Smarter,

Simpler,
Better.

Realty DataLink
User Guide

Office: (310) 691-2185

Web: www.realtydatalink.com

Email: [email protected]

Copyright (c) 2006-2008 Web DataLink, LLC All rights reserved.

 Realty DataLink User Guide

Chapter 1 Welcome to Realty DataLink Page 3

Chapter 2 System requirements Page 4

Chapter 3 Program installation Page 5

Chapter 4 Updating to the latest version Page 7

Chapter 5 Getting Started (Agent Setup) Page 8

Chapter 6 Importing a data file or (farm) Page 10

Chapter 7 Exporting files Page 11

Chapter 8 Main menu defined Page 12

Chapter 9 Table view defined and illustrated Page 14

Chapter 10 Detailed view defined and illustrated Page 16

Chapter 11 Searching and filtering Page 19

Chapter 12 Action Plans and follow-ups Page 21

Chapter 13 Adding notes Page 23

Chapter 14 Emailing Page 24

Chapter 15 Mail merge and labels Page 25

Chapter 16 Creating flyers, saving and editing in MS Word Page 26

Chapter 17 Creating reports and exporting them Page 27

Chapter 18 Maintaining and backing up your data Page 31

Chapter 19 Quick Menu Page 32

Chapter 20 Updated Notes Page 33

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 Realty DataLink User Guide - Chapter 1

Welcome to Realty DataLink

Congratulations on obtaining the most simple and cost efficient Real Estate CMS (Contact
Management System). Our company has been helping and training Real Estate Agents in their
every day farming, marketing and organization using advanced software used for contact
management. Founded over a decade ago, our organization has the power behind it to deliver
maximum results without the complexity some companies create with learning their software
solutions. The comprehensive and consolidated methods we use at our company,
combining many solutions sought by top producing agents around the nation,
insure productivity and a peace of mind without having to pay so many different fees
to different vendors for all of the vast tools a Real Estate Agent needs these days. From
Real Estate Consulting and Team Development to Web solutions and Online Marketing,
our team has the power to help your business perpetuate in the growing and changing world
of Real Estate.

Realty DataLink was designed with the help of many affiliate Real Estate Agents and Brokers with
priorities of time management and simplicity in mind. We feel that it should not be so difficult and
take so long for an Agent to have to learn a program which has been designed to “save time
instead of wasting it” to begin with. We wanted to design a program that can be used by anyone
with any computer experience.

Our company incorporates the same concept in all of our other solutions we offer to our clients.
Our online transaction manager, our custom breath-taking web sites, MLS integration CMA
software as well as our powerful citrix solutions online have all been designed with the same
concept. Our goal is to provide you with the most user-friendly solutions and service possible.

Visit our web site today to learn more about our services.

Technical Support:

Office Hours: Monday - Friday, 9am - 5pm

Office Phone: (310) 691-2185
Support E-mail: [email protected]

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 Realty DataLink User Guide - Chapter 2

System Requirements

Realty DataLink is for the PC only. The minimum system requirements are as follows:

- Windows 98/ME/2000/XP/Vista * Intel Pentium III 500 Mhz/AMD Athlon 650 Mhz or better
128 MB RAM * 4X CD-ROM Drive * 2 GB Available HD Space * 32 Meg Video Card
Keyboard and mouse * Dial up modem Internet connection

Recommended System Specifications:

- Windows 2000/XP/Vista * Intel Pentium 4 1.7 GHz or AMD Athlon XP 1700+ * 512 MB RAM
Latest CD-RW * 256 Meg Memory Stick (For backups and file transfers) * 40+ GB Available Space
128+ Meg Video Card * Keyboard and mouse * Hi-speed Internet connection

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 Realty DataLink User Guide - Chapter 3

Program Installation
An online video tutorial and setup instructions can be found at http://www.realtydatalink.com/support.asp.

Realty DataLink Setup Instructions

1. To install Realty DataLink on your computer you must first register for an RDL account then download
the main setup file. If you have not registered for an RDL account yet click the link below and fill out all
the necessary fields: http://www.webrealtysolutions.com/rdl/register/register.asp

Then be sure and visit our online store to purchase an unlock code and any add on modules you may
want: http://www.webrealtysolutions.com/store.asp

To download the latest setup file, visit our download page and download the correct file for your
computer. It will ask you if you want to "Open" or "Save" the file. Choose "Save" and select "Desktop"
as the location to save the file to: http://www.realtydatalink.com/downloads.asp

2. Now double-click on the setup MSI file you have downloaded which will start the installation for Realty
DataLink. You will have to "Agree" to the terms and conditions of the EULA and then click "Next" until it
starts copying the files.
Note: In some cases you may receive a warning about a "Windows protected file", simply ignore this
message and click OK to continue. We recommend that you keep the "rdlsetup.msi" file on your computer
just in case you may need it again.

3. The next step is to register Realty DataLink. There will now be an icon on your desktop for "Realty
DataLink" which looks like a little blue house. Double-click on the icon to start the program, which brings
you to the registration screen. Here you will enter your user name and password for your RDL account.
After you have entered this information, click on the "Verify Authorization" button.
Note: You must be connected to the internet at this time. If you have a firewall, it may prompt you to
"allow" or "deny" permission for "ContactManager.exe" to access the internet; be sure to click "allow".

When the verification is completed, your account information will show up in the Agent Setup screen
where you can further customize your information as well as load in a picture & company logo for
yourself. Once you update any necessary information on the Agent Setup screen you may continue using
the program.

Should you have any questions or difficulties during this process or if you receive a
warning that the software "cannot connect to the registry server", please email us
directly for additional support:

[email protected]

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 Realty DataLink User Guide - Chapter 4

Updating
In order to update your Realty DataLink software to the latest version, You can visit our web site and be
sure to click on “DOWNLOADS”.

Download the “Realty DataLink Latest Patch”. Save the file to your hard drive and run it. The patch
installer will detect where the program is installed and will have the program folder selected. Simply Click
“OK” and again once the patch message for a successful completion of update comes up.

PLEASE NOTE: Do not store and try and run the patch file from network mapped drives or folders. It is
better to transfer the file to a local root drive and run it from there to insure the integrity of data.

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 Realty DataLink User Guide - Chapter 5

Agent Setup
One of the first steps after you have installed your Realty DataLink software is to make sure you fill out
your “Agent Setup” area so that your address, phone numbers, email, web site and company info is
updated for use later on in the program and forms. This is done by clicking “FILE” from the very top left of
the screen then clicking “SETUP”. The following illustration explains all the items on the Agent Setup in
detail:

1. User Name) This field is where your user name is. It will be used as the default for many flyer, report,
and database settings when identifying you. It is automatically entered when you register your copy of
Realty DataLink, and cannot be changed unless you reinstall and register the program.

2. Co. Name) This field is where you enter the name of your company name. It will be used as the default
for many flyer, report, and database settings when your company is used.

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 Realty DataLink User Guide - Chapter 5

Agent Setup Continued...

3. Address) This field is where you enter the street of your business address.

4. City) This field is where you enter the city of your business address.

5. State and Zip) Your business address city and zip.

6. Email) This is the email address that will be displayed on flyers and reports where it is applicable.

7. URL) This is your web site and can be displayed on some flyers and reports. It can also be pulled into
mail merge letters.

8, 9, 10, 11 and 12 are all your necessary contact phone numbers. You can come back to this screen to
change them if necessary.

13. SMTP) This is the outgoing Email field. You may have to contact your ISP or visit their web site to
obtain this information. Our program cannot send Emails properly if this field is left blank. An example
of a correct SMTP would be (mail.earthlink.net for Earthlink and smtp-server.dc.rr.com for Road Runner)

14. Signature Image) This is a section where you can store your default signature (can be an image of your
own signature or a logo signature you would like to merge into your letters.)

15. Menu Theme) You can choose from 5 standard image backgrounds for your main menu buttons. We
recommend Mach IV because of the simplicity and clarity that helps the clients see the buttons clearly.

16. Agent Image) This is where you select your image. It will be used as the default for flyers, reports and
can also be merged into letters. Click “Browse” to tell Realty Datalink where your agent image file is
stored. Click “Clear” to clear the current agent image file.

17. Co. Logo) Like your Agent Logo section you can browse and set the path to your company logo photo
(usually obtained on a disk from your office or their web site) so it will show on flyers and reports.

18. X) Click here to exit out of the Setup screen.

19. Update) If you made any changes to your Setup information, click here to have your changes.

20. Change Password) Click here if you would like to change your password or re-enable password
protection. PLEASE NOTE: We do not store your password anywhere on our server and do not have
access to your computer so please store your password somewhere safely.

21. Cancel) Click here to exit out of the Setup screen wihtout saving your changes.

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 Realty DataLink User Guide - Chapter 6

Importing Data or (farm files)

Before you import your farm disk please ensure that it is in the correct format; it should have a file
extension of either ".JGF" or ".FGJ" If it is not in one of those formats please contact your
First American Title sales representative to re-order a new disk.

1. Insert the floppy disk or CDROM with your farm into your computer

2. Start Realty DataLink

3. From the top menu go to "Utilities" and then "Import"

4. Select "Farm" as the database to import to

5. Type in the name of your farm in the "Code" field

6. Type in a "Sub Code" if applicable (e.g. Absentee Owner/Owner Occupied/Investors/etc.)

7. Choose a "Salutation" from the drop down list ("Dear <First>" is the most common)

8. Next select the format--choose either "WRS Dataquick" (FGJ) or "WRS Metroscan" (JGF)

9. Click OK and you will be prompted to select your farm

file to open.

Go to your floppy (A:) or CDROM drive, select the file

and click Open.

After seeing a countdown of all of the records as they load,

click "Continue". Now open your farm database to see
all of the records and begin working with them.

Enable Smart Update: When you enable Smart Update, a

duplicate record in your Realty Datalink will not be overwritten.
It will instead be updated with any new information from the
import.

It is best to save the Smart Update feature when

you are syncing your Realty Datalink data with two or more
computers. Or when you are receiving an updated version of a
previously imported Farm file.

This feature should not be used when you are importing data for
the first time.

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 Realty DataLink User Guide - Chapter 7

Exporting Files
Before you export to a file, you must decide if you are going to export the entire farm or parts of it by
either flagging them by group code or by selection of the records you would like exported. Once you
have done this, follow the steps below:

1. From the Farm or Main menu, click “Utilities”, then “Export”.

2. Drop down the first line and choose your export type. We recommend “DBF” for most exports.

3. Choose your database you are exporting from or choose “Flagged Only”

4. Click “Export”

5. When the next “Export to where” window comes up, choose the folder you are exporting your file to.
Eventhough you can directly export to a CD or a USB Memory Stick, we recommend exporting to your
hard drive first (i.e. C:\Exports or C:\My Files) so that you can easily transfer them to your media later
for import or for sending to a print shop. Please keep mind that once you have exported the files you
can also Email them to another location such as another office or your print shop.

6. Type in a name for the file and click save.

7. Once you see the message for a successful completion of your export, you are done and ready to
transfer that file to a disk, media or simply emailing it to someone.

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 Realty DataLink User Guide - Chapter 8

Main Menu Defined

The following illustration explains in detail what each button does:

A B C D

E F G H

I J K L

A - Farm: The main database. This is where we start out most of our contacts. The Farm may contain
records that are entered by ourselves such as our sphere of influence or can be a database file you
have gotten from the title company farm department.

B - Buyers: This is where you will either transfer potential buyers from your farm database to or where you
can manually enter potential buyers directly into. The layout is idential to that of Farm database.

C - Sellers: This is the database for your potential sellers and investors. You do not need to transfer
your records here before you transfer them into your Listings database. This is just an area to keep
your potential sellers for immediate access instead of having them in the Farm database and having
to use group codes for filtering them out.

D - Listings: The database you can enter or transfer all current listings into. This section is similar in
layout but has more tabs and buttons. The action plans for your current listings are comprehensive and
precise. For a detailed guide on all the buttons and tabs in this section please refer to chapter 10.

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 Realty DataLink User Guide - Chapter 8

Main Menu Continued...

E - Escrow: One of the most involved sections of the program. This database has the most tabs and
features since it has to do with the Escrow and Escrow closing procedure. You can either transfer a
record from another database here (i.e. from Listings to Escrow) or simply start a record from scratch.

F - Past Clients: This is hopefully the destination of all your records. Agents seldom under estimate the
power of farming the Past Clients database. You can copy from any of the databases into this section.

G - Services: Keeping track of who services you (i.e. Title, Escrow, Lenders, other Agents, Brokers...etc)
is simple using this section of our program. In many of the other sections such as Listings and Escrow
you will be able to pull these contacts right into windows wihtout having to type their data all over again.

H - Search: The Search button from the main menu searches every section for records using various
fields. This is the best option for when you are trying to find someone and you are not sure what area
of the program you have stored their data.

I - Appointments/Tasks: This is the section for adding and printing your appointments, as well as checking
all of your reminders in an “at-a-glance” quick view. You can use the time line drop down field to choose
how many days ahead or before you would like to view on reminder items.

J - Flyers/Reports: This section basically has the buttons for creating flyers from scratch, expense reports,
inventory reports, pending and closing escrow reports and prospecting reports such as tracking and
hot prospects.

K - Master Plans: Basically the area that is considered the control preference area where you can add
more action plans, letter salutations, phrases for followups and more letters of your own.

L - Web Realty: Our shortcut button that will take you straight to our web site so that you may check to
see if you need an update patch for Realty DataLink.

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 Realty DataLink User Guide - Chapter 9

Table View Defined and Illustrated

The following explains in detail what each button does:

A B C D E F G H I J K
L
M
A - Select: The Select button toggles the “Flag” option on the current record. Flagging a record is simply
marking a record for later reference/use. An example would be “deleting or exporting all flagged records”
or simply doing a search filter to display all flagged records for printing...etc.

B - Add: The Add button is used to add a new record to a database.

C - Delete: The Delete button will delete the selected record(s) from the database. CAUTION, once a
record has been deleted it cannot be restored or undeleted.

D - Sort: The Sort button can categorize your database records and display them according to the filters
you decide. You can also choose to have them in ascending or descending orders.

E - Search: The Search button is used to find a specific record using various field options, or group code
of records from your various databases.

F - View: The View button will switch you to the detailed view of the selected record (can also be done by
double-clicking the record).

G - Move: The Move button can move the selected record(s) from one database of Realty DataLink to
another (for example, you can move a record from the FARM section to the BUYERS section).
Please note that if you would like to “COPY” a record instead of moving, you will have to first pull up that
record in detail view, then click on the “RECORD” option from the very top menu bar and then click
“MOVE/COPY RECORD”. We did not make this option so easily accessible because we do not want our
clients to copy every record and end up causing a major situation with duplicate records. But in some
cases, the clients do want to copy instead of moving a record.

2006-2008
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 Realty DataLink User Guide - Chapter 9

Table View continued...

The following explains in detail what each button does:

A B C D E F G H I J K
L
M
H - Print: The Print button is used when you want to print the selected record(s). Two printing options are
available:
a) Record view: Farm card view of one page on the current record you have selected
b) Table view: Spread sheet view of every record that is displayed at the time.

I - Email: The Email button will set up an Email message to the selected record’s Email address (if one was
entered previously). Our clients will be able to Email out and will have the ability to attach files to their
Emails as well as importing text directly from their letters. For more information on e-mailing, please
see Chapter 14.

J - Letters: The Letters button will mail merge the records to a Realty DataLink letter template using the
selected record’s entered information. Our clients have the ability to copy and paste from their own
letters in this area as well as being able to customize their letters with more fields. For more info on the
letters and mail merging, refer to chapter 15.

K - Flyers: The Flyers button will generate a Realty DataLink flyer template using the selected record’s
entered information. Our flyer generator can export to multiple formats, specially PDF (Adobe Acrobat
MS Word). Please refer to chapter 16 for details on this subject.

L - Alphabetical Sort Bar: This sort bar will display the records in the database by last name according to
the letter you click on. This feature was put there for quick sorting. The search button is still a better
tool for finding a specific name in your databse.

M - Field Header: This area displays the column names so you alwyas know what part of the data you
are looking at.

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 Realty DataLink User Guide - Chapter 10

Detailed View defined and illustrated

You can reach the detailed view on any record in your database by either double clicking the record, or
clicking the record once and clicking the “view” button from the top buttons in the table view section.

A
B F

C
G
D
H
E
I J K

A - You will notice that the detailed view is devided into tabs on the top (almost like using little folders) to
keep the information manageable and easy to browse through. The tabs can vary depending on the
particular database you are on. For example in farm view, we only have the three tabs “Profile, Action
Plan and Notes/Logs” where as in Escrow we will have relevant tabs such as Escrow Contacts, Escrow
Closing, Escrow Docs/Disclosures and other tabs added as necessary. But the consistent fact will be that
the tabs are always found neatly on the top to click and browse.

B - The main info section: This is where you would fill out all the important data on the record. Seldom
you can see little “+” buttons next to certain fields. These buttons will bring up other important hidden
menus for entering more data. We tried to keep the screens clear and easy to sift through, so there are
many hidden menus you can bring up when you need such as more phone numbers or Emails...etc.

C - By clicking the “->” arrow button next to the zip codes, you can copy the address from mailing to
property address or visa versa.

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 Realty DataLink User Guide - Chapter 10

Detailed View continued...

D - In the extended menus for Phone Numbers and Email, you are able to add multiple lines of info as well
as setting the default Email address to be used when Emailing the client:

E - Salutation: When setting the salutation, you get to choose from an array already provided for you or
simply type your own preferred salutation. This will then show up when merging your document with
letters or certain reports.

F - The picture buttons on the right are user friendly and simple to follow:

Land Info - Imports from title farm files.

Images - Easily browse and path photos for flyers or reports later.

Loan Info - Imports from title farm files.

Property Info - All data for a property. Does import from title farm files.

Birthdays - To keep track of several birthdays in the household.

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 Realty DataLink User Guide - Chapter 10

Detailed View continued...

G - Misc. Fields button contains 5 blank fields for personal use.

H - The “Hot Prospect Toggle” allows you to mark a record as a hot prospect so
you can pull them up later on a “hot prospect report” from the reports section.

I - Flag checkbox: When you flag a record by toggling the check box for it, you are selecting a record
to do something with later. Some examples would be “deleting, exporting or filtering for merging later”.

J - Group Code and Sub Codes:

Due to the nature of the way our databases work, you are
able to hold thousands of records and search through
them with ease. In order to keep your farms seperated
and manageable however, you need to use “Group Code”
which are like farm names or categories.

When you type in a farm code that does not exist in the
master list as illustrated here to the left, the program then
asks you if you would like to add the new code to the
list for future use. Be sure to click yes.

You can also use sub codes to break down your farm even
further (i.e. separating your absentee owners from the
owner occupied records.

K - The last viewed and Date Entered fields: This section is automatically updated by the program for
smart sync. updates and is also good for looking to see when was the last time you viewed the record or
when was the date you imported or entered it into the database. However you will not be able to alter
these fields manually.

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 Realty DataLink User Guide - Chapter 11

Searching and Filtering

There are several types of searching and “filtering” when using Realty DataLink.
First of all, you need to figure out whether or not you are searching only one area
such as your farm or your past clients, or you would like to search every avilable
database at once. The search button for finding any record in any available area is found on the
main menu. But when in table view mode, you would click the search button as illustrated here in order
to find a specific record in that area only. Setting the search criteria is quite simple. Notice the three
fields in the search window illustrated here:

As you can see, the first field contains field names from the databases which means you can use the
“drop down menu button” and choose from a variety of different fields to search and find your particular
record you are looking for (i.e. last name, first name, address, parcel #...etc.)

The second field is the “filter handler” and most of the times it will be left on “Contains” or “Equals”
depending on what type of field you are searching in.

The third field is where you type your own criteria, or drop down from a menu of options. If you are
searching for a last name for example, you would type just a partial portion of the last name, remembering
that it is not case sensitive. But if you are searching for a “Group Code” so you can search and filter by
an entire farm within your database, then you can actually use the drop down menu and choose from one
of the farm group code choices which would be displayed for you in alphabetical order.

Finally, there is the “Advanced Search” which uses user queries.

User queries are like little filter formulas that can be saved
and used again later if need be. They are an advanced
form of filtering and can be very effective when you are
searching for more than one criteria at a time. To get to the
advanced search window, you must first click Records
from the very top left of your screen when you are in the
table view format, then search and finally “By Example” as
seen here to the right.

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 Realty DataLink User Guide - Chapter 11

Searching and Filtering continued...

Here is an example of an advanced search “By Example”:
An Agent is interested in finding all the records that are from a specific Group Code
but would also like to pull up only the houses that have swimming pools. So we must
create a search filter formula in the “By Example” search window like the illustration below:

Notice you can double click on the fields to automatically enter them into the formula, then use single
quotes for text you are searching for and finally use (AND, OR, LIKE, =...etc) as the handle followed by
the value. Every time you see the value “TRUE ” it means there is a check mark in the option box. So if
you would like to search for all the records that are in the farm26 group code, but merely the ones you
flagged already, then you simply add the phrase:
“ Tagit = TRUE ”.

If a search you are doing is one you feel is consistent and you may do it often, you can click the “SAVE
QUERY” button and use “LOAD QUERY” later to repeat the same search.

For help on advanced search criteria feel free to contact us.

[email protected]

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 Realty DataLink User Guide - Chapter 12

Action Plans and follow-up

The Action Plans area is the most involved part of the program. It is the section that allows you to add
reminders and to-do lists as well as choosing from several Master Plans that can be modified at any time.

B
A

C D
E

A - The follow-up area is where you can add your next contact and last contact info. The reason for your
contact, the result and you can also set re-occuring events.

B - The Plan Section: Ths is where you can either add a simple item as a reminder for the specific record
you are working on at the moment, or add a master list of plans by using the Load Plan button. You are
able to choose how you like the items to be sorted on the screen and can click the “Calendar” button for
a quick calendar check.

C - Source of Business: An excellent tracking tool that allows you to check mark how you got a record
in your database. That way later you can go to the reports section and pring a source of business report,
visually seeing in a pie chart the percentage of each different category and thus making sound decisions
on your marketing plans.

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 Realty DataLink User Guide - Chapter 12

Action Plans continued...

D -Expenses: A simple way of keeping track of all your expenses for this particular record you are viewing.
This expense could have been on flyers, gift certificate, cards...etc. You can also manually enter general
expenses by using the reports section. At the end of the quarter or year, you can print out expense reports
in an itemized and catagorized fashion which are CPA-Friendly. Our income/expense report area is not
as elaborate as Quicken or Quickbooks, however will provide you with a simple picture of all your income
and expenses.

E - The main log area: This is the area all action list items and reminders will be displayed. By using the
sort options button on the right you can change the way you display these items in order. When double
clicked, the main edit item screen is displayed where one can mark an item as completed and add a
completed date to it. That way, the item will no longer show in the Calendar/To-Do list, however you can
always see when it was completed.

In the Action Plan Master List window, you can click and choose from one of the sample master plans we
provided for you for each occasion (i.e. Listings or Escrow, etc.) All of the plans we have added for you can
be modified for your convenience.

You can click New Plan to create your own master plan list. First give your new master plan a name. It will
then be added to the list. Select your plan from the list and start customizing it by hitting Add Entry. Enter
the Action, Notify in X days, and Days to complete the entry then hit Add. Keep adding entries until your
plan is complete. You may also modify your plans from the Control Panel located on the main menu of
Realty Datalink.

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 Realty DataLink User Guide - Chapter 13

Adding Notes
A - Date/Time Stamp: Any time you click this button, a date and time stamp is automatically entered.

A B
C

B - Search Button: This feature allows you to search for a specific key word in the notes to quickly search
and locate something important you are looking for in your own notes.

C - The main note area: Just like a simple note pad, you are able to click in this area and type anything
you would like. You can even mofidy or re-adjust the date/time stamps you had created in the past.

We recommend always leaving yourself little personal notes and clues on top of things so that
remembering a client becomes easy. Showing a client that you remember exactly when you spoke to them
last and what was discussed can make a major impact.

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 Realty DataLink User Guide - Chapter 14

E-Mail
Before trying to email to a client from Realty DataLink, you must be certain that you have set up the E-Mail
outgoing SMTP address in your Agent Setup (Page 8 of this guide). If you use a firewall program you
must make sure our program has proper permission to access the Internet.

A B
A - Stored Letters: The same stored letters used for mail merge section (including letters you may have
added on your own) can be pulled directly into the E-Mail body for convenience and time management.
Simply bring up the stored letter window, choose one of the letters and click the “Select” button to pull
the text into the E-Mail body.

B - Attach File: You can attach a file to be E-Mailed along with the letter itself. We highly recommend to
try and send files in PDF format when applicable and available. PDF files are easy to E-Mail and almost
impossible to get infected with viruses. For more information on this subject feel free to contact us.

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 Realty DataLink User Guide - Chapter 15

Mail Merging and Labels

The mail merging window with our letters that are included in the program can be
accessed by using the “Letters” button from the table view or from the top menu bar
under “Mail”. Once in the mail merge screen, use the “Tools” option from the menu bar for changing the
margins in order to fit your letters on your letterhead. For labels, use the “Mail” option from the top menu
bar. You can print labels for either the mailing or property addresses depending on your project.

A
B

A - The formatting toolbar: This is the section you can use to change the font, color, size and orientation
of your text, add bullets, save or print.

B - The letter selection window: The list of your availalbe letters show in this window. If you add a letter
on your own, it will also display here with the name you give it.

C - The work space: this is the window you can use to view, edit and personalize your letters. By right
clicking your mouse in this section you can copy, cut and paste as well as inserting from many fields to
customize your letters.

D - The mail merge button: The button that begins the mail merge and sends the letters to your printer.
Please remember that whatever is showing on the table view in your filter will then merge to the printer.
So if you wish to merge letters with only a select list, you need to search by group code or flags first, then
mail merge to the list that is displayed on the table view.

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 Realty DataLink User Guide - Chapter 16

Creating and editing flyers

When creating flyers, you need to think of Realty DataLink flyer section as more of a flyer generator than
anything. Realty DataLink’s easy flyer wizard will walk you through the steps of flyer creation, data entry
and finalization. Then when you are ready and like the end result, you are ready to export the file to
MS Word format for further editing and saving. Flyers are not saved in the program which is why if you
would like to save and return to your work, we recommend you export them to MS Word.

To begin creating a flyer, first decide if you are going to create a blank flyer or one for a record in one of
your databases. If you click on a record in your database then click the flyer button from the tool bar, you
will create a flyer for that particular record. But if you click flyers/reports button from the main manu
screen, you can create a flyer from scratch.

In the flyer selection menu, you will see all your templates you can choose from on the left as seen below:

A B

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 Realty DataLink User Guide - Chapter 16

Flyers continued...
A - Flyer templates: Choose your desired flyer template from here.

B - Flyer template preview: This is what the flyer will look like when it is done. Keep in mind that the images
used on the previews are merely from samples.

C - Use the start button to begin the process of flyer creation. The cancel button will cancel the operation
and return you to your previous screen.

Use the tabs in the easy flyer creation wizard to enter all the data and images you need for the flyer
template you have chosen. The choices may differ depending on what type of flyer template you choose
to use. If in the Pics or Agent picture/logo the pictures look warped, do not worry. Once you create the
flyer and save as a word file, you can go back to it and click on each image and stretch, move and modify
so that you will end up with a perfect file before printing.

In order to export the flyer to a file format for later use, first go ahead and create the flyer so it shows on
the screen. Using the top left menu options on the top, choose the export button which looks like an evelope
button:

Use this button

for exporting
to pdf or MS word.

Choose MS Word from the format drop down menu. Save the file in your “my documents” folder and name
it after the property so you will easily find it later and open it up in MS Word.

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 Realty DataLink User Guide - Chapter 16

Flyers continued...
Once you have opened the file in MS Word, you can simply select and change the text, picture size,
orientation or the pictures themselves. You can also add text and images to it, customizing the flyer to
your preference.

For changing the photo in the shape

Use this green dot to

rotate the picture. The white
dots on the border are used
to resize the photo.

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 Realty DataLink User Guide - Chapter 16

Flyers continued...
If you are trying to insert your own photo and change the content of the flyer, you need to remember that
the photos are are in the auto shape picture holder as their background. The advantage of using that
method instead of simply inserting photos by themselves is that you can move them more easily and can
rotate and control their transparency. In order to create one on your own, follow these steps:

Double click the autoshape.

In the fill area of the autoshape,

drop the menu down and choose
fill effects. From the fill effects
window, choose the picture
tab on the top as shown to the
left.

Browse for the picture you would

like to add, set the transparency
and click OK.

Click OK out of the format

autoshape window.

Now you have a picture in an

autoshape that can be easily
resized, moved, rotated...etc.

You can also overlap these

pictures for robust end results.

Remember that you can also double click the borders and objects our program automatically generates
for your MS Word file and change their size, color...etc. This way you are using Realty DataLink to create
the flyers, but you are using MS Word to customize, personalize and save the files for later use.

For more help on the flyer sections, more template ideas and general help, feel free to contact us.

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 Realty DataLink User Guide - Chapter 17

Creating Reports
Most available reports can be viewed by clicking the “Flyers/Reports” button from the main menu,
or depending on what window you are in at the time you may find report options on the top menu bar.

The reports are in Crystal Reports format. This particular software allows the Agents to not only preview
then print the reports, but to also export them to various reports formats.

The export
button is next
to the print
button and
looks like an
envelope.

Any time you have a report open from your general farm, prospecting, listings or escrow areas, remember
that you can use the export feature and export the reports to either PDF files for emailing or MS Word
format for later editing and modifying. You can even export some of the reports to HTML format if you
are an advanced web user and work on your own web sites.

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 Realty DataLink User Guide - Chapter 18

Maintaining and backing up data

The Backup/Restore functions are found in the “Utilities” in the top menu bar when in the main menu
screen. We recommend backing up your data every chance you get, but as a rule of thumb, you are
supposed to backup your data at least every time you make major changes and updates to your records.
This way, if for some reason you lose your data, you can restore from the backup files and also if you
accidentally delete records you did not want to delete, you can restore them from the most recent backup.

If you are trying to synchronize the data from one computer to another however (i.e. PC to laptop or laptop
to PC) we recommend instead of using the backup/restore feature, use the export to Realty DataLink
feature. In the Utilities menu, click Export. For the export file type, drop down the menu and choose RDL.
This will export the most important data from your Realty DataLink and prepare it to be sent to another
Realty DataLink already installed on another system.

So an excellent preventative maintenance step would be to back up your data and export it to RDL format
and place them all in the same location (i.e. USB memory stick or burn them on a CD). That way if for
some reason you lose any data, you will have a peace of mind that you can always get it all back.

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 Realty DataLink User Guide - Chapter 19

Quick Menu
When you right click anywhere in the colored backgrounds of Realty Datalink you can access the Quick
Menu. The Quick Menu can be used to readily access other databases in the program, add Action Plans/
Notes to entire Group Codes or readily store notes for your records.

B
C

A - Quick Access: You can access any database from anywhere in Realty Datalink by using the Quick
Access feature. Simply activate the Quick Menu and choose which database of Realty Datalink you want
to view.

B - QuickPlan: Use the QuickPlan feature to apply your Action Plans to all the records in a Group Code.
Activate the Quick Menu and then select QuickPlan. Select the Action Plan from the list, then select the
Group Code to apply the plan to.

C - QuickNote: To write notes and save them on the fly use the QuickNote feature. Enter the Quick Menu
and then select QuickNote. From the QuickNote screen hit Create New and type below in the space
provided. Hit Save and name your note to store it. You can then add this note to an entire Group Code by
hitting Append Quicknote to group code or add the note to an individual record’s Notes by hitting Retrieve
QuickNote from Notes screen.

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 Realty DataLink User Guide - Chapter 20

Updated Notes
If you have already been in one of our classes or seminars, you would have learned about the way our
program is constantly being improved and we are adding new features and reports to it all the time. This
is caused by all the suggestions of our clients who share our passion for making Realty DataLink not only
the best Real Estate contact management program in the market, but also one that is so simple to learn,
to use on a daily basis and one that has every single solution an Agent needs every day.

We will be updating this part of the guide quite often, letting you know what new changes and updates
have been added to the program from older versions and what to look for in the near future in the
update patches.

Feel free to add your own notes to the guides as you go along and to E-Mail us with any suggestions or
requests of your own you feel may be beneficial to the program. Be sure to ask us about our other
comprehensive services such as customized web sites, special graphic design and multimedia solutions.

Notes as of March 2005:

- The Escrow closing tab has been added to the new versions and two new reports “Escrow closing with
net income and Escrow Pending with net income” have been added.

- You can now hide fields in the table view by right clicking in the area and choosing the fields, toggle the
columns you would like to hide or unhide.

- Some export issues have been fixed.

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