Progression Guide: Top Tips from Customer Support

Here are some common questions fielded by our Customer Support and Training teams, and some answers that may help you better understand Matrix. These should not replace comprehensive Matrix training, available online, at Associations and individual offices.  However you may find these useful until you’re able to commit some time for full training.

1.  Check your search criteria carefully.

In Matrix, you must enter minimum and maximum (sales price, square footage, etc.) as a plus (+) or a minus (-).  For example, ‘less than $400,000’ should be entered as 400000-.  If you just enter 400000, Matrix will search for that amount exactly.

2.  Commas, and ‘OR’ vs. ‘AND’

Do not include commas in search criteria for square footage or price. Matrix treats commas as an ‘or’ separator. Instead of 400,000, enter 400000.

Use the And/Or radio buttons to aid in your search:

-  ‘And’ is used to specify that all of the selected items are to be matched on
the results.

-  ‘Or’ is used to specify that at least one of the selected items are to be
matched on the results.

3.  Use the Speed Bar for Quick Search

The speed bar at the top of the Matrix Search screens allows for quick text-based searches using short codes. Click the Tips question mark symbol for guidance. Speed bar defaults to Class 1 and 2 unless otherwise specified.

Examples:

a 3 2 94087   (active, 3 bedroom, 2 bath in 94087 zip code)

a 3 2 94087 700000-  (same as above, refined to price under $700,000)

123 Main  (address search; do not use street type such as dr., ave., etc.)

ag John Smith  (agent search)

81143416  (MLS number search)

4.  Short Sales and REOs

Users can specify whether to include Short Sales and REOs in their search. To search Standard Listings, REO/Bank Owned Properties and Short Sales, leave both the REO and Short Sale boxes unchecked. To search only Short Sales, check the Short Sale box and choose “Or.”  To search only REO’s, check the REO box and choose “Or.”  If you do not want to see any REO’s or Short Sales, check both the boxes and choose “Not.”

5.  Acreage vs. Square Footage

Matrix requires that you clarify the units (acres or square feet) when entering a value in the ‘lot size’ field.  Matrix defaults to ‘square feet’ for any number lower than 100,000; if you were trying to run a search for properties above 3 acres, for example, you might find yourself stuck. Double check the box next to ‘lot size’ to make sure you’re using the right units.

6.  Flyer Displays vs. Reports

We have received many questions and comments requiring clarification on differences between how the Flyers are “displayed” on-screen or printed by HTML, and Flyers that are generated into a PDF file or “report”. Below please see some key differences and tips for working with these Flyers.

	Flyer Displays	Flyer Reports
How Do You Get There?	After any search, you can click on a listing or select from the “Display” dropdown at the top right corner to view Agent Full, Client Page, etc. and view the flyer or table online.	After any search, after you select one or more listings, you can click on the “Report” button at the bottom left corner to view Agent Full, Client Page, etc. and generate a PDF report.
What Does It Contain?	Agent Full Display does not display photos or a map until the user selects this action. This design keeps performance speed high and costs low. Property History section contains APN# (parcel) history, and can be accessed in two places: from the “To Property History” icon next to the photo, and via the “Click on the arrow to view property history” expansion at the bottom of the flyer.	Agent Full Reports contains small photos and a small map to keep the PDF file size manageable. It becomes much easier to email or print a smaller file than a multiple megabyte file. Property History section contains MLS# history only, not APN# history. All other data is available in both Reports and Display.
Known Issues	Users have reported concern that accessing photos, maps and APN# history takes additional clicks. We are exploring ways to improve this process and will continue to make updates to Matrix Displays.	Users have reported concern about small photos, small map and lack of APN# history. We are exploring ways to improve Matrix Reports and will continue to make updates.

One way to view Displays of more than one listing is to select multiple listings and then click the Print button to preview all the listings selected. For listings where you also want to preview property history, expand the arrow at the bottom of each flyer called “Click on the arrow to view property history” for each listing before you click Print. Note that you will click Print again at the bottom of the flyers to actually print them.
7.  Using Auto Email

Matrix Auto Email offers a number of new features beyond what was available in Pro. Users will first notice that the client email contains a link to the Client Portal, rather than actual listing information which could be outdated depending on when the client opens the email.  The client portal not only provides your client with access to this real-time listing data in the Client Portal, but also prevents your emails from getting caught in spam filters, since as many as 25 photos can be included with a listing in Matrix.   Additionally, when used in conjunction with the Concierge mode, agents have the option to preview the auto email before it goes out to the client. We offer tutorials and How Tos on using Auto Email available on our Training site.

8.  Tips for Appraisers: 1004MC

Appraisers can export Matrix Search Results directly into Excel with the format required for 1004MC. From the Search Results screen, click Export and choose the Appraiser Form 1004MC option.  This allows you to download the information directly into an Excel spreadsheet where it can then be copied and pasted into your 1004MC Form.