Newsletter Archive 2009
January
« Condo and Single Family Listings
Q: When can you list a condo under the single family class in Paragon? When can you list a single family dwelling as a condo?
A: A single family property can only be entered as a condo if it has condo documents, a shared wall, or a monthly maintenance fee associated with the property.
A condo can only be entered under the single family class if it is a stand-alone or a half-duplex. At their last meeting, the MLS Board of Directors voted to also require that all condos entered in the single family class must include the condo fee within the first line of the public remarks.
Please keep in mind that if your single family property qualifies for inclusion in condo, or if your condo property qualifies for inclusion in single family, it first must be entered in its primary class.
« Condo Style Confusion
Confusion regarding the labeling of the STYLE of a condo, particularly ranch vs. garden style, is creating inaccurate information on the system and therefore inaccurate search results. Garden style should be selected for a condo that has all living space on one level and has other units above or below. Garden condos are often in a building that resembles an apartment building. Ranch style should be selected if the Condo you have listed is in a one floor building with no other condo units above or below. Townhouse style should be selected if the condo you have listed is a 2+ story unit. Your help in accurately describing your condo listing will help those looking for it.
« Checking Your Listing on Wisconsinhomes.com and Realtor.com
Use the following link to easily check your listing on Wisconsinhomes.com and Realtor.com:
http://www.scwmls.com/websites/check_status.html
« Short Sale and Bank Owned
Additional choices under the Terms feature have been added within Paragon for Short Sale and Bank Owned. Please modify your listings if one of these situations applies. These features will be included on the spring profile sheet revision.
« December 2008 MLS Stats By Price Range (PDF Format)
« December 2008 and YTD/Annual MLS Stats (PDF Format)
February
« View Sent Email
Paragon retains copies of emails you send (auto generated or manual) via Paragon for 30 days. To view these emails, click on Contacts and select Sent Email under Contact Resources. From the list of emails sent you can search for a specific email by date sent or subject. You can also see the last 30 days of emails sent to a specific prospect by clicking on the prospect name and choosing View Sent E-mail from the Quick Actions drop down. Once you locate an email you can view it and/or forward the message.
« January 2009 MLS Stats By Price Range (PDF Format)
« January 2009 and YTD/Annual MLS Stats (PDF Format)
March
« Entering Net Taxes
Please remember to update tax amounts on current active listings. When entering Net Taxes, the figure that should be used is after other taxes, specials, and the lottery credit (if applicable) are applied.
« Creating a New Listing in the MLS
As recently clarified by the MLS Board of Directors, in order to create a new listing with a new MLS number in the MLS, you must draft and have your seller(s) sign a new listing contract. If you are relisting a currently active listing before its expiration date, you also need to secure an amendment to expire the original listing early. MLS requirements for a new listing are not met by an amendment requesting a new MLS number.
« February 2009 MLS Stats By Price Range (PDF Format)
« February 2009 and YTD/Annual MLS Stats (PDF Format)
April
« What To Do When Your Keycard Does Not Work
- Reset the Key - Press with a paperclip in the RESET hole on the back of the key.
If that doesn’t solve the problem; - Call the MLS at 608.240.2800 during normal business hours or 608.332.5400 after hours. MLS staff will first try to troubleshoot your problem over the phone;
OR - Call Supra Support at 877.699.6787;
OR - Contact your broker or office manager. Under circumstances where a replacement ActiveKEY is not reasonably available from the MLS, brokers and office managers may lend their ActiveKEY, for a maximum of 48 hours, to active Keyholders licensed with their company;
OR - Contact a fellow REALTOR or the listing agent of the property. Although they are not allowed to lend you their keycard, other REALTORS may be willing to meet you at the property.
« What is Off Market Date?
The primary search screen in Paragon includes a field called Off Market Date. The Off Market Date is not the same thing as the Closing Date. The Off Market Date is the accepted offer date for sold and pending properties, the expiration date for expired properties, and the withdrawn date for withdrawn properties. It is the date the listing left the status of Active and was thus "Off Market". If you are searching Sold listings in order to calculate statistics, you should use the Closing Date which is located on the secondary search screen. The Off Market Date is helpful when searching for a combination of statuses, such as sold and expired in the same search.
« Moving from One Company to Another
When an agent transfers from one company to another, or to a different branch within the same company, please make sure the MLS has been notified of phone number and email address changes. In addition, please note the following that will need to be adjusted in Paragon:
- In the case of a branch-to-branch transfer, be sure to update the company name to reflect the correct branch on each active listing.
- Email notifications for prospects must be turned back on.
The reason auto-notifications are turned off is because often times the email address of an agent changes when they change offices. Email sent from an inactive email address can cause all Paragon emails to be blacklisted. - Under Preferences, update your E-Card if you have it turned on.
- Under Preferences, update the information in your email Standard Message Body if you use this feature.
- If you use the E-Card and/or the Standard Message Body for auto-emails, you must update the notification information on each prospect individually.
- If you blind carbon copy yourself on auto-emails, you must update this on each prospect individually.
- Update company info in saved CMA presentations.
- Update your company logo if used on your reports.
« March 2009 MLS Stats By Price Range (PDF Format)
« March 2009 and YTD/Annual MLS Stats (PDF Format)
May
« Photo Deadline Changed
Photos are a very important piece of information about a listing. While the vast majority of our members load the photo the same day the listing is entered, some do not. To ensure that a photo is loaded, South Central WI MLS rules require agents to load a photo within 5 days of input for all listings except vacant land, commercial property, and new construction. At their last meeting, the Board of Directors extended this to 7 days. Effective immediately, if a photo is not loaded within 7 days, the listing agent and his/her broker will be sent a notice giving them 5 additional days from the notice to load a photo. If a photo is still not loaded, the broker is billed $50 and the MLS sends a photographer out to take a photo.
« ShowingAssist Enhancements
The following enhancements were recently added when clicking on Schedule a Showing:
- -You can now set up showings beginning at 8:00 a.m.
- -You can now double book yourself for a single timeslot on the calendar by clicking on Request Showing in the drop down.
- -You can opt out of the first acknowledgement email and/or the email stating your showing request has been reviewed. Click on Preferences, User, ShowingAssist, Agent Tab, Advanced Setup.
- -An option has been added to decline a showing within the showing request email.
If your listings do not have the Schedule a Showing icon on them, and you would like to make it easier for others to set up showings via email, you can view a tutorial of the ShowingAssist program at www.scwmls.com. Click on Resources and Showing Assist. If you have further questions about this product, please call the MLS.
« New Lot Size Requirement
At their last meeting, the MLS Board of Directors voted to mandate that listing agents include the number of acres in the Lot Size field for Single Family listings over 2 acres. If you have an active single family listing in which the lot is over 2 acres, please add the number of acres in the Lot Size field if it is blank. The Lot Size field is non-required for parcels under 2 acres, but it is recommended that you include either the number of acres or the dimensions of the lot.
« Cumulative Days on the Market(CDOM)
A new days-on-market calculation was added to Paragon the first of the year that will allow users to see the cumulative time a listing has been on the market. When a new listing is entered, Paragon looks to see if a listing with the same address had expired or was withdrawn in the last 30 days. If a previous listing, meeting these criteria (same address, expired or withdrawn in the last 30 days) is found, Paragon will look at the days on market for that listing and begin counting from there. The Days on Market (DOM) calculation, showing the time on the market for just that MLS number, is also still available.
Not all listings in Paragon will have a CDOM. The Cumulative Days on Market is available for listings added or changed since this new calculation became available on 1/1/09. It is unfortunately not possible to go back in time to trigger a CDOM for all listings in the database. In addition, we have opted to not turn CDOM on for vacant land listings, as often times the street address is not complete.
You will find the Cumulative Days on Market on the bottom of the Agent full report along with the Days on Market and on the Property History report.
« April 2009 MLS Stats By Price Range (PDF Format)
« April 2009 and YTD/Annual MLS Stats (PDF Format)
June
« What To Do When Your Keycard Does Not Work
- Reset the Key - Press with a paperclip in the RESET hole on the back of the key.
If that doesn’t solve the problem; - Call the MLS at 608.240.2800 during normal business hours or 608.332.5400 after hours. MLS staff will first try to troubleshoot your problem over the phone;
OR - Call Supra Support at 877.699.6787;
OR - Contact your broker or office manager. Under circumstances where a replacement ActiveKEY is not reasonably available from the MLS, brokers and office managers may lend their ActiveKEY, for a maximum of 48 hours, to active Keyholders licensed with their company;
OR - Contact a fellow REALTOR or the listing agent of the property. Although they are not allowed to lend you their keycard, other REALTORS may be willing to meet you at the property.
« Adding Virtual Tours
Included in one of the recent Paragon upgrades was the ability for agents to add virtual tours to their listings. Although most agents do not have the security level needed to add and maintain listings, they do have the ability to add photos, associated documents, and virtual tours to their listings, as well as change the map location for their listings. These functions are located under Listings and Maintain from the Paragon Main Menu.
Now that agents have the ability to add their own tours, the MLS will no longer be accepting tours directly from providers on behalf of agents. Please direct your tour provider to send your virtual tour to you for inclusion on the MLS instead of directly to the MLS. As virtual tours are becoming more popular, we are finding that without hiring additional MLS staff, we no longer have the time needed on a daily basis to load tours for agents. This does not mean we are not available to help you load your tours if you need help. We are always happy to help you with Paragon.
Please keep in mind that the MLS does not allow tours that are branded with the agent name or agent/company information. The name of the company is allowed. Often times tour providers send both branded and unbranded tours. Please make sure the unbranded tour is the one that is added to listings on MLS.
« Repeating Searches in Paragon
Paragon always remembers the last search you did. During your current Paragon session, the last search criteria automatically appears. If you logout and log back in, the search criteria does not automatically appear, but you can reload it by selecting Load Search and then Load Last Search from the buttons directly above the search prompts.
« Statistical Reports
The MLS produces several pre-defined statistical reports on a monthly, year-to-date, and annual basis. These reports can be found by clicking on the Statistics button located on the menu bar to your left.
« Labeling Bathrooms Correctly
Please use the following guidelines when identifying bathrooms in the MLS:
-A Quarter Bath includes a stool.
-A Half Bath includes a stool and a sink.
-A Three-Quarter Bath includes a stool, a sink, and a shower stall.
-A Full Bath includes a stool, a sink, and a bathtub (a shower may also be included)
.
If you don’t have a stool, you don’t have a bathroom
« Moving from One Company to Another
When an agent transfers from one company to another, or to a different branch within the same company, please make sure the MLS has been notified of phone number and email address changes. In addition, please note the following that will need to be adjusted in Paragon:
- In the case of a branch-to-branch transfer, be sure to update the company name to reflect the correct branch on each active listing.
- Email notifications for prospects must be turned back on.
The reason auto-notifications are turned off is because often times the email address of an agent changes when they change offices. Email sent from an inactive email address can cause all Paragon emails to be blacklisted. - Under Preferences, update your E-Card if you have it turned on.
- Under Preferences, update the information in your email Standard Message Body if you use this feature.
- If you use the E-Card and/or the Standard Message Body for auto-emails, you must update the notification information on each prospect individually.
- If you blind carbon copy yourself on auto-emails, you must update this on each prospect individually.
- Update company info in saved CMA presentations.
- Update your company logo if used on your reports.
« Virtual Tour Restrictions
Just a reminder that MLS rules prohibit the display of virtual tours that include agent information and/or office contact information. Office name is allowed.
The reason for this restriction is that links to virtual tours on MLS listings in Paragon are included as part of the Customer Full Report. By design, the listing company is given credit on this report, but there is no agent information or office contact information. The Customer Full Report is the email default from Paragon to clients/customers. Before this restriction was in place, some of the tour links on listings emailed from Paragon took the client/customer to a web page containing agent and office information along with a tour of the property. On some of these web pages the focus was on the agent/office, and not the property.
« What is Off Market Date?
The primary search screen in Paragon includes a field called Off Market Date. The Off Market Date is not the same thing as the Closing Date. The Off Market Date is the accepted offer date for sold and pending properties, the expiration date for expired properties, and the withdrawn date for withdrawn properties. It is the date the listing left the status of Active and was thus "Off Market". If you are searching Sold listings in order to calculate statistics, you should use the Closing Date which is located on the secondary search screen. The Off Market Date is helpful when searching for a combination of statuses, such as sold and expired in the same search.
« May 2009 MLS Stats By Price Range (PDF Format)
« May 2009 and YTD/Annual MLS Stats (PDF Format)
July
« Temperature and Your ActiveKEY
Your ActiveKEY is designed to operate in temperatures between 14 and 140 degrees Fehrenheit. As temperatures in parked cars can exceed both the low and high range (Sometimes within the same week in Wisconsin!), please do not leave your ActiveKEY in your car.
« Updated MLS Profile Sheets
The latest revision of MLS profile sheets can be found under Documents within Paragon and on www.scwmls.com. The following new features have been added: Stubbed for Bathroom, Radon Mitigation System, and Unfinished under Basement for single family and condo; Additional for Sale under condo parking, and Above Commercial/Retail under condo miscellaneous. If you have a current listing that possesses any of these new features, please modify your listing to include them. The new profile sheets also have a new page 4 that has room for Showing Instructions, Open House Info and Virtual Tour Address.
« WIREX Update
WIREX went live on January 21. With the exception of a few issues with missing photos, the launch went off without a hitch. We have seen an average of 135 unique users per day login to WIREX.
The only common question we have heard is: "How do I search by MLS number?" To search by MLS number in WIREX, click on Search and then select property type (or Multi-Class if you don’t know the property type). Original MLS # is the first field. At this time we are not able to include MLS number in the Quick Search from the Home Page, because the MLS number we see, as assigned from the three MLSs, is not actually the MLS number behind the scenes in WIREX. When listings were merged from the three MLSs, there were unfortunately multiple listings with the same MLS number, which necessitated that we renumber all listings within WIREX. So the field you are actually searching on is Original MLS number as assigned by the native MLS. We are unfortunately not able to customize the Quick Search for this original MLS number field, but we have opened a system change request to have this added down the road.
« June 2009 MLS Stats By Price Range (PDF Format)
« June 2009 and YTD/Annual MLS Stats (PDF Format)
August
« Important Reminder about Scheduling Showings Via Paragon
When you click on the Schedule a Showing icon within Paragon, a box will pop up with your personal information such as phone number and email. This information is not automatically tied to your member record within Paragon. This is by design so you have flexibility to enter the most appropriate return phone number or email for that particular showing request. The email or phone number as entered will stick until you change it. Because of this flexibility, if you transfer to a new office or change your email or phone number and report that to the MLS to have changed in Paragon, the showing pop up screen will not automatically change; you have to change it. Please glance at this box each time you set up a showing to be sure the email and phone number are as you want them to be. If you need to make a change, simply do so right on that screen.
« Customizing Paragon Spreadsheets
Have you ever wanted to be able to fit more on the spreadsheet printout from Paragon? In many cases, the title of a field is larger than the data contained in that field, so when you include that field on a spreadsheet, the column is wider than it needs to be. When viewing the spreadsheet, if you click on Customize you can utilize the check box under the selected fields that says Use Short Label. For example, if you include the field for Fin Above Grd SqFt, and then put a check mark next to that field and then check the Use Short Label box, the header for that field will be condensed to AbvGrdSqFt. You can also take advantage of the option to print horizontally available within the Print window that comes up before a document is sent to your printer. Print boxes can be different from machine to machine, but look for a Preferences option.
« July 2009 MLS Stats By Price Range (PDF Format)
« July 2009 and YTD/Annual MLS Stats (PDF Format)
September
« Showing Appointment Reports in Paragon
All showing requests made on your listings, and all showing requests you make via the Schedule a Showing button can be accessed via reports within Paragon. These reports can be found by clicking on Preferences, User, Showing Assist (bottom left). Click on the Reports tab and select either My Showings or Showings on My Listings. Enter your desired date range and click on Generate Report.
If you do not currently have the Schedule a Showing button available on your listings, and are interested in adding this free feature, contact the MLS at 608.240.2800. Many agents have expressed how much they like the option to click on a button to set up a showing via email any time day or night. Click here for a demo of ShowingAssist.
« Easy Access To Favorite Paragon Reports
Are you taking advantage of the Favorites section of the Available Reports menu? If you find yourself clicking on Details, MultiUps, or one of the other report buckets to find a report you often use, next time, simply click on that favorite report and drag it up under Favorites.
« August 2009 MLS Stats By Price Range (PDF Format)
« August 2009 and YTD/Annual MLS Stats (PDF Format)
October
« Can I Count This as a Bedroom?
The MLS does not define what is a bedroom. Listing agents should use common sense when calling a room a bedroom. If you are counting a room as a bedroom that is not a typical bedroom (i.e. does not have a closet, does not have code approved windows, is accessible only by going through another room, etc.), PLEASE indicate in the remarks what makes it atypical so that showing agents and potential buyers are informed before a showing.
« Add Your Team Name to Paragon Reports
If you work within a team and would like your team name to be included on the bottom of the customer full reports, email Jen (jen@wisre.com) with your team name. After Jen adds your team name to your member record, you can customize the customer reports by clicking on Preferences, Views/Reports, and the Details tab. Open up the report you would like to change and scroll down to the bottom section in white. Double click on the white box to display the fields you can include. Select My Info - Team Name, which is located a little more than half way down. Highlight this field and click Add. Place a check mark next to the Team Name and next to No Label at the bottom and hit Save & Close. At this point, the Residential report is done. You will need to do this for each class of property. Your personal slogan can also be added in this same fashion.
« Autofill From Tax Records During Listing Input
If you are not currently using the Tax Autofill link when adding a listing, you may want to check it out. Clicking on the Tax Autofill link at the top of the Add Listing screen will take you to the Tax Search page. Locate the property you are adding by parcel number, address, or owner name. Select the tax record, and then click on the Autofill link at the top of the screen. Information such as address, legal description, assessments, and taxes will be automatically imported into the add-listing screen saving you keystrokes. If the listing agent has provided information that is different from what is auto-filled, you can simply overwrite the auto-filled information.
« September 2009 MLS Stats By Price Range (PDF Format)
« September 2009 and YTD/Annual MLS Stats (PDF Format)
November
« Customizing Your Search Screen
You have the ability to set the Paragon search screens the way you search. If for instance you are an appraiser and use Closing Date as a search parameter all the time, you may want to move closing date from the Secondary Criteria to the primary criteria. If you are an administrator who needs easy access to open house fields, you may want to move them from the last search screen up to the primary criteria. You can easily make these types of changes by clicking on Customize Search at the top of the search screen. From here you can remove search fields from one bucket and then add them to another. You can also move search fields up and down within a bucket. Once you get the search screen how you like it, click on Save Search, type in a name, check the box for Default, select to save without criteria values, and click OK.
« MLS Listings on Office and Agent Public Webites
If you have a website that allows the public to search for properties, please double check to be sure the property search button does not say something like Search MLS. MLS rules state, "There should be no statements or graphics that imply the viewer is searching the MLS."
« New Paragon Webinar Training
Looking for more Paragon training? How about free training from the comfort of your own office chair? Paragon Training Webinars are here!
Webinar is short for web based seminar. All you need is a computer, a high speed internet connection, a set of speakers/headphones, and about an hour of uninterrupted time.
Paragon Webinar Training sessions occur on Tuesdays and Wednesdays. They cover many topics including the basics such as setting up your computer for Paragon use, creating a full CMA, User Preferences including e-cards, agent photo/company logos and input maintenance. Each week will be a different topic, designed to help you get the most out of your Paragon experience.
The earlier you sign up, the better. Visit the SCWMLS Training Registration Center to view current schedules and sign up for your choices today. You will also find recommended pc configurations in order to ensure you get the maximum out of the classes you take as well as individual class summaries to aid you in deciding what to take.
The hands-on Paragon Basic class held at the MLS office is still highly recommended for all new agents and should be taken prior to these Webinars.
« Reporting Sales Late Will Result in Late Fees
MLS rules mandate that closed listings be reported as Sold in the MLS within 7 days of the closing. We have recently received complaints that some of you are not reporting your solds in accordance with this rule. Upon investigation using June single family and condo as a test, we have discovered that slightly over 10% of the listings closed in June (138 of 1,323 listings) were indeed reported after the 7 day deadline. Failing to report a status change in accordance with MLS rules falls under our general $5 per day fee for inaccurate or incomplete information. MLS staff has not gone looking for solds reported late in the past, but in light of recent complaints, we will unfortunately be re-assigning staff to check for solds reported late and will follow up with late fees of $5 per day invoiced to the broker. Please report your closings within 7 days so we don't have to fine you.
« ActiveKEY Firmware Update - Increases Battery Life
GE Security has released a new version of ActiveKEY firmware that includes several improvements relating to battery performance. After September 16th ActiveKEYs that update automatically via cell towers will have the new firmware installed. Those that do not update automatically will need to perform a manual sync with the USB cable connection to get the update - that sync can be done any time after the 16th (no specific day).
Highlights/Upgrades:
Battery Conservation Feature, the ActiveKEY will no longer search for Showing Notifications during the off-peak hours of 9pm to 9am, Daylight Time.
The Showing Notification ON/OFF feature enables you to extend your ActiveKEY's battery life (operating time between battery charges) by turning off Showing Notifications on your ActiveKEY. A Showing Notification is a text message that is displayed on the ActiveKEY when an agent opens your iBox at your listing. You may opt to turn off Showing Notifications on your ActiveKEY if you:
- - Prefer to receive their showing notifications via email
- - Do not have active listings
- - Do not use the showing notifications that are sent to your ActiveKEY
To turn off Showing Notifications on your ActiveKEY:
- - Press the on/off button on the ActiveKEY
- - Scroll to Preferences and press Enter
- - Press 2 to turn notifications off and then press Enter
Finally, with the new Quick Charge feature it will take less time for your ActiveKEY’s battery to charge.
« WI-FI Access to Paragon
Did you know you can access Paragon via your browser-enabled mobile phone or PDA? Paragon Wi-Fi is not a substitute for the online Paragon system, but rather a companion product that will allow mobile users the ability to search and retrieve a limited portion of real-time MLS listing data. If you have access to the Internet from your phone or PDA, there is no additional cost for this service. Simply enter http://scwmls.fnismls.com/paragonwifi and use the same login name and password you use to access Paragon. Click here for more information.
« October 2009 MLS Stats By Price Range (PDF Format)
« October 2009 and YTD/Annual MLS Stats (PDF Format)
December
« Cool New Website
www.mlscloud.com is a website that includes a map of the country with links to MLS sponsored public websites. Pretty cool - check it out.
« Wisconsinhomes.com Has Been Updated
Updates have recently been made to the SCWMLS public listing search website, www.wisconsinhomes.com. The look and feel of the site is more modern and includes better integration with mapping.
If your office or agent website uses the property search from the framable version of wisconsinhomes.com, it is important that you check your site, as your frame may need to be adjusted. Most framed websites will need to be at least slightly adjusted.
« Automatically Email Associated Documents
You can now set your associated documents to be automatically included when a listing is emailed from Paragon. Within the Associated Documents maintenance window, you will now see a check box for Public. Check this box only for documents that are appropriate for the public. Also, when entering the description for your document, please remember your audience includes the public. If you would like to make any of the documents on your current listings pubic, simply go to Associated Documents Maintenance and check the new Public box. All customer full reports are in the process of being modified to include a link to associated documents.
« What is Off Market Date?
The primary search screen in Paragon includes a field called Off Market Date. The Off Market Date is not the same thing as the Closing Date. The Off Market Date is the accepted offer date for sold and pending properties, the expiration date for expired properties, and the withdrawn date for withdrawn properties. It is the date the listing left the status of Active and was thus "Off Market". If you are searching Sold listings in order to calculate statistics, you should use the Closing Date which is located on the secondary search screen. The Off Market Date is helpful when searching for a combination of statuses, such as sold and expired in the same search.