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USER MANUAL

1. Insert the text you want to appear on your photos and choose the text colour background colour transparent or solid fonts to be used alignment appearance and transparency When you finish click on Apply followed by OK Alten Eain ees COPYRIGHT REAL ESTATE TEST AGENCY a Note Press Shift and Enter keys simultaneously to Text Colour Background Transparent EE Font Tahoma X Font size 30 Alignment Appearance F Ombr F Barr Transparency Activimmo User Manual Page 103 The text will appear at the top of your photo When you position the mouse over the text you will see a symbol appear in the shape of a cross Click and move the text where you want it When you are satisfied with the new text location you will have the possibility to save this template in order to be able to apply it to other photos Note To change the text color transparency etc you must double click on the text to open the photo editor or simply click Edit text on the left of the screen Retouche et OplirisctOn Ue iC i a TS Day to day operations fet Ae E Rotate right Rotate left Settings Advanced settings Crop photo Undo Delete selection Texts Add Text Edit text Delete selected text Add Copyright Images Insert image Import image From scanner From file From the clipboard Select surfaces Selection of
2. gt E Quant 7 W Gite 1 Cottage 1 Quantit Nombre v Vv W Gte2 Cottage 2 Quantit Nombre 7 v F Maison d amis Guest House Quantit Nombre F y V Maison de gardien Caretaker s House Quantit Nombre v v La W Appartement Apartment Quantit Nombre v W Appartement d amis Guest Apartment Quantit Nombre 7 7 J Appartement de gardien House keeper s Apartment Quantit Nombre V v W Studio Studio Quantit Nombre V 7 i Add Using the window in the top table section select the type of details concerned by the addition for example if you want to add the presence of a cellar in one of the outbuildings you need to select Outbuildings in the top table and click Add in the bottom window Then enter the detail to add in the box that has just been created cellar in this example Then click OK to confirm s Note The bottom table enables you to insert details but also allows you to determine their use in the property publication on the Web in the creation of documents or as criteria in a multicriteria search To confirm the additions and modifications click on the Save Changes button on the filter bar or through the Edit menu or by using the keyboard shortcut F3 The details will then appear in bold letters Activimmo User Manual Page 126 Tutorial 1 2 Add descriptions Froen Eigen gt w Text zones to b
3. Note A property can have multiple owners For example Mr and Mrs Bond If there are multiple owners you can see the data of each of them by clicking on the blue arrow bottom right of the screen In this example we see that there are 3 owners for this property Page 61 a2 Client Fo Property Activimmo User Manual gt Client Tab Allows you to view and edit the characteristics of the owner s of the property The Auto relaunch box Automatic Relaunch allows you to relaunch a contact automatically or in groups The Archived box means that the contact is archived therefore he will no longer be taken into account in search results nor in automatic relaunches for example This button allows you to call the contact if your phone line goes through your computer see Advanced Usage This button allows sending an e mail to the contact In addition to not having to insert the recipient s email address this feature provides the ability to instantly archive the sent email in the history of the contact gt Property Tab This tab allows you to view the property matching to the selected offer There is basic information relating to the property Example Property type Number of bedrooms Usable surface area etc You can view the property photos by clicking on the photo at the bottom right of the page Page 62 Manage Ads ah Ad This page allows a direct real ad tracking with advertisers
4. Note All created documents can be sent by email or via MS Word They can also be exported to PDF Page 50 gt Ad Tab Allows you to manage publications With this tab you can prepare and send the ads to be published by your advertisers by e mail You can also view the history of publications on a selected property For adding ads select the name of the desired advertiser on the left left then use the buttons Post ads to and Send ads to at the bottom exter s __Starting dace End of publicatice Ad we 12 10 12 00 00 0 No of publications 1 Total cost 0 Post ads to explorimmo Send ads to explorimmo Summary of publication araph gt Note When you click the Post ads to button the description entered for the property in the Desc tab is automatically taken to be the text of your ad However you can edit the text of the ad by clicking on the magnifying glass button on the right Q refexmmo Unnamed 7 Top Annonces An Activimmo User Manual date End of Ad tet ast varsia dave Cost See Dconsiit4you 12 10 12 00 00 00 House 6 bedrooms 6 au n o osjoi ii e 5 bathrooms iing room 100 Total cost 0 Page 51 Check the box Photo if you want the advertiser to publish the property photo This is only available for paper ads This tab also allows you to control the number of publications and their total
5. end_of_property_zone gt gt greeting_style_contact lt name_contact we remain at your disposal for any question you might have first_name_user name_user gt function_user Warning The fields start_zone_property and lt end_of_property_zone gt gt do not correspond to data but to tags layout The software offers the possibility to insert with the tag end_of_property_zone gt gt a page break to obtain for example one property per page Activimmo User Manual Page 100 Edit a document 1 Click on the Tools menu EA Create Document Fii w View Slideshow Daily tasks Contact by phone number Ctr R Loan calculator E g Send an SMS Ctrl S Ca Send an Intranet message Read Intranet Messages f Send a mailing E mail alert automatic relaunch H Make a backup copy of data Administrative tasks gt m Tasks list A Incoming calls and client recognition settings 2 Select Create Document or press F11 3 Select a document from the list and click Next 4 Select the name of the as well as the property that will appear in the document The software allows you to choose 5 Print the document s File menu Print displayed on the screen once the software has integrated your data in the desired document 6 Close the Activimmo word processor once your document is saved Activimmo User Manual Page 101 Edit a document template 1 Click on the Customize data menu
6. 25 Port Road To create your customized template click on Document templates from the Customize data menu and then click New Inserting details in your document templates To insert customized details in your documents click on the Property menu and select Details 6 options appear all First half Second half Types of specific details Specific details and List of details Activimmo User Manual Page 86 All First half Second half Types of specific details Specific details List of details If you select Types of specific details 1 A window will open and offer you a list of types of details Al Adding specific types of details Types of details to indude Types of details Compl ment d Adresse Type de construction D tails Appartement Rez de chauss e ler tage 2 me tage Pi ces diverses Grenier Toiture D pendances DPE Terrain Servitude Cadastre Voierie amp R seaux Divers Loi SRU Urbanisme Donn es Financi res Equipements de Cuisine Equipements divers Activimmo User Manual Presentation of types of details V Indude the type of detail V Terminer les types de d tails par un puis un saut de ligne Presentation of related details m V Indude tite details F Include additional text added to the details V Insert a new line after each detail 2 Select the ones you wish to insert Page 87
7. Activimmo allows you to insert all your agency data as well as documents you use Thus the documents to be produced automatically commercial relaunches sales agreement will be YOUR documents and not standard documents In addition the specific data that you manage will be supported directly by the application options and headings can also be added or removed from the data entry screens Web pages etc In fact the customization possibilities of Activimmo are endless Activimmo is also a great tool to open to the Web allowing instant creation of a website without having to worry about programming Simply choose the type of website you wish to Page 5 Online Assistance The User Manual Find out more Activimmo User Manual have and launch the synchronization process A few seconds later your products are available on your global showcase offering an unlimited number of photos and presenting your properties without shedding a single drop of ink Your clients will be able to take a virtual tour within your showcased products without you having to do any work Activimmo allows you to reach new clients through Internet Finally Activimmo is open to the world thanks to its customizable geographical and linguistic features allowing it to adapt to all parts of the world Thus you can generate your emails in multiple languages Where to find help Activimmo incorporates tooltips information bubbles who will accompa
8. Daily tasks Contact by phone number Ctril R E Loan calculator t Send an SMS Ctrl S ce Send an Intranet message Read Intranet Messages f Send a mailing E mail alert automatic relaunch H Make a backup copy of data Administrative tasks Tasks list gt lt I Incoming calls and client recognition settings Activimmo User Manual Page 21 My assigned forthcoming tasks Weekly appointments 12 Oct 2012 gt The Daily tasks option allows you to view a list of your weekly appointments and the upcoming tasks assigned to you Click on a property reference to view the property information The property window will open on your screen Your weekly appointments appear here Donel 12 10 2012 Bien 005 2348 ial S Done 12 10 2012 ai Demander notaire Donel 12 10 2012 Bien oot 2336 G Donel 12 10 2012 Bien002 2625 A Donel 12 10 2012 Bieno0s 2336 bee Ouvrir chaque d marage d Activimmo i ea a R J Activimmo User Manual Upcoming tasks assigned to you appear here Page 22 Send an Intranet message allows you to senda message to your work colleagues To do so you need to 1 Write the message in the text box 2 Click on Selecting the property related to the message and choose a property Once done you will notice that the property details now appear in this section 3 Click on Select contact related to the message and choose a contact 4 Choose a recipie
9. Entered 22 11 12 Duration 12 Expires 04 12 12 Sales agent Administrateur PC demo Visit Keys F 9 ls Status Active Signed offe 00 00 00 Web lt Back Next gt dose Cancel gt The next window allows you to insert details concerning the property For example details about rooms located on the ground floor s Al Create a new property using the wizard oa am Please include additional details about your property No Details Additional text Ground floor Entry Hall i Cloakroom Living Room Lounge Dining Room Kitchen Scullery _ Study es _ IL e Playroom Ww ISS Bathroom s Shower Room s Loaaia lt lt gt gt _ plicate selected det gt Then click on Next Activimmo User Manual Page 120 gt You must then choose a title for your property in the new window that opens The title chosen will be used for displays and ads concerning the property Then fill in the ad text Once done click Next s Create a new property using the wizard ne am ee e Please enter the ads text in the desired languages pila Beautiful House for Sale in the City Centre Ref 1234 Price 40 _ eeeerrrreerreer Short ad text newspapers Beautiful House for Sale in the City Centre Ref 1234 Price 40 000 le Short web text ically used on the properties list
10. This is the criteria that allow you to know whether a property is available or not or when it will be You can add all the criteria you want Details You can define new detail categories description of the levels inside the house outbuildings land common areas In each of these details category you can delete or add the values you want The top section allows you to select add or delete the detail categories in multiple languages The bottom section allows you to add or delete different values of your details check boxes indicate that these criteria are listed on the Web page or can be used in documents Example For inside the house the details can be tapestry visible stones paintings flooring tiles mosaic linoleum You are totally free and are not limited when customizing your categories of details Translation details Allows you to translate the details used by Activimmo in English and other languages Note Remember to choose the secondary language in the drop down menu top right Price range The price range is used in the search engine of the agency Website You must first select an operation to view or add your price ranges Mandates This is the mandate associated to the property co exclusive exclusive or non exclusive Activimmo User Manual Page 111 Default data These are the default values displayed when you create a property S
11. address etc You can therefore choose to hide this information Activimmo User Manual Page 19 Management The Management menu is the key menu in Activimmo as it Menu lists and provides access to the various windows You can access all the data managed by the application through this window Properties F9 ed Contacts F10 New projects Ctrl F Ei Offers sales and commissions Agenda Advertisers Leads Newspaper ads Z Administer Activimmo Users You can find all the information about 1 Properties F9 2 Contacts owners buyers suppliers etc F10 3 New projects Real estate promotions CTRL P 4 Offers sales and commissions concerning properties 5 The agenda multi users 6 Managing advertisers leads and newspaper ads ads on internet portals or newspaper ads newspapers magazines 7 Administer Activimmo users allows Activimmo users to manage their access rights and their information Activimmo User Manual Page 20 Tools Menu The Tools menu is another important Activimmo menu it provides access to a wide range of utilities such as a loan calculator in euros and a currency converter Calculate a loan search by phone number sending SMS documents creation it can also perform automatic relaunches and launch a slideshow You can also send or read your intranet messages and keep an eye on your task list Here is the Tools menu Create Document Fil Wiew Slideshow
12. Beautiful House for Sale in the City Centre Ref 1234 Price 40 000 IE Detailed ad text web C Beautiful House for Sale in the City Centre Ref 1234 Price 40 000 lt Back Suivant gt Close I Cancel gt The next step allows you to insert photos of the property To do this click on Click here to add photos am w al Create a new property using the wizard Please add photos and other multimedia files eae IEA we Click here to add photos 2 eat actions Page 121 Activimmo User Manual gt By clicking on the folder icon you can add a photo from your files You can also insert a photo directly from your digital camera To do this connect your device to your computer If your camera appears directly in your browser select your photos just as if you were to look for them in your personnal file If your camera does not appear in your browser use the program supplied with your camera to transfer images to your computer and follow the procedure described in the previous example Activimmo offers a wide array of options for editing your photos and add text to them using the buttons Edit and Actions Note Activimmo allows you to insert a Copyright on your photos Thus your photos definitely belong to you gt The new window that appears next on the screen allows you to enter information abou
13. Edit F2 af Save Changes F3 c Insert new data F5 x Delete current row Ctrl Del E Duplicate a property e Advanced Search Ctrl F Aih Hide sensitive data The Edit menu allows 1 Modification of data you enter the edit mode F2 2 Save changes F3 3 Insert new data F5 or Delete CTRL DEL selected data new property contact or new Activimmo user 4 Clone Duplicate a property if for example you have a Duplex and that the information is pretty much the same for both properties This will save you time as you can avoid having to re insert the property details from scratch Example address photos etc You will need to insert the number of copies required and choose if you want to include the history of the property as well as the owner s information by checking unchecking the boxes in the popup window Al Duplicate properties Dupliquer le bien 001 Nombre de copies f x Indude history V Indude the owner Activimmo User Manual Page 18 Note Remember to modify the reference of the duplicated property ies and feel free to personalise each one by adding relevant details 5 Be more accurate in your search by using the advanced search CTRL F You can add or remove criteria to refine your search 6 To show or hide sensitive data on your screen For example if you are with a prospect you would not like him her to see the details of the owners name
14. Ej Edt Actons Activimmo User Manual Objective In this tutorial you will learn to add photos to an already existing property To do this you must first open the property window and click on the Media tab gt If you want to add a new photo or add an additional photo for a property select the Edit menu or use the keyboard shortcut F2 gt If no photo was added during the creation of the property click on Click here to add photos Desc LY ee BR hisk Histo A o ey i Boer Click here to add photos if none added at creation of property Click here to add photos gt By clicking on the folder icon you can add a photo from your files You can also insert a photo directly from your digital camera To do this connect your device to your computer If your camera appears directly in your browser select your photos just as if you were to look for them in your personnal file If your camera does not appear in your browser use the program supplied with your camera to transfer images to your computer and follow the procedure described in the previous example Page 129 gt To edit photos select the Edit menu or use the keyboard shortcut F2 The Edit and Actions buttons allow you to edit your photos in a photo editing software without having to exit Activimmo Activimmo User Manual Page 130 Tutorial 1 4 Add documents to a property Activimmo User Manual Objective In this tutorial you will
15. It takes into account the publications caldendar of each advertiser It publishes a specific ad for each property based on the short description filled in the tab Desc of the property window To open the advertisers window click on Advertisers in the Management menu This page consists of 1 Search boxes at the top of the window One box to check to view all the advertisers including the unavailable ones 3 A table in the center listing the various advertisers 4 4 headings tabs Advertiser Ads Headings and Tariff s Activimmo User Manual Page 63 Tick this box to view Search boxes ALL advertisers Sy BR Name Company Category Created sne 7 fverteer Rame Contact f Listing of lt Top Annonces Angoui me ex Charentas TASTAYRE ANGOULEME demo advertisers Qpoonaittyou demo expiormmo temo NY AQ ones demo Q peruvencu hs Q referee demo Q oger Total 7 4 Headings Tabs ne p Advertiser 59 Ads EZ Headngs Eik Coordinates ees Adiverteer Name Top Annonces Angoul me ex Charentais Annonces Tej Catecory menencene e Contact Name TASTAYRE First nan CATHERINE agina Address op 16000 Town ANGOUL ME Notes County F Fran ais pods ten Country RANCE Lang annonces par e mail pour la parution papier Emal angouleme pub topannonces fr 2 Archeved demo To add new advertisers select New Advertiser from the File menu or select Advertiser from the Management menu right click and select C
16. are restrictive criteria while those that appear in black are indicative criteria To render a criteria restrictive simply click on its name and it changes its colour to orange if you click on the name of a criteria which has orange letters it will then turn into black and becomes indicative Note that the criteria budget types prop Type regions and sectors are restrictive criteria by default It is up to you to change them in a single on their name except for budget which will always remains a restrictive criteria Properties resulting from an advanced search fully comply with the criteria entered Activimmo User Manual Page 81 Manage documents templates Activimmo User Manual In addition to its tremendous property and contacts management capabilities Activimmo also integrates a word processor It is therefore possible to create and manipulate documents without using any other software We have already seen the automatic creation of a document using Activimmo templates in the section of the manual concerning documents Here we will see how to create your own document templates Creating your own document templates is done through the Customize data menu by clicking on Document Templates Customize data x Pi Properties Contacts eg E Offers Geographical data 10 General Settings F4 th Website Page 82 E Manage document templates Templates 2 ed test tite z Com
17. cost BB cient gt Client Tab prospects Allows you to edit the list of clients who may be interested in the property To generate this list the system examines all search criteria of prospects which are not archived and confront them with the characteristics of the selected property When criterias are met the prospect is automatically included in the list The list appears in the form of a table in which you will find brief information about the prospects as well as 5 options to select from relaunches information visited documents and exclude These options allow you to obtain essential information at a glance and implement appropriate actions The buttons Relaunch at the top of the page and Create a document from the Actions menu allow you to print a commercial document relaunch for the property and the selected client The email alert button automatic relaunch in the Tools menu allows you to perform the same task but this time for all potential clients With this table you can also view the selected prospect s information sheet This can be done by double clicking or by positioning the cursor over the client s name The details of the client s sheet will appear in a tooltip information bubble If you want to train on the creation of a property you can go to tutorial No 1 Create a property Activimmo User Manual Page 52 Manage Contacts The contacts window enables the advanced
18. database to the search criteria of your prospects This function can be accessed via the main menu Properties Actions Advanced Search or by clicking on the house magnifying glass icon in the filter bar search box or from the Contacts menu the Criteria tab you will then need to fill in the fields matching your search and then click on the Property tab to view the list of properties matching your search Contact Criteria Tab The search criteria window opens simply fill in the appropriate fields In fact the window is divided into different headings Tabs such as budget types property type sectors number of bedrooms minimum condition required garage land surface area swimming pool surroundings etc Activimmo User Manual Page 80 2 Contact Details A criteria D rrorertes rss Fr Histo E L Ay Properties Description n Budget Property for Sale min 0 max 0 or mind max 0 Types Apartment House Prop type Apartment Duplex Middle class property Regions Centre Sectors Centre ZIP Min bedrooms 3 Min Usable 300 max Min Land 0 Min Rooms 0 Min cond Good Pool Pal Min liv space Terrace surf 0 Min Study ies 9 Garage s 0 Min year 0 max 0 Min Bathrm Surroundings Styles Details N of properties fitting criteria 0 Add off criteria properties to list Establish criteria from property characteristics Note Criteria that appear in orange
19. iphoto caracs z Cesplay horiz 3 photos desc 2 Deplay horiz 4 photos desc SY nee ise z y vert t 2 photos 4 PEAD Pra PPLA z z z 2 z i a ore ow shores Oieplay vert 1 photos caracs mu aaeain splay vert I photo des Display vert 2 photos Deeplay vert 4 photes desc Display wert 4 photos desc grey Deplay wert 4 photes blue To create a new document template click on new and enter a title for your template Using the duplicate button you can create a duplicate copy of your document and use it as a base for creating editable documents Activimmo User Manual Page 138 The rename button allows you to edit the title of your document To delete a template select a document and click on the delete button on the right of the screen or press the delete or Del key on the keyboard To edit a template double click on its name in the list or click on the edit button at the bottom right When your documents are ready click the close button Your template is created and can be used when creating documents linked to the relevant property and contact File Edit Display Format Table Insert Contact Owner Appointment Property Offer User Agency Preview Normal logo_1 MAJ amandate_type sector_property title_property adescription thumbnail 2 x105 photo_1_x315 thumbnail 3 x105 t
20. it appears in orange or that it is indicative it appears in black Restrictive criteria will eliminate properties that do not match your search criteria while indicative criteria will classify properties based on the satisfaction percentage score Activimmo User Manual Page 134 Z Note Budget is the only exception and will always remain in orange colour as it is a restrictive criteria When you have finished entering your client s criteria confirm with the keyboard shortcut F3 gt To obtain the result of the property search simply click on the tab Properties The results appear in a list you can get all the property details with a single click on the house icon on its row gt The following window opens Buyer PEACOCK Andrew 1 000 000 demo 12 10 12 admin Buyer PICARD VIRGINIE 275 000 demo 12 10 12 admin Buyer SANCHEZ Patrice 260 000 demo 12 10 12 admin Buyer SAVANE Georges 240 000 demo 12 10 12 admin Total 47 ow Details ae n M Relaunch by email 5 Document w ss V Fg 66 T tales z es Z 4 4 Ge Slideshow See these properties in property window Prop type KES House 0 0 o0 0 admin F nH A KES House 0 0 0 0 admin E A A 1 KES House 0 0o o0 0 admin E A M A KES House o 0o 0 0 admin E A EA A Activimmo User Manual Page 135 Tutorial 2 1 Clients interested by a property Objective In this tutorial you will learn how to su
21. memos When opening the Agenda in the right side you can add or delete notes or tasks to be carried out When you complete them you can check the box at the beginning of the line it will put a line through your notes to cross it out The left side of the page is for appointments d cembre 2012 gt octobre List of notes and Tasks to be carried out nns yu Summary of weekly appointments H 22 P f Add or delete an appointment Activimmo User Manual Page 70 Activimmo User Manual To create an appointment select the date using the calendar and click on the appropriate time slot in the table in the center of the screen Then click on Create an appointment from the vertical menu sidebar or right click with the mouse and choose Create an appointment Fill in the details in the window that opens on the screen H Edit appointment ents Appointment Schedule From 14 11 2012 to 14 30 12 To 14 11 2012 to 15 00 Appointment Expertise w Sales admin z Notes Meet the expert on ste at 3pm 14 00 Y Confirmed Select contact Select properties Next gt Exit Select contact Click on this button to open the contacts window and select the desired contact Select properties Click on this button to open the properties window and select the desired property Once you have selected a contact and a property or more the informati
22. remove the selected file from the list Select recipients 9 __ Selecting properties 4 Start the mailing Range Email alert automatic relaunch allows you to relaunch your prospects automatically You will need to Select a document template to be used Adjust the settings sort to clients language Add the text for the email subject select the event associated to the relaunch Relaunch Appointments etc Choose the sending priorities email paper fax Once done click on OK to send the relaunch email to your contacts NOTE If prospects have already been relaunched Activimmo will warn you about it Page 26 Automatic sales relaunch Template to use x Display horiz 1 photo x Display horiz 3 photos desc en x Display horiz 4 photos desc en Settings Sort to derisanguage Emal subject Event associated with relaunch fee E MAXIMUM number of properties to be induded when relaunched 10 Include prospects not relaunched as at 50 days Maximum amount sent 10 Conserver une copie des documents cr s rent 1 rot apane a Prt 3 a C x ase Activimmo User Manual Page 27 gt Administrative tasks allows you to do various tasks such as Retrieve GPS coordinates works with Google Map Refresh data in the cache memory Manage files and data Archive contacts Transfer files between sales agents Export contacts a
23. to create a new document template and give it a name 4 The menu bar contains the classic tools for the word processor 5 The menus Contact Owner Property Offer User and Agency are used to insert specific data Once modifications made exit the editor and click on Close in the document templates window and save the changes Activimmo User Manual Page 140
24. 1 13 Sales agent demo Visit Contacter locataire avant visi Keys sl Status Active Signed offe00 00 00 w Web Details gt Details Tab Ry Desc Activimmo User Manual Allows you to view and detail the characteristics of the property that will be included in the property Web ad for example details of the rooms located on the ground floor 1st floor etc To add new characteristics click on Add details about the selected property bottom of page gt Desc Tab description Allows you to describe the property these descriptions will be automatically included in the paper ads publications and on the Web Page 44 r a l i Media Activimmo User Manual The Title is is the name under which the property can be found on the Web page of your agency The Short ad web text will be included in the published ads The Detailed ad text will be included in the property ad text on the Website only Note the button Edit the detailed ad text button on the right of the detailed ad text allows you to write text using Word You can also edit the text layout in this window To add a description select Edit from the Edit menu The page becomes available for input editing When you enter the text editor it allows you to customize your text as desired gt Media Tab Allows you to view include and edit photos of the ad published on Internet Page 45 VIEW MODE Start
25. 2 Select Document templates 3 The list of templates is displayed on the screen select the desired document template and click Edit 4 The word processor opens the selected document template 5 Edit the document 6 Close the window File menu Exit or click on the little cross to close the page 7 Then close the document templates management window The software will ask you if you wish to save your document by clicking on OK If you wish to train to generate document templates or customize them go to tutorial No 3 Document templates Add text to photos You can choose to add text for example COPYRIGHT on your photos to ensure that your photos are not used by others You can create a template and save it in the photo editor By doing this you can apply Copyright or other text directly to all your photos To do so follow these simple steps Add photos to a property in Activimmo Select a photo and click on Edit A window opens 3 Click on Add text on the left of the screen Activimmo User Manual Page 102 Retouche et Optimisation dc tO Day to day operations Rotate right Rotate left Settings Advanced settings Crop photo Undo Delete selection Texts Add Text Edit text Delete selected text Add Copyright Images Insert image Import image From scanner From file From the clipboard Select surfaces Selection of text objects f E
26. 3 The software will insert them in your document Example If you select the detail Other rooms s the software will bring up all the details related to this designation The word processor is compatible with Word Thus exchanging documents can be done with these two softwares using copy paste or by clicking on this icon EY You can also export your documents in PDF format by clicking s on this icon Create a document template Follow these steps to create your own document template From the Customize data menu select Document templates Customize data 4 Properties e4 Contacts Offers Geographical data Document templates lt g gt General Settings F4 p Website When the window Manage document templates opens click on New Activimmo User Manual Page 88 Preview AL Z E Templates tas annonce RET RSE Bee Ri This document template is used as a base for the g generation of Ads tab Desc annoncedetaillee annonceweb normal titre z Affichette horiz 1 3 photos z Affichette horiz 1 photo caracs z Affichette horiz 3 photos annonce z Affichette horiz 4 photos descriptif z Affichette vert 1 3 photos descriptif z Affichette vert 1 photo descriptif z Affichette vert 2 photos z Affichette vert 4 photos descriptif z Affichette vert 4 photos descriptif gris z Affichette vert 4 photos bleu z Affi
27. Page 11 1 New Property allows you to create a new property in the database 2 New Project allows you to create new projects in the database 3 New Contact allows you to create a new contact buyer owner notary 4 New Advertiser allows you to create a new advertiser 5 New Offer allows you to create a new sale offer or rental offer for a property 6 New document allows you to create a new document template 7 Newspaper Ads allows you to create newspaper ads newspapers magazines 8 Printing without parameters allows you to print documents without having to modify the print settings 9 Printing with parameters allows you to print documents using the desired print settings Orientation Colour Paper etc s 10 Inter office synchronisation allows you to synchronize multiple agencies databases You will need to set the parameters beforehand in Activimmo ID password etc For help contact your Activimmo technician You will then have the possibility to export data to another agency or import data from another agency You can choose to export modified data since xx days by using the arrows to the right of the text Only changes from data concerning contacts history and appointments as well as associated documents You can also choose to import data regarding contacts history and appointments as well as associated documents All this can be done by checking unchecking the desire
28. USER MANUAL Get started ACTIVIMMO Activimmo Copyright 2012 7 Nov 2012 All rights reserved Activimmo User Manual Page 1 Introduction Presentation Installation Using Activimmo The Menu Method of use Manage Properties Manage Contacts Get started Where to find help Installation procedure First Launch Description of the Interface Manage Offers and Sales Manage Ads Advanced Search Publishing paper Ads The Documents Activimmo Tools Multi criteria Search Manage documents templates Operating the word processor Create a document template 11 40 41 53 58 63 66 67 69 80 80 82 84 88 Activimmo User Manual Page 2 Multiplying properties Edit a document Edit a document template Add text to photos Web Functionalities Customizing your Website Even more Web Manage Users Customize data Customize Contacts Customize Geographical data Export data to online Portals Back up a copy of the data Annex Tutorials to create a property Tutotial 1 0 Create a property Tutorial 1 1 Add characteristics Tutorial 1 2 Add descriptions Tutotial 1 3 Add photos Tutorial 1 4 Add documents to a property Tutorial 2 0 Create criterias for client Tutorial 2 1 Clients interested by a property Tutorial 3 0 Document Templates 99 101 102 102 106 106 108 109 110 113 114 115 117 119 119 124 127 129 131 133 136 138 Acti
29. appears asking you how many columns Page 84 Insert Preview Contact Owner Appointment Property Offer User Agency Activimmo User Manual and rows you want to create The Insert menu allows the insertion of images breaks pages external documents or number of pages The Preview menu allows you to see the end result of a document as you create it The remaining menus will allow you to insert merge fields where the text cursor is located in your new document templates The merge fields names are only visible in edit mode and are surrounded by quotation marks They will then be replaced by the appropriate data of your contacts and properties the software may ask you to select a contact or a property depending of the type of document through additional windows during the automatic creation of your document The Contact menu allows you to include merge fields for contacts In addition in this menu you can access the merge fields concerning the client s notary In case you have a property from another agency you can insert these details using this menu The Owner menu allows you to include merge fields on a property owner You can also access the data regarding the owner s notary The Appointment menu allows you to include merge fields for the appointment with a contact The Property menu allows you to include merge fields about the property as well as all financial data reg
30. aracters the price is equal to 15 From 201 to 500 characters the price is 30 Finally the price will be equal to 45 from 501 to 1000 characters This information will be useful when you create ads as you can immediately know their prices Activimmo User Manual Page 65 Publishing paper Ads With Activimmo you can send the text of a paper ad or several to an advertiser partner by e mail You can use the Management menu to publish your ads click on Newspaper ads and then select the desired advertiser Then select the date of publication of your ad using the calendar that appears on the screen Select the properties to be published validate the ad text and then select the desired option for sending For example send the ads by e mail print ads on paper or view all ads from this advertiser Note You can preview the ad before sending it by e mail if you choose View all ads from this advertiser and click on the View button in the pop up that appears on the screen s En i Indude only active properties GF pn Show only ads never sent Publication Hesdnog Ref i Owner 12 10 12 0 001 BOND 05 01 11 12 10 12 0 097 ONYANGO 05 01 11 12 10 12 0 008 MICHIEKA 05 01 11 12 10 12 0 009 DESCHAMPS 05 01 11 12 10 12 0 011 ELKRIHEF 05 01 11 AA Prnt selected ads p Activimmo User Manual Page 66 The Documents ale ell Activimmo User Manual Activimmo allows you from the data completed i
31. arding your properties The Offer menu allows you to include merge fields concerning the offer on a property You can also access the data concerning the buyer the owner the commissions etc The User menu allows you to include merge fields concerning various information types such as the current date or all data about the user The Agency menu allows you to include merge fields concerning the Agency name logo address etc The merge field today s_date gt gt Creation date of the Doc will be replaced by the date of creation of the document and not the Page 85 date of the creation of the document template s Note The automatic creation of a document is made from tabs documents from the various management windows as well as from clicking on Create Document from the Tools menu or by using the keyboard shortcut F11 During this automatic creation windows appear and prompt you to select a document template as well as a property ies and the contact s linked to it The system then handles the automatic creation by replacing the merge fields with the property ies and contact s data your document is ready in a few clicks Example address_property will be replaced by the address of the selected property when creating a document for example 25 Port Road Summary Table Document Template Automatic creation of document Data Merge fields Actual data processing Example address_property
32. asks These are all tasks related to the management of your contacts Activimmo User Manual Page 113 Customize Geographical data Allows you to set the basic geographical data of the software create or edit towns cities sectors countries and languages used by Activimmo Editable parameters Regions These are the regions where your properties are located You can use several languages and enter all the regions you want Note Use the secondary language from the drop down menu for your translations Sectors These are geographic sectors where your properties are located You can use several languages and enter all the sectors you want Towns These are the towns where your properties are located You can use several languages and enter any city you want Country These are the countries where your properties are located Currencies These are the currencies used in the countries where your properties are located You can define the conversion rate in relation to your local currency Languages These are the languages used in Activimmo If you wish to have your Website in English or another language check the box at the end of the row The Activimmo software has been designed in order to satisfy all real estate agencies You can work in several languages thus allowing you to work with foreign contacts worldwide You can also edit the data concerning your users In other words if y
33. ate the translation into the second language just click on the text delete it and replace it with the translation of your choice In our example under section Operations for Location you would probably want to update the text in French to Location non meubl e instead of Location You will need to click on the text Location delete it and insert Location non meubl e instead When you are finished click OK to confirm Select the primary and the secondary language here Transacton type Sw ut wife Insert data translations in the section for the secondary language Activimmo User Manual Page 32 Reports Menu Activimmo User Manual The Reports menu aims to issue activity reports and complete lists concerning your data property listings mandates sales contact listings and search criteria in the simplest possible way You can then print these reports This menu also enables you to access sales agent s statistics and view the appointments schedules Agenda The property input form allows you to obtain a detailed input form to print when you visit a new property You are also able to view reports on graphs Property graph by sales agent by sector etc Contacts Report Property Report Sales Report Appointments schedule Portal publication Report TDW Property inputform Multiple graphs b lalla Property graph lalla Property graph by sales agent lalla Property graph by sec
34. by day You can then refine your search criteria by selecting the name of the sales agent s involved s Sales agent s name Summary of 2 appointment Contact information Property information The agenda opens automatically on the current week If you select an appointment the details will appear on the right Double click on the appointment to view information concerning the appointment A simple click on these 2 buttons allows you to view all informations concerning the contact and the property This button allows you to edit the property and the contact for your appointment If you wish to edit the name of Page 73 the sales agent you must double click on the appointment in the agenda To edit the appointment date the property or the contact linked to the appointment you can also click on the appointment single click You can then edit the details shown on the right or you can double click on the appointment and complete the empty fields in the window that appears on the screen IMPORTANT Remember that appointments or notes correspond to one day you must therefore select that specific day to view the appointments for that day E gt Loan Calculator This calculator Loan Calculator in the Tools menu enables you to calculate loans monthly total cost It also converts the local currency to a foreign currency or vice versa You can choose from the dropdown menu at the top right of
35. can only view the information in the database and can not modify or create new records It is therefore of restricted access and read only 2 Normal The sales agent can view the information in the database create new records and edit his own records but not those of other sales agents It is therefore the standard access right type for employees of a real estate agency 3 Administrator It is the access right of the agency manager in fact besides the similarities with normal access rights it allows all modifications to the database whether it s your own records as well as those of other users Only the administrator can create new sales agents and assign their access rights He is also the only one able to access the customization features of the application customizing menus update SEO etc Activimmo User Manual Page 109 Customize data After launching Activimmo the first thing you see is the interface the window or screen area in which you work This interface is your work plan From here you have access to all Activimmo tools To access the customization settings you must go to the Customize data menu and then select the desired operation Properties Contacts Offers Geographical data E ca Document templates ju l Pa o gt General Settings F4 gt Website Customize Properties Allows you to set the basic data used by the property window You can also customize the default values that appea
36. ce you are ready click on the button Launch to start your backup IMPORTANT It is strongly recommended to use a USB key or an external drive to backup your data Data saved on your PC can be lost in case of PC failure due to unforeseen circumstances Virus PC formatting etc ACTIVIMMO WILL NOT BE HELD RESPONSIBLE FOR THE LOSS OF DATA RESULTING FROM NON COMPLIANCE WITH THE BACKUP PROCEDURE garde des donn es d Activimmo P This feature allows you to make a backup copy of data E D of Activimmo Backup directory File directory to backup C ProgramData activimmo backup F It is strongly recommended to use a USB key or external drive Files to copy Database V Items posted on the web F Photos Vi Documents Other Media Files Document templates WiVirtual tours Vl Slideshow template Remind me to make a backup weekly i ieee Activimmo User Manual Page 118 Annex Tutorials to create a property Tutotial 1 0 Create a property Objective In this tutorial you will learn how to create a property After launching Activimmo select the Properties menu Create a property listing or File menu New Property or Management menu Properties Create a property listing or even use the keyboard shortcut F9 Create a property listing A window opens and asks if you want to use the wizard to create your property listing The wizard gives access successively to all input forms for the i
37. chette vert 6 photos caracs z Affichettes vert 1 5 photos caracs z Bon de commission a la charge de l acqu reut z Bon de commission la charge du vendeur z Bon de visite Duplicate ename z Compte rendu d activit au propri taire Activimmo User Manual Insert the name of your document template in the window that follows Example TEST DOCUMENT and click OK 4 Create a new document template Name the new template TEST DOCUMENT Select language for new doc gt K A document will open We recommend that you close this document using the cross X in the upper right of your screen By doing so you will have access to the Preview function which will help you visualise your document as you create it Note You must click on the document template s name on the left to select it and click on Edit in order to proceed When you open the document you will see the name of your template at the top of the page You will also notice that the Page 89 template which is based on the basic template Normal has a merge field LOGO inserted in the header of the document as well as merge fields inserted in the footer Agency name Address Tel Fax and Website If you want to delete these merge fields you will need to double click on the header footer section to select this click once in the middle of the merge field and press the Delete key on
38. cted contact visits done by a client information provided about a property phone calls from a property owner To add an event in history click on Add in history bottom of page To edit an event in the history click on Edit Contact from the sidebar vertical menu Contact or select Edit from the Edit menu or use the keyboard shortcut F2 gt Doc Tab Documents Allows you to create specific documents ex display descriptive etc on the selected contact To create documents from this tab click on Create a document for this contact at the bottom of the page then select the document template desired and choose the property to be included in the document Page 56 a Properties gt Properties Tab It shows you a list of different properties belonging to a contact For example Mr BOND owns 3 properties You will therefore see his 3 properties listed in this tab a Bem _ G e Histo B Ay Prorertes i a ce EA House 0i Mombasa Road 00623 Maragua 920000 Non exdusive EA Apartment 002 8 Park Road 13005 Nairobi 210000 Non exdusive EAN Apartment 006 Mkabele Road 75008 Gilgil 488000 Non exdusive Activimmo User Manual Page 57 Manage Offers and Sales we Activimmo User Manual This window allows you to manage offers sales and commissions in general Sale or Rental To open the offers window click on Offers on the left vertical menu sidebar or select Offers sales and commissi
39. cument and click on Next A new window opens select the contact to which the document relates to and click on Next Page 131 Select the desired option print send by e mail or in MS Word export to PDF Save the document Activimmo User Manual Page 132 Tutorial 2 0 Create criterias for client Objective In this tutorial you will learn to reconcile the criteria of your prospects and properties corresponding thereto Note This function is available when creating a new contact when you use the wizard the criteria input window opens automatically or when opening the contact window previously saved in your database by clicking on the Criteria tab Creating criteria when saving a new contact using the wizard Insert your contact information and click on Next gt The window for entering the criteria appears on the screen Five criteria are marked in orange Budget Types Property type Regions and Sectors gt Criteria that appear in orange are restrictive criteria as those shown in black are indicative In order to make a criteria restrictive simply click on its name it turns orange If you click on the name of a criteria which is in orange letters it will turn black and becomes indicative It is up to you to modify them as needed in a single click on their name Note Budget is the only exception and will always remain in orange colour as it is a restrictive criteria g
40. d options from the proposed list in the following window Once your options have been chosen click on OK to proceed Activimmo User Manual Page 12 Password Ftp server Target directory V Export data Vl Only changes from Export Contacts Export data on ALL contacts Export only the owners Do not export contacts E Export history data and appointments VJExport documents V Import Data Import contact data V Import documents Activimmo User Manual web9 activpbx com Tasks performed Last executed l Close Options gt gt gt 11 Import a contact from clipboard allows you to retrieve the contact s information received by email without having to re type the information Before importing a contact s information from the clipboard please ensure that each field is associated with a line For example Mr James Bond sends you an email You will need to copy the data into a text editor eg Notepad Then from the File menu select Import a contact from clipboard In the window that opens you must ensure that each data is presented on one line You will need to add the corresponding text before the data to allow the software to import the information correctly In front of the first name of the contact you will write First name same for the Name telephone etc Example Surname Bond Name James Page 13 import con itact s information
41. d for your Website ranking on Internet and will then be used by search engines on Internet If your keywords are well chosen to describe your business your Website will perform better and you will see an increase in your commercial repercussions Even more Web If you want even more services for your Website contact us to find out about the various options available creating slideshows reserving domain names SEO strategy etc Activimmo User Manual Page 108 Manage Users The Users window enables you to record the contact information of sales agents and manage their access rights in Activimmo The administrator will handle this window and manage users To open the user window select Administer Activimmo Users from the Management menu This page consists of a main tab with a table in the center The table displays key information about users To add new users click on Add or press the keyboard shortcut F5 or select Insert new data from the Edit menu and select the appropriate access rights You can also find this action Create in the contextual menu when right clicking in the employees table You can also switch between different users by clicking the two buttons at the bottom left of the window lt lt gt gt Access Rights It is essential to grant the utmost attention when allocating access rights to sales agents indeed Activimmo offers three possibilities 1 View The sales agent
42. e a Open Activimmo Website lal E AboutActivimmo Activimmo User Manual Page 39 Method of use Activimmo uses different modes of operation for data management safety There are two main modes 1 View Mode In this mode it is not possible to modify data Indeed in viewing mode the fields in the property contact or advertisers forms are not available for input The data is shown in bold To insert new data in the various tabs you must switch to edit mode ZB 2 Edit Mode F2 It is also accessible via Edit from the Edit menu or via the second line of the vertical menu sidebar in the property and contacts window This mode allows you to add or delete information about the selected object which can be for example a property a contact an advertiser or a sales agent Note To save modifications made you can Use the keyboard shortcut F3 Click on Save changes from the Edit menu Then select another property contact or advertiser and your changes will be automatically saved Activimmo User Manual Page 40 Manage Properties The property window allows the advanced management of properties in an easy and efficient manner To open the property window click on the left vertical menu sidebar Properties or select Properties from the Management menu or use the keyboard shortcut F9 This page consists of 1 The properties table 2 Various property search zones on top of the
43. e filled in Activimmo User Manual Objective you will learn to create the descriptive texts for a property gt To do this select the desired property and click on the tab Description in the center of the screen Then select 7 Edit from the Edit menu Or use the edit the current data icon 3rd icon on the toolbar Or choose Modify property details on the vertical menu sidebar under Properties Or use the keyboard shortcut F2 gt The window is now accessible in Edit mode Detots R jij reda BR owe Gem 7 testo G Doc aR Ad ado Detaies od text feb Transla sing French texts Enables you to change the layout of the Ad s text You must first insert the title you have chosen for your window displays as well as the property publication on your Website This window contains 2 text boxes used to enter the text for the periodic ads newspapers magazines and the text integrated about the property on your agency s Website s The third text box allows you to change the layout of the property text when published on the Web Page 127 af gt To confirm the modifications made use the keyboard shortcut F3 or select Save Changes from the Edit menu You can also use the icon shown on the left here in the toolbar Activimmo User Manual Page 128 Tutotial 1 3 Add photos Protos _ Wed Allows you to edit photos Aad Copyright L TEL Duplicate photo etc
44. e previous screen if you chose the size in pixels option t Owner Appointment Property Offer User Agency Preview u wha B ZzUuU PSE E Hl wana tcc nies T a a le catriedl nats wal T a nective L 5 L L 5 logo_1 photo_1_450x325 To view your photo click on Preview answer Yes when asked if you want to save the document then select a property in the following window same proceure as descrived above Then click on Next Page 97 The photo has been merged in your document template t Owner Appointment Property Offer User Agency vu saa B TUS s Ee Sell There are many options offered through the document template creation window such as inserting tables add borders change the text color change the background color add styles to the text Title 1 Details etc insert pictures with captions insert site plans print documents export as PDF or Word document sent by mail The list is long For further information about the creation of document templates contact your Activimmo technician Activimmo User Manual Page 98 Multiplying properties If you want to create a document for several properties you must create a replicated and modified zone for each property Merge fields contained in this zone will be automatically replaced by the data of all the selected properties at the automatic creation To start this zone you must use Start property zone from the Prop
45. e the merge field lt name_contact gt appear as explained above Page 90 Activimmo User Manual Contact Owner Appointment F Greeting style short Greeting style long First name Name Maiden name Company Address ZIP Town Country Lang Category Source Creation date Sales agent in charge Notes Email Address Private telephone Professional telephone Mobile phone Fax Intranet password Insert the content of your message and if you have data to insert concerning the property you will be able to add it using the menu Property if you have data to insert concerning the owner of the property you will be able to do so using the menu Owner etc Page 91 Your document now looks like this Activimmo User Manual Best regards greeting_style_contact_long name_contact Please find enclosed a selection of properties matching your search criteria Feel free to contact us to make an appointment to view these properties at your convenience or for any further information If your search criteria have evolved please let us know as soon as possible first_name_user user_name name_agency address_agency zip_agency town_agency Tel tel_agency Fax fax_agency website WARNING gt When you see this symbol lt lt gt gt back slash ina merge field this means that the corresponding data will appear on a new line wh
46. e to the bottom section of the screen Selected contacts Then click on Next Note You can select more than one contact by double clicking on each line or you can use the blue arrows gt The single arrows are used to select deselect contacts one by one YV A gt The double arrows are used to select deselect all contacts at the same time iA Activimmo User Manual Page 93 Create a document Som Name Company Category Criteria Created since Sales agent Status Misc 8R Unarchived Contacts available Category Surname First name Company Created 4 Owner ADOYO Ronald Mkabele Road WAMBA demo 12 10 12 buyer ALVAREZ MONICA L IESTUAIRE 46340 SALVIAC demo 12 10 12 a Buyer BERNARD Pierre 8 avenue de l oc a 85100 LES SABLES D OLOMdemo 12 10 12 B buyer BERNARDO AXEL 8932 boulevard de 29000 QUIMPER demo 12 10 12 B owner BOND Jacob Clifton Park 00623 NAIROBI demo 12 10 12 owner CASTERA JEAN CHARLES 18 rue de la Bo tie 84000 AVIGNON demo 12 10 12 a Owner CASTERA Rose Marie 18 rue de la Bo tie 84000 AVIGNON demo 12 10 12 b Selected contacts Cue gory Surname Address 2 Agency 8 Park Road 100623 Nairob You will then see your document appear on the screen and the merge fields have been replaced with the contact s data when you selected a contact in the previous window The merge fields can be seen in bold below
47. ed to enter an activation code This code will be issued when you provide us your unique Activimmo number which will be displayed on the screen Once the application is activated you must enter an administrator s name and password The Administrator will be responsible for managing the advanced software features as well as the application set up s Note The administrator is considered as responsible for the operation of Activimmo In a small structure it will be the best IT user or the person who has been trained by Activimmo trainers The administrator will in charge of the Users and Settings windows The Activimmo administrator must read and fully understand the concept of advanced usage listed in this manual Page 7 To adjust the settings you need to follow the procedure that starts when you first launch Activimmo You will then be prompted to enter your agency contact information insert sectors and add the property types You can also adjust and set the default values that will be displayed every time you insert a property in the software Adjusting Settings The parameters entered are not definitive To modify them you must click on the Customize data menu then General Settings to update the agency data or on Properties to modify data relating to properties In addition if you want to publish your company s data and your ads on Internet you must complete the information in the Directories tab Under General Sett
48. en you merge the document The word MAJ added in a merge field means that when merging the document the text will appear in Uppercase The word MIN added in a merge field means that when merging the document the text will appear in Lowercase We also offer the possibility to add text in the merge fields in order to make your documents more dynamic gt This way if a merge field inserted does not match the data inserted in a property for example this field will not appear in the final document If the inserted data includes the information that we require the merge field along with the inserted text will appear in the final document Page 92 Example James Bond Merge field Name lt name_contact gt gt gt Ifthe contact s name is in the database when you merge the document you will be able to read Name Bond gt If a contact s name is not in the database this line of text will not appear in the document when you merge it THE FUNCTIONS MENTIONNED ABOVE MUST ONLY BE USED BY AN EXPERIENCED USER AS HANDLING MERGE FIELDS IS VERY DELICATE AND MAY RESULT IN LOSS OF DOCUMENTS To view your document click on Preview Activimmo will ask you if you want to Save the document click on Yes in the window that opens 5 A second window opens and prompts you to select a contact Select a contact by double clicking on the row of the contact You will see the contact mov
49. erty menu To end this zone you must use End of property zone from the Property menu Property Offer ser Agency Preview Reference Property Bical Bi ctes lS sceaese dM TRPA 1i Prop type Title b Ad gt Address Price gt Hyperiinks gt Photos gt Plans gt Surfaces gt Number gt Features gt Details gt Mandate b Sales agent gt Misc gt History gt Taxes Fees gt Start propertyzone _ End ofproperty zone Without page breaks i With page break _ Thus you will get a zone between these two limits Activimmo User Manual Page 99 Example of property zone greeting_style_contact_long first_name_contact name_contact address_contact zip_contact town_contact logo_1_agency town_agency on today s_date greeting_style_contact_long name_contact We are pleased to enclose the description of the properties likely to be of interest to you We wish you good reception and are at your disposal to determine a visit at your convenience In case your search criteria evolves we would greatly appreciate if you let us know so that we can continue to serve you in the best possible start_zone_property title_property thumbnail 1 100 thumbnail 2 100 description Town town_property Usable area K usable_area_m2 Price Kprice_property
50. fic information on a property such as the kitchen equipment the characteristics of each room etc 0 ko Note You need to be in Edit mode if you want to edit data gt To add specific details on a property previously created select the property and then click on the Details tab on the screen currently displayed property Z Detaits Ry Desc a i eda QR ower Fp rests gt Histo 4 Doc ag gt ad Bi cient All gt Details Additional text Ground floor f Ground floor First foor a En Ha Other rooms 3 i Living Room bek Dining Room EPC Energy Performance Certificat Kitchen Land 1Study ies Other equipment Playroom Electrical equipment 1Shower Room s e Services 3Bedroom s Views 1Bathroom s Cellar Boiler Room Garage s Add details about the selected property In the menu that appears to the left of the window select the section of the property you need Ground floor etc then click Add details about the selected property gt In addition in this window you can Activimmo User Manual Page 124 Indicate an approximate value example If your property has 3 bedrooms you can enter 3 in Section No Number Provide a complementary description of the detail in different languages to access the various languages use the drop down menu with national flags gt You can duplicate t
51. fore possible to sell or offer properties in your own country as well as worldwide To publish or update your Website select the Web menu and click on Update Website A window allowing you to transfer your data to your Website will appear After introducing the access settings to your website for the first time click on the button Publish to update your Website Customizing your Website Activimmo User Manual Activimmo allows you to customize your Website Thus you can choose the pages you wish to have on your Website create new pages or even choose the home page of your Website You also have the possibility of having a multilingual Website To access these customization options go to the Customize data menu and click on Website Page 106 Custor nize Web Logos Photos seo Language menu Agency Toutes v Menu Language Selecting from first page b Welcome page Page d accueil Search a property En t te de menu Our selections En t te de menu About us En t te de menu Your selection Votre s lection _ Add menu Show Scroll down r z OK canc The Menu tab This tab allows you to fully manage your Website menu Tab description The drop down list Menu Language allows you to choose which menu you are working English French Dutch menu etc 2 Note For a multilingual Website you must first go to the Customize data menu gt Geographical data select the Languages
52. from email Current contents of the clipboard First name James Name Bond Company name Activimmo Office 21 123456789 Mobile 21 987654321 Important Please ensure that each field is presented on only one line Activimmo User Manual 12 Import of property listing from clipboard allows you to retrieve the property details received by email without having to reenter the information Before importing a property from the clipboard please ensure that each field is associated with a line Same procedure as for Import a contact explained above Example Address 12 Coastal Road Country USA 13 Send properties to another Activimmo agency allows you to export all the information about a property to any other agency that also uses Activimmo You will need to select your options from the top section of the popup window Content of the email size of photos sent maximum number of photos include or not the owner sheet as well as the property details You will then need to complete the bottom section of the popup Sending options by inserting the recipient s email address and choose if you want to group the export files in a single email Then click on the button Selection of properties to be sent to select the properties that you wish to export Once done click OK to proceed Page 14 Content of the email Incorporer les photos dans les fichiers Size of photos sent Maxi
53. g of a name in the search box Activimmo will do a search based on names surnames e mail address Type the name of contact and click on Search Category x Fa rure rma Foye r e Siar TASAR o i Ove AVSRER MAOA GHO USTUARD BATAC DUET 4 faye DeRARD Pere 05200 8 weerue de Tocha LES SALES D CLOMOD OES HALAAS i are sera ae 2000 Hl boudeverd de QUE ove 18792 i aye DUMONT Pere 6700 Jnedeanwe POLJE Q545 05689 are PLORAMANT vorreare WISH 9 Save PARTONT Cire B52 Rue dele pocain OSSA PAE G44509257 oensces2 7 R uve PEACOCK Aten Leite 2 Barer Way CAMBRIDGE I i Bure PIARD VRINNE TSi 6400 Arerue Lamani PARIS WIIS iue marat kers 4453 ue VALERON oar 33200 PRI foervand Ha ORDEAL Irr reso ROGE RAMO 44200 Frue des Grande VolnANTES L2esesee2 093740 ooy QAR nenne IIO 20800 Bovievand CIBONE CS45212101 Coselosiee 0545220000 Activimmo User Manual Page 77 gt Slideshow Activimmo allows you to view all the photos of available properties in the property list in a slideshow You can also customize your slideshow based on the properties matching the search criteria of your clients You can access this tool by selecting Properties from the Management menu then under the Actions menu on the vertical bar sidebar choose View Slideshow Or on the top right hand side of the window click the slideshow icon then choose an option from the following with the current property with the current properties
54. hange the status of the property to Archived Thus the property will not be available for viewing on the Web anymore You can still view it in Activimmo by selecting the box Archived in the search box at the top of the page under Status Property map Presentaton by thumbnai Ry gt 3 7 Area Budget Property Size Sales agent Operation Stet Msc Sel Ow Price jm Km fble apoprmsi Land je C 001 BOND House Nasrobe Mombasa Road 00623 Maragua 920 000 20 1000 6 2000 mE C 002 ADAMSON Apartment Naroti 8 Park Road 13005 Nairobi 210 090 7H 860 3 1500 d 03 owm Country maNarobi ForestLane 19500 Athi River 250000 59 so 4 1004 Tick this box if you want 388 800 60D 4 539 topublish in gt I the Gp Eee Ryo foil reas Roe era r howe coma Sane Crewe Ref 010 Operation Property for Sale Usable space 85 91S p Rooms 4 Project Bathrooms 1 Shower rm Property typ Apartment Style T4 Living space 30 Terrace 3 Address 1 Masai Road Foo 3 4 Land 0 Year 1970 Town Nakuru KENYA GPS jontow ish None Location Residential Area Nairobi Water Heater Gas Kitchen fitted Charges 105 Mun Tax 650 Realty Tax 703 Exscaton East West Surround Urban Price 230 000 KES Lel Condon Good Source Prospect Commnsson 9 00 gt 19000 2033 Availabilty 11 12 12 Net seler 211 000 Notes Le logement est en location jusqu au 31 01 2007 Mandate Non exclusive Key 010 Entered 12 10 12 Ourston 12 Expres 10 0
55. he menu Property and choose Photos then select the size of the photo Property Offer User Agency Preview Reference e Property Piia Peton E nial n Prop type Title gt Ad gt Address b log o1 Price gt Hyperlinks gt DE Plans gt Big size SES gt Thumbnail Number gt Legend Features gt Details gt Mandate Sales agent gt Misc History gt Taxes Fees gt Start propertyzone Endofpropertyzone gt A window then opens and you will have the following options 1 Photo number in the order that they are featured in the Properties page in the Media tab 2 The size of the image in percentage 3 The size of the image in pixels This option will allow you to block the length and width of your photos to avoid the overflowing when creating documents in case your photos have different sizes They will be locked in a frame Page 96 Activimmo User Manual Example panoramic photos compared to a standard photo taken from a digital camera s gl Create a new document template ret Photo number 1 kg C Taille de l image en pourcentage 100 Taille de l image en pixels Width 450 Height 325 Note Leave width or height blank for auto calculation Once done click on OK to validate The merge field for the photo will now appear on your document template including the size entered in th
56. he operation for all rooms or parts of the property before you begin to write the descriptive text s D tails du bi eo No Details Additional text Full Address Pai Ground floor apartments O Entry Cloakroom Firs T floor E Living Room somites 2 lane a Dining Room oae iii Kitchen a E Scullery i Study ies Outbuildings Ej Playroom TEEDE 7 1 Bedroom s Overlooking the garden 16 Easement m Bathroom s Land Register a Shower Room s Connectings F Loggia SRU Law E Veranda s Urbanism E Wwe Financial data Kitchen equipment ther equipment O ii af Print complete list of details Import details of new project Finish Cancel gt The 4 buttons at the bottom of the window allow you to switch from one detail type to the other previous details and next details duplicate or customize a detail ay If you click on the button Customize available details icon that looks like a colour palette the following window opens AS Activimmo User Manual Page 125 Bl Cutoricng si ee ee Main Language la v Other language buca en v Internet Category details Category details 2 me tage Second floor m Pi ces diverses Other rooms 7 E Grenier Attic g Toiture Roof Iv
57. hortcut Ctri F10 gt Contact Tab Allows you to create and edit the characteristics of a contact The Auto relaunch box Automatic Relaunch allows you to relaunch a contact with all properties which could be of interest to him The Archived box means that the contact is archived therefore he will no longer be taken into account in search results nor in automatic relaunches for example This button allows you to call the contact if your phone line goes through your computer see Advanced Usage This button allows sending an e mail to the contact In addition to not having to insert the recipient s email address this feature provides the ability to instantly archive the sent email in the history of the contact gt Details Tab Allows you to add further information about your contact Note that the list of available fields can be customized to suit your needs Such details are available Profession Financial data Current accommodation etc To add new characteristics click on Add details to selected contact at bottom of page gt Criteria Tab Allows you to create and view the search criteria of the prospect To edit these criteria select Edit from the Edit menu or click Edit Contact in the sidebar vertical menu The search criteria fields then become available for modification When you click on the name of a title it turns orange All the criteria that appear in orange are rest
58. humbnail 4 x105 Price price_property Ref ref_property 2 The integrated word processor The integrated Activimmo word processor looks like any other word processor However it offers the possibility to insert data from your database in the form of merge fields Merge Fields space to insert text eg names addresses details etc about your properties and contacts or images eg property photos from the Activimmo database You can therefore create your own document templates that will be automatically filled in by the appropriate details about the contacts and property ies concerned gt When opening the word processor you will notice the presence of the classic menus File Edit Display Format Activimmo User Manual Page 139 Table and Insert that list the usual functions such as saving opening a file or setting the layout of the document etc File Edit Display Format Table Insert Contact Owner Appointment Property Offer User Agency Preview gt The eight remaining menus will allow you to insert merge fields where the text cursor is located Only the names of the merge fields will be visible in edit mode they will be replaced with data during the merge If you want to see the final document use the button Preview in the top menu or use the option Test on the documents window oo Summary 1 Customize data menu 2 Choose Document templates 3 Click on new
59. ings To fulfill these settings you must send us an email with your agency publication request on Internet along the name you chose for your Website In return we will provide you the information to add in the Directories tab For further information on this topic read the section about Activimmo Web functionalities Activimmo User Manual Page 8 Using Activimmo Description of the Interface After launching Activimmo the first thing you see blue background with integrated logo is the Activimmo workspace From here you have access to all Activimmo tools At the top is the menu bar File Edit Management Tools Customize data Reports Web Window and Help menu which provides you assistance as well as various information File Edit Management Tools Customizedata Repors Web Window Help The Tool bar Under the menu bar there is another zone the Toolbar the bar where the icons are located which allows you to quickly access some features or windows EETA ES EE F es o 4 2 x i ik gt The first icon allows you to close Activimmo Sa i gt The next four icons allow you to insert new data make ga modifications save and delete selected data Activimmo User Manual Page 9 gt The next icon allows you to refresh all data loaded in memory gt gt The next four icons allow you to open the property and contacts management windows manage offers and sales and open the agenda gt The next icon allows y
60. l need to enter in this window to be able to proceed Then you will be able to synchronize and import mandates from their database You can also choose to import photos This is done by checking the box Import photos in the bottom left hand side of the popup window Page 37 Window menu The Window menu looks like this Hide navigation bar Cascade Horizontal layout Vertical layout Cl O00 pil Maximize current window Minimize allwindows sf Close currentwindow 1 Properties Description of the various options 1 Cascade Organizes the windows on top of each other 2 Horizontal layout Organizes windows one above the other 3 Vertical layout Organizes windows next to each other 4 Maximize current window expands the current window 5 Minimize all windows reduces all open windows 6 Close current window closes the active window Note Through this menu you can also choose to show or hide the navigation bar Activimmo User Manual Page 38 Help menu The Help menu allows you to 1 Access to the online assistance Team Viewer F1 2 Browse through the User Manual 3 Upgrade your local area network as well as Activimmo 4 Access Activimmo Website 5 Download Activimmo maintenance files The Help menu looks like this JA Online Assistance Fl eg User Manual Upgrades from Local area network LAN Check for Activimmo updates Open Activimmo com download pag
61. learn to add documents on an existing property Activimmo gives you access to a wide range of customizable documents based on your properties and contacts window display client visit sheet mandate relaunch description sale agreement account activity report etc You will need to select a document from the list You can then print these documents or send them by e mail gt To create a document open the properties window and select a property Click on the Documents tab in the center of the screen then click Create a document for this property or use the keyboard shortcut F11 gt The window that opens allows you to select the type of document you want Then click on Next Select the contact to which the document relates to The document will then appear on the screen gt The left vertical menu sidebar offers many options print the document send the document by e mail export the document to PDF or send the document in MS Word To save the document close the document and click yes in the pop up window Note By using the File menu Save As you can save this document in your personal files se Summary Be in the property window otherwise press F9 5 Select a property by clicking on the property in the table the property row turns yellow Go to the Documents tab Click on Create a document for this property or use the keyboard shortcut F11 Select a do
62. location It is also possible to create or edit document templates using the Customize data menu see section concerning word processing in Activimmo IMPORTANT Automatic creation of a document is made from the Document tab in the various windows or by selecting Create a document from the Tools and Actions menus These are longer documents and are used to manage the agency and employees they can not be sent by e mail To edit property listings mandates or contacts appointment schedule Click on the Reports menu and select the report you wish to use so that it will appear on the screen You can also edit the classification of data by clicking on sort by and choosing from the drop down menu or by selecting a specific report from the horizontal Reports menu Contact List List of properties etc At the bottom of the window there are 2 navigation buttons that allow you to move from one page to another and a button that allows you to print directly If you want to edit the date range of the listing on your screen click on the arrow in the range box Property entered and select from the drop down menu Activimmo User Manual Page 68 Activimmo Tools Activimmo allows you to access and use effective tools Sending SMS Agenda Loan calculator Surface area convertor Search by phone number D a a i e Slideshow gt Sending SMS You can send SMS from Activimmo when you are in the Owne
63. m of page gt Tasks Tab Allows you to create tasks for the selected offer You can assign them to your colleagues or yourself and add a due date as well as notes For example Write lease agreement Send lease agreement etc To create a task click on the button Add Tasks at the bottom of the page Page 60 A Doc 1 3 Activimmo User Manual gt Doc Tab Documents Allows you to create specific documents ex client visit sheet etc concerning an offer on a property To create documents from this tab click on Create a document for this property at the bottom of the page then select the document template desired gt Seller Tab Allows you to view create and edit the characteristics of the property s owner s The Auto relaunch box Automatic Relaunch allows you to relaunch a contact owner automatically or in groups The Archived box means that the contact owner is archived therefore he will no longer be taken into account in search results nor in automatic relaunches for example This button allows you to call the contact owner if your phone line goes through your computer see Advanced Usage This button allows sending an e mail to the contact In addition to not having to insert the recipient s email address this feature provides the ability to instantly archive the sent email in the history of the contact To add an owner click on the button Add Owner
64. management of e3 clients owners and other contacts To open the contacts window click on Contacts thought the Customize data menu or select Contacts from the vertical menu sidebar This page consists of A multi criteria search box at the top of the window One box to check to view all archived contacts A table listing the contacts in the centre 8 Headings Tabs Nane Company Category Ceria Cexedsrce Sales agent Mti Mite 8R Unarchived Owner ADAMSON Jack Odemo 12902 admin Owner ADOYO Ronai demo tIon admin Buyer ALVAREZ MONICA 400 000 demo 1212 edmn Buyer BERNARD Perre 235 000 demo 12 10 12 marie Total 46 f Click here 7 I gt A db Cantact Detals 4 Criteria Properties Gre g Histo Ho Ay Preontes todial a number directly from your Sename ADAMSON Pest nas Jack Mobile PC Address 8 Park Road Office 87548585 Pats 00623 Oty Nairobi KENYA gos Fax Emai jack adamson activimmo com Fa 5 Sarce Lang Anglais Seles agent Administrateur PC demo Tick this totes box if you wish to archive your client Entered 12 10 12 Auto relaunch F Click here s tosend an Tick here if you wish to email include your client in automatic relaunches Activimmo User Manual Page 53 Q Contact A Criteria Activimmo User Manual To add new contacts click on Add contact from the vertical menu sidebar or choose New Contact from the File menu You can also use the keyboard s
65. max 0 Min Bathemd Surroun Styles Indicative Detais a criteria in N of properties fitting criteria 0o gt View black Add off criteria properties to kst Estabish arteria from property charactenstics a Button to add off criteria properties Activimmo User Manual Page 55 D Properties Bp tasks an Histo Doc Activimmo User Manual gt Properties Tab This tab allows you to view the list of properties matching the restrictive criteria selected by the contact The basic information relating to the property is featured as well as the percentage of criteria fulfilled in relation to the criteria of the contact Example If the score indicates 75 this means that 3 4 of the client s criteria have been met Click on the property row to obtain all the information about the selected The print button allows you to create any document for the selected property and contact From this tab you can print documents as well as launch the slideshow of properties matching the search criteria of your contacts gt Tasks Allows you to create tasks for the selected contact You can assign them to your colleagues or yourself and add a due date as well as notes For example Call back Send by email Deposit etc To create a task click on the button Add Tasks for this contact at the bottom of the page gt Histo Tab History It allows tracking of the history of events concerning the sele
66. modified photo you will not be able to edit delete the modifications Add the Agency copyright Perform various modifications on the light effects color etc by clicking on Settings and Advanced Settings options The Settings and Advanced settings options trigger the opening of a window which consists of two parts that allow you Page 47 Activimmo User Manual to edit or enhance your photos The first part allows you to view the original photo while the second part allows you to view the modifications made These windows offer access to many features that will allow you to Adjust the contrast and brightness Modify the color shades Bump map Equalize your colours Insert a wave effect on your photos and adjust the effect by changing the various parameters offered Insert other effects from the Morphing filter tab and set the morphing effect by changing the various parameters Note To be used only by an experienced user Rotate your photos gt The Edit button also allows you to import an image from a scanner a file and the clipboard gt The Actions button allows Upload a new photo Scan a new photo source Twain Scan a new image source WIA Import a photo from the clipboard Reload all photos from internet Send photos to your Website Save picture as Duplicate the photo Edit the photo using an external application Print ph
67. mp appointments to MS Outlook Prepare amp create a slideshow file for window showcase Numbering client visit sheets Tools Customizedata Reports Web Window Help CreateDocument Fil amp A m w View Slideshow Daily tasks Contact by phonenumber Ctrl R g Loan calculator Send an SMS Ctrl S ci Send an Intranet message Read Intranet Messages Send a mailing E mail alert automatic relaunch lal Make a backup copy of data Administrative tasks Retrieve GPS coordinates 7 Tasks list Refresh data in cache memory Go A Incoming calls and client recognition settings Files administration Archive contacts File transfer between sales agents Export contactsto MSOutlook Export appointments to MS Outlook 4 C C Presentation for window showcase Numbering dient visit sheets Activimmo User Manual Page 28 gt Tasks list allows you to access the task management window where you will be able to view tasks assigned to each user You can also choose to view the completed tasks by ticking the box next to Show completed tasks Do not hesitate to select the view you wish to use to manage tasks All this can be done using the roll over over menus on top of the window Manage tasks From this window you can not only add or delete tasks but you can also print the list in a single click on the button Print Liste des taches assign es admin D
68. mum number of photos sent Include owner sheet Include property details Target directory C ProgramData activimmo export biens Sending options V Send these properties by email to jamesbond activinmo com Note To send to multiple recipients separate email addresses emails by semicolons Grouping export files in a single email Selection of properties to be sent 0 OK Close 14 Import a property from another Activimmo agency allows you to retrieve information about a property from any other agency that also uses Activimmo In the window that opens select the desired actions by checking unchecking the boxes from the proposed list Keep the original references of imported properties Keep the original sales agent Keep information about authors and creation modification dates Note You can drag and drop the files to import directly in this window Once done click on Import Activimmo User Manual Page 15 properties from other agencies Import properties from other Activimmo agencies This window allows you to import properties EL which have been sent previously by other agencies with Activimmo V Keep the original references of imported properties V Keep the original sales agent V Keep information about authors and creation modification dates Tip You can also drag drag and drop the file s to upload here 15 Send contacts to another Activimmo agency allows
69. n the different management windows to create numerous types of documents relaunches displays sales agreement or even listings and activity reports for your properties They can be sent by e mail or printed instantly 1 The documents letters sales agreement These are relatively short and useful documents in the relation between the agency and the contacts You can access these documents in the Documents tab Doc from the management windows in this case the document is related to the selected object property or contact You can also access documents that were created in the History Tab Histo from the management windows To create a new document click Create a document from the Actions menu in the vertical menu sidebar in the property and contacts management window You can also click on the icon in the toolbar When creating a document windows appear and prompt you to choose the document template to be used and then depending on the template you will be required to provide additional information property ies as well as contact s in relation to the document The creation is then automatic the system replaces the entry points using the property ies data client s Your document is then ready and can be editted if you wish Page 67 g Note By clicking on this button you can export your documents to Word You will then only need to use the Save As command to save the document in your chosen
70. n the Agenda you can create a document linked to the property and the prospect or even exclude a contact from the list of prospects potentially interested by the selected property gt The button Relaunch x prospects enables you to create simple or grouped relaunch documents that can be sent by E mail or create window showcase Summary Press on F9 or select the Properties menu Select a property Select the Client tab The list of potentially interested clients appears click on Refresh to check update the list Note if the criteria are not defined in the contacts criteria tab it will be impossible to establish a list of contacts potentially interested by the property Activimmo User Manual Page 137 Tutorial 3 0 Document Templates Objective In this tutorial you will learn to manage the document templates that will be useful when you send messages or other documents After launching Activimmo click on the Customize data menu then choose Document templates A window opens and gives you access to all your document templates in a list 1 Document templates management The commands associated to the documents are represented on the right by 7 buttons new duplicate rename delete test edit and close G t Note You can also Import or Export documents Majamandate_type a pm e ota more meyro z z Oxsplay horiz 1 3photos z Display horiz
71. ns and prompts you to use the wizard The wizard The wizard successively gives access to all input fields to create a property such as the property data sheet but also a detailed sheet regarding the different rooms the input sheet for the title and the text for the publication of ads the photos insert page and finally to the general information sheet concerning the property owner If you do not use the wizard to create your property only the general information input window appears on the screen It is therefore recommended to always use the wizard v Tip to move from one data field to another in the windows you can use the keyboard with the tab key This button looks like this gt Property Tab It provides all the characteristics of the property such as the property type its condition the sale or rental price etc If the vast majority of input fields it is not necessary to provide an explanation it is still important to insert the following 1 The Reference is the name under which you will find the property in the property table 2 The sales agent information outlines the agency employee who looks after the property Page 43 Property reference Ref Owner CP adr joc a 3 To publish a property on Internet just check the box Web If you want to publish a property on the Web you must create the complete text for the ad in the Desc Tab 4 To archive a property you must c
72. nsertion of a property listing such as the general description detailed information concerning the various rooms the input form for the title and text for the publication of ads the photos insert page it also provides access to the data sheet of the property owner If you do not use the wizard to input your property details only the window for entering general information will be available It is therefore recommended to always use the wizard for a detailed and optimal encoding for the property Activimmo User Manual Page 119 gt The window for creating a property listing then appears Fill in the blank areas of the input form and click the Next button Create a new property using the wizard mee ee a xX Please enter information about your new property Ref 71 Operation Property for Sale Usab area 0 Rooms 0 Bedrooms 0 Project E Bathrooms P Shower Rm 0 Study ies 0 Prop type House Style C Pr Living space E Terrace P i Gar Pka D E Address Level 0 Land o Year 0 Pod E I Town KES KENYA Joint ow ship Zone Sector Not defined Water Heater Not defined Kitchen Standard Equipment Fees Hsing TaD Property Tax o Orientation Surrounds i i Price OES Condition Undefined Source too Commission gt Availability 00 00 00 el Immediate has Net seller Notes Mandate Non exdusive Key
73. nt by ticking the box next to their name on the right hand side of the popup 5 Click OK to validate and your message will be sent Property to link to message E Karine demo i Z DUPONT David david 7 DUBOIS Marie marie Administrateur PC admin Selecting the property related to the message Contact to link to message Selecting contact related to the message Activimmo User Manual Page 23 gt Read Intranet messages Click on this option to view messages received via the Intranet To view the message click once on the row of the message and the content will appear To reply to an Intranet message click on Reply to the message s A window will open and you will need to insert your message and select a property as well as a contact As explained on top Send an Intranet message To delete an intranet message double click on the bin icon on the row on the right of the message To delete all intranet messages click on Delete all messages Click OK once you are done Nouveau bien en vente Grange a r nover r f 012 25 11 2008 09 00 Delete all messages Message ouveau bien en vente Grange a r nover r f 012 Envoy le 25 11 2008 09 00 par admin C gt R pondre l auteur du message o Wish to be alerted by incoming Intranet messages Activimmo User Manual Page 24 Activimmo User Manual Send a Mailing This option all
74. ny you every time They appear when you position the cursor over a field to be filled in on features etc These information bubbles will be helpful when you visualize data about properties contacts etc Activimmo also allows you to access online assistance in a single click on the icon of the buoy or by selecting the Menu Help Online assistance or via the keyboard shortcut F1 Activimmo comes with this User Manual to help you get started right away The User Manual includes tutorials that will quickly train you to use the various functionalities of the software In case the User Manual does not meet your expectations or if you need help right away you can use the built in Activimmo online assistance To open the manual Help Menu User Manual If you want to find out more about using the software or about the various possibilities of Activimmo simply log on to the website dedicated to this software http www activimmo com Page 6 Installation Activimmo User Manual Installation procedure To install the Activimmo software simply download it from our website under the tab Download http www activimmo com You can then use Activimmo using the icon that appears on your desktop or access it via the Start menu First Launch When you first launch the software Activimmo will ask you to enter some basic information required for its use defining sectors agency contact information You will also be prompt
75. on will appear as follows Contact a Surname ALVAREZ MONICA ual Address L ESTUAIRE 46340 SALVIAC Priv tel Off tel Mobile 0963187496 Property Ref 012 E Keys at agency Address Molongo Road 45100 Eldoret Visits When you finish your selection click on Next Page 71 Activimmo User Manual The window that follows offers you 5 optional features 1 2 3 4 5 Send email concerning the appointment Send an SMS confirming appointment Print the appointment Create a document related to this appointment Export this appointment to Outlook Hl Edit appointment xs Send email concerning the appointment Send an SMS confirming appointment Print the appointment Create a document related to this appointment Send this appointment to Outlook 7 Note when Activimmo is launched it will remind you the appointment s by sending you a message before the scheduled appointment Page 72 View by Day 8 2 Activimmo User Manual To add a new type of appointment in the agenda for example a telephone appointment or a video conference go the Customize data menu select Properties then Events click on the button Add new event fill in the appropriate fields and then check the box Show in agenda When you select a date on the calendar you can open the agenda on that specific week or on the selected date View
76. one Task E Show completed tasks zno 12 10 12 E 2336 001 Mombasa Road tt 12 10 12 12 10 12 E 2625 E 002 8 Park Road ft 12 10 12 12 10 12 E 2336 005 Mkoko Road ft 12 10 12 12 10 12 E 2344 E TEST 125 pearl road tt 22 12 12 00 00 00 l Add tasko Delete a task ok Cn Activimmo User Manual Page 29 gt Incoming calls and client recognition settings This feature allows you to receive incoming phonecalls in Activimmo To do so you will need to adjust the phone line settings by clicking on the Configure button Incoming call history and Activity report are also found on this window so that you don t miss out on opportunities Use the Simulate button to see how it will look like when you receive an incoming call Once your settings are adjusted click on Start receiving Note that you can stop the incoming phonecalls at any time by clicking on the button Stop receiving Activimmo Eo Setup OOOO Phone line J Configure _ Exdude 1 first characters Exdude 1 last characters Incoming calls history _Date _ four Number Sumame Activity report TAPIEx ActiveX Control v3 4 9 2 Registered copy Licensed to Arnaud LEQUIME Lite Edition 1 Line Debug Level LOG_DEBUG initialize successfully found 6 TAPI devices Simulate an incoming call Tele
77. ons from the Management menu or click on the icon in the toolbar Management Properties F3 Contacts F10 New projects Ctrl P Ei Offers sales and commissions r Agenda Advertisers Leads Newspaper ads 2 Administer Activimmo Users This page consists of 1 A table for the offers in the center 2 Search boxes at the top of the window Reference Address Operation Agency Statuts etc Note that these criterias can be combined according to your offers 3 8 headings Tabs Offer Commission Details Tasks Documents Doc Seller Client and Property Page 58 Search boxes Offers and sales Statut reate an offer 1500 000 CoP comm Fm Bem Bo BR BBO Kren r Headings Offer date Gya w Offer reference Tabs Praca fm as Potectal tert Bj OO Rows Offer emeunt 1 500 000 Coenen yazer Gita Prie Net 3 500 300 Offer statue Under otter Sreteecomoroms 00 00 0000 Te Seed og deedine 00 00 0009 gt Spakar sche 00 00 0000 venso Get Otre Offer manages dy Admn stews PC Agercy Kare cero Imeoce te Fmt To add new Offers click on Create an offer or select Insert new data from the Edit menu You will then need to Select a property and Select a contact Insert data in each tab Offer gt Offer Tab Allows you to create and edit the characteristics of an offer made on a property You can See the prope
78. ontact Owner Appointment Property Offer User Agency Preview In addition it offers the possibility to insert elements from your database in the form of merge fields Merge Fields space to insert text eg Names addresses details etc about your properties and contacts or images eg Property photos from the Activimmo database Merge fields can be recognised as the text is usually in between quotes and has a grey background when you click on it For example name_contact gt You can therefore create your own document templates that will be automatically completed by the appropriate information in the desired locations concerning contacts and properties concerned When opening the word processor Text editor you will notice the classic menus File Edit Display Format Table and Insert that list the usual functions such as saving opening files or arranging the page layout of the document etc The File menu allows you to edit the layout print settings sending by e mail The Edit menu integrates several standard features of the Edit menu of a word processor The Display menu allows you to change the display of your templates on the screen You can easily access the header and footer of a document from this menu The Format menu allows you to customize the appearance of text by choosing its font size colour The Table menu allows you to insert or delete a table When you insert a table a window
79. oto View mode only gt Owner Tab Allows you to view and insert information about the owner of the property gt This button allows sending an e mail to the owner Page 48 ane Name Company Category 2R Owner gt This button allows you to call the if your phone line goes through your computer see Advanced Usage If you check the Archived box the owner will no longer appear in the list of owners however you will still be able to view his information via the Contacts menu To do this you will need to select Owner under category field then check the box Archived under Status Criteria Created since Sales agent tatus Msc To add or edit information about the owner select Edit contact the vertical data menu sidebar or click Edit from the Edit menu or use the keyboard shortcut F2 The data sheet of the owner becomes available for modification icon to access Edit mode Q File Edit Ri SS S OBE QE conta Edit the current data gt Tasks Tab Management Tools Custon Allows you to create tasks for the selected property You can assign them to your colleagues or yourself and add a due date as well as notes For example Window display Order display Fix signpost etc To create a task click on the button Add Tasks at the bottom of the page Activimmo User Manual Page 49 s Histo Activimmo User Manual gt Histo Tab History Allows
80. ou have a new employee he can easily be added to the list of existing users In addition you can create your own document templates Activimmo thus allows you to give a personal touch to your agency Export data to online Portals Activimmo has a data transfer engine that allows you to transfer all the data you want to various real estate portals Simply send a copy of your data When you want to publish your ads on a portal it will have to be previously registered as an advertiser in Activimmo See Section Manage Ads Then you will be able to select the Web menu and use the function Publish properties to a portal gt to select the portal you want Take the example of Belgimmo Properties to publish Customer ID ooo B ELGIMM oO Close Internet connection after transfer Geinian React ERTATe MARKET Options gt gt gt Re upload ALL photos gas hae Publish Show towns and ZIP Close Last tranfer completed on 31 07 2012 Activimmo User Manual Page 115 To export your data to this portal you need r To insert your password To click on the button Properties to publish With this button you can choose the properties that you want to publish from your database You then have the option to publish all the properties or choose them according to specific selection criteria town amount reference etc Once you have selected the properties to be published click OK and then click Publish Y
81. ou to search by phone number gt The next set of two icons allows you to create a document and access the loan calculator gt The next two icons allow you to write and read intranet messages gt The print icon allows you to create property listings as well as create documents that you will be able to print directly gt The icon representing a hand allows you to hide show sensitive data gt This icon allows you to update your website Manage Web publications gt This icon allows you to quickly access the online assistance gt The last icon allows you to close the current window Activimmo User Manual Page 10 The Menu File Edit Management File Menu Activimmo User Manual From the Menu you have access to all Activimmo functionalities Tools Customizedata Reports Web Window Help We will briefly explain these menus Menu description Here is the content of the File Menu rj ci Ci c3 ERS T mA NewProperty Ctrl F9 New Project New Contact Ctri F 10 New Advertiser New Offer New Document News Paper Ads Printing without parameters Ctrl P Printing with parameters Inter office synchronisation Import acontact fromclipboard Import of property listing from dipboard Send properties to another Activimmo agency Import aproperty fromanother Activimmo agency Send contactsto anotherActivimmo agency Import a contactfrom another Activimmo agency Exit Alt F4
82. our properties will then be published on the online advertiser s portal In this window you can also choose to close the Internet connection and transfer all photos by checking the corresponding boxes Activimmo User Manual Page 116 Back up a copy of the data Activimmo offers you the possibility to back up a copy of your data This feature has been designed to ensure the safe keeping of your data should anything happen virus PC breakdown etc To do so go to the Tools menu which can be accessed via the Menu and select Make a backup copy of data Tools Customize data Reports Web Window Create Document Fill View Slideshow Daily tasks Contact by phone number Ctrl R E Loan calculator F Send an SMS Ctrl S ca Send an Intranet message Read Intranet Messages f Send a mailing E mail alert automatic relaunch HJ Make a backup copy of data Administrative tasks gt m Tasks list A Incoming calls and client recognition settings Activimmo User Manual Page 117 In the window that appears on the screen you must Choose a backup directory in which Activimmo will put a copy of the data to select the designated directory click the icon with three dots on it e Check the boxes that you wish to back up database photos documents etc If you wish to be reminded weekly to do a backup you must check the box Remind meto make a backup weekly On
83. ources You can explain the source of the property office client s tip etc Tasks These are all tasks related to the property advertising preparation file constitution real estate diagnosis etc Orientation The orientation of the property Is the property facing North South etc All data customization that you can perform in Activimmo are unlimited and can be done in a single click Activimmo User Manual Page 112 Customize Contacts Allows you to set the basic data used by the contacts window You can also set the default values which appear in the contact input form as well as the default criteria Criteria tab in the contacts window Editable parameters Categories These are the types of contacts contacts clients notaries owners Greeting styles These are the greetings titles Mrs Miss Sir Mat Reg This is the matrimonial regime of the owner or owners separation as to property community of property etc Default data These are the default values automatically displayed when creating a new contact Country categories gender etc Sources These are the details of the source of the contact How did you meet the contact Events These are all the types of events that will be used in the contacts history in Activimmo eg visits relaunches telephone contact etc Details These are all the details of your contacts T
84. ows you to send a mailing to a range of contacts at once This includes newsletters greetings messages activity reports birthdays etc To do so you will need to Insert the text for the subject of the mailing Add the email message content using a template Add an attachment or more if any Select the recipient s using the button Select recipients Select the property ies using the button Select properties Choose a range for your mailing You can choose to send the mailing to all your contacts at once or you can choose a range For example You can send the mailing to the first 50 contacts in your database by selecting 1 50 in the range roll over NOTE If you choose to send a mailing to ALL your contacts your PC might slow down depending on the amount of contacts you have in your database and also it will depend on your internet connection We therefore advise you to send big mailings before leaving the office at night Once ready click on Start the mailing Page 25 Activimmo User Manual Mailing multi usages Message Subject of email Sending a mailing to my contacts Template used to construct the email message z Complete doc en zi Pi Attachments Template used to build the attachment email_content en x 2 Additional file s to attach to email fs C Users gdbr Pictures portes la rochelle annonce pdf Press the Delete to
85. phone number to Line status L Laas ose Startreceiving Stop receiving yw on every startup Activimmo User Manual Page 30 Customize data Menu Here are the contents of the Customize data menu Properties Contacts Offers Geographical data L E ae amp Document templates sps GeneralSettings F4 Website It is also an important menu in Activimmo it allows 1 Customization of properties through various options such as adding details and categories 2 Customization of details and events related to contacts 3 Customization of data on offers task status commissions etc 4 Customization of geographical data of properties and contacts 5 Creation or modification of documents templates which are then accessible for use when creating new documents 6 Customization of general settings that is the data specific to your agency or agencies in your network 7 Customization of your Website menu choice of logo foreign languages used etc You can also choose the keywords used in the ranking of your Website on internet Note From this menu you are able to translate and insert data in various languages offered by Activimmo Activimmo User Manual Page 31 Example Customize data Properties When the window opens the first thing to do is to select the primary language and the secondary language using the arrow near the flag to open the roll over menu Then if you want to upd
86. plete doc 3 pages 5 photos caracs amp c z Display horiz 1 3 photos z Display horiz 1 photo caracs z Display horiz 3 photos desc z Display horiz 4 photos desc z Display vert 1 3 photos desc z Display vert 1 5 photos caracs z Display vert 1 photo desc z Display vert 2 photos z Display vert 4 photos desc z Display vert 4 photos desc grey z Display vert 4 photos blue z Display vert 6 photos caracs z Doc 3 pages 1 9 photos blue z Internal doc Contact Form z Paper Ad z Web Ad This gives you access to the document templates manager k Preview he _ropentys mpho z3 From this window you must select a template from the list and click on the edit button You will then have access to the integrated word processor File Edit Display Format Table Inset Contat Owner Appointment Property Offer User Agency Preview logo_1 MAJ mandate_type sector_property title_property adescription Activimmo User Manual thumbnail 2 x105 photo_1_x315 thumbnail 3 x105 thumbnail 4 x105 Price price_property Ref aref_property Page 83 Operating the word processor File Edit Display Format File Edit Display Format Table Activimmo User Manual The word processor integrated in Activimmo has the same appearance as any other word processor Table Insert C
87. r in the property input form and the types of details available Editable parameters Property Land parking chateau business premises You can add all the categories you need in several languages by clicking on Add or by doing a right click and selecting Create Property Types A country cottage lodging a dungeon a farm a country mansion a mill a fort You can customize your property types without any limit Kitchens This is the type of kitchen in the property American fully equipped fitted Activimmo User Manual Page 110 Heaters Water Heaters This is the type of heating water heater used by the property fuel electricity heating gas water heater Conditions This is the condition in which the property is to renovate good or bad condition You have the ability to be concise or precise when describing the condition of the property Surroundings This is the area where the property is located rural suburban downtown waterfront mountain Operations This is the Mandate type of the property sale rent holiday rental Zones It is the zone of the asset offices holiday residentia Styles The style of the property architect contemporary character Events These are all the types of events that will be used in the property history and in the agenda in Activimmo eg relaunch sending documents etc Availabilities
88. r tab in the property window the contact tab in the contacts window in the Agenda or at any time from the Tools menu in the toolbar To do this you will need to contact us so that we can provide a messages package i Sending an SMS When you select this option the following window appears on the screen PI Message to send Account Message text max 160 char Account Password 0 characters pises Supplier Klugh St Phone Number ma 5 n 2e gt Website Provider Country France X Signature 11 char TEST Send Close Activimmo User Manual Page 69 This window is divided in 2 sections The first section allows you to dial the number and select the destination country By checking the box Delay sending on you can choose the exact time and date for sending your message You must then enter your account number and password to be able to write and send your SMS To obtain an account and credit you must contact our customer service team Your message will be sent via Internet by clicking on the Send button The second section allows you to monitor the message delivery by displaying its status and its reference You will also be able to view the number of messages or credits remaining on your account gt Agenda Allows you to manage the appointments of all employees and schedule appointments between users and contacts It also contains an area to write notes or
89. reate You can also use the keyboard shortcut F5 to do this you must be in the Advertisers window in the Advertiser tab or on the advertisers listing gt Advertiser Tab Used to describe an advertiser the name of the publication newspaper magazine the name of the contact at the advertiser the phone number email address ry This button allows you to call the advertiser if your phone line goes through your computer see Advanced Usage This button allows you to send an e mail to the advertiser Activimmo User Manual Page 64 aS Ads gt Ads Tab This tab allows you to view the history of the Ads published with each advertiser You can also find out the cost the number of publications and the size of your ads You can view the entire text of the ads previously published by clicking on the gray button with 3 dots which is found at the end of the Ad text on the right E Headings gt Headings Tab Allows you to view create using the button Add Newspaper heading or delete the different headings of the advertiser via Edit from the Edit menu These headings will be useful when creating ads you will find them under the tab Ad of the property window E Tariff gt Tariff Tab This tab allows you to set the price range by the number of characters matching an advertiser Ads cost Maximum number of characters 15 0000 200 30 0000 500 45 0000 1000 Example Up to 200 ch
90. rictive criteria Therefore when searching for a property using multiple criterias the software meets all the criteria of elimination Page 54 Note that the criterias budget types property types regions and sectors are restrictive criteria by default they appear in orange You can change this status with a single click on the coloured text if text appears in orange they become restrictive and if they appear in black they become indicative To then view the list of properties matching the search criteria of your contacts click the on the Property tab If you want to create criteria lead customers to perform multi criteria searches you can follow the lesson 2 Create the criteria customers If you want to train on the creation of clients criteria in order to use the multi criteria search you can go to tutorial No 2 Create criteria for clients Launches property search matching criteria petai A criteria SDrrovertes Bem les sto Eu Apron View history of events linked tothe contact Do Restrictive Dexrpdon criteria Budget Property for Sale nn 0 wax 0 o ow max 0 Types Apartment House Prop type Apartment Duplex Midde class property Regions COOR o a aan aai i auuu a a Sectors Centre Centre Si 3 Min bedrooms 3 Min Usable 300 max Min Land 0 Min Rooms 0 Min cond Good Pool 7 Min iv space Terrace surf 9 Mn Study es 0 Garage s 0 Mn year 0
91. rty sheet See the contact sheet buyer Insert the offer amount Insert the commission rate Insert the offer status under offer accepted etc Insert the notary details for both parties Write notes etc Activimmo User Manual Page 59 GP commission F View graph Details te Tasks Activimmo User Manual gt Commission Tab Here you have the possibility to divide the commission between the different actors of the transaction To do so you need to Click on the button Add commission bottom of page Click on the black arrow under Sales contributor and select the sales agent s involved in the transaction from the dropdown menu Click on the black arrow under Role of the contributor and select the amount of commission that should go to the contributor from the dropdown menu Note The amount will be calculated and will be displayed automatically under the column Amount Once you have added all the contributors click on the button Recalculate commissions You can also see the distribution of commissions on a graph if you check the box View Graph gt Details Tab Allows you to add useful information in the offer Note that the list of fields available can be customized to suit your needs Such details are available Sale Rental Loan amount Lease start date etc To add new information click on Add data on selected offer at botto
92. rvey all clients that may be interested in the property gt After launching Activimmo press on F9 or click the Properties menu the properties window appears Select a property the one on which you want to do a search gt Click on the Client tab the list of clients potentially interested by this property appears a gt You can access the contact s information by clicking on the icon to the left of the client s name By doing so a window opens and shows the detailed information sheet for the contact Rel Owner CP ad joo Sectoe Budget Prop ype Siw Saes agert Coe enor statu Mise W lene Property for Actve oww a oot BORD rose Naw ots Mombasa Road 00523Ma 012 ESU Mouse Nairobi Malongo Road 3510084 E Fy rroverty ojij Bowe w Pran ViRestnct clents ist trom Admnistratew PC w Ref Rint R G Relaunch h Sorospects Retrieve emat y ken a 12 10 12 W wom ELIZABETH hook 12 10 12 f sso000 amp stcrams Damels pemg 12 10 32 180000 300000 v wom 230000 5s0090 2 Total Tocreate relaunch documents 5 options to check gt The page offers different options to check in fact you can find out if the prospects have already been relaunched if they have received information about the selected property you can confirm if the customer has visited the selected property by checking the box Visited By doing Activimmo User Manual Page 136 so an appointment is created i
93. s Activimmo User Manual Page 94 ct Owner Appointment Property Offer User Agency u ss fB i hy m wl upi Mr amp Mrs ADAMSON Please find enclosed a selection of properties matching your search criteria Feel free to contact us to make an appointment to view these properties at your convenience or for any further information If your search criteria have evolved please let us know as soon as possible Best regards James Bond Administrator Activimmo demo Royal Road Grand Baie Tel 211 123454678 Fax 211 12345679 www activimmo com Activimmo User Manual Once you are satisfied with the document template you can close it by clicking on the cross on the top right hand corner of the screen Note There is no need to save a document when you preview it Therefore you will say No in the window that follows Mr amp Mrs ADAMSON Please find enclosed a selection of properties matching your search Feel free to contact us to make an appointment to view these prope convenience or for any further information If your search criteria have evolved please let us know as soon as po Best regards James Bond Administrator e Do you wish to save the document DE Activimmo demo Page 95 Inserting a photo in a document template Activimmo User Manual In your document template place your cursor where you want to add your photo Click on t
94. slideshow Send property photos by email EDIT MODE Check box to choose if you want to publish photo on the Web Allows you to duplicate Opens the photo in a photo edit scan or import a photo editor software Activimmo User Manual Page 46 oa Activimmo User Manual gt To add photos click on Click here to add photos Add more photos by clicking on the folder icon You can add a photo from your files on your hard drive You can also insert a photo directly from your digital camera To do this connect your device to your computer If your camera appears directly in your browser select your photos as if you were to look for them in your personal file If your camera does not appear in your browser use the program supplied with your camera as usual to transfer images to your computer and then follow the procedure described in the previous example gt If you want to edit your photos if they are previously entered photos first select Edit from the Edit menu or use the keyboard shortcut F2 Then click the Edit button The window that opens will allow you to edit the image without having to exit Activimmo You can therefore Enlarge reduce the display scale of the image Crop the photo you must first select the part of the photo to keep Rotate the photo left or right Add text on the photo Edit text Delete text Note Once you have saved the
95. st West Surround Urban Price 230 000 KES sity Condition Good Source Prospect Comenission 9 00 gt 19000 2093 Avalab ty 11 12 12 x 211 000 Notes Le logement est en location Agency jusqu au 31 01 2007 commission Non exclusive Key 010 calculator Entered 12 10 12 Duration 12 pH Expres 10 01 13 Sales agent demo Visit Contacter locataire avant visi Keys 1 a Status Active Sged offe00 00 00 x Webi7 Indicates the status of a apa property active archived Web rs This button allows you to create customizable property reports You can sort them by type price owners etc You can also create documents for the selected property ies You can then send them by email print export to PDF and export to Word List of personalized properties Create a document with selected property Create adocument with the properties being viewed Create adocument with theproperties selected Activity reportwith comments Activity Report Note that proposed documents available via this command can not be modified If you want to print customizable Activimmo User Manual Page 42 Activimmo User Manual documents you need to select Documents templates from the Customize data menu For adding new properties simply select New Property from the File menu or click Create a property listing from the vertical menu sidebar under Properties or use the keyboard shortcut Ctril F9 When creating a new property a window ope
96. t Restrictive criteria will eliminate properties that do not match your search criteria while indicative criteria will classify properties based on the satisfaction percentage score Activimmo User Manual Page 133 Orange criteria text restrictive criteria Create a new contact r in Min Usable A max 0 Min Land 0 Min Rooms 0 n Poa F Min liv space Terrace surf 0 Min Garage s 0 Min year 0 max 0 Mn Bathrm Suro tyies etats N of properties fitting criteria 0 gt View Add off criteria oroper hes to kst Estabish criteria from oroperty characteristics Black Criteria lt Back Next gt Finish Cancel indicative criteria Add off criteria properties to list gt Fill in the fields that match your contact s criteria then click Next A window opens and the software displays the properties corresponding to the search criteria of your contact Creation of contact s search criteria previously saved in Activimmo Select the contact for which you wish to add criteria Go to the Criteria tab and click on the button Define search criteria Fill in the search criteria of your prospect knowing that five proposed criteria appear by default in orange Budget Types Prop type Regions and Sectors which means that it is restrictive criteria gt Indeed in a simple click on the name of a criteria you decide that it is restrictive
97. t the owner of the property if he is not already in the database Fill in the appropriate fields then click Finish 4 Create a new property using the wizard a gt EXS Category Ower B Greet Mr Private 0101226699 2 Surname MICHIEKA First nar Luis Mobile 0769326596 2 Address Magadi Road Office ZIP City MAGADI KENYA GPS Fax Email m kenya kes E a Source Lang Anglais Company Sales agent Administrateur PC demo Notes Marital status Maiden Vend propri t de famille cause Isf Date of Birth Place of birth Mat Regime Not specified Married on Notary 5UGOO John NAIROBI u a z ia Entered 12 10 12 Auto relaunch Archived F Add Owner Delete Owner a lt Back Finish Close Cancel Activimmo User Manual Page 122 Your property is now saved in the Activimmo database Once you have created your property listing you can check the information recorded by clicking on the tabs Property Details Desc Description and Owner of the page displayed on the screen The Media tab allows you to view photos of your property Activimmo User Manual Page 123 Tutorial 1 1 Add characteristics Objective In this tutorial you will learn how to add details on a property The Details tab in the property window allows you to accurately describe the characteristics of a property Thus it is possible to record all speci
98. tab and check the box to include the desired language This is also where you can choose the welcome text in different languages that appears on the home page of your Website Activimmo User Manual Page 107 The button Selecting from first page gives you the opportunity to select the landing page for the user once he clicked on the welcome text in the desired language The first table displays the titles of your menu on the left half On the right you have the types of links which will point to the titles Homepage search page customize page headings etc The second table is displayed in the event of a Headings menu It is identical to the previous one except that it is for sub menus You can add menus and sub menus using the buttons created for this purpose To delete a link right click on it and choose Delete The Logos Tab This tab allows you to upload your logo in different formats to be used in Activimmo Thus you can upload your small and medium sized logos as well as the one used for your documents You can also choose the image that will appear on your Website s home page The Photos tab This tab allows you to upload your photos by giving them a specific size height width compression etc The SEO tab This tab allows you to include in your Web pages keywords in multiple languages that characterize your business and the properties you sell the most This information will be use
99. text objects uza k To save the text template click the second icon on the top of the photo the one on the far right Save this template layout A window will open and you will need to insert the name of your template eg Copyright and click Save Your template Copyright is now saved and is ready to be used on other photos s Activimmo User Manual Page 104 Day to day operations Rotate right Seve this template layout Rotate left Settings Advanced settings Crop photo Undo Delete selection Texts Add Tet Edit text Delete selected text Add Copyright Images To access it click on the arrow at the top of the photo near the text Mod les next to the first save icon Select the template from the drop down menu and it will be automatically added to your photo same place same font size colour etc s Retouche et optimisation des photos Day to day operations Rotate nght Rotate left Settings Advanced settings Crop photo Undo Delete selection Texts Add Text Edit text Delete selected text Add Copyright WARNING When you click OK to validate the text will be embedded into the photo and you will no longer be able to edit it Activimmo User Manual Page 105 Web Functionalities Activimmo in addition to its great capacity to manage properties and contacts is also an effective tool dedicated to publishing properties on the Web It is there
100. that the date that appears in this section is the 10 December and not the 15 December In doing so you ensure that photos of new properties that have been inserted between the 10th and the 15 December are taken into consideration by Activimmo and are uploaded before being published on the Website Note The first time you upload the photos to be published to your Website there might be a delay as Activimmo needs to scan and upload all photos that are in your database Once this is done try to avoid entering a date that is far back to avoid having to wait for the software to scan everything again and upload the photos This might also take longer depending on your internet connection Once you are done click on Publish Page 36 Activimmo User Manual gt Import mandates from This function allows you to retrieve import data from other real estate databases In France and Belgium for example they use EMULIS Note that you need to be a registered member to benefit from these services This service allows agencies to automatically retrieve data on other properties that are shared through this service For more information agencies must visit http www emulis net Send Settings SIA Login Test123 Password seoce Settings Synchronize all mandates Synchronizing latest changes Operation 7 Import Photos Once you are registered you are given a Log in and password that you wil
101. the screen the currency which you want to use s Conversion of amount borrowed Loan rate Amount borrowed 100 000 S j 910 Rate 7 00 lt Number of years Number of years for loan repayment Exchan109 916 Activimmo User Manual Page 74 currency you Activimmo User Manual Page 75 Surface area convertor This tool allows you to convert surface areas between various measures For example a plot of land of 800 square meters is equal to 8611 280 square feet 18 949 perches etc When you complete a field with a measurement the conversion in the other fields is automatically displayed s 800 000 Square feet 8 611 280 800 000 Toise s 210 526 8 000 Perche s 18 949 080 Arpent s 189 198 Activimmo User Manual Page 76 es gt Search by phone number This tool allows you to search a contact using his phone number or his name Type the phone number and click on Search Oore oami Margaret 19000 Mase Road Marot 123456789 When you type the name or full phone number you get all the main characteristics of your contact However you can also enter only the beginning of a number then the search will give you a list of people who have a number starting with the one you entered By double clicking on a person s name from the list Activimmo immediately gives you all the relevant information If you type the beginnin
102. tion Dynamic Analysis of photos to upload Transfer all photos from 11 10 2012 Show ZIP and towns Activimmo User Manual Click on Web Options to select the properties that you want to highlight on your Website under each category below Coup de Coeur Nouveaut s D filement Prestige ou Affaire du mois Giaa ma Coup de Coeur MNouweaut D filement Frestige Affaire du mois When you click on the categories the Selecting Properties window opens Page 35 Activimmo User Manual Select a property by double clicking on the property row Notice that it will move to the bottom section Selected Properties Click OK to confirm your selection Note You can select more than one property by double clicking on each property row or you can use the blu arrows gt The single arrows are used to select deselect properties one by one yw A The double arrows are used to select deselect all properties at the same time y R Before publishing your properties to your Website please check the date in the section Transfer all photos from Often this date is automatically updated with today s date and it should be changed depending on when the last update of your Website was carried out Example You update your Website on the 10 December On the 15 December you decide to update your Website again Before publishing you will therefore need to check
103. tor lalla Property graph by source Contact graph by sales agent p alg Contact graph by source alg Advertisers s graph Other reports gt Page 33 Web Menu The Web menu allows the customization and sending of your Website to Internet It looks like this a Update Website Fi2 Publish properties to a portal Import mandates from b View Website This menu is a real Website generator allowing you to customize your Website by adding new pages Here is its description 1 Update Website F12 allows you to send your Website to Internet 2 Publish properties to a portal allows you to publish your properties to an online real estate portal 3 Import mandates from allows you to retrieve mandates from real estate portals 4 View Website allows you to view your Website when you are connected to Internet gt Update Website We offer you the possibility to update your Website directly from Activimmo To do so from the Web menu select Update Website or simply use the keyboard shortcut F12 The Publish to your website window opens The connection settings will have to be inserted at first use An Activimmo technician will help you to configure these settings Activimmo User Manual Page 34 View Website Connection Settings Website name www monagence net FTP server name 80 247 225 226 Name of sub directory J User agence_10 Password RiBVnHJJ Test connec
104. vimmo User Manual Page 3 Introduction This manual provides detailed information about the real estate software Activimmo and allows you to use it right away Besides the software s description this manual will guide you through the various screens of Activimmo You will also find information about the features various windows advanced options such as configuring the interface customizing the software etc Whether you are a beginner or an experienced IT user you will find all the information you need to be able to use Activimmo Activimmo User Manual Page 4 Presentation Simple and visual A customizable tool A software open to the world Activimmo User Manual Overview Welcome to Activimmo With this software your work is faster and easier It offers you significant productivity gains Managing properties and contacts is greatly facilitated by an intuitive graphical interface In addition it includes tools that allow you to automatically publish to your own website It also incorporates the ability to send your listings and documents to your clients by email Navigation within Activimmo is simple and effective It relies on a Windows like interface to allow you to easily get started The ergonomy of the Activimmo interface developed in conjunction with professionals was designed to simplify the work record properties and contacts create all your documents etc can be done in just a few clicks
105. window Note that these criteria can be combined and will be created based on your properties For example if no property is of type House you will not have the criteria House in the search box Property Type Prop Type 3 One box to check to publish the selected property to the Web 4 View property photos automatically Slideshow This can be accessed by clicking the option View Slideshow in the left vertical sub menu sidebar under Actions 5 10 headings Tabs Property Details Description Media Owner Tasks History Documents Ad Client 6 A print button for documents related to properties Activimmo User Manual Page 41 All aaa wel Search box allowing property search by archived properties Just criteria select from the drop down Property Table list Rropertymap Presentation by thumbnai ay w Y P Mombasa Road 00623 Maragua 920 amp Ei ooz ADAMSON Apartment Nairobi BParkRoad 13005 Nairobi 210000 oH so 3 1500 os owm Country maNarobi Forestlane 19500 Athi River 280 000 309 ss 4 10004 Headings or Tabs 388 60 30 40 3 ei H Qr R if 2 BRowe Fo Piao A o sora BBa Usable space 85 915p Rooms a Brms 2 Tab for slideshow Bathrooms 1 Shower rm Study Rooms 0 Living space 30 Terrace 3 Ga Pig 0 2 Land o Year 1970 Pog Joint owjshp None Locadon Residential Water Heater Gas Kthen Fitted Charges 105 Mun Tax 650 Realty Tax 703 Exsoeition Ea
106. with the selection of properties or slideshow with options When selecting Slideshow with options the following window opens Property map Presentation by thumbnal xr Indude Al unarchived properties A customized selection ss Properties currently displayed Selected Properties Current property Navigation With thumbnails Without thumbnail one photo at a time V Separate window Activimmo User Manual Al photos The first photos only Presentation Without animation Animation on white background Animation on black background Cancsi Page 78 Activimmo User Manual The slide is controlled from the keyboard You can then 1 Scroll through the photos one by one using the left and right arrows or the and keys on the numeric keypad 7 Note If you have selected several properties for the slideshow by using the arrows left and right you will automatically jump from one property to another The reference number of the property will be displayed on each photo 2 Exit the slideshow by pressing on the ESC escape button 3 Scroll or stop the slideshow automatically with the keyboard key 5 on the numeric keypad Page 79 Advanced Search Multi criteria Search Activimmo has an advanced search tool that allows you to instantly filter information that is of interest you In a multi criteria search the system reconciles the relevant properties in your
107. you to create and track the history of events for a property You can see the number of visits made telephone calls received expert reports conducted and relaunches sent To add events select the name of the event and click the button Add an event in history at the bottom of the page amp Then if you want to attach a document related to the event click on this icon right of the screen Information 12 10 12 16 57 DUMONT Pierre Telephone 42 30 12 16 57 TERMITE Jean Relaunch 12 10 12 16 57 JEAN Paul Price variation 2 10 12 16 57 12 10 12 16 57 Add an event in history Gyro A Jowtats Pp oe eije Rowe Bem Far sto i Boe PM BB ore Comenents Pa Sent by post admin damin Sent by emal admin 280 000 gt Initial price 280 000 gt Starting price Refresh To edit an event from history use the keyboard shortcut F2 or use the Edit command from the Edit menu gt Doc Tab document Allows you to both create a new document on the selected property as well as view the history of documents previously created To create a document Activimmo offers different operating modes the easiest way is to click on Create a document for this property at the bottom of the page but you can also select Create a document from the Actions menu left or via the Tools menu top or use the keyboard shortcut F11 Then simply select a template from the list provided by Activimmo 7
108. you to export all the data of a contact to any other agency that also uses Activimmo Same as section 13 described on top Send properties to another Activimmo agency P Sending contacts to other agencie Export contacts to other agencies Activimmo Content of the email Indude dient s contacts in search citeria Indude contact details Target directory C ProgramData activimmo export biens Sending options F Send these prospects by email to jamesbond activimmo com Note To send to multiple recipients separate email addresses emails by semicolons F Grouping export files in a single email Activimmo User Manual Page 16 16 Import a contact from another Activimmo agency allows you to retrieve the data of a contact from any other agency that also uses Activimmo You can choose to keep the information about authors and creation modification dates as well as Import search criteria for buyers To do so you will need to check the boxes from the options offered in the window that opens F Import a contact from other agencies 1 Import contacts from other Activimmo agencies Activimmo V Keep information about authors and creation modification dates i This window allows you to import contacts who have been sent email previously by other agencies with 17 Exit allows you to exit the Activimmo software Activimmo User Manual Page 17 Edit Menu Here is the content of the Edit Menu a
109. your keyboard For a document template text which is sent in an email Example Email content the header and footer are not taken into account Therefore you can remove this information IBT TEST DOCUMENT en nfo File di Display Format Table Inset Contact Owner Appointment Property Offer User Agency sat BAH x Normal Ail 1 A A B ZUJE 22 Baena hoird Karenka na Arren Bariain haran eia in iraan Ana irel kmna y L L i L L L L Activimmo User Manual logo_1 You are now ready to create your document template Note As mentioned above in the section Operating the word processor the top menu is similar to other word processing editors You can add merge fields relating to the Contact the Owner the Appointment the Property the Offers the User and the Agency In our example we will create an email content for a contact Position your cursor on the first line in your document and click Click on the menu Contact on top of the screen and select Greeting style long you will see the merge field greeting_style_contact_long appear in the document Press the space bar on your keyboard Click once more on Contact and select First name you will see the merge field first_name_contact appear after the greeting style and the space Press the space bar once more on your keyboard Click on Contact and select Name you will se

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