaction#LeaseEndDate

Transaction#LeaseSignedDate

Transaction#LeaseStartDate

Transaction#LenderApplyByDate

Transaction#LenderAppraisalDate

Transaction#LenderRespondDate

Transaction#LoanApprovalDate

Transaction#LoanObjectionDeadlineDate

Transaction#LoanTransferApprovalDeadlineDate

Transaction#MoldInspectionContingencyDate

Transaction#MoldInspectionDate

Transaction#MortgageApprovalDate

Transaction#MoveInDate

Transaction#MoveOutDate

Transaction#NoticeDate

Transaction#Off-RecordTitleDeadlineDate

Transaction#Off-RecordTitleObjectionDeadlineDate

Transaction#OptionExpirationDate

Transaction#PercolationTestContingencyDate

Transaction#PercolationTestDate

Transaction#PestInspectionDate

Transaction#PoolInspectionDate

Transaction#PossessionDate

Transaction#PreApprovalLetterDueDate

Transaction#PrivateFinancingDeadlineDate

Transaction#ProcessingSentDate

Transaction#ProjectedCloseDate

Transaction#ProjectedMoveOutDate

Transaction#PropertyInsuranceObjectionDeadlineDate

Transaction#PurchaseAgreementDate

Transaction#RadonContingencyDate

Transaction#RadonDropDate

Transaction#RadonPickupDate

Transaction#RatificationDate

Transaction#RecordTitleDeadlineDate

Transaction#RecordTitleObjectionDeadlineDate

Transaction#ReinspectionDueDate

Transaction#RenewalDate

Transaction#RepairAgreementDate

Transaction#RepairsCompletedDate

Transaction#RepairsDueDate

Transaction#ResaleCertDueDate

Transaction#RightofFirstRefusalDeadlineDate

Transaction#SecondEarnestDueDate

Transaction#SellerDisclosureDueDate

Transaction#SellerReferralDate

Transaction#SellerSettlementDate

Transaction#SepticInspectionContingencyDate

Transaction#SepticInspectionDate

Transaction#StructuralInspectionDate

Transaction#SurveyContingencyDate

Transaction#SurveyDate

Transaction#SurveyDeadlineDate

Transaction#SurveyObjectionDeadlineDate

Transaction#SurveyResolutionDeadlineDate

Transaction#TermiteInspectionContingencyDate

Transaction#TermiteInspectionDate

Transaction#TitleCommitmentDueDate

Transaction#TitleOrderedDate

Transaction#TitleReceivedDate

Transaction#TitleResolutionDeadlineDate

Transaction#TitleSigningDate

Transaction#UnderwritingConditionDate

Transaction#VerificationofFundsDueDate

Transaction#WaterInspectionDate

Transaction#WellInspectionContingencyDate

Transaction#WellInspectionDate

Time Fields

Transaction#AcceptanceDeadlineTime

Transaction#AppraisalTime

Transaction#AttorneyReviewTime

Transaction#BuyerSettlementTime

Transaction#ChimneyInspectionTime

Transaction#ClosingTime

Transaction#ContractTime

Transaction#FinalWalkthroughTime

Transaction#HomeInspectionTime

Transaction#LastInspectionTime

Transaction#LeadPaintInspectionTime

Transaction#MoveInTime

Transaction#MoveOutTime

Transaction#PoolInspectionTime

Transaction#PossessionTime

Transaction#RadonDropTime

Transaction#RadonPickupTime

Transaction#RepairsCompletedTime

Transaction#SellerSettlementTime

Transaction#SepticInspectionTime

Transaction#StructuralInspectionTime

Transaction#TermiteInspectionTime

Transaction#WaterInspectionTime

Transaction Party Members

Each transaction party member type has as series of merge fields. Instead of repeating each merge field for each party member type, I’ve listed the party member types used in the merge field. Using Asset Manager as an example: replace the ?????? from the party member merge field list with AssetManager to get Transaction:AssetManager#MailingName as the merge field name. Notice how we have removed the spaces between the words.

Party Member Types

Accountant

AdditionalInspector1

AdditionalInspector2

Appraiser

AsbestosInspector

AssetManager

Assistant

AuctionRepresentative

Bank1stTrust

Bank2ndTrust

Bookkeeping

Builder

Buyer

Buyer2

Buyer3

Buyer4

BuyerAgent

BuyerAgent2

BuyerAgent3

BuyerAgent4

BuyerAgentAssistant

BuyerAttorney

BuyerAttorneyParalegal

BuyerReferredBy

BuyersTitle

BuyerTransactionCoordinator

ChimneyInspector

ClientServices

ClosingLocation

Contractor

CopyWriter

Co-Trustee

ElectricCompany

EscrowOfficer

EscrowOfficerAssistant

Executor

FireInspector

GasCompany

Handyman

HomeInspector

HomeownersAssociation

HomeWarrantyCompany

HVACInspector

InsideSalesAssociate

InsuranceCompany

Landlord

LeadPaintInspector

ListingCoordinator

LoanOfficerAssistant

LoanOfficerLender

LoanProcessor

Locksmith

MarketingAssistant

MoldInspector

MortgageBroker

MortgageCloser

MortgageOriginator

MortgageProcessor

MovingCompany

OfficeManager

OpenHouseHost

PercolationInspector

PestInspector

Photographer

Plumber

PoolInspector

PreListingHomeInspector

PropertyManager

RADONInspectionCompany

RelocationSpecialist

RoofInspector

Seller

Seller2

Seller3

Seller4

SellerAgent

SellerAgent2

SellerAgent3

SellerAgent4

SellerAgentAssistant

SellerAttorney

SellerAttorneyParalegal

SellerReferredBy

SellersTitle

SellerTransactionCoordinator

SepticInspector

ShortSaleNegotiator

SignInstaller

Stager

StructuralInspector

Surveyor

Tenant

Tenant2

TermiteInspector

TransactionCoordinator

Trustee

Videographer

WaterCompany

WaterInspector

WellInspector

Party Member Merge Fields

Transaction:??????#AnimotoLink

Transaction:??????#AnniversaryDate

Transaction:??????#AnnualIncome

Transaction:??????#BirthDate

Transaction:??????#BlogLink

Transaction:??????#ClientId

Transaction:??????#Company

Transaction:??????#ContactStatus

Transaction:??????#DropboxLink

Transaction:??????#EmailFolderLink

Transaction:??????#EnhancedGoogleMapLink

Transaction:??????#EvernoteLink

Transaction:??????#FacebookProfileLink

Transaction:??????#FirstName

Transaction:??????#GoogleDriveLink

Transaction:??????#GooglePlusLink

Transaction:??????#Greeting

Transaction:??????#HomeAddress

Transaction:??????#HomeEmail

Transaction:??????#HomeFax

Transaction:??????#HomeMap

Transaction:??????#HomeMobile

Transaction:??????#HomePhone

Transaction:??????#HomePurchaseAnniversary

Transaction:??????#HomeWebsite

Transaction:??????#InstagramLink

Transaction:??????#KnownSince

Transaction:??????#LastCallDate

Transaction:??????#LastName

Transaction:??????#LastPersonalNoteDate

Transaction:??????#LastPersonalVisitDate

Transaction:??????#LinkedinLink

Transaction:??????#MailingName

Transaction:??????#Photo

Transaction:??????#PinterestLink

Transaction:??????#RealvolveEmailAddress

Transaction:??????#ReferredDate

Transaction:??????#RentOwn

Transaction:??????#RSSLink

Transaction:??????#SavvycardLink

Transaction:??????#Sex

Transaction:??????#ShowingReport

Transaction:??????#ShowingReport-NonSentOnly

Transaction:??????#ShowingReport-SentOnly

Transaction:??????#Source

Transaction:??????#SourceUrl

Transaction:??????#Stage

Transaction:??????#Title

Transaction:??????#TwitterHandle

Transaction:??????#WorkAddress

Transaction:??????#WorkEmail

Transaction:??????#WorkFax

Transaction:??????#WorkMap

Transaction:??????#WorkMobile

Transaction:??????#WorkPhone

Transaction:??????#WorkWebsite

Transaction:??????#YearMoved

Transaction:??????#YoutubeLink

Q:In the Contact Tab, under Record Details what is Active Contact used for?

A:Some people like to use that for something like someone who has passed, but they want to retain their information for whatever reason. From Help "The Active Contact status is used to prevent the contact from getting printed, exported or emailed when set to No. If you find that a contact is not being contacted you should check this setting and make sure the value is set to Yes."

Q: If I choose No, that contact can no longer be emailed to.

A:In a group - correct. If you want to send an email to that contact individually it will send the email.

Template Tip:If you like to use Emoji's

Press the following keys on your keyboard tobring up a popup window and select an Emoji.

WINDOWSUsers: [Windows]+[;] = Windows Icon + Semicolon

MACUsers: [Ctrl]+[Cmd]+[Space]

There are many times when you want a mass email to go out as part of a Workflow. Maybe you've got a specific email to go out to some specific party members as part of a Transaction or Property. Maybe you want a specific tag to receive an email each time an activity is completed. This article is going to describe how to do this!

The first thing you're going to want to do is author the template you're wanting to send out as part of the Workflow.

Click the Templates tab at the top of the screen and select New Template and then Author a new Template.

Once you've named the template and given it a subject and selected the appropriate "Use With" you're ready to get to the workflow.

*Note: Make sure your "Use With" on the template matches that on the Workflow you're wanting to add it to. Contact - > Contact, and so on.

Next, you'll want to go to the Workflow you'd like to set up the Mass Email on. Click the Workflows tab at the top of the screen and select the Workflow you want to use in the list on the left hand side or create a new one! Again, make sure the Use With is set correctly.

Then... add your new activity by clicking the blue bar at the bottom.

The Recipients are designated by who is in the "With" field within the Activity. Click the "Pick the interested parties" box next to With and select "Tagged with any of" and insert the tag you'd like to receive the email!

This is very similar in a Property/Transaction workflow but they will also have the "Party Member" slot where you can choose Buyer, Seller, Transaction Coordinator, Etc.

The next part is where you determine how the email is going to work and what it's going to be!

This is set up in the Action of the Activity.

1. Start by clicking "Create Actions...

2. Add a Title

3. Select how you will send the Message.

Automatically: Goes out as soon as the Activity is due

Immediately: Goes out as soon as the Workflow is started

Manually: You must check the activity complete in order for it to send the email.

4. Select "Send an Email Message"

5. Choose the template you want to be sent.

* The little paper icon next to this option allows you to preview this template! *

Select Save in the Action and make sure to select "Add" at the bottom of the Activity.

Your Workflow is ready!!

Start your workflow on ONE Property, Transaction, or Contact.

Disclaimer: It is very very important to keep in mind that each time this activity triggers it will send out a Mass Email. I often see Realvolvers start a workflow on multiple contacts with a Mass email set up within the Workflow. Each time this Activity completes on any of those contacts it sends the mass email out again! If you start it on 40 people... that's 40 TIMES that mass email is going out. So be very careful with this! Make sure you start it once if you are sending to a specific tagged group.

Keep Realvolvin' Guys!

Q: What is the difference between "Send Immediately" and "Send Automatically" with auto text messages an emails?

A: "Immediately" and "Automatically" are very different - the differences is this...

Immediately - sends the messages as soon as the activity is created (as soon as the workflow is started). This is normally reserved for the first email/text in a workflow.

Automatically - sends the message automatically based on the assigned date/time of the activity. In order for Automatic to work, you have to have it turned on in Settings, Emails, Autosend Message.

To use Immediate requires that you NOT use checklists, repeating activities or Multiple actions. Immediateis forbasic activities which should not take a user's interaction to process.

To useAutomatic requires that you NOT use checklists or Multiple actions. If you do have checklists or multiple actions, then automatic will not work "automatically". You will have to complete the activity and run the action manually.