Manage Broker Agents

Revised December 17, 2008

Description

Broker Agents are associated to Prospects/Buyers and Projects, and can be included in company level or project level reports as well as Marketing Campaigns with To Do tasks managed in the same manner as Follow-up campaign tasks for Prospects and Buyers.

Notes

Primary Tasks
Add a Broker Agent
Manage Broker Agents (Directory)
Manage Broker Agents (SR Module)

 

 

Tasks

Steps

Add a Broker Agent

 

 

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Navigation Path

Directory > Broker Agents

Steps

  1. Select Add a Broker Agent link.

  2. Complete all required information marked with a red asterisk.  Include any additional, non-required information gathered from the broker. [Email address is necessary for Marketing Campaigns]
  3. Select Save button or Cancel to return to previous screen.

Manage Broker Agents (Directory)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Navigation Path

Directory > Broker Agents

View Broker Record

Steps

  1. Select View link at [Broker Name] record.
  2. Broker Agent Information screen is displayed with Actions box and sub-tabs to manage the sub-tasks below.

Edit Broker Record

Steps

  1. Select Edit link.
  2. Complete or modify information as described in Add a Broker Agent task above.
  3. Select Save or Cancel button.

Archive / Restore Broker Record

Steps

  1. Select Archive link.
  2. Broker Agent status is updated, the Broker Agent record is moved to the Archived sub-tab, and the record will not display when SR searches for Broker Agent.
  3. When archived, Restore link is displayed for selection, which reverses the Archive process and moves the record back to the Active sub-tab.

Manage Notes

Steps

  1. Select View link.
  2. Broker Agent Information screen is displayed.
  3. Select Add Note link.
  4. Enter note content in Note text field.
  5. Select Save button or Cancel to return to previous screen.

Notes:

    Notes sub-tab:

    • The new note's text, Created On and by, and Modified On and by information is stored in Notes sub-tab for viewing.
    • Edit and Delete links are displayed for further Note management.

Email Broker Agent

Notes

Broker Agents can be Emailed directly from the Broker Agent list or from within the Broker Agent record.

Steps

  1. Select Email link. Send Email screen displays.
  2. Select Email template from drop down menu [only documents saved in Document Management with Broker Agent Email type will display here]; or No Template.
  3. To text box auto-fills with Broker Agent email address.
  4. Manually enter additional email addresses as desired, in To, CC, and BCC text entry boxes.
  5. From text box auto-fills with the Current User's email address.
  6. Select attachments, if any, to add to the email. All documents in the document library are displayed, with the ability to search, or to filter by document folder name.
  7. Subject box auto-fills with the NAME of the Email template selected from the drop down above; or, manually enter the Subject of the email.
  8. Body text box auto-fills with content from the Email template selected from the drop down above; or, manually enter the content in the Body text box.
  9. Select check box to Send as HTML?
  10. Select buttons as appropriate to Check Spelling, Preview, Send the email, or Cancel to return to previous screen.

Add a Task

Steps

  1. Select Add a Task link.
  2. Add Broker Agent Task screen displays. Complete all information marked with a red asterisk (*).
  3. Tasks will be visible in Directory and SR module, handled in the same manner as Prospect/Buyer To Do tasks. (See Manage Broker Agent & Mortgage Co Tasks for more)

Associate / Unassociate Projects

Steps

  1. Select the View link.
  2. Select Associate/Unassociate Projects link.
  3. Associate Projects:
    1. Select Unassociated sub-tab
    2. Check boxes for every Project desired
    3. Select Associate button
  4. Unassociate Projects:
    1. Select Associated sub-tab
    2. Check boxes for every Project desired
    3. Select Unassociate button

 

Manage Broker Agents (SR Module)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Navigation Path

SR > Prospects > [Prospect Name] > Broker Agent Info

SR > Buyers > [Buyer Name] > Broker Agent Info tab

Note

The only tasks regarding Broker Agents which are managed at the Project Level in the SR module are:

  • Associate a New Broker Agent
  • Remove / Change an Existing Broker Agent Association
  • Email Broker Agent

All other links and tasks redirect the user to the Directory to edit and manage.

Associate New Broker Agent

Steps

  1. Select Broker Agent Info link or tab.
  2. Project Broker Agents list displays.
  3. Select Associate Broker Agent from Broker Agent Name line. Prospect's Broker Agent Info tab displays with Current Broker Agent record displayed.
  4. Select Remove Association button to remove the Current Broker Agent association with this Prospect, or Change Association button to finalize this association.

Remove / Change Existing Broker Agent Association

Steps

  1. Select Broker Agent Info link or tab.
  2. Select Remove Association button to remove Current Broker Agent association.
    1. To associate another Broker Agent with this Prospect/Buyer record, select Associate Broker Agent button, go to Step 3 below.
    2. To leave Prospect record without an associated Broker Agent, select any other link.
  3. Select Change Association button to replace Current Broker Agent with another one.
  4. Project Broker Agents list displays.
  5. Select Associate Broker Agent link from Broker Agent Name line.
  6. Select Change Association button to finalize this association.

Note: The user may add a new broker from the Current Broker Agent screen by selecting Add Broker Agent button, which will redirect you to Directory > Broker Agents tab for entry.

Email Broker

Navigation Path

SR > Broker Agent/Mortgage Co List

Steps

  1. Select Email link. Send Email screen displays.
  2. Select Email template from drop down menu [only documents saved in Document Management with Broker Agent Email type will display here]; or No Template.
  3. To text box auto-fills with Broker Agent email address.
  4. Manually enter additional email addresses as desired, in To, CC, and BCC text entry boxes.
  5. From text box auto-fills with the Current User's email address.
  6. Select attachments, if any, to add to the email. All documents in the document library are displayed, with the ability to search, or to filter by document folder name.
  7. Subject box auto-fills with the NAME of the Email template selected from the drop down above; or, manually enter the Subject of the email.
  8. Body text box auto-fills with content from the Email template selected from the drop down above; or, manually enter the content in the Body text box.
  9. Select check box to Send as HTML?
  10. Select buttons as appropriate to Check Spelling, Preview, Send the email, or Cancel to return to previous screen.