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November
9

This week, Harley goes over holding saved search emails in queue for approval before sending in the DeltaNET.

Video Transcription

Harley:

Hello and welcome to Tech Tuesday presented by Delta Media Group where we are very careful to never set our passwords as beef stew. It's not strong enough. Come on, come on, get it. Sorry. Okay. So today, we are going to take a look at the email queue system or not the email queue system specifically, but the saved search queue system. So what this allows you to do is create a saved search for a customer so that the system will automatically pick up any new listings they might be interested in and send them out an email to let them know that those new listings have come on the market. What this system allows you to do or what this additional setting allows you to do is essentially drop that message into a queue so that you can review it before you actually send it out to the customer.

Harley:

So for customers that you set up an instant save search, so the ideas that as soon as the listing comes on the market, it sends them the email, this isn't a very good fit for those because in those cases you want them to be notified right away. For this, it's more for anybody who may not be quite as active in the market or doesn't need to see those listings come up right away, so you could just have it send you that email ahead of time so you can check it and then remove any listings that you know they won't be interested in. So that when you ultimately send them the email, you know that maybe it took them a little longer to get it than they would have otherwise, but it does include listings that are better tailored to their situation and the kind of thing they're looking for.

Harley:

So in order to set one of those up, first, we have to set up a save search like we would in the other. So I'm just going to get go ahead and go into my customer center, and we'll just pick a random customer account here. How about Charlene Sample? That sounds like a good plan, right? So from here, we're going to scroll down to the save searches and market watch sections. So here we are, and we're going to add a save search. So on this property search page, we can now choose how we want to define the area. I can do by market, and it is possible for me to include multiple markets here. So for example, if they were interested in listings in three different school districts, then I could do a by market search and I could enter those three school districts and the results I would see would be all listings that are in any of those districts. I could also do specific MLS numbers which doesn't make a lot of sense for a saved search in this case.

Harley:

It would, if I'm driving it by price changes, I guess so then they would get a report if any of... Or an email rather if the price changed or the price went down on any of those listings, but for the most part, you won't set up save searches by that a lot. Now, I could do by radius. So just pick a center point and the radius around that point. I can do by area where I'd actually draw out a polygon. I can do by boundary where we actually have some public record boundary areas like for municipalities, for school districts, even for school attendance zones. So it basically draws a boundary area on the map, and then the search only includes listings that are within that boundary area. And then lastly, if this particular system is turned on for you at the company level, then you may have access to do a drive time based search here also and that's neat.

Harley:

I could go in and put in an address and then say at this time of day, I only want to see properties that are within a half hour drive of this address, and then it basically build a boundary area and then show me only the listings that are within the boundary area there as well. So we have all these options to search by and these are the same options that are available in the public site. So for the sake of demonstration here, I'm just going to go by... Let's do it by radius. Why not? We'll mix it up a little bit. So this is actually all selected. It's hard to tell so zoom out a little bit. So there's my radius. So I'll go ahead and zoom that in a bit. If I wanted to get fancy, I could punch in an address here and it would locate that on the map and then I could center my bubble on that. So we'll go with north can here and make it a little bit bigger. So that'll be a good radius for this.

Harley:

Next, and then these are all the properties available in that radius. So from here, I would go through and build out this search just like any other. We can see the property statuses that are being included, the property types so I can narrow that down if I'd like. I can narrow down the details further with the standards bed, bath, price, things like that. So I have all those options available. I have the additional filters available here, just standard home options. So this is all stuff that is also visible on the front end or on the public website.

Harley:

And then, the thing that is only available in the back end are MLS specific search criteria. So there are a lot of different criteria that don't really exist universally from one MLS to the next. We still make those searchable here, but only on the back end. A lot of that criteria and its functionality probably won't make a lot of sense to a buyer that just comes to the website. So that's why we leave it here so that you can leverage it as the agent setting up a search for one of your clients, but they can't really get to it on the front end. The biggest thing to keep in mind with the MLS search is that if I do, for example, choose this MLS and I choose any of the criteria under this, this is criteria specific to this MLS. So by choosing anything here, I am thereby limiting my search results to only listings from this MLS.

Harley:

So that's worth keeping in mind if you are searching in an area where there's an MLS overlap. So if these two MLSs overlap the same area, I would inherently be narrowing it to only results from this one by selecting any of the options that are specific to this MLS. So just a word of caution there. So moving right along, we have our search summary which just lays out a quick summary of everything that I've selected so far. So that way I don't have to go dropdown by dropdown and see what I've chosen. I can just see it all here and I can also reset all that criteria from here. I can load in a save search template here if I'd like. So if I have saved a template that I use periodically, let's say three bedrooms, two bathrooms, and 2000 square feet and it seems like I'm setting up every search with that criteria, I could save that, and then I could load that up as a template later on.

Harley:

So I could pull that up a little more quickly instead of going through and selecting each option. But the last thing we have here is saved search settings, and this is what we're interested in for this video today. So from here, I can give my search and name which is always a good idea, just makes it that much easier to identify. It does appear in the email that goes to the agents, and then it also appears on their profile page interface so that you can easily identify which search is which. So my test search, it'll work for now. Next, we could choose whether or not the message notifications are turned on. So in the case of this, we're talking about queuing these emails. So obviously that has to be turned on, otherwise, there's nothing to queue, if they're not being sent a notification too the save search. So make sure that's set on.

Harley:

The other options here, we've gone over in detail and some other videos where we go into more depth with the save search system. But in this case, we're going to look specifically at the saved search queue system. So in order to look at that, you'll notice that there are no additional options at this point that say anything specific to that. However, in this send future updates where I actually set the search interval, if I choose anything that is seven days or longer, there's an additional dropdown or not really a dropdown, an additional checkbox that appears here that allows me to add new emails to queue for review. So if I check that box, that effectively makes this a queued search. Now, what it's doing here is the system will run this search on whatever interval I choose here.

Harley:

So if I choose instantly, really it's running all the time. If it finds any new listings, it'll send a notification off to the agent. If I set it to everyday, it runs once a day, runs twice a day, runs three times a day. So whatever I set that to is how often it runs. And normally, when it runs, if it does find something, any new listing that matches this criteria that it did not find before, that's when it would send the email off to the customer. When I go to seven days, I have the additional option of adding those to the queue. So instead of sending it to the customer, it sends me an email and then I can go in and make modifications to it if I'd like, and then ultimately approve it. So I would set up the rest of the search options the way I normally would. And then if I want to send this one right away, I could put in a custom message here and say, save search and send or I can leave this unchecked and I could just save the search.

Harley:

And then, what it'll do is the next time it runs, if it does find any new listings, it'll then add those to the queue, I'll get a notification, and then I can go into the system and approve that and ultimately send that save search email if I want. So to expand on exactly how that process works, what'll happen is if I had left this at seven days, so I set it at seven days and I set it to go to the queue, when it runs seven days from now, if it finds new listings that match the criteria for this search, I'll get an email which is a quick notification that just says specifically, there are new emails found in the queue or a new email has been added to the save search queue.

Harley:

Within that email, there will be a link that takes me directly to the save search queue page. Now, if I don't want to follow the link in the email or if I'm already in the delta net, I can just use the quick actions up here and I can type in saved search, and you can see under navigation, we have marketing saved search queue. And if I click on that, that takes me straight to that saved search queue page. And now, I could also go over here under marketing and I may have a link to save search queue underneath that dropdown or on the marketing landing page. I may also have a tile that links there.

Harley:

Those tiles and that side navigation can be customized on a per company basis sometimes so you may not have those links there. If you don't, you should be able to use the quick search or the quick actions bar up here in order to find this page or, again, you can just click the link in the email. It just says, click here to see your queue. And then, when you click that link, it takes you straight to this page in the delta net.

Harley:

So from here, you'll see your search, the one that initiated the email, but you'll also see any other queued save searches in here. So if you do have more than one, you'll see those listed out and then you have the option. You'll see when it's next going to run. So basically, that gives you your timeframe on that. So how long you've got to go in there and make your changes to it before it moves on to the next one. And then under actions, we can send it as it is. So we can just say that we trust it. It's good. It found something we're just going to send it. So we just click send, we can modify it, or we can just discard it completely so it won't send at all.

Harley:

Now, send as is, just sends it out, discard, we'll just remove it here, but then modify takes us to this page where we can then modify this search out, make any changes next that we would like to to it and send it. So from here, we can see that it queued up an email. It did pick up one new property that matched this particular saved search. So this is a test search that I set up. So this is the new property that matches it. If I want to just go ahead and send this one, I can click send and it'll send out the regular home finder email or save search email and it'll include a link to this new listing.

Harley:

Let's say that it had found multiple results, so it would show all the results that had found on this page. And then I could use this remove from email button to take these out of here if I know that this is a property my customer is not going to be interested in. Now, additionally, I have this quick view here, so I can load this up to see some more details about this property. This is a test listing, so it only has the one photo, but if it add more than one, I could cycle through the photos here and see any additional information with that. But we'll close this out, but that's pretty much the gist of it. I would go through here, use to this remove from email button, take out any of the properties that I don't think my customer will be interested in and then click send and that sends the save search off to them.

Harley:

So there you have it. That is the save search queue system. So that is how you can set up a save search so that instead of going to the customer directly when it finds new listings, it'll send an email to you that notifies you of it, where you can go in here, give that email once over, remove any properties you don't think they'll be interested in, and then send it out from there.

Harley:

So as always, thanks a lot for joining me. If you have any questions, comments, concerns, feel free to send an email into support@deltagroup.com or give us a call and we can help you out with this or anything else that you need. Thanks a lot.

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