Add Contact/Prospect

The Contact Manager tool in Paragon provides a central location to store all information related to your clients and assists you in managing searches and notifications for your clients . A Contact can be anyone you want to save information for. A Prospect is just a Contact that also has a Saved Search associated to it. The Contact Manger window consists of 5 tabs across the top, General, Listing Info, Notifications, More Info, and Summary. To go directly to the functionality of a particular Tab click one of the links below or scroll down for information about the entire Contact Manager screen.

To open the Contact Manager screen:

1. From the Navigation Bar, click Contacts

2. Click Add Contact/Prospect.

General Tab

The General Tab is the first tab you will see. You must fill in First Name and Last Name and click Save this Contact before you will be able to move to any of the other tabs.

Contact and Prospect Information.

The only required fields are first name and last name. The Active or Inactive option button allows you to filter your list of contacts to show only active or inactive.

Manage Contact

• Type, allows you to define your contact.  You can choose more than one type, a contact could be both a buyer and seller.  Paragon will allow you to search by type for your contacts.  Options available in this section will be determined by your MLS.

• Groups, allows you to put contacts into selected groups for sending bulk e-mail, printing mailing labels etc.  Some groups are set up by the MLS, the agent can also create their own.  To learn how to set up groups for your contacts click here

• Reverse Prospecting, is a tool that Listing Agents can use to notify you when they have a listing that matches a saved search for one of your buyers.  To learn more about Reverse Prospecting click here

• Source and Source Comments, allows you to track where they are receiving their prospects from, to help manage your marketing.

Address

• Address Drop Down, The Paragon Contact Manager allows you to save several addresses for each contact.  By clicking on the drop down arrow, you can choose if the address is for the Home, Office, Post Office Box or Other.  

• Primary, tells Paragon that this is the main address that you want to auto-populate when creating reports for that contact such as the Cover Letter in the CMA presentation.

• Contact Requests Privacy is a "flag" to you to not include them in bulk marketing.

Telephone

Paragon Contact Manager allows the user to save up to 4 separate numbers for each contact or prospect,  the drop down allows you to designate what each number is.  Note the Primary option button.  Selecting this button will show the main number that will appear on the contact spread sheet.

E-Mail / Internet

• Email, Paragon allows you use several e-mail addresses for your contact/prospect.  Use the drop to specify which e-mail you are entering and choose one as a primary e-mail address.  The primary address will be the one Paragon uses as the default for functions such as Auto E-mail Notification.

• Web Site Address and Instant Msg Address, enter the information here if your contact has a personal web site or instant message address.

To Save Contact Information

Once all of the contact or prospect information has been entered into the General Tab, click Save this Contact.  You can continue by clicking the next tab Listing Info or Close.

Listing Info Tab

The Listing Info Tab has three different areas described below:

• Listing Favorites, Listings that have been saved as favorites for your prospect will display here.  These can then be tracked for any changes such as price change or status change.

• Saved Searches, saving a search and assigning it to a prospect will allow Paragon to automatically run the saved search every 15 minutes updating these fields with the latest information each time you open this tab.

• Saved CMA, this row shows any CMA's that have been produced for this prospect, allowing you to go back in and review or update the CMA.  

To Save a Listing to Favorite Listings for a Contact:

1. You must first run a search. You can do this from within the Listing Info tab by clicking Add New under the Saved Searches Heading.

2. From a search results view such as the spreadsheet select the listings you want to save.

3. Click Save on the Action Toolbar, choose Save Favorite Listings. A Save Favorites window will slide in from the right side of the page.

4. Click the option button for which listings you want to assign, Selected Listings, All Listings or Current, which is the last listing checked on the spreadsheet.  Generally Selected is the option taken.

5. Choose if you want to assign the listings to Yourself, or the Contact.

• If assigning the listings to yourself, click the Myself option button.  Paragon will require you either assign the listings to an existing name or give the list a name.  If giving the list a name type it in the space provided.

• If you are saving the favorite to a Contact, click the Contact option button, then click Browse to see a list of your contacts, click the contact to assign the Favorites to, then click OK.  If the favorites are for a contact who is not in the system, click Add Contact to put in the client's information.

6. Click OK in the upper right corner of the fly in window to complete saving the Favorite listings to your contact.

Note:  You can add the same favorite listings to more than one contact at the same time by choosing the additional contact name's from within the Browse button.  For information on managing your Favorites Lists for all contacts click here.

To Assign a Search for a Prospect:

1. Click the Listing Info tab.

2. To assign a new search to the prospect, on the Saved Search row on the right side click Add New.

3. Click the option button for the class the search is for, then click Apply.

4. Enter the search criteria for the prospect.

5. Without clicking place your courser over Save Search so the control panel opens, click Save Search

The Paragon Save Search window will slide in from the right of the screen.  Paragon will auto fill the name of the contact into the name of the search. It will also automatically assign the search to the contact which will start the auto search function.

6. Click OK,

Your Count button, Search and Criteria Summary will now reappear.

7. Click Search

Note: The Search is now saved and assigned to the prospect, Paragon will allow 3 saved searches per prospect.  Certain criteria is not allowed in a saved search assigned to a prospect, such as mapping.  Paragon will give a warning message when a search criteria can not be used in a search or the maximum number of searches for the prospect has been reached.

The listings that match your search criteria will now appear in the default spreadsheet or view you have chosen.  You can now print, e-mail or assign favorites to your prospect from your search result view. To go on to the next tab click Notifications.

Notifications Tab

You can set up Paragon to automatically e-mail you or your prospect when new listings become available that match the prospect's saved search criteria.  A new listing, status change, or price change will trigger Paragon to automatically send an e-mail.

To Set Up Automatic E-mail Notification:

1. After a search has been saved and associated to your prospect, click the Notification tab.

2. Under the E-mail Notification heading all the saved searches for the prospect will display. Click the Click here link to turn on an auto notification.

3. An e-mail window will open, with the prospect's primary e-mail address filled in the To: field, also if you have set your preferences to Auto Bcc, your e-mail address will also be in the Bcc: field.  Subject will also be auto populated for you.  Choose the view you want to send from the Result View drop down menu.

4. Choose the option for Notify,  Immediately or Selected Time.  

Immediately will send an e-mail any time there is a new listing, price change, or status change to a listing that meets the search criteria. This could result in multiple e-mail messages in one day.

Selected Time will compile all matches and send them in a single e-mail once a day at the time you specify.

If you have set up an E-card and a Default Content for Auto Notification, those will also be available to insert into your Auto Notification.  Insert by first clicking Insert My Standard Message Body, Then click Insert My E-Card.  Insert them in the order you want them to appear in your Auto Notification e-mail. For instructions on saving an E-card or auto notification message body click here.

Note:  Selected Time shown will always be Central Time, so adjust the time appropriately for your time zone.  Also Paragon only allows 3 automatic e-mail messages to be set per contact, auto e-mail set up for Favorite listings count as 1.  

More Info Tab

More Info allows you to keep notes, upload documents, create tasks (to do list) for your contacts, and keep financial information.

To Add Notes to a Contact:

1. Under the More Info tab, in the Notes box click Add New. The Note dialog window will open.

2. Enter a Title to the note

3. Enter the information you want to keep on the contact.

4. Click Save and Close.

The note will added to the contact and you will be able to view it at anytime by clicking on the hyperlink that will be the title of the note.

To Upload Documents to a Contact:

Any document that is in a JPEG, DOC, PDF or .XLS (Excel) format can be uploaded and stored under your contact's name in Paragon.

1. Under the More Info tab, in the Documents box click Add New

The Document dialog window will open.  

2. Give the document you will be uploading a title

3. Click Browse and navigate to the document you want to upload.

4. Double click on the document you want to up load

5. The path to the document will populate in the Document field in the dialog window, click Save and Close

The document will added to the contact and you will be able to view it at anytime by clicking on the hyperlink that will be the title of the document.

To Add a Task to a Contact:

The Paragon Contact Manager can set tasks, or a to do list for you contact.  Also you are able to search for tasks to be don for all contacts by date.

1. Under the More Info tab, in the Tasks box click Add New. The Task dialog window will open.  

2. Click on the calender or enter into the Due Date field the date the task is to be completed.

3. Give the Task a title

4. Give a Description to the Task

5. Click Save and Close

The task will added to the contact and you will be able to view it at anytime by clicking on the hyperlink that will be the title of the task.  

When the task has been completed click the Complete check box.

To Search for Task to be competed by Due Date:

1. From the Paragon Home Page click Contacts on the Navigation Bar

2. Under Contact Manager click  View/Manage Contacts

3. In the Search fields above the contacts, enter the Due Date for the task you are searching for, or enter the current date to see what tasks are due.

4. Click Search.

A list of tasks that are due for the date entered will appear, click on the # Tasks number to be taken to the More Info tab for that contact.  

To Add Financial Information to a Contact:

Paragon allows to capture and save financial information for your prospects, helping you to pre qualify potential buyers.

1. Under the More Info tab, in the Financials box click Add New. A Financial Form dialog box will open

2. Give the Financial Form a Title

3. Fill in all of the pertinent financial information for your prospect.

4. Click Save and Close

The Financial Information will be added to the contact and you will be able to view it at anytime by clicking title hyperlink.

Summary Tab

The Summary Tab offers you a one page snap shot of the prospect's information, including saved searches and favorites.

To get to the Summary Page for the contact, click the Summary tab. The Summary page will open. Click Print this Page if you want to print the summary.