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Data Entry at CMA Sections

When you start a new CMA or open an existing one, the system presents fields in a single, scrollable CMA detail edit form. Fields are organized in sections that correspond to tabs at the top of the form.

To jump directly to a new section, click its tab. To move sequentially from field to field, press the Tab key. Fields starred with an asterisk (*) are required.

To include particular components in the presentation, select them at the Contents tab.

How to Complete Data Entry at CMA Sections . . .

Contact

Subject Property

Salesperson

Title Page

CMA Format Editor Toolbar

Cover Letter

Comparables

Adjustments & Notes

Marketing

Attachments

Contents

 

Contact

You can create a CMA with or without associating the presentation with a particular contact. If you don't want to associate the presentation with a contact, you can choose instead to enter client information directly on the Cover Page and Cover Letter, or exclude client information altogether.

If the contact is new, you can enter and save the contact details directly in the CMA, and the system will add the new person to your Contacts.

Select or clear the "Include a Contact in this CMA" checkbox accordingly.

Choose an Existing Contact

When you choose an existing contact, the system automatically fills information about that contact in the CMA detail edit form.

To Pick from All Contacts or By Group

  1. Select Include a Contact in this CMA.
  2. Click the Contacts button. All your contacts display.
  3. To narrow contacts to a particular group, click the down arrow at the My Contacts dropdown list then select a group.
  4. Select one of the current group's contacts or, to further narrow the list before selection, start typing the name in the Search text box.
  5. The system automatically completes the CMA's Contact section. Edit or add information as needed.
  6. Click Save or navigate to the next CMA section.

To Pick from a Narrowed List

  1. Select Include a Contact in this CMA.
  2. At the Use Existing Contact text box, start typing the name. The contacts browser opens and automatically narrows the list as you type.
  3. Finish typing the name or select from the narrowed list in the contacts browser.
  4. The system automatically completes the CMA's Contact section. Edit or add information as needed.
  5. Click Save or navigate to the next CMA section.

Add New or Edit Existing Contact Information

If the contact is new, you can enter the information directly at CMA. Likewise, you can edit information for existing contacts directly at the CMA edit detail form.

  1. At Contact Details, enter information for the contact. Fields starred with a blue asterisk (*) are required.
  2. Click Save. The system updates new or edited contact information at Contacts.
  3. Navigate to the next CMA section as needed.

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Subject Property

The subject property is included so that readers can see how it compares to other properties included in the presentation. You can create a CMA with or without a subject property. If you want to include a subject property that is not yet in the MLS database, you can enter details directly at the CMA detail edit form.

If a subject property is currently in the Multiple Listing System, even if archived, you can search for the property or enter an existing MLS#.

Whether you search and select from results, or enter an MLS# directly, the system automatically transfers the appropriate information to the Subject Property detail edit form.

To include or exclude a subject property for comparison with comparable listings, select or clear the "Include a Subject Property in this CMA" checkbox as appropriate.

Choose an Existing Subject Property

When you choose an existing property for a CMA's subject property, the system automatically completes information in the CMA detail edit form.

To Search for an Existing Property

  1. Select the Include a Subject Property in this CMA checkbox.
  2. Click Search Listings.
  3. At the Search Listings dialog box, select basic criteria then click Continue.
  4. At the Criteria page, enter additional criteria as needed. Optionally, to limit matches to a particular location by drawing a radius or polygon, click Map on the action bar. (See "Work With Criteria".) Click Submit.
  5. At the search results List, select a row, then click Use As Subject Property.
  6. The system automatically completes the CMA's Subject Property section.
  7. Edit or add information as needed, and upload photos (see below).
  8. Click Save or navigate to the next CMA section.

To Select a Subject Property by MLS#

  1. Select the Include a Subject Property in this CMA checkbox.
  2. Enter an MLS# then click Use.
  3. At the search results List, select a property, then click Use As Subject Property.
  4. The system automatically completes the CMA's Subject Property section.
  5. Edit or add information as needed, and upload photos (see below).
  6. Click Save or navigate to the next CMA section.

Delete a Subject Property

  1. At the Subject Property section of the CMA, click Delete on the action bar.

Upload Subject Property Photos

  1. At Subject Property Photos, click Upload.
  2. At the Upload Photos dialog box, click Browse.
  3. Browse and select photos, then confirm the selection at your browser's dialog box. (See "Manage Photos".)
  4. At the Upload Photos dialog box, click Upload.
  5. Click Save or navigate to the next CMA section.

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To Delete Subject Property Photos

  1. At Subject Property Photos, select a photo.
  2. Click Delete on the action bar.
  3. At the confirmation prompt, click Delete.

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Salesperson

The Salesperson section of the CMA detail edit form contains information about the primary salesperson and salesperson #2 (if another salesperson in your company is acting as cooperating salesperson).

Complete Salesperson Information

  1. Based on your Log In, the system automatically completes the primary Salesperson Name, telephone, and other information.
  2. If there is a salesperson #2, select a person from the Salesperson #2 dropdown list.
  3. Click Use to allow the system to complete available salesperson #2 information.
  4. Add or edit information as needed.
  5. Click Save or navigate to the next CMA section.

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Title Page

The system displays a CMA title page template automatically filled with information drawn from the Contacts, Subject Property, and the Salesperson sections, as well as the Brokerage Roster.

You can safely change information on the title page without affecting stored data. Use the system default, or customize and store a different version as your own default.

As desired, add your logo, subject property photo, and photos of yourself and salesperson #2.

A formatting toolbar along the top of the section allows you to customize the title page. Note: If you prefer working directly with source code, use the HTML tool at the far right side of the toolbar to open your browser's HTML source editor.

Customize the Title Page

  1. The first time you create a CMA, the system displays a default title page.
  2. Using the formatting toolbar at the top of the section (see following table), optionally make changes in text, logo, photos and so forth.
  3. To see the customized page, click Preview on the action bar.
  4. To set the customized version as your default, click Set As Default. Click OK at the confirmation prompt.

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CMA Format Editor Toolbar

Format Tool Effect
cut cut selected item to remove it to the clipboard
copy copy selected item to duplicate and paste as needed
paste paste cut or copied item
Bold
(Ctrl+B)

these words are bold and these are not.

 Italic
(Ctrl+I)

these words are italic and these are not.

Underline
(Ctrl+U)

these words are underlined and these are not.

Strikethrough
Align Left This sentence is aligned left.
Align Centre

This sentence is aligned cent re .

Align Right This sentence is aligned right.
Align Full This paragraph is aligned full (justified) in order to spread the words on each line from margin to margin. To achieve this affect, the system distributes space between words as needed. The last line of a fully aligned paragraph is aligned left.
Unordered list
(Bulleted)
  • First bulleted item
  • Second bulleted item
Ordered list
(Numbered)
  1. First numbered item
  2. Second numbered item
Increase Indent Indent the selected item
Decrease Indent Decrease the selected item's indent
Horizontal Rule Insert a horizontal line at the cursor location

Select text colour

these words are blue and these are red
Font Family Click down arrow for a list of fonts to select from.

Font Size

Click down arrow for a list of font sizes. These words are 12pt
Undo
(Ctrl+Z)		 Click to undo the last change.
Redo
(Ctrl+Y)		 Click to restore the last undone change.
HTML HTML Click to edit source code.

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Cover Letter

The system displays a CMA cover letter automatically filled with information drawn from the Contacts, Subject Property, and Salespereson sections, as well as the Brokerage Roster.

If needed, you can safely change information on the cover letter without affecting source data. You can use the default system cover letter, or customize and store a different version as your own default letter.

A formatting toolbar allows you to customize the letter. Note: If you prefer to work directly with source code, use the HTML tool at the far side of the toolbar to open your browser's HTML source editor.

To use the default letter for existing CMAs, open the CMA then click Use Default.

Customize the Cover Letter

  1. The first time you create a CMA, the system displays a default cover letter.
  2. Using the formatting toolbar at the top of the page (see previous table), optionally make changes in text, logo, photos and so forth.
  3. To review the letter, click Preview on the action bar.
  4. To set the edited version as your default, click Set As Default. Click OK at the confirmation prompt.

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Understanding Comparables

 

At the Comparables section, build a list of properties useful for comparison purposes. These may include available or sold, leased, and archived. You may find it convenient to use a Map Search for comps of all statuses, because map markers are distinguished by color. Search and add comps to the list, then review and narrow the list to suit the needs of the presentation.

Comparables (comps) may include:

Specify a price range for which you want to find comps. For available comps, the List Price applies. For sold comps, the Sold Price applies. For leased comps, Lease price applies.

Specify a date range for which you want to find unavailable comps. The date range applies to Sold Date for Sold, and Leased Date for Leased.

Search for Comparable Properties

Search comparables by criteria (New Search) or by map (Map Search).

  1. At the Comparables tab, click Search Listings.
  2. At the Search Listings dialog box, select one or more statuses for the comps you want to find.
  3. Enter a price range and date range then click Continue.
  4. At the Criteria page, enter and select criteria as needed. To limit matches to a particular location by drawing a radius or polygon, click Map. Click Submit.
  5. At the search results List, select one or more comparable properties, then click Add to Comparables or Replace Comparables, as needed.
  6. You may add additional comps, save, and navigate to the next CMA section.

Select Comparables for the CMA Presentation

Once selected from search results, comparables display in a single list. The CMA uses every property displayed in the list with the exception of those you exclude. Excluded properties remain in the list but are grayed out. To include one of these excluded properties later, select it and click Include. (Properties you remove no longer appear in the list.)

Exclude: Excludes a property from the current CMA report, but allows future inclusion

Include: Resets an excluded property to included, thereby reversing the exclude action

Remove: Deletes the property from the comparables list.

  1. Select properties you want to remove altogether, then click Remove.
  2. Select properties you want to exclude from the current presentation (without removing it altogether), then click Exclude.
  3. To include a property you previously excluded, select the property, then click Include.

Add Comps by MLS#

  1. Click Add by MLS#.
  2. At the Add MLS#s dialog box, enter one or more numbers then click Add.
  3. You may add additional comps, save, and navigate to the next CMA section.

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Adjustments

Once you choose the comparables for your CMA, you may adjust property details to reflect the most recent and accurate information, so that the system can adjust the comparable's value for accurate comparison with the subject property

At the Adjustments section, type a descriptive item in the Notes column, then enter a positive or negative dollar amount in the Adjustments column.

One by one, the Adjustments section displays a comparable side-by-side with the subject property, if one is included. Click the right and left arrows at the top of the worksheet to navigate through all the selected comparables.

Adjustments are applied to the CMA only, and do not affect the listing.

Notes

To note a beneficial or detrimental feature in the current comparable, use the Notes column, wherever a text box displays. Notes do notdisplay on the property's detail form.

Adjustments

To adjust a comparable's price to reflect a beneficial feature you've corrected, type a positive value, for example 5000. To adjust the price to reflect a missing or detrimental feature you've corrected, type a negative value, for example -5000). The adjustment value must be a number and should not include a dollar sign, comma, or decimal. If the adjustment is negative, type a minus sign in front of the adjustment value. For example, type "-2500" to alert the system to subtract $2,500 - on the presentation - from the comparable's price. The system tallies all adjustments and determines the total adjustment.

If the adjustment is alphanumeric (for example, you change "N" to "Y"), determine as accurately as possible the effect this change should have on the adjusted price, and enter a numeric adjustment accordingly.

Note:

Adjustments are reflected on the CMA's side-by-side property comparison form, but not on the property's detail form.

Adjust Comparables

In the CMA presentation, the system automatically displays the subject property, if included, side-by-side with the first comparable. To make adjustments to the comparable price:

  1. Scroll to any desired field where a text box indicates it may be adjusted.
  2. At the Note column, type a brief description.
  3. At the Adjustments column, enter a numeric adjustment.
  4. Repeat steps 2 and 3 at additional fields, if needed.
  5. Click Save, then click the right arrow at the top of the Comparables section to navigate to the next comparable.
  6. Repeat all steps for each comparable.
  7. When you are finished with adjustments, click Save and navigate to the next CMA section.

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Marketing

Your CMA can include a timetable of activities to demonstrate to prospective clients your plan for marketing their property.

Tip:

If desired, you can save a revised marketing plan as your default. Add or revise activities as needed for each new presentation.

Create A Marketing Plan

  1. At the Marketing section, click Add Activity.
  2. At Timeframe, enter the date (or step, number, or week) you anticipate for an activity.
  3. At Activity, enter a description of the activity.
  4. Repeat steps 2-3 as necessary until all activities are defined.
  5. To remove an activity from the plan, select the activity and click Delete, then click Delete at the confirmation prompt.
  6. Optionally, to save this marketing plan for default use in subsequent CMAs, click Set As Default.

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Attachments

Use the Attachments section to upload documents to theCMA.

Upload Attachments

  1. At the Attachments section, click Upload.
  2. At the Upload Attachments dialog box, click Browse. Use your browser's instructions to navigate and open the file you want to upload.
  3. Optionally, select a description.
  4. Repeat steps 2-3 for each attachment you want to upload.
  5. Click Upload.
  6. At the CMA's Attachments section, optionally, drag and drop to re-order the attachments.

Preview Attachments

Use the Preview action to open the attachment in preview form, or double click the thumbnail to open the document in its native application.

  1. Select an attachment and click Preview on the action bar.
  2. Select The Current Section and click Preview.
  3. Click Close after reviewing the attachment.

Delete Attachments

  1. Select one or more attachments and click Delete on the action bar.
  2. At the confirmation prompt, click Delete.

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Contents

Use the Contents section to select the sections you want to include in the CMA presentation. Double click to preview any section.

You can save, send, and print the generated CMA presentation.

In addition to CMA components you created at the CMA detail edit form, at the Contents section you can select an output form, photo gallery, road or aerial map, market statistics report, days on market report, and specific attachments.

Generate the CMA Presentation

  1. Select sections to include in the CMA presentation.
  2. Select an option to order the comparables by status.
  3. Click Save. At the CMA Saved prompt, click Close.
  4. To preview, print, send, download, and so forth, see "Work with CMAs".

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See Also . . .

About CMAs

Work with CMAs

 

 

Get Help in PDF Format

Help for Stratus MLS v3.15.1 April 25, 2013

Copyright 2013 Stratus Data Systems, Inc.