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Ongoing, the Association will be releasing issues of Matrix Memos. The purpose of Matrix

Memos is to provide suggestions, tips, and how-to guides to the Members on how to get the

most out of Matrix. If there is something you would like to see discussed in Matrix Memos,

please contact the Association. communications@carassociation.ca

Page 3: Solutions to System Errors

Page 4: Solutions to System Errors Continued

Page 5: Solutions to System Errors Continued

Page 6: Solutions to System Errors Continued & Associate Profile & Brokerage Logo

Page 7: Updating Your Personal Profile Information

Page 8: Updating Your Personal Profile Information Continued

Page 9: Auto Email Settings and the Customer Portal

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Members,

We have been receiving high volume feedback since the launch of Matrix and we encourage you to continue to send us your questions and concerns.

Please check all of your listings and report any and all errors to the board. Specifically check your supporting documents and square footage measurements.

The following errors have been reported and are currently being worked on by the Matrix team:

Pending Status VS Conditional Status: The change to Pending screen has

been removed, due to some confusion. Please use the change to Conditional screen , followed by the Change to Sold screen once the conditions are removed. When conditions are removed and the property is sold it becomes a firm sale.

Publish to Internet: When Inputting a listing you

will notice under the General tab a required field called Publish to Internet. On this drop-down menu it is defaulted to YES. This will upload your listing to Realtor.ca

Search for Residential Acreages: In RealtyServer, Acreages were identified by

the property sub type of Land Only and by choosing the Land Type of Acreage. In Matrix, the Land Only property sub type was mapped to Vacant Lots/Land. If you choose Vacant Lots/Land for property sub type and choose the Land Type of Acreage, you will get your desired Acreage results. In Matrix, you can use the input form for Residential Acreages, and there will only be the choice of Acreage on that form. In addition, there is a residence field on the General tab that must have a value of Yes or No. If it is Yes, then all of the residence fields are required. If it is No, the residence fields are not required, and because they are on a separate tab, you do not have to view the residence fields at all. Within time, Acreages will be searchable by choosing the Acreage property sub type under Residential.

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Addressing Issues: Numerous addressing issues have been brought to our attention

and Matrix has been working hard on correcting any and all issues that are reported. This error message in particular, which appears under the General tab when attempting to submit a listing, may be familiar to you:

“Your Street Information does not match the Street Dictionary. Please contact your MLS to have the missing Street information added to the System.”

The Street Dictionary is the solution!

In order to maintain the integrity of the street data in the Matrix database, there will be the

continued use of a Street Dictionary in Matrix.

On the general tab on the input form in Matrix, you will see a link directly above the Street

information that is highlighted: “Auto Fill these Address Fields”:

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Once you click on the link, you will get a search popup page that will allow you to find the

correct street information. If you are not 100% sure of what the Street name is, you can use

the wildcard (*) which will allow you to search ALL Streets with 10 in them:

The wildcard search will yield all Streets with 10 in them:

At this point, you can click on the fill link, and the Street Name, Direction (if there is one),

Street Suffix, Association, MLS Area Major and Sub Area will all be auto-populated on the

input form.

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You can continue inputting your listing, and because the Street information was chosen

from the Street Dictionary, there should be no issues with the validation on street address

when submitting the listing.

If you cannot find a Street in the search, you can contact the Association and ask them to

add the Street for you.

If you enter misinformation in the Street Address fields without using the street dictionary,

when you submit the listing a message will pop up advising that the street information does

not match the street dictionary, and will prevent you from submitting the listing. You will

need to correct the street address or contact the Association to add the Street Information

if it’s not there.

Member profile information has been transferred from Interface, into Matrix. Please look at your profile information, to ensure that it is accurate and make any necessary changes. Review by clicking on the “Input” tab on the Matrix home page.

To get an associate photo on a printout of a listing, the associate can set up their header/footer to have their photo included. If they choose to use a header footer package, they can have that as their default. Also keep in mind that agents will need to upload their photos into Matrix once it goes live.

For instructions on setting up a Header Footer please refer to pages 3-5 in Matrix Memos-Issue 2.

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In Matrix, an associate has the ability to update their personal profile. In order to do this, go to the Input tab, and you will see that there is a link to edit existing associate:

Click on this link, and you will see a search page where you will need to enter your MLS ID or your name.

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Once you click on the Data link, you will see the following form, where you can update your personal information if you wish.

You can also upload your agent photo by clicking on the Photo link:

You can browse for your photo, and once you locate it, click on save and your photo will appear on the agent roster on the full display.

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When using the customer portal, there are three settings an Associate needs to be aware of:

To ensure that clients wish to receive auto email notifications, Matrix sends an initial “opt-in” message for new auto emails. An auto email is not considered Active by Matrix until the client clicks the link in this opt-in email. Therefore no further notifications will be sent to the client if they ignore this initial email.

Once a client opts-in to receive further auto email notifications (achieved by clicking the link in the initial auto email notification):

Links contained within auto email notifications (including the opt-in email) become inactive after 60 days of inactivity (ie. the client does not visit the portal for a continuous 60-day period).

Auto emails will automatically become disabled if no listings match the search criteria for a continuous period of 90 days.

A client who does not wish to receive auto emails may unsubscribe at any time by clicking on the unsubscribe link within the auto email.