Top Producer^® 7i FAQs

Converting data for use in Top Producer 7i

The instructions below will walk you through a checklist of steps to perform before you convert your existing Top Producer data for use in Top Producer 7i.

Converting data from other applications

If you have data from another application or data source, for example, Microsoft Outlook, Agent 2000, On-Line Agent, ACT!, PREP, PowerPak, Hot Marketer, Top Recruiter, or a standard CSV (or ASCII) data file, please click here.

Top Producer 5.1

If you are converting data from Top Producer 5.1 for Windows, click here for instructions.

Converting Top Producer 6i or System 6 data for use in Top Producer 7i

Click the link below for instructions on how to upload and convert your Top Producer 6i or System 6 database.

Top Producer 6i/System 6 to Top Producer 7i Data Conversion Instructions

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Click here to view a document that will show you how to configure your email in Top Producer 7i.

Please note that to view this document you will require Adobe® Acrobat® Reader®. If the document does not open when you click the above link, then download and install the free Adobe Acrobat Reader from here.
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The following keyboard shortcuts are available within the areas of Top Producer 7i noted below. Use the key combinations shown in the list to perform the corresponding action.

• Word Processor Keyboard Shortcuts
• HTML Editor Keyboard Shortcuts
• My Email Keyboard shortcuts

Word Processor

Key Combination:	Action:
Ctrl-Z	Undo
Ctrl-Y	Redo
Ctrl-C	Copy
Ctrl-V	Paste
Ctrl-X	Cut
Ctrl-B	Set bold font
Ctrl-U	Set underline font
Ctrl-I	Set italic font
Ctrl-Shift-S	Save document's XML in clipboard
Ctrl-Shift-L	Load document from XML stored in clipboard
Ctrl-P	Print current document using the system printer select dialog
F7	Spell check
Ctrl-F	Find
Ctrl-H	Replace
Ctrl-Alt-T	Insert trademark symbol (™)
Ctrl-Alt-C	Insert copyright symbol (©)
Ctrl-Alt-R	Insert Registered trademark symbol (®)

HTML editor

Key Combination:	Action:
Ctrl-Z	Undo
Ctrl-Y	Redo
Ctrl-C	Copy
Ctrl-V	Paste
Ctrl-X	Cut
Ctrl-B	Set bold font
Ctrl-U	Set underline font
Ctrl-I	Set italic font
Ctrl-F	Find
Ctrl-Alt-T	Insert trademark symbol (™)
Ctrl-Alt-C	Insert copyright symbol (©)
Ctrl-Alt-R	Insert Registered trademark symbol (®)

My Email

Key Combination:	Action:
Ctrl-M	Check email
Ctrl-N	Compose
Ctrl-R	Reply to selected email
Ctrl-L	Reply to all
Ctrl-F	Forward selected email
Ctrl-T	View contact linked to selected email
Ctrl-D or Delete key	Delete selected email
Ctrl-E	Mass email
Ctrl-Y	Move selected email to a folder
Ctrl-P	Copy selected email to folder

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This article will show you how to save links to your Hot Marketer 2.0 presentations in your Top Producer 7i Marketing Links library. These links correspond with presentations created in Hot Marketer that have been uploaded to a location on the Internet. By using Marketing Links, you can leverage the powerful mass email and contact management tools built into Top Producer 7i when sending presentation information to customers.

Click the link below to view the instructions.
tf2605.pdf

Optionally, you can save this article as a PDF file to view later in Adobe Acrobat Reader. To do so, right-click the link above, select Save Target As, and save the document to your Windows Desktop.
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If you have already purchased the partner or team member licenses and want to simply setup these users in Top Producer 7i, proceed to section B below. If you have not yet purchased the additional agent licenses, complete sections A and B.

Note: If you currently own a single agent license, the addition of another agent license will create a Partner account in Top Producer 7i, with the option to specify the partner name details in the Partner Setup menu. Similarly, if you own a single agent license, and add two or more agent licenses, a Team account will be created, with the option to specify the team name details in the Team Setup menu.

SECTION A - Purchase Additional Agent Licenses

Note: This section applies only if you are adding additional agent licenses to an existing Team account. If you own a single agent or partner license, please contact our Sales or Technical Support department to purchase the additional agent license(s).

1. Log in to Top Producer 7i.
2. Point to Setup, and click on My subscriptions.
3. In the Subscription Manager window, click on Purchase a new subscription.
4. Add the appropriate number of additional Top Producer 7i Agent Licenses and click Next.
5. Enter the billing and shipping information as required and then click Next.
6. Once you receive confirmation that the license has been successfully added, close the window. Log out of Top Producer 7i and then log back in and follow the steps below to configure your new agent login.

1. Point to Setup and then click on Team/Partner setup.
2. In the Agent administration window, you can enter the Team or Partner name in the Team name or Partnership name fields, respectively.
3. Above the Team name field, your available agent licenses will be displayed. If you have an available license, click New agent to configure the new agent login for your partner or team member.
4. Enter the first and last name, username and password in the appropriate fields.
5. Assign any available add-on product licenses, such as Top Producer for Palm handhelds, Sellphone, or Assistant licenses as needed.
6. If you have Top Connector 7i, assign the appropriate MLS Board access under Assign MLS access to this user and then click OK.
7. Click on Close to save the changes.
8. Click on Log out and then log in as the newly created user(s).

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The instructions below describe how to configure the Top Producer 7i Lead Manager to work with the REALTOR.com Marketing System. As well, these steps show how to configure a custom Lead inquiry form which works without having a REALTOR.com Marketing System account.

• From the following four options choose the one that applies to your situation:

• If you have used Top Producer 6i with the REALTOR.com Marketing System before, you already have all the information you need. Have your Lead Manager information ready, and skip to Section 3 below.
• If you have used Top Producer 6i with REALTOR.com Marketing System before but have forgotten your Lead Manager account ID or password, skip to Section 2.1 below.
• If you have never used Top Producer with the REALTOR.com Marketing System, or do not have a REALTOR.com Marketing System account, continue to Section 1 below.
• If you do not want to use the REALTOR.com Marketing System service, and would like to receive leads from your own web site, skip to Section 4 below.

Section 1 - Obtaining a REALTOR.com Marketing System account ID and password

Before you can configure Top Producer 7i to work with the REALTOR.com Marketing System service, you must have a REALTOR.com Marketing System account. The steps below describe how to sign up for a REALTOR.com Marketing System account with REALTOR.com. If you already have a REALTOR.com Marketing System account, you can skip to section 2 below.

1. Log in to Top Producer 7i.
2. Point to Contacts, then click Leads.
3. Click the Lead setup link.
4. Click the Add REALTOR.com link.
5. Click the Don't have an account? Sign up today! link. You will be connected to the REALTOR.com Marketing System web site.
6. Under CONTROL PANEL, click the Login Now to Manage Your Account link.
7. Click the Sign up now link.
8. On the next page, enter your MLS location and agent number assigned by the MLS. After entering further billing information, you will be assigned a REALTOR.com Marketing System Agent account ID and password. You can use this account ID and password to sign up for a Lead Manager account. Proceed to section 2 below to sign up for a Lead Manager account.

Note  Top Producer is not responsible for REALTOR.com accounts.

If you have difficulty obtaining a REALTOR.com Marketing System account, please call REALTOR.com technical support at 1-800-878-4166. If you already have a REALTOR.com Marketing System account but you are having difficulty downloading leads into Top Producer, please call Top Producer Technical Support at 1-800-830-8300.

Section 2 - Signing up for a Lead Manager account

Your REALTOR.com Marketing System account and your Lead Manager account are separate, used for different purposes. Your REALTOR.com Marketing System account is used to take advantage of the REALTOR.com Marketing System features. Your Lead Manager account is used to allow Top Producer software to access any leads which have been obtained through your web site on REALTOR.com, and download those leads directly into Top Producer.

Signing up for a Lead Manager account is free. You can use the exact same username and password as you do for your REALTOR.com Marketing System account if you wish, to make it easier to remember. To sign up for a Lead Manager account, follow the steps below. If you have forgotten your Lead Manager username or password, skip to section 2.1 below.

1. Log in to Top Producer 7i.
2. Point to Contacts, then click Leads.
3. Click the Lead setup link.
4. Click the Add REALTOR.com link.
5. Click the REALTOR.com Marketing System username link.
6. Select your MLS from the Indicate the location of your MLS drop-down menu.
7. In the Enter the number assigned to you by your MLS field, enter your MLS ID. In the Password field, enter your MLS password, then click Continue.

   Note The use of your MLS ID and password are to link your REALTOR.com Marketing System account and your Lead Manager account. If you have multiple MLS IDs, ensure you use the same MLS ID here that you used to sign up for your REALTOR.com Marketing System account.

8. Fill out all required fields. In the Username and Password fields, specify the username and password you want to use for your Lead Manager account. It can be the same as your REALTOR.com Marketing System username and password if you like.
9. In the Password question and Password answer fields, select a question and enter the answer. If you forget your Lead Manager password, you can recover it by answering this question correctly.
10. When finished, click Finish. If the account is created correctly, you will receive a message confirming this fact. If you receive a message stating MLS ID already exists, you already have a Lead Manager account. Proceed to section 2.1 below to recover your Lead Manager password.

Section 2.1 - Recovering your Lead Manager password

If you already have a Lead Manager account, follow the steps below to recover your password.

1. Log in to Top Producer 7i.
2. Point to Contacts, then click Leads.
3. Click the Lead setup link.
4. Click the Did you forget your password? link. You will be connected to the REALTOR.com Marketing System web site.
5. In the Username field, enter your Lead Manager username.
6. From the Password question drop-down menu, select the password question you specified when you signed up for your Lead Manager account.
7. In the Password answer field, enter the answer to the question in the Password question drop-down menu. When finished, click the Get My Password! button. Your password will be displayed.

Section 3 - Configuring Top Producer 7i to download leads from REALTOR.com

Once you have your Lead Manager account information ready, you will need to enter it into the Top Producer 7i Lead Manager. Follow the steps below to enable lead download from REALTOR.com Marketing System into Top Producer 7i.

1. Log in to Top Producer 7i.
2. Point to Contacts, then click Leads.
3. Click the Lead setup link.
4. In the Username field, enter your Lead Manager username.
5. In the Password and Confirm Password fields, enter your Lead Manager password.
6. Click OK. If you receive an error regarding your username and password, ensure you have entered that information correctly, then retry. If you are not certain the Lead Manager account information you have is correct go to Section 2 above to confirm you have signed up for a Lead Manager account correctly.

Section 4 - Creating Lead Inquiry pages

Top Producer 7i has the ability to create custom Lead Inquiry forms for use with our servers, or with your own. This method of lead gathering is free as part of your Top Producer 7i subscription.

There are two types of Lead Inquiry forms Top Producer 7i can create: Template, or Custom. Template Lead Inquiry forms are created by choosing form elements from a template. A "wizard" interface will ask you questions about what elements you want in your Lead Inquiry form, and create the form based on your answers. This page is then hosted from your Top Producer 7i account; no external web site or knowledge of web programming is required. The "template" Lead Inquiry form is recommended for most users.

Custom Lead Inquiry forms are created by selecting the information fields you want to ask potential leads for (i.e. price range, area, contact information), then generating source code which can be modified and placed on your server or external web site.

Note The custom Lead Inquiry form generated by Top Producer 7i only contains basic code to allow the page to function. If you would like to modify the page for formatting or add content, this is beyond what Top Producer 7i Technical Support will be able to assist you with. If you wish to modify a Custom Lead Inquiry form, you will require advanced web programming skills, or know someone with these skills who can modify the page for you.

If you would like to use your Top Producer 7i account to host your Lead Inquiry form, then proceed to step 1 below. If you would like to create a fully customized Lead Inquiry form to be used on your own server or external web site, skip to section 4.1.

1. Log in to Top Producer 7i.
2. Point to Setup, then click My lead inquiry form.
3. Click Create new.
4. Under Page layout, select the type of Lead Inquiry form you would like to have. The only difference between the choices is the number of fields for prospective leads to enter information. A preview will show you what fields are in each template later in the process. When you have decided on a template, click Next.

5. Note  You can create an unlimited amount of Lead Inquiry forms, but you can only have one of each template type hosted from your Top Producer 7i account at the same time.

6. Configure the Agent Photo and Company Logo as required. These images are brought by default from the Agent setup section of Top Producer 7i. In the upper left corner, select the location for the Agent Photo and Company Logo from the Location of agent picture drop-down menu. Wherever you choose the Agent Photo to be located, the Company Logo will be located directly opposite from it at the top of the page. When finished, click Next.
7. Select the appropriate font and color scheme for your Lead Inquiry form. To test, click the Preview my lead inquiry form now link. A browser window will open and display the Lead Inquiry form as it would appear with your current selections. If you would like to use the default template settings, enable the checkbox beside Use Top Producer background.
8. When you are done, click Finish. You will be returned to the My lead inquiry form page.

Once you have finished creating a Lead Inquiry form, you will see it appear in the My lead inquiry form page. The URL (web location) of the page will be listed in the Lead inquiry form address (URL) field. If you would like to copy this address, for use in email or to put on a web site, select the Lead Inquiry form from the list, then click the Get URL link to copy the URL to the Windows Clipboard. To paste the URL into the body of an email or other document, press CTRL-V on your keyboard.

In addition, if you would like to get a copy of the Lead Inquiry form to put on your own site, click Get source code. This will allow you to save the form as either an ASP or CPP file. To determine which file type to save as, please consult with your web site administrator.

Section 4.1 - Creating a custom Lead Inquiry form

Another method of creating Lead Inquiry forms is to create a completely custom form. This allows you to choose what fields you want to include in the form, and removes all formatting which would be present when using a template.

To create a custom form, follow the steps below:

1. Log in to Top Producer 7i.
2. Point to Setup, then click My lead inquiry form.
3. Click Create custom.
4. From the List of available fields window, select all fields you would like to have included in your form. After you have selected your fields, click Add to move the fields into the List of fields to generate source code window. Each of the fields in the List of fields to generate source code window will be available in the final Lead Inquiry form.
5. To preview what fields are included in the form, click the View in browser link. When you are satisfied with the fields included in your form, click Generate source code. This will allow you to save the form as either an ASP or CPP file. To determine which file type to save as, please consult with your web site administrator.

Note  It is recommended to add formatting code to the ASP or CPP form generated by Top Producer 7i, as opposed to copying code from the page generated by Top Producer 7i and copying it into a template. Depending on the type of template used, the form may not function correctly.
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Top Producer 7i lets agents create web pages where clients can view everything an agent has done to market and sell their home. Once you create a customer web page, the web-address, along with a user name and password can be sent by email to your client. Once the client accesses the web-address and logs in, they can view exactly what’s happening with the sale of their home.

Customer web pages are basically a personalized online version of your clients listing and/or closing service report. The client you create the web page for must have a listing or closing record in Top Producer 7i, and the listing (or closing) must contain some completed activities. Otherwise, the customer web page will be empty.

When you create the customer web page, you will specify a username and password for your client so that only they can view the report online.

Once the customer web page has been created, Top Producer 7i will query your database every 15-minutes for any updates that have occurred in the listing (or closing) service report. If changes have been made, they will automatically be added to the customer web page.

Note:  If your client has both an active listing and a closing, then the activities from both will appear on the Customer web page. For this reason, it is recommended to include a preface such as "Closing", or "Listing" in the notes box of the Add activity... window, at the time you mark the activity done. This will make it easier for your client to distinguish between listing and closing activities in the customer web page.

The steps below demonstrate how to create a customer web page. For additional help on this topic, please refer to the Customer Web Page section of the Top Producer 7i User Guide.

Creating a customer web page

1. Open a contact record.
2. Click the Customer web page tab.
3. In the Username and Password fields, a default name will be entered. If you want to change these, enter a new username and password for the contact who will be accessing this page.
4. Click Create customer web page.
5. Ensure the contact record has a valid email address, then click Email username/password to this contact. A Mail login information screen will appear, allowing you to edit an email which will be sent to the contact including their login information. An example email is shown below:

6. Dear [contact name],

   I have given you access to my Real Estate Information Center where you will find up to the minute information about my service activities for you.

   You can access the center by clicking the following link: http://info.topproduceronline.com/?[TP7i login name, eg. kellyrealtor]

   (If you do not connect to the site when you click the link above, copy and paste the link into your web browser's address line and press ENTER)

   Your username is:   [username]
   Your password is:   [password]

   If you have any questions, please don't hesitate to contact me.

   Best regards,

   [user letter closing]

Editing the template

The agent photo and company logo, as well as some basic formatting, can be changed via the Setup menu as described below.

1. Point to Setup, then click My customer web pages.
2. Adjust the information in the My customer web page setup - Appearance page as necessary. The first page will allow you to adjust the agent photo and company logo, the top border colour (Primary) and left border colour (secondary), and specify whether to include cash expenses or showing agents names. The second page (accessible after clicking Next) allows you to specify various text on the login page, main page, and service report page.
3. To view an example of what the final page will look like, click Preview web page.

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Top Producer 7i includes full-color maps that plot the subject property, current listings, recent sales, pending sales and expireds (maps only available at present for the United States). Follow the steps below to generate maps.

1. To generate maps in Top Producer 7i, point to Presentations, and click Create CMA/Buyer presentation.
2. Choose a template and click Next.
3. Choose the subject property of the contact you are creating the presentation for, and click Next.
4. Click Finish.
5. From the action menu, click Preview maps. This will open a page which will display a map of the subject property, as well as all comparable properties. If you have not downloaded or manually entered any comparables, then the map will show only the subject property. An example map is shown in Figure 1 below.

 Figure 1 - Sample map

Message: The following properties could not be located on the map.

After clicking Preview maps, the following error message may appear:

From the Preview map dialog box, note which addresses could not be found on the map. As indicated, the error is likely caused by incorrect or insufficient information in the comparable or subject property address information. Follow these corrective steps.

1. From the CMA for... window, click the first comparable property that could not be found on the map, and then click View or edit.
2. Confirm that the address is correct and complete. When done, click Close. Repeat this step for every property that could not be found on the map.
3. From the action menu, click Preview maps. From the Select map to preview list, select Map of all properties.
4. If the properties in question still cannot be found on the map, check the validity of each address.
   • Start by examining the Street name field. The Street name field should only contain the name of the street, and not the direction or designator. For example, enter "North Main Street" so that "North" appears in the Direction prefix or Direction suffix field, "Main" appears in the Street name field, and "Street" appears in the Street designator field. Preview the map again to see if the property is now mapped.
   • If that does not help, try changing the Direction prefix or suffix from North to N., or East to E., and so on.
   • If this is not successful, try removing the Direction prefix or suffix (N, S, E, W etc.) altogether.
   • Repeat the steps above for each property that can not be mapped.
5. If there are still properties that cannot be located on the map, please contact Top Producer Technical Support.