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GO!


Table of Contents

1 GO! Workplace ........................................................................................... 1

1.1 Who will supervise me handling the new software?Fehler! Textmarke nicht definiert. 1.2 Which are the Software Requirements for Running GO!? ........................................ 2 1.3 Where do I find further GO! training material? .......................................................... 2

2 First Log In .................................................................................................. 3

3 Menu Navigation ......................................................................................... 5

3.1 The Menu ................................................................................................................... 6 3.2 Function Bars ............................................................................................................. 8 3.3 Views ......................................................................................................................... 9 3.4 Function Buttons ...................................................................................................... 10 3.5 Detail View ............................................................................................................... 12 3.6 Arranging lists .......................................................................................................... 12 3.7 Choosing Datasets .................................................................................................. 12 3.8 Collect and Display Datasets ................................................................................... 13 3.9 Symbols and Icons .................................................................................................. 15 3.10 Creating Lists ........................................................................................................... 17

4 Actions ...................................................................................................... 18

4.1 Display latest Actions of a Contact .......................................................................... 18 4.2 Appointments ........................................................................................................... 19 4.3 Tasks ....................................................................................................................... 21 4.4 Follow up Actions..................................................................................................... 22 4.5 Documents ............................................................................................................... 25 4.6 Emails ...................................................................................................................... 30 4.7 Further Templates ................................................................................................... 36 4.8 Create and print address labels ............................................................................... 38 4.9 Create Contact List from Properties’ Actions Tabs ................................................. 41 4.10 Browsing, Editing and Deleting Actions ................................................................... 42 4.11 Synchronizing Appointments between GO! and Gmail / Outlook ............................ 44

5 Contacts .................................................................................................... 45

5.1 General information on contacts in GO! .................................................................. 45 5.2 Creating a Contact ................................................................................................... 46 5.3 Duplicate Check....................................................................................................... 49 5.4 Uploading Documents in Contacts .......................................................................... 53 5.5 Contact Reports ....................................................................................................... 54 5.6 Search Contacts ...................................................................................................... 56 5.7 Attributes .................................................................................................................. 60 5.8 Relationships ........................................................................................................... 60 5.9 Demands ................................................................................................................. 62 5.10 Matching .................................................................................................................. 68 5.11 Demand Search ....................................................................................................... 69 5.12 Merge Contacts ....................................................................................................... 71 5.13 Reallocate Contacts ................................................................................................ 74 5.14 Web Leads ............................................................................................................... 76 5.15 Referrals .................................................................................................................. 78


6 Properties ................................................................................................. 86

6.1 Basic information of properties in GO! .................................................................... 86 6.2 Creating a Property ................................................................................................. 87 6.3 Creating an Exposé ................................................................................................. 89 6.4 Create Window Displays ....................................................................................... 101 6.5 Red Corner for Window Display ............................................................................ 102 6.6 Copy Properties ..................................................................................................... 103 6.7 Create Contact Lists from Properties’ “Actions” Tabs ........................................... 104 6.8 Map Search ........................................................................................................... 107 6.9 Closing a Property Deal ......................................................................................... 111 6.10 Entering a deal into the Revenue Report Tool ...................................................... 112

7 Internet Profiles ...................................................................................... 114

7.1 Deleting Internet Profiles ....................................................................................... 118 7.2 Profile Statistics ..................................................................................................... 119

8 Settings ................................................................................................... 120

8.1 Preferences ........................................................................................................... 120 8.2 Personal ................................................................................................................. 121 8.3 Dept./Shop ............................................................................................................. 122 8.4 One Liners ............................................................................................................. 132

9 Flags ........................................................................................................ 133

9.1 Add contacts / properties to Flags ......................................................................... 133 9.2 Search for flags...................................................................................................... 134 9.3 One Liners ............................................................................................................. 135

10 Management ........................................................................................ 138

10.1 Department Reports .............................................................................................. 138 10.2 Flags ...................................................................................................................... 143 10.3 Publications ........................................................................................................... 146 10.4 Customized Demand Fields .................................................................................. 147 10.5 Creating letter templates ....................................................................................... 149

11 Statistics / Cockpit .............................................................................. 157

12 Authorization Concepts ..................................................................... 162

12.1 The Department Concept ...................................................................................... 163 12.2 The Group Concept ............................................................................................... 164

22 March 2016

www.engelvoelkers.com Page 1

1 GO! Workplace

1.1 Technical GO! support

Engel & Völkers IT-Services GmbH Hotline +49 40 36 13 12 00 [email protected]

Fax +49 40 36 13 12 65 Assignments of the Engel & Völkers IT-Services GmbH Hotline and Support For the homepage / Software GO! / OWA / E&V life which are offered by

Engel & Völkers On weekdays from 08.00 - 20.00 On Saturdays from 10.00 - 14:00

Data backup Daily backup of all information being stored in the GO! / OWA database Market analysis Benchmarking currently used technologies, testing and utilizing new

technologies Special Services (chargeable) Additional queries/analysis in GO! IT-Services comprise the areas of development, administration, support and refinement, also referring to the following applications: E-Mail: The e-mail program GMAIL is available from the internet for worldwide use. You will receive an engelvoelkers.com address you must apply for from the login/logout intranet data base. E&V life: The complete knowledge of Engel & Völkers is accessible by intranet. Any document you may need from your licenser for running your office and for the routine of an estate agent you will find at: life.engelvoelkers.com.

mailto:[email protected]

http://life.engelvoelkers.com/


1.2 Which are the Software Requirements for Running GO!?

Please notice: This software will only work with Microsoft Windows (not with a Macintosh machine!) and requires the MS Internet Explorer. For running GO!, you must have the following program installed on your computer: Internet Explorer, in the version 9.0 at least

No other browsers like Firefox or Chrome. A minimum screen resolution of 1024 x 768

1.3 Where do I find further GO! training material?

The “Help” function in GO! provides tutorials, manuals, FAQs and a glossary helping you to use GO! efficiently for your daily work.

Please consider to use this material, as the successful usage of software always depends on the users’ knowledge. However, if you have any questions you cannot solve by using the training material, please do not hesitate to contact the hotline. You can easily do so by clicking the “E-Mail Support” Button.


2 First Log In

Open the Internet Explorer and enter the URL world.engelvoelkers.com. You will be requested to enter your username and password:

After login, all available apps will be shown to you in the E&V World and can be opened on click:

world.engelvoelkers.com


When you have entered your user name and password, GO! will start within the Dashboard, showing your appointments of today as well as tasks of the past, today and tomorrow. Moreover, the hotsheet gives you information on changed properties’ status:

On the upper right edge there is an opportunity for logging off. Please remember to quit the application via the Log off button before you close the browser.


3 Menu Navigation

The menu is for quick and easy navigation. A single click on one of the menu items will show the contents at the right window area:

The menu is always located at the same place and is available from every position. There is a maximum of two levels. Particular menu items can be hidden and unhidden by clicking the triangles.

Tip: If it is necessary you can hide and fade in the menu just by clicking on the red vertical line.


3.1 The Menu

The menu comprises the following functions:

Actions

Contacts

Properties

Settings

Locations

Management (office manager authorization required)

Statistics

Help

Actions Manages overviews, actions, appointments, tasks, documents and emails including the functionality of searching and printing

Dashboard Calendar view with today’s and tomorrow’s appointments and tasks and editing function. The Hot Sheet and recent transactions are shown.

Appointments Administration, search and creation of appointments, viewings and open houses.

Viewings Listing of viewing appointments with a search function.

Tasks Listing, searching and creating tasks like phone calls, appointments, “To Do’s” etc.

Documents Listing and searching document bookings.

Emails Creating, editing and searching emails. Synchronization of the inbox with exchange server (Outlook / OWA). Facility to copy exchange emails into the GO! system for booking options with contacts and properties.

Action Recap Listing all actions booked so far.

Contacts

Contacts Creating, editing and searching contacts, attributes and connections. Display of matching properties. E&V wide search for contacts. Searching through demands. Creating and displaying activities for contacts. Creating lists of contacts.

Referrals Referring contacts to other Engel & Völkers licence areas / shops.

Web Leads Inquiries for properties generated on an E&V website will be displayed in GO! automatically

Properties

Sales Creating, editing and searching properties (Residential Sales). Matching with demands of search clients. Creating and displaying activities for properties.

Sales Profiles Creating and editing internet profiles.

Rental Creating, editing and searching properties (Residential Rental). Matching with demands of search clients. Creating and displaying activities for properties.


Rental Profiles Creating and editing internet profiles.

Projects View projects (this feature is replaced by “Developments”)

Developments Creating, editing and searching developments.

Settings Within this area you will find your software settings

GO! Adapting settings, e.g. number of displayed elements in lists, overview over system information, GO! settings and the agents’ profile.

Profile Administration of your email footer.

Dept. / Shop Only for user with Department Manager Authorization; administration of the office settings

One Liners Creating own views for different menus.

Locations Overview of all GO! users and offices

Management This menu is only shown when logged in with Department Manager authorization

Department Reports

You can create a list showing the expiration dates of the search demands

Flags Create flags for the whole office

Publications Enter the publications (advertisements) in order to select them as “source”. Thus, you can validate the success of the publications

Demand Fields By creating customized demand fields for your shop, you can adapt search demands to your regional requirements

Template Editor Adapt templates to your needs by copying existing templates

Statistics Showing your statistics concerning actions and deals (users with department manager authorization can also see additional Shop statistics)

Help Offers Tutorials, Manuals, FAQs and a Glossary in order to help you use GO! efficiently


3.2 Function Bars

Function bars look very similar in different areas of GO!:

The function bar will show information like the number of hits for a search. By means of specific

icons, several menus offer an opportunity of creating new data records or edit existing ones .

You can also refresh a view . The binocular icon will launch the quick search (filtering)

function, and from most views you may also trigger a printout of the screen content . From some

areas, screen views can even be sent as .htm files via email . See below for further information.


3.3 Views

You may have your adverts and search results displayed in different „Views“.

These are the views you can choose among the properties (Residential Sales).

Hint: You can even create personal views (“One Liners“) Please refer to section 8.4 of this manual.

The views show the results of a database query with different contents and enable a specific presentation of information without further selection. The views enable fast locating of the desired information Example 1: General View (Properties / Sales)

Example 2: Thumbnail View (Properties / Sales)


3.4 Function Buttons

Above the function bar, there are several buttons which are selectable depending on the menu area. Like tabs you can use them for switching your view. Provided the option keep visited windows is tagged (set to “Yes”, default) the recent view will remain even when you switch to a different menu area. Thus, you may easily switch between the contacts and properties menus or even between the tabs without closing the alternative view or tab:

The following button or function buttons above the function bar is used to call up functions. Example of the function bar of contacts:

Browse will show the data in a table view, possibly comprising several pages.

Search will open an entry form allowing for a detailed search.

E&V Search for looking up contacts and properties within the entire company.

Demand Search opens an entry form for searching contacts by demands.

Some of the “tabs” will open just on demand. Thus, clicking Company from the contact menu’s list

view, will open the tab “Detail”. If you i.e. activate from the list view, the “New/Edit” tab will show up. Similarly, the result of a search request will be shown in a tab of its own. Results will show a list view of search results.

New / Edit is for creating new data records or editing existing ones.

Detail will show a detail view of a record.

Tabs will not close unless you shut them by clicking the “X” icon. Any tab can be opened only once at a time. So, starting a new search request or opening a different detail view will result in the old content being replaced by the new one. If you try to open an additional record for editing without having saved the modified content of a record that had already been opened, you will get an error message:


Some views allow for displaying additional information snippets regarding a contact or property by clicking specific links. When you have opened the view Browse or Results and there is information of the contacts or properties listed you can click in the entries (left) and get information of the concerning contacts or properties.

A link is indicated by the cursor turning into a white hand.

Clicking the link with the white hand cursor will display some brief information. This short view offers additional options. Thus, by clicking Details or Edit Record you may switch to the respective tabs. Clicking Email will automatically create a new mail for the contact. Even when you switch to another section of the application, this short view will remain opened until you close it via the respective button.


3.5 Detail View

From the list views you may switch to detail view:

Just click the entry between the square brackets. This will even work when there is definitely no entry between the brackets.

In detail view, you will find a tab row above the function bar for switching between additional views.

3.6 Arranging lists

In some views, the columns can be sorted in ascending or descending order just by clicking the column headlines. A small white triangle in the column head will indicate the sorting direction.

3.7 Choosing Datasets

In list view, datasets may be tagged by checking the box on the left border, for instance, if you want to trigger an action for several records simultaneously.

Clicking one of the white boxes will tag the respective record.


3.8 Collect and Display Datasets

For some actions, like mailings, it may be useful to collect datasets by several searches, following each other. For this purpose, you can use the counter function. Firstly, search and choose the datasets as described above. The counter shows the number of chosen datasets.

After having chosen the datasets, you can start a new search. The chosen datasets will remain in the background. New chosen datasets will be added to the collection.


In order to see all “collected” datasets, click on the counter.

The field colour changes to red, and all previously chosen datasets are shown.

! Advice: As soon as the counter is displayed in red, some icons will be faded. Those will reappear as soon as going back to the standard view by clicking the counter again.

You can now book an action with the chosen datasets (e.g. start a mailing). In order to un-select the datasets, you can

Either remove all check marks manually (clicking the top row removes all check marks of the current page). Then click the counter again. It will change to white again. In order to fade in

the filter, please click the binocular symbol . Or click the „Clear collection“ icon and the confirm the pop up. All check marks will be deleted

(of course the datasets will not be deleted!)


In order to fade in the filter, please click the binocular symbol .

! Advice: This function is available in various menus. Thus, you can for example choose different action types and collect them or collect properties for a neighbourhood letter (search for Street 1, then search for Street 2 etc.).

3.9 Symbols and Icons

In GO! you will find a lot of icons or symbols:

New Outgoing Referral

New Contact (Quick Data Entry)

New Property (Quick Data Entry)

Refresh Screen

Add New Data Base Record

Edit Data Base Record

Mandatory

Open Quick Search (Filter)

Print Preview

Print

Send Screen as Email

Create Reports, Labels, Factsheet

Create a Contact list (from properties‘ action tabs)

New Template Letter Mailing

New Exposé Mailing

Create Contact Labels


New Appointment

New Task

New Viewing

New Open House

Copy Data Base Record

Reallocate Data Base Record (available with Department Manager authorization only)

Merge two contacts (available with Department Manager authorization only)

Apply Flags

Remove Flags

Export to Excel Sheet

Export Contacts to Optivo

Show / Recreate (Document Details)

Synchronize Calendar

New Viewing Report

Change Task Status

Send Email

Forward Email

Reply Email

Reply All

Trash Email

Copy Email into GO!

Open Calendar

Delete Date

/ (inactive / active) Go to Next Page

/ (inactive / active) Go to Previous Page

Go to Next Detail Screen

Go to Previous Detail Screen

One Liners / Photo Manager: Move selected items to the right

One Liners / Photo Manager: Move selected items to the left


One Liners / Photo Manager: Move selected items up

One Liners / Photo Manager: Move selected items down

Add to Search

Remove from Search

Remove All from Search

Clear all checkboxes

Edit Data Base Record

Show Details or View Report

Delete Item

Undelete Record

Map Search, Filter: Center Area

Map Search, Filter: Delete Area

Map Search, Filter: Rename Area

New Email

Pin for Geocoding Setting

Remove Linked Item

Show latest 10 actions (contact browse view)

3.10 Creating Lists

You can create a lot of different lists for contacts, properties and actions in GO!.

In the GO! Help menu we stored a tutorial covering this subject! Open Tutorial

http://www.engelvoelkers.com/ftpshare/go3/EN_lists.html


4 Actions

GO! will book any action automatically when saving, printing or sending, such as appointments, viewings, tasks, documents and emails.

In the GO! Help menu we stored a tutorial covering this subject! Open tutorial

4.1 Display latest Actions of a Contact

When a client calls, you may want to get a quick impression of the latest actions. In order to do so

easily, you will find the icon in the contact list. When clicking this icon, the latest ten actions of the contact will be displayed in a popup window.

http://www.engelvoelkers.com/ftpshare/go3/EN_actions.html


4.2 Appointments

GO! may create an appointment at different locations:

From the Contacts or Properties views, click . This is the proposed way, as you do not have to link the contact or property in a second step, as you will have to when using the other possibilities.

In the Dashboard click the button or directly choose a time in calendar

view .

Within the Appointments menu, click the symbol from within the Display or Calendar view.

In Calendar view you may also click a time . Choose one of the options shown above for creating a new appointment. In the following step, you must confirm the type of appointment:


An Appointment itself may have different kinds of actions:

Valuation

Appointment with the seller in the property itself

Notary Appointment once a sale has been closed successfully

Miscellaneous

Price Modification Appointment with the owner in the property itself

Listing Presentation Appointment with owner in the shop

Please pay attention to the following considerations when you enter data in GO! forms:

An Appointment can be created without linking a contact or property.

For a Viewing, you will have to link one contact to one or several properties or projects.

For an Open House, you may select one or several contacts but link to a single property only.


4.3 Tasks

Tasks represent additional actions you need for scheduling and enforcing your work. Tasks can be booked from different areas of the software:

From Contacts or Properties menu, just click . This is the proposed way, as you do not have to link the contact or property in a second step, as you will have to when using the other possibilities.

From the menu Dashboard click .

From the menu Tasks click . Now choose, if appropriate, one of the action types shown below:

Please consider the differences:

Action type Usage

Active Buyer Contact Activity with a search client with concrete result(s), e.g. weekly calls, call after viewing, listing presentation with the owner in the shop

Active Seller Contact Activity with a seller which leads to concrete result(s), e.g. meeting in the shop, telephone call which leads you closer to a deal

Follow Up Activity when the result is yet to be achieved, e.g. simple phone call with a search client after the viewing, exposé was sent, without a result yet

Incoming Buyer/Seller Contact

Search client / seller calls us, walks into shops, calls because of sign / ad etc.

To Do

Activity Report Recording of mailing to clients

Acquisition Recorded to display the date / time of the complete acquisition of a property (status “Active”)

Place advertisement Recording an ad placement

Price-reduction Making a record of the date / time of a price reduction

Ownership anniversary Follow-up entry for a property, e.g. expiry date of a leasehold agreement, for planning after-sales activities

Miscellaneous


4.4 Follow up Actions

Automatically created follow-up actions can now be chosen for several workflows. Follow up actions are booked with a due date “Today + x days”, due time 10:00 am. The due date period can be set by users with Department Manager authorization in the Shop settings.

Follow-up when printing exposé or sending exposé by email

Any time you print out an exposé or you send an expose via email you can choose to have a task with the action type ‘follow up’ created. The due date will be set to ‘today +5 days’ and with a due time 10 am. The task will automatically have the title ‘Exposé’, contact and property will be linked already. If you have contacted several clients within one step, a follow up will be created for each contact. If you have sent several properties at once, all properties will be linked with each follow up. You can select whether to create the follow up or not.

Note that when sending the exposé via email, a follow up creation will only be offered when sending the email out of the Edit Mode screen:


or when selecting before:

Follow up after viewings

As soon as you save any visit or open house within the viewings menu as completed you will be offered to have a follow up created. After confirming the popup window a task with the action type ‚Follow up’ will be created. The title will show “Visit” or “Open House”, contact and property are linked already. The due date will be set to ‘Today +5 days’ (see above).

Follow up after valuation

As soon as you save any appointment with the action type ‘Valuation’ as completed you will be offered to have a follow up created. After confirming the popup window a task with the action type ‚Follow up’ will be created. The title will show “Valuation”, contact and property are linked already. The due date will be set to ‘Today +5 days’ (see above). If more than one contact was linked within the completed valuation they will all also be linked to the follow up. If more than one property was linked within the completed valuation one individual follow up will be created for each property with all contacts linked within each follow up.

Task after notary appointment

As soon as you save any appointment with the action type ‘Notary’ as completed you will be offered to have a task automatically created. So you can remember yourself to complete the closing within GO and get some champagne.


After confirming the popup window, a task with the action type ‘Miscellaneous’ and the title ‘Notary’ will be created, contact and property are linked already. The due date will be set to ‘Today +5 days’ (see above). If more than one contact was linked within the completed notary appointment they will all also be linked to the task. If more than one property was linked within the completed notary appointment one individual task will be created for each property with all contacts linked within each follow up.

Follow Up after Viewing Report

As soon as you print out or send by mail a viewing report, a follow up task will be offered to you. Depending on the type of viewing report chosen, the follow up will be created for the owner or the search client. After confirming the popup window a task with the action type ‚Follow up’ will be created. The title will show “Viewing Report”, contact and property are linked already. The due date will be set to ‘Today +5 days’ (see above).


4.5 Documents

The Documents menu holds all the reports and correspondence you created and booked. A click on the Browse button will show your document bookings in an arranged list. Just flip the pages via the dropdown menu or the red arrow, and arrange the columns by clicking the column headings:

By clicking the links (“white hand cursor”) to Contacts and Properties you will get a short view of these records with an optional detailed view. With the Search button you may open a search form offering a feature of limiting your request scope of booked documents, e.g. by filtering links for certain contacts.

The form used for searching for documents.


You may create documents from within the Contacts or Properties menu. Depending on where you are coming from, you will find contact or property specific templates. In list view, tag the dataset you desire or open the detail view; then click the “Template Documents”

icon :

The available templates will be shown. A search form will help you find templates, as they are easily found by entering a templates number or name. In addition, the templates are pre-arranged by categories. Simply click Search, tag the appropriate template and confirm with OK. You can open a preview of the letter templates. Thus, you can check if you are about to select the right template.


Next, please choose whether to print the document or send it by email:


Select Preview and Print for printing or Create Email(s) in Drafts Folder for sending via email. When choosing Create Email(s) in Drafts Folder, you will see this window after creating:

All Emails having been sent from within GO! are being booked as actions, too. They may be also filtered under type (of action) in the actions overview. Hint: For booking the action you may also copy existing documents into a GO! document. Just use the copy functions, i.e. Crtl+A for select all, Ctrl+C for copy selected, Ctrl+V for paste selected, a.s.o.


Second Signature in Documents

You can designate a second person to subscribe any letter printed. User with department manager authorization can select that person in Settings / Dept. / Shop Signature Agent. Then please save your settings.

When creating a new letter there is now the option to select ‘Preview and Print with 2

nd Signature’

Creator of the letter and the person chosen for second signature will appear in the letter footer.


4.6 Emails

Emails created in the drafts folder can be edited and send within the Menu Emails. The Menu

automatically opens in the drafts folder. Just click on to open and edit the Email:

The Email will be opened in Summary view. Fill in all requested fields, choose further receivers, change the subject, attach documents or link the mail to further contacts or properties to have it also booked as an action:


If you choose the exposé function, the exposé of the property is attached automatically. After that, change to Body view to check the content. Send or save the mail via the buttons top right:


Attachments for Bulk mailings

An option “with attachment” can be selected for either in draft folder created or immediate sent emails.

After selecting the attachment option you are asked to select the file from your computer / network.

Note: If you would like to attach several files at once, please create a file container before, i.e. a .zip file and then upload the .zip file. You can use the attachment functionality for any mailings created out of a template, any exposé mailings and also viewing report mailings.


Importing emails from Gmail

You can import emails from your Gmail account into GO! and link them with your contacts and / or

properties.

To do so, please click the menu button “Emails”, then click “Gmail” and select the emails to be

imported. Finally, click the symbol “Copy email in GO!”. We recommend you copy all selected emails

at once instead of copying them one by one in order to minimize uploading time.

Note: You can import emails from your Inbox (in the screenshot named “Posteingang”) as well as the first folder that can be found under the Inbox. Just select the respective folder in order to see all mails that can be found in it.

After having imported your emails to GO!, you will see the GO! inbox. Please can click on of the

desired email to link contacts and / or properties. If the selected email was sent by a contact listed in


your database with an email address, this email will automatically be linked with this contact. If more

than one contact have the same email address (e.g. in companies), all of them are linked to the

email. You can change the links by clicking .

In the edit mode you can add or delete links to properties and / or contacts. To delete a single link

please click .

After having linked the email with contacts and / or properties, you will find it in the action tab.


Please be aware of the following: Emails copied into GO! cannot be deleted.

Sent emails cannot be deleted after the update.

Every email copied into GO! can be read by every colleague of your shop, office or group if it

appears in the action list of a linked contact or property.

4.7 Further Templates

To enable a correct and fast booking of your actions you can use predefined cover letters for certain actions.

Creating a viewing report

If you wish to create a viewing report, please select the respective viewing(s) within the menu

„viewings“ or in the details of a property and click the icon . You can choose between two cover letters:

The first cover letter is supposed to inform the seller of the visited property. It contains the standard feedback as well as feedback that can be filled into the field “feedback“ of a viewing. The second cover letter is for the contact who visited the property and contains an owner verification. Both cover letters are being offered for sales and letting properties. Please chose the cover letter and decide if you want to print the report or send it by email. The text can be edited prior sending.


Exposé cover letter

Please choose the contact you wish to send an exposé. You can also choose one or more properties within the property menu. The fastest possible way is always to start this action from the demands / matching, because thus, contact and property are already linked. After having chosen the property and / or contact click on the icon “exposé documents”:

If you did not create the exposé cover letter from the demands / matching, please choose and link contact(s) and property(ies) in the next step. Please decide if you wish to send the exposé via mail or email and follow the next instructions as described above. A detailed description of how to create an exposé can be found in chapter 6.3. Creating an Exposé.


4.8 Create and print address labels

You can create and print labels. This may help you to send out mailings. In order to create labels, select a contact list and click the icon “Create Contact Labels”. You can now print labels with your contacts’ addresses. To do so, select a list of contacts (Hint: If you use the search you can exclude contacts who shall not receive any letters or e-mails No mail = “YES”)

You can now choose between the different reports. Please select either “Labels Herma 4625” or “Labels 4268”, depending on the available labels. Note: Please check out http://www.herma.de/en in order to learn where you can buy the labels Herma 4625 or 4268. A supplier for Germany and other European countries is the company “Endisch” (www.endisch.com).

http://www.herma.de/en

http://www.endisch.com/


The labels are opened as a PDF. You can print them by clicking the “Print” icon. Note: Usually, you will print the labels after having created and printed a letter. However, if you printed labels without using a letter from GO!, you can book a task with your contacts. Thus, you will see that you sent out something to your contact in his / her action tab.


For further information please open the training video in the GO! help menu.


4.9 Create Contact List from Properties’ Actions Tabs

It can be useful to select contacts who already received exposés of a certain properties or who already visited a property (e.g. if the price is reduced). You can now create a contact list from the properties’ “Actions” tab easily.

Just select the actions of which you would like to extract the contacts and then click the icon “Create Contact List”


GO! will then create a contact list you can use for further actions, e.g. sending a letter or exposé or creating a contact list.

4.10 Browsing, Editing and Deleting Actions

There are different ways for checking the booking of an action. In the Dashboard you will find the appointments of the actual day as well as the tasks of today

and tomorrow.

In the Appointments menu you will see, by default, all your personal, open appointments. You can change the search parameters and then click “Search”

As with all actions, you may edit , delete or restore open actions referring to yourself or to different persons, depending on the level of your authorization. On the other hand, you cannot edit or delete completed actions any more.

Click the Calendar icon for a calendar view of your appointments. You may choose between daily, weekly or monthly view.

The daily view of your calendar. Create a new entry just by clicking a time area on the left bar (even half-hourly).


The Viewings menu shows the Viewings and Open House bookings. By default, you will see all your own open viewings. You may access additional appointments by activating the quick or full search function.

In the Tasks menu you will find all open tasks of your own. You can change the search parameters and then click “Search”.

The Action Recap menu allows for looking up specific actions via quick search (filtering). Just enter the desired parameters and click Search. The Clear button will reset all fields again.

The Detail view of contacts or properties also comprise the Actions tab, listing all activities having been booked with the respective contact or property.

From within all overviews you may create additional actions from the existing ones by copy, which will also include contacts or properties having been linked to them. For copying an action, just tag the dataset in the list view and click the Copy icon which is also present in an action’s detail view.


4.11 Synchronizing Appointments between GO! and Gmail / Outlook

You can synchronize your future appointments between Gmail (Outlook) and GO!. To do so,

click the green button “Sync Exchange Server Appointments” in the Menu "Appointments". The

first synchronization may take some time, depending on the amount of appointments. Therefore,

please be patient.

Your GO! appointments will also be inserted into your Gmail calendar upon synchronizing. To re-synchronise, please click the green button. Please note following rules: Only appointments booked after the first synchronization can be imported, appointments in

the past will not be imported.

Appointments that are deleted in Gmail will remain in GO!. GO! appointments marked as

deleted will be deleted in Gmail as well. When undeleting an appointment, it appears in

Gmail again. Example: An appointment is edited in Gmail at 11 o’clock, then the same

appointment is edited in GO! at 12 o’clock. The synchronization takes place at 1 o’clock.

Now Gmail displays the same as GO!, as this appointment is newer.

Following fields are synchronized: Subject, location, date, start time and end time as well as

comments and attachments

The first 150 characters of the subject are synchronized.

Only text without formats can be imported (no HTML-format).

Private appointments are synchronized as well.

Regular occurring appointments will not be synchronized as well as appointments taking

more than one day (e.g. start time 5 o’clock in the afternoon and end time 3 o’clock in the

morning)

To see the synchronized appointments in GO!, please refresh the GO! calendar


5 Contacts

5.1 General information on contacts in GO!

In GO! there are five different categories of contacts: Search client

Owner

Service Contact

Contact person

Tenant:

Please use the contact category “Tenant” for existing tenants. Search clients looking for a property to rent will be created as search clients – you will define with the search demand whether they are looking for a sales or a rental property.

The contacts may appear in three different statuses:

Active

Inactive

Closed

How to use the different statuses for owners and search clients

Status Owner Search client

Active Status “Active” means that the owner can be found within the system with an active property

Search client is searching actively for a property; we are in contact with him

Inactive Owner pulled back the property; Contract ran out; any reason why we did not sell/rent the property

Search client does not search anymore; he found a property somewhere else; is not searching anymore due to other reasons

Closed Owner sold the property through E&V Search client bought a property through E&V

Choose different views by the dropdown menu in the function bar of the contacts menu. The One Liners menu allows for defining specific view types appearing afterwards in this dropdown (refer to chapter 8.4).

Click for editing contacts. The printer icon in the function bar may be used for printing a screen dump, of course limited to the actual page you can see.

For creating particular contact or property lists you may activate a selection of templates via the icon.


5.2 Creating a Contact

Before you enter a new contact you should check whether it already exists in the data base. Thus, always browse your contacts prior to creating a new one.

To create a Contact click the New icon when being in Browse view.

Please bear in mind: In case of a Referral that was not conducted by using GO!, click Browse in the first field and

choose the sales agent from the data base.

The field Preferred Language is mandatory and by default set to your office language. Depending on the choice in the dropdown, other fields (i.e. Title) will change content.

Up to three agents may be assigned to a single contact with the contact representing a different category and status for any of these agents. If one of the categories is Search client, please make sure to set this in first choice, as only then you will be able to see the tab Demands in the contacts detail view.

Fields marked with red bullets must be filled in, otherwise you get an error massage prior to saving.

After entering the surname the contact’s address header and formatted salutation address will show up. You may edit these fields for entering a title or name amendments.

In case of a company contact, choose “company” under “title” and define the salutation of the person afterwards.

As soon as you have entered the street, you may launch a manual check for duplicates. Just remember that a single contact might have differing entries (e.g. abbreviations)

.

The fields Adress Type and Adress Format are automatically set but can be changed manually.

You may enter date information directly; the proper format is DD/MM/JJ. Alternatively, click the calendar symbol and choose a day. Selecting the red X will undo any entry in the date field again.

Under Documents a file may be added to a contact. Just click the button „Add File / Browse to add a file. Repeat the procedure if necessary.

The button Set As Standard offers you the possibility to choose a valid address from three applicable alternatives.

When your entries are completed, save the contact by clicking the Save button. With Save & Close the dataset will be saved and also closed. In case you prefer to discard the amendments, just close the form by means of the Close button. In any case, you must confirm the messages showing up.


Hint: You can also use the quick data entry mask for contacts. Here, you can enter search clients with demands and owners with the basic data of their property.

Contact Titles

In order to help you adapt the titles to your local requirements, you will find the salutations “Mr” and “Mrs” (accordingly in all languages) and a free field “-“.


If you want to use another salution, please select “-“ and add the favored salutation into the “Title” field.


The formatted salutation and address header will be generated with the entered values. The formatted salutation has to be adapted if the salutation is not “Mr.” or “Mrs.”! Please check them either by opening the “Details” view of the Contact Summary or in the “Formats” section in the Contact edit mode. Please remember to check the “Locked” checkbox when adapting the values!

5.3 Duplicate Check

One key to an efficient everyday work is a well maintained and up-to-date database. Especially avoiding double entries of contacts, so called duplicates, is an important step in order to be able to find contacts quickly. Before entering a new contact, you should check if the person is already entered in your databse. Thus you should always use the “Browse” filter (see 0) as this also browses the partners’ names. The duplicate check is an additional check as it also takes into account if the contact is entered with a slightly different spelled name. In order to limit the number of results and offer you a reliable list, all three fields are taken into account (company, first name, surname), if filled. Apart from that, the duplicate check will now find names that differ a little bit, e.g. if you enter Bob Milthon, also Bob Milton will be found.


When clicking the contact, a preview window appears, delivering the basic data of the customer. Thus, you can check whether your new client is a duplicate or not.


The name of the partner will now be found in the duplicate check as well. If you search for a name and a different result is displayed, you can open the details of the contact and see that the name of the partner is the same as the entered name.

Also it’s possible to check for duplicates in the address or communication data. When you check for an address you get just exact duplicates as a result (so you won’t find slightly different spelled addresses).

For the duplicate check of the communication data GO! will search for cleaned values to match different spellings: Phone: All characters that are not a number will be cut off (e.g. spaces, delimiter or „+“).

Phone: Usually there is a „00“ or „+“ in front of the county code. Accordingly, we cut off the zeros at the beginning of a phone number

E-mail addresses: Special characters get cut off (like the @, dots, etc.)


5.4 Uploading Documents in Contacts

In case you need to save documents for contacts, you can upload them in the contact edit screen.


5.5 Contact Reports

You can create several reports in GO! Please select the contacts in the browse view you would like

to create the report for and click on Several different reports are available:

Sales contact report: Containing the following fields:

Surname,First name – Company CONTACTKEY Category, Second Category, Third Category Phone (private) 1 Mobile 1 Phone (Office) 1 Created for Subtype Price from – to Surface from - to Surface Living Area from – to Living Areas from – to Bedrooms from – to Demand Comments

Letting contact report: Containing the following fields:

Surname,First name – Company CONTACTKEY Category, Second Category, Third Category Phone (private) 1 Mobile 1 Phone (Office) 1 Created for Subtype Monthly Total Rent Monthly Net Rent


Surface from - to Surface Living Area from – to Living Areas from – to Bedrooms from – to Demand Comments

Factsheet A factsheet shows all information existing in the record of a contact. No Mail Report This report shows you which of the selected contacts either have the “No Mail” option enabled or do not have an email address entered. Please note: If you want to print reports please use the horizontal format to make them easy to read.


5.6 Search Contacts

Quick Search

The Quick Search is available in the main menu and in all edit screens where you can link data underneath the link field (e.g. when entering a new contact or property). The Quick Search finds active contacts and active properties. For contacts the fields surname, first name and company name are browsed. For properties, the fields street name, property name, tower name and number Villa / Apartment are browsed. The Quick Search starts browsing all active contacts and properties after typing in the first letter. The drop down menu shows all possible results. The more letters you enter, the more exact the search result will be.

! Advice: After entering a new active contact / property, it takes a moment until you can find it via the Quick Search (approx. 5 minutes)


The name of the partner will also be found in the Quick Search. If you search for a name and a different result is displayed, you can open the details of the contact and see that the name of the partner is the same as the entered name.


Find

The filter is open by default (e.g. in the “Browse” tab of the contact and property menu). You can

fade it in and out by clicking the binocular symbol . The filter offers you a search with the most important parameters.

Enter your search attributes and click the Search button. A click on the Clear button will undo all field entries again.


Search

Clicking the button will launch full search:

Using the Count button you will be shown the number of hits without having to close the search form. Click Search for opening the Search Results tab containing all records found. Clear will reset all fields again.

E&V Search

The function E&V Search offers you a search within all GO! offices worldwide. You can search by Surname, Name and / or Company. The list of results will show you the name and the last activity.as well as the office name and responsible agent details. Of course no further information about the contact is available.


5.7 Attributes

You can define attributes for a contact by clicking on in the attributes window of the details of a contact:

The form for contact attributes.

Hint: Search for attributes if you wish to send a mailing to a specific target group (e.g. all GG readers)

5.8 Relationships

GO! offers you a function which helps you to manage relationships between your contacts. To determine relationships between contacts, just open the Relationships menu which you can reach from a contact’s detail view.

Subsequently, click the New icon .


A relationship consists of three elements: two contacts and one type of relationship.

When you have chosen a contact, determine the type of relationship and an aim of relationship and save. You will find created relationships either via Browse or Search in the Relationships menu or via the relationships button in case the contact had been opened in detail view: Moreover, all properties connected with the contact (e.g. properties of which he received exposés) are shown within this area.


5.9 Demands

A property will never find a customer by itself. The GO3! Software will support you to find the right property for your search clients and vice versa. In order to secure every pot will find its lid, there is a need to create demands. With the demands of a client matching those of a property, a wonderful relationship is likely to start. This function is called matching.


Creating Demands

Demands can be created for contact category search client only! Demands deal with a special kind of authorization. You may create a search demand for and assign to any search client of the database. Just create a demand by clicking the Demands tab in a search client’s detail view:

In order to create a new demand click the icon “New Demand” within the Search Demands tab of your search client.

The content of the demand is entered into the next window. Note: The mandatory field “Expiration Date” must not be changed manually. It is set to half a year from today by default if not changed within the Shop settings. Every time you complete an action that is linked with a contact who has one or more demands created by you, the expiration date will be changed – to the date “half a year / department settings default from today”. Note: If you create an action for a colleague, only “his” demands will be extended. Those changes will avoid demands expiring when taking care actively of your search clients.

http://www.engelvoelkers.com/ftpshare/go3/EN_search_demands.html


After having saved your demand, it will be displayed in the search demands of your contact. If you want to see matching properties immediately, you can start the matching process right now by

clicking . However, you can of course continue with the matching process later if you like.


Matching

Select the demand you want to match and then click “Start Search

The following list shows all matching properties. You can now select those property, you want to offer your search client. Hint: By switching the view to “Thumbnail” you may get a better impression of the properties.

You will now see the selected properties stated below in the search demands window. From this window you can create actions quickly and easily. Just select the property and then click the respective icon in the menu bar.


After booking an action resp. sending an exposé, the status of the Matching will change to “Proposed”.

If you want to change the status manually, you can do so by clicking

If you want to enter feedback for a matched property in the search demands, you can now click into the “Feedback” field directly and enter your feedback.


You can filter the displayed properties by opening the “Filter” and then selecting the status:


Adding properties manually

You may want to add further properties manually, e.g. if you know there is a property that can be of interest even though it does not match the search demand. Select a demand, then click “Add Manually” and follow the search process. By assigning the properties to existing demands you can avoid to miss them.

Select the favoured properties in order to add them to the matching list:

Properties that were added manually are displayed italic.

You will find all matching properties when clicking the button “Start Search”.


Checking for new Properties

New properties are added to your database frequently. In order to check if any new matching properties were entered since you last checked the search demands, just click the button “Check for new properties”

All matching properties will still be displayed when clicking “Start Search”.

5.10 Matching

Having created the demands you can also see from the properties’ view to which client would probably match the property. To do so, call a property and open the detail view. Now click matching in order to look up the clients matching the search demands of the property data:

The resulting list may be specifically browsed for names or A,B,C. Subsequently, click Search for limiting the list view. Users having an office manager authorization can further filter the view choosing either All or My Demands. Agents will by default settings see only contacts carrying a demand created by the Agent. You may tag the contact in this view and create additional actions by the icons situated above.


5.11 Demand Search

By using the “Demand Search”, you can search for your contacts with specific demands (e.g. if you want to see which contacts are searching for properties in a certain price range). You can select if the result list shall display contacts or demands. An advantage of the option “demand” is that you will see further details of the demand.


You can change the order of the result list – e.g. by “Price to”

Hint: If you proceed this way, you can find out quite easily who is willing to spend a lot of money for a new property. Furthermore, you can select if you want to see more information regarding surfaces or rooms.


5.12 Merge Contacts

Users with Department Manager authorization may merge two contacts (e.g. if a contact was created another time by mistake). After selecting the two contacts and clicking the icon “Merge Contacts”, an overview with the basic data of both contacts is displayed. After choosing the main contact (who will remain), GO! will merge both contacts. This includes overtaking actions as well as referral or web lead information.


After merging two contacts, a new tab “Merge History” will appear in the remaining contact. Here, you will find all contacts that were merged with the open contact. By selecting the radio button in front of the contact name, the details of the former contact will be displayed. Thus, no piece of information will get lost.


5.13 Reallocate Contacts

Users with Department Manager Authorization can reallocate contacts and demands easily. Select a list of contacts you want to reallocate and check all contacts you would like to reallocate. Now click the icon “Reallocate”. In the pop up window, you can select the former Agent (who is no entered into the contact) and the Agent who will replace the former Agent. Apart from that, you can select if the former Agent will be replaced in “Created for”, “Second Agent” and “Third Agent” or if the former Agent will only be replaced in one of the fields. After confirming, the contact will be reallocated. You will see the result in the next window.


5.14 Web Leads


You will receive contact information generated via the property search contact form on the E&V website also in GO!.

The new menu ‚Web Leads’ was added to the contacts section in GO!. As already known from the referrals, a blinking exclamation mark will display any new incoming weblead to all users with department manager authorization (refreshed after login only).

http://www.engelvoelkers.com/ftpshare/go3/EN_web_leads_dec12.html


Moreover, the Hotsheet shows the latest new incoming web leads to any user with department manager authorization within your Shop. You can click on the link to open directly the latest leads.

All incoming leads will be stored in the Incoming folder of the web leads submenu. The next step will then be to edit the incoming lead. You can either validate or delete a web lead in this section. Note: As soon as a new incoming web lead is not edited within 5 days, it will automatically be deleted. It will then be placed in the “History” folder, still viewable but not editable.


5.15 Referrals

Since 19 March 2016 all Residential Shops using GO! can refer contacts to other Residential Shops without the need of sending a fax. A contract will be closed between the sending and receiving party by using the GO! referral process. Please see also the video tutorial for referrals

! Note: To refer contacts to countries that do not use GO! or to other business divisions such as Commercial, Yachting, Aviation, Casteles and Manor Houses, AFS or Private Office still the fax is needed. Also you will still receive fax referrals from mentioned parties. Even if one location of another business division than RES should use GO!, a fax is always mandatory. You still may refer the contact via GO! additionally for better overview of course. Fax templates and further info regarding referrals you can find in the E&V Life.

Sending referrals You can refer contacts. If you want to refer a property, please refer the owner of that property. First, select (or open) the contact you want to refer. Then click the icon “Referral”.

A window New Referral – Create will open.

http://www.engelvoelkers.com/ftpshare/go3/201603/referrals_EN/referrals_EN.html


Created for: Select the person in your shop who should be the owner of this referral. This person will be informed by e-mail if e.g. the referral gets confirmed or refused by the receiver department. Contracting Party Sender: Company of sending Shop / MMC Receiver Department: The receiver of the referral. Add by using Quick Search or Browse. Contracting Party Receiver: Company of receiving Shop / MMC Search for contact in receiver department: This search automatically searches for the referral contact in the receiver department. The result will help you see, if the contact might already exist and when the last activity was created. It does not, however, consider whether the found contact is a search client or a seller. Provision: The default referral fee is 25% but you can change to any referral fee that was agreed with the receiver. Category: It’s possible to send referrals as search client or seller. Type: Sales, Rental or both The next three fields will vary, depending on the category of your contact (Search Client or Seller). They are not mandatory, should be always filled, though, to avoid misunderstandings. If Search Client: Area: Enter the area where your customer would like to buy or to rent. Price: As mentioned by the customer. Rooms | sqft.: Number of ooms and / or sizes as mentioned by the customer.


If Seller: Property 1: Enter the complete address for the property to be sold/let by referred contact Property 2: Enter the complete address for a further property to be sold/let by referred contact Property 3: Enter the complete address for a further property to be sold/let by referred contact Detailed Description: Should be as detailed as possible as this will increase your chances to close the referral successfully. Also you can add further properties / search demands. Send Referral: Before you can send the referral you have to confirm via the checkboxes that your customer has agreed to the transfer of his personal data and that you have read and agree to the referral terms and conditions. By clicking the link, the valid referral terms and conditions will open in another tab. Note: If you send a referral to an Italian location, a third checkbox has to be confirmed agreeing the material clauses. By clicking the link, the valid material clauses will open in another tab. Close: Referral screen will be closed without sending the referral.

Accepting referrals

Users with Department Manager permission of the receiving shop can see and edit incoming referrals. A new incoming referral is displayed in the Hotsheet. Apart from that, a red exclamation mark shows in the “Referrals” menu that there is a new incoming referral.

As a Department Manager you can click the in front of the data set in order to assign the referral to an agent (or yourself).


The popup includes all information that is necessary to decide whether a referred contact should be accepted or not. Please accept or refuse the referral via the buttons. If you just want to close the window, use the “x”. Before you can accept the referral, you have to confirm the checkboxes. A contract will be closed between the shown contracting parties when accepting the referral. You can check if a contact with this name already exists in your department via Check Duplicates. If you should e.g. find a duplicate as a search client, but the referral you received is as a seller, you can update the existing contact instead of creating an additional one:

If you accept a referral, GO! automatically creates a follow up reminder task for the new contact. You can change the date and time in the line “Date time for task to Call the Contact”. The field “Reason for refusing” is only relevant if you refuse a referral and will be included in the automatically generated e-mail that will be sent to the sender department. Also you can find this information in your referral history under the “Incoming” tab.


Tracking referrals After you have accepted the referral, you can see the details of the referral in the Referrals menu Incoming tab. Click the referral to open details:

Sender The referral’s sender can see the status of the referral. The designated agent is displayed in the “Receiver“ area.


Department Manager of receiving shop / office, designated agent The department manager and the designated agent see the same information in “Incoming” referrals.

! Note: When accepting a referral, a copy of the contact is created and saved for the receiving shop / office.

By clicking the contact name in the referrals overview, a contact popup is displayed

My contact


Contact of the other shop /office

There is a difference between the display of an own contact and the contact of the other shop / office. Within your own details, you can display further details and edit the data set. Within the details of the other shop / office’s details you can only see the last actions. Thus, it is guaranteed that both shops / offices can see the actions that have been carried out in the other shop.

Successfully closed referral

If a referral was closed successfully, the status of the referred contact (search client or seller) is changed automatically within the “Referrals“ menu. Complete a successful sale Close the sold property by changing the property status to “Sold by E&V” and completing the (mandatory) inputs in “Closing” section. If a referred contact is related to this property (“New owner” for referred search client or “Ex-owner” for referred seller), GO! will recognize this and change accordingly the referral status.

Agent: The referral disappears from the “Referrals“ menu of the agent.

Department Manager: The status of the referral changes into “Sold by E&V”

Sender: The status of the referral changes into “Sold by E&V”. Also the Hotsheet shows the successfully closed referral deals:


As well as in the Referrals menu:

Moreover, every user with Department Manager authorization and all Agents listed in the referred contact will receive an e-mail informing about the successful referral. Dear GO!3 User, One of your outgoing referrals has been closed successfully. Below you will find further information regarding this

referral. Lieber GO!3 Nutzer, eine Ihrer ausgehenden Zuführungen wurde erfolgreich abgeschlossen. Untenstehend finden Sie weitere Informationen zu der Zuführung. Estimado usuario de GO!3: Uno de sus referrals ha sido cerrado con éxito! Abajo encontrará más información referente a este referral. ============================== Referral / Zuführung / cerrado: Referral Search Client Referral Search Client (C-03G5SB) Sender / Absender / Emisor: Hamburg IT CRES Receiver / Empfänger / Receptor: Hamburg IT RESI Closing / Abschluss / traspaso: 10-10-2015 ==============================

! Note: The status of a referral changes to “Ignored“ automatically if it is not accepted within 15 days. The referral cannot be accepted of the receiver later on. Thus, it is guaranteed that referrals get the appropriate attention.

Another tab has been added to the Referral menu, named “Referral T&Cs”. You can find and open the valid referral terms and conditions. If they were changed, you would also find here older versions in the future.


6 Properties

6.1 Basic information of properties in GO!

You may create certain property types: Sales Rental

GO! will distinguish between the following property conditions:

Property Status

Active Property is marketed actively by E&V

Pending Property is not yet marketed by E&V; some documents or a signature are still missing before status can be changed to „Active“

Offer Show Someone is interested in this property, but it still can be shown to other clients

Offer No Show Property is to be sold and may not be shown to others anymore

Sold / let by E&V Property was sold / let by E&V and not active anymore

Sold / let by others Property was sold / let by another real estate agency

Withdrawn Property was withdrawn by the owner and is not active anymore

Expired Contract expired and property is not active anymore

Cancelled Contract was cancelled and property is not active anymore

Streetindex Property is known but not marketed

Inactive Property is active but not offered for some time (e.g. if owner is not available for some time)


Please find following a list displaying which status can follow the current status.:

6.2 Creating a Property

Before you create a new property, you should check whether it already exists in the data base. Thus, please browse the property list and keep in mind that the spelling might differ sometimes. Most suitably, set the Property Type filter to “All” which will also request properties of other categories.

In case the property had not yet been created, click the New icon from the Properties menu (Browse View!) and confirm the property type in the dropdown menu. Now you can create the property with the data you have. Please note that fields with a red point are mandatory fields. If the status of the property is “active”, the exposé file and at least one picture have to be attached. Please proceed following: More information about how to create an Exposé you can find in chapter 6.3 Hint: In order to create a property with its basic data, you can also use the icon “New Property”.


“Preferred Contact” for Properties

You can decide who you would like to correspond to when creating a mailing starting from the properties section (i.e. neighbourhood mailing). Default setting is ‘Owner’.

In the dropdown you can find all fields in which contacts can be linked to the property (‘Caretaker’ only Switzerland).


6.3 Creating an Exposé


Enter Property Details

Enter as many Property Details as possible in GO!.

Enter Marketing Description

Enter a detailed description of the property and its location. Consider the following notes:

Please pay attention to the notes on maximum length for the Exposé! These notes are only a guideline. Avoid using spaces because they take up space without being acknowledged by the system.

Copying text from word often means you also copy hidden formats that unintentionally influence the formatting of your text. You can avoid this by simply copying the text to an editor before copying it to GO!

Enter the property description in all languages you want to use with your Exposés.

Following languages can be used:

English German Spanish French Italian Portuguese Dutch Greek Swedish Turkish Russian Hungarian Catalan Croatian Montenegrin

http://www.engelvoelkers.com/ftpshare/go3/EN_expose_RES.html


Upload Pictures

Upload pictures that represent this property in the Exposé and/or on the Internet. Consider the following notes:

As these pictures are going to be used on the Internet and on the (printable) Exposé, they

must have a good resolution without exceeding a suitable file size. The pictures should have a ratio of 3:4 (resp. 4:3), ideally 180 mm x 135 mm (1020 pix x 765 pix at 144 dpi). Please note that floorplans should be uploaded in 207,5mm x 180 mm. However, if you upload a floor plan in black and white and without frame you can also user any other size.

If you don’t want a picture to be used in any Exposé, please select “Included In Exposé? – no”

The picture that you define as “Main Photo” will appear as the main photo on the cover page of your Exposé.

Hybrid only: The order of the pictures in your Exposé is determined by the order they were uploaded in GO!. (From top to bottom) if you do not fill out the fields “Order” within the pictures. If you fill this field, the pictures will be ordered according the numbers (ascending).

Note: ‘Included in Exposé’ and order of pictures can be chosen separately for Internet

publishing and is therefore not defined here. The picture has to be uploaded here though to be selectable for the internet later. Please see chapter ‘Internet Profiles’.

The Exposé layout automatically adjusts itself to the pictures format (vertical/horizontal).

Floor plans will follow the picture pages in the Exposé

Land register plans will be shown after the floor plans.


Upload property pictures with the new Photo Manager (if you use GO! via Internet Explorer)

In order to add pictures, please click on the button Photo Manager under Picture. After you click to this button, GO! opens the Photo Manager in a new tab where you can upload and change your photos. To upload pictures to the property, please use the button “Upload”.

Select the picture type (picture, floor plan, site plan or land register map) and select one of the property pictures as main photo. You can order or delete pictures with the buttons at the right after you marked them.

Upload property pictures in GO! (if you use GO! via Hybrid)

Upload the pictures in the order in which they should be displayed in the exposé in GO! under the section “Marketing”. In order to add pictures, please click on the button Add file under Picture. Please choose the respective picture with Browse:


Save and Close the entry then by clicking . Important: Please click on the button Add to save the picture. A new mask for further pictures is being displayed and can be used if required.


You can also change the file or delete the picture, using the corresponding buttons:

For both Photo Manager versions Picture titles can be added in max. four languages. They will be shown in GO! but as well in the exposé or on the websites. Please note that there are different regulations regarding file size and type for files that can be uploaded in GO!.

Please find following a list of all marketing languages available in GO!:

German English French Italian Greek Hungarian Spanish Portuguese Dutch Czech Catalan

Simplified Chinese Traditional Chinese Turkish Russian Danish Flemish Croatian Serbian Montenegrin Polish

Ukrainian Bulgarian Swedish Finnish Norwegian Romanian Estonian Latvian Lithuanian Cantonese

Attachment max. file size Possible file types

Picture 1 MB jpg, gif

Tenant report 20 MB Xls

Texts 20 MB doc, xls, ppt, pdf, jpg, gif, msg, txt, htm, html

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High-quality Pictures

High-quality pictures are the foundation for good and exclusive exposés. In order to achieve a high quality, please take following steps into account: Set up picture size and quality in your camera

The better your original property photos are, the better will of course look your exposé. In order to

make high-quality pictures please set up your digital camera and select a high resolution (ideally

already 4:3 ration, e.g. 2240 px x 1680 px). Apart from that, please choose a high picture quality

(often called “very big” or “super fine”).

Finish Photo in Photoshop

After transmitting the photos from the memory card to your computer, you should finish the property photos in Photoshop. Select a cut out of the photo which presents the property as best as possible and cut it to the right size: You will get the best results if you use the size 180 mm x 135 mm (=1020 pix width X 765 px height at 144 dpi (dots per inch)), Floor plans should be uploaded 207,5 mm x 180 mm. If you upload a floor plan in black and white without frame, you can also upload it in every other size as no frame will appear. Please use the crop tool as shown in the screenshot below in order to adapt your picture to the right size:


Text field for Exposé Cover Page

In order to achieve a high flexibility for the exposé cover page, you can a field in properties under the “Marketing” section – “Cover Page: Text Field”. After having defined that this field shall be displayed on the Cover Page in the Shop Settings, you can enter special attributes for every property which will appear in the exposé.


Define Exposé Basic Data

Think about what basic data you want to display in your Exposé. There are eight fields available to choose from:

Moreover you have the choice to enter free text for special requirements into the ninth and tenth text field:

Please take the following notes into account:

Fields without content will not be shown in the Exposé. The order of the basic data within the Exposé is left from top to bottom and right from top to

bottom


Save your entries!

Adding an Exposé

You have now finished preparing the property for generating an Exposé.

To add another Exposé, click Exposé - “Add”

Choose “Exposé generated by GO!” and the language you want this Exposé to be in (the default language is set in Office settings). Then click save and close.

Repeat this process for all wanted languages. Following languages can be used:

English German Spanish French Italian Portuguese Dutch Greek Swedish Turkish Russian Hungarian Catalan Croatian Montenegrin


To receive a preview of that Exposé, please click “Preview”.

To change property data, please do that within the property details. As soon as you save your entries, the Exposé will be updated.

Printing and Sending an Exposé

To print an Exposé Cover Letter or send it via E-mail, please use the “Exposé Documents” functionality as shown below.

To only print the exposé without further booking or creation of a cover letter you cansimply use the print option of your Internet Explorer after having openend the preview of the exposé. To open the preview, simply click on the link in property detail view:


GO! is using the most recent data when generating an Exposé. For example when you send an Exposé to a client, change the sales prize afterwards and send it to another client, the second Exposé will have the new prize in it..

The personal data in the Exposé is always matching the agent that prints or sends the Exposé. So if an assistant is generating an Exposé for an agent, the personal data will still be that of the agent sending or printing it.

An Exposé will be sent to a client in his/her preferred language. If no Exposé is available in that language, the system will send the English version. If the English version is also not available, there will be no Exposé send at all.

If a GO! generated Exposé exists next to a manually uploaded Exposé for the same property, GO! will send the GO! generated one.

If you get an error message, please find here some possible explanations.

https://www.helpdesk.engelvoelkers.com/otrs/public.pl?Action=PublicFAQ&ItemID=533


6.4 Create Window Displays

You can create and print automatically generated Window Displays very easily. It meets the latest CI-requirements and shows defined settings of the property in up to three different languages.

Note: A Reference Number (here: Trade Number) can be added in the Department Profile but is not mandatory. See Exposé information.


6.5 Red Corner for Window Display

You can define a red corner for your window displays in GO! directly.

Just enter the text (e.g. “New” / “Sold”) into the field “Red Corner for Window Display” in the “Marketing” section of the property. When opening the Window Display, a red corner with the entered text will appear.


6.6 Copy Properties

By using the “Copy property” function you can copy properties quickly and easily. This function helps you if you want to sell / rent a property once again or if you want to sell several properties with the same characteristics. Select property you would like to copy and click “Copy” icon

Choose the property type of the newly created property


A new data set is created. The previously filled fields are filled out, too (including Marketing section) – apart from the “Closing” section. You can of course change anything. Default status of the new property is “Pending”. Note: Please note following rules for the copy property function:

A property can only be copied if the Agent or Department Manager can edit the property

Properties with any status can be copied Linked files in the copied properties are not copies of the uploaded files (e.g.

exposé files, pictures) in the original property; they are links to the linked files in the original property Changed files in the original property are also changed in the copy property Deleted files in the original property are not deleted in the copy property Newly added files in the original property are not added in the copy property All changes in the copy property do not have any impact on the original

property You can copy properties to the original property type and change between sales and letting. However, you cannot copy a house as an apartment or an apartment as a house

6.7 Create Contact Lists from Properties’ “Actions” Tabs

It can be useful to select contacts who already received exposés of a certain properties or who already visited a property (e.g. if the price is reduced). You can create a contact list from the properties’ “Actions” tab easily.

Just select the actions of which you would like to extract the contacts and then click the icon “Create Contact List”


GO! will then create a contact list you can use for further actions, e.g. sending a letter or exposé or creating a contact list.


6.8 Map Search

The Map Search enables you to find Properties easily in a street map. Different symbols are used to identify the property types. The status of the properties is shown by different colours. Click Show Filters to see a legend:

Preparation: “Geocode” the properties

To find the properties on the Map, it is necessary, to “geocode” them first. The location of a property can be found and saved by its longitude and latitude. Geocoding can be started in the edit screen for properties, section “Address”.

Note: Click this button after entering street name, street number, city and country. A window opens including a map. The address is inserted in the address field by the system.

Click , and check, if the pushpin of the property was set correctly. If this is not the case, you can set the pushpin manually by clicking on ”Manually move the pushpin” and then click within the map to set the pushpin to a different place. If the location of the pushpin is correct, close the window by a click on “OK”. Note: You can easily find those properties not yet geocoded by using this option in the Property Search:


When the properties are geocoded you can use the Map Search like this:

Click on “Show Filters“.


In the following search mask you can choose which properties should be shown and make more selections. You also find a description of the different symbols. Click on Update Map. You will now see all geocoded properties matching the search:

You can click on an icon to open a quick info and go to the property details. If the map resolution is too small for all properties in one place, they are shown as numbers as in the example left. Also the numbers are clickable. Increase the resolution to see the exact location of the properties.

Define own areas

You can define your own areas in the Map Search:

Open the Map Search

Click on „Show Filters“

Click on the button „New“ in „My Areas“.


Select your area by a click on the left mouse button and use your right mouse button to end your selection.

Add a title to your area.

The area is now shown in the Map Search with a coloured background. By using “Show Filters” you can limit a search for properties in your area.

You can rename or delete your areas by clicking ‘Show Filters’ and then select or


6.9 Closing a Property Deal

As soon as a property deal has been closed successfully, you may buy some champagne – and, of course, enter the closing in GO!...

To do so, open the property in the mode New/Edit by clicking . Set the Status to Sold by E&V:

Click the Closing Property Deals anchor for quick access.

Fill in all requested fields. And then: Champagne! Note: Please consider following:

Commission % Percentage of the commission (for letting: 3 monthly rents would be 300%)

Brand Commission Commission that has to be paid by client When closing a property, the brand commission will be calculated automatically by the fields “Sales Price” and “Commission %”. However, if it is necessary to change the calculated value, you can do so and then check the “Locked?” box.

Subcommission Commission that has to be paid to other Shops / Agencies

Net Commission Amount of the commission that the Shop receives (Brand commission – sub commission). If there is no sub commission, it is the same as brand commission.

Note: All commission values to be entered without tax!

Please consider to change the contacts’ category and status if necessary (see chapter 5.1).


6.10 Entering a deal into the Revenue Report Tool

You can import the data of your deals directly from GO! into the revenue report tool.

Enter the reference ID of the sold / let property into the field “Reference ID” and click the button “Import data from GO!”.

Immediately the data from the sold / let property is entered into the rest of the fields.

You can still enter your data manually or change the imported data.


Please note the following:

Referrals are entered from the Shop that made the closing in GO! Following messages may appear:

o The Property / Unit ID does not exist Please check the ID number

o No permission to access Property / Unit The property is not saved in your Shop

o GO! Status of the Property / Unit is not “Sold by E&V” or “Let by E&V” Only properties with the status “Sold / Let by E&V” can be imported

o Please fill out all mandatory fields of the Property / Unit in GO! Please check to make sure all the fields are filled in

o User does not exist in GO! You do not have an active GO! login and cannot import data from GO!

o Matching Error – Please contact the IT Services Hotline The login name does not correspond to the agent name in GO!

Important: Please check the imported data carefully in order to avoid mistakes! Valuation, Consulting and Miscellaneous have to be entered manually and cannot be imported from GO!.


7 Internet Profiles


It is possible to create internet profiles for each property. Those profiles can be published on the E&V Homepage, your subdomain and further portals. You can create as many profiles as you want for each property. Please find following an instruction on how to create an internet profile: To create an internet profile open the property. Click on the button “Internet Profiles” and then click the icon “New”.

Some information that was entered fort he property are already being adopted into the profile. Fill out the other fields or change them if necessary. As soon as having added a description for one language, the same field appears another time. Thus you can create the description in several languages, too. If the fields were filled out in the Marketing section of the property, the description will be inserted automatically. The customer will then be able to read the description in different languages when switching the site language i.e. on the E&V Website. At the end of the edit screen, you can select the portals you would like to publish the property on (‘Others’ is shown for technical reasons and has no functionality here). You may select several portals to upload to different portals at once:

Note: You may create several profiles for a property if you want and thus are able to have i.e. different descriptions for the portals you will upload the profile to. This could be useful if you know about the special characteristics of the target groups generally using the website. You can also copy existing profiles, edit the text and select only the portal(s) where you would like to publish to. Complete the process by clicking Save and Close. Usually the profiles will be online within a short time delay on the E&V Website. The other portals will be updated each night (German Time).

http://www.engelvoelkers.com/ftpshare/go3/EN_internet_profiles.html


The internet profile is now being saved and will be opened in the detail view, tab ‘Photo Manager’, within ‘Profiles’ menu (sales or letting depending on property type).

All photos that were uploaded when creating the property, are displayed in the Photo Manager. Chose the pictures which you would like to publish on the portal(s) by checking the box in front of each picture. Click ‘Select All’ to choose all pictures to appear on the website(s).

Use the arrow to move selected picture to the website or to remove them from the website i.e. for existing properties.


To order the pictures on the websites you can use the checkboxes and move the pictures up- or downwards. The top picture will be the first to be seen on the website, the others will be next.

Make sure to repeat selection for all types of pictures (Floorplan, Sitemaps). The clients will then be able to select the different picture types on the website as well. To see also different picture types uploaded, use the Photo Container dropdown above.

Land Register Map will not be used in Residential.


Click Save & Close to finish. You will be forwarded back to the Property Details and see the profile.

Within the Internet Profiles Tab (Property Details) or Internet Profiles Menu (Navigation bar) you can open the details of an internet profile, edit, copy or delete profiles. Property Details Navigation bar

NOTE: Several fields will be directly taken from the property details and be sent to the website without being editable displayed in the internet profile. After creating the profile, you can see which fields will be transferred to each website. To do so, open a profile in detail view and select the portal you wish to receive the information about:

All shown fields are transferred to the corresponding website. Fields with a red star in front are mandatory. If those are not filled, the property will not be published!


7.1 Deleting Internet Profiles

To delete a profile from a website, open the profile in edit mode and uncheck the portal box(es).

You can also delete a profile in GO! by clicking . It will still be in your database, though, but is hidden per default from the Internet Profiles Browse view. By searching also for deleted profiles, you can review deleted profiles and also undelete if necessary: Search for deleted Undelete


7.2 Profile Statistics

You can see the Hits per Exposé on the E&V website, Web Leads generated via the E&V website, date & time when the profile was last exported to the E&V website (‘Aggregation’) and on which portals the profile is published. An One Liner ‘Statistics E&V’ can be found within each profile screen, either in Profiles menu…

…or in the property details, tab Internet Profiles.

The information about the hits on the website and the generated web leads are additionally shown in the property details / system defined view (section marketing) as well as within each profile detail view. Please note that the information is only renewed after clicking the Refresh button. Clicks on the website are collected and imported into GO! approx. each 15 minutes. At the moment only clicks on the E&V website are counted.


8 Settings

8.1 Preferences

The menu GO! / Preferences allows viewing and editing your personal GO! settings. You may, for example, setup the number of results shown in the browse view. If you like to have a Refresh for a new chosen view when changing a menu then switch “Keep Visited Windows” to “No” Please set “Use Script X” to “No”! If you want to change the language just for this session you can do it in this menu.

! Note: To change the default standard language please check the menu “Settings – Personal”.

When changing anything, click on “Save”.

! Note: Make sure that you don’t have any unsaved datasets open, when changing your settings, because GO! will automatically reboot to run the new settings.


8.2 Personal

Type all needed information here as GO! will use it for your signature in documents and emails. You can set the language in which GO! will be opended and you can Change your password here. To save the settings, click on “Save”:

Note: As you use the same password for GO!, OWA, E&V life and Printshop, please be aware that the password changes will affect all softwares. Please consider following guidelines for password changes:

Please do not use special characters (e.g.?, é, ع, ç) and only Latin letters Your password must contain of at least six characters The password must not be identical to one of the last two passwords used


8.3 Dept./Shop

Apart from the Management Tools you can edit department settings within the Settings / Department Profile. This menu can be seen by users with department manager authorization only. Please save all changes by clicking on the save button in the top bar. The system will then reboot.

General

In this GO! section you can enter general information about your shop, define whether inactive clients should be shown in the dropdowns and the way properties will be saved as in the data base for the usage in the quick search. Apart from that, you can set the default value for the due date follow-up actions (see chapter 4.4) and the period for the expiration date for demands (see chapter 5.9)

Communication

Please enter additional information to be used for the email and document signature if needed. If you have a subdomain created, please enter the URL in the www field.

Mailing / Letter

In this area you can define the default action for documents whether they should be send as an email or a print. Additionally you can define here a “Second Signature” if the signature of a second person in a printout is needed. A footer banner can be uploaded for the use in all GO! emails created by any person of your office. Please search the E&V Life for email banners offered by the marketing department. The size of a banner has to be 457 x 57 pixels at a max. size of 500 KB. You can also link the email banner via “Email Footer Hyperlink”. In the field “Cover Letter Title” you can select whether “Cover letter address” or "Personalized Cover Letter Title" should be shown in the exposé cover letters by default. If "Personalized Cover Letter Title" is selected and it shouldn’t be available in the preferred language of the recipient, the "Personalized Cover Letter Title" in English will be used. If also no English version should be available, the “Cover letter address” will be used. Exposé cover letter comments can be used as a marketing tool. Any time an exposé is sent or printed via GO! the defined text will be shown in the last line of the exposé cover letter.

Turnover / Stats

The values shown here are the sums of all agents’ turnover, forecasts, or referral turnover as entered in all active and chosen to be shown in the statistics agents. The fields can be edited if needed, please lock the field if you change a value manually as the will otherwise be overwritten by the calculation rule.

Please do also fill the standard commissions for sale and rental as only then the outlook (pipeline) within the office statistic will be calculated. Note: Please download the cockpit manual within the GO! help menu for further information.


Exposé

Within this area you can enter the basic settings which will be used for any exposé generated via GO! in your office. Preferred language Exposé: In this field you can choose what language will be offered to the user by default. GO! – Department profile:

GO! – Adding an Exposé:

Show Agent in Exposé In this field you can define if the agent who sends or prints the exposé should be shown. If set to “No” not the agent but the shop will be shown in it.


Address fields With these fields you can define how the address will be displayed within the Exposé. For example Street name + Street number, postal code, city etc. (please consider the corresponding legal regulations): GO!:

Exposé:

Exposé fields for front page

The following fields allow you to define what property details will show on the Exposé. For every different property type you can define different fields (e.g. as below “Property Type: Sales House”) GO!:


Exposé:

Note: If one of those fields is left empty within the property details, it will not show in the Exposé. (In the example above the field Plot surface has not been filled – therefore it does not show in the Exposé). You can decide if you want to add “approximately” in front of the input. Please check you local requirements regarding this issue.


Licence information

Use the field “Licensee of” to enter the Type of licence. This information will be displayed in the Exposé as shown below. GO!:

Exposé:

Exposé footer

If needed, you can use this field to add information that will show on the front page. By default this field should be empty. GO!:

Exposé:


Exposé reference number

Here you can enter legal numbers (like for example AMI – Number in Spain) if necessary. This number will then show on the front page of the Exposé as well. GO!:

Exposé:

Please Note: The same field can also be found in the edit mask of every property. But if this field in the settings is filled, it would appear in every property. So if you want to show a reference number individually per property, please leave this field blank in the settings.


Commission text

The commission text is showing on the Exposé as well as on the Homepage. Enter the respective text for sales and letting in the required languages (templates for German and English are available on E&V life. Not using the field “Important notice” will give you some extra space for the commission text in the Exposé (see example). GO!:

Exposé:


Terms and conditions

Enter the terms and conditions in all the languages you wish to display. GO!:

Exposé:


Important Notice

In case you don’t have important notes integrated in your commission text, you can enter them here separately. GO!:

Exposé:


Exposé disclaimer floor plan

Please enter the disclaimer floor plan here. It will show next to the subtitle underneath the floor plan. GO!:

Exposé:

Window Display Settings

The language and address fields of the Window Display can be defined in the Department Profile.


Tool Integration

This section offers you to insert login data for any third party software interface that you use as TMS (Document Library), Printshop (Online Service for Marketing Materials and Printouts) or Optivo (Bulk Mailings such as Newsletters)

8.4 One Liners

By using one liners, you can adapt the display of your lists to your needs. Please read chapter 9.3 how to create One Liners.


9 Flags

You can assemble contacts and properties by creating “flags”. For example, you can merge contacts you want to send a special mailing or you can designate properties with special attributes that are important or interesting for you. Note: Flags are created by the department manager / assistant (see chapter 10.2). Please be aware that you should only create flags for attributes that cannot be selected by the contact / property search or the attributes. For example, it makes no sense to create a flag for properties “price 2-4 Mill. euros”, as you can filter the price within the search. However, it can be useful to create flags like “Project X” or “Christmas card”, depending on your licence area. You can see how to create (department managers and assistants) and work with (all users) flags in the following example. Moreover, you will see how to use One Liners and flags ideally. Following, you will find a description, how department managers and assistants can evaluate flags in Excel and how flags can be renamed or deleted. The procedure is identical for contacts and properties. The example is shown in contacts, but can be resumed for properties.

9.1 Add contacts / properties to Flags

Choose contacts or properties you want to add by checking the boxes and then click the symbol “Apply flags”.


Choose the favoured flags and confirm by clicking “OK”

For the chosen contacts, flags are now applied.

9.2 Search for flags

You can now filter your search by using flags. Thus, you can see all contacts / properties labelled with this flag.

Select the flag in the Search and then click .


You can now continue to do further actions, like writing a letter or sending an email. In case you created several flags, it can be useful to create a One Liner that shows you the dedicated flags.

Note: Flag search can also be combined. Press and hold ‘Ctrl’ key and then select or deselect the flags you would like to search for.

9.3 One Liners

Select the menu “Settings / One Liners” and click the “New” symbol

Enter a name for your new One Liners and add a description, if you like. Choose for which menu you want to create the one liner and if you want to use it as default view. Then click “Edit”.


Select the fields you would like to see in the one liner by selecting the checkbox and adding them to “Selected fields” by clicking the arrow.

Use the arrows on the right to change the order of the fields.


Save your inputs by clicking the “Save” button and the “Save & Close” button in the following window. GO! will now log you off and in again, you can use the new One Liner immediately in the defined menu.

If you want to change the One Liner, you can easily edit it in the “Settings / One Liners” menu. If you do not want to use it any longer, you can change the status of the One Liner to “Inactive”. Thus, it will not be displayed anymore.


10 Management

The menu “Management” can be found when being logged in as user with department manager authorization. You will find following sub menus:

Department Reports In this menu, you can create a report displaying the expiration dates of the search demands in your Shop (see chapter 10.1) Flags Create flags to assemble contacts and properties. Flags can be used by all Shop collaborators. Publications You can create publications that can be chosen when selecting the contact / property source “Publication”. Demand Fields Create customized Demand Fields in order to adapt the search demands to your local market (see chapter 10.4). Template Editor Create your own letter templates by copying and adapting existing templates.

10.1 Department Reports

Users with department manager authorization can create several reports:

You may also select for whom of your agents you would like to create the report for. You can select or deselect several persons by pressing and holding ‘ctrl’ key.


Demand Expiration

In this report you will see: Demands that will expire within the coming 21 days Demands that have been expired during the past 21 days All Expired Demands of Active Search Clients

This report helps you to be informed about the status of the demands. Tell your Agents if one of their demands is going to expire. Thus, they can book an action and extend the demand.

Search Clients without active Demand

In this report you will see all search clients without active demands, so new clients and clients with expired demands.


ABC Demand Report

This report shows all the clients with an ABC demand as well as those where demands have been created without any ABC definition:


Profile Report

Most contacts in these days are generated via the internet. The two available profile reports supports you to track the upload of properties to the portals and helps you to easily find not yet uploaded properties. The Profile Report shows you for which properties profiles are created and in which languages. So you can easily check for which properties you should create a profile and where it could make sense to also upload a description in other languages.


Active Properties without Profile

This report shows you all active properties that do not have an internet profile created.


10.2 Flags

Creating Flags

Users with department manager authorization can create flags that can be used within the entire shop (respectively in a group).

Select the menu “Flags” under “Settings”.

Click the icon “New” .

Choose a category (contacts / properties) and name the flag

Click . The flag is now displayed within the contacts (respectively properties) and can be used by

the shop’s (or group’s) collaborators.


Evaluating Flags

Users with department manager authorization can evaluate contacts or properties by

clicking the icon “Department Flag Report” after having selected contacts or properties. Choose the option “Open”

The selected contacts are opened in an Excel list.

When creating a flag report, the fields “Formatted Salutation” and “Formatted Address” are exported to Excel. Some rows, e.g. formatted address are multiline.

In order to achieve a correct display in Excel, please enable word-wrap.


Deleting Flags

Prior deleting a flag, please remove all contacts / properties applied with this flag. Search for the flag you would like to remove. Select all contacts / properties and then click

the “Remove Flags” icon .

Choose the flag you want to remove and confirm by clicking “OK“.

After having removed the flag from the labelled contacts / properties, you can delete the flag

in Management menu. Use to delete a flag.


Deleted flags can also be reopened again by searching for deleted flags and then clicking

‘undelete’ icon .

10.3 Publications

In this menu, you can create the publications that can be selected as contact / property source. Thus, you will be able to evaluate the success of your publications.

Click to create a new publication media.

After automatic reboot, you will find the media as submenu of ‘Publicity’ source field.


10.4 Customized Demand Fields

With department manager authorization you can create individual demand fields in order to adapt the demands to your local market. Those “Customized Demands” are available for the complete shop or group.

You can create your demands as Field 1 or Field 2. Thus, you can differ between the inputs (e.g. field 1 for the location and field 2 for the interior).


Properties (Basic Data section)

Contacts Demands (within New/Edit screen)

The customized demand fields are taken into account when matching demands and properties. You can improve the matching quality between search clients and properties.


10.5 Creating letter templates

You can create your own letter templates in GO! by copying and adapting existing letter templates. To Copy a letter in GO3, please just log in as usual and then choose the Template Editor from the “Management” menu on the left. This menu is not displayed for users who are logged in as Agents.


Please tick the box next to the letter you want to copy and then click the Copy icon.

A new window opens which informs you that the "Selected template(s) copied". Please confirm by clicking "OK".

The copied letter will now display between hashes. To edit the copy, please click (Edit) next to the letter.


Depending on your access rights you can now change the following details:

After you have finished your changes, please click ‘Edit’ to enter and modify the content of the letter.


The following Input mask will show:

There are two ways to edit the content of the letter: a) by hand b) copy / paste out of a word document


a) To add content by hand please do as follows: Replace the old title with the new title. Separately modify the text between [[40830--Formatted Salutation]] and ‘Kind Regards’. Please remember to consider the font type and size. Then save by clicking the icon as shown below.

Now re-open the letter and check the format. Sometimes spaces, blank lines and formatted font type and size get lost after saving. To correct the format, please follow the steps described below.


b) Add content by copy / paste from a word document: Copy the title from the word document at first. It is important to place the curser behind the title in the word document and press ‘enter’ (only this will lead to a clean copy). Now highlight the title (incl. the space behind the title), copy it and paste it over the old title in GO! as shown below. Copy and paste the text between salutation and ‘Kind regards’.

Now save and reopen the letter. Some spaces and blank lines will probably have disappeared.


To get the text in the right format, please follow the next few steps:

1.1) Blank lines have to be added as follows: enter+space+space+enter. If you only use space+space the program will ignore the format and the text will be concatenated without a space.

1.2) A missing space has to be added as follows:

space+space+backspace. Here as well a single space will disappear after saving. 1.3) The copied font type and size out of word occasionally changes in GO! after saving.

Please correct this following the CI Guidelines.


The result should look like this:

!!!Look out!!! Please re-open the letter again after saving. You might have to correct the format a second time.

Should you have any further questions please do not hesitate to call the Hotline (Phone: +49-40-36 13 12 00 or [email protected]).

mailto:[email protected]


11 Statistics / Cockpit

Introduction

The statistic cockpit offers you a strong sales tracking tool within GO! software. To receive reliable data it is necessary to record correctly the different activities calculated into the statistics. This manual will help you to setup and use GO! statistics properly.

Shop Statistics (available for Users with Department Managers only)

A documentation of how the Shop Statistic fields are calculated is stored in the GO! Help menu. Please click here if you want to open this file directly.

Agent Statistics

The Agent Statistics are shown to Agents and to Department Managers. Department Managers can see all Agents’ statistics. Agents can only see their own statistics and have no access to other Agents’ statistics.

A documentation of the Agents statistics can also be found in the GO! Help menu. Please click here if you want to open this file directly.

Transaction List

Select Transaction List in the navigation bar top of the screen to change to another overview

This list shows you closed properties, pending properties and rejected offers for properties. In green you will be shown all your sold or let properties for this year containing several information taken from the property’s details

At the end of the sold / let section there is a summary for the amount of properties and several columns

In beige you can see all the properties under offer. These are all properties with the status ‘Offer – Show’ or ‘Offer – No Show’

http://www.engelvoelkers.com/ftpshare/go3/EN_internet_profiles.html

http://www.engelvoelkers.com/ftpshare/go3/EN_stats_Agent_RES.pdf


Also at the end of the beige section there is a summary for the amount of properties and several columns

Moreover, the transaction list also shows all the rejected offers. As soon as one of the created offers for a property is changed to rejected, the offer will appear here

A created offer has first to be rejected as soon as a new offer is given. To do so please edit the latest offer and set the status to rejected. Then you can create a new offer


Marketing Statistics

This area shows you where you know your sellers and buyers from and where they come from. Depending on the selection of Closed Deals or Contact Category you will receive the information only for those buyers and sellers for which a closing was generated (‘Closed Deals’) or for all the buyers and sellers which are in your database (‘Contact Category’).

The Marketing Source and Nationality are both mandatory fields within the contact details. To receive reliable data please make sure to use one of the sources existing and try to avoid Others/Unknown


The fields Source …

and Country within Contacts will be used for marketing statistics:


Web Leads Statistic

To see this statistic, please select web leads statisitc instead of the cockpit:

In this section you can find:

The number of incoming web leads, and how many of those have been deleted The number of web leads in progress, and how many of those have been deleted The number of validated web leads, and their categories

Buyer Seller Others

An overview table with number of deals, brand commission and net commission.


12 Authorization Concepts

GO! can be set up with several authorization concepts. The office represents the basic unit in the authorization concept. Each office is assigned to department managers, assistants and sales agents. There are two different concepts: The office concept and

The group concept

Within those concepts GO! can be setup with two different authorization logins giving you less or more possibilities to see or to edit:

Agent Login (for all agents)

Department Manager Login (for Office Managers & Assistances only)

Although both concepts resemble another with respect to individual authorization of office managers and sales agent within a category, the group solution comprises a category spanning read access, and the contacts are differentiated between edit modes A and B.


12.1 The Department Concept

Each office represents a unit of its own:

Office

Officemanager ( = Department Manager )

Assistance

Agent

Agent

Contacts

Demands

Properties

Actions

Reading

Within an office, all properties, contacts, demands of search clients and actions may be viewed by any user.

Creating

Every user is allowed to create contacts, properties and actions for any contact and property within the office. Demands may be created for any contact (category search client) of the office.

Editing

Any user authorized as a department manager is permitted to edit all objects, contacts, search client demands and open actions of any user within the own office. Users authorized as agents may edit any property of their own department (“created for”, however, in “owned” properties only), all contacts of their own office, all demands created by themselves as well as all their own open actions.

Deleting

In general, no contact, property, demand or booked document may be deleted by any user. Deleting a record will moreover never work to the moment an action has been booked to it. If no action has been booked so far, and you want to delete a record please contact the hotline with a written permission of the department manager and the reference number of the data base entry. With a department manager’s authorization all open actions (tasks, appointments and viewings) of all users in the office may be deleted. Users with an agent’s authorization are restricted to delete their own open tasks. Deleting an entry will cross out the data base entry in the menus Appointments, Viewings, Tasks as well as in the Actions tab of a contact / property. Moreover it will then disappear in the organizers’ dashboard. You may also cancel a delete by clicking on [U].


12.2 The Group Concept

Within the group solution, properties, contacts, search clients’ demands and actions occurring within an office may be viewed by any department manager, assistant and sales agent of any office (= group). The licence partner can select either mode A, B or C which defines different authorization levels regarding the editing of contacts and properties.

Group Office Office Office Office

DM DM DM DM Assistance Assistance Assistance Assistance

Agent Agent Agent Agent Agent Agent Agent Agent

Contacts Demands Properties

Actions Reading All properties, contacts, search clients’ demands and actions may be viewed by any user of any office within the group. Creating All users of an office are allowed to create properties and contacts for their respective office. Actions can be created for any contact and property of the group and can be linked with all contacts or properties of the group. Demands may be created for any contact (category search client) of the group. Editing Mode A A user authorized as a department manager is allowed to edit all properties, contacts, search clients’ demands and open actions of any user within the own office. Users authorized as agents may edit all properties of their own office (“created for”, however, within “owned” properties only), all contacts of their own office, all their own demands as well as all their own open actions. Editing Mode B A user authorized as a department manager is allowed to edit all properties, search clients’ demands and open actions of any user within the own office. Contacts may be edited throughout the entire group (“created for”, however, is restricted to users of the respective department). Users authorized as agents may edit all properties of their own office (“created for”, however, within “owned” properties only), all own demands as well as all their own open actions. Contacts may be edited throughout the entire group (“created for”, however, is restricted to users of the respective category).


Editing Mode C A user authorized as a department manager is allowed to edit all properties, search clients’ demands and open actions of any user within the group. Contacts may be also edited throughout the entire group (“created for”, however, is restricted to users of the respective department). Users authorized as agents may edit all properties within the group (“created for”, however, within “owned” properties only), all own demands as well as all their own open actions. Contacts may be also edited throughout the entire group (“created for”, however, is restricted to users of the respective category). Deleting In general, no contact, property, demand or booked document may be deleted by any user. Deleting a record will moreover never work to the moment an action has been booked to it. If no action has been booked so far, and you want to delete a record please contact the hotline with a written permission of the department manager and the reference number of the data base entry. With a department manager’s authorization all open actions (tasks, appointments and viewings) of all users in the office may be deleted. Users with an agent’s authorization are restricted to delete their own open tasks. Deleting an entry will cross out the data base entry in the menus Appointments, Viewings, Tasks as well as in the Actions tab of a contact / property. Moreover it will then disappear in the organizers’ dashboard. You may also cancel a delete by clicking on [U].