Builder > Master Reports

The following section provides a high-level overview of Master Reports in Sales Simplicity.   Almost all documents must be registered (entered) in the Builder section and Master Reports tab.  These entries defines a type of report, which then creates a pointer to the actual document file, specifies the type of document (Word, Crystal, other), and the source of the data to be merged into the document.

*  All document types are universally called ‘Reports’ in Sales Simplicity.

Overview on Types of Reports and Basic Set Up Steps

There are several types of reports (documents) that can be created for use in Sales Simplicity Software:

Basic Set Up Steps in Creating/Converting a Document

There are four (4) basic steps to follow in creating documents for use in Sales Simplicity:

1.     Create the document using Sales Simplicity Microsoft Word Macro –or– Email Creation Utility program (see above - Type of Documents)

2.     Copy the document to the FTP site (or Reports Folder if self-hosting)

3.     Create an entry in Builder section > Master Reports tab

4.     Assign the document to the appropriate Division and/or Subdivision

Step 1 – Overview to Create the Document and Convert to .DOT file

Ø  IF the document is a Contract, Addendum, Amendment, or Follow-Up Letters andin Microsoft Word format, then use the Microsoft Word Macros tool provided by Sales Simplicity

Ø  IF the document is a Follow-Up eMail, Customer Marketing, Realtor Marketing,  Workflows and intended to be sent by way of eMail, then use the Email Creation Utility tool program provided by Sales Simplicity

Ø  IF the document requires conversion to Crystal Report format, use Crystal Reports^® version 8.5 ONLY  (see notes below)

*  Creating Crystal Reports is technically complicated and should only be attempted by a trained user

*  If creating Crystal Report internally, please contact Sales Simplicity Software to have the TTX files created for you.  TTX files are necessary to define the Sales Simplicity fields used in a Crystal Report

*  If a customized Crystal Report is required, please contact Sales Simplicity Software for a quote

Step 2 – Overview to Place the Document in the Reports Folder

Ø  IF the database is hosted by Sales Simplicity, then access to the FTP site will be provided during Admin Training

Ø  IF database is self-hosted, then access to the SSNet/Reports folder will be provided to you by your IT staff.

*  The exceptions to this step are Customer Marketing Letters and Realtor Marketing Letters.

Step 3 – Overview to Create an Entry in Builder > Master Reports

Ø  Create an entry by filling out all appropriate information in the Builder section > Master Reports tab

*  The exceptions to this step are Customer Marketing Letters and Realtor Marketing Letters

Builder section > Master Reports tab

Step 4 – Overview to Assign the Document (Report)

Ø  IF the document is related to Contract, then assign the document to the appropriate Division section and/or Subdivision section > Contracts tab

Ø  IF the document is related to Follow-Up Letter, schedule the follow-up task in the appropriate Division section and/or Subdivision section > Follow-Up tab

Ø  IF the document is related to Workflow, identify where to assign the Workflow – Builder, Division, Subdivision, or Builder > Users (or combination of thereof)

*  Workflow does NOT require Step 4 – Assign the Document (Report)

*  A contract package is defined as a group of contract documents that are always printed when a customer is initially taken to contract

How to Prepare Prior to Creating/Converting Documents using MS Word

The following section provides procedures for inserting pre-defined Sales Simplicity Merge Fields on a Microsoft Word^® based document, for such documents like Contracts, Follow-Up letters, and includes instructions for assigning Contracts to each Subdivision and creating Follow-Up tasks.

There are two (2) types of Word Macro files and two (2) support files provided:

·          SalesSimplicity.dot

·          Signature.dot

·          MacroDataDictionary(revised).xls

·          MSWord Formulas - Tips&Tricks.doc

Step 1 – Log-In to the FTP Site

1.     Login to the FTP site

2.     Enter User Name and Password (assigned)

3.     Double-click to open the Support folder

4.     Double-click to open the WordMacros subfolder

o    SalesSimplicity.dot

The SalesSimplicity.dot macro file allows for inserting of data fields from Sales Simplicity to a Microsoft Word^® based document.

o    Signature.dot

The Signature.dot macro file allows for Electronic Signature Pad insertion of signature image field location to a Microsoft Word^® based contract.

This macro is only used for inserting signature fields when creating/editing Contract documents.  Signature fields are only used in conjunction with an Electronic Signature Pad device.

*  Available signature fields includes:

-       Main Buyer

-       Up to six (6) Co-Buyers

-       Authorized Broker (Officer of the Builder who can sign on behalf of Builder)

o    MacroDataDictionary(revised).xls

The MacroDataDictionary.xls file provides a list of all merge-able fields from Sales Simplicity software and their associated definitions (description).  These are divided into different categories, one for each applicable Report Type

*  There a six (6) different types of categories for merging data fields:

-       Contract

-       Customer Report

-       Customer Letter

-       Realtor Letter

-       Custom Letter

-       Agent Word Report

o    MSWord Formulas – Tips&Tricks.doc

The MSWord Formulas – Tips&Tricks.doc file provides customized adjustments on certain merge fields and examples in performing calculations.

How to Install the Sales Simplicity MSWord Macros

Step 2 – MS Word version 2003 (or older version)

1.     Login to the FTP site

2.     Enter User Name and Password (assigned)

3.     Double-click to open the Support folder

4.     Double-click to open the WordMacros subfolder

5.     Press the Ctrl key on the keyboard and click to highlight both SalesSimplicity.dot and Signature.dot

6.     While both files are highlighted, right-click the mouse and select Copy

(hint: for keyboard shortcut, use CTRL-C)

7.     On the local computer, open Microsoft Word

8.     Click the Tools drop-down list

9.     Scroll down and click Options

10.   A pop-up Option window will be displayed

11.   Click the File Locations tab

12.   Click to highlight Startup

13.   Click the Modify button

14.   A pop-up Modify Location window will be displayed

15.   Inside the pop-up window, right-click on the blank white area and select Paste

(hint: for keyboard shortcut, use CTRL-V)

16.   A message will appear Copying Files, when complete, the message will disappear.

(this means both files are now copied to the local computer – more specifically in the Word Startup Folder, however it will NOT be displayed in the pop-up window)

17.   Click the OKbutton, then OK again

18.   Close Microsoft Word, then

19.   Open Microsoft Word, again

20.   There should be two new sets of icons in the Microsoft Word toolbar (as displayed below) that is now available in Microsoft Word 

Step 2 – MS Word version 2007 (or newer version)

1.     Login to the FTP site

2.     Enter User Name and Password (assigned)

3.     Double-click to open the Support folder

4.     Double-click to open the WordMacros subfolder

5.     Press the Ctrl key on the keyboard and click to highlight both SalesSimplicity.dot and Signature.dot

6.     While both files are highlighted, right-click the mouse and select Copy

(hint: for keyboard shortcut, use CTRL-C)

7.     On the local computer, open Microsoft Word

8.     Both SalesSimplicity.dot and Signature.dot must be placed in a Trusted Folder location. In order to check for a Trusted Folder location, do the following:

-  Click the “Office Button” (the circle with the funny logo in the upper left corner)

-  Click the “Word Options” button at the bottom of the popup.

-  Click the “Trust Center” menu item to the left

-  Click the “Trust Center Settings…” button

-  In the new “Trust Center” popup window, click the “Trusted Locations” menu item to the left

-  This will list the User Locations and should display a “Word 2007 default location for “Startup”, click this entry and details will appear below.

9.     Once both SalesSimplicity.dot and Signature.dot is in the Startup folder, make sure that Word is fully restarted (remember that sometimes outlook may need to be closed to fully close all instances of Word if Outlook is using Word as the email editor).

10.   Open Word, Create a new document, click the “Add-Ins” menu item at the top (my menu items read “Home, Insert, Page Layout, References, Mailings, Review, View, Add-Ins) , the following icons should appear in the toolbar.

*  The Word Macros are typically only to be used by designated Sales Simplicity Administrators –or– Contract / Follow-Up Letter Administrators

Overview of MS Word Macro Icon Definitions for SalesSimplicity.dot

SalesSimplicity.dot -

 Make SSAgent Report

§   Creates Agent Reports

§   Used in Reports > Agent or Reports > Subdivision 

 Make SSCustomer Letter

§   Creates Follow-Up System letters (Customer Letters)

§   Used in Follow-Up > To Do List and Follow-Up > Mail Merge

 Make SSRealtor Letter

§   Creates Follow-Up Realtor letters

§   Used in Follow-Up Realtor Merge

 Make SSCustom Letter

§   Creates Follow-Up Custom Merge letters

§   Used in Follow-Up Custom Merge

 Make SSContract

§   Creates Contract documents

§   Used in Customer > Contracts and Customer > Reports

  Add SSField

§   When clicked, displays a pop-up window with a drop-down list containing merge fields to be inserted into a document 
(The selection fields will depend on the type of document being made)

 Clear Fields

§   Resets the originally selected “Make xxx” and allows for a new selection of  “Make xxx”

Overview of MS Word Macro Icon Definitions for Signatures.dot

Signature.dot -

 Design Mode

§   Allows for click-and-drag of any signature field to any location on the contract

 Insert Broker Signature

§   Inserts signature field for the builder’s authorized Broker

 Insert Buyer Signature

§   Inserts signature field for the Buyer

 Insert Co-Buyer 1 Signature

§   Inserts signature field for the first (1^st) Co-Buyer

 Insert Co-Buyer 2 Signature

§   Inserts signature field for the second (2^nd) Co-Buyer

 Insert Co-Buyer 3 Signature

§   Inserts signature field for the third (3^rd) Co-Buyer

 Insert Co-Buyer 4 Signature

§   Inserts signature field for the fourth (4^th) Co-Buyer

 Insert Co-Buyer 5 Signature

§   Inserts signature field for the fifth (5^th) Co-Buyer

 Insert Co-Buyer 6 Signature

§   Inserts signature field for the sixth (6^th) Co-Buyer

 Insert Co-Broker Signature

§   Inserts signature field for the Co-Broker

 Insert Sales Agent Signature

§   Inserts signature field for the Sales Agent

How to Create/Convert Contracts or Follow-Up Letters

Step 1 – Create New or Convert an Existing MS Word Doc

There are four (4) basic steps to follow in creating documents for use in Sales Simplicity:

1.     þCreate the document and Convert to .DOT file

2.     ¨ Copy the document to the FTP site (or SSnet/Reports Folder if self-hosting)

3.     ¨ Create an entry in Builder section > Master Reports tab

4.     ¨ Assign the document to the appropriate Division and/or Subdivision

Ø  For creating a NEW Word document and saving as MS Word template,
go to “How to Merge Data Fields to an MS Word Document (Step-1)”

Ø  For converting an EXISTING Word document and saving as MS Word template, go to “How to Merge Data Fields to an MS Word Document (Step-1)”

Ø  For EDITING an existing document that has already been converted to an MS Word template, then

1.     locate the file on your system

2.     with the mouse, right-click the .DOT file

3.     select OPEN,

4.     then go to “How to Merge Data Fields to an MS Word Document (Step-8)”

How to Merge Data Fields to a MS Word Document

1.     Open Microsoft Word

·          For creating a new document, MS Word will automatically open with a blank page

·          For converting an existing  document, click OPEN to search and find the file

2.     In the toolbar , select the Type of Document to be created or converted, by clicking the appropriate “Make xxx” button

3.     A pop up window with the following message will be displayed
(the message will validate as to the Type of Document icon selected)

4.     Click the  “Add SSField” button

5.     A pop up window with a drop-down list will be displayed

6.     IF creating a NEW document, type or paste the main text into the document

7.     IF converting an EXISTING document, review the main text into the document

8.     Search and place the cursor where the merge data field will be inserted

9.     From the Insert Sales Simplicity Field pop-up window, find and select the data field

(Refer to the Macro Data Dictionary for detailed description of each field) 

10.   Click the Insert button

11.   The inserted Sales Simplicity data field will be displayed in the document

(ie: <<Buyer’s Name(s)>> )

12.   After inserting a Sales Simplicity data field and prior to attempting to type or edit the main text, (ie: adding a space, formatting, or any other action), first make sure the cursor is blinking by clicking anywhere in the main document 

(attempting further action in the document without performing this step may cause an error message - Error! No property name supplied.)

13.   Repeat the process (step-8 to step-13) throughout the entire document, until all merge fields have been inserted

14.   When data merge field insertion is complete, click the  to close the Insert Sales Simplicity Field pop-up window

15.   To save the MS Word document, click Fileon the menu bar

16.   Click Save As

17.   In the Save As pop-up window, click the Save As Type drop-down list and select  Word 97-2003 Document Template (*.dot)

18.   Click Save In and select the desired drive and folder location to store the file

19.   In the File Name field, type the name of the file

(File Name must NOT exceed more than 46 characters, including version numbers, spaces, dashes, underscore, etc. –or– 50 characters including the file extension .DOT)

20.   Click the Save button, then

*  Do NOT include a period (.) in the file name, other than the period just before the file extension (ie: *.dot)

*  When using a ‘space’ as part of the document template file name, make sure to NOT use two (2) spaces side-by-side  (ie: Contract  ver-2)

Step 2 – Place the Document to the FTP Site

There are four (4) basic steps to follow in creating documents for use in Sales Simplicity:

1.     þCreate the document and Convert to .DOT file

2.     þCopy the document to the FTP site (or SSnet/Reports Folder if self-hosting)

3.     ¨ Create an entry in Builder section > Master Reports tab

4.     ¨ Assign the document to the appropriate Division and/or Subdivision

How to Place the Document to the FTP Site

Sales Simplicity provides each builder (except for Self-Hosting) with a dedicated server space, which contains misc. documents and reports.  These files are accessible by the use of FTP (File Transfer Protocol).

*   To access the FTP Site – use Windows File Explorer

Ø  IF builder database is self-hosted, access to the internal web server SSNet/Reports folder will be provided to you by your IT staff

Ø  IF builder database is hosted by Sales Simplicity, procedures for accessing the FTP site are provided below:

How to Access the FTP Site

1.     Open File Explorer and enter the following in the address line:

-       Type ftp.SalesSimplicity.net

2.     Type the login information, provided by Sales Simplicity, in the dialog box.  IF self-hosting, access to the internal web server SSNet/Reports folder will be provided to you by your IT staff

User Name:                                         Password:                                      

3.     The FTP site, which may contain several folders, will be displayed

Reports Folder (FTP Site) – Folder Contents

4.     Place the completed MS Word .DOT file in the (Builder) Reports folder

Step 3 – Create an Entry in Builder > Master Reports

There are four (4) basic steps to follow in creating documents for use in Sales Simplicity:

1.     þCreate the document and Convert to .DOT file

2.     þCopy the document to the FTP site (or SSnet/Reports Folder if self-hosting)

3.     þCreate an entry in Builder section > Master Reports tab

4.     ¨ Assign the document to the appropriate Division and/or Subdivision

How to Create an Entry in the Builder Section > Master Reports tab

1.     Click the Buildersection > Master Reports tab

2.     Click the New button

3.     Type the Report Name, Description, and Display Name

4.     Click the Select button to locate the file

(All files displayed in the pop-up window are pulled from the Reports folders on the FTP site)

5.     Select the appropriate Report Type from the drop-down list

6.     Select the appropriate Report Category from the drop-down list

7.     The appropriate Data Source will automatically be selected –or– type the provided custom pre-defined Data Source

8.     When complete, click the Save button

Step 4 – Assign the Document to the Division and/or Subdivision

There are four (4) basic steps to follow in creating documents for use in Sales Simplicity:

1.     þCreate the document and Convert to .DOT file

2.     þCopy the document to the FTP site (or SSnet/Reports Folder if self-hosting)

3.     þCreate an entry in Builder section > Master Reports tab

4.     þAssign the document to the appropriate Division and/or Subdivision

Assign the Document to the Division and/or Subdivision

Ø  Division Level – contracts can be setup at the Division section > Contracts/Reports tab for:

-       Ease of distribution to the Subdivision level (contracts can be copied from the Division level to the Subdivision section > Contracts/Reports tab)

-       Ability to view a list of contract documents for a specific Division

Ø  Subdivision Level – contracts can be directly setup at the Subdivision section > Contracts/Reports tab (bypassing the Division level), if the contract is unique to a specific Subdivision(s)

*  A contract ‘Package’ is defined as a group of contractual documents that are always printed when a customer is taken to contract

How to Distribute Contracts to a Subdivision

Ø  IF assigning contracts at the Division level, click the Divisionsection > Contracts/Reports tab

1.     Click the New button (Sequence # will be automatically assigned), go to Step-4

Ø  IF assigning contracts at the Subdivision level (bypassing the Division level), click the Subdivisionsection > Contracts/Reports tab

1.     Click the New button (Sequence # will be automatically assigned)

2.     In the Report Documents For drop-down list, select the desired Subdivision, go to Step-4

Ø  IF all contracts are already set up at the Division level and simply requires assigning of specific contracts at the Subdivision level, then click the Subdivisionsection > Contracts/Reports tab

1.     In the Report Documents For drop-down list, select the desired Subdivision

2.     Select one or more contracts from the Division Contract Documents list view on the left (Hint: hold the Ctrl button when selecting multiple items)

3.     Click the Copy Selected button (this automatically save the selections to the Subdivision displayed) or click Copy All and the Save button

4.     In the Report Name drop-down list, select the desired contract document

5.     The Display Name will auto-fill, based on the “Display Name” entered in
Builder > Master Reports

6.     In the List When Loan Is drop-down list, select a loan type IF the contract is only to be used for a certain type of loan (If loan type doesn’t apply, set the field to ‘All’)

7.     Decide if the specific contract is part of the Contract Package

-        IF part of the Contract Package, place a check þRequired

-        In the Package Qty, type the quantity required for printing (necessary when ‘Required’ is checked)

-        In the Previewable, place a check þto allow for preview of contract

-        At the Subdivision level only, if using Electronic Signature and if the contract requires the signature of an Authorized Officer of the builder, place þRequires Broker Signature

8.     When complete, click the Save button

*  A contract ‘Package’ is defined as a group of contract documents that are always printed when a customer is initially taken to contract

·    When printing the contract package in Customer > Contract via the ‘Print Package’ button, none of the contracts in the package will be displayed in a Preview window.  Only contracts printed via the ‘Print’ button can be previewed.

How to Include (Merge) Customer Notes in a Follow Up Letter

Customer Notes along with the Note Subject and/or the Note Category can be merged into a regular Follow-Up System Letter or New Letter and this feature is available from the To Do List and Mail Merge. 

The fields, which include NoteCategory, Subject, and Note must be inserted into the Word Document Template using the updated Customer Letter Section of the Sales Simplicity Macro (instructions included above and macro related utilities are located in the support folder of your FTP site).

Step 1 – Create a Customer Note

From the Customer Notes tab, you must select the Merge Note In Follow-Up check box for the note you wish to merge.  Only one note per customer can to be set to merge into Follow Up.

Only the first 255 characters will merge into the letter or email.

Step 2 – Merge Notes In to a Follow-Up Letter

From Follow-Up > To Do List and Follow-Up > Mail Merge, there is a þcalled Include Note.  Any customers that have notes set to merge into Follow-Up will be displayed in the List with a different color (the color can be set from the Builder > Field Labels > Common > Colors section).

The Include Note feature is available when using the following:

·          Administratively scheduled Letter or Email tasks

·          Manually scheduled Letter tasks

·          Non-scheduled System Letters

·          New Letters (Note field only)

For Letter tasks, the note is also included when Intelligent Email is used, as long as you check both the Intelligent Email and Include Note check boxes.

Notes can also be included in New Letters and System Letters by checking the Include Note in the lower right hand corner prior to clicking New Letter or System Letter.

To include notes from Mail Merge, simply click on the Include Note prior to clicking Merge, and any notes set to merge to Follow-Up will merge into the Letter created with these fields.

Step 3 – Completing Follow-Up Tasks with Notes Included

IMPORTANT: When you mark any letter or email as Complete that contains a merged note, the Include in Follow-Up check box on the Customer > Notes tab will become de-selected.  These merge-able notes are only used once, to avoid repetition to the customer.