News & Past Hot Tips

October 2013

-Fields have been added on the Contact Information screen for Spouse/Secondary name and E-mail address. After entering the email address for the primary contact name, select Spouse/Secondary to enter a second email. Only one email appears on this screen at a time, but multiple emails are saved. Click the checkbox to automatically include the spouse/secondary email for auto notifications.

-Most of you know that you can click on the to see the tax record of a property when looking at a listing in full detail. What you may not know, however, is how to do the reverse. When looking at a tax record within the Paragon tax program, you can easily link to the MLS listing(s) for that property. To do this, click Actions and MLS Link from the tool bar.

September 2013

-Where do I find my MLS ID? The fastest way is to click on the little computer icon on the bottom left corner of this screen (next to the session time). You can also find it by searching for yourself via a member roster which can be accessed from the Membership button on the top tool bar. Programs such as RPR need your MLS ID in order to link your login to our MLS data.

-When searching in Paragon, you can enter multiple entries for most fields. If there is no pick list to choose from, you simply include a comma or tab between entries. Examples of a couple non-pick list fields are Lake/River Name and Subdivision. If you want to search both Lake Mendota and Lake Monona for example, you would type Mendota, Monona. For Firefox users, a comma works better than a tab.

-Entering Street Name for Properties on County Roads: For many years, we have mandated that the street name for properties located on a highway be entered as Hwy. Recently, however, we have discovered that a few heavily used public real estate search sites no longer map Hwy for county roads correctly, and thus listings flowing from our MLS to these sites are coming up with incorrect maps. After doing some research, we have determined that the best way to enter county highways within Paragon so that they map correctly on public websites is to use County Road instead of Hwy. State highways and Interstates are currently mapping fine and no change will be made. On 9/12, all listings within Paragon that displayed a street name of Hwy followed by an alpha character (i.e. Hwy A), were converted to County Road (i.e. County Road A). From this point forward, please enter listings located on county roads as County Road instead of Hwy. State highways and Interstates will continue to be entered as Hwy. For an updated list of acceptable street tags, click here.

-Clicking on a property photo within Paragon will enlarge it and open up a slide show. At the top of the slide show there is a Maintain button that quickly takes you to the screen to add/delete/change photos and photo labels.

-In order to provide the most timely and accurate listing information, your MLS enforces a set of rules. A summary of these rules can be found here. We don’t like enforcing rules. We would rather spend our time making your MLS better, and helping you use Paragon more efficiently. So please follow the rules. If you do find a listing that you feel breaks the rules, you can click the Correction button within the top tool bar and type a quick note as to what the issue is. We will contact the listing agent to resolve the issue. Your name will be kept confidential.

August 2013

-For contacts receiving automatic email notifications, you now have the option to exclude listings that are sent due to a price change, and send only new listing matches and listings that are back on the market. This new option is available on the Edit Email Notification screen. Under the result view to be sent (i.e. customer full), there is a new option for Type. Simply remove Price Change if your contact would rather not receive price changes.

-The CMA Summary Report has been enhanced in that you can now add fields (i.e. age, acres, baths) to display on that report. The option to add fields can be found under the Customize drop down at the top of the page when looking at a CMA Summary. If you add fields, you will need to use pdf as your print option on the Print Plus screen as your report will automatically switch to landscape.

July 2013

-The correct placement of your property on maps within Paragon is often dependent on the correct street tag (i.e. St, Ave, Dr). Please be sure you include the correct street tag when entering a new listing. Click here for a list of proper Paragon street tag abbreviations.

-The map that displays when clicking on the blue M icon from Paragon full displays, and on reports (i.e. customer full with map) can be adjusted to display a preferred zoom level. You can find this adjustment under Listings, Maintain and Change GeoCode. Once you adjust the zoom level and save it, the map on views/reports will hold that zoom level.

June 2013

-When searching by Location, there are a few shortcuts you can use to enter multiple locations in the same area:

-Use EST for Metro Madison East (including Monona & Maple Bluff)

-Use WST for Metro Madison West (including Middleton, Fitchburg & Shorewood Hills)

-Use county code (i.e. B for Columbia County) followed by NE, NW, SE, SW to search for a quarter section of the county. For the northeast part of Columbia County, for example, enter BNE. For a chart showing how the counties are broken up into quarter sections, click here.

-New Option to Add Photo Labels: Starting today, you now have the option to add labels to your property photos in Paragon. We foresee agents using photo labels to clarify (i.e. First Floor Bath), and to bring attention to things in the photo that are not so obvious (i.e. New Appliances). You will be able to pick and choose which photos you think need labels. Entering a label on one photo will not require labels on all. You will enter photo labels on the Photo Administration screen along with the photos. If you currently have a security level that allows you to enter photos, you will be able to add labels. It is against MLS rules to enter contact info or agent/company promotion within photo labels. The same rules that apply to the public MLS remarks apply to photo labels. If there is abuse, we will be forced to limit labels to a pre-defined list. Please do not make us limit your ability to be creative.

-Listings that are not available for showings due to an accepted offer, must be moved to the status of Offer-No Show. It does not matter if all contingencies are removed; the deciding factor is if showings are allowed.

-The Supra Key renewal date is June 1st of each year. Offices will be billed $175 for each agent currently leasing a key, whether it is an ActiveKey™ or an eKey™. If you are no longer using your keycard and would like to avoid this fee, please return your ActiveKey to the MLS office prior to July 1 (eKey users can call to cancel). Contact Supra key support (keys@wisre.com) at the MLS office (608-240-2800, press 3) with any questions. This $175 covers the use of the keycard system including the keys and boxes.

-A room is considered to be above grade only if the entire level that room is located on is above ground level. A finished room that has exposure (at least 8% of square footage is window space), but is on a level that is not completely above ground level, should be included as Below or Partially Below Grade Exposed. Click here for a must have resource to help you classify square footage correctly.

-When entering the sale price for a property, please be sure you are not entering millions when you mean thousands. Paragon has a safety net that alerts you if the sale price varies by more than 10% as compared to the list price. This safety net is unfortunately being ignored as we have seen an increase in extra digits included in sale prices. If you get this 10% variance message, please stop and double check the sale price you are entering. Thank you.

-If you work within a team and would like your team name to be included on the bottom of the customer full reports, email the MLS at support@wisre.com with your team name. Once we add your team name to your member record, you can customize reports by pulling up the report you would like to change and clicking on Customize and fields from the blue bar above the report. Scroll down to the bottom section in white. Double click on the white box to display the fields you can include. Select My Info – Team Name, which is located about half way down. Highlight this field and click Add. Place a check mark next to the Team Name and in the No Label column, move up to desired location and hit Save. At this point, the Single Family report is done. You will need to do this for each class of property. Your personal slogan can also be added in this same fashion.

-The MLS has recently received multiple complaints from sellers and listing agents that Realtors have been entering property without waiting for a showing confirmation. In addition to being a violation of the SCWMLS Rules and your keycard agreement, entering a property without permission is trespassing and is against the law. MLS sanctions for this offense include fines to both the agent and to their broker, and may result in loss of keycard privileges. MLS sanctions may be the least of your worries if a seller decides to press criminal charges. PLEASE, call for an appointment and WAIT for confirmation before showing properties.

-Fixed: When you compose an email in Paragon, the cursor now begins at the To: line instead of the message body…… We know “about time”!

-New: You can now include a small photo for each listing on the spreadsheet view. To add the photo, load a spreadsheet and click Customize and Fields . Move “Photo” from the list of available fields to the list of selected fields. Use the Move Up button to position where you want the photo. Click Save. Do this for each class of property.

March 2013

-When entering the List Date for sold comps*, enter the verifiable date on which the owner/builder began marketing the property to the public at large. This will allow the days on market calculation to truly reflect the open market exposure time for the property, which in turn will help appraisers locate useable comps. Comp sales that show 0 days on the market, provide limited useful data to appraisers when they are choosing sales for an appraisal, as the definition of market value requires adequate exposure time on the open market.

*Listings not included on MLS when active, but added after they close. These listings are typically FSBOs, building contracts, and one-party listings.

– If you are looking for a quick way to send an email blast to all your contacts set up in Paragon, click on the Compose Email link at the top right of the Paragon home page. Click on the Address Book link to pull up a list of your contacts. Select all by checking the box at the top of the column with the checkboxes. If you want to eliminate any individual contacts just uncheck them. Click the Bcc button at the bottom of the box. You want to use Bcc so your contacts do not see that you have sent the email to others. Put your email address in the To: box so you get a copy. Click OK. Type your subject line and message and click Send. If you have more than 100 contacts (more than 1 page), you will need to repeat this process for each page.

February 2013

Beginning March 1, at least the outside front photo must be loaded within 7 days of the listing date (7 days from input for sold comps). Listing agents will still receive an e-mail warning, giving them 5 additional days. If at least a front photo is not loaded after the 5-day warning, the MLS photographer will be sent out to take a photo, and the listing office will be charged $50 for this service. Photos are not required for vacant land, commercial property and properties under construction.

-According to MLS guidelines, for square footage to be considered finished, the space must be heated, have finished walls (painted concrete does not count), have a finished ceiling (no exposed floor joists), and have a finished floor (painted concrete does not count). If one of these four components is missing, the space can still be considered finished, but disclosure of the missing component must be included in the MLS remarks.

-The most current profile sheets can always be found by clicking Profile Sheets in the menu bar under the South Central WI MLS header above.

-Contacts who have opted out of your Paragon emails can be identified on the contact view spreadsheet as those with a red exclamation point and grey envelope instead of an orange envelope in the email column.

January 2013

-The following changes were recently made for new listings & listings being changed:

Total number of acres is now required for all new and changed single family listings. The optional fields for lot square footage and lot dimensions have been eliminated.

Feet of water frontage is now required for all new and changed single family and vacant land properties on the water.

A new required source of data pick list has been added for building square footage. The source options include Appraiser, Assessor, Blue Print, Builder, Seller, and Other.

New required source of data pick lists have been added for total acres and feet of water frontage. the source options include Appraiser, Assessor, Developer, Plat Map/Survey, Seller, and Other.

The single family Style feature pick list has been renamed Architecture. The condo Style feature pick list has been renamed Type.

An option has been added under the Occupancy feature pick list for Never Occupied.

MLS PROFILE SHEETS have been updated to reflect these changes.

-Did you know you can set a default font type and font size for emails you send from Paragon? The global default setting is Arial 12pt. If you would like to change this, click on Preferences and User. Then click on System Preferences and User Interface. Under Editor Font Family, click on the font style you like, and under Editor Font Size choose a font size you like. You can also change the font color if it strikes your fancy. Click Save to exit.

Attention HUD Selling Brokers/Agents: Brokers- Please check the status of your NAID # which must be renewed every year. Verify status by going to www.HUDHomeStore.com, click on “NAID Application” and “Check Current NAID Status”. If your NAID has expired, follow instructions for renewal. Selling Agents – if you receive an error message when accessing www.HUDHomeStore.com, you may need to update your License information to show the new expiration of 12/14/2014. Log in as usual, click on “Manage Profile” and scroll down to the License Section to update.

December 2012

-Give Paragon a new look for the New Year. To do this, click Preferences, User, System Preferences, and User Interface. The first option is “Select a Theme”. As you click the options you will see how Paragon will be changed. Find one you like, and click Save in the upper left corner.

-New Paragon Mapping Feature: Paragon mapping now includes an option to easily exclude an area. Draw the area you want to exclude within a polygon, rubber band or radius shape. Next to your shape criteria within the shape summary box you will see a blue box with the word “In”. Click this blue box to toggle it to “Ex”. Your shape will turn red. The area you selected has now been set to exclude instead of include. You can include several include and exclude shapes on the same map. You can also embed areas to exclude within areas to include by drawing a shape within an existing shape and then moving the embedded shape from “In” to “Ex”.

-Too Many E-Mails When Setting Up a Showing? When you schedule a showing within Paragon, by default you get an email that the showing request was sent, another when it is viewed, and finally a third letting you know it was confirmed or denied. If you do not want to receive the first and/or second email, you can turn those off. Click on Preferences, Third Party, Showing Assist. Click the Edit Profile button on the Home Screen. Scroll down to Showing Agent Preferences and uncheck “When appointment requests are received” to turn off the first email and/or “When appointment requests are viewed” to turn off the second email.

New Photo Requirements – As of January 1
-At least one photo will be required for listings entered as sold comps*. Sold comps are listings that are not marketed via the MLS when active, but added after they have been sold.

-A photo of the outside front view, from the street, will be required for all listings*. This front view does not have to be the first photo.

Current Photo Requirements:
-At least one photo must be loaded within 7 days of listing input*. Offices will be billed $50 if the MLS has to send its photographer out to take a photo.

-No photos of bodies of water are allowed unless the view is visible from the property, or from deeded access.

-Photos should not contain office/agent names, logos, or contact information. If it is not possible to take a photo without including the for sale sign, the contact information on the sign must be edited out. This rule extends to virtual tours as well.

-It is against MLS rules and copyright law to copy another agent’s photos for use on your listing without permission. Those submitting photos with the knowledge that they do not have the right to use said photos will be subject to a fine of $25 per photo in addition to any legal remedies available to the owner of the photos.

*Vacant land, commercial properties, and properties under construction are exempt from photo requirements.

November 2012

-A slideshow function has been added to Paragon. This is a great way to showcase your listings in your waiting room or office window. Up to 50 listings can be set to automatically loop. You can include all property photos or just the first photo. To create a slideshow, pull up the listings you want to include, select them, and click Listing Slideshow from the Actions drop down at the top of the screen. Enter a description (i.e. Available Properties) and adjust default options or click Create Slideshow in the top right. You cannot change your slideshow once it is created, but that is no big deal as you can quickly recreate it. Your Slideshow will be emailed to you as a hyperlink for viewing outside of Paragon. Your Slideshow will be available for 30 days.

Are you including your Broker Opens within the link at the bottom of the Paragon Home Page? We have recently upgraded the Broker Open list from Paragon so that it updates automatically every 20 minutes. We have also made the MLS number a live link to the listing detail on wisconsinhomes.com. If you have not been entering the broker open date and time within your listings in Paragon, you are missing an easy way to get the word out about your broker open. By entering the date and time of your broker open, your listing will be automatically included on the list of tours below. The fields to enter broker open date, time and comments (munchies available?) can be found under the Open House/Tour/HitCount section of the Maintain Listing program. Agent level access to Paragon allows edits to these fields. Once the date for your broker open is past, it is automatically deleted from Paragon.

-Save Time Adding Listings. If you are not currently using the Tax Autofill link when adding a listing, you may want to check it out. Clicking on the Tax Autofill link at the top of the Add Listing screen will take you to the Tax Search page. Locate the property you are adding by parcel number, address, or owner name. Select the tax record, and then click on the Autofill link at the top of the screen. Information such as address, owner, legal description, assessments, and taxes will be automatically imported into the add-listing screen saving you keystrokes. If the listing agent has provided information that is different from what is auto-filled, you can simply overwrite the auto-filled information.

-Enhancements to ShowingAssist: On 10/22, ShowingTime made enhancements to our ShowingAssist (Schedule a Showing) integration.
Upgrades Include:
– Addition of a Showing Cart to allow easy scheduling of multiple showings at one time.
– Map integration to help you better route your showings.
– Ability to add manual showings (i.e. showings made over the phone) for feedback/reporting.
– Text messages will include complete showing instructions.

-The Total Baths search field in Paragon can be used to search both full and half baths at the same time, but it will not consider 2 half baths as a full. For example, if you enter a minimum of 2.5, you will get all homes with at least 2 full baths and 1 half bath, which would include homes with 3 full baths and no half baths. If you enter a minimum of 3, you will get all properties with at least 3 full baths. Your search results will not include properties with 2 full and 2 half baths. If you have a need to search full baths and half baths separately, you can customize your search screen and add these fields as two independent search fields.

-Need help determining Above Grade, Below Grade, or Partially Below Grade Square Footage? Click here for a must have resource.

September 2012

-We have received a few complaints lately that listing agents are not selecting features under Barrier-Free when they exist. Even if you don’t consider a home to be completely barrier-free, please take the time to select the features that do apply. Features such as level lot, first floor bedroom, first floor bath, open floor plan, wide halls or doorways, may make the property you have listed perfect for a special needs buyer willing to make a few additional modifications.

-The MLS Remarks section of a listing is searchable. You will find the Remarks search prompt under the Advanced Criteria section of the search parameters. When typing in a word or phrase to search for, put asterisks (* *) around the word or phrase. For example, if your buyer would like a property that is on a trout stream, type *trout* and your search results will include properties for which the listing agent has included the word “trout” in the remarks. You can also string together multiple words or phrases. For example, if your buyer would like a home on a secluded lot, you could type *secluded*, *private*, *isolated*. Your search will bring back properties for which the listing agent has included any of these words in the remarks. Give it a try the next time you are looking for something there is not a specific search feature for. Also, when composing your remarks, make sure to mention special features not covered elsewhere in the listing features.

-On selected reports in Paragon, you will see colorful boxes labeled D, H, M, T and one with a picture of a house. These boxes are quick links to Associated Documents, History, Mapping, Tax Records, and Neighborhood Reports. If your listing does not have a T box, this means the parcel number entered for that listing is incorrect, or is located in a county we do not have tax records for.

-If you would like to view an email you have sent via Paragon, click on Contacts from the menu bar and then on Sent EMail. A list of all manual emails sent for the past 90 days, and automatic emails sent for the past 60 days will display. To view a specific message, click the box to the left of the recipient email address and the message will display on the lower half of your screen. If you want to view all email sent for a specific contact, click Contacts from the menu bar and then click View/Manage Contacts. Click on the contact name and then on E-Mail History.

July 2012

-Do you find yourself wasting time looking for the reports you like within Paragon? You have the ability to control the order reports display for printing and email. When looking at a list of search matches, click on the green Reports drop down on the right. Locate the reports you like best and left click, hold, and drag them one by one up to favorites. This new order will now come up within this reports drop down as well as the print plus reports list and the email list of reports.-

-Claim Your Listings on Zillow – If your listings are on www.zillow.com, you may want to check to be sure you are listed as the listing agent. If you, your company, or your franchise have not entered into an agreement with Zillow, other agents, who have paid for exposure, may appear alongside your listings. Zillow does allow you to claim your listings, which in turn identifies you as the listing agent. Below are the steps to claim your listings on Zillow:

-Log in to your Zillow account. If you don’t have a Zillow account go to www.zillow.com and click Sign In in the upper right corner and create an account.

-Search for your listing and click to the detailed property page.

-Click EDIT under the home description. EDIT appears as a blue link on the same line as Email, Share, and Print. Click “Claim this listing”.

-Within a few seconds, you’ll find your listing under your MY ZILLOW > LISTINGS and be shown as the Listing Agent.

-Do you or a client have a property to rent? Do you have a client that needs a place to rent? Paragon includes a rental add and search program. Residential rentals can be added by clicking on Listings – Rental. To search for rentals click on Search – Rental. All Paragon users have access to add rentals. Access to the add rental module is not restricted in the same fashion as adding a property for sale. Rentals can be added for 6 months at a time. Click here for a copy of the Rental Profile Sheet.

June 2012

-Photo Maintenance Hot Tip: When maintaining photos, if you end up with a blank box between photos, you can simply drag that blank photo graphic to the end instead of moving each photo ahead by one space. If you leave a blank box, Paragon is smart enough to ignore it in the slideshow, but reports with multiple photos and some data exports are not as smart. Bottom line — don’t leave blank spots between photos.

-If you make a mistake entering the list price of a new listing, and then do a price change to fix it, please call the MLS office to request an adjustment to the hidden original list price field. The original list price is what is used to calculate the list to sale price ratio on various statistical reports.

-Paragon always remembers the last search you did. During your current Paragon session, the last search criteria automatically appears. If you logout and log back in, the search criteria does not automatically appear, but you can reload it by selecting Load Search and then Load Last Search from the buttons directly above the search prompts.

-The Supra Key renewal date is June 1st of each year. Next month offices will be billed $150 for each agent currently leasing a key, whether it is an ActiveKey™ or eKey™. If you wish to “cancel” your Key lease, return your Key and charging cord to the MLS office prior to June 1st (eKey users can call to cancel). Call the MLS office (608-240-2800 then press 3) with any questions or email: keys@wisre.com.

May 2012

-Regarding Showings of Properties with Accepted Offers: The SCWMLS has again been receiving an increasing number of complaints from members stating that they are not being informed of the existence of an accepted offer to purchase until after they have submitted an offer. Under Standard of Practice 3-6 to Article 3 of the Code of Ethics, Wisconsin REALTORS must disclose the existence of accepted offers to brokers and agents calling for showing appointments or otherwise seeking cooperation. The only exception to this disclosure is where the seller has indicated that this information is confidential per Wis. Stat. 452.133(1)(d). Any such confidentiality directive should be in writing in the listing contract (or an addendum or amendment thereto) or on a copy of an agency disclosure form, per the WRA Legal Hotline.

-New Sold Data Required: When closing out a property, you now must identify if the sale was court approved, a short sale, or if the property was bank owned/REO. You will identify this by selecting from a required drop down pick list. A choice for N/A will be available if none of the above applies. If you use the MLS change form, you can find an updated copy here: SCWMLS  – Rock-Green

April 2012

-Key Reminder: Please do not write, carve, stick, or in any other way affix your personal PIN onto your Activekey. This can result in a fine of $100 for the first offense and $500 if you are silly enough to do it a second time.

-Lot dimensions from the old DciMap program have been restored on the maps provided via AccessDane. Dimensions are not available on newer lots, however, the county will be installing new software this summer which they hope will allow them to display all lot dimensions.

-The map that comes up when you click to search by map defaults to your office address. If you would rather the default be another location, you can set that under Preferences. Click Preferences from the top Paragon toolbar, then System, then Search Options. Under Custom Map Address click the link to Establish Default Address for Mapping Search. Once the map loads click on the brown power poll looking icon at the top, enter your desired default address and click Get Address. Once the map loads with your new default location, click Save to close.

-Attention ListHub Users: ListHub now syndicates listings to websites operated by real estate franchisors. Century 21, Coldwell Banker, Realty Executives, and RE/MAX were the first national franchise channels to be included. You have the option to include or exclude your listings on these franchise channels. When setting up ListHub, if you selected “Subscribe to all” on your ListHub dashboard, your listings have automatically been sent to these national franchise sites. You can modify your channel choices on the ListHub dashboard found at www.listhub.com.

March 2012

-Is Your Listing Being Missed? When entering a new listing into Paragon, please select all the features that apply. If you select just 2 car garage, for instance, and do not indicate attached, your listing will not come up as a match if a search is done for homes with a 2-car attached garage. Also, please do not use Call School District in place of school names unless the school district cannot provide you with specific schools. Again, if a search is done including a specific school, and you have Call School District entered instead of the actual school name, your listing will be missed. If you have not done so already, you may want to bookmark this helpful link to find school district phone numbers.

-Enhancement/Bug Fixes: – You can now switch to a birds eye view when setting the geocode for a listing. This allows you to by very accurate, as you can place the marker right on top of the roof.

-When viewing listings on a map, you can now click on the MLS number of a listing within the list to the left and it will set that listing as the center and recalculate the distance to that listing for all the other listings on the map.

-Load last search now works as it should within the HotSheet program.

-Using MLS Statistics in Marketing: If you use MLS statistics in your marketing, you must include the following to describe the data your representations are based on: A description of the type of property included (single family, condo, multi-family, waterfront, etc.),
The geography of the listings included (Dane County, City of Madison, All South Central WI MLS), The period of time covered (February 2012, 2011, 4th Quarter of 2011), and notice that the source of the data is the South Central WI MLS.

-The most recent updates to our listing profile sheets have been loaded to ZipForms. The current revision date is 3/2012.

– All members of the South Central Wisconsin MLS have access to MLS listings from eight other MLSs in Wisconsin via WIREX. There is no additional charge for WIREX. Currently, there are 83,000+ active listings in the WIREX database. WIREX covers all counties in Wisconsin with the exception of Florence, Forest, Iron, Langlade, Lincoln, Oneida, and Vilas Counties. Click here for a coverage map. To access WIREX, simply select WIREX on the drop down during Paragon login; or when in Paragon, click on the MLS Switcher link at the top of the screen. The search screens in WIREX have been set up to look very similar to the search screens in SCW Paragon, so you should feel very comfortable using WIREX.

-Listing Feature Changes
4+ Car has been added as a Garage feature selection within Single Family, and 3+ Car has been changed to 3 Car. If you have a listing with a 4+ car garage, you will need to modify that listing from 3 Car to 4+ Car.

Selections for 1 Fireplace, 2 Fireplaces, and 3+ Fireplaces have been added within the Fireplace feature for Single Family and Condo. Please modify your listings to include the number of fireplaces. If you have a double-sided fireplace, this counts as just one fireplace….not two.

Click here for updated profile sheets.