How To Tag Records And Execute Advanced Searches

Tags can be used to index Land, House and Contact records in the system without affecting their stage/status. You can use the tagging methodology to keep track of mailing campaigns, interests, and grouped characteristics.

For example, lets say you wanted to group specific records for a specific calendar date (Tag) and search for all records in a certain County where all land records have a primary phone number populated. The following illustrates how to accomplish this task.

Create A Tag

To create a tag in the system go to ‘Customize> Tags> Add Tag’…

Then enter a new tag name and click the blue ‘Add’ button to save…

Tag Records

To tag land records go to the ‘Land Deals’ tab and then select some records from the overview table then click the ‘Tag’ option at the top of the table.

To tag house records go to the ‘House Deals’ tab and then select some records from the overview table then click the ‘Tag’ option at the top of the table. 

To tag contact records go to the ‘Buyers List’ tab and then select some records from the overview table then click the ‘Tag’ option at the top of the table. 

Select a least one tag under the ‘Tags’ option then click the blue ‘Confirm Tag’ button to index the records under those tags.

(Advanced) Search And Select Tagged Records

With our ‘Advanced Search‘ option, you can easily and quickly identify records under the ‘Land Deals‘, ‘House Deals‘, and ‘Buyers List‘ section based on multiple AND/OR search criteria.

Using this feature you can identify records based on almost any record field in the system and by adding a combination of custom record filter rules such as Equal To, Not Equal To, In, Not In, Less Than, Greater Than, Between, Is Empty, Is Not Empty, etc. to the search.

All you need to do is go to ‘Land Deals> Advanced Search‘ and then create a search with the desired criteria.


Example: By a specific Tag, by County and by Primary Phone

Let’s say you want to identify all the records under your Land Deals section where there is a specific ‘Tag‘, (on a specific date) where records are in a particular ‘County‘ and where the ‘Primary Phone #‘ field is NOT Empty. All you need to do is go to ‘Land Deals> Advanced Search‘ and then create a search with the following criteria:

Note: Simply press the ‘Add rule‘ button to select each criteria for the advanced search and press the blue ‘Save‘ button to name each advanced search.

Once the new advanced search has been generated, named and saved, press the blue ‘Search‘ button to execute the Advanced Search.

Advanced Searches can be accessed from within the ‘Select a saved search‘ in the Advanced Search function; as well as, under the ‘Reports> Saved Searches‘ area.

OR

Once executed, advanced searches will quickly identify and retrieve the appropriate records under the ‘Land Deals‘, ‘House Deals‘, and ‘Buyers List‘ section based on multiple AND/OR search criteria.

How To Edit/Delete Tags In BULK

Tags are used to index Land, House and/or Contact records in Investment Dominator; as well as, to group certain records for future reference. This article will focus primarily on editing or the deletion of existing tags assigned to multiple records in the CRM in a bulk manner.

Note: There is an existing article detailing how Tags and the Tagging Records process works in detail entitled, How Tags and Tagging Records Work In The Investment Dominator CRM.

Create a Tag

To create a tag in the CRM select ‘Customize > Tags > Add Tag button as shown…

Next, enter the new Tag Name and select the blue ‘Add‘ button as shown…

Note: In this example, the Tag will be used to tag land records on initial offers to search for the mailing of 2nd Offers in the near future.

Tag Records

To tag land records go to the ‘Land Deals’ tab and select the records for tagging, then select the ‘Tag’ function as shown….

Select the newly created tag from the drop-down list of tags to be assigned to the previously selected land records and press the blue ‘Confirm Tag‘ button as shown…

Note: This same methodology applies to the tagging of both House and Contact records in Investment Dominator.

System should display Records(s) successfully update message should display!

Editing/Deleting Tags In BULK

To edit/delete a tag in the CRM select ‘Customize > Tags > Scroll or PAGE to the specific TAG for editing or deletion.

Select the ‘Edit’ function to EDIT or DELETE the selected Tag as shown…

Note: The last created TAG will appear on the very end of the previously created tags list.

To Edit the existing TAG make any appropriate changes to the tag and press ‘Save’ function.

To Delete the existing TAG press the ‘Delete’ function.

NOTE: Editing or deleting the tag will remove any reference to the tag in any records in the system even if records were indexed using that tag.

Search By… Tag Option

You can now search all land records by the newly modified tag using the ‘Search By’ function and selecting the ‘Tag’ option. Select the specific tag to filter by and select the blue ‘Search’ button…

Searching by the selected Tag will return all records where this tag, (or modified tag) is now assigned.

If the specific tag was deleted from the system, the tag will NOT be available in the drop-down tags list for selection.

Bulk Update: Advanced Options

You can set the values for the following record fields in bulk under ‘Land> Campaigns> Bulk Update Records> Advanced Options‘:

  • Offer Accept By
  • Option Accept By
  • Offer Expires On
  • Option Expires On
  • Tags

Here’s how…

Navigate to ‘Land> Campaigns‘:

Under the ‘Offers‘ section click the ‘Bulk Update Records‘ option:

Click on the ‘Advanced Options‘ section:

You can save the specific dates that are in your offer contracts to the record itself, or tag these records so that you can reference them later:

How To Calculate Acreage Size Of Property

In many instances you may not have the actual size of a parcel, (in acres) from either county data or county records from list service brokers. The GIS, (geographical information system) will supply a screen shot of the actual parcel and you will be able to pull cross streets near your subject property to determine its location. In our example, this article will illustrate how you can determine the actual acreage size of any parcel using Google Maps.

Step 1) – Acquire Cross Streets From GIS County Map

Record the appropriate cross streets from the GIS system in the county website. Example: Cross Streets from GIS in Harnett County

Edit the appropriate Land record in Investment Dominator to assist in determining the size of the subject parcel.

Cross Streets From GIS
Access Edit Function

Step 2) – Access The Cross Streets Location In Google Maps

In a new browser window, access googlemaps.com

In the “Search Google Maps” search box type in the appropriate cross streets from Step 1) above. (Example: S 3rd St & E McNeill St)

Note: Make sure you select the appropriate matching cross streets that pop-up based on your entry in the search box.

Google Maps will go directly to the selected cross streets based on your selection.

Step 3) Locate Your Parcel In Relation To Cross Streets

Use the GIS county map from Step 1) and locate your subject parcel on Google Maps in relation to cross streets.

Note: You may want to Zoom-In on your subject parcel prior to proceeding to Step 4)

Step 4) Measure Distance And Size Of Your Parcel

Find one corner of your subject parcel and <right-click> on that corner to display the appropriate menu.

Select Measure Distance from menu to start measuring the subject parcel.

To start measuring, <left-click> on each corner of the subject parcel until lines have been drawn completely around the image.

Acquire the Total area in sq ft of the entire parcel for Investment Dominator calculation.

Acquire Total Sq Ft Of Parcel

Step 5) Calculate Acreage Size Of Your Parcel

Copy the Total Area: field in sq ft into the edited record from Step 4)

Go to the Property Information section of the Investment Dominator record.

Enter the Total Area: field calculation from Google Maps into the What is the size of the property? field [SQ. FT.] box in the Investment Dominator.

Press the Enter key on your keyboard to process [SQ. FT.] box entry. Note: The system will jump back to the top of the current record.

Press the Update Record button in the upper right corner of the screen.

Scroll back down to the Property Information section of the record and view the size in Acres box.

Land> Reports: Understanding Your Deal Flow KPI’s

We have a few key reports built into the Investment Dominator regarding your land investment deal flow, located under the ‘Land> Reports‘ section.

Interest By Property

This report will show you the number of people interested in a particular property based on how many people are connected to your property under the ‘Interest In‘ field of your Buyers List (‘Marketing‘ tab).

You can click on the number next to the property description to load the actual list of contacts interested in that particular property.

This report shows you what types of properties get more interest than others.

Saved Searches

This is where all of your saved ‘Advanced Searches‘ are displayed. For more information on how to create an ‘Advanced Saved Search‘ please review this article: https://user-guide.investmentdominator.com/advanced-search-and-saved-searches/

Property By Tags

This report shows the number of records that contain a particular tag. This is useful when segmenting your list by tags.

Click the number next to the Tag name to load the specific list of properties that contain that Tag.

Land Deal Summary

This section displays the main KPI’s of your land deal flow. They include:

  • Total Invested (Land)
    This is the amount you have spent and recorded in the system to purchase land.
  • Total Asset Value (Land)
    This is the total amount value based on the Market Values entered in the system for the property you own.
  • Total Revenue Generated (Land)
    This is the amount of revenue you have generated by selling land based on the recorded sale price saved in the system.
  • Total Profit (Land)
    This is the total profit generated from land sales based on data entered into the system under the ‘Transaction Information‘ section of your property records.
  • Average Deal Life Cycle (In Days) (Land)
    This is how long on average does it take to buy and sell a property according to data entered into the system.

Land Deal By Stage

Your deal flow is organized by Stages in the system. You can view a count of properties in each Stage of your deal flow so that you can identify bottlenecks quickly.

Hover over a column to view the number of properties within that Stage and click the column to load the list of properties within that Stage.

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.

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.

How To Generate An Option Package (for Land Investing)

If you are dealing with a high priced property or one that you are not sure you want to purchase you may want to send an Option Agreement to the owner vs. an Offer Agreement. The Option gives you the option to purchase a property at a specific predetermined price on or before a particular date and gives you the right to market that property for sale within that time period. If you are able to line up an end buyer for the property before your Option expires you can do a double close or just assign the Option or Sale Agreement to the end buyer. Allowing you to do a deal with no money. If you can’t line up an end buyer in time you can simply let the Option expire.

To Generate the Options Package first make sure the record is in the ‘Pending Preliminary Research‘ status.

Enter in and save an amount under the ‘Option Amount‘ field. This will be the amount you agree to purchase the property at, if you exercise your option to buy.

If there are any back taxes on the property, enter the amount under the ‘Back Taxes‘ field and save.

If you would like to change the default dates on the Option Agreement (optional) you can override them on a per property bases by selecting a date under the ‘Option Accept By‘ and ‘Option Expires On ‘ fields.

Make sure that the Owner’s Name or Company/Entity Name is filled out and matches the County’s records.

Click the blue ‘Update Record‘ button to save the changes.

Under the ‘Generate Documents‘ page. Click the ‘Options‘ tab to toggle it open. Click on the .DOC or .PDF options to generate and download the following documents:

  • Option Cover Letter
  • Option Agreement
  • Exhibit A (Optional)
  • Envelope Labels

Here is a list of resources we use for this including the Label and Envelopes we use for the Option Package.

Once you have generated your Option Agreements click the blue ‘Bulk Update Records‘ button to the right of the ‘Generate Documents‘ page to move the records into the ‘Option Sent‘ status.

How To Add Multiple Owners To A Property Owner Record

To add multiple property owners to a land, or house ownership record click on the ‘Edit‘ link to the right of the property record:

Then make sure that the ‘Individual‘ option is selected under the question ‘Owner of Record> This property is owned by:‘, and the ‘Yes‘ option is selected under the question ‘Owner of Record> Are there other owners on title?‘:

Enter the name of the others on title under the 2nd through 5th owner name fields.

NOTE: Typically we don’t deal with properties that have more than five owners on title, but if you do have a property with more parties than five you can either add the remaining names under the ‘5th Owner’s Last Name‘ field, or you can mark the record as a ‘Company/ Entity‘ then put all the owners into the ‘Company Name‘ field.