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.

How To Add Public/Private Links On Listings

On land records and listings generated in the Investment Dominator you may have the need to provide additional information for yourself; as well as, potential buyers of property. We use both Public and Private links to accomplish this task as they can provide additional pertinent information for anyone accessing land records or customers perusing your Selling Site to purchase vacant land. Links also serve to keep listings clean and uncluttered with the information being provided.

Execute the following to add both Public/Privates links to any land records:

Step 1) To Create A Public/Private Link “Edit” A Land Record

Note: To create a Private Link a land record can be in any status, while in most instances to create a Public link the land record is in “Complete/Ready to Sell” status. Public links will appear on active listings.

Step 2) Access the [Links] section to add the new link

Once inside the land record scroll down to the [Links] section and press the “Add Link” button.

Step 3) Add either a Public/Private link with associated parameters

Note: Public links will display on any property listings below the property descriptions, while Private links are for personal use and will NOT display.

Enter the Title, Description, URL and Post Vars fields as needed for the new link.

Public Link Example: The following is a simple Public [Google Search] link and will produce an internet google search for entities in the state of “Arizona”.

Private Link Example: The following is a Private [County GIS Site Map] link and will access a GIS County Map for a specific parcel. This link provides information regarding the size, shape and location of the specific parcel as needed.

Step 4) Add Either Public or Private Link For Access

Once all appropriate link information has been added for either a Public or Private link press the blue Add button to generate the link.

Notice both types of links will be added and are active links which can be accessed from within the land record.

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) .

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:

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.

How Tags and Tagging Records Work In The Investment Dominator CRM

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

For example, say you wanted to test the results of two separate direct mail pieces; what you could do is tag one group of people with a “Letter A” tag and another group of people with a “Letter B” tag. After you send out your mail you could export your records to see how many people responded (moved to the next status) that had the “Letter A” tag vs the “Letter B” tag and this would tell you which letter was more effective.

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