How To Select A Sub-Set of Prospect Records For Printing

First off, it is advisable to import only the specific records you plan to process into the Investment Dominator. However, you may have already imported several thousands of records into the Investment Dominator; but, only want to select/process a sub-set of the prospect records imported.

How do you manage a large number of prospect records imported going forward on a weekly basis?

Step 1) – Select all Prospect Land records and put them in the “ON HOLD” status

Note: Check for any other Land Records in the “HOLD” Status prior to executing this step and update/move those records into a different status.

Use the ‘Search By‘ function and select the “Prospect” status as shown below.

Press the blue ‘Search‘ button next to the field to bring up all the prospect records in your system.

Click the ‘Select All‘ checkbox above the records to select all the records in the search query.

Select the ‘Change Status‘ option above the records.

Change the status field to the ‘ON HOLD‘ option.

And press the blue ‘Confirm Move‘ button to move these selected records from the ‘Prospect’ status to the ‘On Hold’ status.

Press the blue ‘Clear Search‘ option above the record table to display all records under the ‘Land‘ page.

Step 2) – Select only the Prospect records by Property ID Range to be processed

NOTE: The following is only a simulation, you may select any number of records to be processed by Property ID Range as necessary.

Select/display all records “ON HOLD” status by pressing the ‘On Hold‘ Stage filter at the top of the record table as shown:

Select the ‘Search by>Property Id Range‘ option and enter the record range of records that you want to process.

Click the blue ‘Search‘ button.

NOTE: The ‘Property Id Range’ can equal 250 records, 500 records or any range of records you want to process. In this example 11 records display.

Click the ‘Select All‘ checkbox to select all the records in the search query.

Click the ‘Change Status‘ option.

The “Prospect” status should already be selected, so simply press the blue ‘Confirm Move‘ button so that these selected records move from the “ON HOLD” status to the “Prospect” status:

Step 3) – Generate your direct mail letter campaign

Click the ‘Campaigns‘ option above the record table:

Click the green icon on the first line to save the .CSV Excel mailing list file, (containing all Prospect records included in that mailing) to your computer and send the .CSV file and two accompanying template files, (Neutral Letter and Envelope template) files to LPGLetters.com for them to process.

Step 4) – Use the ‘Bulk Update Records’ option to change the status of processed records for tracking

Click the ‘Bulk Update Records‘ function to change status of the records mailed from ‘Prospect’ to the ‘Mailed Letter-1’ status:

NOTE: The following week in order to process the next set of 250 or 500 records simply repeat the process above starting at Step 2) .

Share this article:

How To Manipulate The Order of Property Listings On Your Selling Site

On your current Investment Dominator Selling Site, you may not be satisfied with the default order of listings displayed and may have a need to feature other listings appearing further down the list.

To change the order of how listings appear on your Selling site follow the steps below.

Step 1) Under ‘Customize> Website Settings – Selling’

Navigate to the ‘Customize>Website Settings – Selling‘ section:

Step 2) Scroll Down To The ‘Property Listings’ Section

Scroll down to the ‘Property Listings‘ section:

Step 3) Arrange The Listing Order

Select the specific listings you want to move either up or down in order based on the listings display.

Under the ‘Display Order‘ column select either the ‘Move Up‘ or ‘Move Down‘ options for the specific listing you want to either move up or move down, (one position at a time).

NOTE: As soon as you select either the ‘Move Up‘ arrow or ‘Move Down‘ arrow associated with a specific listing, the system immediately causes that listing to be re-positioned in the order display.

Step 4) Save the changes

NOTE: Simply pressing the ‘Move Up‘ arrow or ‘Move Down‘ arrow and seeing the listing change position in the Admin Console will NOT be sufficient to update the listing order on your Selling site. You must first save the changes.

To save the new listing order scroll to the bottom of the page and press the blue ‘Update Site‘ button.

Step 5) View The Changes On Your Selling Site

In order to see any Listing Order changes, select the ‘Websites>Selling Site‘ option from the menu as shown:

Share this article:

How To Send Out 2nd Offer 30 Days Apart

Once an initial batch of offers have already been sent, Investment Dominator allows you to Tag the associated records. At some date in the future, you can search for and select those specific records based on a Tag and send out 2nd Offers as needed.

Step 1) – Create A Tag For Each Record

From the ‘Customize‘ menu select the ‘Tags‘ section as shown:

Select the ‘Add Tag‘ button to create a new tag.

Give your tag a name by entering a value under the ‘Tag Name‘ field.

For example, you can name the tag to be the date you want to send out the 2nd offers.

When you’re ready, click the ‘Add ‘ button to create and save the tag in the system.

Step 2) – Select Records And Add Newly Created Tag

To select the records in the ‘Offers Sent‘ status simply select the ‘Search By…> Status‘ option from the Quick Search dropdown located just above the record table on the left side of the page.

Click the ‘Search‘ button to load these records indexed under the ‘Offer Sent‘ status.

Click the ‘Select All‘ function from the top of the record table. This will select all the records under the ‘Offer Sent’ status.

Then click the ‘Tag’ option to apply your newly created tag to the recordset.

Type in the name of the newly created tag that you created in Step 1 above and click the name when it appears in the list. Click the ‘Confirm Tag‘ button and then the ‘Ok, Close‘ button to complete tag assignment.

NOTE: To remind yourself to run the list 30 days later, create a Task in the system and assign it to your user account.

Step 3) – 30 Days Later Search For Tag’d Records

To retrieve these records at some point in the future you’ll want to run an ‘Advanced Search‘ to identify the records that are both in the ‘Offer Sent’ status still (meaning they have not yet accepted your offer) and that also have your custom tag applied to their record.

To do this go to ‘Land> Advanced Search‘ and add two rules to your search:

  1. Status‘ equals ‘Offer Sent‘.
  2. AND ‘Tag‘ equals the name of your custom tag you created in Step 1.

NOTE: You will want to create a Custom Status called “2nd Offer Sent” so that you can move these records into this custom Status once you have sent out the 2nd offers that way you will be able to identify who you sent 2nd offers out to in the future.

Share this article:

Raw Data Processing: Identifying Entities

If the County saves both individual owner names as well as entities under a single Property Owner field then one of the data processing steps you will need to conduct is to programmatically identify these entities and move them to the ‘Company’ column within your list. You will also need to indicate under the ‘Type’ field that these records are companies by entering the value of ‘Company’ for these records.

Below is a list of common keywords that would indicate that the owner is not an individual but rather a company or entity:


acquisition
aka
assoc
associa
association
bank
benefactor
beneficiary
business
c/o
care of
church
city
club
county
dept
develop
eastern
es
est
estate
et al
family
firm
foundation
holding
inc
invest
ira
land
llc
lp
ltd
northern
of
owner
ownership
partner
property
school
service
southern
st
state
tenant
tr
trs
trust
univ
us
western

Raw data lists also contain multipart names or prefixes and suffixes that need to be identified and properly formatted into the ‘First Name’ and ‘Last Name’ columns in the case of ‘Individual’ records and should not be treated as companies simply because they contain multiple spaces. You can also use this list to distinguish between common multipart names and middle initials that the county may also include in the raw data and which should be removed.

Below is a list of common multipart names, prefixes, and suffixes that you should account for in your data processing scripts:

Atty
Da
De
Del
Della
Des
Di
Dr
Du
Esq
Et Al
I
II
III
IV
Jr
La
Le
Mac
Mc
MD
Mr
Mrs
O
PhD
Prof
Ret
Rev
Sir
Sr
Von

Below is an example macro that you can use (and adjust as needed) that identifies companies or multipart names based on keywords lists like the ones posted above. We use similar scripts to identify the Companies in a list and move the company name to the ‘Company’ column in our list.

First, create a workbook with 3 sheets:

    Set InfoWs = Sheets("info")
    Set Kw = Sheets("keywords")
    Set SmpleWs = Sheets("sample")

The “info” sheet must have a title in column “A”, where you paste the OWNERS on row 2. The “keywords” sheet starts in Column “A” row 1, and the data will be on the “sample” sheet row 2, so the titles for the “sample” will be “Type”, “First Name”, “Last Name” and “Company”.

Then add and run this macro to identify records based on the keywords listed in your “keywords” sheet:

Private Sub GetCompanies_Individuals()
    Dim wrdLRow As Long
    Dim wrdLp As Long
    Dim OwnersLrow As Long
    Dim OwnersLp As Long
    Dim fndWord As Long
    Dim InfoWs As Worksheet
    Dim Kw As Worksheet
    Dim SmpleWs As Worksheet
    Dim names() As String

    On Error Resume Next

    'Define worksheet that has data on it....
    Set InfoWs = Sheets("info")
    Set Kw = Sheets("keywords")
    Set SmpleWs = Sheets("sample")

    'Get last row for keywords based on column A
    wrdLRow = Kw.Cells(Rows.Count, "A").End(xlUp).Row
    
    'Get last row for owners based on column A
    OwnersLrow = InfoWs.Cells(Rows.Count, "A").End(xlUp).Row

    'Loop through lists and find matches....
    For OwnersLp = 2 To OwnersLrow
        fndWord = 0
        For wrdLp = 1 To wrdLRow

            'Look for word...
            fndWord = Application.WorksheetFunction.Search(Kw.Cells(wrdLp, "A"), InfoWs.Cells(OwnersLp, "A"))
            'If we found the word....then
            If fndWord > 0 Then
                    SmpleWs.Cells(OwnersLp, "A") = "Company"
                    SmpleWs.Cells(OwnersLp, "D") = WorksheetFunction.Proper(InfoWs.Cells(OwnersLp, "A"))
                    'fndWord = 0
                Exit For
            End If
        Next wrdLp
        
        If fndWord = 0 Then
            names = VBA.Split(InfoWs.Cells(OwnersLp, "A"), " ")
            SmpleWs.Cells(OwnersLp, "A") = "Individual"
            SmpleWs.Cells(OwnersLp, "B") = WorksheetFunction.Proper(names(0))
            SmpleWs.Cells(OwnersLp, "C") = WorksheetFunction.Proper(names(1))
        End If

    Next OwnersLp
End Sub

NOTE: If you are not familiar with creating macros, data processing software, data processing techniques, and best practices then we highly suggest you hire a professional data processor to filter and process your raw data lists to be used for import. This article explains how you can easily outsource this step to a highly qualified professional.

Share this article:

Notes: How To Attach A Property To A Note

There are two ways you can attach a property, or properties to a seller financing Note:

  1. If you create the Note from the ‘Land>Options>Payment Calculator> Create New Loan‘ or ‘Land>Options>Payment Calculator> Create New Lease Purchase‘ then the system will attach the property record that you were on when you opened the Payment Calculator to the New Note record.
  2. If you create the Note from the ‘Notes> New Note‘ screen, then under the ‘Property Information‘ section you will need to manually select the property or properties that you want to attach to the Note.

NOTE: In order to attach a property record to a Note record the Land Record must be in the ‘Complete/ Ready To Sell‘, or ‘SOLD‘ Status.

NOTE: Multiple properties can be attached to a single Note record.

Share this article:

How to process SKIP TRACED records in batches

The Investment Dominator allows you to SKIP Trace records and re-import them in large batches. So how can you process SKIP TRACED records in the Investment Dominator?

Step 1 – Select “Skip Trace” Status Records

Set each appropriate Land record in Investment Dominator to “SKIP TRACE” Status.

Select all SKIP TRACE status records in Land area by selecting Skip Trace

Step 2 – Export all “Skip Trace” Records

Select all SKIP TRACE status records by checking the Select All box.

Select the Export function to generate an Excel .CSV File as shown:

#1 Select All #2 Export

Export and save Excel records as necessary on your computer for sending to a VA for appropriate changes and re-importing back into Investment Dominator.

Step 3 – Delete all selected “SKIP TRACE” Records

Delete all selected SKIP TRACE Status records by pressing the Delete function.

After deleting all previously selected SKIP TRACE Status records, send exported .CSV File to VA for appropriate changes.

Once appropriate VA changes are complete, receive the .CSV File from VA back in Investment Dominator format for re-importing Step 4.

Step 4 – Re-import “Skip Traced” formatted records

Import SKIP TRACED formatted records back into Investment Dominator (Note: Add “Property Size” and “Market Value” fields on import file if necessary).

As in the case of all import files they must be saved and imported as comma delimited or .CSV file

On the Import, select the [Update Existing Records] button to update all Land records changes being re-imported back into Investment Dominator

Note: System will default to [Create New Records] button.

Select Update Existing Records, Choose File and Upload List

Final task, select “Choose File” button to select appropriate formatted Excel file from your computer with changes and press the [Upload List] button.

Share this article:

How to Delete the last Import of Land Records

Occasionally, you may have imported several records into Investment Dominator, (in error) and you need to delete all records in that recent import. The following illustrates how to identify and delete all Land records from a specific import.

Step 1 – Identify all records in the last Import

Select [Team] function from the top level menu in Investment Dominator

Once inside the “My Team” function, select the [Activity Log] function

All Activity Log transactions are displayed in the most recent functions completed first, as indicated in the Date column.

In the Action column, the specific action you need to identify shows as “Add (By Importing List)“.

The Land record’s property ID range of that import will display, (in this case records #377 – 380).

This example shows only 4 Land records; however, depending on the size of the last import, this range could represent 500, 10,000 or more Land records.

Note: Write this property Id range down as you will need to enter these numbers in the next Step 2.

Step 2 – Selecting all records in the last import transaction

Go back to the Land records display in the Investment Dominator by selecting [Land] function

Select “Property Id Range” in [Search By] drop-down list to enter property Id range identified in Step 1.

Enter the property Id range as shown, (in the FROM and TO boxes) as search criteria to select all records in the last import.

Press the blue [Search] button to select/display all records in the property Id range.

Step 3 – Deleting all records identified and displayed in the last import

Once all records have been identified and displayed from the last import, Select All the records for deletion.

Once all records from the last import have been selected and displayed, (based on property Id range in Step 2) select the Delete function to process and confirm the deletion of all records.

System will ask you to CONFIRM the deletion

Once you CONFIRM the deletion of selected Land records and press OK, this last import is deleted from Investment Dominator.

Share this article:

The Status of a Note and How To Update It

The Status of a Note is important because it is what controls the overall state of the Note is as well as properly indexes your records for accurate reporting.

Here is a brief explanation of the built-in Note Statuses and what they mean:

  • Preview: Initially when you create a new Note record from the Payment Calculator the default status of the Note is set to ‘Preview‘ which is a way for you to review and refine the settings of the Note before you actually go live.
  • Open: To active a Note you need to change the status to ‘Open‘.
  • Delinquent: When a Note becomes delinquent the Status changes to ‘Delinquent‘ and then back to ‘Open‘ once the Buyer gets caught back up.
  • Pre-Foreclosure: When you are in the process of taking the property back due to non-payment you can manually move a Note into the ‘Pre-Foreclosure‘ Status.
  • Complete: When a Note term has completed the status of the Note can be updated to the ‘Complete‘ status.
  • Canceled: If someone cancels a Note prior to the term ending, you can update the Status to ‘Canceled‘ which saves the record and payment history of the Note but deactivates in the system.

How To Change The Status of A Note

In order to change the Status of a Note you must first click on the ‘Edit‘ link to the right of the Note record in the Notes overview table that you want to update.

Next, click the ‘Edit Record‘ button located to the top right of the record to open edit mode.

Under the ‘Status‘ field select the status that you would like to move the record into.

NOTE: Selecting the ‘Open‘ status will trigger the system to generate any payments due between the current date and the Note’s origination date so you’ll want to confirm what you have entered under the ‘Origination Date‘ field prior to saving this change.

Click the ‘Save Changes‘ button to save your updates.

Share this article:

Notes: How To Link Buyers To a Loan or Lease Purchase Record

To link buyer(s) to a Loan or Lease Purchase Note first click the ‘Edit‘ link to the right of the Note record that you want to update:

Click the ‘Edit Record‘ option to the top right of the screen:

Navigate to the ‘Buyer Information‘ section and under the ‘Primary Buyer‘ field select a Buyer Contact that you want to attach to the loan.

NOTE: The contact must be entered under the ‘Marketing‘ tab as a ‘Buyer’ record in order to be attached to a Note.

NOTE: You can also attach additional Buyers to the Note under the ‘Secondary Buyer(s)‘ field.

All the buyers that are referenced under the ‘Buyer Information‘ area will be referenced in Note Documents that you generate from the system regarding the Note.

Click the ‘Save Changes‘ at the top right of the record to apply the changes.

Share this article: