Why Am I Seeing a Prompt to Merge Records

You may have noticed when using the Investment Dominator of a prompt informing you to choose yes or no to merge existing records within your land section.

This happens because within your land section you have more than one record with the same information including:

  • Address
  • City
  • State
  • Zip

Let’s break this down further with an example:

Recipient A:
First Name = John
Last Name = Doe
Address = 123 Main Street
City = Phoenix
State = AZ
Zip = 85050
Recipient B:
First Name = Jane
Last Name = Doe
Address = 123 Main St
City = Phoenix
State = AZ
Zip = 85050

Since the address is not an exact match the system will treat it as two different owners but the post office will deliver it.

The second example of this would be this:

Recipient A:
First Name = Jane
Last Name = Doe
Address = 123 Main Ave.
City = Phoenix
State = AZ
Zip = 85050
Recipient B:
First Name = John
Last Name = Doe
Address = 123 Main Ave
City = Phoenix
State = AZ
Zip = 85050

Saying No to the Merge:

When you choose to not merge the records after getting the prompt from the Investment Dominator, you run the chance of sending duplicates in your mailing this is bad for various reasons. One of which includes money wasted on sending out a duplicate mailing to the same person.

Saying Yes to the Merge

You will have the choice to choose each record with duplicates and continue on the process of merging. While this may seem complicated let’s break it down.

You will be presented with a screen showing you

  1. Fields on the lefthand side showing things like (property type, owner, and owner’s zip)
  2. Record A (record id)
  3. Middle column showing you the information you are keeping in the new record after merging
  4. Record B (record id)

Everything entered chosen to be moved onto the merged record will remain in the middle column. Once you are done click on the button right button to continue.

For more information on how to troubleshoot and undo a merge please review this article here:

In the rare scenario where you would want to send a letter to multiple people at the same Address

One thing we want to keep in mind is a situation like this is rare but to get over some of the technicality of this topic we have some methods to help. Here are some ways to address a piece of mail to many people at the same address.

  1. Use the Family name to cover all recipients. The process for addressing an envelope to multiple recipients who belong to the same family is as follows:

    First address Line – “The Family of Mr. and Mrs. John Doe” or
    “The Doe Family”
    This way lets the potential prospect know the mail is intended for everyone belonging to that family.
  2. In order to create a general statement for contacts you could also say as follows:
    “To the Residents of” followed by the line beneath which contains the address.
    Or if the potential prospect is part of a business rather than a residence replace residents with an appropriate title of address like “supervisors”, “owners”, or “employees.

How To Load Saved Criteria For Our Outside Data Service

NOTE: If you would like to know How To Generate A New Land List Via our Outside Data Service please click here.

In order to Load Your Saved Criteria first, navigate to the ‘Land’ tab then click on the ‘Import’ option.

Click the ‘Get Data From Our Outside Data Service’ option, this will allow you to see the options below like ‘Load Criteria’:

Select the saved criteria that you would like to load, then click the ‘Load Criteria‘ option:

From this point, you will get a new pop up screen that contains your previously saved list criteria.

You can make any final adjustments to fine-tune and adjust your query before importing your next list of records.

How To Generate A New Land List With Our Optional Paid Outside Data Service Option

We are excited to announce our new Investment Dominator Paid Data Service Option which allows you to generate a filtered and formated land list directly from one of the leading property data companies in the Nation and import that data directly into the system with only a few clicks.

With this integration, you will not need to filter, scrub, or manually import land records into the system!

Let’s take a dive into this step by step to understand what our Paid Data Service is and how to use it.

First, log into your Investment Dominator CRM and navigate to the ‘Land‘ tab, then click the ‘Import‘ option.

By default, the standard ‘Upload Import CSV File‘ option will be preselected, so for the purpose of this article go ahead and click ‘Get Data From Our Outside Data Service’ option. This selection will change ‘Step 2‘ of the process and look like the following:

NOTE: Notice the ‘Select Criteria…’ dropdown and ‘Load Criteria’ button, these options can be used after you first define and save a list’s criteria. More information about that process can be found here.

STEP 1: Generating Your New Land List – Selecting List Criteria

To start the process, select the State you want to generate your list in.

A list of Counties for that State will then load.

Select the County that you would like to focus on.

For this example, I choose to do the State of Colorado and the County of Adams. (Please note you can do whichever location you want).

Please note if you are trying to exclude previously imported records you must save the criteria of the data being pulled.
For more information on saving Criteria within datatree please click here:

You will notice how once we enter the County information we see Market Value pop up allowing us to set the range for properties we want to look for within the selected area. This can come in handy later when if we want to expand our generated list for more properties.

Click the ‘Get Record Count‘ button to find out how big your land list is and then generate your list (Skip to STEP 2 of this article), or we also have some neat ‘Advanced Filters’ which can help you adjust your list criteria further…

Advanced Filters

Click the ‘Advanced Filters‘ section to expand it.

Under this section you can adjust the ‘Property Size Range‘, allowing you to adjust your list to only contain properties within the range of acres you select.

Next is the option to Include Owners with Multiple Properties this is selected by default to ‘Yes‘ in order to provide ease of access when working through your list. If you so choose you can set this to ‘No‘, however, this means you would have to manually input the other properties of that owner to your list in the event they want you to make an offer on all of their properties that they own.

You will also see an option that can be clicked called “import only one property per owner”. This has been a much-requested feature that will limit the import to just one property per owner.

We have the option to Exclude In-state Owners which by default is set to ‘Yes‘. As well as the option to Exclude owners on “do not mail lists”, by default this is no but if you want to select yes for this option. We are trying to add the most customization to prioritize your search as much as we can.

You will notice Ownership Type in case you did not want to get any “company records”, and you can Filter by Improvement Value. Also, keep in mind when you edit more filters this will change how many records you will be able to pull from a county.

Now that we have gone over the advanced filters let’s click the button called ‘Get Record Count’ to continue.

STEP 2: Getting Your Record Count

After clicking the ‘Get Record Count’ button some new options will pop up as well as information about your generated list.

Let’s start with the top ‘Exclude Previously Imported Records’ option. This option is preselected to ‘Yes‘ which comes in handy when we are loading the same Criteria again to perform another search. You don’t want to pay for the same leads more than once right? This option allows you to exclude those.

Note: This option will only show up if you load a ‘Saved Criteria’ or ‘Previously Saved Criteria’. Changing any criteria will disable this filter.

If you change any of the information above while you are in this step you can hit the button ‘Refresh Count‘ button to see what the updated list size is.

Next, we have the ‘Limit Size of Mailing’ which is followed by a text box and an indicator in brackets notifying you how many records you have left in the month from our Paid Data Service.

For example, if there are 10,000 records in a county but you only have 500 records left in your Paid Data Service monthly allotment you will need to enter in 500 to only pull 500 of the 10,000 possible records for that county. The system will then pull a random set of 500 records out of the 10,000 records and import only those into your system.

NOTE: For the field ‘What status would you like to move the records into’ since we are importing a new list it is recommended and by default set to ‘Prospect status’.

Lastly, we have the ‘Tag Records’ option which allows you to add tracking or segmenting tags to all the records generated in this list. You can add as many tags as you wish.

NOTE: If you would like to save this list of criteria in the system for future reference, see this article:

After reviewing all of the options hit the ‘Import List‘ button to continue.

You will then get a notification that your list has been imported and you should notice your new records appear under the ‘Land‘ tab.