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ishido_resources:training:technology:database:top_producer [2018/10/11 03:30]
raquelmartin ↷ Links adapted because of a move operation
ishido_resources:training:technology:database:top_producer [2019/12/11 11:43] (current)
raquelmartin
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 ====== Top Producer ====== ====== Top Producer ======
-[[https://​topproducer8i.com]]+ 
 +[[https://​topproducer8i.com|https://​topproducer8i.com]]
  
 Top Producer is a real estate CRM platform in which our Standard Contact Types are found by searching for Contact Types. Automated features, deduping and syncing are all available in Top Producer. Top Producer is a real estate CRM platform in which our Standard Contact Types are found by searching for Contact Types. Automated features, deduping and syncing are all available in Top Producer.
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 Logout: Always be sure to click on **Logout** on far upper right at end of session to properly logout. Logout: Always be sure to click on **Logout** on far upper right at end of session to properly logout.
- 
  
 ---- ----
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 ===== Search ===== ===== Search =====
 +
 Use Quick Search when searching for contact counts. Use Advanced Search when searching for missing contact details. Use Quick Search when searching for contact counts. Use Advanced Search when searching for missing contact details.
 +
 ==== Basic Search ==== ==== Basic Search ====
 +
 Go to Contacts then Quick Search. Go to Contacts then Quick Search.
-  ​+
 ==== Advanced Search ==== ==== Advanced Search ====
 +
 Go to Contacts then Advanced Search. Warning - do not use Advanced Search for you basic BDS/MDS report contact counts. Go to Contacts then Advanced Search. Warning - do not use Advanced Search for you basic BDS/MDS report contact counts.
 +
 ==== Find Missing Contacts ==== ==== Find Missing Contacts ====
-Click on Advanced Search 
-{{:​ishido_resources:​training:​technology:​database:​tp_missing_contact1.png?​600|}} 
-Contact Type > Don’t contain any of > Select All 
-{{:​ishido_resources:​training:​technology:​database:​tp_missing_contact2.png?​600|}} 
  
-{{:​ishido_resources:​training:​technology:​database:​tp_missing_contact3.png?​600|}}+Click on Advanced Search {{:​ishido_resources:​training:​technology:​database:​tp_missing_contact1.png?​600}}Contact Type > Don’t contain any of > Select All {{:​ishido_resources:​training:​technology:​database:​tp_missing_contact2.png?​600}} 
 + 
 +{{:​ishido_resources:​training:​technology:​database:​tp_missing_contact3.png?​600}}
  
 Click Done and “search” Click Done and “search”
  
-It will give you count of all records that are Missing a Contact Type. +It will give you count of all records that are Missing a Contact Type. {{:​ishido_resources:​training:​technology:​database:​tp_missing_contact4.png?​600}}
-{{:​ishido_resources:​training:​technology:​database:​tp_missing_contact4.png?​600|}}+
  
 ==== Find MDS/BDS Counts from Contact Types ==== ==== Find MDS/BDS Counts from Contact Types ====
-1. Go to Website : www.topproducer8i.com 
-2. Enter the login information for the client 
-3. On the home page, click on Contacts > Search for contacts. 
-{{:​ishido_resources:​training:​technology:​database:​tp_search1.png?​600|}} 
-4. Total Records 
  
-Contacts > Search for Contacts +1. Go to Website : [[http://​www.topproducer8i.com|www.topproducer8i.com]] 2. Enter the login information for the client 3. On the home page, click on Contacts > Search for contacts. ​{{:​ishido_resources:​training:​technology:​database:​tp_search1.png?​600}} ​4. Total Records
-{{:​ishido_resources:​training:​technology:​database:​tp_search2.png?600|}}+
  
 +Contacts > Search for Contacts {{:​ishido_resources:​training:​technology:​database:​tp_search2.png?​600}}
  
-On Search page do not fill anything and click on Search at the bottom. +On Search page do not fill anything and click on Search at the bottom. {{:​ishido_resources:​training:​technology:​database:​tp_search3.png?​600}}
-{{:​ishido_resources:​training:​technology:​database:​tp_search3.png?​600|}}+
  
-Hit Search +Hit Search {{:​ishido_resources:​training:​technology:​database:​tp_search4.png?​600}}
-{{:​ishido_resources:​training:​technology:​database:​tp_search4.png?​600|}}+
  
-On the bottom right, you will total count of records in the database. That count goes into your MDS report under Total Records (this might also be labeled as Core DB Count or People Core DB). +On the bottom right, you will total count of records in the database. That count goes into your MDS report under Total Records (this might also be labeled as Core DB Count or People Core DB). {{:​ishido_resources:​training:​technology:​database:​tp_search5.png?​600}}
-{{:​ishido_resources:​training:​technology:​database:​tp_search5.png?​600|}}+
  
 **5. Repeat steps 5 to 8 for all other contact Types.** and add them to your MDS/BDS **5. Repeat steps 5 to 8 for all other contact Types.** and add them to your MDS/BDS
- 
- 
 ==== Missing Phone ==== ==== Missing Phone ====
  
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   * Contact Type > Contain Any Of >Enter the Contact Types under Client and SOI section on the BDS template or page 2 BAB - Missing Phone on MDS template (MDS template is not available yet).   * Contact Type > Contain Any Of >Enter the Contact Types under Client and SOI section on the BDS template or page 2 BAB - Missing Phone on MDS template (MDS template is not available yet).
  
-{{:​ishido_resources:​training:​technology:​database:​tp_missingphone1.png?​600|}}+{{:​ishido_resources:​training:​technology:​database:​tp_missingphone1.png?​600}}
  
-Click on Add condition +Click on Add condition {{:​ishido_resources:​training:​technology:​database:​tp_missingphone2.png?​600}}
-{{:​ishido_resources:​training:​technology:​database:​tp_missingphone2.png?​600|}}+
  
-Don’t Contain Any of , insert a hyphen in next box +Don’t Contain Any of , insert a hyphen in next box {{:​ishido_resources:​training:​technology:​database:​tp_missingphone3.png?​600}}
-{{:​ishido_resources:​training:​technology:​database:​tp_missingphone3.png?​600|}}+
  
-{{:​ishido_resources:​training:​technology:​database:​tp_missingphone4.png?​600|}} +{{:​ishido_resources:​training:​technology:​database:​tp_missingphone4.png?​600}}Click on Search
-Click on Search+
  
 It will show you all clients and SOIs without Phone. It will show you all clients and SOIs without Phone.
  
 ==== Missing Email ==== ==== Missing Email ====
-Similarly for Missing email enter @ in place of hyphen - + 
 +Similarly for Missing email enter @ in place of hyphen -
  
 ==== Missing Address ==== ==== Missing Address ====
-Click on Advanced Search 
-Contact Type > Contain Any Of >Enter the Contact Types under Client and SOI section on the BDS or MDS 
  
-{{:​ishido_resources:​training:​technology:​database:​tp_missingaddress1.png?​600|}}+Click on Advanced Search Contact Type > Contain Any Of >Enter the Contact Types under Client and SOI section on the BDS or MDS
  
-Click search and Export Contacts +{{:​ishido_resources:​training:​technology:​database:​tp_missingaddress1.png?​600}} 
-{{:​ishido_resources:​training:​technology:​database:​tp_missingaddress2.png?​600|}} + 
-Select the last option +Click search and Export Contacts {{:​ishido_resources:​training:​technology:​database:​tp_missingaddress2.png?​600}}Select the last option {{:​ishido_resources:​training:​technology:​database:​tp_missingaddress3.png?​600}}
-{{:​ishido_resources:​training:​technology:​database:​tp_missingaddress3.png?​600|}}+
  
 Save the file when prompted. Save the file when prompted.
  
 When you export data from TP you will notice that the number of records (in some cases) increase on spreadsheet. Actually this happens because when we send out an email from TP, a temporary record is added. **We can get rid of those records by looking for Hidden Contacts column on the excel. Remove and records that don't have a Zero in that column. You will get the exactly same number of records as they were in TP when you place the search.** When you export data from TP you will notice that the number of records (in some cases) increase on spreadsheet. Actually this happens because when we send out an email from TP, a temporary record is added. **We can get rid of those records by looking for Hidden Contacts column on the excel. Remove and records that don't have a Zero in that column. You will get the exactly same number of records as they were in TP when you place the search.**
- 
  
 ==== Find Duplicates ==== ==== Find Duplicates ====
- 
  
 ==== Manage Leads ==== ==== Manage Leads ====
 +
 === Adding Contact Information for Leads === === Adding Contact Information for Leads ===
-    * Single lead - Choose **Contacts** and **Address Book**. You are viewing the contacts in the database.\\ ​ Choose **Add New Contact** on left side of screen. Enter the person’s information for the basic fields. Below is an example for Steve Kantor. Make sure you follow these rules: 
  
- +  * Single lead - Choose **Contacts** ​ and **Address Book**. You are viewing the contacts in the database. \\ Choose **Add New Contact** ​ on left side of screen. Enter the person’s information for the basic fields. Below is an example for Steve Kantor. Make sure you follow these rules: 
   * Always enter in upper and lower case, e.g. Steve Kantor.   * Always enter in upper and lower case, e.g. Steve Kantor.
-   * Skip spouse name unless you see one to enter. If you see a name written next to primary name and a word, such as ‘wife,’ assume it is spouse name and enter in field. +  ​* Skip spouse name unless you see one to enter. If you see a name written next to primary name and a word, such as ‘wife,’ assume it is spouse name and enter in field. 
-   ​* For Mr/Mrs please make your best guess of whether it is Mr. or Ms. if there is no data available. If unsure, leave blank. Remember, use Ms. for women, not Mrs. +  * For Mr/Mrs please make your best guess of whether it is Mr. or Ms. if there is no data available. If unsure, leave blank. Remember, use Ms. for women, not Mrs. 
-  * For Mr/Mrs and other fields with a pop-up selection on right side of field, just click on that pop-up to get a list of choices. If the choice you want is not there and you are sure it is safe to add, go ahead and choose **Modify List** to add another item.+  * For Mr/Mrs and other fields with a pop-up selection on right side of field, just click on that pop-up to get a list of choices. If the choice you want is not there and you are sure it is safe to add, go ahead and choose **Modify List** ​ to add another item.
   * Only enter Company Name if there is a company name given. The checkbox next to it will determine whether company name appears on mailing labels. Unless told otherwise, leave it as is.   * Only enter Company Name if there is a company name given. The checkbox next to it will determine whether company name appears on mailing labels. Unless told otherwise, leave it as is.
   * Leave Letter Salutation and Label Salutation as is.   * Leave Letter Salutation and Label Salutation as is.
-  * Enter all phone numbers with dashes, as in 202-234-6789 begin_of_the_skype_highlighting ​ 202-234-6789 ​ end_of_the_skype_highlighting. Do not enter as (202) 345-5555 begin_of_the_skype_highlighting ​ (202) 345-5555 ​ end_of_the_skype_highlighting.+  * Enter all phone numbers with dashes, as in 202-234-6789 begin_of_the_skype_highlighting 202-234-6789 end_of_the_skype_highlighting. Do not enter as (202) 345-5555 begin_of_the_skype_highlighting (202) 345-5555 end_of_the_skype_highlighting.
   * If you are unsure of whether a single phone number is home, work, or mobile, enter it in the first field for home.   * If you are unsure of whether a single phone number is home, work, or mobile, enter it in the first field for home.
-   * Leave Show In List choice as Home.+  ​* Leave Show In List choice as Home.
   * Do not enter a Next Call Date unless instructed.   * Do not enter a Next Call Date unless instructed.
-  * Contact Types are critical. Be sure to enter proper contact type. Here are some abbreviations you may see on data to enter: SOI = Sphere of Influence – enter as **Sphere of Influence or more preferably SOI,** FC = Former client – enter as **Past client,** PC = Prospective client – enter as **Prospect,​** C = Client – enter as **Past client,** Agent = Agent – enter as **Realtor.** +  * Contact Types are critical. Be sure to enter proper contact type. Here are some abbreviations you may see on data to enter: SOI = Sphere of Influence – enter as **Sphere of Influence or more preferably SOI,​** ​ FC = Former client – enter as **Past client,​** ​ PC = Prospective client – enter as **Prospect,​** ​ C = Client – enter as **Past client,​** ​ Agent = Agent – enter as **Realtor.** 
-  * Source field is how this person got into the database as a lead or prospect. It should only be entered for leads. **Outlook database –** choose this if you are doing original data entry from an outlook database and the person is marked as a current prospect.+  * Source field is how this person got into the database as a lead or prospect. It should only be entered for leads. **Outlook database –**  choose this if you are doing original data entry from an outlook database and the person is marked as a current prospect.
  
 ===== Editing Contact for Contact Type/​Updating Coded files ===== ===== Editing Contact for Contact Type/​Updating Coded files =====
 +
 Search the record by Last Name and then click on Contact Details and then choose a value from dropdown. Search the record by Last Name and then click on Contact Details and then choose a value from dropdown.
  
-{{:​ishido_resources:​training:​technology:​database:​tp_codingfiles1.png?​600|}}+{{:​ishido_resources:​training:​technology:​database:​tp_codingfiles1.png?​600}}
  
 Click Save Contact Details. Click Save Contact Details.
  
 <​alert>​Please do all the Client - A's on the file first and send your Mentor the PDF report to check.</​alert>​ <​alert>​Please do all the Client - A's on the file first and send your Mentor the PDF report to check.</​alert>​
 +
 ===== Address ===== ===== Address =====
  
-  
   * For entry, you split house number, such as 4835 , and street name, such as Cordell Ave.   * For entry, you split house number, such as 4835 , and street name, such as Cordell Ave.
   * Often, the fields entered are House Number, Street Name, Street Designator, and City, State, Zip   * Often, the fields entered are House Number, Street Name, Street Designator, and City, State, Zip
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   * See below for a normal record.   * See below for a normal record.
   * Contact notes – if there is something else written on source data entry materials, add it as a contact note the best you can. Such as a note that it is an old address.   * Contact notes – if there is something else written on source data entry materials, add it as a contact note the best you can. Such as a note that it is an old address.
- 
  
 ===== Birthday Field ===== ===== Birthday Field =====
- Date the lead came in unless indeterminable then date of entry. 
  
-If contact gives bad email and bad phone then delete contact.\\ ​\\ +Date the lead came in unless indeterminable then date of entry. 
 + 
 +If contact gives bad email and bad phone then delete contact. \\ 
 ===== View Report ===== ===== View Report =====
- You may have to install more software from Top Producer to get reports working. To get a quick report of contacts, in Address Book choose **View Report** and choose one of following:​\\ ​ 
  
- +You may have to install more software from Top Producer to get reports working. To get a quick report of contacts, in Address Book choose **View Report** ​ and choose one of following:​ 
   * Short phone and address list   * Short phone and address list
- +
   * Full phone and address list   * Full phone and address list
-  
-  * Summary of contacts 
- 
- 
-You can then choose PDF format and **Download Report** at bottom right of report screen to save to disk and then email the file. 
  
 +  * Summary of contacts
  
 +You can then choose PDF format and **Download Report** ​ at bottom right of report screen to save to disk and then email the file.
  
 ===== View/Print Reports ===== ===== View/Print Reports =====
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   * Download report   * Download report
   * Save as .pdf file   * Save as .pdf file
-  * Files will need to be emailed to Client and contacts listed in [[..:​reports:​lead_management_email_templates]]+  * Files will need to be emailed to Client and contacts listed in [[:​ishido_resources:​training:​technology:​reports:​lead_management_email_templates|]]
  
 === Import Contacts/​Leads === === Import Contacts/​Leads ===
- 
  
 === Edit Contacts === === Edit Contacts ===
- 
  
 === Add Standard Contact Types === === Add Standard Contact Types ===
- 
  
 === Tag Contact === === Tag Contact ===
- 
  
 === Add Notes === === Add Notes ===
- 
  
 ===== Advanced ===== ===== Advanced =====
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 ==== Setup New Top Producer for New Client ==== ==== Setup New Top Producer for New Client ====
-SCREEN 1 
-When you log on with new client username and password, the first setup screen you will see is the Setup Wizard: 
-Click Start to begin Setup. 
-Enter Contact Details for Client as provided by Steve or Goal Action. Some information may already be entered and for the fields like Birth date, Zip code and Color enter: 
-Birth date - 3/17/1960 – Steve’s Birthday 
-Zipcode - 20817 
-Color – blue 
  
-Signature line will be for all information including name, title, address, contact numbers, websites and e-mail addresses, plus logo or slogan per Steve'​s or agent'​s instructions. +SCREEN 1 When you log on with new client username and password, the first setup screen you will see is the Setup Wizard: Click Start to begin Setup. Enter Contact Details for Client as provided by Steve or Goal Action. Some information may already be entered and for the fields like Birth date, Zip code and Color enter: Birth date - 3/17/1960 – Steve’s Birthday Zipcode - 20817 Color – blue 
-Click next and you will be brought to page to setup Agent pictures. + 
-If you were not provided with a picture of Agent, go to website to try to find one. If you do find one on Realtor’s website, right click and save on your hard drive. Then go to Agent Pictures Setup page and click Add. Browse to find file and click open to add to the page. +Signature line will be for all information including name, title, address, contact numbers, websites and e-mail addresses, plus logo or slogan per Steve'​s or agent'​s instructions. Click next and you will be brought to page to setup Agent pictures. If you were not provided with a picture of Agent, go to website to try to find one. If you do find one on Realtor’s website, right click and save on your hard drive. Then go to Agent Pictures Setup page and click Add. Browse to find file and click open to add to the page. If you do not find a picture on the Realtor’s website, e-mail Steve to ask for one. Click next to setup E-mail configuration. Make sure the second option is selected. “I want to use my Top Producer e-mail address.” Address is client firstnamelastname@topproducer.com. Click Next to be brought to the Data Transfer setup which will be applicable if Client was already using another program to track leads. Lastly, add first contact as Steve Kantor with full name, phone and address with Contact Type: Service Provider. Then send an e-mail from Top Producer to Steve and to yourself to check accuracy of the Agent'​s signature. Go to contact page and click send e-mail. CC yourself and write subject line and message. Then insert signature. Signature from previous page should show up. When everything looks okay, click on send.
-If you do not find a picture on the Realtor’s website, e-mail Steve to ask for one. +
-Click next to setup E-mail configuration. +
-Make sure the second option is selected. “I want to use my Top Producer e-mail address.” Address is client firstnamelastname@topproducer.com. +
-Click Next to be brought to the Data Transfer setup which will be applicable if Client was already using another program to track leads. +
-Lastly, add first contact as Steve Kantor with full name, phone and address with Contact Type: Service Provider. Then send an e-mail from Top Producer to Steve and to yourself to check accuracy of the Agent'​s signature. Go to contact page and click send e-mail. CC yourself and write subject line and message. Then insert signature. Signature from previous page should show up. When everything looks okay, click on send.+
  
 === Export Data === === Export Data ===
- 
  
 === Import Data === === Import Data ===
-When clients return the type rating files, these should be updated in database. To make the process easier and faster, do the following: + 
-Sort the type rating file by Type, then Rating, Last Name +When clients return the type rating files, these should be updated in database. To make the process easier and faster, do the following: Sort the type rating file by Type, then Rating, Last Name Use “Mass Update”
-Use “Mass Update”+
  
 === How to check how many records are assigned to each agent === === How to check how many records are assigned to each agent ===
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   - Click any contact to go to the contact'​s detail page. Click Lead Info tab.   - Click any contact to go to the contact'​s detail page. Click Lead Info tab.
   - Click View Assigned under Lead Management.   - Click View Assigned under Lead Management.
- 
  
 === Syncing === === Syncing ===
- 
  
 === Deduping === === Deduping ===
- 
  
 === Lead Capture === === Lead Capture ===
  
 ===== Why Top Producer is the leading online database for real estate agents ===== ===== Why Top Producer is the leading online database for real estate agents =====
-  
  
-  
   * Top Producer'​s email marketing is more effective for it allows you to send text emails in a drip marketing campaign. Graphic emails are blocked by most phones and newer email systems until the recipient chooses to see what is on it. People respond to text emails much more often than slick-looking graphic-rich email blasts. This comes in handy since most of the online leads are usually email only and Top Producer offers a robust way to market to such leads.   * Top Producer'​s email marketing is more effective for it allows you to send text emails in a drip marketing campaign. Graphic emails are blocked by most phones and newer email systems until the recipient chooses to see what is on it. People respond to text emails much more often than slick-looking graphic-rich email blasts. This comes in handy since most of the online leads are usually email only and Top Producer offers a robust way to market to such leads.
- +
   * Top Producer streamlines lead entry from a number of sources through its interface with various service providers including Realtor.com,​ Zillow and many others.   * Top Producer streamlines lead entry from a number of sources through its interface with various service providers including Realtor.com,​ Zillow and many others.
- +
   * Top Producer shines in reporting and management of actual transactions. It flags deadlines, gives you a snapshot of the status of your listings, and allows you to track transactions at a glance.   * Top Producer shines in reporting and management of actual transactions. It flags deadlines, gives you a snapshot of the status of your listings, and allows you to track transactions at a glance.
  
 +==== Manage Reports ====
  
-==== Manage Reports ==== 
 Follow standard reporting. Follow standard reporting.
  
 ====== Additional Resources ====== ====== Additional Resources ======
- 
-  ​ 
- 
- 
- 
- 
  
  
  • ishido_resources/training/technology/database/top_producer.txt
  • Last modified: 2019/12/11 11:43
  • by raquelmartin