Responses

How Do I Know if an Agent has Responded, and how do I view these Responses?

What can I do with the Responses before "processing" them?

How do I "process" the Responses, and what happens when I do?

'Responses' are records in the Responses table containing comments from agents and others who have been asked to provide an update on their client(s). The responses are the result of the agent receiving an update request that is emailed. The agent opens the email and clicks a link in the body of the email which opens a form on the Internet into which the agent enters comments. The agent then clicks the SUBMIT button which puts the comments into the Responses table.

How Do I Know if an Agent has Responded, and how do I view these Responses?

Each user should be running the Tickler each morning. All ToDo items where the Acitivity was "AutoPilot” and where the 'Is Response Required' field was TRUE will have a new ToDo item added automatically. The Activity for that new ToDo item will be marked "Response". The "Response" items will be listed in the Tickler along with all other ToDo items due as of the date you selected. This indicates you are awaiting for a response from the agent for that specific Referral.

Once the agent has responded, his comments will appear in the Responses table. To check for responses, do the following:

From the Referrals List, click the “Responses” link on the left-hand side of the page.
If you are viewing responses for records that are not yours, click the SEARCH button, scroll down to “Who”, select your name, then click APPLY FILTER. You are now viewing only your responses.
To view or edit a specific response, click the pencil next to it.
When you are done reviewing your responses, click the button at the bottom of the page that reads 'Click here to process the Response(s)'. Comments from the agent will be copied into the NOTES section for that file, and other details from the Responses page will entered into the Referrals table.

If you do not see a response that you are waiting for that means the agent has not responded, and the item will remain on your Tickler. You may want to contact the agent or resend the item.

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What can I do with the Responses before "processing" them?

Once the Responses page is open, all 'Responses' received are listed in the grid. There are a number of things you may want to do prior to processing the records. By clicking the editing pencil you'll be able to update the following fields:

Referral Status:	You may UPDATE the Referral Status while reviewing the responses and have the record updated automatically in the Referrals List.
Comments:	You may update the Comments field to correct misspellings or as needed.
Address:	You may update the 'Transaction Address' as needed.
City:	You may update the 'Transaction City' as needed.
State:	You may update the 'Transaction State' as needed.
Zip:	You may update the 'Transaction Zip' as needed.
Estimated Close Date:	You may update this field in which the agent may have entered a value.
Estimated Sale Price:	You may update this field in which the agent may have entered a value.
Closing Date:	You may update this field in which the agent may have entered a value.
Sale Price:	You may update this field in which the agent may have entered a value.
Submit Date:	You may update this field. The Date/Time is entered into this field at the time the agent submits the form.
Forward To:	You may select an entry from the droplist, and when processed, ReloSpec will create an email which is forwarded to the email address of the person selected. (NOTE: The email address for the person selected must be entered in the corresponding field in the Referrals List page.)
Refer Fee 1:	You may update this field if needed. The agent does not have control of this field and cannot enter a value.
Dead Reason:	You may update this field if needed. The agent does not have control of this field and cannot enter a value.

In addition, you may select a record in the Responses table and click the wide button at the top of the page to view all the ToDo items for that particular referral. This allows you to quickly move between all the Responses received and the ToDo items for a specific referral, and then back to the Responses page.

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How do I "process" the Responses, and what happens when I do?

Once you have opened the Responses page and have reviewed the records, click the 'Click here to process the Response(s)' button. The following tasks will be completed:

The responses will be moved to the corresponding records in the Notes table.
If there is a value in the 'Forward To' field, a new email will be created and forwarded to the person identified in the field. An additional note will be added to document the new email.
If the Referral Status was changed (or any of the other fields that correspond to the Referrals table) the field(s) will be updated in the Referrals table.
ReloSpec will check to see if you are waiting for a response from the agent. These "responses" are listed in the Tickler page. If so, the response record(s) will be marked "Complete" and will be removed from the Tickler.
The response(s) will be removed from the Responses table.

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Click here to view the AutoPilot page...