2022 APPFILES GUIDE
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TABLE OF CONTENTS
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DASHBOARD
CRM TOOLBAR CONTACTS
7 - 10
CONTACT SPREADSHEET OFFICE365 LEAD & CONTACT SYNC
11 - 13
CONTACTS TO LEADS
14 - 20
LEADS
20 - 21
EMAIL SYNC
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APP FILES GUIDE
CONFIGURING THE SETTINGS Log into site: www.appfiles.com Mobile access: Download Puffin Browser (Free) Click on Settings next to the picture holder on the appFiles Home screen:
Display name – Welcomes you as the display name chosen. Upload Photo - When communicating through appFiles the image will appear next to the message. Email Address – The default email address is the Harry Norman email, but the address can be changed to appear as the same email address you use for your general HNR email. Email Footer – Click the Copy button next to the email address in this section. Open your email program and select New and paste the copied address in the To: field…when finished click the Send button. Return to the appFiles program and click the Email Footer link to refresh the window to see your email signature. Note: It could take a few minutes for the email signature to transfer into appFiles. Change Password – Let’s you change the password to your account. Logout All Other Devices – Will log out of any other device that you opened appFiles on. Georgia Forms Authorization – Type in your NRDS number and click the Authorize button to have access to the GAR and MLS forms in appFiles. Block Alerts from Users – Blocks alerts from anyone with a User Level but not Account Owners or Administrators.
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RESOURCES: From the Home screen in appFiles scroll down to Resources and click on the appFiles Tutorial link or click on View All in the in the Your appFiles section. In the next window click the Written Tutorial link.
VIDEOS: In each file in the File Contents, Recent Activity and appFiles Tools sections there is a Help tab. Each help tab provides information pertaining to information in that section.
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APP FILES GUIDE FORM VALUES: Click on Form Values to add content to a form that will auto-populate each time it is used in an appFile folder, E.g., agent name and contact information in the signature section of the form. **Note: this information will have to be updated yearly when contracts change.
CREATING AN APPFILE: 1. From the appFiles Home page click the Create New appFiles link:
2. Name the file and then select the File Type from the menu. If it’s a Seller name add the street address and if it’s a Buyer name add the Buyer’s name.
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3. Add any additional information in the fields if applicable and then click the Next button. 4. If working with another Harry Norman agent, select the agent from the Available Users list by clicking on the name. To remove a person from the Selected Users column, click on the red minus sign next to the name. When finished click the Create appFiles button. Note: Users in grey cannot be removed from the selected User column. Also, if working with a Harry Norman agent in another office, office admin must add the agent to the office appFiles roster. Note: Anything added in the Notes section can be searched in appFiles.
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5. This is the Home screen of your new appFiles folder. Note the main sections of the screen.
** In each file in the File Contents, Recent Activity and appFiles Tools sections there is a Help tab. Each help tab provides How-to information pertaining to that section. 6. The center section shows description information. Note: the blue “edit” icons which allow the names or contents of the information fields to be edited.
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7. File Access shows the default users of the folder and includes the file unique email address so documents can be emailed directly into the file. If attachments are emailed to the file the system will automatically add them in the correct sub-folders, E.g., Documents or Pictures. 8. Recent Activity keeps a copy of all emails sent to and from the appFiles folder and any updates added within the folder. Create an Update lets you send an update to staff and will save the message in Recent Activity. 9. appFiles Tools is where the files will be turned into staff under Change File Type/Name and this section also allow various functions to be performed to the file and forms.
FILE INFO FIELDS Add file info fields to import data into the forms by clicking on the File Info tab.
Click in the Template Name field and select the template to fill in. Once added these fields can be imported across all appFile folders.
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MASTER BUYER OR SELLER TEMPLATE - GEORGIA In a client folder click the File Info tab and select Add New. In the Use a Template section in the Template Name field select Master Buyer or Seller Template – Georgia. Scroll down and fill in the Listing or Selling Agent information… scroll to the top of the window and click Close to save. Note: To use the agent information click the yellow Import Values button in a form, select to import from a form. Information being pulled from another appFile, type in the Source appFile field the name of the file where the form is originally saved. Using this form will not require data to be updated yearly when the contracts change. ADDING FORMS: 1. Select Add a Form in the File Contents section or click the Add Form button. 2. Select a Form Package by clicking on the arrow at the end of the field or scroll through the GAR, Office or MLS forms. Use the blank Filter field to type in names of forms in the menu. 3. Click on the name of a form to add to the Selected Forms window. To see the first page of a form, click the Magnify Glass icon. 4. Select to add forms as Separate Individual Forms.
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5. To finish, click the Add Selected Forms button.
IMPORT FORM VALUES::
1. Use the Import Values button to add fields to forms. Use Import from FMLS to add the legal description and listing agent information to the forms using an FMLS number.
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2. Signature placeholder fields are already added to the forms. 3. As you add information to the form it automatically saves to the form.
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CREATE UPDATE BUTTON: If an update is made it will time and date stamp the comment and place it in the recent activity section. • When the agent selects: "All alerted users and commenters" anyone that has been selected will get an email when someone makes a comment on the update. • When the agent selects: "Only me and other commenters" only the agent that created the update and any other selected user that made a comment will get an email notification of the comment. • When the agent selects: "Only me” the agent will be the only person that gets an email notification of any comment that was made on that update. The image below shows the difference between having the Allow option checked in Create Update which adds a comment field for people to comment, and when it’s unchecked it adds a message in Recent Activity without a comment field.
ADDITIONAL FORM ELEMENTS: 1. To add additional content to a form, click on the blue edit pencil in the right corner of the form. To select a Role for additional initials and signatures select a role or scroll to the bottom of the window and click on New Name or Initial. If it’s a new signer name or initial, put the number of the new addition in parenthesis - E.g. Buyer Initials (3), etc. 2. To add names or initials, click the Place Signature or Initial button and place the content on the form. Date and name/initials fields can be separated on the forms.
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3. To edit the size, width or delete the content field, click on the element and it will turn a yellow-orange color. It’s now ready to resize in length and width or scroll to the top of the document and click Delete to remove. 4. Click the close button at the right top of the form to save the changes. Note: appFiles forms default to only 2 signatures and initials. If additional signature or initials fields are required, the fields must be added to the forms, E.g. Buyer Initials (3).
EDITING UPLOADED FORMS To make uploaded documents editable, E.g., PDF, word, etc., click on the Edit button in the right corner of the form. When finished the elements window opens to add content to the form, E.g., initials or signature fields, etc...
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APP FILES GUIDE
TURN IN FORMS: 1. To turn in forms, click on Change File Type/Name link in the appFiles Tools section. If it’s a buyer change the name of the file to the property address. If it’s a seller the file name stays the same. 2. In the File Type field select Broker Inbox. 3. In the Broker Inbox section select New Listing for a seller or New Pending for a buyer. Scroll down to Save when finished.
Note: Ask staff in the office how they want the filed labeled and turned in.
DOWNLOAD FORMS TO CLOUD STORAGE (COMPUTER) To download to cloud storage, open the form and click the Download tab. There are two ways to save the document: • When the document is downloaded click the arrow to Open the document and click on the arrow again to save the document. When the window opens to your computer select the cloud storage to save the document in. • Another option is to click on the arrow next to the downloaded document and select Show in folder. The folder will open with the document already highlighted…holding the left mouse button drag the document to the cloud storage icon or copy the file to paste in the cloud storage.
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APPFILES MOBILE ACCESS: Open the browser in your mobile device and from the appFiles home page click the 3 dots … in your window and select “Request Desktop Site”. The appFiles program automatically stays open on your mobile device for 30 days after the initial login if you do not log out of the program. SAVING PHONE CONVERSATIONS: From your mobile device you can use the voice command to talk in a phone message in the Create an Update section. Click on Create Update in the desired appFiles folder and select the microphone on your phone keyboard. Select the person to receive the message. SAVING A TEXT: On an Android device you can long press the text and select Share from the menu to email the text message to the specified appFiles folder. To save the appFiles email address on an Android device long press on the email address and select Copy email address. Create a new contact and paste the email address in the contact record. On an iOS device when you long press on the text, select copy to paste in your email to send to the appFiles folder. To save the appFiles email address on an iOS device long press on the email address and select Add to Contacts… save the contacts by the specified folder name. Note: Remember to save your appFiles folder email addresses on your mobile devices in the contact account.
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DOWNLOADING TO MOBILE CLOUD STORAGE: DROPBOX: To download a document to Dropbox from appFiles on your Apple device open the document and click on the Download button or Actions > Download. Select Download PDF and choose Open in…and then select Dropbox from the menu of applications. ANDROID DEVICE: In appFiles open the document and click on the Download button or Actions > Download and select Download PDF. In your download folder on your Android device select the document and choose to open with Dropbox PDF Viewer. Select Save to my Dropbox.
EDITING APPFILES TIPS: ADDING A FORM: • Open the client folder which brings you to the client home page • Click Add a Form on the left side column • Choose the forms(s) you need o If choosing multiple forms, you can Add as separate individual forms • Click the Add selected forms button to save • Blue fields on a form – Agent fills in the information • Purple fields on a form – Client fills in the information GENERATE CLIENT EDITABLE FIELDS: • Open a form • Click the Edit button on the top right of the form • Select a field to be edited and then click on the blue button called View element properties at the top of the window • Click on Advanced options • Check the box Add to client editable fields • Click Save changes • Repeat the above steps with each field the recipient needs to edit • When finished click the Close button (Fields will now show as purple and check boxes will look the same)
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• When finished adding the information click the Close button in the top right corner of the window. The additional contact information will show in the right column under the appFiles Tools section for quick access. COPYING A TEMPLATE FORM: • To copy an editable/non-editable form to another client folder select a form to open • Click on the blue Action button on the top right of the form • Click Copy • Type in the folder name o You only need to type part of the file name and a search window will open to select the appropriate file • Since the template form is blank, click Copy o If the template form had already been executed (with signatures and initials) you can make an exact copy or click the option to Make Fully Editable and it will remove the signature/initials • The other option is to copy into a Non-Editable document (embeds all field data and signatures/initials permanently into the new copy) MERGING FORMS: • Open a form and click the Actions button. • Select Merge Forms and select the forms to be merged • In the New Form Name field type in a new name for the forms • Click the Merge Selected Items button to save • Merged forms can be separated by opening the form and clicking on the Split button at the top of the form CHANGE FILE MAILBOX NAME: • In the appFiles Tools section click on Change File Mailbox • In the window, you can change the sequential number to something you can remember like the folder name: 740@hn-bc.appfiles.com to Wilsons@hn-bc.appfiles.com • After you change the name click the copy button to send an email; this now saves the email address in your email program.
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EDIT PAGES TAB: • • • • • • • •
Open a document and click the Edit Page tab Select the documents to either Group or Split If grouping give the new group a name and select to add at the beginning or end of document Click the Group button to save If splitting, the document can be added to another appFile or remain in the existing file Select an appFile section, E.g. Broker Docs, etc. Type in a new name for the split file Click the Split Form button to save
SPECIAL STIPULATIONS: Best practice is to create a Word document with special stips that are consistently used and keep a copy on your laptop and your mobile devices. The stips sections accepts 27 lines. Note: Anything beyond 27 lines should be scanned in or uploaded to attach with the form. In appFiles there are GAR Clauses. The clauses will be updated yearly and added to appFiles. Use these instructions when using the Gar Clauses: 1. Click on Add Form and select the current year GAR Clauses when selecting your forms. 2. Save all the forms as one merged document. 3. To select a stipulation, double-click on it and a dialogue box opens. 4. Type in any content needed and highlight the information to copy. Paste the copied content into the special stips section on the appropriate form.
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5. When finished adding the stips click the Edit Pages tab at the top of the document. Select the Split Forms tab to separate the GAR Clauses from the other forms.
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APP FILES GUIDE
HOW TO “TURN IN” OR NOTIFIY THE STAFF WHEN A PROPERTY IS READY TO BE LISTED OR WHEN THERE IS A NEW SALES CONTRACT: LISTINGS
FILE TYPE
FILE NAME
Agent is currently working with someone planning to list their property.
Seller
Street address of property (Street # and Street Name)
Listing is now ready to go on the market; Agent will change File Type to -
New Listing (under Broker Inbox). This will email staff that there is now a listing to process.
No Change
Staff will then change File Type to -
Active Listing
No Change
If the file is missing information Staff will change file type to -
Pending Incomplete
No Change
To move forms and documents in the Listing Docs folder when they are “ready” open the form and select the folder from the Forms menu. Only those documents which would previously have been turned in for the office paper file should be in the Listing Docs folder. All entries should be re-titled to indicate what they are, especially scans and emailed documents which come in without understandable titles. To re-title open the document and click on the blue pencil icon next to the document name at the top of the document, E.g. 1 agent drive – construction form. The agent should do that before “turning in” the files, when finished change the File Type to New Listing under the Broker Inbox. After reviewing the documents in the Listing Docs folder, staff will “lock” the documents so that no more changes can be made to the documents and it will provide a visual indication that the form has been reviewed by staff.
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CONTRACTS (ON OUR LISTING)
FILE TYPE
FILE NAME
An offer has been brought on our listing. At this point the agent should load the offer in appFiles, but should NOT turn in as an accepted contract until the seller has accepted the offer.
Seller
Property Address
A contract has been accepted and the agent is ready to “turn in”.
New Pending (under Broker Inbox). This will email staff that there is now a contract to process.
No Change
Staff will then change File Type to -
Pending
No Change
To move forms and documents in the Broker Docs folder when they are “ready” open the form and select the folder from the Forms menu. Only those documents which would previously have been turned in for the office paper file should be in the Broker Docs folder. Forms in this section should be filled out and documents should be completed and signed or initialed. All entries should be re-titled to indicate what they are, especially scans and emailed documents which come in without understandable titles. To re-title open the document and click on the blue pencil icon next to the document name at the top of the document, E.g. 1 agent drive – construction form. The agent should do that before “turning in” the files, when finished change the File Type to New Pending under the Broker Inbox. After reviewing the documents in the Broker Docs folder, staff will “lock” the documents so that no more changes can be made to the document and it will provide a visual indication that the form has been reviewed by staff. VOIDED CONTRACTS Since our “paper” routine has always been to store contracts alphabetically by address, we can continue to find them easily in appFiles by doing the same. This means that voided contracts on our listings will be treated slightly differently from voided contracts which are not on our listings.
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VOIDED CONTRACTS ON OUR LISTINGS: If a contract on a listing has gone bad create a new folder on the left side with a title such as Voided Contract/Buyer or Jones/Voided 3/1/20--. To create the new folder click on the pencil icon to the right of the folder name and type in a new name for the folder, E.g. Jones/Voided 3/1/2015. Move all contract documents relating to that voided contract into that new folder including the T&R paperwork. Notify the staff through the “Create Update” button that the property is back on the market, and you can continue to use the same file for the next contract on that property. VOIDED CONTRACTS ON OUR SALES THAT ARE NOT OUR LISTINGS: To be able to look up a voided contract on a property which was not our listing we need to retain the “property address” as the file name. To do this it’s best to void out the entire file (notify staff through the “Create Update” button to change the File Type) and begin a new file with the Buyer Name as the File Name. Once they are under contract again you can change the File Name to the new property address. If you have documents in the contract file you are voiding that need to be duplicated in the new contract file such as Affiliated Business Disclosure or Buyer Agency Agreement, you can email those forms from the old file to the new appFiles using the new appFiles email address. This way you will have those important forms stored with both the new and the old contracts. WITHDRAWN LISTINGS: If a listing expires or is withdrawn notify the Listing Coordinator who will change the File Type to the appropriate classification. MISCELLANEOUS NOTES: If you are unable to change the File Type yourself, just click the “Create Update” button to type a quick note and check the box for the staff member you need to notify. If you need to notify the staff of any new paperwork in an existing pending file, use the green “Create Update” button and type a note to the appropriate staff member so they will receive an email. Remember that staff is only notified by the change to the Broker Inbox section such as “New Listings”, “New Pending”, or “New Lease”. There will be dozens of miscellaneous documents going into appFiles daily so the staff couldn’t possibly keep up with every single one. Therefore, you need to make sure you “Update” the staff about the items they should see. If you make a habit of sending emails out of your appFiles for a person or address, you will have all your emails right there inside the file in the Recent Activity section, and you will have the bonus of saving your storage space on Outlook.
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