propctrlcontent.propctrl.com/tutorials/training_manual.pdf · copyright © korbitec. all copyright...

Copyright © Korbitec. All copyright in and to this document, including without limitation the content, layout and

structure, vests in Korbitec. This document is confidential to Korbitec and any unauthorised disclosure or copying of the document is prohibited and may be unlawful.

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PropCtrl

October 2013

Copyright © Korbitec. All copyright in and to this document, including without limitation the content, layout and structure, vests in Korbitec. This document is confidential to Korbitec and any unauthorised disclosure or copying of the document is prohibited and may be unlawful.

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Table of Contents

System Requirements 4 Chapter 1: Introduction 5

Username and Password 5 Security and Permissions 5 Multiple Accounts 5 Changing Passwords 6 Logging Off 6 Using the Interface 6

Chapter 2: Managing Mandates 7 Creating a New Mandate 7 Copying Mandates 25 Keeping Track of Copied Mandates 29 Using the Action Button 30 Changing the Mandate Status 31 Finding Potential Buyers\Tenants 35 Adding Activities 39

Chapter 3: Offers and Deals 41

Creating an Offer 41 Starting a Deal 43 Completing the Deal 46 Applying for Commission Financing 49 Sending Electronic Instructions 50 Keeping Track of ETIs and CCP Instructions 58

Chapter 4: Inviting Attorneys and CCPs 62 Inviting Attorneys 62 Inviting CCPs 64

Chapter 5: Managing Contacts (Buyers, Tenants, and Owners) 66

Adding a Buyer/Tenant 66 Adding an Owner 70 Saving the Contact 71 Finding Properties for Buyers 71 Adding Activities 76 Viewing Offers and Purchases 77

Chapter 6: Reports, brochures, and statistics 78

Reports 78 Favourite Reports 83 Brochures 86 Statistics 88

Copyright © Korbitec. All copyright in and to this document, including without limitation the content, layout and structure, vests in Korbitec. This document is confidential to Korbitec and any unauthorised disclosure or copying of the document is prohibited

and may be unlawful.

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Chapter 7: Managing Agents 93 Creating an Agent 93 Deactivating Agents 98 Replacing Agents 98 Adding 3

rd party Agents and Agencies 100

Chapter 8: Searching 102

Performing a Search 102 Viewing Search Results 103 Using Search results 104 Customising Search Results Table 105



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System Requirements

Minimum Recommended

Processor 1 Ghz 1.5 Ghz

System memory 1 GB 2 GB

Hard disk drive (HDD) 1 GB available HDD space 2 GB available HDD space

Display 1024 x 768 screen resolution

Internet 512 Kbps Internet connection 1 Mbps Internet connection

Operating system PropCtrl supports the following operating systems:

Windows XP

Windows Vista

Windows 7

Windows 8

Software PropCtrl requires the following additional software:

Internet Explorer 8.0

Microsoft.net framework

4.0

PropCtrl requires the following additional software:

Internet Explorer 8.0

Microsoft.net framework 4.0

Anti-virus software

Crystal Reports 9 compatible

printer



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Chapter 1: Introduction

Username and Password

Each PropCtrl user is given a unique set of login details, which includes a username and a password

of choice. The login details must be provided when prompted, in order to login and use PropCtrl.

If you would like your details remembered for the next time you login, select the Remember me

checkbox.

Note: PropCtrl can only run if the computer is connected to the internet.

Security and Permissions

Your PropCtrl interface is customised according to the roles and permissions that you have been

assigned. For example, you will not have access to the Agents module if your account does not

include permissions to view and edit Agents. This also applies to more granular aspects, such as:

The ability to run specific high-level reports

The ability to view certain mandates, deals, or contacts, or certain details thereof.

Multiple Accounts

Each branch could have multiple user accounts, all with different usernames and permissions. They

will still be able to access information at a branch level, such as mandates that are shared throughout

the branch. In addition to allowing multiple Agents use of the system, multiple user accounts can be

useful when differentiating between roles within the branch. Again, roles and permissions will allow an

Office Administrator to perform a different set of functions to that of on Estate Agent.



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Changing Passwords

You are able to change your PropCtrl password at any time. However, you will be required to provide

your current password before being allowed to change it as this prevents unauthorised users from

changing your password. To change your password, click Tools → Preferences, and then click the

Change Password button in the Settings window.

Logging Off

Closing the application will log the user out of the system.

Using the Interface

Field Markers

When capturing information into fields, it is important to note that certain fields have additional

properties. Some fields are mandatory (indicated by an asterisk *) and therefore must be completed

before you can continue. Other fields will show up on Property24.com when completed (indicated by a

blue dot ). These Property24 fields are not mandatory, but it is recommended that you complete

them to ensure that your listing is comprehensive.

Note: Some Property24 fields are mandatory.

Icon Driven

PropCtrl uses icons for easier and faster use. You can hold the mouse cursor over any icon to see a

description of what it will do.

Tabs

Various sections have been divided into tabs making capturing information easier. The image below

shows the tabs that display when creating a new mandate.



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Chapter 2: Managing Mandates

Creating a New Mandate

You need to perform the following steps to create a new mandate.

1. Identify Your Property

When creating a new mandate for sale, you will be prompted PropID the property.

Note: A PropID can be performed when creating a new mandate for rental. However, it is not

mandatory.

The information obtained from this search will be used to identify the property, thereby ensuring that you have the correct property description and registered owners. All relevant fields in PropCtrl will be automatically populated on successful completion of the PropID. Using PropID

PropID offers both a Map search and Data search. The Map search allows you to locate the property using an interactive map. To do this, you need to type the property’s address in the text box and click the Search button.

Tip: The tabs also provide an indication of how far you are with certain capturing processes.



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If the property is found, a red marker, which indicates its location, will be displayed. To complete the search click the red marker on the map, and then click the Select this property button in the pop-up

window that appears.

Click the Confirm button to confirm that it is the correct property, and to finish the PropID.



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PropID offers a Data Search as an alternative to the Map Search. The Data Search allows you to search for a property using the property’s street address, owner information, or Deeds Office description. The Data Search offers a great deal of flexibility as it allows you to combine various pieces of information about the property in order to perform the search and achieve the best result. To Access the Data Search, click the Data Search option in the top-right corner of the Map Search

view.



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To perform the search, type some search criteria in the appropriate text boxes. Before entering you search criteria, make sure that you have selected the property type and Province. Note: The Province drop-down at the top of the Data Search window is used to select the province

where the property is located, not the Deeds Office where it is located.

The Data Search offers two searching options: Approximate and Exact.

An approximate search returns more results as it returns results that contain any one of the entered criteria. For example, if you enter Fairways as the Suburb and John and the Owner name, the search will return all properties that are either located in Fairways, or are owned by a John.

An exact search should return only one property that includes all of the search criteria. For example, if you enter Fairways as the Suburb and John and the Owner name, the search will return only those properties that are located in Fairways, and are owned by a John.

2. Select Sellers\Lessors

After selecting the property, you will be presented with a list of the registered owners. You can select

the owners from this list and import their details directly into the mandate, or you can choose to skip

this step if you want to manually capture their details later.



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Note: Like the property information, the owner’s information is retrieved from the Deeds Office.

If the owner’s information has already been captured as a ‘contact’ in PropCtrl, you are given the

option to reuse the existing contact profile, or create a new profile.

3. Complete the New Mandate Tabs

After identifying the property and selecting the owners, the new mandate tabs will be displayed. You

need to complete all the mandatory fields and Property24 fields.

Note: Some fields may already be completed if the property was successfully identified.

4.1 Property Tab

The Property tab is used to capture information about the property, its type, and its location. The

Property tab is divided into the following sections:

Deeds Office Description

This section indicates whether the property has been successfully identified.



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If it has been identified, the fields displayed will be greyed out and disabled, and there will be a green

tick ( ) icon in the top-right corner. If the property has not been identified, you can manually enter

the property details.

Note: Properties that have not been identified will not be listed on Property24.com.

You can also re-identify the property at any time by clicking the Identify Property button ( ).

Details

This section focuses on the description of the property and its physical address. The fields that need

to be completed in this section will vary according to the property type selected.

Building/Farm

This section focuses on the physical attributes of the building or farm. The fields that need to be

completed in this section will vary according to the property type selected.

Note: You can toggle between the Basic and Advanced capture modes by clicking the Actions

button. The Basic mode displays mostly mandatory fields and enables quick capture of a mandate.



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The Advanced mode displays all available fields and enables you to capture a comprehensive

mandate.

4.2 Contacts Tab

The Contacts tab enables you to add the contacts that are associated with the property and

mandate. This tab also allows you to specify the seller’s preferred attorney.

You can add the following types of contacts:

Seller

Contact

Representative of legal entity

Representative of body corporate

Representative of owners association

Tenant

Managing Agent

To add a new contact, click the Add Contact button ( ).

If a property has been identified successfully, the Seller/Lessor’s details will be pre-populated in this

section. Seller/Lessor details may also be entered or edited manually.

Note: Data populated from the Deeds Office is not always entirely correct. It is good practice to check

these fields. To edit a contact, double-click the contact name in the list to open the Edit Contact

window. Each person or entity should be captured as a separate Seller/Lessor contact.



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4.3 Mandate Tab

The Mandate tab comprises the following sections:

Agents

Click the Add Agents button ( ) in the Listing Agents section to select an Estate Agent from your

PropCtrl database. The Estate Agent’s contact details will be displayed on Property24.com.

You can also add 3rd party mandate holders and referring agents. For example, you can add a 3

rd

party mandate holder if the mandate is held by an Agent from another Agency. Or you might want to add a 3

rd party referring agent if the mandate was ‘handed over’ from another Agent.

To add a 3rd party agent, click the Add third parties button ( ), and then select either Mandate

holder or Referring agent.



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Details

Enter the date on which the mandate was signed and the date on which it expires. Assign a File

Reference of your choice and choose a Mandate Agreement Type and Branch.

Note: When specifying the Mandate agreement type, select 3rd Party if the mandate is held by an

Agent from another Agency.

Use the Internal Remarks field to capture any additional notes you would like to make in relation to

the mandate.

Note: The On market since field is an optional field. However, you are encouraged to complete this

field as the information is used for reporting features. If no date is selected, it will default to the

Mandate signed date.

Financial

Capture the listed price of the property and other financial details, such as rates and levies.

Note: In situations where the Seller is registered for VAT and no transfer duty is payable, select the

Seller registered for VAT checkbox.

This section can also be used to capture information about the bond.



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Commission

The total amount of commission due on the sale can be recorded here in either the Rand value or as

a percentage. The initial commission splits between the selling and listing Agent can also be captured

here.

4.4 Features Tab

The Features tab provides a flexible and powerful way to capture and describe the features of a

property. The tab comprises the following sections:

Feature Quality

The quality of certain features can be described using a starring system. To assign a star rating, move

the mouse cursor over the stars, highlight the required number of stars, and then click to set it.

Note: This information is not published on Property24.com.

Rooms



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This section enables you to specify the types and number of rooms in the property, such as

bedrooms, bathrooms, and kitchens. It also allows you to provide a detailed description of each room,

and list its options. To add a room, click the appropriate icon. Or to add multiple rooms of the same

type, click the drop-down arrow next to the appropriate icon and then select the number of rooms of

this type.

Note: The other sections have a similar look and feel.

External Features

This section enables you to specify the types and number of external features, such as garages,

parking bays, pools, or gardens. To add an external feature, click the appropriate icon.

General

This section enables you to specify and describe the general features, such as security. To add a

general feature, click the appropriate icon.

Editing rooms and features

Once you have added a room, external feature, or general feature, you can double-click it in the table

to open the Edit window. The Edit window allows you to provide a detailed description for the room or

feature and list its options.

To view a list of available options, click the ellipses button ( ).



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Note: Whilst we believe we have a comprehensive options list, if you find something missing please

contact our Customer Service Centre.



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4.5 Attachments Tab

The Attachments tab comprises the following sections:

Images

The Images section allows you to add up to 26 images of the property to the mandate.

To add an image, click the Add images button ( ), then browse to, and select the images you want

to add.

Note: You can add multiple images by holding down the Ctrl key on your keyboard, while selecting

your images.

You can change the order of the images by selecting an image and then clicking the Move Left ( ),

Move Right ( ), Move Up ( ), and Move Down ( ) buttons.

PropCtrl also provides basic image editing features, such as flip, rotate, and mirror.

Note: Only the first 16 images displayed in the Images section will be published to Property24.com.

Document Links

The Document Links section allows you to add links to documents on your computer or network, and

website URLs.

Click the Add Link button ( ) to add a document link to the mandate.



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4.6 Advertise Tab

This tab deals with the marketing and listing of a property. The Advertise tab comprises the following

sections:

Marketing Details

Enter the copy you wish to be displayed as a summary of the property on Property24.com and other

third-party websites. A heading may be included.

There is also the ability to display a Google Map on the listing page to indicate precisely where the

property is, as well as its actual address. If these boxes are left unchecked, neither will be displayed

on Property24.com

Note: Only the first 512 characters of your description will be shown on your listing on

Property24.com.

Internet Listings

Indicate whether you wish to list the property on Property24.com and any other third-party sites.

Note: You may not list on any other third-party websites unless you have elected to list on

Property24.com.

After you have saved the property, a listing number will be populated. The listing number is a direct

link to the listing on Property24.com.



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Costs

The Costs section is used to capture all costs associated with the mandate. The top bar displays total

expenditure, and the bottom section displays a breakdown of all cost items.

To add a new cost, click the Add Cost button ( ). In the dialog box, enter a cost type, amount, cost

date, associated Agent, and any relevant comments. Then click OK to add the cost item.

4.7 Viewing Tab

The Viewing tab is used to record viewing details, show days, and open hours.

To add a viewing, enter viewing instructions, directions to the property, and any comments received

from potential Buyers/lessees.



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Show Days

To add a show day, click the Add button ( ) and select Add Show Day. In the Edit Show Day

window that opens, select a show date, and start and end time.

Note: To add a visit from a potential Buyer, you need to log a Show Day Attended activity in the

Activity tab. The Activity tab will only be available after the mandate has been saved.

Open Hours

To add an open hour, click the Add button ( ) and select Add Open Hour. In the Edit Open Hour

window that opens, select an open hour date, and start and end time.

4.8 Sharing Tab

The Sharing tab is used to define which users are able to view and open the mandate.

Personal

You can select the Personal checkbox to ensure that only the Agent (or users representing the

Agent) will be able to view the mandate. If this option is not selected, the mandate will be visible to all

the users that have mandate viewing permissions in the branch/office.

View Associated Users

You can click the View associated users button to view a list of all the users that are linked to the

Agent and are therefore able to see the mandate if it is flagged as personal.

Note: The View associated users button is only active if the Personal checkbox is selected.



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Sharing Groups

The Sharing groups section allows you to share the mandate with any sharing group that you belong

to (this includes MLS Groups). To add a sharing group, click the Add group button ( ) and select a

group from the list that appears.

Note: You can only add a sharing group if the Personal checkbox has not been selected.

5 Save the Mandate

After completing the mandate and ensuring all mandatory fields have been completed, the mandate

must be saved. To do this, click the Save mandate button ( ) in the top-right corner of the PropCtrl

interface.

After saving the mandate, the Overview, Activity, and Deals tabs will be displayed. The image below

shows the location of the Save mandate button.



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6 Overview Tab

This tab provides the essential pieces of information about the listed mandate. The image below

shows the Overview tab, and highlights the location of the Reporting button.

You can view mandate reports in printable format by clicking the Reporting button ( ). For basic

information, select Mandate Report from the drop-down list that appears, or for more detailed

information, select Mandate Report (Advanced).

Notes

The Overview tab includes a Notes section. There are two types of notes: system notes and user

notes. System notes are added automatically when the mandate is updated. User notes can be added

by clicking on the Add Note button.

You can filter the types of notes that are displayed. To filter the notes, click the Show drop-down list

and select the type of notes you want displayed.

Tip: The Property24 listing number will be displayed here if you chose to list the property on Property24.com. Clicking the listing number will take you directly to the listing on Property24.

Tip: The Mandate Status does not reflect the status on Property24. For example, ‘On Market’ does not indicate that the property is listed on Property24.



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Improving your listing score

The Property24 Listing Quality dialog box should appear after saving the mandate. This dialog box provides tips and suggestions that you can use to increase your listing score and improve its ranking on property24.



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Copying Mandates

PropCtrl allows you to create a new mandate by copying an existing one. Copying a mandate creates a brand new mandate, with some of the details of the original, but with its own unique Mandate ID and P24 listing number. This is especially useful if you are:

Adding multiple units in a complex

Listing a property that already been sold

Relisting a shared mandate within an MLS or Sharing Group

Creating a deal for a shared mandate

To create a new mandate by copying an existing one, you need to do the following:

1. Open the existing mandate you want to copy.

2. Click the Action button and select Copy to open the Copy Mandate wizard.

3. In the Copy Mandate wizard, specify why you are creating a copy of the mandate.



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4. After you select the reason, a list of the properties that will be copied from the existing mandate to

the new one will be displayed.

Note: The details that will be copied vary depending on the selected reason.

Click the Next button to continue.

5. Manually select the property details you want to be copied from the existing mandate to the new

one. To select a property detail, select the check box next to it in the list.




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6. Confirm the reason for copying the mandate and the details that will be copied. Click the Finish

button to create the copy and close the wizard.

The new mandate will be created and it will be pre-populated with the information selected in the Copy Mandate wizard. Note: All copied mandates are created with the ‘On Market’ status.

Shared mandates will automatically be created with the ‘3

rd Party’ Agreement Type, and the listing

Agency and Agent will be added as the 3rd Party Mandate Holders.

When copying a shared mandate, the photos, Marketing Heading, and Marketing Description will not be copied.



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Keeping Track of Copied Mandates

You can identify a copied mandate by checking the following: The ‘New’ note in the Notes section on the Overview tab will indicate that the mandate is a copy. It

will also provide the original mandate’s Mandate ID.

A Copied from field will be added to the Overview tab. It will also provide a link to the original

mandate.

The Notes section of an original mandate will include a note for each copy that was created. It will also include the Mandate ID of the copied mandate.



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A Copies section will be added to the Overview tab of the original mandate. This section lists all the

copies that have been made. You can click the Mandate ID to go directly to the copy.

Using the Action Button

This allows you quick access to common mandate tasks. This enables you to perform common tasks

regardless of the tab that you are currently viewing.

Reports

All reports that can be run on the open mandate are available here. This includes the Mandate

Reports, all types of Brochures, and the Flyer.

Change Status

Select this option when you wish to change the status of the mandate. A list of these statuses, and

how to change the status, can be found in Status Changes.

View Listing Statistics

This allows you to see the Leads and Views for the open mandate within the Property24 Agent Zone.

Note: To view the statistics, you require an Agent Zone account and must be logged in.



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Changing the Mandate Status

PropCtrl allows you to change each mandate’s status to make it easier to track your properties. You

can manually update a mandate’s status by clicking the Change Status icon ( ) on the Overview

tab, or by clicking the Action button ( ) and selecting Change Status.

Note: The Mandate Status does not reflect the status on Property24. For example, ‘On Market’ does

not indicate that the property is listed on Property24.

The following table lists all the possible mandate statuses along with their corresponding Property24

status, and the status changes that are available for each status.

Current Status Description P24 Status Available Statuses

Deal statuses

Sale Pending This status can be used to indicate that

an offer has been accepted, and is

waiting for conditions to be met, or for

the cooling off period to lapse. Changing

a mandate to this status will

automatically create a new deal.

Reserved Sale Concluded

Sale Cancelled

Registered

Sale by Sharing

Partner Pending

This status is used to create both a deal

and an offer on behalf of a sharing

partner.

Reserved Sale Cancelled

Sold by Sharing

Partner

Sold by Third

Party

This status can be used when a property

was sold by a different Estate Agency.

Moving a mandate into this status will

withdraw the listings associated with it.

Withdrawn On Market

Sold by Sharing

Partner

This status will only be visible when the

mandate is shared within a sharing

group or MLS zone. Moving a mandate

into this status will withdraw the listings

associated with it.

Note: Only the Listing Agency will be

able to change the status of a shared mandate.

Sold Sale Cancelled



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Sale Concluded This status is used to indicate the

conclusion of a sale from the Sale

Pending status. It finalises the sale.

Moving a mandate into this status

withdraws the listings associated with it.

Note: You must enter the date on which

the conditions were met when setting the mandate status to ‘Concluded’.

Sold Sale Cancelled

Registered

Registered The property has been registered at the

Deeds Office.

Note: You must enter the date on which

the registration occurred when setting the mandate status to ‘Registered’.

Sold Status cannot be

changed.

Mandate statuses

On Market The Mandate is active and it is being

marketed.

Active Mandate Cancelled

Mandate Withdrawn

Sold by Third Party

Sold By Us

Mandate

Cancelled

This status can be used to indicate that

the property has been taken off the

market and\or is no longer being

advertised. Moving a mandate into this

status will withdraw the listings

associated with it.

Withdrawn On Market

Mandate

Withdrawn

Withdrawn On Market

Expired This is an automatic status change that

occurs when the mandate expiry date is

reached.

Expired On Market

(achieved by

extending the expiry

date)



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The diagram below represents the status flow for a Sale Mandate:

On Market

Sale Pending Sale Concluded

Mandate

Cancelled

Mandate

Withdrawn

Sale Cancelled

Expired

AutomaticExtending

Expiry Date

Sold by 3rd

Party

Sold by Sharing

Partner

Sale By Sharing

Partner Pending

EXPIRED

WITHDRAWN

WITHDRAWN

WITHDRAWN

RESERVED

RESERVED

SOLD (72 hrs)

SOLD (72 hrs)

WITHDRAWN

ACTIVE

The diagram below represents the status flow for a Rental Mandate:



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On Market

RentedMandate

Cancelled

Mandate

Withdrawn

Expired

AutomaticExtending

Expiry Date

Rented by 3rd

Party

EXPIRED

WITHDRAWN

WITHDRAWN

WITHDRAWN

RENTED

ACTIVE Rental Pending

RESERVED

Rental Cancelled

WITHDRAWN

Rented by Sharing

Partner

RENTED

Copyright © Korbitec. All copyright in and to this document, including without limitation the content, layout and structure, vests in Korbitec.

This document is confidential to Korbitec and any unauthorised disclosure or copying of the document is prohibited and may be unlawful.

35/106

Finding Potential Buyers\Tenants

PropCtrl provides enables you to find potential Buyers for properties that are for sale, and potential Tenants for

rental properties. It does this by matching Buyers’\Tenants’ preferences with the property’s features and

offerings.

To find potential Buyers\Tenants for a specific property, you need to:

1. Open the sale or rental property.

2. Click the Actions button ( ) and select Find potential Buyers if the property is for sale, or select Find

Potential Tenants if it is a rental property.

3. A list of potential Buyers\Tenants should appear.

The list of potential Buyers\Tenants indicates whether they have already viewed or been contacted for this

property.

The values in the Rank column indicate how closely the property matches their preferences. A lower value

indicates a better match. For example, a rank of 1 indicates that the property is a very good match, while a rank

of 3 indicates that the property is a weaker match.


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Sending Property Listing Mailers

After you’ve identified the potential Buyers\Tenants, you can send them a listing mailer for this property. To send

a listing mailer, you need to:

1. Select the Buyers\Tenants you want to send the mailer to. You can either click the Select all button ( ) to

select all the potential Buyers\Tenants in the list, or you can choose individual Buyers\Tenants by selecting

the checkbox next to their name in the list.

Note: You cannot send the listing mailer to a Buyer\Tenant who has opted out of mailers. To determine

whether the Buyer\Tenant has opted out of mailers, scroll right in the list and check the Receives Mail

column. A value of ‘No’ in this column indicates that the Buyer\Tenant has opted out of mailers.

2. Click the drop-down arrow next to the Email button ( ) and select Mail Property to Buyers\Tenant.


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3. In the email window, ensure that all the selected Buyers have valid email addresses. If a Buyer does not

have an email address, click the Edit email link and then type the email address in the text box that appears.

Then click the Next button to continue

4. Ensure that the email details are correct. The fields indicated with an asterisk are compulsory and must be

completed. Then click the Next button to continue.


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5. View the preview to ensure that the details are correct. Then click the Send button to send the mailer.

Note: The PropCtrl logo will be replaced by the Agency’s logo.


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Adding Activities

Activities are a great way of logging property and mandate events. PropCtrl allows you to capture the following

types of activities:

Property Viewed: Used in order to capture details about viewings by potential Buyers.

Communication: Used in order to capture details about a telephone conversation about the property.

Show Day Attended: Used in order to capture details about show day visits.

Remark: Used in order to capture remarks from potential Buyers.

To create an activity for a property, you need to:

1. Open the mandate and click the Activity tab.

2. Click the Add button and select the type of activity you want to add.


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3. In the Add Activity window, complete the mandatory fields, and then click the Save button.

Note: All activity types are added in the same way, although they do have slightly different mandatory fields.


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Chapter 3: Offers and Deals

Creating an Offer

To create an offer for a property:

1. Open the mandate and click the Deals tab.

2. Click the Add Offer button ( ) to add a new offer for this property.

3. In the Add Offer window, select a Buyer, specify the offer amount, and select the date the offer was

made.

Note: You can also provide any other information in the Offer comments text box.

4. Click the OK button to add the offer and close the Add Offer window.

Note: The offer will be listed in the table with the New Offer status.


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5. Click the Save button ( ) to save the new offer.

Note: Creating a new deal by selecting New Deal from the Deals menu allows you to create a deal

without first creating an offer, although, creating a deal in this way automatically creates and accepts an

offer. You can view the offer by opening the mandate and clicking the Deals tab.


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Starting a Deal

There are three ways to start a deal:

1. From the mandate’s Deals tab

2. From the mandate’s Overview tab

3. From the Deals menu

Starting a Deal from a Mandate’s Deals Tab

The Deals tab appears when a new mandate is saved for the first time. It enables you to capture new offers for

the property. It also enables you to accept or reject offers that have been made. Accepting an offer from the

Deals tab automatically creates a new deal.

1. After locating the mandate, navigate to the Deals tab, select the offer, and click the Accept button ( ).

2. In the New Deal dialog box, click the Deal Status drop-down list, select the appropriate status, and click

the OK button.

Note: Creating a deal in this way will set the Deal status to either Pending, Concluded, or Registered, and the

Mandate status to Sale Pending.


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Starting a Deal from the Mandate’s Overview Tab

1. On the mandate’s Overview tab, click the Change Status button ( ).

2. In the Mandate status dialog box, click the Change status to drop-down list, select Sold By Us, and

click the OK button.


the OK button.

Note: Creating a deal in this way will set the Mandate status to Sold and the Deal status to either Pending,

Concluded, or Registered.


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Starting the Deal from the Deals Menu

1. Click the New Deal menu item in the Deals menu.

2. In the New Deal window search for and select the mandate for which you want to start the deal. Then

click the Select button to continue.


the OK button.

Note: Creating a deal in this way will set the Deal status to either Pending, Concluded, or Registered, and the

Mandate status to Sale Pending.

The Offers indicates the number of offers that we

made on this mandate.


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Completing the Deal

After starting the deal process, PropCtrl will create a new deal for the mandate and display the Deals tabs. All the

mandatory fields in Deals tabs must be completed before any electronic instructions can be sent.

1. Complete the fields in the Deal Info tab.

Note: The mandatory fields will vary depending on the selected deal status.

2. The Financial tab lets you capture the details of how the property will be financed. It also lets you enter

information about the property’s current bond.

Note: The Difference field in the Financial section will be automatically updated as you enter the

amounts. This could be used to indicate any financial shortfall.


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3. Complete the fields in the Financial tab.

Note: The VAT field can be used to specify whether the commission is VAT incl., VAT excl. or Not

Applicable.

4. Complete the fields on the Attachments tab.

You can add multiple document links to the deal. Document links are only available to other agents in the

Agency.

You can also add the Offer to Purchase to the mandate.

Note: If you attach the Offer to Purchase it will atomatically be attached to the ETI that is sent to the

Attorney. You can only add one file in the Offer to Purchase section.

5. Click the Save button ( ) to save the deal.


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After saving the deal, an Overview tab will become available. This tab displays the basic details pertaining to the

deal. Use this tab to add notes, change the deal status, and navigate to the mandate.


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Applying for Commission Financing

PropCtrl enables you to print the KorbiCapital Commission Financing application form. Estate Agents can use this form to apply for commission bridging assistance. To access the application form, you need to do following:

1. Open the Deal button ( ).

2. Click the Actions button and select Apply for Commission Financing.

Note: If you print the form from the Deal, it will be pre-populated with the sale information.

You can also print the KorbiCapital Commission Financing application form by clicking Commission Financing from the Deals menu.

Note: If you print the form from the Deals menu, it will be blank.

The form will be downloaded in PDF format. After completing the form, fax it to 0861 088 892, or email it to [email protected].

mailto:[email protected]


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Sending Electronic Instructions

You must complete all the mandatory fields in the New Deals tabs, and save the deal before you can send any

electronic instructions.

PropCtrl enables you to send two types of electronic instructions:

1. Electronic Transfer Instruction (ETI) to an Attorney

2. CCP Instructions to Compliance Certificate Providers (CCPs)

Sending Electronic Transfer Instructions (ETIs) to Attorneys

To send an ETI to an Attorney, you need to:

1. Open the deal and click the Instructions tab.

2. Type the name of the Attorney in the Select Seller’s attorney firm text box, or click the Select Attorney

button ( ).

Note: If you choose to type the Attorney’s name, a list of Attorneys will appear as you type. You can

select the Attorney from this list.

Note: You can send ETIs to attorneys that are on the REASA and Gateway panels. Attorneys that are on

the Gateway Panel and use either GhostConvey or LegalSuite, will receive the ETI in their conveyancing

software. All other attorneys will receive the transfer instruction in email format. PropCtrl will indicate how

the Attorney will receive the instruction after you have made a selection.


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3. If you choose to click the Select Attorney button, select the required Attorney from the list that appears,

and click the OK button.

Note: PropCtrl does not distinguish between Attorneys that are on the REASA or Gateway panels. All

Attorneys can be instructed from PropCtrl, however, the delivery method may vary.

4. Provide the attorney’s name, contact number, and email address. This information should be

automatically populated if it has been captured for the selected attorney. If the information is not

populated, you can provide it manually by typing it in the appropriate text boxes.

5. Click the Save button ( ) to save the deal.

Note: You must save the deal before you can send the instruction.

6. Click the Instruct Attorney button.


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7. In the Instruction tab of the Attorney Instruction window, ensure that all the mandatory fields are

completed. Most of the information should be pulled through from the Mandate, Deal, and Agent profile.

You can also attach the Offer to Purchase to the ETI. If you attached the Offer to Purchase to the Deal, it

will be added to the ETI automatically.

Note: You can only attach one file to the ETI.



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8. In the Collaboration tab of the Attorney Instruction window, specify whether you want to invite the

Buyer(s) and Seller(s) to monitor the transaction progress using Property Tracker. To invite a

collaborator, select the checkbox next to their name. If you select the Buyer(s) and Seller(s), they will

automatically receive milestone notifications via email.

Note: Buyer(s) and Seller(s) will be automatically selected for collaboration.

You can also specify whether you want email notifications to be sent to other Agents involved with the

deal. By default, all internal Agents involved with the deal will be selected to receive milestone

notifications.

9. Click the Send button to send the ETI.

10. Click the OK button to confirm that the instruction was sent successfully.


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Sending Compliance Certificate Providers (CCPs) Instructions

To send a CCP Instruction, you need to:

1. Open the deal and click the Instructions tab.

2. In the Compliance Certificate Providers (CCPs) section, click the Add CCP Instruction button ( ).


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3. In the Instruct Certificate Providers window, click the Types drop-down list and select the types of

certificates that are required for the property.

Note: You can select more than one certificate type at a time.

4. Click the Provider drop-down list and select the CCP you want to perform the selected inspections.

Note: The Provider drop-down list will only display CCPs that are able to perform all the inspections

selected in the Types drop-down list.


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5. Provide the Attorney contact information. This information will be automatically populated if it was

provided when the ETI was sent. If it is not, ensure that you type the information in the appropriate text

boxes.

Note: The Attorney contact information is mandatory, and must be completed before the CCP instruction

can be sent.


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6. Click the Contact drop-down list and select the person you want the CCP to contact if they have any

further queries.

Note: If the selected contact has contact numbers, they will be automatically populated in the Contact

number text box. If the contact does not have any contact numbers, you can manually enter them in the

Contact number text box.

7. Type any other instructions you want to provide in the Additional instructions text box.

8. Click the Instruct button to send the instruction to the CCP.


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Keeping Track of ETIs and CCP Instructions

Using the Instruction Report

The Instruction Report enables you to view the status of all the ETIs and CCP instructions that have been sent.

To view the Instructions Report, you need to:

1. Click the Reports item in the PropCtrl Deals menu, and then double-click Instruction Report in the Deal

section.


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2. Provide the report criteria. The Instruction Report window allows you to provide some criteria that will be

used to filter the results displayed in the report. You can filter the results by branch, date, agent, and

instruction type (ETI or CCP).

3. Click the Run button and then click either Table if you want to view the results in an interactive table

format, or Instruction Report if you want to view the results in a printable version.


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The instruction report provides valuable information about ETIs and CCP instructions. For each instruction, the

report displays its type, current status, and recipient. It also shows when the instruction was first sent, and when it

was last updated. The image below shows an example of the Instruction Report in the table format.

Note: Remember that you can customise your report view by adding and removing columns.

Viewing Deal Statistics

Use the Deal Statistics menu to view statistics for all the deals in your Agency. You can filter by Branch, Agent

and Sale Agreement Date.

To view the Electronic Instructions Report, click the Deal Statistics item in the PropCtrl Deals menu.


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Viewing ETI status To view the current status of an ETI, open the deal for which the ETI has been sent, and click the Instructions

tab.

The ETI status in PropCtrl is updated automatically, and always reflects the latest status.

Viewing CCP instruction status

To view the current status of a CCP instruction, open the deal for which the instruction has been sent, and click

the Instructions tab.

The instruction status in PropCtrl is updated automatically, and always reflects the latest status. PropCtrl also

shows when the instruction status was changed.


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Chapter 4: Inviting Attorneys and CCPs

PropCtrl allows you to invite Attorneys and CCPs to join the REASA panel. Joining the REASA panel enables

Attorneys and CCPs to receive instructions electronically from Estate Agents using PropCtrl.

Inviting Attorneys

To invite an Attorney to join the REASA panel, you need to:

1. Click Invite Attorney below the Deals menu to open the Select Attorney to Invite to REASA window.

2. In the list, select the Attorney you want to invite. If the Attorney is not in the list, click the click here to

invite link.

Note: Only Attorneys that are already activated on Gateway will be listed.


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3. Provide the Attorney’s details. If you selected the Attorney from the list, the Attorney’s details will already

be completed. If you click the link, you’ll need to manually enter the Attorney’s details.

4. Review the message that will be sent to the Attorney. You can make changes to the message if you want

to customise it.

5. Click the OK button to send the invitation.


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Inviting CCPs

To invite a CCP to join REASA, you need to:

1. Open the deal you want to send the CCP instruction for, and select the Instructions tab.

2. Click the Add CCP Instruction button ( ).

3. In the Instruct Certificate Providers window, click the Invite button.


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4. In the Invite a CCP window, provide the company name, the name of the contact person, and an email

address.

5. Click the Invite button to send the invitation.

The invitation is sent to the CCP in the form of an email, which directs the CCP to access the REASA website to complete the online registration form.


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Chapter 5: Managing Contacts (Buyers, Tenants, and Owners)

PropCtrl allows you to create contacts with a Buyer, Tennant, or Owner Profile.

Note: A contact can have more than one profile. For example, a contact that is selling their current property to

buy a new property can have an Owner Profile and a Buyer Profile in PropCtrl.

Adding a Buyer/Tenant

To add a contact with a Buyer or Tenant Profile to your database, click New Contact in the Contacts menu, and

then select either Buyer or Tenant.

Note: The Buyer and Tenant Profiles have very similar fields.

When creating a new Buyer or Tenant contact, you need to complete three tabs:

1. Contact

2. Buyer\Tenant Profile

3. Attachments


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Contact Tab

The Contact tab is used to capture personal information about the contact, such as their name, contact details,

and physical address.

Note: The fields on the Contact tab are exactly the same for Buyers and Tenants.

The Contact tab is divided into the following sections:

Basic Details

This section allows you to specify whether the contact is an individual or a legal entity, and which branches the

contact is associated with. You can also upload a photo of the contact.

If the contact does not want to receive any email communication from the Agency, select the Opt out of mailers

check box. This will prevent you from sending listing mailers to the contact.

Personal Details

This section is used to capture the contact’s name, title, date of birth, ID number, and email address. Only the

first and last name fields are mandatory.


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Contact Numbers

This section allows you to capture the contact’s home, work, and mobile contact numbers. You can add

additional contact numbers by clicking the Add button ( ).

Physical and Postal Address

These sections are used to capture the contact’s physical and postal address. These are optional fields.

Associated Agents

This section allows you to associate an Agent with the contact. To associate an Agent, click the Add Agent

button ( ).

Bank Details

This section is used to capture the contact’s banking information. These are optional fields.


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Buyer\Tenant Profile Tab

The Buyer Profile and Tenant Profile tabs are very similar. The tabs contain the following sections.

Buyer\Tenant Details

This section allows you to specify the contact’s urgency, current property status, and expected occupation date.

Note: The fields in the details section vary slightly between Buyer and Tenant profile.

For Buyers, this section provides additional fields that enable you to specify the contact’s bond requirements and

reasons for buying.

For Tenants, this section provides an additional field that enables you to indicate whether the contact has been

credit checked.

Buyer\Tenant Preferences

This section enables you to capture the Buyer’s property requirements, or the Tenant’s rental requirements. For

Tenants, this section includes an additional field that allows you to indicate the required rental term.


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Attachments Tab

This tab allows you to add links to documents on your computer or network, and website URLs. The image below

shows the Document Links section.

Click the Add Link button ( ) to add a document link to the contact.

Adding an Owner

To add a contact with an Owner Profile to your database, click New Contact in the Contacts menu, and then

select Owner.

When creating a new Owner contact, you need to complete three tabs:

1. Contact

2. Buyer\Tenant Profile

3. Attachments

Contact and Attachments tabs

The Contact and Attachments tabs are identical to that for a Buyer or Tenant.


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Owner Profile Tab

This tab allows you to provide a reference for the contact profile.

Saving the Contact

After completing the fields in the Contact, Profile, and Attachments tabs you need to save the contact. Click the

Save button ( ) to save the new contact to your database.

After the contact has been saved, a Contact Overview tab will become available. This tab provides some

important information about the contact, such as contact numbers and associate Agents.

Notes

The Overview tab also includes a Notes section. An automatic ‘System Note’ is added each time the contact

profile is updated. You can also add custom notes by clicking the Add Note button.

Finding Properties for Buyers

PropCtrl provides a feature that enables you to quickly and easily find properties that match a Buyer’s

preferences.


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To find properties for Buyers, you need to:

1. Open the contact you want to find a property for, and click the Buyer Profile tab.

2. Click the drop-down arrow next to the View Matches button and select either All results or Search on

Property24.

Select All results to view a list of all your Agency’s properties that match the buyer’s preferences. This

option will display the results in PropCtrl.

Select Search on Property24 to go to the Property24 website and view all properties, from all agencies, that

match the buyer’s preferences.


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3. View the list of properties that match the Buyer’s preferences.

The list of properties indicates whether the Buyer has already viewed or been contacted for a specific property.

The values in the Interest Level column indicate whether the Buyer has expressed any interest in the property.


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Sending Buyer Listing Mailer

After you’ve identified the properties, you can send them to the Buyer in the form of a listing mailer.

Note: You cannot send a listing mailer to a Buyer who has opted out of mailers.

To send a Buyer listing mailer, you need to:

1. Select the properties you want to include in the listing mailer. You can either click the Select all button ( )

to select all the properties, or you can choose individual properties by selecting the checkboxes in the list.

2. Click the drop-down arrow next to the Email button ( ) and select Mail Properties to Buyer.


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3. Ensure that the email details are correct. The fields indicated with an asterisk are mandatory and must be

completed. Then click the Next button to continue.

4. View the preview to ensure that the details are correct. Then click the Send button to send the mailer.

Note: The PropCtrl logo will be replaced by the Agency’s logo.


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Adding Activities

Activities are a great way of keeping track of Buyer and Tenant events. PropCtrl allows you to capture the

following types of activities:

Property Viewed: Used in order to capture details about viewings by the contact.

Communication: Used in order to capture details about telephone conversations with the contact.

Show Day Attended: Used in order to capture details about show day visits by the contact.

Remark: Used in order to capture remarks made by the contact.

To create an activity for a Buyer or Tenant, you need to:

1. Open the contact and click the Activity tab.

2. Click the Add button and select the type of activity you want to add.


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3. In the Add Activity window, complete the mandatory fields, and then click the Save button.

Note: All activity types are added in the same way, although they do have slightly different mandatory fields.

Viewing Offers and Purchases

You can view a list of all the offers and purchases that a Buyer has made by opening the contact profile, and then

selecting the Activity tab.

Note: You can only view offers and purchases for contacts that have a Buyer profile.

The Offers and Purchases section provides a list of all the offers with their current statuses, and purchases that

have been registered.

Note: A deal will only appear in the list if the status is set to Registered.

You can click the links in the Listing Number column to go directly to the Property24.com listing. You can also

export the list of offers and purchases to an Excel spreadsheet by clicking the Excel button ( ).


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Chapter 6: Reports, brochures, and statistics

Reports

Accessing the reports

PropCtrl provides detailed reporting functionality. To access the reports, click the Reports item in the Reports

menu.

The reports are presented in four sections: Mandate, Contact, Deal, and Agent. To access a report, double-click

the report name in the list.


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Filtering the Report

After double-clicking the report, a Report Criteria dialog box should appear. This dialog box allows you to filter

the information displayed in the report by specifying search criteria.

Note: The available report criteria will vary by report. All report criteria fields are optional.

Alternatively, you can leave the search criteria fields blank to view a report containing all the information.

Running the Report

After you’ve specified the search criteria, click the Run button and then select the report view. PropCtrl offers two

report views: table view and printable view.

To view the report in the table, select Table from the list that appears. To view the printable report, select any

other option from the list.


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Viewing and Using the Report

Regardless of the view selected, the report will open in a new tab. This allows you to run, and switch between

multiple reports.

Table View

The table view presents the report information in tabular format. Each row in the report is interactive, so you can

click links to access additional information, and you can double-click each row to view more information about the

item. For example, if you’re viewing a Mandate Report, you can double-click an item in the report to open up that

mandate.


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Printable View

The printable view optimizes the report for printing, and adds the Agency branding. The printable view also allows

you to edit the text, or change basic formatting, such as font type, size, and colour.

Note: Reports in printable view are not interactive.

To print the report, click the Print button ( ). To save the report as an editable .RTF document, click the Save

button ( ), or click the Save as PDF button ( ) to save the report as a .PDF document.


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Types of Reports

The following table lists the PropCtrl reports, along with descriptions.


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Favourite Reports

PropCtrl enables you to create and save custom ‘favourite’ reports for those reports that you need to run regularly. Using favourite reports save you time, as you are able to run your reports quickly and easily, without the need to specify your report criteria each time. To create a favourite report you need to do the following:

1. Click the Reports menu, and then click Favourite Reports.

2. Click the Add button to open the Create a Favourite Report wizard, which walks you through the 4-step

process of creating a favourite report.

3. Select a module, and the type of report within that module. For example, if you want to view a report on

sales, select the Deal module, and then select the Sales Report.

4. Select the required output format. Reports can be generated in an interactive table, printable format, or

spreadsheet. For example, if you want to generate the report in PDF format, select Sales Report in the

Output drop-down, and then select PDF in the Format drop-down.

Note: you can also add additional columns to the report, or remove unwanted one. To do this, click the

Add button ( ) next to the Column configuration drop-down.

5. Click the Next button to continue.


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6. Specify the report criteria. Use these options to filter the information displayed in the report.

Note: If you select the Prompt for parameters every time the favourite is run check box, the Report

Criteria dialog box will display each time the report is run. This will enable you to tweak your report

criteria before running the report.



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8. Provide a name and description for the report.


10. Confirm that the report configuration is correct, and then click the Finish button to create the report and

close the wizard.


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Brochures

PropCtrl provides a built-in feature for creating property brochures. Brochures can be created from:

1. The mandate

2. The Stock List Report

Creating a Brochure from the Mandate

To create a brochure from a mandate, you need to:

1. Open the mandate for the property you want to create a brochure for.

2. Click the Reporting button ( ), highlight Brochures, and then select the type of brochure you want to

create.


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Creating a Brochure from the Stock List Report

To create a brochure from a Stock List Report, you need to:

1. Run a Stock List Report in the table view.

2. Right click the property in the report table, highlight Brochures, and then select the type of brochure you

want to create.


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Statistics

PropCtrl provide statistics for mandates, contacts, and deals.

Mandate Statistics

To access the mandate statistics, click the Statistics item below the Mandates menu and then select Mandate

Statistics.

You can filter the data used to calculate the statistics by specifying filter criteria. This allows you to draw statistics

for a specific group of properties. Alternatively, you can leave all the filter criteria fields blank to draw statistics on

all the mandates in your database.

Click the Calculate Stats button to view the statistics.


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The statistics are divided into four tabs:

General Statistics

This tab provides general stats, such as the overall sales conversions, average list price, and average mandate

agreement period.

Mandate Source

This tab shows the number of mandates generated from each source, such as adverts, business cards, flyers,

and referrals.

Status

This tab shows how many properties are in each of the mandate statuses, e.g. pending, concluded, and on

market.

Mandate Agreement Type

This tab provides information about the number of sole, open, and joint mandates.

Property24 statistics

Property24 Lead Summary

Property24 Lead Summary provides information about your leads in easy-to-understand graphs and month-to-

month comparisons. It compares your views and leads with Agency averages. To view the Property24 Lead

Summary, click the Statistics item in the Properties menu, and select Property24 Lead Summary.


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Property24 Listing Statistics

The Property24 Listing Statistics provide information about the views and leads for each mandate you have listed

on Property24.com. It also provides some other generic information about that property. To view the Property24

Listing Statistics, click the Statistics item in the Properties menu, and select Property24 Listing Statistics.

Contact statistics

To access the contact statistics, click the Contact Statistics item in the Contacts menu.


for a specific group of contacts. Alternatively, you can leave all the filter criteria fields blank to draw statistics on

all the contacts in your database.



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The statistics are divided into four tabs:

General Statistics

This tab provides information about the average minimum and maximum prices for contacts.

Prospect Sources

This tab shows the number of contacts generated from each source, such as adverts, business cards, flyers, and

referrals.

Property Type Preferences

This tab indicates how many customers prefer each property type.

Suburb Preferences

This tab indicates how many customers prefer specific suburbs.


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Deal Statistics

To access the contact statistics, click the Contact Statistics item in the Contacts menu.


for a specific group of deals. Alternatively, you can leave all the filter criteria fields blank to draw statistics on all

the deals in your database.


The statistics are presented in a General Statistics tab. This tab provides information about the number of sales

and cancellations, and the average selling price, deposit, and commission.


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Chapter 7: Managing Agents

Creating an Agent

To add a new Agent to your database, click New Agent in the Agents menu, and then select Estate Agent.

When creating an Estate Agent, you need to complete three tabs:

1. Contact

2. Agent Profile

3. Attachments


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Contact Tab

The Contact tab is divided into the following sections:

Basic Details

This section allows you to specify which branches the Agent is associated with. You can also upload a photo of

the Agent.

Personal Details

This section is used to capture the Agent’s name, title, date of birth, ID number, and email address. Only the first

and last name fields are mandatory.

Contact Numbers

This section allows you to capture the Agent’s home, work, and mobile contact numbers. You can add additional

contact numbers by clicking the Add button ( ).


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Physical and Postal Address

These sections are used to capture the Agent’s physical and postal address. These are optional fields.

Bank Details

The section is used to capture the Agent’s banking information. These are optional fields.


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Agent Profile Tab

The Agent Details section allows you to provide the Agent’s start and end date. It also allows you to capture the

Agent’s Fidelity Fund details, VAT requirements, and default commission.

Note: The default commission will be used automatically when creating deals.

You can also provide an agent biography, as well as links to the agents Facebook and Twitter accounts. This

information can be published to the Propety24 website to provide potential customers with more information

about the agent. To publish the biography and Facebook and Twitter URLs to the Propert24 website, select the

Published on Property24 check box.

Note: Remember, only fields indicated with a blue dot may be published to the Property24 website.

This tab also enables you to associate users with the Agent. Associated users will be able to view and edit

mandates, deals, and contacts. To add an associated user, click the Add User button ( ).


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Attachments Tab

This tab allows you to add links to documents on your computer or network, and website URLs. The image below

shows the Document Links section.

Click the Add Link button ( ) to add a document link to the Agent.


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Deactivating Agents

PropCtrl enables you to deactivate an agent’s PropCtrl profile. To deactivate an Agent, you need to do the following:

1. Open the Agent’s profile and click the Contact tab.

2. Deselect the Active check box.

3. Click the Save button ( ) to save the changes.

You cannot deactivate an agent that has associated mandates. You need to replace these agents before you can deactivate them.

Replacing Agents

Replacing an Agent removes the agent from a mandate they are associated with and replaces them with a different agent. When you replace an agent, the associated listings on the Property24 website will be automatically updated. To replace an agent, you need to do the following:

1. Open the Agent’s profile and click the Associated Data tab.

2. Click the View Associated Mandates button ( ).


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3. Select the required mandate in the list.

4. Click the Replace button ( ).

5. In the Select Agent window, select the replacement Agent and click the OK button.

6. In the Delete dialog box, click the Yes button to confirm that you want to replace the agent.


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Adding 3rd party Agents and Agencies

PropCtrl allows you to add 3rd party Agents and Agencies to your database. This allows you to add 3

rd Party

Agents or Agencies to your mandates as Mandate Holders or Referring Agents.

1. To add a 3rd party Agent or Agency, click the Agents menu, then click New 3

rd Party, and then select

either Agency or External Agent.


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2. Next, you need to capture the information for the Agent or Agency. The required fields for 3rd party

Agents and Agencies are very similar.

When creating a new Agent or Agency, you must specify the Branch, and you must provide the Company name for Agencies, and the first and last name for Agents.

3. After you have complete the mandatory fields, click the Save button ( ) to save the Agent or Agency to

your database.


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Chapter 8: Searching

Performing a Search

PropCtrl enables you to search for Properties, Contacts, Deals, and Agents. The search functionality can be

accessed by clicking the Find a … item in the Properties, Contacts, and Deals menus. For example, to search

for a property in your database, click the Find a Property item in the Properties menu.

Searching

PropCtrl provides a wide variety of search criteria that you can use to filter your search results. You can click the

Advanced Criteria bar to access more search criteria that you can use to further refine your search. To perform

a search, specify your criteria and then click the Search button ( ).

Custom Searches

If you perform certain types of searches often, you can save the search criteria so that you can perform the

search at any time, without having to specify the criteria again. To save a search, specify your search criteria,

click the Save search criteria button ( ), and then provide a name for the search. To perform the search, click

the Custom searches button ( ), and select the search from the list.

Preset Searches

PropCtrl provides built-in preset searches. The preset searches have predefined search criteria, and allow you to

perform some of the most common searches with a few clicks of the mouse. To perform a preset search, click the

Preset searches button ( ), and then select the required search from the list.


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Viewing Search Results

After you have entered your search criteria and clicked Search, you will be presented with a list of results

matching your search criteria in a table format.

Note: The functionality described in this Table View section can be found throughout PropCtrl where results are

presented in a tabular format.

Note: After performing the search, the Search Criteria section will be collapsed at the top of the tabbed page.

You can click the Search Criteria bar at any time to view or change your search criteria. You can also click the

New search button ( ) to clear the current search results and run a new search.

Tip: Click hyperlinks in the P24 List # column to go directly to the listing on Property24.com.

Tip: Use the checkboxes to select a subset of the search results.


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To open a mandate returned by the search, simply double-click the row in the table. You can also access reports,

brochures, and flyers for a specific property by right-clicking the row in the table. The image below shows the

pop-up menu that appears when right-clicking a search result in the table.

Using Search results

Selecting Search Results

To select a search result, simply select the checkbox that appears next to it in the search results table. You can

also select all the results in the table by clicking the Select all button ( ). Clicking the Select all button for a

second time will deselect all the selected search results.

Creating Reports

To produce a report, flyer, or brochure for a single search result, or a group of selected search results, click the

Generate Reports button ( ), and select the type of report or brochure from the list that appears.

Exporting to Excel

To export a single search result or a group of selected search results to an Excel spreadsheet, click the Export

button ( ).

Emailing

To send the search results via email, click the Email button ( ). Clicking the Email button exports the selected

search results to an Excel spreadsheet, launches your email client, and attaches the spreadsheet to a new email.

To send the email, you need to specify a recipient and subject, and provide text in the email body.

Note: Only email clients that support the Messaging Application Programming Interface (MAPI) can send the

email.


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Customising Search Results Table

PropCtrl allows you to customise the search results table. It enables you to add and remove columns, and

change the order in which they appear. To add or remove columns, click the Customize Table Configuration

button ( ) to open the Table Customization window.

The Available Columns list displays the columns that can be added to the search results table. The Selected

Columns list displays the columns that are already displayed in the search results table.

Adding Columns

To add a column to the search results table, select the required column in the Available Columns list, and click

the Add button ( ), or double-click the required column in the Available Columns list. To move all the

columns from the Available Columns list to the Selected Columns list, click the Add All button ( ).

Removing Columns

To remove a column from the search results table, select the column in the Selected Columns list, and click the

Remove button ( ). Alternatively, double-click the column in the Selected Columns list. To move all the

columns from the Selected Columns list to the Available Columns list, click the Remove All button ( ).

Tip: Sort or group specific columns from these drop-

down menus.


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Rearranging Columns

To change the order of the columns in the search results table, click the column in the Selected Columns list,

and then click the Move up button ( ) to move it up the list, or click the Move down button ( ) to

move it down the list.

Note: The order of the columns in the Selected Columns list reflects the order of the columns in the search

results table.

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