Utility Settings

Back to the Table of Contents...

The Utility Settings are the “Control Panel” if you will for your Relocation Specialist database.  This is where you will input key components of your program such as Referral Types, Agents, Contacts and so forth.  This is also where you can add and delete users.  Once you have input your information into these areas you will find you may not access this area on a daily basis as most of your work will take place in the “Referrals List”, but nevertheless it is critical that your Utility Settings be updated and current.

 

 

Agents

        How do I add a New Agent to my Agents Table?

        How do I locate an Agent that has been entered into my Agents Table?

        How do I assign more than one Region or more than one Office to an Agent?

Notes for agents

        What is the Notes button located at the top of the Agents page for?

        How do I add a Note for a specific agent?

Languages Spoken by agents

        How do I add Languages to my Language Table?

        How do I “Assign” a Language to an agent?

Training Classes for agents

        How do I add Training Classes to my 'Agents; Training' table?

        How do I Assign a Training Class to an agent?

Areas Worked for agents

        How do I add an Area to my Agents; Areas Worked table?

        How do I assign an Area Worked to an Agent?

    

Favorite Forms/ Favorite Reports

        How do we select our Favorites?

 

Contacts

        How do I add a new Contact to my Contacts table?

        What is the View Notes button at the top of the Contacts Page?

        How do I add a Note for a specific Contact?

    

Users

    How do I add/update users?

 

Activity Types

        How do I add a new Activity Type?

 

Uploading files to use with Email Attachments

 

 

 

 

Agents

When you are inputting a referral you can auto-fill the Agent fields by selecting an Agent from the “Look up from Agent’s Table” link.  HOWEVER that Agent must be entered into your Agent’s Table located in the Utility Settings.  If the Agent you are trying to locate has not been entered previously, it is a good idea to do so at that point so going forward he/she will be available as a selection.

View the video... 

How do I add a New Agent to my Agents Table?  

  1. In the Utility Settings click on the “Agents” link.

  2. Click the red ADD NEW button located at the top of the page.

  3. Enter the various fields for the agent.  NOTE: If “Region” and/or “Office” do not have drop-down menu’s that means those tables have not yet been entered.  They should be if you are planning to use them.  Click here for more information about these fields.

  4. When you have completed the information for the agent click the 'Add New Record' button located at the bottom of the page.  

 

How do I locate an Agent that has been entered into my Agents Table?

While viewing the Agents table you can search for an agent using their last name, or you may sort the data by the column.

To Search by Last Name:

  1. Type the first few letters of the Agents Last Name into the blank GoTo box at the top of the page with the flashing curser in it.

  2. Click the BLUE  “Go To” button or hit ENTER on your keyboard.

  3. View the results.

To Sort by Column:

  1. Click the title of the Column by which you wish to sort the data.  For example if you wanted to sort by “Office” you would click the word “Office” at the top of the page.

  2. View the results.  If the results you were looking for are not visible on the first page simply click the blue NEXT button/arrow at the top of the page to view the remaining pages until you have located the record you are looking for.

 

 

How do I assign more than one Region or more than one Office to an Agent?

When entering the profile information for the agent you can disable the droplist by clicking the blue DROP button at the bottom of the page.  This will allow you to enter multiple Region(s) and/or Office(s).  For example you might put North, South, East in the Region field instead of just selecting “North” form the droplist.

 

 

back to top...

 

Notes for Agents

 

What is the Notes button located at the top of the Agents page for?

The Agent Notes is used to enter notes regarding that specific Agent.  For example if the Agent plays tennis, loves golf, or travel you might want to make a note of that to reference when pairing Agents and Clients.  You can also track the agent's performance in your notes as well.

 

How do I add a Note for a specific Agent?

  1. In the Agents table locate the Agent for which you wish to add a note.  Use the SEARCH button, if needed.

  2. Once you have located that Agent click the number next to their name.

  3. Now click the “View Notes” button located on the top right-hand side of the page.

  4. Click the red ADD NEW button to type in your note.

  5. Click the ADD NEW RECORD button to save the note and be returned to the grid.

 

 

back to top...

 

Languages Spoken

Many times an agent who speaks a certain language is requested when you receive the referral.  In order to best track which agents speak which languages we created the 'Languages Spoken' table.

 

View the video...

How do I add Languages to my Language Table?

  1. In the Utility Settings click on the 'Languages Spoken' link.

  2. Click the red ADD NEW button located at the top of the page.

  3. Enter the language and click the ADD NEW RECORD button.

 

How do I “Assign” a Language to an Agent?

View the video...

  1. In the Agents section locate the Agent to whom you wish to “assign” a Language.

  2. Once you have located that Agent highlight the number next to their name by clicking on it.

  3. Now Click on the “View Languages” box located on the top left-hand side of the page.

  4. Click the RED “Add New” button to assign a new language to that Agent.

 

back to top...

 

Training Classes

If you require your Agents to attend specific Training Classes, OR for certain Referrals an Agent must have taken a specific Training Class, OR if you just want to track the courses each Agent has participated in, you may do so in the Agents; Training Classes Table.

 

How do I add Training Classes to my 'Agents; Training' table?

 

  1. In the Utility Settings click on the 'Agents; Training Classes' link.

  2. Click the red ADD NEW button located at the top of the page.

  3. Type in the name of the course and click the ADD NEW RECORD button.

 

How do I Assign a Training Class to an agent?

 

  1. In the Agents page locate the Agent to whom you wish to “assign” a Training Class.

  2. Once you have located that Agent highlight the number next to their name by clicking on it.

  3. Now Click on the “View Training” button located on the top of the page.

  4. Click the red ADD NEW button to assign the new language to that agent.

 

back to top...

 

Areas Worked for agents

Most agents work and/or specialize in specific areas.  In order to choose an agent who best suits the client's needs we have the 'Agents; Areas Worked' table to help track the areas agents serve.

 

How do I add an Area to my Agents; Areas Worked table?

  1. In the Utility Settings click on the “Agents; Areas Worked” link.

  2. Click the red ADD NEW button located at the top of the page.

  3. Type in the name of the area and click the ADD NEW RECORD button.

 

How do I assign an Area Worked to an Agent?

  1. In the Agents page locate the agent to whom you wish to “assign” a Training Class.

  2. Once you have located that Agent highlight the number next to their name by clicking on it.

  3. Now click the 'View Work Areas' button located on the top of the page.

  4. Click the red ADD NEW button to assign a new language to that agent.

back to top...

 

 

Favorite Forms/ Favorite Reports

If you find there are only specific forms and/or reports that you use you can choose these as “favorites” and when you click on “Forms” or “Reports” you will only view your favorites.  This can save you the time of searching for a specific form or report as you have already identified it as a favorite.

 

NOTE:  When you select favorites in either category you are selecting the forms/reports that all Users will see.  Favorites are not per each individual User, but rather for all Users.  All Users will see the same favorites when one User has identified them.  So it is a good idea for all users to participate in selecting the favorites.

 

How do we Select our Favorites?

  1. In the Utility Settings select 'Favorite Forms' link.

  2. Click the red ADD NEW button.

  3. Choose the form you are seeking from the droplist.

  4. Click ADD NEW RECORD.

Follow the same procedure for Favorite Reports.

 

back to top...

 

 

 

Contacts

When you are inputting a referral you can auto-fill the Contact fields by selecting a Contact from the “Look up by Firm Name” or “Look up by Last Name” links.  HOWEVER in order to utilize this time-saving feature your Contacts must be entered in the “Contacts” database located in the Utility Settings.  If you are using a Contact for the first time, it is a good idea to enter that Contact immediately into the database so going forward they will be available as a selection.

 

How do I add a new Contact to my Contacts table?

View the video...

  1. In the Utility Settings click on the 'Contacts' link.

  2. Click the red ADD NEW button located at the top of the page.

  3. Enter the Contacts information.  If “Category”, “Category/Affinity” and/or “Network/Anagram” do not have drop-down menu’s that means those tables have not yet been entered and they should be if you are planning to use them.  (See corresponding links under Utility Settings for more information on these topics) .

  4. When you have completed the information for this Contact click the ADD NEW RECORD button located at the bottom of the page.

 

What is the View Notes button at the top of the Contacts Page?

Many clients like to keep notes specific to each client.  Perhaps you want to document past experiences with this Contact, or notes on how they prefer to do business.  Any information you want tied to a specific Contact can be kept here in the Notes section.

 

 

How do I add a Note for a specific Contact?

 View the video...

  1. First locate the Contact you wish to add a Note for by using the search box at the top of the page.

  2. Once you have located the correct Contact you must select this Contact by highlighting the number next to the Contact’s name.

  3. Now click on the 'View Notes' button at the top of the page.

  4. Here you will type in your entry in the box provided and finish by clicking the ADD NEW RECORD button at the bottom of the page.

back to top...

 

 

Users

How do I add/update users?

View the video...

User names and passwords are always entered in two different places; the Internet login table (which is controlled by a Relocation Specialist support person) and in the Users table by the Administrator.  The Administrator is the person responsible for entering user names in their own database and controlling what users may do, depending on the 'User Group' each user is assigned to.  The ReloSpec Support person controls who logs in to your database and the local Admin person controls what the user(s) may do after they login.   

 

To add a new user, do the following:

  1. From the Main Menu, click Utility Settings.  (NOTE:  The 'Utility Settings' option will only appear if the person who logged in is a member of the 'Admin' group.

  2. From the Utility Settings page, click 'Users'.

  3. Click the ADD NEW button and enter the user's profile information.  The User ID (Login Name) and Password must be unique so choose something that would probably work.   We suggest you do not use a simple name like 'Sue', but rather use a name like 'SueJohnson' or even 'SueJohnson48034'.   (NOTE: The ID and Password fields are not case-sensitive.)

  4. Click the ADD NEW RECORD button. Your new user entry will be ready to go after it receives final approval from a ReloSpec support person.  This should happen automatically within an hour or so.

To update an existing user, do the following:

  1. From the Main Menu, click Utility Settings.  (NOTE:  The 'Utility Settings' option will only appear if the person who logged in is a member of the 'Admin' group.

  2. From the Utility Settings page, click 'Users'.

  3. Click the UPDATE button and change the user's profile information.  (NOTE: The ID and Password fields are not case-sensitive.) 

  4. Click the UPDATE CURRENT RECORD button.

back to top...

 

 

 

Activity Types

When you set-up a “ToDo Item” for a file one of the very first things you must do is select an “Activity Type”.  It may be an "AutoPilot", "call", "fax" or any number of things you do on a regular basis to manage a file.  You must leave AutoPilot as one of your “Activity Types”, but the others can be given any name you wish.  

 

How do I add a new Activity Type?

 

  1. In the Utility Settings click on the 'Activity Types' link.

  2. Click the red ADD NEW button located at the top of the page.

  3. Enter the Activity Type.

  4. Now click the ADD NEW RECORD button.

 back to top...

 

 

 

 

Uploading files to use with Email Attachments

Do you have a special BMA form or any other attachment you want to send to the agent or client?  Now you can!  The 'To Do’ page includes a new droplist field that lists each file that you have uploaded to your company’s folder in ReloSpec.  Simply select the file you want and it will be attached to the outgoing email!  The files may be in any format (.DOC, .PDF, etc.) and there is no limit to the number of files you keep in your folder.  This feature will also included in the Action Plan page, so you can build task lists to include the file(s) as needed.  The instructions below will help you upload your file to your company's folder.

  1. From the Main Menu, click 'Utility Settings'.
  2. Click 'Upload an Email Attachment'.  If a company folder has been created for you, the page will open.  If a company folder has not been created, a message stating that the 'folder could not be found' and you cannot continue.  In that case, send an email to jevans@prosws.com with your request for a company folder.
  3. Click the BROWSE button and locate the file you want to upload.  Click the 'Upload file' button.  The file will be uploaded to your folder and an updated list of files will be displayed.

 back to top...