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Searching Properties – Four ways to find your data

Searching Properties – Four ways to find your data

Introduction (Please Read):
This document will help you to search for property records in the database that meet your criteria. This document is comprised of four sections:

Part 1 – The Lookup Box

Part 2 – The Search Button

Part 3 – Filter By Fields

Part 4 – The List Tab

Part 1 – The Lookup Box
The Lookup box located on the top right-hand side of the Property Overview screen is a quick way to find properties and owners in your database. Type in all or part of an owner’s name, owner company name, property name, address, city, submarket, subregion, type, sub-type, actual use and tenancy type then press the Enter key. The program will pull up every matching record. When you have completed your search select the ALL button to show all of your property records. Don’t forget that the List tab will display the search results in a summary format.
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TIP: To jump the cursor to the Property Lookup Box anywhere in the program, press Ctrl + P keys.

Part 2 – The Search Button
Click the Search button on the upper middle part of the menu bar to bring up the Search screen. The search screen is where complicated or multi-step searches can be performed. **Remember, EVERY field is searchable!**
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Example: You wanted to find every apartment building in your database that is 60 units or larger but less than 501 units in the City of Scottsdale. On the Search screen select the Advanced tab and follow the labeled steps 1 through 4 on that screen.

To complete this search:
1) Select the “UNITS” field, “Is Greater or Equal” radio button, type “60” in the “Select a value” field and click the Add Criteria button.

2) Select the “UNITS” field, “Is Less or Equal” radio button, type “500” in the “Select a value” field and click the Add Criteria button.

3) Select the “CITY” field, “Equals” radio button, type or select “Scottsdale” in the “Select a value” field, click the Add Criteria button.

4) Click the Show Properties radio button and New Search radio button in the middle left side of the Search Screen.

5) Click the Search button. Realhound will now display your results. Finally, click the Goto Properties button to query your properties on the Property section of the program and close the Search screen.

Part 3 – Filter By Fields
Right click in any field that you want to filter (AKA “search”) in the database. A menu box pops up and gives you the following filter options for the selected data field:
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Filter For: Entering data in this field will filter the selected records for an exact match to the data entered in the field. If you wanted to filter for all records that had the text “LLC” somewhere in the selected field you would enter in “*LLC*”. The asterisks tell the program to include any text strings before or after “LLC” and will be included in the Filter results (ie- Simpson Housing LLC, John Doe, Member). If you wanted to filter for all records that had JUST the text “LLC” in the selected field you would enter in “LLC”.

Filtering is not exactly the same thing as a Search. When a Filter is on, the rest of the records are hidden from view. When you have completed the filter, right click in the field that you were working with and select Remove Filter/Sort to unhide the rest of the records. If you would like to create a Search from a filter, go to the Overview tab and click the Apply Filter button.

Filter by Selection: Selecting this option will filter for records that have the exact matching text in the same field that is currently selected. All of the other records will be hidden until you select Remove Filter/Sort.

Filter Excluding Selection: Selecting this option will HIDE all records that have the exact matching text in the same field that is currently selected. These records will remain hidden until you select Remove Filter/Sort.

Remove Filter/Sort: Selecting this option removes the filter on the selected field.

Here is another practical example of the use of the Filter by field option. Let’s suppose that you needed to find every building on “S Pico Street”. Click the All button at the top of the screen and right-click in the address field on any property record. Select Filter For: and enter “*S Pico*” (again, the asterisks tell the program to include any text strings before or after “S Pico”) in the blank box and press the Enter key. Every property that has “S Pico” in its address will now be displayed. If you would like to create a Search from this filter, go to the Overview tab and click the Apply Filter button.

Part 4 – The List Tab
Click on the List tab located to the far right of the Overview tab. Click the ALL button on the top left side of the screen. At the top of the List screen you will see blank boxes under “Property Name”, “Address”, “City”, “Square Feet Range” “Unit Range”, “Type” and “Status”. Enter the information that you want to search for in the appropriate box and push the Lookup button.
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The results of your search will populate in the list. Double click on any property in the list to goto that property’s record. If you want to view all of the property records on the list, simply click on the Overview tab and you can click through the records at your leisure.
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Search and Import Listings directly into RainMaker CRM

Search and Import Listings directly into RainMaker CRM

Introduction (Please Read) This document will help you setup RainMaker CRM to allow for listing searches and the ability to import listing search results directly into the RainMaker CRM database. This will allow you to easily match saved buyer and tenant needs to available listings using RainMaker CRM. NOTE: You must have a Catylist user name and password to access all of the available listings through the Rainmaker CRM program. If you do not have an account go to www.commercialiQ.com and select “Create a FREE account” from the top of the webpage. Step 1 From the RainMaker CRM program, select the Catylist button from the Menu bar at the top of the screen. Step 2 At the bottom of the Catylist Listings window, enter in your Catylist user name and password. It is not necessary for you to enter a user name and password, but your search results will be extremely limited. Step 3 At the top of the Catylist Listings window, enter Sperry Van Ness in the company name field and other search criteria of your choice. If you want to search for other brokers’ listings, simply remove Sperry Van Ness from the Company field. Untitled-1 (85) Step 4 Click the Search button. Step 5 Search results will populate in the window. Uncheck the results that you do not want to import. Untitled-1 (86) Step 6 At the bottom of the screen, click the Import Listings button. The selected listings will now be automatically added to your property database. Note: You should ALWAYS tune-up your database after all data imports. How to Tune-up Your database From the login screen, click the Tune-up Database button. Untitled-1 (87)
Property Photos – Sharing across a network so everyone can see your Pictures

Property Photos – Sharing across a network so everyone can see your Pictures

Introduction (Please Read): This TechDoc is to familiarize you with the concepts of sharing your photos with so that other users that login to your network shared database can view your property photos. ** This TechDoc is written with the understanding you have already setup your Realhound on Network Share ** How Realhound Live Stores Property Photographs Just where and how does Realhound store the photos you import? Untitled-1 (76) Every photo you import into the database is copied and stored in a Realhound folder created for that specific Property. They automatically go to the default install location of the program. This example is a locally installed Realhound so the path directory is C:\rhserver\realhnd\. This can be verified by clicking on the Documents button. This opens the file folder where Realhound stores the picture. Here is the window that Realhound opens when you click on the Documents button. Untitled-1 (77) At the top you can see the Path Directory (Also known as the address) where the photo(s) is stored. Notice that the Folder directory is by the Property “zipcode Street address” in this folder you can see the photo name here matches the photo name on the overview screen. This is how the program stores photos by default. In the next sections you will learn how to share your photos as part of your network install (or just Insure that it is mapped correctly). Networked Realhound Installations – You all must have the same Drive letter So you have your Realhound already installed on the Network and you want to make sure you photos are visible to everyone that logs into your database on the Network Shared drive. 1. Insure everyone on the team is using the same mapped drive letter. This is important to the settings covered a little later in this document. In the screen shot we have You can see that the program was installed to a network drive letter R: Untitled-1 (78) And you can see the “Properties” folder listed in this install location of the “R” drive. This drive letter could be anything you choose, usually E – Z are the drive letters you can choose from. Again you want to make sure everyone on your team has the same drive letter. Making sure the database is pointed to the correct location Now since you have all the computers on the same Drive letter you want to make sure that the Photos you will import and anyone in the team imports show up on all your PC’s. In order to check this you must go to “File – Administration – Settings”. Next you will get the setting window as shown below. Untitled-1 (79) It opens to “User Interface” by default we need to check and make sure the Documents are setup correctly Click on “Documents” tab. Untitled-1 (80) On the Documents Tab you can see the “Use Default Documents Locations” is checked. You want to uncheck this box and adjust the database setting for where it should look for the documents folders below. In this example it still thinks it is pointed to the C drive. You will need these changed to reflect the Correct Path Directory for where you will store the Realhound Photos. Untitled-1 (81) By clicking on the folder icon to the right of this field you will open an explorer window to select the correct folders. Untitled-1 (82) Here you can see I navigated to my “R” drive and found my “Realhnd” folder and in that folder I have selected “Properties” and need to click on “OK” Once I have selected the properties folder and clicked on “OK” I’m brought back to the Realhound Settings window. Now my Properties folder reflects the correct Network Path Directory where the entire team can import and see photos. While here on this screen make sure you change the path directories for the other two “Documents” and “Templates”. Untitled-1 (83) Again Click on the Folder Icon to the right of the field to search for the correct folder on the network. Untitled-1 (84) Now that all the documents folders for Realhound have been properly mapped I can close this window and restart the program. Its advised to run a Tune Up on your database after you have remapped the settings. This will set the pictures so all networked users can see and add photos to the database.
Property Photos- Troubleshooting

Property Photos- Troubleshooting

Introduction (Please Read): The purpose of this techdoc is to help you troubleshoot any issues you are having getting your property photos to view correctly in Realhound. First, property photos are not saved in your Realhound database. They are saved as attachments in the Properties subfolder of your Realhound program folder. You can see from the screenshot below the default location where your Property photos are saved. The subfolders that you see are automatically created by the program when you import the photos. You do not want to create these folders. To properly import your photos pleae view our techdocs on the subject. 1 There is one place in your Realhound program where you need to ensure the file location matches the location you have your Properties folder in. This is under File/Administration/Settings by selecting the Documents tab (seen below). 2 (1) As you can see from the screenshot, I want to make sure my Properties Roots Folder matches that folder location shown at the beginning of this techdoc. This is what tells the program where to look for the property subfolders. NOTE!!! You do NOT have to save your property photos and other attachments in the designated folders. If you want to, you can share those photos over a network drive. Just make sure to go to the location above and select the proper folder for your Realhound program to search for the files. To check where your program is looking for your property photos, go to one of the properties in your database and hit the Documents button under the photo preview area (below, bottom). This will open up the folder where your photos should be stored. If you do not see them in the folder, you have the wrong folder selected or do not have any files in. If you have everything set correctly and can see files in that documents folder, check that you have proper file types for those photos. The file types allowed in Realhound for photos are jpg, bmp, png, tif, and gif. If you have other file types you will need to convert them to one of the above. If all the settings above are correct and you still cannot automatically view your photos, remove the files from the property photo and reimporting them into the program.
Linking Tenants to Properties

Linking Tenants to Properties

Introduction (Please Read): This document will provide you with the steps necessary to document a lease and link a tenant to the appropriate space in a property within the program. Steps: 1. Search for the appropriate property 2. Go to the Leases tab 3. If the space is already documented on the property record, simply select the appropriate space. If the space is not already noted on the property record, click on the first available row. 4. Enter in the appropriate information, including space number, floor, square footage, financial information, lease start and expiration dates, etc. Lease Tab 5. With the appropriate space selected in the table at the top of the Leases tab, click on the lookup icon next to the Tenant (Lessee) field. 6. On the screen that appears, search for the appropriate tenant for the particular lease 7. Double-click on the contact’s name in the list or select it and then click the Select button at the bottom right. Tenant Search 8. You will then return to the property record where you will see the contact in the Tenant (Lessee) field. 9. You can double-click on the contact’s name in the Tenant (Lessee) field and you will automatically be taken to the contact’s record. There you can click the Refresh button just above the Related Properties section. Doing this will enable the property to appear in the Related Properties section when the Lessee option is selected. Refresh
Importing Photos For Multiple Properties

Importing Photos For Multiple Properties

Introduction (Please Read): The purpose of this tech doc is to help you import photos for multiple properties at one time. In order for this procedure to function properly it is critical that the photos of the properties have the same names as the properties (e.g. a correct name for the photo of 7400 East Mcdonald Drive property would be 7400 East Mcdonald Drive.jpg). Steps: Step 1 In order to start importing the photos, choose option “Data Doctor” from the “Administration” menu. After confirming your choice inside the confirmation dialog, the following screen will be displayed. 25 Step 2 To continue the procedure, click on the “File Sucker” tab in the upper right corner and then click on this icon to locate the folder the property photos are located in. Step 3 Select the folder with the photos and click on the “OK’ button. The file sucker screen will be displayed again. 26 Step 4 First click on the “Match Files” button which will then match the photos from the folder with the related properties, based on the names. Step 5 After the photos have been matched with the properties, click on the “Convert” button to attach the matched photos to the related properties. The following screen will be displayed. Step 6 Click on the “OK” button to complete the procedure.