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MLS Usage Instructions
- 1. Browser Issues
- 2. Account Management
- 3. User Profile Options
- 4. Super Use Instructions
- 5. Mobile Application
- 6. Custom Reports
- 7. File Upload
1. Browser Issues
1.1. Disable Clear Cache On Web Browsers
Chrome
- Open the Google Chrome browser.
- Click the Ellipsis icon in the upper-right corner of the browser window.
- In the drop-down menu that appears, select Settings.
- On the left side, click the Privacy and security option.
- In the Privacy and security section, click the Cookies and other site data selector.
- Under General settings, click the toggle switch next to Clear cookies and site data when you close all windows so that it's in the off position. You want it to be grey, like in the photo. If it looks like this it is on.
- Your browser cookies and site data are NOT cleared each time you close Chrome.
Mozilla Firefox
- Open the Mozilla Firefox browser.
- Click the menu icon in the upper-right corner of the browser window.
- Select Settings from the drop-down menu.
- In the window that appears, click the Privacy & Security option in the left navigation pane.
- Scroll down to the Cookies and Site Data section and uncheck the box next to Delete cookies and site data when Firefox is closed.
- Now your browser cookies and site data are NOT cleared each time you close Firefox.
Microsoft Edge
- Open the Microsoft Edge browser.
- Click the Settings and more icon in the upper-right corner of the browser window.
- In the drop-down menu, near the bottom, select Settings.
- Under the Settings section on the left, click Privacy, search, and services.
- In the Clear browsing data section, click the arrow to the right of Choose what to clear every time you close the browser.
- Click the toggle switch next to cookies and site data when you close all windows so that it's in the off position. You want it to be grey, like in the photo. If it looks like this it is on.
- Your browser cookies and site data are NOT cleared each time you close Edge.
Opera
- Open the Opera browser.
- Click
in the upper-left corner of the browser window.
- In the drop-down menu that appears, select Settings.
- In the window that appears, click Advanced
on the left side of the screen, then click Privacy & security.
- In the Privacy and security section, click the Site Settings option.
- Under the Content section, click the arrow next to Cookies and site data.
- Click the toggle switch next to cookies and site data when you close all windows so that it's in the off position. You want it to be grey, like in the photo. If it looks like this it is on.
1.2. Clear Cache
After you complete these we recommend closing the browser and resetting your PC\MAC. Also, make sure your browser and Operating System is up to date.
Firefox - Windows
Push Ctrl + Shift + Delete at the same time.
Change the Time range to Everything
Make sure Cookies and Cache are checked at a minimum.
Click Clear Now
Close and Reopen Firefox
Google Chrome - Windows
Push Ctrl + Shift + Delete at the same time.
Click on Clear Browsing data
Change the Time range to All Time
Click the down arrow next to Clear the following items from and select beginning of time to delete everything.
Remove the checks from everything except Cookies and other site data and Cached images and files.
Click Clear data
Close and Reopen Chrome
Windows Edge
Push Ctrl + Shift + Delete at the same time.
At a minimum, check the boxes for "Cookies and saved website data" and "Cached data and files"
Click Clear
Close and Reopen Edge
Safari - Mac OS X
Click the Safari menu
Click Preferences
Click Privacy
Click Manage Website Data
Click Remove All; then Remove Now
Click the Safari menu; select Quit
Open back up and log in again
Firefox - MacOS X
Push Shift + Command + Delete (In number row)
Change the Time range to Everything
Make sure Cookies and Cache are checked at a minimum.
Click the Firefox menu; select Quit
Click Clear Now
Google Chrome - Mac
Push Shift + Command + Delete (In number row)
Change the Time range to All Time
Click the down arrow next to Clear the following items from and select beginning of time to delete everything.
Remove the checks from everything except Cookies and other site data and Cached images and files.
Click Clear data
Click the Chrome menu; select Quit
2. Account Management
2.1. Create Assistant Account
Each assistant must create their own account first. Please use the site below. After they have made their logins they will need to contact us to add the SuperUse functionality back to their account.
https://assets.tangilla.com/associations/6580/admin_assistant_faq.html
The attached SuperUse form can be emailed back to support@columbusrealtors.com
After Permission is Granted you can use the following instructions to Superuse.
2.2. Add Broker or Administrative Permission to Account
To follow the steps included member or assistant's account will require an active membership.
After administrators create their assistant accounts. The Designated Broker will need to access the Member Portal and assign appropriate access to the MLS.
The same instructions apply to Licensed Agents who require Office Administrator access to an office or company.
Below are the steps the Broker needs to follow to allow Administrative access.
Click here for a demonstration video - https://www.youtube.com/watch?v=PqhWcMe7F1U
Go to www.columbusrealtors.com or visit portal.columbusrealtors.com
- Select “member portal” in the upper middle of the screen.
- On the left-hand side of their Portal Page. Select “Roster” under the “Brokerage” Category.
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Select the Assistant, Administrator, or Agent you wish to assign access to and click MLS Access.
- Assign appropriate access.
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The Standard Option is for accounts without administrative access.
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The Office Option just allows the Administrator (Broker) access to Add\Edit Listings for the Assigned Office.
- The Broker Option does not show up on Non-Licenced Accounts only Active Members Of the office.
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- The Group Option allows the Administrator (Head Broker) access to Add\Edit Listings for all Offices in a Company.
2.3. Terminate Assistant or Administrator Accounts
Below are the steps the Broker needs to follow to Terminate an Assistant Account.
Go to www.columbusrealtors.com or visit portal.columbusrealtors.com
- Select “member portal”
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On the left-hand side of their Portal Page, select “Roster” under the “brokerage” option.
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Select the Assistant, Administrator, or Agent you wish to deactivate and click Terminate.
3. User Profile Options
3.1. Update Office Profile (Broker Only)
To update your Office Information used within FlexMLS you need to update this in the member portal first.
Vist: https://portal.columbusrealtors.com/
After logging in you will see the homepage on the left you will see all the Grouped Categories to find information on your account.
You want to scroll down to the Brokerage and choose Office Profile. On the bottom right you will see a Blue Edit Profile Button.
3.2. MLS Profile Contact Information - Update Subscription
To update your personal information used within FlexMLS you need to update this in the Member Portal first. Remember the Information is Public.
Vist: https://portal.columbusrealtors.com/
After logging in you will see the homepage on the left you will see all the Grouped Categories to find information on your account.
You want to scroll down to the Subscriptions and choose Columbus MLS.
You need to click the Details button to bring up the Phone, E-Mail, and Website.
The next step is to click the Edit button to set your current contact information on the MLS.
Instructions to check\update inside FlexMLS
https://support.columbusrealtors.com/index.php?pg=kbindex.php?pg=kb.page&id=12.page&id=13
We also recommend updating your Association contact information and this information is Private. On the left navigation bar click on My CR and then click profile. Just make sure you have the correct information for billing internal contact.
4. Super Use Instructions
4.1. How to use SuperUse Function
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To SuperUse you will need to be on a Desktop Web Browser to activate this option. You CAN NOT do this on the Mobile Applications.
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After you use this function it will carry over to the Mobile Applications and anywhere you can sign in.
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If the Office or Member Account being SuperUsed is disabled you will need to reactivate the feature to SuperUse again.
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CAUTION: In the FlexMLS system, the system will REMEMBER the last person you SuperUsed as UNTIL you superuse another user. So, if you switch to a different computer and log in as you, you automatically switch back to the other person's login. However, this will not happen until you superuse yourself again. This may take some time to get used to. Depending on your business structure, this may be a benefit. Just remember to SuperUse your user name to get back to your account when you need to.
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How to log in as another Account (“SuperUsing”)
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Log into FlexMLS with your normal personal username and password.
http://cr.flexmls.com
- Next, click the button that has your initials in it in the upper right corner of the screen
- Click Change User to log in as someone else. (As a shortcut, you can just type their user name into the box and click Use, but you need to have their correct user name handy)
- Click the name of the person you want to log in as. If you double-click the Member Name you can skip the next step.
- Click the “Next >>” Button to log in as them. You will now be logged into the FlexMLS system as that member.
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If you are a licensed agent/broker, you can continue to log back in as you (if you are an unlicensed assistant, you will not be able to do this). When in the “Change User” menu, instead of choosing another person, you can click “Quit SU-ing” to log back in as yourself.
You can always tell who you are logged into by clicking on the initials button in the upper right corner of the web page at any time.
5. Mobile Application
5.1. Multiple Agents FlexMLS App for Clients
If you have a client that has worked with another agent they might not have access to your portal. In order to gain access, they would have to follow these directions. Below are instructions for Android & iPhone.
1. Android
- When your client logs in, they should see a screen similar to the one below.
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When your client logs in, they should be greeted by the screen below.
2. Apple iPhone (IOS)
- Your client needs to log out of the FlexMLS App and log in again to see a list of agents they have worked with.
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When your client logs in, they should be presented with the screen below.
5.2. Update Status on Android
To change your status you need to pull up your listings under your profile Photo. To get here you should see your Photo or initials. After you click here you can select listings. Select the listing you want to change and at the top, you can tap edit. From edit you will have all the options you would normally have on a pc. The photos below are from the android application and the IOS counterpart the navigation bar is at the bottom of the screen.
5.3. Clear Android Application Data
Make sure you’ve got all your software updates installed. Next, you’ll want to reboot the phone. This way, you’re running a clean startup environment.
Next, this link can get you going in the right direction: https://www.howtogeek.com/355154/how-to-clear-app-data-and-cache-on-android-to-solve-common-problems/
Please note, it’s likely not going to EXACTLY match what your device gives as options, but the idea is the same. For example, on my phone: Google Pixel 3A XL running Android 10
- Open Settings
- Click Apps & notifications
- Click “See all XXX apps..”
- Find and Click Flexmls Pro
- Click Force Stop
- Click Storage & Cache
- Click Clear Cache
- Click Clear Storage < - this is important
- Back out of all menus and try the app again
Your steps will be similar, but the wording may not be the same. For example, it may say “Clear Storage” or “Clear Data”.
This can be used on any app-giving issues. The idea of clearing the program storage is you’re forcing the app to run like it’s the first time the app has been running. I’ve seen this with apps that act up due to OS updates/updates to the app itself.
When we see this with people and Flexmls Pro, it should do the trick. You’ll have to log in again, but it should let you through.
6. Custom Reports
6.1. Productivity Report
Per the instructions below, you will be able to use the Search option to find an Office or Agent’s Productivity.
From the Menu button on the top left of the MLS Screen:
1) Under the “Search” category.
2) Click the “Quick Search” option.
3) Choose “CR - Inventory - Productivity Search.”
4) Click the “Use” button to get to the criteria entry screen.
(Optional) Click Property Type if you want to include more than Residential properties.
5) Click the current set of statuses to change it to just “Closed.”
6) Change Sold Date to the date range you’d like to do. You can also use the small black arrows button to enter dates in a “days back” style instead of specific dates. If you do not want to have a sold date (e.g. to look backward back to 1994, just uncheck the box next to “Sold Date.”
7) Checkmark the “Listing/Selling Member” field for the agent you’re searching for
- a) In the name box, type in the name or license number of the person you are looking for
- b) Click on the person to highlight them in the Members box
(optional) You can additionally set other options, but most likely you’ll want to keep the other settings the way they are.
- c) You may at this point need to click the checkbox again next to the field name if it becomes unchecked
8) You’ll get a count at this point if you want to see statistics do the next steps:
9) Click the “Print” button.
10) Choose “List”
11) Choose “One Line” Under List
12) Uncheck “Details”
13) You can View, Print, or Email this information.
6.2. Ranking Report
1) Log in to FlexMLS at http://cr.flexmls.com
2) Click on the MENU button on the upper left of the screen find the “Statistics” category, and click “Inventory & Production”.
3) Click on “Ranking Report” then choose Run Report.
(Optional) Choose what criteria you want to filter by geography and other kinds of information.
4) At the bottom of the page, enter the date frame you want to do a ranking for.
4) At the bottom of the page, select “Next”
6) Click the “Next” button
7) Choose your grouping method.
8) Click the “Use This Selection” button
9) Choose the output types you’d like to see in your Ranking Report. This is how the data sets will be sorted.
10) Click the “Next” button
11) Choose the criteria you’d like to run the ranking. You can run totals by listing side, selling side or both combined. You can also change the setting to show just the first 10, 100, 1000, etc members. – Note, that a higher # of options will require a longer run time for the report.
12) Click the “Next” button
11) Let the Ranking Report load before attempting to print
12) If you’d like to change any of the settings after you run the report, just hit the back button on your browser enough times to get back to the area you need to change, then use the buttons within the page to move forward again to re-run the report.
6.3. Saturation Analysis Report
1) Log in to FlexMLS at http://cr.flexmls.com
2) Click on the MENU button on the upper left of the screen find the “Statistics” section, and click “Inventory & Production”.
3) Click on “Saturation Analysis”
(Optional) Choose what criteria you want to filter by geography and other kinds of information
4) At the bottom of the page, select “Market Share”
5) At the bottom of the page, enter the date frame you want to do a ranking for.
6) Click the “Next >>” button
7) Choose your grouping method.
8) Click the “Use This Selection >>” button
9) Choose the criteria you’d like to run the ranking. You can run totals by listing side, selling side or both combined. You can also change the setting to show just the first 10, 100, 1000, etc members. – Note, that a higher # of options will require a longer run time for the report.
10) Click the “Next >>” button
11) Let the unofficial ranking report load before attempting to print
12) If you’d like to change any of the settings after you run the report, just hit the back button on your browser enough times to get back to the area you need to change, then use the buttons within the page to move forward again to re-run the report.
7. File Upload
7.1. How to Compress a PDF
The maximum file size you can upload to the MLS is 15MB (Megabytes) if you have a file that is too large you can try to compress it or use a tool to cut it up. We prefure compressing as most of the time the file is scanned at too high of a resolution.
Adobe has a tool you can use to compress your PDF to make it small you want to Choose “High” when you do this and make sure not to save over the original when you download the replacement file.