Using the Forms/Documents/Contracts in Flexmls

You may find that many new PC's, browsers, and operating systems are not allowing you to save or even complete the Contracts/Forms/Documents found in Flexmls.  There have been many new PDF viewers released in the marketplace and may have been set as the default for some of your browsers or even operating systems.  These documents(at this time) are designed to work with the free Adobe Reader program and not some of these newer more generic readers.


If you are having difficulty, follow these steps:

1. Be sure you have Adobe Reader installed.  If not, or if in doubt, click here to download and install.
2. If you are using Internet Explorer and downloading Adobe Reader does NOT resolve the issue, please contact Technical support
3. If you are using Chrome:
• In the web browser box type:  chrome://settings and press enter
• Scroll to bottom and click 'Advanced'
• Near bottom of 'Privacy and Security' box, click 'Content Settings'
• Scroll down and click 'PDF Documents'
  
  1.  For Download PDF files instead of automatically opening them in chrome, click until slide is to the right (to download, blue)
• PDF documents will either appear as a grey box at bottom right of screen or open in Adobe once clicked
4. If using FireFox;
• Click on the menu in the upper right corner (the three horizontal lines)
• Select Applications from the menu on the left
• Click on Adobe Acrobat Forms or PDF Files and click on the drop-down menu to the right.  Select Adobe Acrobat (in Firefox)
5. If you are using Windows 10:
• Use Internet Explorer 11
• If using the Edge browser:
• Click on the menu in the upper right corner (three dots "...")
• Click Open Internet Explorer

These are just some basic steps for troubleshooting difficulties while using the Documents/Forms/Contacts.

As usual, if you need further assistance or have any questions please contact Technical Support (904) 394-9494 x 1605.

BIG Changes to Flexmls Pro for Android!

Soon you’ll see some significant changes to the Flexmls Pro app for Android that will make your user experience better than ever.  Some of the major changes are described in more detail below.

WHEN WILL IT CHANGE
These updates are being slowly being rolled out to all MLSes. Your MLS will notify you of the exact date when you’ll be able to use these new features.

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WHO WILL BE AFFECTED
Once the update is available for your MLS, all users who use the Flexmls Pro app on their Android Device will get the new and improved features.

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WHAT WILL CHANGE
You will notice many small changes to the visual design and screens in your Flexmls Pro app for Android. Some of the major improvements include the following:

• Contact Activity Tracking
• Improved Sharing
• Data Share Flexibility
• Invite Potential Clients to Your Portal
• Find Nearby Listings More Easily
• Upload Photos to Active Listings
• More Precise Map Drawing
• Room and Unit Information in Listing Details
• Simplified List View Options
• Landscape Mode

A more detailed look at these changes appears below.

Contact Activity Tracking

Contact Activity indicates which contacts are actively viewing and sharing listings. Whether they are looking at listings that you’ve manually emailed to them, looking at listings from subscription emails, or using the portal to view listings, you’ll be able to see what they are up to. When viewing all of your contacts, a quick glance will show you which ones have been the most active recently and if you click to view a contact’s details, you’ll be able to drill down and see what kind of activity they’ve been up to. Click here for more details!

Improved Sharing

Conveniently share single listings, selected listings, or searches by using the blue ribbon at the bottom of the share screen.

Data Share Flexibility

Focusing your search is easier than ever. If your MLS participates in a data sharing with other MLSes, you now can choose which MLSes to use for each search. Flexmls Pro for Android will continue to start each search with your list of default MLSes. Did you know you can set your default MLSes to be included in your searches in your General Preferences on the desktop version of Flexmls?

Invite Potential Clients to Your Portal

Only have a minute to connect with a potential client? We’ve made it really easy. Just add a contact using Flexmls Pro and tap the Send Invite button! More clients using your portal means they are not shopping on other sites and you can see which potential buyers you should follow up with today.

You will see the Send Invite button from your contact list

or from a Contact’s detail screen.

Find Nearby Listings More Easily

Now, whenever you are on the map and want to quickly get back to your location, you can tap the “crosshairs” which immediately zooms the map back to where you are. This is a great way to quickly survey what properties are nearby.

Upload Photos to Active Listings

Upload photos directly from your phone to your active listings!

1. From the More screen, tap My Listings.
2. Select a listing, and tap the Edit link at the top of the screen.
   
   

3. Tap Edit Photos to upload, rearrange, or update the caption for photos on the listing.
   
   
   

More Precise Map Drawing

Drawing on the map has changed. We know that sometimes you need to be very precise when you are selecting search areas. With the “tap” method of drawing shapes, you can zoom and pan while you draw, so you can be as detailed as you like, even on your phone! And if you don’t need to be too precise, you can still tap away to quickly outline a simple shape just as easily.

Room and Unit Information in Listing Details

If your MLS uses Room and Unit details, we’ve added even more information to the listing detail screen. Room and Unit information, whichever is appropriate, is now shown for each listing along with all the other fields you rely on.

Simplified List View Options

Our product research shows that users overwhelmingly prefer the List view and the Map view when viewing multiple listings. In order to make life simpler, we’re helping everyone focus on the most valuable features. Focusing the app on the best way to get your work done helps you go faster whether you are new to the app or are already an expert.

Landscape Mode

Use your mobile app full screen in landscape mode. This feature is especially handy for those using a tablet with a keyboard.

WHY ARE WE MAKING THESE CHANGES
These changes will improve Flexmls Pro for Android by providing useful new features, simplifying the design, and reducing the differences between Flexmls Pro for Android, Flexmls Pro for iOS, and Flexmls Pro Mobile Web. Making functionality consistent across mobile platforms makes it easier for you to use Flexmls regardless of what device you’re using.

Improvements for Sending Manual E-Mails

Starting April 5th on Flexmls Web, choosing whether you’d like to e-mail listings via Flexmls or by using your own e-mail application (like Outlook, Thunderbird, etc.) will be more user-friendly and intuitive. Additionally, when viewing My Sent E-mails, it will be easier to identify if an e-mail was sent via Flexmls or by using another option.

When will it change
These improvements in functionality will be available on April 5, 2018.

Who will be affected
All users will receive these updates.

What will change
Choose how to E-Mail Listings
When you manually send an e-mail, there will be a new setting: How would you like to send this e-mail. This setting will replace the current setting, Send mail using my computer’s e-mail program.

The setting has three options: Use Flexmls, My e-mail application, and Just give me the link. Each option is explained below.

• Use Flexmls – This option will e-mail the listings to the selected recipients via Flexmls. Replies to the e-mail will be sent to your primary e-mail address (as designated in Flexmls Web). With this option, you will always be able to view the recipient (and when the link was opened), when viewing My Sent E-Mails.
• My e-mail application – After selecting this option, clicking E-mail at the bottom of the screen will open your computer’s e-mail program (such as Microsoft Outlook or Mozilla Thunderbird) to send out the listings. If you selected one of your Flexmls Contacts in the To selection bar, the recipient will be pre-populated when your e-mail program opens. This will also allow you to see which contact received the link (and when it was opened) when viewing My Sent E-Mails.
• Just give me the link – After selecting this option and clicking Get Link at the bottom of the screen, you will be able to copy a link to the listings. You can paste the link into a web-based e-mail application such as Gmail. If you selected one of your Flexmls Contacts in the To selection bar, the recipient (and when the link was opened) will be noted when viewing My Sent E-Mails.

Note: Whenever you change the How would you like to send this e-mail setting, the selection automatically saves, so the next time you send an e-mail, it will default to using the same option until you select a different option.

Tracking Manually E-Mailed Listings
As before, you can see e-mails you’ve sent by using the Menu to find and select My Sent E-Mails. Listings sent using the My e-mail application or Link (discussed above) will have an asterisk next to the timestamp in the Sent At column. If a contact was specified before using your own e-mail application or generating a link, the recipient will appear in the Contact Name column. If there was no recipient selected, Local e-mail client will appear since the system doesn’t have a way to determine the intended recipient.

Why are we making these changes
These updates make it easier to select how you would like to send listings from the manual e-mail screen and since the setting saves each time you change it, it is easier to see and (if necessary) change the current setting. Tracking how the listing was sent on the My Sent E-Mails screen, also makes it effortless to determine if you sent the listing via Flexmls or if you sent it using a different method.

Updated Text Editor for Emails & Reports In Flexmls

The newest version of the text editor for Emails and Reports is available now in Flexmls Web. The Text Editor lets you control the format and design for emails and custom reports. With the newest update, all of the previous functionality remains and some new features have been added as well. Please note that the layout of the editing tools has had some minor updates, so some features may be found in different locations on the screen. A few of the notable features and changes are listed below.

Who is affected
This update affects all Flexmls Web users.

What changed
The text editor is found when using features like Manual Email, Subscriptions, Reverse Prospecting, the Custom Report Editor, and more. While the functionality remains the same, some features have been added and some features have changed positions.

Font
The font type and font size appear by default, making it easier to increase or decrease the size of your text.

Insert Links
To insert links into your text, click the Insert menu, and select Link.

Preview 
To preview how the body of your message will appear, click the View menu and select Preview.

Please note: if you are using the Custom Report Editor, and want to preview how the report will look, click the Preview button at the top right of the screen.

Quick Edit for TablesIf you’ve inserted a table, there is a new table editor that appears when you click on the table. It allows you to edit the Table Properties, Delete the Table, Insert/Delete Rows, and Insert/Delete Columns.  

Access Source Code
To access the Source Code and directly manipulate the html code, click on the View menu and select Source Code. Most users may not use this feature; however, it is a very useful feature for power-users and MLS Administrators.

Why are we making these changesThis update keeps Flexmls’s text editing tools compatible with the most recent versions of the major web browsers, and it also introduces a few new tools to help you control exactly how a message will display for recipients.   

NEFMLS Suggested Forms Are Now Revised

The Northeast Florida Multiple Listing Service, Inc. has just released revised versions of all NEFMLS forms plus a new form for Property Managers to use with tenants concerning photographs.  The NEFMLS Board of Directors approved the recommended changes in February. 

Both the revised forms plus the new form are now available in Flexmls under Daily Functions>Forms/Info.  You will find both an editable version and a “redline” version for those documents that had notable changes made. This Article will summarize the changes made to the specific NEFMLS documents.

Listing Agreement(s) including the Vacant Land Agreement

• In the preamble, the phrase “Seller represents the Seller has legal authority and capacity to convey the property and that no other person or entity has an ownership interest in the Property” has now been moved to the last paragraph of the agreement.
• In paragraph 2, “Real Estate Parcel No.” was replaced with “Property Tax ID No.” Also added a space for the VIN number of a mobile home if included in the listing.
• Paragraph 3(C) now includes “Energy-Related Improvement Assessment (PACE) liens on the property are to be paid by the SELLER at or before closing.”
• Paragraph 5(C) includes permission for the Broker to videograph the property for sale.
• Paragraph 6(G) states that the Seller will comply with the Foreign Investment in Real Property Tax Act (FIRPTA).  The remainder of the FIRPTA language has been moved to paragraph 15 in order to be closer to the signature space.
• Paragraph 6(G) also includes verbiage stating that the Seller will not engage in audio recording of a buyer, buyer’s representatives, buyer’s broker, inspector or appraiser when on the property.  The paragraph includes instructions as well as a check box to indicate if the property does or does not have an active audio and/or visual surveillance system in place.
• Paragraph 19 includes the Wire Fraud Alert message and instructs the Seller on how to avoid wire fraud.
• In the signature space there is a new line labeled “marital status” next to each Seller signature line.

Brokerage Compensation Agreement (This is for a one-time listing)

• The following phrase was added in the first page: “Under Florida Law, the sale of a principal residence requires Seller’s spouse to sign the deed at closing even if Seller’s spouse’s name is not on the present deed.  If applicable, the Seller’s spouse will sign this Agreement to confirm his or her willingness to sign the deed at closing.”  This is the same language that is on the regular listing agreement.
• In the signature space there is a line labeled “marital status” next to each Seller signature line.

Coming Soon Listing Addendum

• The third paragraph now reads as follows:
  
  Notice to SELLER: “Coming Soon” is an industry term for marketing a property before it is placed in Active Status.  Because marketing activities prior to the Property being placed in Active Status reach only a limited number of potential buyers or tenants, a seller or landlord may not obtain the maximum price or optimal terms for the sale or lease of their property. A property that is advertised as Coming Soon but is not entered into NEFMLS does not have the benefit of being fully exposed to the entire potential market. 
    
  
• The fourth paragraph now reads: 
  
  Coming Soon Listing - A Coming Soon Listing in NEFMLS is a listing that is not yet in Active Status in NEFMLS, but has a fully executed listing agreement.  SELLER understands and agrees that the Property CANNOT BE SHOWN and furthermore authorizes Broker to withhold all offers to purchase (Purchase Contracts) until the listing is placed in Active Status in NEFMLS. The Coming Soon listing will be placed in Active Status in the NEFMLS system within 14 calendar days after all necessary signatures of seller(s) have been obtained, with up to one 7-day extension. Only Participants and Subscribers of NEFMLS will have access to the Coming Soon listing database through NEFMLS.  Coming Soon listings will not be disseminated to the public in any manner or in any form through the NEFMLS system until the Coming Soon listing status is changed to Active Status; however, Coming Soon listings will be searchable by NEFMLS members and will appear on the Hotsheet and in Tour/Open House, if applicable.

• The fifth paragraph now reads:  
  
  Acknowledging and understanding the foregoing, the SELLER and BROKER hereby agree that, by signing this Addendum, the SELLER authorizes Broker to engage in marketing activities including, but not limited to, entry into NEFMLS as a Coming Soon Listing prior to the date that the Property listing status is changed to Active Status.
• The last paragraph now reads:
  
  In addition to placing the Property listing in Coming Soon Status in NEFMLS, the Broker is authorized to conduct other marketing activities such as placing a “Coming Soon” sign on the Property, notifying Brokers and licensees with other firms that the Property is “Coming Soon”, advertising, and conducting other marketing activities at Broker’s discretion. 

Seller’s Waiver of Entry

• In the middle of the form, the following sentence has the underlined words added: 

 “By instructing the Broker NOT to enter, publish and display the Listing in NEFMLS, SELLER understands that . . .”

NEW FORM: Tenant’s Consent to Photograph/Videograph and/or Hold an Open House

This is the only new form.  It provides for a tenant to consent that the property can be photographed and videographed inside and outside and that tenant will be notified at least 24 hours in advance that Broker will be taking such photos or videos so that tenant may remove any personal belongings that tenant wishes to have excluded from the photos/videos.  It further states that if such items are not easily movable, Broker will refrain from photographing or videographing such items.  It also provides tenant’s consent for the Broker to conduct one or more open houses of the property on one or more certain dates.  This form is to be signed by the tenant, the seller and the listing agent.

The remainder of the forms only had minor wording changes. The new forms should be available on all transaction platforms (Form Simplicity, TransactionDesk, dotloop, etc.) within the next few weeks.

If you have further questions or need assistance, please call Member Services at (904) 394-9494 x1603.  The above was written by NEFMLS Attorney, Jeff Marks.