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User manual - telephone support

1. ecessesecceeceeee ences ee aeeee senses ene 41 TT PISO E E E T T S FERLUEREBARSUU FUA M edi ep Re UR E RETE AL 43 EG i NEUTER 43 111r Property Marketing Report EET 43 JR C10 ERREUR 44 11 1iii Local Information and CORmDAFADIBS uae antessdbd un decir eei RE UR DE KE wma e rpE tiat siaviuiateben 45 11 1iv Greate Briefcase EE 45 11 1v List Briefcases accion n R E NEE E ES 46 11 1vi Leasehold Transactional Analysis Report LAR and Sales Transactional Analysis Report E E E ee cs E A E A E E A A S 46 11 1 vii Property Exports 2 0 0 c ccccccceceecececceeneeeeeseeecececessaesaeeseeceeceaaeaaacneeeeesseasaasaeeseeesesesanensasessees 47 TU ae oo cea ae T PT 47 11 21 Contact A WINE E 47 11 2ii Local Information and Comparables eeeeseseseesese eene eene enne nnne 47 Melissa Read P 2 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 11 2iii Company activities os id oo on cents uasa nenne prece bp pague std aeneae rapa on it bust pa Roe sr sende ERRARE tantre renne 47 112V Contact do boo T 47 11 2v Multiple contact activity report sssssssssssssseseeee eene nere enne nnn rennes 48 EI 0 201 020 EIL OO LETTERS RE 49 11 3i Work in progress report ssssssssessssessseee nennen nennen enne nnn ee ren nnne nennen n nne se nene 49 11 31 Workgroup activity report iu aen
2. Contact Modified Lynda Lemont Guest at 12 05 18 Jan 2007 Company Modified Lynda Lemont Guest at 12 05 18 Jan 2007 Company Code 10 Invoicing Alias Not your contact e By hovering your cursor over any part of the form that you do not understand a pop up box will explain that button or drop down box s function 07957829677 Thame Lynda Lemont Dir Email J kGcsldescom Category WARNING Email Opt Out You can not email from mail merge if ticked e Inthe above image you can see that by ticking the box next to the email address of the contact that contact s address will be removed from ALL emailshots This is useful if that contact has requested not to be contacted by email or having received an emailshot they then wish to unsubscribe For further information on mailmerges and how to set up parameters for clients who should and should not receive mailshots please see the relevant section in this manual e Mandatory fields Pink fields are mandatory and orange fields are recommended Melissa Read P 7 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Your administrator can configure which fields have these options set Ranking You can give each contact a ranking score as to whether they are a hot lead or not This function is generally used only for agency Contact types and contact categories The contact types list is for defining big groups such as applicants staff and
3. The last option on this page mescceccsccn stets enables you to show all your recipients of the email the other recipients This is useful if you are emailing a number of people in the same company so that they are aware they are not the sole recipient Generally you will not need to select this option Melissa Read P 40 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 10 4 Creating Mail Merge Letters for Printing Before pressing the merge letter button on the Mail Merge Summary page you must first decide if you wish to create letters for all contacts or just those without an email address f you have already emailed your mailshot to those people with email addresses you will probably want to tick the box marked exclude contacts with email addresses from the letter mail merge If you want to generate letters to all recipients then ensure this box is unticked Upon pressing the button you are given three options which are explained in detail further down the page 1 Simple mail merge to multiple contacts 2 Mail merge from a word template to multiple contacts 3 Mail merge a single property from a word template In most cases you will only need to select one of these the mail merge from a word template This allows you to select from a list of pre defined templates that have been created in Word and then uploaded to the system If you have any templates you would like uploading please
4. Click Browse to find your image and then click Upload to add the image e size 500 700KB with total 2MB All images should be JPG Sort Order Size Uploaded Tip 1 You can also sort the images by clicking on the sort button Tip 2 You can replace an image by clicking on the Browse button on the same row as the image that you want to replace to find the image Click upload to add it Tip 3 You can delete images by clicking the Delete button on the same row as the image that you want to delete 5 7 Brochures and Floor plans Caldes Enterprise automatically creates PDF brochures from you text and images You may however wish to upload a bespoke PDF instead which you can do following the same process as uploading an image For sales and lettings jobs you will normally want to include a brochure with your property We have already shown how you can add a bespoke PDF brochure to the images section However a PDF on its own is not enough for your website You also need to add some basic text and images for your search system or for external websites and automated portal feeds 5 7i Creating a PDF brochure from a template Caldes can create a PDF for you using a template based E brochure system E Brochures can also be emailed directly from the system The images that you have already uploaded form part of the E Brochure Now you need to add the text To do this click on the Brochure text
5. C Goads v n B Wel Contact Copy address v Property Comments Add comments here including who other than the primary contact is attending the meeting Melissa Read P 52 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES e The date and time will already be set but it can also be changed here e You can also change the reminder default e Select the activity type such as a viewing or meeting The selection has been previously determined by your administrator but you could add in other activities such as a valuation e Tick the staff who will attend the meeting Only those in your Staff Short List will be shown If you want to add more staff click the green button e To attach a non staff contact to the meeting click the Add button in the contact section and find the contact in the system This will attach them to the appointment and register it in their record too The contact shown here has a Change button because they have already been added e To attach a property to the meeting click the Add button in the property section and find the property e Fill out any comments regarding the meeting Melissa Read P 53 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 13 Administrator In order to make full use of the adaptability of the Enterprise system Caldes appoints a member of your team to be the Enterprise Administrator This g
6. tiers 17 5 7 Br chu res and Fl r DIAMS issii chia eec er ERE 6d bna annia cra PR ea ia AER Ces bike e Re Pa T Ka eds 18 5 7i Creating a PDF brochure from a template sessssseseeseseen ener 18 Bey MMe oo TR CT 19 S OJOBO ese vC 21 SOl POW dp sce coo C r riS 22 Melissa Read P 1 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 5 8ii How to archive delete a job eesssssseseseesees enne nennen nennen nnns tenent tenen nnn 23 6 Briefcases THEE 25 Noe toii Hou 1222 eme 25 6 2 How to set up a back office briefcase sssssssssssssssssssesseeee sesenta 25 SEC eroi ji E E E 27 FPES ERR TL 28 B TNR oto egestas cece E EID dU pA M PEE ULM E I I 29 WR Wr 46 PTT 29 mr mc U 31 SEE 07 AE e a a ea aar n eE N Enar EE AERE n EEN EA EEEE ENERET EN S EEE P 31 9 2 Editing and Nogtished 0 gv c 32 10 Mail Shots and CRM Contact Relationship Management 33 10 1 Producing a mail STIL isa nita x em deae nde ti na den an e un du uin Un s Rear AENEA EINEAN dees KEELA NN Na NE RMRCR TEE 33 10 2 Mail Merge Summary SOFBI sie s erint fontaine nnb ek hn Rd aie kx bd kk rada a ca reenen 37 10 3 Sending Mail Merge Emails inner eerta eta R26 se Gus tess Cun a ERXx CER xu E Ik EY au Ree PR eet n pREaE NER p nene 40 10 4 Creating Mail Merge Letters for Printing
7. Pr FullName Company e From the main menu click the Property button and the form shown on the left will show in the Quick Search area e Type in the first line of the address of the property that you want to add into the long search field shown and click Quick Search e Assuming that the property is not already in the system you will see a No properties found notice e You will now also see the red Add New button Click this button to add the new property You should also use this screen to find the property again If necessary use the advanced property search link Tip 1 You can also use this form to find a property from its property reference number or the job number prefixed by an N which a unique number in the system is allocated when you enter the property or job onto the system Tip 2 You can also add your own job numbers if required Please contact support for further information Tip 3 If you click on the history clock icon from the main menu then you can see the last fifty properties that you added or clicked on in the system 5 2 Adding the address of the property You will now see the address form shown below Please fill out the details as necessary and then click the Save button to complete this form Melissa Read P 14 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Image 11 e The first letter of each word will cap
8. Agency Disposal 11 5 2010 T 9 Click for Agency Disposal 1 E 2 2011 5 o settings 6 x Click for Agency Disposal z edit 15 2 2011 s Wo settings x Click for Agency Disposal edit c 17 2 2011 n No setings Click for Agency Disposal a edit 17 3 2010 E M aas Oo X Click for Agency Disposal S edit 22 9 2010 sg No settings x Click for Agency Disposal E edit 26 5 2010 7 Wo settings x Click for Agency Disposal edit 27 1 2011 2 Wo settings x Click for Agency Disposal edit 27 5 2009 wm X Click for Agency Disposal 3 edit 11 2009 a X Click for Agency Disposal 4 edit 5 2010 m settings x Click for Agency Disposal 5 E edit wf 5 2010 d iod settings x Click for Agency Disposal 5 X edit gQ Calendar 5 2010 B No settings 9 xX Contacts c Click for Agency Disposal 9 2 N edit Q 11 2010 settings add Click for Agency Di 19 edit Agency Disposal 9 E O Property 8 R 2 2010 a mg 0 X EJ Reports e Click for Any 8 12 2008 7 No ee 6 x L Click for For Sale 4 No x id Help a settings By clicking on this icon you can access this page and see all briefcases Melissa Read P 26 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES It is also possible to use briefcases to see for example how many properties you have that fill certain criteria as a cross check because you could then use the results as a report For example you may
9. Page 1 The above screen shows that by selecting a property and clicking activities along the top bar you can see a full history By clicking on amp on the right hand side of the page you can see the details for that particular activity All activities are logged in the back office which then allows you to produce a report on say a particular property or applicant Simply go to Reports click on activities and the following page will appear Image 21 Property Activity Report Generator Contour Cottage London cate tomake aj Use on Report Event Name Order ae AAK NEW LEAD Meetings z Absent Towns Add a Report Acknowledgment Update Selected Report Delete Selectes Report Generate Report Developer Status Doc Man Logon Email Contour Agency Mailshot Email Contour General Mailshot Email London Office Email match Email Newsletter EMAL OUT Enquiry Estates Gazette FAQ Developer Fax Standard z From this you can select various criteria which you can report on and then generate a very specific report Please see the Reports section of this manual for further details Melissa Read P 28 CM13_Enterprise Manual doc Support Tel 08704208348 MICALDES 8 Tasks From the main menu click on the Tasks button The tasks list will appear in the Quick Search area To add a new task select the task type from the drop down list and then click the Add button Then fill out the form sho
10. arrows at the top of each section Image 23 gt Showing messages 1 to 6 of 6 Messages per page 5 10 25 50 Page 1 Date Time A Actmt Company A Contact a Tel Staff Propert MI ma o OZ Sfeb 2007 09 00 Meeting Stuart Rand Bell 43 N C S feb 2007 10 30 Viewing Stuart Rand Beil 43 Heather Close 7 feb 2007 13 00 Viewing Stuart Rand Beil 4 T amp feb 2007 14 00 Viewing Stuart Rand Beil 39 T u LIZ amp feb 2007 16 30 Viewing Stuart Rand Bell 39 E w ere D T Lfeb 200713 0 Meeting Stuart Rand Beil 439 Each task is made up of a Date and Time the activity Type any contact and company attached to the task the staff member who will action the task and any property Melissa Read P 29 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES attached to the task e Tasks can be colour coded by your administrator or left neutral Click on the date and time and a pop up calendar will allow you to change the date followed by the time Click on the contact name to go to that contact s record Click on the staff name to give the task to someone else Click on the property name to go to that property record Click in the white text area to add to update the text A pop up form will allow you to add text which will be automatically date stamped when it is saved e To complete tasks click in the small check box for each row that you want to complete Then click the small OK button in the top l
11. contact Caldes Upon selecting this option you are given a menu with a list of all uploaded templates in the system You can then choose your desired template and press create letters and your letters will be generated If you have not done this on this particular PC before you may be asked to install a small piece of software at this point if you have any problems doing so please contact Caldes Support Image 29 A Like the letter to the left yours should appear Vu eet e ur jet p sor jut or jut p t correctly filled in with everyone s names and addresses and other relevant details filled in automatically unless you want to make any changes to any of the letters all you need to do is print them out and send them Once you have closed the letters you will return to the mail merge summary screen where you can print out envelope labels if required Melissa Read P 41 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Once you have created all of your letters and sent your email the final step is to complete the mailshot Completing the mailshot means that the mailshot is closed and cannot be used again This is the time when the selected activities are applied to the relevant contacts and properties that you have mailed When you send emails the activities are logged as they send This means that if for any reason there is a problem and the mail merge stops sending you can see exactly where it stopped and p
12. dead leads based upon interest It also acts as proof of introduction Before you can use the mail shot system you will need to ensure that all staff add the correct contact types and categories to each new contact that they add to the system This can be enforced via mandatory field options in administration 10 1 Producing a mail shot From the main menu click on Reports then Contact List Mail Shot Whilst it is possible to save and re use mail shots most of the time you will just click the red Create Mail shot button and define a new mail shot from the next screen From the next screen you can define your mail shot the screen is divided up into sections Melissa Read P 33 CM13_Enterprise Manual doc Support Tel 08704208348 MICALDES Image 26 Step 1 Choose your mail merge options INSTRUCTIONS To select more tan one Rem at a time in a box please hold Gown the Ctrl Key A OR B In fat box Please do NOT select someting In EVERY bor as you will not get any resns Reset All Helds Searching is OR within each box but AND across bores Double click on an Rem to remove R from yellow boxes old Gown tne Ctrl key to select more tran one Rem in a muti eeleect box blue old Gown tne Ciri key weillst clicking on an Rem to de select R Glue boxes For green boxes change tne selection witn tne button CONTACT SEARCH Company Name The contacts email options Don t Check Em
13. is used for creating a property marketing report SELECT LOGO FOR REPORT f you wish you can add up to 3 logos to include in the header of the report Logos can be added to the list by going to the Reports gt Report Logos section in Administration sects ort der Select Ne alabi Add gt gt Caldes Log Q lt lt Remove 9 E Preview logo Word Export Template Templates can be uploaded in Reports gt Property Marketing Report gt Word Export Settings in Administratior Template Test file REPORT FILTERS Enter the dates you wish to be shown as New Enquiries leaving blank will default New Enquiries to the previous month Requirement Registered Date From Requirement Registered Date To Enter the dates you wish to show activites from leaving blank will default to all activit Activity Date From Activity Date To Job Job Please note that you must set up the activities you wish to appear in this report in admin Purpose of the report e This report is a Client Property Marketing Report that is created dynamically from data entered against the Property The report can be run for a single property or a group of properties portfolio It reports all applicants that have a requirement for the property or who have had some activity logged against the Job e The user can decide which activities are to be included on the report e Which columns will be displayed on the report and between which dates the report will be run Based on eithe
14. jpeg file or high quality PDF We can recreate from an existing scanned brochure or develop a new one but these will be more expensive Upload externally created PDF brochures Contact management and CRM Mass mailshots by email Personalised unlimited volume automatically batched links to PDFs etc Personalised HTML marketing email merges with embedded links Mailshots by post Standard letters template creation Office diary Standard and graphical reports Full telephone and email support Regular upgrades 360 Virtual tours PDF booklet property lists Slide show Applicant rating Spell checker Advanced searching EPC HIPS support Outlook synchronisation Multiple workgroup security levels Automated archiving Work in progress Money Laundering Check Professional work rent reviews lease renewals breaks leasehold analysis Comparables Melissa Read P 57 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Fully configurable and customisation options Additional Modules Exports to all major portals Mobile version Version specifically designed for Blackberries and IPhones Access your data whilst out of the office SMS MMS text messaging options Overseas Multi currency Post code lookup Automated background applicant matching and emailing Process management and workflow module Document management module Time management module Invoicing and billing module with export to accounts system
15. link on the Check List form or click the E Brochure button at the top of the page A pop up window will now appear If it does not then you may have a pop up blocker Melissa Read P 18 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Please make sure that you allow all pop ups from this site 5 7ii E Brochure Image 16 E Brochure Windows Internet Explorer Wi http commercial caldes com orange property EBrochure_Frame asp Quality Draft v Address Line1 Address Line2 Address Line3 Price Guide Highlighted Text Long Beech House This high quality property can currently offer 4 suites ranging from 500 sq ft net approx upwards Altematively the available suites are capable of combination to Main provide a total of 10 000 sq ft net approx 292 Contact The system will automatically fill in relevant fields from the database but you then have the option to override how they will be shown in your brochure and on your website o Template Select a brochure template style from here For example you can use this drop down list to switch between how a property will look in a PDF and how the same property will be shown in your website search results The same text or relevant parts of it will be used for all template styles Each template will have been pre configured by your administrator Caldes For instance one template might be a two sided PDF in A3 format ready for duplex printing and a
16. review the contacts in the mailshot and add or remove people as required You can also attach properties so that their details are sent out within the email letter The property will need to have a completed brochure as well as be ticked to use on website Step 2 allows you to control how the mail merge is sent out By clicking on E Mailshot you can send an email to contacts with an email address and create letters to print out and post Merge Letter you can create mailmerges for printing Letters can either be created for all contacts or just those without an email address Labels you also have the option to print labels ready to stick onto envelopes Melissa Read P 38 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Export File you have the option to export all of the contact details into a text file that can be opened in Word or Excel Step 3 is the last thing to do after you have sent all emails and created all letters and labels that you require When you send the mailshot by email it will be logged in a mailmergeEmailSent activity You can choose what activity letters will be logged as from the list provided You can also create follow up activities for the future to remind you to contact the recipients for feedback To do this you must select who you want to follow up choose a date and also an activity for the reminder Tips 1 If your mailshot is sent to more than 1500 contacts it w
17. the Enterprise system You can also view your diary by clicking on the Calendar button in the main menu 12 1 Using the diary Tass e The current day will always be highlighted in red e Select the view style that you want by clicking on one of the 5 view icons above the calendar The background behind the EE EE icon will turn dark blue There are 3 standard views list view mM single day view and 7 day view If you have the time dE e management module then you will have the additional time management icon showing too e Click on the day that you want to view the diary for e The Calendar will stay on the left and your diary will be shown in the view format that you have chosen on the right hand side of the screen n 7 1 day report view 12 2 Summary of views and functionality e List View The list view shows all the activities for that day in a single list in time order with the earliest in the day at the top This is useful for printing out if you have overlapping appointments e One Day View This shows your diary in wide format with each item blocked out during the time that is taken up e Seven Day View This view is similar to the one day view but with all the days of the week showing 12 3 Icons Click this icon to jump to another day of the week jj Click this icon to print the current page ry Click this icon to toggle between seeing just your diary and seeing everyone else s diaries in
18. the same view multi user diary view Click this icon to select which diaries you want to be able to view whilst in multi user diary view Diary items can be colour coded by your administrator 12 4 Adding to your diary Whenever you add a task with a date and time it will appear in your diary regardless of where you add it in the system However the best way to avoid conflicts is to use the diary calendar system Melissa Read P 51 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Image 38 39 H s tr sre s fe 1 First select the view and day that you want to add to from the calendar You will then see the diary on the right similar to that shown here 2 Double click on the start time of your appointment 3 Double click on the end time of your appointment 4 A pop up will then display You can also click on an existing item in your diary from here to view further details or edit that appointment A pop up reminder will tell you when an appointment is coming due so long as you are logged into the software This will show in front of any other software that you are using 12 5 Appointment details When you add a new appointment to the diary the following new form will show in the aforementioned pop up window Image 39 Date 8 February 2007 StartTime 1030 w EndTime 11 00 w Reminder 30mns All Day Event ACTMTYTYPEE 0000000000 O Meeting O Viewing gt Staff Short List
19. to that contact by clicking on the relate button as described above Melissa Read P 9 CM13_Enterprise Manual doc Support Tel 08704208348 MICALDES 3 Applicants Adding a new applicant is similar to adding a new contact However instead of clicking Other click Applicant from the initial search screen See the first page of the contacts section for more information the Applicant check box can be clearly seen at the bottom of the search form shown in red 3 1 Requirement details You should then fill out the details page as for any other contact However you will notice that this time the contact has a contact type of Applicant If required you can change an existing contact into an applicant by changing their contact type A contact can have as many different contact types as you require When you save the contact s details form you will then be shown a new form for adding requirements The form below is for mixed use but can be easily configured to match just residential or commercial agency You can have any property types that you like and the list can be added to by your administrator Caldes The information loaded onto this will form the criteria when you match this applicant against properties within the system please see section entitled Matching Image 6 Address Activity Company Activity Jobs Meet Relate w o in 0870 420 8348 READING Charles Anderson Lemont Lynda v Guest v 3 Summar
20. CATION REQUIREMENTS On this page you can set up any location requirements this contact has p IMPORTANT You do not need to complete all sections If you pick a large geographical location the applicant will receive details on everything in that location even if you also pick a smaller location TOWNS Click here to add more Postal Towns England BOURNEMOUTH BRENTWOOD POOLE SOUTHAMPTON PORTSMOUTH THAME o o BRIGHTON O READING LOCALITIES C M4 Melissa Read P 11 CM13 Enterprise Manual doc Support Tel 08704208348 MiICALDES 4 Matching The purpose of matching is to enable your clients and your properties to find each other on the system It is a very efficient way of ensuring that you do not miss any marketing opportunities because if you select match every time you input a new client or new property the system will generate a mailmerge so that you can market a new property to existing clients or existing properties to a new client Once a client has been matched to existing properties he she will only have new properties matched because the system recognises that a client should not be emailed with properties over and again That said you do have the option to mailshot clients with properties they have received before please see section the image below Of course matching relies on there being some properties to match against It is important to understand that you do not need to
21. Change your password link in the My Quick Links box 1 2 Home Page Once you have logged into the system you will see the home page similar to the one Melissa Read P 4 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES shown here Image 2 Caldes com Registered Microsoft Partners o 3 A 7 day view P LDE 3 Year Month Feb 2007 Month Year MON TUE WED THU FRI SAT SUN New Properties Viewing 14 00 15 00 Goads glenmore Bridget Jones Ref 120 2007 E 26 Jan Meeting 1 n 120 2 90 Goads Long Beech House Bridget Jones Ret 86 z 25 2007 Meeting 11 30 13 00 Lynda Lemont Long Beech House Bridget Jones Ref Stuart Rand Bell 87 n 1 2 2007 3 01 2007 13 2 My Quick Links How the home page works e To get back to the home page at any time click the Home button in the top left corner This button remains on screen wherever you are in the system e The main menu is shown at the bottom left This menu provides you with access to the main areas of the system The small icons on the right provide additional functionality This is covered later in the guide under each section as necessary The large Caldes logo shown in this example will be replaced by your own logo The section below the large Caldes logo is used for displaying internal information and is the same for all users This area will be configured to your own requirements This section is useful for displaying internal me
22. Click this button to view the letter in a pop up window You can see the saved letter at any time in the future by clicking this button 9 2 Editing and printing your letter The Caldes letter writing system produces letters that are saved back to the server in MS Word format so that they can be recalled at any time The tool offers the key elements available in MS Word whilst remaining fast over the Internet or a wide area network If you cannot see this screen there may be two reasons The first is that you have a pop up blocker switched on Please ensure that you turn it off for this site The second is that you need to install a Plug in on your computer to use this letter writing tool for the first time This should install automatically but please contact support if it does not Templates can automatically pull information and create data driven paragraphs from the database based upon a property price etc Image 25 Mr D Brent Esq The Office Company SLOUGH Berkshire OX2 6HT Dear Mr Brent RE 1 The High Street Oxford OX9 7DQ have pleasure in confirming that our client Mr J Smith has accepted your offer 500 000 Five hundred thousand pounds subject to contract to purchase the Leasehold interest in the above property Enclosed is our memorandum of sale and property particulars and confirm that the vendors solicitors will be forwarding a draft contract to your solicitors shortly Now that this sale is agreed the
23. LSHOT Log Follow Up activities Dontiog Foremais Forletters All Log mailing Don t log Delete NOTES Follow Up Option Allows you to log seperate activities to follow up the mailing These activities will be logged as un completed and the activity type should be available in your task list It is highly recommended that you always log your mailing as completed or delete it if it was done in error It will log against the staff member shown plus the contacts and properties as necessary If the check box above is ticked then the activity will log as completed Leave it unticked if you want to follow up the mailshot later Contour automatically tells you if you have sent a property to an applicant before but it can not do this if you do not log your mailshot The mail merge summary screen is displayed above This page contains basic information about the mail merge such as how many contacts are included as well as allowing you to control how to send out the mail merge The top section contains details of who created the mail merge and when how many contacts are included and then breaks that figure down into how many can be emailed and how many cannot It also counts how many properties are attached to the mail merge as well as attachments that will be sent with the email Step 1 allows you to change from whom the mailshot will be sent Review short and Review long will return you to the long short format screen where you can
24. MICALDES Table of Contents Ut E uico 4 1 1 Logging OM MR TT 4 ES cu luo e E E E T EE OES E 4 s Ilo m EO Eaa e eee EE AOE aE eer ree ere rr ee 6 ZV Adaha a NON CONAC c TEE 6 P iei eo AT TT ur 7 2 3 The contact menu cT HN 8 3 ADPIC NS BRE a a a E E EE R 10 oA PRESET EE men AAS errta EEE EA E AA ATARE AEEA 10 3 2 Location Information ied eei cece dan Keaen Ee ku ob ER En Fs cu e dci eu e er P delen ela ER Say degens 10 EN eris NEN EO OO TT 12 4 1 Select properties from your match esssssssseseseeeee nennen enne nennen artara rene n renean entere tenen 12 4 2 Confirm that the property has not been sent before ccccccccceceececeeeeceseeceeeeceseeseeeeeeseeeeeeeeeeess 13 4 3 The mailmerge sS mmary Pade met emu eee aloes 13 SM ros i TRE TEE 14 5 1Adding a New duco io T PRE aeS EA ah 14 5 2 Adding the address of the property cscs sccaciceas taiedesdastsecwesapess seesedelba canst sa btencctavoeusdeien weshuasteetenens 14 5 3 The property check liSt ccccccecececaeenseeeeseeceececansaeceeeseeseecseaeseacaeeeeeseeaeaaeaeeseeeeesesanansaeeeseeseees 16 5 4 Add the main contact client for the property o ie erret rrr ha rte kx Rak RR ierat 16 5 5 Add the key property and matching information ecscseesece cents eeneee anaes ce ceeee seen 17 NS A
25. a green tick will show at the top of the section Each time you save a section you will be brought back to this screen Alternatively click on the Check List button at the top to come back to this screen 5 4 Add the main contact client for the property Click the underlined Client link This link might also be labelled Main Contact Find the Client using the form shown in the Quick Search areas on the left It is preferable that the client already exists in the system but if they do not you can click the red Add New button See the Contacts section for further information regarding adding new contacts Once you have added the client return to the Check list You should now add any viewing comments for this property by clicking the link shown Once both of the above are done you will see a green tick against the contact information section as shown here To change the main contact click the Change Contact link now showing and repeat the process Melissa Read P 16 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Image 13 w Contact Information Change Contact Main Contact Mr David Brent Direct Telephone 0208 772 1899 Mobile Number 7957 8296 Viewing Comments 5 5 Add the key property and matching information Some of the key property information may have already been completed when you completed the address form Image 14 Key Property Information Commen
26. ad viewings between two dates and tell me their requirements and which show which properties they have viewed in a single report Image 34 Tim Cahill Everton Goodison Park LIVERPOOL Added 20 04 2006 E Mail batterby nildram co uk Source CLIENT RECOMMENDATION Owner Seth Batterby Requirements Summary Price Band Priced between 1 and 123 445 ue HEATHFIELD RINGMER TICEHURST BATTLElocality HASTINGS BURWASH Localities Sussex Type SEM LDET Comments Keen to make a decision Staff Date Details Seth Batterby 30 Oct 2006 Nothing happening yet Seth Batterby 30 Oct 2006 Awaiting floor plans Property Staff Date Comments 1 The High Street OXFORD Stuart Rand Bell 1 Nov 2006 Planning letter Melissa Read P 48 CM13 Enterprise Manual doc Support Tel 08704208348 11 3 Other Reports 11 3i Work in progress report As below shows by contact their work in progress Image 35 MICALDES Work In Progress Report Date Run 12 November 2010 Workgroups Guest Staff Lynda Lemont Agency Disposal All Job Statuses 47 William Street Southampton Nes ABC123 Grand Total 24 000 05 November 2010 12 November 2010 Chent Chester Huges Hugh Chester Fee Earner Lynde Lemont 11 3ii Workgroup activity report This report allows you to search for all or individual activities by workgroups or staff between two This report produces a list with dates times and comments as configured against each activity in adminis
27. ail L Contact Type Has Email Address Staff zl No Email Address Contact Category Other options Position Archived On Mailing List Town E of their address gt On Xmas Card List 1 Locality z Select a locality and then pick from All contacts invoiced in last 9 months a of their address the towns and postcodes shown E Contact ranking d Dont use ranking w Ee a Use ranking xX jon 2 Abroad si CRM Recruitment company Post Code xj Filter Staff by work Staff relationship options 1 Show related contacts Known toos only 2 Show contacts owned by selected staff only 3 Show both owned and related Default Step 1 Choose your mail merge options Contact Search This allows you to drill down into detail about who you would like to include in your mail shot thus giving you the option to make it as wide ranging or as detailed as you require If you wanted to send a mail merge to all applicants you can simply click on applicant in the contact type section If you wanted to narrow your selection down further to applicants who live in Birmingham you then choose Birmingham in the town box and so on Different boxes on this screen work in different ways because you can either use the arrows to scroll through the selections or you can click on the button to make a drop down list appear To deselect an option double click on it and it will disappear On the right hand
28. aishat later Contour automaticaly telis you if you have sent property to an applicant before but R can aot do this if you do et log your malshot Image 9 From the screen now showing on the left you can control exactly what will be sent to whom the screen is divided up into 3 sections In Step 1 you can change who the mail merge will be sent from review who your mail merge is going to be sent to and attach property particulars In Step 2 you can control how your mail merge will be sent out and exactly what will be sent You have the option of sending by email creating letters generating pages of address labels or exporting a text file that can be imported into Word Excel and other programs If you have multiple property details to send out you also have options to create a match and batch or a PDF booklet of property details Once you have sent your mail merge step 3 allows you to control how it will be recorded against both the properties and applicants e You can find a more detailed description of this screen on page 33 e For more information on mail merges please see the Mail Shots and CRM section of this manual CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 5 Properties 5 1 Adding a New Property As with contacts you must search for a property before you can add a new one Check that the property does not exist already Image 10 Qj Home MICALDES Melissa Read THAME
29. also run the risk of archiving all jobs contacts etc associated with that person For this reason archiving a member of staff is something only your administrator should do and this process is explained in the Caldes Mini Manual Administrator Melissa Read P 55 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 15 Deleting You must always remember that once something is deleted on Enterprise it cannot be retrieved So if you are ever in doubt please archive rather than delete 15 1 Deleting a Property You should only ever need to delete a property it has been added in error possibly as a duplication To delete a property click on the jobs tab of the relevant property then click on the delete property button and follow the on screen instructions Please also ensure that any jobs associated with a property are not active as they may still show up in matches and on websites despite the property being deleted 15 2 Deleting a Job If the job already exists as part of a property record then do not delete the job but rather archive it You only delete jobs added in error To delete the job first find the property to which the job pertains click on the jobs tab to view a list of all jobs related to that property Then choose the job you wish to delete and click the delete job button It will ask you to enter a password which your Administrator may have else please contact Caldes support 15 3 Deleting a C
30. ant field Please contact support for further information e The information that is loaded onto this page is also the information that populates the Ebrochure when you come to upload it so you need to be mindful of your Outline description Melissa Read P 15 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 5 3 The property check list Once you have clicked the save button you will be taken to the property check list page shown below Image 12 J Check list Address Contacts Jobs Activities Match Group Images E Brochure w Property Address Address Postal Town Map Contact Information d Main Contact Key Property Information Comments Awe Tenure d Extra Match Fields Brochure images Job Information d MoJob Marketing A Onwebsite A Match Run The property check list is used as a guide as to which areas of the property have yet to be completed These areas are to some extent configurable by your administrator Caldes The page can also be printed as a useful list for taking out of the office or adding to a file All of the areas shown with a yellow exclamation mark need to be completed You can either complete them via the property menu buttons along the top or from the links next to the yellow alert icon The property information is complete once there are no more alert icons showing Work your way down the list one section at a time by clicking on each link Once a section is complete
31. ck on the drop down box as above and you have an option to archive If you have archived a job but wish to retrieve it at the bottom of your Property Check List page see Image 22 on page 25 you will see in red writing Click here to list all jobs which by clicking on it will then allow you to change the status of any job simply by clicking on the job you wish to change wt qw vy J Recoverables for job 36 1 job has been hidden as it does not have an active job status Click here to list all jobs w Marketing Brochure Text Yes Use on website Yes Match Run Manually Matched Screen P1 Property Checklist If the job already exists as part of a property record then do not delete the job but rather archive it You only delete jobs added in error To delete the job first find the property to which the job pertains click on the jobs tab to view a list of all jobs related to that property Then choose the job you wish to delete and click the delete job button It will ask you to enter a password which your Administrator may have else please Melissa Read P 23 CM13_Enterprise Manual doc Support Tel 08704208348 contact Caldes support MICALDES At the end of loading a property you will have produced a Check List screen which looks like the following Image 22 ls L iS At J nt acts JODS ties the old house Reigate RH16NG Lynda Lemont v Property Address EB Addres
32. clients The category list is used for mailing and CRM purposes The Clipboard button copies the contacts name and address to your clipboard so that you can paste into another document If the company name is underlined you can click it to see a tree of all contacts at that company 2 3 The contact menu bar Address Activity Company Activity Jobs Meet Relate me ia 0208 772 1899 BRENTWOOD David Brent v Image 5 The menu bar along the top of the contact s record provides you with access to further information Click on the relevant button to view the following Address Click here to view the contact s address details This is the default form Activity Click here to view all activity and history related to this contact such as meetings letters and phone calls etc A list will show Click on any activity to drill down to the relevant form where you can update the comments Company activity As above but for everyone at the same address branch as this contact Jobs This button provides a list of all jobs that the contact has any involvement with in the system and provides an excellent way to check for conflicts of interest You can add a contact to a job from here so long as it is not related to a specific property To add a job that is related to a property you must first add the property and then attach this contact to the relevant job for that property Meet This button provides access to your diary and al
33. complete all sections If you pick a large geographical location the applicant will receive details on everything in that location even if you also pick a smaller location For example if you pick Oxfordshire as a region and Oxford as a town city then they will get everything in Oxfordshire including everything in Oxford If you pick Oxfordshire as a region and Bristol as a town city then you will get everything in Oxfordshire plus everything in Bristol These examples are of course subject to other matching criteria such as price or floor area etc Localities behave in the same way Each section is treated as an OR WICALDES v Home Please confirm the following v Charles Anderson Webb Industries Industrial Unit 1 Charles Anderson Webb Industries The Office C Charles Anderson Webb Industries The Old Smithy A Previously sent on 22 Jan 2007 4 One or more of the above have been sent previously and will not be sent again You can re include them individually by selecting them above or re include all by clicking the purple button below Bio back Continue Image 8 4 1 Select properties from your match e Once you have filled out the location form which will vary from system to system depending upon where you have properties click Save and then click the Match button e The top left hand section of the screen known as the Quick Search area will be replaced with a scrollin
34. e it is instantly available Whilst the system is internet based it is not open to the general public and all information is held securely within it This website should not be confused with a public website How to log on to Caldes 1 From Windows start Internet Explorer 2 Go to the website address that you have been given The address URL will be something like http myplc caldes com don t add www 3 You will now see a screen like the one below 4 Enter your surname in the space provided 5 Add your password and press the return or enter key on your keyboard Alternatively click the Log in button Image 1 Welcome to Caldes Contour el Access from a mobile Demo from a PC Please log in Useful Links New Users should first check the buttons on the right tt Setup Information Troubleshooting Surname Your surname amp Java Download Password mmm amp Emergency Numbers Terms amp Conditions te ss Log in Iv Remember login details Troubleshooting If you have any problems logging on or if you do not have a password please contact Caldes support on the number at the bottom of this page and we will be happy to help you If the user name list does not change when you change the work group then you will need to install Java on your computer before you can access Caldes Visit www caldessupport co uk for more help If you want to change your password login and find the
35. e ema praep napuki Spa ina tapaea reae DEEE daa KESE EEan Kaa EEan 49 11 31 Wofkgroup activity GOIN Tm 49 11 3v Nom actVity report TP E 50 12 Diary and Calenda LT iiaae E aioi edna EEEa a REE 51 gg gu 1 c ms 51 12 2 Summary or views and functionality coerceri ta prd rer nn bak toten Rip area x toS tuna bn np teer ipRe d uS 51 123 We Geach BUE EUM DIL III IN MEI SI MM EMIL IN CM E 51 12A Adding to c por o 51 12 5 Appointment detalls 5 n eene nen de eic nei doa ca Ya e d RR ER NER S 52 BAd o TERT EO TO EE E 54 EN CU ORTU a A i e a 55 EAE o A JOD iriridinsni aneinander TE iai Draait diene 55 14 2 Archiving a Member of Staff usen epis lacadent cvaseiasaasGanncebnteaseatwedeskole ateacadanlacanceerse 55 15 Deleting mE 56 15 1 Deleting POPU korsin iadesnrit diese Di dassSes arara hiri a tane dui vadunt a ioia Taa anana ested eae 56 15 2 Deleting a JOD m ee 56 19 3 Deleng A 0 da ee Pe eee OTER S 56 15 4 Deleting IN PRC IY pecs cis access Seeks M 56 Um I ETT r Mis 57 Melissa Read P 3 CM13 Enterprise Manual doc Support Tel 08704208348 MiCALDES 1 Getting Started 1 1 Logging On The Caldes database system also known by the product name of Enterprise uses your internet or network connection to centralise your information in a single database When you update any information in Caldes Enterpris
36. een Once you have pressed either Long Format or Short Format mailshot you are given a list of the matching contacts to review By default they all have ticks next to their name You can untick anyone you would like to remove from the mailshot If you are using the long format mailshot you can also press refresh long format view which will remove the unticked contacts from the list but allow you to continue reviewing Melissa Read P 37 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Image 28 MAILMERGE SUMMARY OPTIONS Mailmerge ID 876 type 0 Mailmerge name Saves automatically Created 22 November 2010 by Melissa Read Total contacts 30 9 with no email address Contacts available to email 21 Email status Email merge has not been sent Properties in mail merge 0 Files attached 0 STEP 1 SETUP YOUR MAILSHOT Mail merge from Read Melissa v Contacts in mailmerge Review Short Review Long Attach properties Attach Property s STEP 2 SEND YOUR MAILSHOT Emails will be logged automatically under the default activity MailmergeEmailSent Support note Log also in property_images mailmergelog I Exclude contacts with email addresses A4 3x7 Avery L7160 63 5 x 38 1 x 21 Letters Labels logged as Job Offer Mail Merge v M Log activities as completed Letters Labels logged against the staff member sending mailshot selected in Step 1 STEP 3 COMPLETE YOUR MAI
37. een below will show Image 19 CREATE A PROPERTY BRIEFCASE 4 This page is for creating a property briefcase These are containers where you can store lists of properties These lists can then be used for creating presentation reports comparable reports web site property lists or simply a list of your properties To find a saved briefcase go to the reports menu or click on the small briefcase icon G gt in the main menu Date Launched below is from the field in the job not an activity You can filter a briefcase by activities between two dates This is not done here To do this create your briefcase first and then from the briefcase itself select the filter by activity option at the top Note that if you add both a minimum and maximum floor area then only properties where both the minimum and maximum floor area fall within this range will show Le if a big property has lots of small units then it might have a maximum floor area much bigger than the range that you have set and so will not come up To get around this leave the maximum floor area blank and then remove properties from your briefcase manually You can manually add properties to a briefcase using the briefcase icon at the top of the property screens To select more than one option per box hold down the Ctrl key as you click on each item Sale c a pType ASPChanges z T Contour Upgrade Letting zl Archived E nh Gtahie Complete Job Status For Sale To Let in
38. eft hand corner Completed tasks are not deleted They remain stored against the contact or property as history If no property or contact is attached then you can still find all of your old tasks from the Task search link as described on the last page e You can change the priority of a task by clicking on the small button to the right of the check box Select a priority to change to from the drop down list to complete the change e f someone adds in a new task for you then you will get a pop up message telling you even if you are using other software at the time You must be logged in for this to happen You can also ask your administrator to tell the software to email you about new items added to the software when you are not logged in Only specific activity types will be emailed Melissa Read P 30 CM13 Enterprise Manual doc Support Tel 08704208348 9 Letters 9 1 Standard letters MICALDES Before you can create standard letters including blank letters your administrator will need to set up your letter templates Once this has been done you can after having selected letter from the drop down list You can also create a letter from same way LETTER Property FulName Company create a letter by clicking on Tasks the add icon Lgj Home WicALDES Caldes Support Guest Madd Letter T Emai Out L intial contact MON TUE Meetns Message 1 Money Launde
39. elissa Read P 22 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES o These forms then link in to the Transaction analysis report for Leasehold and Sales These can be found by going to Reports then at the bottom of that page clicking Other Reports This then brings up a list of reports and there you should find TAR Reporting Leasehold and TAR Reporting Sold Both reports have a number of filters to narrow down the results You can either create the report in to a PDF or html based o You can change the status of a job at any time and this will then affect your reporting system For example if you sell a property which had previously been let then by changing the status will then change any report you generate for that property o If you delete a job it cannot be retrieved so if you no longer need the particular job information it is best to archive it Should you choose to delete a job you will need a password from your administrator to do so 5 8ii How to archive delete a job You can do this by simply changing the status of a job Image 40 wv Job Information Work order 30 Valuation Status Complete Use On Website No Price Rent 450 000 Activity Summary J Recoverables for job 30 Work order Sale 123456 29 Status Negotiator Lynda Lemont Caldes Software Dir 07957829677 Price 450 000 Activity Summary J Recoverables for job 29 In the above image under Work order 123456 simply cli
40. em 4 3 The mailmerge summary page MAILMERGE SUMMARY Mailmerge ID 433 Mailmerge name Created 20 August 2007 by Stuart Rand Bell Total contacts 1 Contacts available to email 1 Email status Emai merge has not been sent Properties in mall merge 6 Files attached 0 STEP 1 SETUP YOUR MAILSHOT Mailmerge trom Rand Bel Stuart v Contacts in mailmerge Review Shon Review Leng Attach properties Attach Property s STEP 2 SEND YOUR MAILSHOT tns Print C Mereleter Mon atch POF Boot f Exclude contacts with emal addresses from the letter maimerge Labels m x TT STEP 3 COMPLETE YOUR MAILSHOT Emails will be logged automatically under the default activity MadmergeEmailSent Letters will be logged as Details Out V Log activities as completed Letters wil be logged against the staff member sending maishot selected n Step 1 Log Follow Up activities Dontiog Foremats f orieters Al pe m beris Ca NOTES Follow Up Option Alows you te log seperate activities 1o follow up the maing These actives wil be logged as v Completed and the activity type should be avaiable n your task ist Ris highly recommended that you always log your maling as completed or delete t if t was done in error E wil log against the stafi member shown plus the contacts and properties as necessary If the check box above is ticked then the actvty wil log as completed Leave t unticked if you want to fellow up the m
41. es times and comments as configured against each activity in administration e g show me all the viewings that this contact has had 11 2ii Local Information and Comparables A helpful tool that picks up the postcode of your contact and provides links to third party websites that provide information in the client s local area on property comparables valuations maps local information environmental titles plans and rates and local professionals 11 2iii Company activities This report produces the same report as the contact activities report but for everyone at the same branch This report produces a list with dates times and comments as configured against each activity in administration E g show me all the viewings done by anyone at the same company branch as the contact that have selected 11 2iv Contact list mail shot This is covered in the previous section in full see section 10 Mailshots and CRM Management Melissa Read P 47 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 11 2v Multiple contact activity report This report will find all contacts that meet the search criteria that you select and show their contact details along with all activity and history that is relevant To decide which activities are relevant there is a link in the reports page This report produces a list with dates times and comments as configured against each activity in administration E g show me all the people that have h
42. esting report Use on Report Event Name Order Add a Report Update Selected Report Enquiry Delete Seiected Report Generate Report 11 1iii Local Information and Comparables A helpful tool that provides links to third party websites that provide information on property comparables valuations maps local information environmental titles plans and rates and local professionals Reports for All Properties 11 1iv Create Briefcase This report allows you to create one or more containers or briefcases to hold properties Melissa Read P 45 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES in Once you have created a briefcase you can quickly get to it again from the main menu using these icons Se Briefcases are an ideal way to quickly see properties under offer or of a certain property type 11 1v List Briefcases Image 33 cocarcomurcase Click for Agency Dssposal Commercar 18 Click for Agency Disposal 10 9 2009 18 Click for Agency Disposal 19 10 2010 27 Click for Agency Disposal 9 11 2010 13 fire zi internet Protected Mode Off i MOX The page explains both how to create a briefcase and what a briefcase would be used for The icon at the top right hand corner of the page will link the user to Caldes FAQ page if they have any further queries regarding briefcases or you can turn to the Briefcases section of this manual for further information 11 1v
43. f jobs over time Melissa Read P 21 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES For example the first job might be a valuation This then might be followed by an investment sale In time there might also be a rent review All of these jobs are held under the same property address Each job might contain a number of units or floors The first step is therefore to pick the job type that you want to add The job types will be specific for your company and can be wide ranging Caldes will liaise with your system administrator to ensure that the right jobs are added for you Please contact support for further information 5 8i How to add a new job Image 18 fa Check list Address Contacts Jobs Activities Match Group Images E Brochure ng Beech House Addie Lane READING RG30 20G Bridget Jones Leasehold Analysis SalesAnalysis elect an existing job below and then click on Job Details or Job Activities for more information 18 01 2007 Agency DisposalN8 ToLet o start a new job for this property select a job type below and then click Add New Job JOB MODIFICATION OPTIONS Unique Property Reference 8 Modify Job Code Move Job _ Change Stat Date Click above to modiy Clic elomove Click above to modify the selected Job Start Date Change Job Type Delete Property Delete Job Click above to change Click above to delete Click to delete the he selected Job Type the selected propert
44. fidential 5 MAILING LJST If however you want to email certain clients with specific email shots e g newsfetters you can create a mailing list by ticking Mailing List on their contact screen Then when you wish to send the mailmerge you need to tick the On Mailing List box on the mailmerge screen see below to only find contacts on the mailing list The function of the mailing list boxes is to a Melissa Read P 35 Other options Archived On Xmas Card List All contacts invoiced in last 9 months CM13 Enterprise Manual doc On Mailing List you to create a bespoke list of clients Support Tel 08704208348 MICALDES Options Image 27 OPTION 1 EXCLUDE BY ACTIVITY Act Type Echte contacts veo ae ad Pls cy e act Excuse Pose cortacs who har lad more acies Pun OPTION 2 INCLUDE BY ACTIVITY Note This is not related to requirements include those contacts who have had these actives For property number Number is found on property jobs page include contacts who have had this acy ater include contacts who have had this actMfty before OPTION 3 APPLICANT REQUIREMENTS This option can work indegenaenti or i conjunction wim me main Contact search Town E Tenure Search Mode FILTER BY DATE REQUIREMENT REGISTERED San cate End date FILTER BY APPLICANT RENTAL PURCHASE PRICE RANGE Lower Figure Upper e Option 1 Exclude by activity allows you to automa
45. g list of properties which match this applicant s requirements These are grouped into property status Melissa Read P 12 CM13 Enterprise Manual doc Support Tel 08704208348 Melissa Read P 13 MICALDES e Properties shown in red are not available on your website or for emailing e You can click the links shown to view full information about any property listed e You can either click Select all or manually pick properties to mail e f an applicant has specifically requested particular properties click the left hand blue box Otherwise tick the right hand green box This will differentiate the way that the mail merge is logged e Click the red Submit to mailing now button This button cannot be seen until you select at least one property to send 4 2 Confirm that the property has not been sent before e The Quick Search area will now be replaced with a summary of the properties that you have picked If any of them have already been sent to this applicant then you will be alerted to this here and these properties will not be ticked e Click the red Continue button to carry on with the mail merge e There is an option to use an End of Day mail shot where all emails and letters are produced in one go rather than individually This stops an applicant from receiving too many emails on the same day as they will receive one property with multiple properties if you have loaded a number of properties onto the syst
46. i Leasehold Transactional Analysis Report LAR and Sales Transactional Analysis Report TAR There are a number of possible uses for this report depending on what you are searching on Professional Staff might use it to find Rent Reviews Lease Expiry s Break Dates that are coming up or to filter the above by Client Agency might use the report for comparable data based on floor space property type and town The report could produce automated reminders for certain workgroups therefore ensuring that no Rent Review goes un noticed Melissa Read P 46 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES The report can be run based on a number of different criteria and once produced can be sorted in date or alphabetical order Each Transaction Analysis record can be viewed in its entirety and printed for comparable purposed whilst the report is on screen The report can be exported to Excel and Word if required 11 1vii Property Exports You can see which properties have been exported to via the various feeds that have been set up 11 2 Contacts Some reports require that you select a contact first Find the contact in the usual way and then they will be kept in memory whilst you run the report The name of the current contact is shown in red in Image 30 11 2i Contact activities Select specific or all activities and then report on them between two dates for the selected contact This report produces a list with dat
47. ick it up from where it left off The letters on the other hand do not log until you complete the mail merge This is in case you print the letters but then decide not to send them or you only ever intended the email contacts with an email address and did not mean to include people without email addresses If you do not want to log the letter activities press the delete button and the mailshot will be closed only activities relating to any emails sent will be logged You can log follow up activities for the future to remind you to follow up the mail merge if required You can select whether to log follow up activities for emails letters or both You can choose the activity type for the follow up the name of the staff member to log them against and also a deadline date Upon completion these activities will be logged and will sit in the staff member s task list until they are acted upon For more information on the task list and how to use it see the Tasks section of this manual Melissa Read P 42 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 11 Reports Reports are broken down into three areas properties contacts and other It is worth noting that there follows a description of every report available on the system and the reports appropriate for your needs will be switched on for your use so not all of the following will be available for you Image 30 REPORTS FOR CURRENT PROPERTY Selected Contour Cottage Londo
48. ill split into batches to ensure the page does not time out You might have to return to the mail merge screen to send more batches a message will pop up on the screen instructing you to do this and you simply click the envelope on the Reports button to get back to that page 2 Once on the mail merge summary screen you can leave your mail merge and return to it at any time by clicking Reports Mail Merges and selecting the corresponding mail merge from the list 3 If your mail shot seems to abort before it has finished this is normally an indication of a corrupt email address Go back to the mailmerge and resend it it will continue to send from where it left off and at the end of the mailmerge you will receive a summary which should indicate the corrupt email address 4 f you are sending a mailmerge with a lot of recipients the process can be slowed by other office users receiving emails etc Melissa Read P 39 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 10 3 Sending Mail Merge Emails The screen below right is what will appear if you press the e mailshot button At the top is a summary of how many contacts and properties will be included in the e mailshot When your mailshot is sent the recipients will not be able to see the other recipients of the email and will appear as if only sent to them To the right of the sender s details is a box that allows you to select a template to use for the text of the emai
49. ist You do not aea need to fill out any other fields unless you are using a D Fl name that is likely to return a lot of results Select the contact type Applicant if the contact has requirements and Other if not and then click the Add New button which has now automatically appeared e Now that you have added your contact see the next page entitled The contact form for instructions on adding further details Tip 1 You should use the same form shown here to search for an existing contact in the system as well as add a new one ER Calendar gaz Tip 2 There are some quick links at the top of the form which J Tasks give you some advanced search and report options Propert E f 2 doc Tip 3 You do not need to fill out every box in the search form Remember that as with all search forms in software less i tens is more When searching the fewer fields you fill out the Help more results you will get Tip 4 The gold star icon in the Contacts section of the menu allows you to list and manage all of your hot warm and cold contacts This is generally an agency only function Tip 5 The history clock icon next to the gold star links you to the last fifty contacts that you added or clicked on in the system The clock in the property row does the same for properties Melissa Read P 6 CM13_Enterprise Manual doc Support Tel 08704208348 MCALDES 2 2 The contact form This for
50. italise as you move to the next line You can take this off temporarily by un ticking the Capitalise box e The Town field is a look up field Type in the name of the postal town or city and a pop up list of towns will show When the correct town is highlighted press the return or enter key on your keyboard or click on the town with your mouse This town will then be added to the address Every postal town in the UK is already in the system Add a village to one of the other Address fields All villages belong to a postal town If the town is not shown for any reason for example if it is an overseas town then click the Add button your administrator Caldes may need to make this button available Lookup tables are used so that when it comes to matching all location based integrity is maintained e f you have the post code lookup system switched on then you will see a question mark next to the Postcode field You can click this to look up the full address from any UK postcode It is important to add the correct postcode as this is what the feeds pick up when the property is exported to external sites such as EG Property Link or Zoopla e Property Age and Tenure fields are optional and may not be available on your system Tenure is a matching field if used e f you have a virtual tour or online property survey for your property and want to show this on your website you should add the URL to the relev
51. ives that one person the ability to make changes to the programming which allows it to becom bespoke for individual company s needs The administrator can do such things as add extra localities and templates to your system We have created Caldes Mini Manual Administrator to explain further Melissa Read P 54 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 14 Archiving It often falls to the Administrator to do archiving or deleting as there is some information that is sensitive and should not be deleted However there are a few areas that each user can do 14 1 Archiving a job You can do this by simply changing the status of a job Image 40 v Job Information Work order 30 Valuation Status Complete Use On Website No Price Rent 450 000 Activity Summary Recoverables for job 30 Work order Sale 123456 29 Status Negotiator Lynda Lemont des Software Price 450 000 Activity Summary J Recoverables for job 29 In the above image under Work order 123456 simply click on the drop down box as above and you have an option to archive If you have archived a job but wish to retrieve it at the bottom of your Property Check List page see Image on page 23 you will see in red writing Click here to list all jobs which will then allow you to change the status of any job simply by clicking on the job you wish to change 14 2 Archiving a Member of Staff If you archive a member of staff you
52. l If you would like additional templates added to the list please speak to your administrator When you choose a template the text will appear in the main box which you can then go on to edit as suits your requirements The text can include mail merge fields that are within double square brackets and these will pull through information from the database that may be specific to each applicant There are other fields that can be used please contact Caldes Support SUMMARY FOR MAILMERGE 10051 Total Contacts 25 With Email Addresses 13 Properties 0 When you are ready to send from your mailshot press the send e zo mailshot button and the emails c will begin sending Subject Attachments ij ns deh caldes com Single Propert Image Onl v contour caldes co uk com Iki caldes co uk There are also buttons that allow you to save the mailshot and 5 come back to it at a later time reste etn that we thought you might be interested in The preview email button will 9 show you on screen what the gs sis wi seisnes email will look like and the Send ystarmirstnamen gstarrsurnamey Test email button will send an exact copy to the sender s email address etas w If you have made any changes to the email you must save this mmm as comptes Send Emaiishot Save Ema Preview Ema Send Test Email before you leave the screen Back to mai merge options
53. ld PROPERTY TYPE S Office JOB TYPE Agency Dispossl 59 STATUS Under Offer Freehold Lessehold Instructed 26 March 2010 Area between 604 sq m 6 500 sq f and 604 sq m 6 500 sq f Exec Caldes Support 1 m 1 Bishops Place Corporation Street B i Coventry West Midlands CV1 1HW ii High specificaton grade A offices TO LET in a city centre location Part of a w 6 3 Web briefcases A web briefcase is like an ordinary briefcase but is for applicants It holds the properties that they are interested in one place and you can see the briefcase icon on their record page If the icon is red they do not have a briefcase but if they do it is green As you receive new properties by clicking on the match button on the property page your web applicant will have that property drop into their briefcase if there is a match Melissa Read P 27 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES T Activities Every activity is logged against a property contact or applicant so you can see at any one time a current snapshot of the status Image 20 fj Checklist Address ontact job Match Group mages Bro Contour Cottage 12 Old Burlington Street London W1S 3AH Lynda Lemont Hy 0G Job Valuation N30 Complete Selected Activitie g Delete Selected Activit Select all Activities Activity All Everts Add New gt Filter Ell Add to favourites Page Size 10 150 Displaying records 1 to 3 of 3
54. lows you to quickly add in a client meeting You simply double click on the start time and double click on the end time to book an appointment Please see the Diary section for more information about using the diary Relate This button allows you to relate a contact to another contact however it is mostly used for relating staff to a contact Once you relate yourself to a contact in the system you can then synchronise their contact details with your MS Outlook database via our automated synchronisation software Please contact support for details Red Briefcase button This special button allows you to create a web briefcase for this contact Once the contact has a briefcase you can communicate with them via the Internet and email directly from Caldes This button is particularly useful for creating a portfolio of properties for this contact or for updating them with progress on a job The briefcase is red if they do not have a web briefcase and green if they do Click the sign to send an email to this contact Your administrator Caldes can set up your emails to include your corporate branding Melissa Read P 8 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES e Click the graph sign to report on this contact See the Reports section for more information e The drop down list shows you who owns this contact Even though you may not be the owner of some contacts you can still assign yourself as known
55. m has been designed to allow you to add all of the relevant contact s details in a single page The top half is reserved for the contact s individual information The bottom half is reserved for their company information The split allows you to add more than one contact to the same company branch Type in your information and then click the red Save button The page automatically capitalises each field if you use the tab key on your keyboard to move to the next field If you leave a field blank such as the salutation then it will automatically work this out for you Image 4 Activity Company Activity Jobs Meet Relate mc id 0208 772 1899 BRENTWOOD David Brent vl v Title Mr Firstname David Dir Email C fobrent caldes com Surname Brent Category Cr Initials D Salutation Mr Brent CJ Direct Tel 0208 772 1899 Position Direct Fax Status 4 Curent Mob Eves 07957 829677 Contact Client Source Client M 10 12 Type CJ Mailing list C Christmas card list Do not write to Do not archive Confidential Company Special Services Limited Web site Address The Office Email Switchboard Facsimile Town Boro BRENTWOOD Region County Cap Country Post Code cM15 DX No L 5 Edit record Swap address Add Contact Save Clipboard Capitalise Contact al Comments Company a Notes
56. n 5 3 PROPERTY MARKETING REPORT PROPERTY activmes To change LETTER REPORT v propery find LOCAL INFORMATION AND COMPARABLES the property search first REPORTS FOR ALL PROPERTIES CREATE BRIEFCASE LIST BRIEFCASES PROPERTY EXPORTS See which properties have been exported REPORTS FOR CURRENT CONTACT Selected Lemont Thame Q2 CONTACT ACTIVITIES CONTACTS LOCAL INFORMATION AND COMPARABLES To change OMPANY ACTIVITIE S Caldes Software it House Th contact find them via the contact REPORTS FOR ALL CONTACTS AND COMPANIES search first CONTACT LIST MAIL SHOT 5 MULTIPLE CONTACT ACTIVITY REPORT COMPANY LIST WORKGROUP ACTIVITY REPORT WORKGROUP ACTIVITY CHART OTHER REPORTS NON ACTIVITY REPORT 11 1 Property Some reports require that you find the property to report on first Find the property in the usual way and then it will be kept in memory so that you can run the report The name of the current property is shown in red Reports for Current Property 11 1i Property Marketing Report You can return details of applicants that have activities logged against properties in the system gt use the search filters on this page to refine the results that you wish to return remove results from the report and re run it to tailor your results as you require Melissa Read P 43 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES PROPERTY MARKETING REPORT This page
57. nce o Workgroup Depending upon administration settings a drop down list of office workgroups may or may not be available here Changing the workgroup wvill automatically fill out the contact details for that workgroup straight into your brochure This will always default to your own workgroup o Auto Fill button Click this button to replace all text already showing with the relevant information assigned against database fields for this property This button is automatically clicked when you first open a new E Brochure The mapping used can be changed by your administrator o Save button Saves the text shown o Labels down the left hand side These labels are predefined by your administrator to meet your needs for each template o Text fields in the middle Fill out the text for each field up to the maximum number of characters remaining as defined by your administrator In addition fields can be set to automatically capitalise as you leave each field Preview mode Once you have uploaded the relevant details you can click on the Preview button to see how your PDF is coming along Melissa Read P 20 CM13 Enterprise Manual doc Support Tel 08704208348 Image 17 Windows Internet Explorer Wi htto commercial caldes comorange property EBrochure_Frame asp Addle Lane Long Been House HP ike mee Cae e ae aes n You can preview your brochures as web pages or as PDF documents The technology used in Edit mode is web ba
58. need to know how many active properties are in the system and have a disposal job within a certain town The image below shows the screen that appears once you have created a briefcase having set such parameters Agency Disposal 26 5 20107 Properties Page v ofi Sortby Report Remove unselected Deselect Al Rebuild 7 Selected Properties Action Filter by activty Select Al Remove Z All Properties wilow Court 2nd Floor 20 483 E B Oxford Oxfordshire OX2 8JZ Willow Court is within easy walking distance of local amenities a suburban shopping centre including supermarket banks cafes and restaurants and nationally represented warehouse stores 4 B Q E Freehold Leasehold On2 0 Y N PDF PROPERTY TYPE S Office Industrial JOB TYPE Agency Disposal 66 STATUS To Let 80 483 Freehold Lessehold Instructed 26 May 2010 Ares between 332 sq m 3 574 sq f and 332 sq m 3 574 sq f Exec Harkness The price in brackets is the display price Method 1 5M ue Close ja B London London SE1 9DA The premises comprises modern air conditioned office of approximately 6 600 sq ft arranged on the part third floor The floor provides predominantly open plan accommodation save for five glazed offices and benefits from full 5 m k accessible raised floors metal tile suspended ceilings shower and River Views 92 Bar Si On2 0 Y N PDF Freehold Leaseho
59. nother might be a set of details on your website in HTML as 4 pages of A4 o Edit button Click this button to edit the page that you have selected This will provide you with a form to fill out Click the red Save button to save the form o Preview button Click this button to preview the brochure in the style of the template chosen to the left o Page Icon There will be between 1 and 4 Page icons showing The above example has only Page 1 When there is more than one page click on any page icon to view that page in Edit Mode or Preview Mode Note that pages 2 3 and 4 provide a more Melissa Read P 19 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES flexible layout than page 1 o Floor plan Icon Click here to view any attached floor plans in Edit Mode or Preview Mode You must have uploaded the floor plan first in the images upload section o Quality We recommend that you edit PDF brochures in draft quality and print in the highest quality However if you have included high resolution images in your PDF then you may not be able to download your brochure on the highest setting because of the size of the file In this case select a lower quality You will find that this will still print well because the image s started as a higher resolution image The more images that you have in a brochure the larger the PDF file will be For websites the system automatically uses a medium quality for fast downloads quality bala
60. ontact You cannot delete a contact but you can archive them instead Go to their contact details and on the right hand side of the screen click on the icon This will archive that contact 15 4 Deleting an Activity First go to the relevant property or contact that the activity is logged against Click on the activity tab and locate the activity Next tick the box next to the activity and click delete selected activities Melissa Read P 56 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 16 Appendix Standard Features Fully configurable and customisation option Web based including full hosting and upgrades Desktop Office network option There is a setup cost for this and you will need to buy all 3rd party licenses Only realistic for medium to large companies Estate Agency Version Commercial Agency Version Overseas Agency Version Easy to use Multiple jobs per property e g sale valuation comparable Multiple property types per property important for cross matching with applicants Mandatory information variable by job type or status Applicant matching with multiple requirements and multiple property types Multiple images per property Multiple floorplans per property Maps Reports Template driven PDF brochure to your own designs Note that there is a one off admin charge to create these typically 75 a template depending upon design Please supply original artwork as a photoshop file
61. progress zl Property Contour a Type Development Accounting Development Valuer E Brochures z Tenure 7 Type Ary Estate Town Workgroup Any Staff Member Any z Date Date Launched Launched From To Price Min See drop down options above which allow you to filter out the kind of briefcase you are creating For example if you want to create a list of all properties that are currently available for sale you would select job type as For sale job status as available etc etc Once you have made all your selections click on the submit button and Enterprise will find all properties that match your requirements and you will have the option of naming this briefcase At any one time you can have an active briefcase and all previous briefcases you have created can be seen You can also share briefcases so that your colleagues can access them Melissa Read P 25 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES By clicking on this icon you can change the briefcase from being hidden to other staff to sharing or vice versa gj Home CALDES 2 Guten Spat Ouest Click this link to create a new briefcase C Property FulName Company My Briefcases Quick Search Briefcase Name Active Shared Delete zl Click for Agency Disposal No edit Q Commercial settings Please see the screen on the right Click for Agency Disposal No edit Q 10 9 2009 settings Click for
62. property will no longer be advertised in the local papers and any further interested parties will be advised of the sale agreed statraone If can be of any further assistance please let me know Kind regards Yours sincerly Stuart Rand Bell Caldes com Melissa Read P 32 CM13 Enterprise Manual doc Support Tel 08704208348 MiCALDES 10 Mail Shots and CRM Contact Relationship Management Introduction Caldes Enterprise allows you to relate contacts to other contacts properties and staff It also allows you to define contact types contact categories and applicant requirements By providing this functionality in a single centralised database you have a very powerful tool for targeting clients and customers or for reporting on relationships and activity Most of the time this functionality will be used for mail shots For instance you might want to send a mail shot to all contacts in London who have not been sent a mail shot this year and who are interested in development opportunities The mail shot tool allows you to precisely target different contacts across the entire business and send them emails or letters Emails need not be bland and single dimensional Not only can you include HTML formatting but you can also include dynamic links to information such as a portfolio of properties When a customer clicks on these links you can record this information This serves a number of purposes including the ability to sift out live and
63. r the date the requirement was added or the date the activity was logged e When the report is displayed on screen the user has the ability to edit it before it is printed e This report also holds a library of logos that the user can update This will allow a logo to be displayed on the report such as the client logo or your own logo Please speak to your administrator to have a new logo added e The report can be exported into Word and Excel if required 11 1ii Activities Generate viewing reports etc from here This report produces a list with dates times and comments as configured against each activity in administration Melissa Read P 44 CM13 Enterprise Manual doc Support Tel 08704208348 Purpose of report O MICALDES The purpose of this report is to produce a text based report on the activities held against a property The report allows the user to select the activities to be included in the report and then save that selection under a report name The user can also use the right hand boxes to prioritise activities by giving it a number For example if the main priority Mailings the user would select Mailings then put the number 1 to the right The columns shown in the report are based on the set up for each activity and can be changed if required The report can be printed from Caldes or exported into Excel or Word for enhancement if required Image 32 Property Activity Report Generator t
64. refore please read the instructions carefuly Choose criteria for a non activity report START DATE 1 May 2010 7 Detauts to 1st day of month 6 months ago Click to change as necessary END DATE 12 11 2010 is always today roing Notes about rofing dates if you save this report and then re run the report later the dates wil be roling based on the gap set now E g f you set the start date is set to six months ago then next time you run t t wil be six months from the date run 1st of the month CONTACTS Tet iown Known to me Owned by my workgroup Guest Only the contacts types in the RIGHT HAND BOX will be searched Leave blank for al Archived contacts wil not be returned Statt a Asoicant Add gt gt Cent Ex statt Owner Partner in Charge lt lt Remove maant zl ACTIVITIES f a contact has had any of the activities in the RIGHT HAND BOX during the tme frame above then they wil NOT be in the resuts Web Beefcase a Asvertsng Add gt gt Aaokeonie ALS omai sent aomas match Curent ist emai viewed Remove Camna int sent zl As explained in the above image this shows contacts that have had not any activities between dates that you can select and will then produce a mailshot for those contacts Melissa Read P 50 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 12 Diary and Calendar The Calendar is always shown on the home page in the Quick Search area when you first log into
65. ring Check g New website appicant wu Og Particulars requested 21 Ege sent 28 29 Telephone cal Viewng Web briefcase entered Web enquiry Web Requirements Change Rec Web viewing request N Calendar Confi urat Calendar Shortlist S Caldes Support S V Lynda Lemont M meissa Read Lj Calendar Contacts x x Tasks 5 DB Property amp oe Reports 2 a ib Options vd re a the activity section of a property or contact in the Image 24 141 Add Job Jump to Property Jump to Sentto Add Sent b Stuart Ada Rand Bell 7Feb 2007 New o Initially you will be presented with a form similar to the one above If the letter is to a contact about a property then you above To do this click the Add bu A fast way to do this is to type the Melissa Read P 31 CM13_Enterprise Manual doc initially need to fill out the two orange fields shown tton and find the property or the contact property name or the contact name into the relevant Support Tel 08704208348 MICALDES orange field and a pick list will pop up on the right hand side of your screen Click on the contact to add them Text stored in templates can be used for emails as well as letters Once you have filled out any relevant information to the form select a template from the list You will then see a new button titled Preview letter
66. s Marketing costs budgets and recoverables module Online payments e g Paypal Worldpay Secure Socket Layers SSL Website Integration Integrate property searches with your existing website Bespoke website development Integrate applicant feedback and registration forms Global maps integration Full website content management system Track hits to your website Melissa Read P 58 CM13 Enterprise Manual doc Support Tel 08704208348
67. s the old house Postal Town Reigate Map RH16NG County Surrey Country ENGLAND Property Ref 42 v Contact Information Main Contact Lynda Lemont Direct Telephone 07957829677 Email Iki caldes com Telephone 0870 420 8348 Viewing Comments HOME 01737 248575 Key Property Information Comments very nice house with 4 bedrooms Property Notes amp Property Type s Extra Match Fields Brochure Images v Job Information Work order 39 Sale Status For Ssle ToLet v Negotiator Lynda Lemont Caldes Software Dir 07957829677 Price 556 000 Activity Summary n amp Recoverables for job 39 1 Marketing 4 Brochure Text 4 amp SendToWeb Match Run Melissa Read P 24 Yes Required Complete E brochure first CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 6 Briefcases There are back office briefcases for staff and users as well as web briefcases for applicants 6 1 Back office briefcase A briefcase is essentially a group of properties that all meet a certain criteria of your choosing This gives the ability to have a wide range of uses for briefcases such as creating a selection of properties that meet someone s specific requirements or a list of properties being handled by a specific negotiator 6 2 How to set up a back office briefcase Click on Reports in bottom left of your screen irrespective of which screen you are in Select Create Briefcase and the scr
68. sed HTML format Caldes has produced behind the scenes software to convert this to a PDF document on demand It is not simply a case of converting the Edit mode information in to a PDF because the edit mode information includes borders backgrounds layouts and blocks and you do not want these on your finished document Most PDF conversion software converts exactly what you see and so this would not work The Caldes PDF conversion system converts the data in a proportional way For this reason there are some limitations It is possible that text will wrap in a different place in Edit mode and Preview mode In addition margins may vary occasionally There is a trade off between ease of use and functionality If you need very accurate PDF documents we recommend that you use a professional publishing software program such as Quark and then upload the finished PDF to the Caldes system Having said that you can expect very professional high quality results from our template system but there will be some limitations For instance you cannot add transparent text over the top of an image in the PDF document although you can for an HTML document If you do use an external product then you will still have to add enough information for your website and exports 5 8 Jobs The Caldes Enterprise system allows you to add multiple jobs to the same property address This allows the same property to undergo a number of different job types and retain a history o
69. side of the screen you can make further selections such as archived contacts contacts with or without an email address etc If at any time you have become confused with your selection simply click the purple Reset all Fields box at the top of the page Tips 1 You do not have to select something in every category on the screen Selecting more parameters will refine your results so the fewer fields are selected the smaller the mail shot Melissa Read P 34 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 2 You can select more than one item in a list by holding down Ctrl on your keyboard whilst clicking 3 If you select 2 or more items in one box it will find contacts that match either one or other i e if you select the contact types Applicant and Estate Agent it will find contacts who are Applicants contacts who are Estate Agents as well as contacts who are both Applicants and Estate Agents 4 OPT OUT If you have a client who wants to opt out of receiving ALL emails you can tick the box next to their email address on their contact screen see below Title Surname Initials Direct Tel Direct Fax Mob Eves Source Mailing list Adress Activity 07957829677 Thame Lynda Lemont Firstname Salutation Company activity 1D 6 Christmas card list Dir Email Category Position Status Contact Type Do not write to Meet Relate rise Administrator Con
70. ssages and can be used as a notice board It can also automatically display items in diaries and viewings as we have shown e Other home page options are available such as a list of users who are logged in and a link to your tasks list showing what tasks are due and overdue You can download this guide too e The diary is initially shown in what is called the Quick Search area This area is replaced when you search for properties or contacts Melissa Read P 5 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES 2 Contacts All people added to the system are contacts whether they may be clients staff tenants applicants etc Applicants are simply contacts that have requirements Please refer to the Applicants section of this manual for further information on adding requirements to an applicant s record 2 1 Adding a new contact lm gt Home Image 3 QUICK LINKS Click here for a list of your contacts only mgl Click on the Contacts button n the man menu Click here for an advanced search e A search form will now appear in the Quick Search Click here for your applicants Match All Return Top 50 area All other areas of the screen will remain the same at this point S poe i e Type in the surname of the contact that you want to PostCode add and then click find The system will first check FirstName _ that the contact does not already ex
71. tically exclude contacts from the mail merge based on their activity history You could for example exclude contacts that have had 2 mail merge activities within the last week e Option 2 Include by activity allows you to only include contacts based on their activity history You could use this to mail merge just contacts that have been added to the system within the last 3 months You can use the property reference box to specify a certain property so only activities relating to that property are included An example of this is to alert contacts who have booked a viewing on a particular property in the past that it is back on the market e Option 3 allows you to only find applicants whose maximum price range is between the lower and upper figure and allows you to only find applicants whose floor land area requirements are between certain values It also helps define the type of property the contact is looking for Melissa Read P 36 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Step 2 Select a mail merge type Image 28 c e c P MM Use this button to see if there are any results Step 2 Select a mail merge type from one of the following SUUM Instantly creates and saves mailshot with all contacts Can then be edited now or later Display detailed contact information Could timeout if selection longer than 10 mins Use this button to save your search query for repeated use Note that you will be asked which acti
72. tration E a g g s L1 pos samnoweg Ch fov Sm noytd b peysonde 11 3iii Workgroup activity chart As above this produces an easy to read graphical chart of activity within your business Results can be broken down into weeks months quarters bi annual and annual columns E g Show me all the viewings and valuations between two dates for the London branch Melissa Read P 49 wot tayoutg 9 Bumm Ch Total Image 36 peysenbe snowed CM13_Enterprise Manual_doc peysonba samnoytd tp wot sufn2yta Z Cc Comments Early stage of marketing difficult property to sell may have to drop the price and the fee will therefore reduce Event Type Bl Launched WB Particulars requested Bl Parbculsrs sent n Viewing Support Tel 08704208348 MICALDES 11 3v Non activity report Image 37 Non Activity Report BASICS This report maishot wil find af contacts that HAVE NOT had acbvibes between dates as chosen below and create a maishot for you that you can then use just Re any other maishot E g Mailshot everyone who has registered a requirement in the lest 6 months but not made an enquiry Once created you can save f as a quick ink on your home page to use again and agan You need to turn on the quickink from the Cogs icon on the home page Understanding how the report works ss quite complex due to the nature of what t is doing ie finding things that have not happened The
73. ts A well positioned three storey townh Tenure Freehold d Extra Match Fields Brochure Images e Extra Match Fields Click the Extra Match Fields link You will then be shown a form with all of the matching fields that you might require This area is configurable to suit the needs of your business Select the options that apply to this property and then click the red Save button at the bottom of the form to return to the check list Options include multiple property types amenities and localities e Images Click the Images link This will take you to the images upload area See the next page for more information about adding images 5 6 Images e This is simply a process of uploading an image you have already saved on your desktop into Caldes e You can also get to the Images page by clicking on the property Images menu item along the top e The first image that you upload will be the master image and will be used as the main image on your website e The Caldes Enterprise system includes automated image resizing software Images will be automatically resized depending upon what they are used for Follow the onscreen instructions regarding adding an image Melissa Read P 17 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Image 15 J Check list Address Contacts Jobs Activities Match Group _ Images E Brochure ong Beech House Addie Lane READING RG30 2DG Bridget Jones hotos Photo
74. vity type you want to log the mail merge as when you complete the mail merge Results explanation The number of people in each results from above will be the same but the count may differ because each search is done differently to achieve different purposes as follows Short Format counts each contact only once Long Format counts each set of requirements once rather than the number of people and so may be more than the short format See Results Only counts each contact but if they are in more than one category then it will treat each category as another counter and so may be more than the short format Before moving onto Step 2 you can use the Quick result list button to see how many results from your selection you will get This gives you a snapshot of the size of the mail shot as well as other factors such as how many have emails addresses Step 2 will move you onto the next stage of the mail merge Short Format Mailshot and Long Format Mailshot both allow you to review the contacts included in the merge The short format mailshot contains only very basic information about each contact The long format mailshot contain more detailed information such as contact details and requirements where applicable but will take longer to load Therefore it is suggested that you use short format wherever possible and the long format when you need to see more information to select the correct people for the merge 10 2 Mail Merge Summary Scr
75. wn and click save This task will then appear in your task list when you refresh the task list page from the Tasks menu To view existing tasks click on the relevant link Any new tasks added in the last 2 hours will be shown in a separate section called Just in Tasks are grouped by priority and by activity type All tasks will appear in both groups You can change the time period over which tasks are filtered using the filter drop down box The Up to today default option is the best one to choose as this will show you all tasks that are due or overdue but ignore ones in the future that are not yet due Depending upon security options you will also be able to view tasks for other users and workgroups The Mail merges link shows you all mail merges created through the reports system and through matching which have not yet been completed fully The Invoicing link is an optional module and provides access to the invoicing system If you are using invoicing then you can also get to it from the same icon in the main menu in the tasks row The Outlook Synchronise link takes you to a new page where you can download and implement the Outlook synchronisation software The Task Search link provides you with the facility to search for specific tasks 8 1 The Task List By clicking on My workgroup task lists are shown in a similar format to the screen shot below The sort order can be changed by clicking on the small pyramid
76. y Bl Details Matc ft 5 3 2 Location Information Once you have added the applicant s core requirements you now need to add their geographical requirements These can be anywhere in the world Caldes already includes all the UK postal towns but you can add country region county and town information as necessary For additional areas that are less easily defined you can also add localities The screen displayed on the following page shows just Towns and Localities Melissa Read P 10 CM13 Enterprise Manual doc Support Tel 08704208348 MICALDES Tip The more information you add to the applicant s page the more you can drill down in your reporting section For example you might at a later date wish to produce a report based on clients looking for properties within a very specific price range If the data is not in the system then that applicant will not appear on that report and you may have a missed marketing opportunity Tip Caldes includes a macro system which can be taught which towns or postcodes relate to which localities For instance if a property is in Slough then the M4 corridor locality can automatically be ticked making it easier to match your applicant to a suitable property Image 7 Address Activity Company Activity Jobs Meet Relate ge o jill 0870 420 8348 READING Charles Anderson Lemont Lynda w Guest v 3 Summary Details Location A Match Ref 5 LO
77. y selected job and all of the jobs activites o Select the new job type that you want to add and then click the red Add New Job button o You will then be presented with a form that has been tailored to your own requirements As there are an infinite number of permutations of this form which might vary from job type to job type we have not shown the form here o Fill out the form as fully as possible Please contact support or your systems administrator if you have any problems o In particular it is important to fill out the job status A job form can include a floor area breakdown sub form if required Please contact support to include a floor area break down sub form o Click the red Save button to complete the job form You will then be taken back to the Check list page o Job information can be used as comparable information later Optional leasehold and sales analysis forms can also be used for capturing more detailed information if required o You can get to these by clicking the Jobs button in the top menu bar for the property Then click on either Leasehold or Sales Analysis form buttons This will then bring up a form which can be filled in When completing this form it is important to remember not to use unusual punctuation such as amp or as this might bring up an error on the page If the information already exists it will show on the property check list and you can click through to it from there M

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