Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.

Hey TT-

Help! I witnessed a fellow REALTOR® giving out a SentriSmart™ lockbox access code to their buyers! I was at a coffee shop and overheard this person on the phone, walking someone through the process of opening a lockbox, including retrieving the lockbox serial number and using a lockbox code. When I approached them about the issue a few minutes later, they said they did not want to drive all the way to the coast to show a vacant condo. Is this OK?

Pensive in the Pearl

As you probably know, this is a major violation of the RMLS™ Rules and Regulations as well as the SentriLock user agreement! This person could face sanctions as high as $2500 and expulsion from RMLS™!

Perhaps you’ve noticed that RMLS™ has run an article on the RMLSweb desktop a few times over the past several months about this kind of issue. Detailing the liability concerns would take far too long, but this type of behavior strikes at the very core of REALTOR® professionalism. When the RMLS™ Board of Directors made the decision to transition to SentriLock, one of the key points considered was the numerous ways to open a lockbox. Unfortunately this enhanced capability has enhanced the potential for misuse as well. This is one example of misuse made possible because of technology.

SentriLock is a REALTOR®-owned company, and as such is keyed into the trends and behaviors of REALTORS® on a national level. SentriLock has developed new reporting capability for administrators (such as the MLS) that allow for GPS correlation between the cell phone using SentriSmart™ to generate an access code and the physical location of the lockbox. If you and your cell phone are in Portland generating a SentriSmart™ access code for a lockbox in Coos Bay, the SentriLock system will flag it. As you can imagine, this technology provides RMLS™ with much more information about this kind of behavior. Please continue to report suspected transgressions to RMLS™, but also be aware that we are watching these reports and responding accordingly.

Technical Terry,

One of my clients called me in a huff this morning. He was getting ready to leave for work when a random REALTOR® entered his house with clients! He and his wife accepted an offer last week and wasn’t expecting to see more strangers inside his home. How can I ensure this client won’t get any more surprises until moving day?

Frustrated in Forest Grove

I understand your frustration! This is another issue RMLS™ hears about with some regularity—REALTORS® entering a listing after an offer has been accepted and the listing is in pending status (PEN) on RMLSweb.

Everyone, listen up: if you enter a property currently in pending status on RMLSweb without the permission of the listing agent or owner, you could face some unpleasant repercussions! This activity is a violation of the RMLS™ Rules and Regulations.

We emphasized this information in our recent blog post about the importance of following showing instructions, but it bears repeating. Before showing a property, check the current status of a listing before entering the property. Apps like RPR Mobile™ and HomeSpotter give you easy access to RMLSweb listing information in the field. Then if a listing is in pending status, do not hold a showing! It doesn’t matter if the listing is vacant or occupied, if it’s pending on RMLSweb, do not enter.

Dear Technical Terry,

The batteries died in my lockbox and I want to replace them. There’s a great sale on CR123A batteries at my local bulk store, but they’re not Panasonic batteries like the front desk staff at RMLS™ have told me they use exclusively. What’s the big deal? Can’t I use these for my lockbox replacement batteries?

Dead Batteries in the Dalles

It’s sad, but true, DBD—not all CR123A batteries are exactly the same. In this case, the Panasonic batteries hold an extra circuit that ensures the batteries maintain a consistent three-volt power supply. SentriLock lockboxes require a constant three volts to function properly, meaning these are the batteries you’ll need to buy for your SentriLock lockbox.

I know it’s tempting to get whatever battery is easily available, but the lockbox will not function as reliably if it’s not getting that constant three volts of juice. It is because of this that SentriLock will not support or warranty any lockboxes with non-Panasonic batteries in them.

RMLS™ recently created a document outlining some of the finer points of SentriLock batteries. We’ve found Batteries Plus Bulbs or BatterySpace.com to be a fair place to purchase these batteries if you want to have extras on hand for that day when you get a low battery notification.

Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.

Good Afternoon, Technical Terry!

I don’t check my email often and my RMLSweb Watch List notification emails get buried. Last week I missed a property that went back on the market until it already had another accepted offer! That’s clearly not how you intended the service to work. What would you suggest?

Wheeler Dealer

Good Morning, Wheeler Dealer! What I would suggest is changing your Watch List to send notifications to you by text message.

Next time you’re on RMLSweb, select “Watch List” under the Prospecting menu on the navigation bar. This is your dashboard for Watch List. Under Options, you can select to receive notifications by text or email.

But wait—is that check box for the texting option greyed out? That’s because you need a number to use for texting! Hover over your name in the navigation bar to access User Preferences, then enter a number into the “Text Phone Number” field and save. Once the number has been saved, head back to Watch List and both text and email options should be available.

Remember, the RMLS™ Help Desk has staff that are happy to help if you need a little more assistance.

Dear TT,

I absolutely LOVE the new Watch List feature on RMLSweb! I have a problem though: I got my first text and thought I was being spammed, so I typed STOP to end them. (I’ve used this trick before to end unwanted text messages.) Now I’m afraid I’ve removed my ability to receive text messages about my Watch List items forever. Can you help me?

Textually Challenged

Dear TC,

It heartens me to hear of your interest in the Watch List feature on RMLSweb! It really does a great job of allowing you to passively watch either MLS numbers or Tax ID numbers based on numerous triggers. To date there have been over 14,000 Watch List items saved in RMLSweb by over 2,500 RMLS™ subscribers. In march alone, there were 15,700 Watch List texts sent!

While you are one of the first to report mistakenly opting out of the Watch List texts, I’m sure you won’t be the last. Readers that have either not set up any properties to watch or have not yet seen a text for a watched property, they look like this.

If you reply to the text message with the word STOP, this screen will appear.

Eagle-eyed readers probably notice that one can reinstate your phone number by texting START again.

If you mistakenly type STOP and want to reinstate your phone number to receive texts about your RMLSweb Watch List items, simply type and send the word START and you’ll receive the confirmation below.

Pretty easy, isn’t it? Whether or not you’re textually challenged, it’s a breeze to restore your Watch List text messages! Good luck, TC.

Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.

Dear TT-

I am SO frustrated just getting logged in to RMLSweb. Why, for gosh sakes, are there two login buttons on the login screen? Which one should I be using?

Frustrated in Fairview

Dear FF-

Understood completely! Let me explain the concept behind the two unique login options and how they will eventually transition to a single login for RMLSweb.

As you may be aware, last year RMLS™ transitioned into a new customer relationship system. This is how RMLS™ manages your subscriber information. An important part of the project was replacing Internet Member Services (IMS) with My.RMLS.com—the website where subscribers paid RMLS™ dues.

This transition required a more stringent password system for access due to the new system being PCI-compliant. RMLS™ built up a single sign-on process so that subscribers would be able to access both RMLSweb and My.RMLS.com with one set of login credentials.

Our new vendor needs to prove their uptime meets our strict requirements before RMLS™ will rely solely on the new login option. We’re still running analytics on the vendor’s uptime and once we’re confident they can match or exceed our expectations we will eliminate the dueling logins and subscribers will transition to a single login using their email address and password to log in to both RMLSweb and My.RMLS.com.

In the meantime RMLS™ provides both options: the Public/Private ID which provides access to RMLSweb, and the email address/password which provides access to both RMLSweb and My.RMLS.com.

It may sound like a lot of work just to transition to a new payment website. If that was the only benefit I might agree, but the new system offers more billing and payment options, a single login for REALTORS® with dual licenses, and other features we’ll be rolling out as time goes on.

Imagine, for example, a central location for downloading CE certificates from RMLS™ education events, so you’d no longer need to chase down paperwork when it’s time for license renewal. The new system has a more robust registration process for training classes and events, including confirmations, reminders, and wait list management.

While the transition period may be frustrating as RMLS™ works out the details, the net gain to RMLS™ subscribers like yourself will be worth the wait!

Technical Terry

Dear Technical Terry:

My Thomas Guide is always at the ready, but I’ve been increasingly finding listings on RMLSweb without Thomas Guide coordinates. Why would REALTORS® fail to include such a key piece of information?

Lloyd Multnomah

Dear Lloyd:

It’s great that you still have your Thomas Guide for fast reference, but not everyone has easy access to this useful tool anymore. Rand McNally (owner of Thomas Guide) ceased publishing any street guides for Portland or Oregon, and you may recall in 2013 RMLS™ halted the map coordinates requirement for new listings.

There’s more news than that though, Lloyd.

Do you have any saved searches on RMLSweb that search using map coordinates? If so, an important change is on the horizon: RMLS™ will be eliminating map coordinates fields with the RMLSweb forms change coming this spring. This means that any saved searches you have that utilize map coordinates through Thomas Guide (or Pittmon Maps) will need to be updated with a map shape to replace this geographic component of each of your saved searches.

Adjusting your search may sound difficult, but RMLS™ will help subscribers effected by this change as much as possible. Look for a video in the coming weeks about how to replace map coordinates in a saved search with a drawn shape on a map.

You may be wondering why RMLS™ is eliminating these fields from RMLSweb. Usage of these fields has been steadily declining. Brokers who search using these fields are missing active properties on RMLSweb—a big problem in markets with low inventory! The RMLS™ Forms Committee recommended removal as part of its annual set of RMLSweb forms changes.

Sorry to break the bad news to you Lloyd, but we’ll be doing our best to make the transition as smooth as possible for you.

Sincerely Yours,

Technical Terry

Hey Technical Terry—

This is the first year I’ll be able to attend the RMLS™ Education Summit and Trade Fair. I’m making the drive from The Dalles to take the SentriLock class. Really looking forward to it. Do you have any tips you’d recommend for someone who has never been to this event?

It’s Gorge-ous in the Dalles

Hey Gorge-ous:

What a great question! It’s great that you’re making the trek from The Dalles to attend the event. Even if you weren’t taking the SentriLock class, there’s still plenty of aspects of this annual event that will make the trip worth your time.

Top tips for a first-timer:

• Bring plenty of business cards. Business cards will not only be useful when you’re chatting with industry vendors and networking with other REALTORS®, but they’re also your key to prize drawings! This year RMLS™ has 50 door prizes lined up valued at nearly $6,000.

• Waitlisted? Show up! Class registration may be full, but not everyone makes it the day of the event. If you’re on the wait list, we can’t get you into a class if you’re not there! Show up for class and there’s a good chance we’ll have a spot for you.

• Sign in AND sign out for classes. If you’re going to a class, make sure to sign in when you arrive AND sign out when you leave. Without a signature, time-in, and time-out, you will not receive a CE certificate after the event.

• Parking advice. If you’ve parked inside the DoubleTree parking structure, check in at the RMLS™ info desk for a $3 parking voucher. If you don’t have a voucher, your parking will be more than $3. There’s also a parking pay station located inside the DoubleTree event space, if you want to pay before heading back to your car.

If that’s not enough, I’d also keep your eyes peeled for the basketball tournament happening inside the trade fair hall. REALTORS® will be shooting hoops all day, and the winner will receive a free quarter of RMLS™ dues!

We hope to see you at the event, Gorge-ous! Be sure to stop by the RMLS™ info desk and say hello.

Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.

Dear TT,

I am SO frustrated! Twice in the past week, I’ve had two clients call and tell me that they’ve been contacted by REALTORS® offering to list their property. These are both properties I’ve recently put into withdrawn (WTH) status, but we still have a listing contract. Do you know why this is happening?

Sincerely,
Aggravated on Alberta

Hey, AA, I feel your pain! We’ve heard a lot of discussion about withdrawn versus cancelled listings over the years. There are a few potential issues at play when a RMLSweb listing is marked as withdrawn (WTH).

It sounds like you already know that WTH listings are not being actively marketed! The listing is still under contract, the listing just isn’t being actively marketed at that particular time. WTH is often used for special circumstances where the seller, for whatever reason, does not want their listing marketed but wants to retain the contract with the listing broker.

Of course solicitation of listings in WTH status is a violation of RMLS™ rules and the NAR Code of Ethics. It seems that perhaps some REALTORS® are confusing a WTH listing with a cancelled (CAN) or expired (EXP) listing. They’d probably best refresh their memory by reviewing Document #1213, Listing Status Definitions, on RMLSweb.

In our current market of historic-low inventory, REALTORS® are looking for leads where they can, contacting homeowners before doing due diligence through a full history review of the property. We can’t control that aspect of the situation, but we can encourage RMLS™ subscribers to be familiar with the proper use of listing statuses and the rules.

Technical Terry,

I’m confused! My sellers have been getting calls from REALTORS® offering to list their property. The sale closed weeks ago! Why is this happening?

Unknowing on Upshur

Thanks for the question, UU. Did you perhaps create a second listing on RMLSweb, complete with a new ML number, after putting the first into WTH status? This is a scenario our Data Accuracy staff hears about with some frequency.

What’s going on is that your first listing, because it was marked WTH, keeps ticking down until the expiration date you entered originally. In the meantime, your second RMLSweb listing (for the same property) may have been published and already sold. Once the expiration date for that first listing rolls around though, your sellers may begin getting calls from other RMLS™ subscribers.

This scenario creates problems for others as well, including a messy property history that could cause some unwanted phone calls like the ones Aggravated on Alberta’s clients experienced above.

That’s why RMLS™ recommends cancelling that first listing if you’re planning to create a second record with a new ML number on RMLSweb.

Hello Technical Terry—

Our listing contract was signed months ago, but things just aren’t working out with this client and I’m about to fire him. (I’ll spare you the detailed drama of the situation.) Should I mark the listing as CAN or WTH in RMLSweb?

Sincerely,
Tense on Terwilliger

Wow, TT, sounds like a pretty unique situation! Two pieces of advice for you. First, have a look at Document #1213, Listing Status Definitions, and get to understand the dramatic difference between CAN and WTH. The details of the situation may be crucial to which status you go with.

And if you’re still unsure about which status to choose for your particular situation, contact RMLS™ via phone, email, or chat! We’re here to help.

Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.

Dear Technical Terry:

Can you tell me when I need to submit an Authorization to Exclude from MLS Addendum to RMLS™? I recently sent in a form and later learned it was unnecessary.

NRVOUS

Dear NRVOUS:

Don’t be afraid, you’re not the only person who has sent this form to us in error. It sounds like you’re familiar with the changes we recently made to the form, so you’re already ahead of the game.

If you have a signed contract and are not publishing the listing within 72 hours but still do want to market the property before that time, the Authorization to Exclude from MLS Addendum (Document #1260) is required. Complete the form and send it to RMLS™ within 72 hours of signing a listing contract.

There are other scenarios that would require this document to be completed as well, but it can be confusing. RMLS™ is here to help! Contact RMLS™ Data Accuracy at (503) 236-7657 or write us an email if you’re ever unsure about whether your situation requires submission of this form.

Technical Terry:

Why did RMLS™ redo the Office Exclusive form? As my uncle always said, if it ain’t broke, don’t fix it…

Donald in Sutherlin

Hi Donald—great question. My uncle always used to say time heals all wounds. He died of an infected bedsore at the age of 76. But I digress…

I reached out to our Data Accuracy expert Vallerie Bush for more information about the story behind the new Authorization to Exclude from MLS form.

Vallerie reports that the name of the form itself was changed to better reflect what the form is being used for: when a seller is choosing to exclude their listing from RMLSweb. This could be the duration of the listing contract or a shorter length of time.

The look of the form also changed a bit, but the content is pretty similar. After each paragraph, the seller is asked to initial each point reflecting their understanding of each.

What’s the big idea behind these changes? The committee wants sellers to be informed about the value of listing their property on a multiple listing service, and precisely what they’re opting out of by signing the form.

Finally, Vallerie points out that because the title of the form changed, the RMLS™ Rules and Regulations and listing contracts for Oregon and Washington were also updated to reflect the new title.

Does that help, Donald? If you’re looking to dig deeper, we do have a FAQ document on RMLSweb about the Authorization to Exclude changes.

Hello, Technical Terry:

The other night I was checking out some Agent Fulls on RMLSweb and clicked on the listing agent’s name. A box came up with the agent’s name, contact information…and their photo! How did they get their photo to display on the report?

Peanut Butter and Jelly Jacqueline

Hello PB+JJ:

It sounds like you may have missed the RMLSweb roster improvements we made back in January. Uploading an agent photo as part of your roster information is so simple, you might be embarrassed when I tell you how to do it. Navigate to User Preferences—get there by clicking on your name on the upper right corner of RMLSweb.

Choose the tab on the left that says “My Photo.”

Then click Browse to select the photo file, and click the Upload button to finish. Voilà! Your photo will appear whenever agents click your name in an Agent Full or search for your roster information.

We’d love to see a sea of friendly REALTOR® faces on RMLSweb, so get that photo uploaded! Thanks for your question, PB+JJ.

Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.

Dear Technical Terry:

There’s a listing I have in Hillsboro that hasn’t sold despite the low inventory and hot activity happening in the Portland metro area. I want this thing to sell! To that end, I’ve cancelled the listing on RMLSweb three times…and then created a new listing for the same property. This way, the days on market will stay low and I’ll get more eyeballs from area brokers. Why doesn’t RMLS™ teach people about this?

Hotsheet Harry

Dear Harry:

I’ve got some bad news for you—you’re doing a lot of extra work relisting your property for no reason!

On the back end of RMLSweb, changing a listing’s status to Pending, Sold, Withdrawn, Cancelled, or Expired will trigger an off-market date. If the property is relisted within 31 days of that off-market date, the listing will still show cumulative days on market (CDOM). Have a look at RMLS™ Document #1742, How CDOM is Calculated for more on this.

If the property has been off the market for more than 31 days and it’s relisted, that listing will just show regular days on market (DOM).

Here’s an idea. If your property isn’t selling (or even if it’s new on the market), try your hand at the Reverse Prospecting tool on RMLSweb. Reverse Prospecting searches for other brokers with a saved prospecting profile that matches the criteria for your listing. Check out RMLSweb Document #1772, Reverse Prospecting, and give it a try! This way, you can target your marketing efforts on those brokers with clients shopping for precisely what you’re selling.

TT:

Last week my eagle-eyed clients asked about the photo that appeared on a listing I sent them. The listing said the house was under construction, but the photo showed the exterior of the house, complete with landscaping! Was this a listing error I need to submit to RMLS™ staff or is Photoshopping really getting that good?

Betty in Battle Ground

BBG:

Isn’t it amazing how far we’ve come in these matters, when it’s possible to transport yourself to the sunny beaches of Hawaii with the magic of digital image manipulation? It can be difficult to discern whether Elvis is really alive and running for President or if Bigfoot really did lose 150 pounds.

Those are bad examples, but RMLS™ has noticed some confusion about listing photos and just released a watermark feature in order to address the issue.

If your listing photo has what we in the biz call “virtual staging” (meaning someone used computer technology to add furniture and other decorative items to a listing photo), you’ll need to add the “Virtually Staged” watermark to the photo.

Similarly, if your RMLSweb listing is marked as Proposed or Under Construction but features photographs of an actual built house, you’ll need to add the “Sample Image” watermark to the photo.

If your listing photo features both a model home and has been virtually staged, you’ll need to add both watermarks!

Read more and watch a short video about the new RMLSweb watermarks here. This RMLSweb feature has been folded into the RMLS™ Rules and Regulations, so you’ll want to check your current listings.

Dear Technical Terry:

My entire office staff consists of me, myself, and I. Instead of spending my day creating listing flyers in Microsoft Word, I’d rather be out in the world showing my clients some listings. Or snagging some new clients. Perhaps shopping for client gifts. In short, doing anything but wrangling with Microsoft Word! Do you have any suggestions on how I might be able to tackle listing flyers in a better way?

Sincerely,
Riddled in Riddle

Great question, Riddled. We recommend the flyer module available on Realtors Property Resource® (RPR). Look for a direct link on RMLSweb under the Toolkit menu, then enter a valid RMLSweb listing number to open the flyer module in a new tab.

Data from your listing will already be pre-loaded—confirm the property address at minimum, and personalize the flyer as you’d like. Once the flyer is ready to go, select the delivery method and click “Run Report.” Your flyer will be ready to go in a jiffy.

Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.

Dear Technical Terry:

Today I received an email about my SentriLock lockbox battery being low. What do I do?

Vanessa Volta

Well Vanessa, one of the many advantages of the SentriLock system is that you have the ability to change lockbox batteries yourself. Changing the batteries is as simple as opening the lockbox, removing the battery cover with a Phillips screwdriver, and switching out the two CR123A lithium batteries with a fresh pair.

TIP: One RMLS™ staff member suggests inserting a card in the lockbox before replacing the battery cover. If the box lights up, the batteries are in correctly and you may proceed with confidence.

Not enough power to open the lockbox? If the batteries have completely died, RMLS™ can loan you a “power paddle,” which will provide just enough power to open the lockbox for the purpose of changing the batteries.

Dear Technical Terry…

The person who sold me a lockbox last week suggested replacing the battery every two years to avoid extra work when my lockbox is on a listing and the battery gets low. But I have five lockboxes! How am I supposed to remember when to replace the battery in each one?

June Bugg

It so happens, June, there’s a great tool on the SentriLock website that can help you keep tabs on your lockbox batteries.

Insert your SentriCard® into your card reader and log in to the SentriLock website. Then click on the “My Lockboxes” tab (above).

Locate the lockbox you replaced your batteries in, clicking on the serial number link (above). [Take note of the column that says “Last Battery Replacement.” That’s the information we’re going to update!] Clicking the serial number of the lockbox in question will open the management screen for that particular lockbox.

Locate the battery replacement section of this screen (above). Use the calendar to change the date you replaced the batteries. If you changed the battery on that same day, click “Battery Changed Today” and the field will fill in today’s date. Don’t forget to click the save button at the bottom!

Back on the main screen, view your preferences to confirm you have the SentriLock system set to send low battery notifications.

Click the box if it isn’t already checked, then click the save button.

There you have it! A central location to keep track of when you last changed your SentriLock batteries.

Technical Terry-

In January I visited one of my Pendleton listings and the MESSAGE light came on when I was opening the lockbox. I swear I had just changed the batteries! Does the lockbox go through batteries faster in cold weather or something?

Harry in Hermiston

Your instincts were close, HH. When you’ve inserted your card into a lockbox and the MESSAGE light flashes at you, it usually means the battery is low.

If the battery is less than two years old and you’re in freezing temperatures (say, in Pendleton in January), you might see the MESSAGE light flash then too. Just keep your SentriCard® in the lockbox until the CODE light appears. Then enter your PIN and press ENT. (If you’ve used your SentriCard® to access the lockbox, don’t forget to update it in the card reader as soon as possible afterward!)

If you’re concerned about lengthening the life of your lockbox battery, SentriLock recommends the following:

• Store your lockboxes away from heat sources. Leaving your lockbox on your car’s dashboard in July is not a great idea.

• Remove your SentriCard® from the card slot. Use the SentriCard® to program and potentially access your lockboxes. The SentriCard® should not be stored in a lockbox slot.

• Lock the keypad when the lockbox is not on a listing. Let’s say your lockbox is inside your car and something heavy lands on it—power will be used to activate the keypad. When the lockbox is not in use, why deplete the battery this way? You can lock the keypad manually by inserting your SentriCard®, entering your PIN, then when the READY light displays, press FUNC+6+7+ENT.

• Tweak your default lockbox settings on the SentriLock website. When programming your lockboxes using the SentriLock website, check the box marked Auto Lock Keypad on Shackle Release which appears on the Agent Default Lockbox Settings or Custom Lockbox Settings windows.

Just remember on this last tip, users will need to unlock the keypad before trying to open the box! This can be done by inserting any sort of card—SentriCard®, business card, or driver’s license—into the slot.

I don’t envy you, Harry, doing those January showings in Eastern Oregon. Now you have the knowledge to make sure those batteries can go as far as you’re going for your clients!

Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.

Dear Technical Terry-

Is there an easy way to get a listing report to fit on one page? Currently I click on PDF and then Print, but then the margins cut off the top of the page and leave lots of white space at the bottom. Sometimes the second page only has one or two lines of text, which is just a waste of paper.

Sincerely,
Marginalized

Dear Marginalized:

First things first—whenever you’re printing from RMLSweb, use the Print button that appears on the site for best results. Here’s where to find it:

When you do not see a Print button within RMLSweb, use the browser’s File and Print command. You can get the same thing done by right-clicking and selecting Print.

Adjusting Print Margins

In the past there were specific margin settings to set in your browser to allow an Agent Full report to print on a single page. As browsers have evolved in number and versions, there are no longer “one size fits all” settings. Printing setup has become more complicated! Margin settings may vary between browsers and between printers, so you may need to set and adjust the margins on the machine you’re using to achieve your desired result.

If you’re embarking on a big print job, my colleagues at the RMLS™ Help Desk suggest that you test the print settings with a single listing first. If you need to alter the settings, you can do so before sending the whole kit and caboodle to print.

Here are some web links that provide instructions on accessing the print setup in a few major browsers:
• Firefox
• Chrome
• Safari
• Internet Explorer print adjustment can be tricky. We recommend reading Printing from RMLSweb (Document #1769) in RMLSweb Forms and Documents.

In some rare instances, no matter how much margin adjusting you do, there will always be an additional page printed out instead of just printing to a single page. If that happens, turn the document into a PDF first, then delete the extra page or just print the one(s) you need.

Good luck! If you have further questions, contact the RMLS™ Help Desk at (503) 872-8002 or toll free at (877) 256-2169.

Sincerely,
Technical Terry

Hello Technical Terry:

RMLS™ has certainly been making a hullaballoo about this new billing system that’s coming to RMLSweb. What’s the big deal? Can you talk a little more about it?

Will Billerston

Hello Will:

Ever force yourself to squeeze into a pair of pants that were two sizes too small? That’s essentially what RMLS™ has been doing the last several years with its existing accounting software. A core team of RMLS™ staff has been working with vendors for over a year on this project!

Here’s what it means for RMLS™ subscribers:
• RMLS™ will be able to accept more forms of payment
• A friendlier user interface than subscribers saw in Internet Member Services (IMS)
• Increased credit card security
• RMLS™ staff will be able to assist you with multiple types of issues in one call or visit
• Dual licensees will have just one set of login credentials, switching back and forth between licenses easily.

Want to read more about the improved RMLSweb billing system?

Changing a system that is such an integral part of RMLSweb is no easy task, but we’ve been trying to roll out the change slowly in order to avoid disruptions to YOUR access of RMLSweb. RMLS™ staff are really excited about the new system and hope subscribers enjoy it just as much as we do.

Best—T.

Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.

Hello Technical Terry:

A RMLS™ trainer recently advised me to confirm the tax data on my listing before publishing the listing on RMLSweb. It’s a good thing I did…the tax data that came up on RMLSweb was out of date compared to what I found on the county website! Why is that?

Elizabeth P. Unum

Great question, Elizabeth. Of course the county is going to have the most up-to-date data—they’re the source!

Tax data on RMLSweb covers the entire state of Oregon as well as part of southern Washington—a one-stop shop. In order to provide that much data, we work with four intermediate data providers, and in a few cases the county itself. In nearly all those cases, the data still comes initially from the county.

RMLS™ will always have less up-to-date data than the county assessor.

When you enter in a listing on RMLSweb with a Tax ID, the system fills in some values for you. Confirm these values and if they’re not 100% accurate, you may edit them before the listing goes live. After the listing is live, you’ll need to contact RMLS™ to make changes.

One last note: RMLS™ updates different counties on a schedule. Tax data for some counties is updated once a year (like those in southeastern Oregon), and some (like Multnomah and Clark County) are done weekly.

Technical Terry—

I’m not finding my client’s property in the tax system on RMLSweb. How can I enter the listing?

Penny Gerettet

Through the front door?

But seriously. A property tax ID (APN) is required to enter a listing into RMLSweb.

If you’re not finding the correct Tax ID, skip it. The system will enter Not Found into the Tax ID field. Every week, the RMLSweb servers find listings without Tax IDs and tries to match them up with tax data using several components of the property address.

If the property has been subdivided, added, or reassessed within the past year, RMLS™ will likely not have updates until the next yearly update—late fall for Oregon and early spring for Washington.

Dear Technical Terry,

The tax information on my client’s property is just flat wrong. How did this happen?

Sincerely,
Ron R. Ronger

When you enter in a listing on RMLSweb with a Tax ID, the system fills in some values for you. Confirm these values and if they’re not 100% accurate, you may edit them before the listing goes live.

If tax information is incorrect on your published listing on RMLSweb, the first thing to do is note the incorrect data in the private remarks so that other agents will know there’s a potential issue. Next, email RMLS™ tax staff and describe the problem, making sure to identify the county, Tax ID, and MLS number (if appropriate). Attach any relevant documents.

When RMLS™ receives this information, tax guru Kim Hutchinson will attempt to verify the data with the county. (If the county’s data is incorrect, contact them directly to resolve the issue.) If the county verifies RMLS™ data is incorrect, Kim will update the data on RMLSweb and work with the data provider for a long-term solution, emailing you about the outcome.

After all, we wouldn’t want you to be taxed by the details.

Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.

Technical Terry,

I’ve heard my fellow REALTORS® talking about access codes for the SentriLock system that they can give to contractors or fellow REALTORS®. I have no idea what they’re saying! Can you explain what they’re talking about?

Sincerely Yours,
Lost in Lockbox Land

Thanks for reaching out to us, Lost. Of course I can explain what they’re talking about!

The SentriLock lockbox system provides a few ways to open a lockbox using codes that you can generate yourself. I’ll explain the codes and who can use each.

First are codes that can be generated by RMLS™ subscribers using the SentriSmart™ app. SentriSmart™ Mobile Access Codes (SMACs) are generated by using the SentriSmart™ app on a smartphone instead of using your SentriCard®. Never give a SMAC to anyone—this is like giving out your SentriCard® and is subject to the same rules and sanctions.

The other type of codes are generated by the owner of a lockbox.

One of these codes is the one day code. These can only be generated by the lockbox owner. The one day code will only work for a limited period of time—one hour from the time the code is initially used to open the lockbox.

A contractor code is used to allow access to someone with whom you and the homeowner have agreed can gain access to the property. This code can also be generated using SentriSmart™, by using the SentriLock website, or by calling SentriLock.

The big difference between using a one day code and a contractor code is that a contractor code can be used any day, over and over, as long as it falls within the access times programmed into the lockbox.

Now you’ve got the concept…how do you generate codes?

One Day Codes
One day codes can be created the following ways:

• using the SentriCard® Utility or the SentriLock website.
• using the SentriLock Card Authorization Renewal System (CARS) by calling (513) 618-5800.
• using SentriSmart™.
• by contacting SentriLock technical support.

Contractor Codes
First, contractor mode must be enabled on your lockbox for contractor codes to work. Lockbox owners are assigned three contractor codes for use, and these codes will work indefinitely as long as contractor mode is active on the lockbox.

When you turn on contractor mode, anyone with the lockbox’s contractor codes can use them to open the key compartment without a SentriCard®.

How to Turn on Contractor Mode
1. Insert your SentriCard® into the lockbox. Wait until the CODE light displays, then press your PIN and Enter.
2. After the READY light comes on, press FUNC + 6 + 1 and Enter. If you would like to turn contractor mode off, enter FUNC + 6 + 0 and Enter.
3. Remove your SentriCard® from the lockbox.

You can use the SentriCard® Utility or SentriLock website to find a lockbox’s contractor codes.

How to Find Your Contractor Codes using the SentriLock Website
1. Use the SentriCard® utility to log in to the SentriLock website. Insert your SentriCard® into the reader attached to your computer. The SentriCard® Utility should display the login window with your SentriLock ID appearing automatically. Type your password in and log in to access the main menu.
2. Click My Lockboxes. On the Lockboxes window, click the serial number of the lockbox.
3. On the Edit Lockbox window, click Default Lockbox Settings or Custom Lockbox Settings.
4. The Contractor Code fields on the Default Lockbox Settings or Custom Lockbox Settings windows will display the contractor codes for the lockbox you selected from the Lockboxes window.

One more (important) thing—your brokerage may have policies about the use of one day and contractor codes. Before you start using either, be aware of your company’s policies!

Have we helped you find your way, Lost in Lockbox Land? If you have trouble with SentriLock lockbox codes or have other questions, SentriLock technical support is the best resource for SentriLock issues. The RMLS™ Help Desk is happy to answer lockbox questions as well.