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

The Matrix Quick Start Guide was sent to all Members, as well as provided at the training

workshops. Please refer to your Matrix 6.0 Quick Start Guide for instructions on Matrix

functions. If you do not have a copy of the Guide, contact the Board and we will supply you

with the document.

To access Matrix, simply log onto http://matrix.albertaone.com

Everyone’s User ID has been slightly altered. You will use the same User ID, however you must add the letters CA in front of your current User ID. Your password will be the same as the one you are currently using to access Interface. For Example: User ID CAusername Password: bud101

(Please note: Matrix is strictly web based, there will be no download requirements or capabilities)

matrixsupport.tsft@corelogic.com Starting at 6:00 a.m. on Wednesday July 18th, support will be available from Matrix. You can contact support by either phone or email. Toll Free: 1-877-897-5087 Email:

Starting at 8:30 a.m. on Wednesday July 18th, you can contact the CARA office by either phone or email. 403-343-0881 photos@carassociation.ca

Many agents work as part of a real estate team, which is why Matrix has a Team Function.

Teams can consist of groups or two agents taking care of each other’s clients while on

vacation. There are many different versions of teams. The Matrix Teams functionality makes

it possible to add other agents to a team, and also make it possible for another agent to add

you to their team.

Agents (or their assistants) may work on behalf of another agent. It is also possible to

impersonate another agent.

Matrix will only allow you to add others to your team who have an Active Matrix ID on the

system.

Impersonate Another Agent

If an agent you work with added you to his/her team in Matrix and set you up to

impersonate him/her, you would be able to do the following things:

• Emails sent from Matrix would be sent from his/her name and email address, and would

use his/her email banner and footer (if he/she had chosen one) and email signature.

• Print reports – any reports that are printed while impersonating another agent will have

the

information of the agent being impersonated in the “Courtesy of” information. In other

words, the report will look as if it were printed by the agent that you are impersonating.

• Access another agent’s Matrix Contacts, Saved Searches (you cannot change her team

settings) When you send an email from Matrix while you are impersonating another agent,

the name and email address in the “From” line will be highlighted in yellow. This is to call

attention to the fact that you are sending that email as that agent. This means that to the

client, the email will look exactly as if it came from the agent being impersonated.

Working on Behalf of Another Agent

If an agent you work with added you to his team in Matrix and set you up to work on behalf

of him, you would be able to do the following things while working on behalf of him in

Matrix:

• Emails sent from Matrix would be sent from your name and email address on his behalf,

and

would use your email banner and footer (if you have chosen one) and email signature.

• Print reports - any reports that you print while working on behalf of another agent will

indicate that they were printed by you on behalf of the other agent.

• Access his Matrix Contacts, Saved Searches (you cannot change his team settings)

Adding Other Agents as Your Team Members

Each Matrix user that is added to your team will have full access to your Matrix account and

can either “impersonate” you or “work on your behalf,” depending on the type of access you

grant them.

How to set up a team

Click the My Matrix Tab, then the “Settings” link. At the bottom of the My Settings screen,

you will find the Team Settings section. Click the link labeled “Click here to create a Team”

and then again on the next screen.

Type in the agent ID for the agent you want to add to your team. If you do not know the ID,

you can find it through an Agent Roster search (Roster tab).

Select whether you want this colleague to Impersonate you or Work on Behalf of you. Click

the “Add” button:

After adding your first team member, you will come to the main Team Settings screen shown

below.

Here you can control the following:

• Add additional team members (click the link “Click here to add a team member and/or

someone that can work as you.”)

• Delete team members or edit their impersonate/work on behalf status.

• Name your team (optional). Be sure to click the “Save” button after typing in your name.

• Set yourself up to either impersonate or work on behalf of the team.

• Allow team members the option of switching between their own names and the Team

name when printing and emailing to Team Contacts. Be sure to click the “Save” button after

checking or un-checking this box.

• Disable the team function.

After enabling the Team function, you will be alerted to it on the Home page each time you

log in: A link is included to go straight to the Team Settings screen.

When one of your team members logs in, they can switch from their own individual login to

the Team login by clicking on their name in the upper right corner of the screen to open the

select popup. There he can click to select the team name (or your name if you did not create

a team name):

They can now see in the upper right that they are working as the team. When they click on

any of the My Matrix options (Contact, Saved Searches, Email History, etc.), they will have

access only to your (the Team’s) items. When sending an email, if they are set to work on

behalf of you, they can select whether the email comes from the Team (with their email

address) or just from them alone:

If they are set to impersonate you, they haves the same choice except that if they select the

Team, it will use your email address, not theirs.

To leave working as the team and go back to working as yourself, click the “Working as” link

in the upper right of the screen and click to select your own name:

You will notice on input there is a status tab, and there is a choice Active or Incoming on this

tab. Active means that you will complete and submit the listing right away with photos and

supplements if applicable; and Incoming means that you can fill in some of the fields, receive

an MLS number and complete the listing at a later time.

The best way to think of Incoming is as a “Pre-Active” Status. The Incoming status allows

users to start inputting, stop part way and save the listing. Once saved an MLS number will

be assigned to the listing, allow the user to upload photos and supporting documents

without posting the listing to the system. Once the user is ready for the listing to become

active, they can change the status of the listing to “Active” and all input rule checks will run

against the listing before it is posted as active in Matrix. This includes completing all

mandatory fields.

After submitting the listing as Incoming:

The Work Area can cause some confusion, as it is another place you can save a listing. Saving

a listing to the Work Area DOES NOT give it an MLS #, and you cannot upload photos or

documents to that listing while it is in the Work Area:

After clicking the link under Work Area:

The best use for the Work Area is if you have a number of condos for example that have all

of the same attributes, but the only difference is the unit number, and you would like all of

the units to have separate listings. It is very quick and easy to keep submitting the same

listing from the Work Area (essentially a template). Please keep in mind that once you

submit the listing, the listing will still appear in the Work Area, therefore you must delete it

or rename it. In addition, once you submit the listing from the Work Area, you still must

upload your photos and supporting documents to the listing.

It is recommended to choose the Incoming Status as the best solution for input, unless you

want to duplicate a large number of listings as mentioned above; the Work Area is ideal for

creating a template.

Also note that incoming listings that have not been submitted onto the system will be

deleted from Matrix after 90 days, and there is also an input form that an associate can use

to delete their own incoming listings if required.

The maximum number of photos allowed in Matrix, per MLS listing is 30.

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”:

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:

DID YOU KNOW? The * is a wild card. Any text field that is dependent on how the listing agent has entered it

would require the *. The * symbol allows agents to search by “begins with” or “contains". Use the wild card search in

fields like Subdivision, street name, and the remarks fields. Example: trails* would pull up results beginning with the

word trails, *trails* would pull up anything containing the word trails, and *trails would pull up anything ending with

trails. (**PLEASE NOTE- the * symbol does not work in the Speed Bar search.)

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.

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.

Following the launch, Matrix™ & Interface/InterfacExpress will be running parallel, until July

31. During this time you will have the opportunity to export/import your PCS contacts from

one system to the next. Follow these step-by-step instructions!

1. Choose Select All at the top of the client list:

2. Under Actions choose “Export

Contacts”

3. A floating window will appear

where you can select the fields

you wish to export. The system

will not export the search criteria,

only the contact information as

your new system. You can

choose only certain fields or you

can choose “Add All” and then

click Export Data.

4. As soon as you click Export Data, you will be asked to Open or Save. Save the file and be

prepared to revisit it in the steps to follow.

1. Open the MatrixContacts.csv file that was sent as an attachment via email

2. Beginning on line 2, copy and paste the contact information from the spreadsheet you

saved in the previous step. Be sure to enter last name; first name and email address in the

proper column on the Matrix spreadsheet (A, B and U are required columns, but any other

information such as address, phone number, etc. can be added if you choose).

3. Save the MatrixContact.csv file

*PLEASE NOTE: Contact search criteria's WILL NOT be exported from PCS and imported into

Matrix. Only contact information (last name, first name, email, etc.) can be imported, search

criteria's will have to be recreated in Matrix. (Please refer to pages 13, 14, 21 & 22 of the

Matrix Quick Start guide)

1. From the Matrix menu, under, “My Matrix” > “Contacts” click, “Import” on the Button Bar

2. Browse for the completed MatrixContacts.csv file on your computer and click, “Import” on

the Button Bar

3. Done.

If any conflicts occur after Input, ensure that you are not trying to import a full name that

already exists in the system, an email that already exists in the system or, of course, a

combination of a full name and email that already exist in the system.

For example, if you currently have in your contacts: Jane Doe jdoe@gmail.com

You may not import:

Jane Doe jane@hotmail.com (because the full name already exists)

John Doe jdoe@gmail.com (because the email address already exists)

Jane Doe jdoe@gmail.com (because the full name and email already exist)

On the following page (and attached) are the MatrixContacts.csv fields (image 1 - A, B and U

are required columns) and its corresponding display in Matrix (image 2 - required fields are

indicated in yellow).

Any fields in your current system that are not represented in Matrix, please include in the,

“notes” (AC column in the MatrixContacts.csv file).