CONactor Estate-Agent User Manual

User Manual

CONactor Estate-Agent Basic

Version 1.1

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© 2009 by CONact Market Entry Management GmbH

Index:

Preamble __________________________________________________________________ 4
CONactor Software _________________________________________________________ 4
CONactor Estate-Agent Basic _________________________________________________ 5
Estate Agent’s Master Data ______________________________________________________ 7
Master Data of the Estate-Agent _________________________________________________________ 7
Languages __________________________________________________________________________ 7
Object Types and Categories____________________________________________________________ 8
Objects – Search Fields ________________________________________________________________ 9
Objects - Areas _____________________________________________________________________ 10
Contacts – Realtionship Groups ________________________________________________________ 11
Record – Document Types ____________________________________________________________ 12
All Companies ______________________________________________________________________ 13
All Company Accounts and Cash Registers _______________________________________________ 15
Internet______________________________________________________________________ 16
Create New Object(s) __________________________________________________________ 17
Object Master Data____________________________________________________________ 21
Object ____________________________________________________________________________ 21
Prices _____________________________________________________________________________ 23
Areas / Criteria _____________________________________________________________________ 24
Realationships ______________________________________________________________________ 25
Pictures ___________________________________________________________________________ 28
Free Fields _________________________________________________________________________ 29
Texts _____________________________________________________________________________ 30
Portals ____________________________________________________________________________ 31
Exposées and Letter Models_____________________________________________________ 31
Exposéss __________________________________________________________________________ 31
Report Designer_____________________________________________________________________ 31
Word Processing ____________________________________________________________________ 33
Printing an Exposée with Word Processing ________________________________________ 33
Modify / Create Exposées with Word Processing ___________________________________ 35
Potential Clients (Contacts) _____________________________________________________ 39
Create New ________________________________________________________________________ 39
Verifications / Appointments ____________________________________________________ 42
New Appointment ___________________________________________________________________ 42
All Appointments ___________________________________________________________________ 46
New Verification ____________________________________________________________________ 47
All Verifications ____________________________________________________________________ 47
Record (Document Management System) _________________________________________ 47
Record – Show All - _________________________________________________________________ 51
Search Record ______________________________________________________________________ 52
Message System ______________________________________ Fehler! Textmarke nicht definiert.
General Terms of Use and Impress ___________________Fehler! Textmarke nicht definiert.
§ 1. Allgemeines ______________________________________ Fehler! Textmarke nicht definiert.
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§ 2. Angebote und Auftragsbestätigungen ________________ Fehler! Textmarke nicht definiert.
§ 3. Gestaltungsfreiheit und Vorlagen____________________ Fehler! Textmarke nicht definiert.
§ 4. Vergütung _______________________________________ Fehler! Textmarke nicht definiert.
§ 5. Urheberrecht und Nutzungsrechte___________________ Fehler! Textmarke nicht definiert.
§ 6. Versand und Datenübertragung_____________________ Fehler! Textmarke nicht definiert.
§ 7. Datenschutz _____________________________________ Fehler! Textmarke nicht definiert.
§ 8. Eigentumsvorbehalt und Computerdaten _____________ Fehler! Textmarke nicht definiert.
§ 9. Produktionsüberwachung __________________________ Fehler! Textmarke nicht definiert.
§ 10. Haftung ________________________________________ Fehler! Textmarke nicht definiert.
§ 11. Schlussbestimmungen ____________________________ Fehler! Textmarke nicht definiert.

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Preamble
The company CONact Market Entry Management GmbH is a part of the Kowo-Group
with its headquarter near Frankfurt am Main and divisions in Berlin, Italy, South Africa
and Switzerland.

Within the frame of the by us provided services, we support our customers in
projects with the focus on

- Crisis Management
- Turn-Arrounds
- Start-Ups
- Outsourcing and Privatization
- Real-Estates

Working in these markets over 15 years, we developed default methods and
processes, which ensure the quality and success of our projects. Our headquarter is
in Germany, but focussing on internationalization.

We are a private business, whose founder and owner is still actively working as the
General Manager. He is especially taking care of the innovative services and the
strategic business orientation. The groups consists of approx. 40 staff members.

CONactor Software
Within the frame of project tasks ordered by clients, a collection of software
applications was produced, which was summarized under the name “CONactor” in
the year 2006.

Meanwhile, the applications developed to a complete ERP-solution, covering the
“normal” commercial and operational sectors.

At the same time, specific and interdisciplinary applications – especially around the
subject real-estate management- evolved, due to project requirements. Within this
frame, the here described CONactor Estate-Agent Basic Version, has emerged,
which is supposed to meet the demand of being an efficient and powerful Estate-
Agent application. The software is completed by the, from us developed, multilingual
real-estate portal “Global – Estates – Network“ (http://www.global-estates-
network.com).

With CONactor we generally try to realize and live the following concept :

“Our strength is to combine the long-date reasonable with the short-dated
realizable!!“

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Systemrequirements
For workong with CONactor Software you generally need a Microsoft Windows
desktop station. Our solutions work generally with the following versions of Microsoft
Windows:

• Windows 98 Second Edition
• Windows Millenium Edition
• Windows 2000
• Windows XP (Home / Professional)
• Windows Vista

To use all functions of CONactor Software it´s also required having access to an
internet connection. Ideally you have an broadband access to the internet.

Windows Vista
For using all functions of CONactor Software with Windows Vista it is important to run
the application in compatibility mode on Windows XP.

To run the application in compatibility mode, click on the program icon of CONactor
Makler Standard with the right mouse button and select properties.

Now you see the following window:

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Choose Compatibility and check in the function ”Run this program in compatibility
mode for“. Finally choose Windows XP (Service Pack 2) and confirm.

CONactor Estate-Agent Basic
Under this name the basic version of Estate-Agent, which does not differ a lot from
other well-known competitive solutions, was summarized. But only Estate-Agent,
provides you the advantage, that you may load objects into “Global-Estates-Network”
and be therefore able to use an international acting real-estate portal, which is not or
only hard realizable with the commonly used portals in Germany. This means for
example that you can offer a Spanish vacation object in all European target markets
and not only in a single one. The following pages will give you an overview of the
handling and functionality of CONactor Estate-Agent Basic.

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Estate Agent’s Master Data
Master Data of the Estate-Agent

In this window you enter all data concerning the estate-agent, incl. general contact
information as well as web and E-Mail addresses. The filling of the fileds happens
completely manually via keyboard. After finishing your entries, confirm your changes
by pressing the button “Apply”. You may close the window with “OK”, “Cancel” will
also close it, but without saving any changes.

Languages
At this point you have the possibility to change the application’s language. Currently
you may choose between English, French, German and Italian. The change happens
simply by clicking onto the wished language. It has to be mentioned that after
selecting a different language the application is going to restart itself, which may take
a few moments.

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Object Types and Categories

Here you have the chance to create and manage object types and categories. You
create a new type by clicking onto a free line under “Title”. Now you can enter the
desired type via keyboard. In the columns “Main Area Title” and “Auxiliary Areas”
please fill in the appropriate area for each type by keyboard. In the lower part of the
window you are able to define categories for each object type. This procedure is
synchron to the one of object type. With the help of the button with the red bar on it,
you can delete entries, though you have to confirm the erasing progress, before the
chosen element will eventually be deleted.

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Objects – Search Fields

Here you have the possibility to define default values for search fields. That means
that you configure fixed values for a field as it could be the firing type of an object.
Under search fields you constitute possible results for the certain field. New values
can be created by clicking onto a field name in the upper part of the window plus
defining the title in the lower part by clicking into an empty row and entering the
accordant value via keyboard.

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Objects - Areas

At this point you are able to create areas for your objects. You do this by hitting the
button “New” on the right side of the window. The following pop-up will appear now:

You enter the area’s name via keyboard and select the corresponding country by
using the to the bottom directed arrow to the right of the field “Country”. Using the
mouse, you may select the country in the now opening list. By activating the “OK”
button you finish this progress. In the main menu you have of course the option to

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alter or delete an existing entry or to print the complete list, using the appropriate
button.

Contacts – Realtionship Groups

Here you possess the option to create and edit relationship groups for contacts. In
general relationship groups are functions dealing with an object, e.g. owners (every
object has a current owner, which should be captured while entereng the master data
of this object). Creating a new relationship group is easily done by clicking into an
empty row in the list and entering the group name via keyboard. Further more you
may edit an existing group. To do so click with the mouse onto this entry and change
it with your keyboard. As a matter of course already available objects, which were
sorted into the old named group, get automatically updated, which means that the
altered name will then appear. With the help of the button, which is having a read bar
on it, you have the possibility to delete an entry (all persons containing this
relationship will then loose it).

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Record – Document Types

Here you are able to create and administrate document types. Under document types
usually stands for a group of documents, as for example exposées or certificates of
title. This means that there is such a document for each object and that such a
document can then be correctly assigned. The administration and creating progress
of those groups is synchron to the approach in “Objects – Areas”.

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All Companies

In this window you generate your company, which is also important for your letter
models and the closing calculation. As said before you may create a new company,
administrate existing one’s, print a company listing and delete them. The button
“Account/Cash Register” will be explained more detailed later in this manual. If you
want to create a new company proceed like this: Use the button “New” and the
following window will appear:

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All entries have to be made with the keyboard. After doing so, confirm with “Save”.
By pressing “Cancel” all entries are rejected.

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All Company Accounts and Cash Registers

At this point you may foster your bank accounts and cash registers. Comparable to
companies you have the opportunity to create new accounts, administrate or delete
them. To make a new account press the button “New”. You will then see the following
window:

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First you select in the scroll-down menu the concerning company and define if it is an
account, a cash register or an offset account. In the next field you set the account’s
title, for example could it be named “Main Account User”. The following box is
intended for the account number, if it is a cash register you may choose freely. Then,
in case of it being a bank account, you set the bank code number. To the right of the
“bank code number”-field, you may let other data like the bank name fill in
automatically . In the field bank “ZIP code / “City” the address of the for you
responsible store must be entered. The fields IBAN an BIC must be filled manually
via keyboard. By eventually pushing the button “OK” you complete the progress and
the account is generated.

Internet
At this point you must insert the login data for the internet portal Global-Estates-
Network. You may do this in the following steps: Click on the button “Internet” in the
main menu of the application and select the menu item “Settings (Login Data)”. The
belower shown window will then appear:

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As user name and password please enter the at registration received data into the
therefore intended fields. As FTP-server define www.global-estates-network.com.
The link for the field “My Objects” may be found within the user area and can just be
copied. To check your entries, use the button . If everything is

valid the following text will appear , if not

this error shows up .

Create New Object(s)
To create new objects select “Objects” in the main menu and execute then the
function “New”. An assistant, which is ging to support you during the entry, will then
start.

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Push the button “Next” to be forwarded to the entry of the object itself.

In this window you must determine, if you would like to create a completely new
object or if you want to copy an already exiting one, which is very helpful when it
comes to housing areas for example. “Next” will bring you to the next step, with
“Cancel” all so far made entries are rejected and no object will be generated.

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In this mask you configure the basic object data, as the title. You set the co-
ownership share of the object, as well as the area vluaes. With pressing on “Next”,
the next overview will appear.

Here you point out how many units the for sale or rent object contains, respectively
how many units you received for treatment. If it is a single object just leave the
default zero in th ebox, because in this case a single object, whether it is an
apartment, house or building land, will be created. “Next” will forward you to the last
step of the assistant.

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You have now made all entries and by pushing “Done” your object will be generated
in the data base.

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You will now see the object list, wherefrom you may have the opportunity to fill in
some more master data into you object, for example photos, the exact address,
person relationshops,...

Object Master Data
Object

In this window you can foster further master data to an object, as the detailed
address, category, condition, heating,...
For the field, which have a to the bottom directed arrow, you will receive a list, that
may be expanded and administrated as in chapter “Master Data” described. The
other field have to be filled manually via keyboard. The attributes of an object can be
set by pressying to the right of the field “Attributes”. A new window will show up.

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Default object attributes, which can be added with a double-click, are already
deposited. If you want to create a new attribute, use the button and simply enter
the name of it into the upcoming window (- the new attribute will automatically be
added to the object in the modifying status). With the button you are able to delete
attributes, with this window will be closed

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Prices

Within this frame you constitute whether it is a sale or rental object and you set the
object’s price, which additional costs arise and how high the courtage is.

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Areas / Criteria

Here you define the areas and criteria of the objects, meaning the information about
living and property ares, number of rooms, total number of units in the object,... You
can further more deopsit two internet links, which may directly be executed with the
help of the “Go”-button. These links could , for example, be a satelite picture or
something similar. Should the need to administrate areas or critieria arise, you find a
detailed description in the chapter “Master Data”.

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Realationships

In this category all persons dealing with the object are listed, that is the object’s
owner, the estate-agent, maybe existing tenants, etc. The person relationships shall
be a summarized list of all involved parties and ease, as well as fasten, the process
of contacting them. With the button you can add an in the contact data
base existing contact as a person relationship. After using the button the follwoing
window shows up:

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You just click on the appropriate contact and confirm with “OK”. Of course you have
also the opportunity to search for a contact. You do so with the help of the lenses.
Click onto them and then enter the searched company or last name manually via
keyboard.

With the button in the main menu, you will be forwarded to an assistant
again, which will support you entering a new contact. Solely follow the assistant’s
lead and after finishing the newly created contact appears in the object’s main menu.

With the help of the button you are able to delete a captured
relationship. To execute the erasing progress, confirm the deletion again.

If you select the button you get the possibility to alter the preselected
relationship. This mask will be shown.

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Here you may change or complete the contact’s master data as well as add notices
to each contact. Further more you can change the relationship type. You can do so
by pushing the to the bottom directed arrow at the right of the field “Relation Type”.
With all changes are saved.

The function in the main menu enables you to define the object’s
main owner. You select the corresponding relationship via mouse and press
afterwards.

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Pictures

In thiw window you add object pictures, which you need later for creating exposées
as well as for the internet portals. You fill in the object by double-clicking onto an
empty field. The Windows Explorer will now open. You may then look and select the
pictures as you are used to it from Windows. If you want to delete a picture again,
use the button within the picture field. You can also name every picture manually,
entering it via keyboard. The type of picture can be selected in a scroll-down menu
(important for internet portals!). The radio button “release” indicates if the picture will
be uploaded into the internet or is only used for exposées.

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Free Fields

Free fields are generally applied for the exposée designing, which is more powerful in
the network than in the stand alone version. You may name every field and include it
for example in an exposée. This is especially interesting if you need to create a
particular exposée for a customer or client.

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Texts

These fields are all freely fillable via keyboard. They are used for the portals and
exposées. You area able to enter texts about the location, object descriptions, price
composition, etc. and then publicize them. The formatting options match with the
one’s of a standard word processing.

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Portals

Here the upload into the portals happens. You only select the target portal via mouse
and click then on . The object will now be uploaded,
which, depending on the internet connection, may take a few minutes.

Exposées and Letter Models
Exposéss
With the help of CONactor Estate-Agent Basic you may execute exposées and
correspondences. You create an exposée by selection an object and using the button
. You will then see a scroll-down window in which you can choose
between exposées being created with the report designer or exposées being created
with the word processing. After the particular selection, there is the option of
selection one of several examples or in case of the word processing to wirte the new
exposée.

Report Designer
The report designer provides you several from the software manufacturer given
exposées. In this coherency you will not be able to modify these.

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In this window you select the required exposée in the scroll-wodn field and push the
button .
You will receive the following display:

The generated exposée is now shown and you have the opportunity to print it,
convert it to PDF-format or sendit it via e-mail to a potential client or equal.

The modification of exposées, which were created with the report designer, is not
part of this application. Speficially ask CONact for a detailed schooling to get to know
and appreciate the power of CONactor’s Reporting Tools.

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Word Processing
The word processing in CONactor Estate-Agent Basic serves on the one hand for the
creation of exposées and on the other hand for the correspondences. If you select
exposées with the help of word processing, the following view will show up:

You have then, similar to the report designer, the possibility to print an available
exposée plus additionally the options to modify or generate completely new one’s.

Printing an Exposée with Word Processing
Proceed like this to print an exposée with word processing: You mark in the “Please
select a letter model” name scroll-down menu the desired exposée and press
. The following window will pop-up.

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The word processing of CONactor Estate-Agent Basic, in this special case a model
for an object verification, will open. The application resembles the word processing of
the Microsoft Office Package, so that it will be easier to handle as well as to minimize
the schooling effort. Here it is possible to modify the created document
(IMPORTANT: the performed changes are only valid for the currently opened
document and will not be applied to the model. How to change models gets
explained later in this manual!). If you finished the modification you are of course able
to print or deposit the document in the document management system of the
application. To deposit the document simply close the word processing
(IMPORTANT you must save the document first with the button ). The following is
then displayed:

To deposit the document press “Yes”. You will be forwarded to the assistant of
“Capture A Record”. Just follow the assistant as already described. After completing
this progress, you may find the document in the DMS of CONactor Estate-Agent.

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Modify / Create Exposées with Word Processing
To create a new exposée with the word processing you should proceed like this: In
the window

select the button . You will see this window then.

It will enable you to give your model a name and to select an available model as a
basis. Click on if you have done so. The new model is now
generated and ready for modifications. To change the model push the “Modify”
button in the starting screen of the application,

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, so that you will be forwarded
to the modification mode:

The viewable windows and text marks are placeholder for the to be inserted fields. It
has to be mentioned that you can insert all in the object’s master data available
fields. To add one plase click on the menu “Add Data Field”

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. The short-cut (“Ctrl+D”) will also lead youto this menu
item. The belower displayed window is then available:

To add the new field mart the particular one in the list and push to
finally include it into your model. As an example we include the field M_Email
(Estate-Agent’s E-Mail Address) into the model, the field’s title is M_Email. Within the
model it is going to look like this:

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The field {M_Email} was pasted to the before marked spot. Of course it is possible to
freely move it according to the general rules of text modification. Likewise, graphics
may be added, meaning that the proceedure of including a picture is the same as it is
for fields and that pictures, too, can be formated according to the general rules of text
modification. If you have finished your work on the model, you only need to save it
with the button and exit the application. Now you may actively use your new
model. For an explanation how to do so, please read the description above.

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Potential Clients (Contacts)
Create New

With the help of this function you are able to create contacts or potential clients. Just
follow the assistant and fill in the fields manually via keyboard. The assistant provides
you the possibility to automatically fill the field “City”, if you know the ZIP code. In this
case enter the ZIP code and press then. A list with all disctricts of this ZIP
appears, you may now select the appropriate district. As soon as you filled in all
fields, push to go to the next step of the assistant.

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At this point you enter the phone numbers and E-mail address. Closing you have the
option to assign a relationship to this contact. Have you entered all information, finish
the assistant with .

Following you define what kind of object the potential client is looking for.

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Therefore you mostly can fill the fields using the scroll-down menu, all other fields
must be filled in manually via keyboard.
Are all entries made, you can exit with or directly search for
appropriate objects for your potential client with

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Verifications / Appointments
New Appointment

This assistant supports you during the creation of a new appointment. This function
enables you to define in only a few steps appointments for you or your staff
members. The entry is elegantly realized with scroll-down menus or radiobuttons.
You may also add external participants to each appointment by clicking on the -
button. You will now come into the listing view of your contact data base and may
add, as already mentioned, new contacts. It is of course possible to assign several
external contacts. If you entered all fields, click on .

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In this mask you constitute the date, as well as the length of the appointment, if it
should be a several day lasting fair visit for example. Have you done so, push
to go to the next step.

In this window you set if you would like to enter details like time specifications or
memos. Pushing will close the assistant and generate your appointment.
will forward you to this window.

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You may enter the duration of the appointment,here. With you will come
to the next mask of the assistant.

This overview shows you when the appointment is taking place as well as possible
collusions with other appointsments. At this point you can also copy the appointment,
if it is taking play at a different day again. will bring you to the last step of
the assistant.

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This window enables you to write memos to your appointment. With you
will complete the assistant and the appointment will be created.

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All Appointments

Here you can see all appointments for a certain time period. Should several users be
created, their appointments will of course be displayed, too. Within this overview you
may click on the appointments to have a look at their details. You are also able to
modify or delete appointments. Creating new one’s is realized as well, for detailed
information how to do that please read above.

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New Verification

A verification is generally understood as for example a visit of the object with the
potential client or the sending of important documents to tenants / potential clients.
The filling of the field is similar to all other functions in CONactor Estate-Agent Basic.
Within this function you additionally have the opportunity to assign an object to the
verification. The functionality is the same as is it for contacts.

All Verifications
In the opening view you will see all created verifications. It is possible to view the
datails of a verification, as well as to delete or create new one’s.

Record (Document Management System)
Document Manamgement System generally stands for the active management of
information supported by data base systems. This means for CONactor Estate-Agent
Basic that you have the chance to deposit all documents concerning an object into a
DMS sytem, sorted by object. To capture a record, proceed like this:
With Record – New you start the assistant, which is supporting you during the whole
process of creation.

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This site gives you some useful information about capturing a record. With
you will get to the next step of the assistant.

In this window you set the addresser or addressee of this particular record. It can als
be more than one person, that is coneccted to this record. will forward
you to the selection of file.

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The -button opens the Windows Explorer in which you may select the file(s). In
can also be audio or graphical matieral. Important! You may configure CONactor
Estate-Agent Basic’s DMS in a way that after capturing the record, the file will be
deleted from your local hard drive and is only available in the data base from there
on. If you do not wish so, plese uncheck the box “Erase selected data after
copying”. With you will open the next step of the assistant.

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In this window the descriptive attributes, which the record possesses, are set. You
generally define the concerning project or object numer, the document type (e.g.
certificate of title, tenancy contract, maintenance fee verification,...), and the
document’s date (certificate of title’s date of creation). Concluding you constitute the
title of the document. With you have done all needed entries and the
record gets deposited.

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You finally terminate the progress with “Done”.

Record – Show All -

This window lists all in the system created records. Similar to the search functions in
the listing view of contacts, you are also able to search for certain records. As a
matter of course you can open and maybe modify the records,here. Further more
there is a button “Record” in all objects, opening a, by the object number filtered, list
of records.

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Search Record

Here, you have the opportunity to search with an algorythm for special records. You
do this by entering values into the appropriate fields and / or selecting menu items in
the scroll-down menus. The progress will start as soon as you press “Search”.
“Reset” will erase all in this window made entries.
CONact Market Entry Management GmbH
Zum Feldberg 1 – 3
61389 Schmitten / Taunus
Tel. +49- 6084 – 950 200
E-Mail: info@conact.de
Internet: http://www.conact.de
See more at :
http://www.Slideshare.net/CONACT

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CONactor Estate-Agent User Manual

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