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Portal requests

Inhaltsverzeichnis

General
Create contact from portal request
Answer without property search – answer portal query directly
Answer after property search
- Manual response
- Automatic reply

General

The portals pass on enquiries from prospects as an email with additional information about the property enquired about. So that you can recognize these important emails directly in your inbox, portal requests are marked with an asterisk. The email is automatically linked to the published property and noted in the agent’s log. A contact link also takes place if the contact already exists as a data record and could be assigned. The assignment is made via the email address in the email.

In addition to the pure information about a portal request, you will receive further information based on the color of the star symbol:

Portal request without contact assignment
Portal request with contact assignment – unread/read email of a request from an existing property
Portal request has been answered – manually or via “Answer portal request directly”
Yellow stars are only displayed in connection with the enquiry manager. The enquiry manager has sent a confirmation of the email address / completion of contact details
Red stars are only displayed in conjunction with the enquiry manager . Processing was canceled. Details can be found in the enquiry manager widget. When a task should be created, the task is linked in the email at the top of the header.

If a portal request is assigned to a contact record, you can continue to process the enquiries. You are divided into 2 areas via the property search. Without property search = direct answer, with property search = indirect answers. For indirect, there are manual and automated responses.

Create contact from portal request

If no contact could be assigned to the portal request, the star in the list is gray. Once a contact has been assigned, the color of the star changes from grey to green .

For portal requests without a assigned contact, you can use the “Assign/create” link next to the contact icon in the email header to assign the contact or create a new contact record.

We recommend searching for the surname first in order to find any duplicates.
If the search for the last name did not produce a duplicate, you can generate a contact record directly from the portal using the “New” tab in the contact assignment pop up with the details of the prospect.

You can also have search criteria created automatically via the property linked in the email. For this purpose, the data of the requested property is used, provided with a certain tolerance range and stored as a search profile for the prospect.

Notice:

For portal requests without contact assignment, prevent deletion or moving from the inbox by activating“Force contact assignment for portal requests” in the basic settings.

Answer without property search – answer portal query directly

As soon as a property and contact are assigned to a portal inquiry, a button for direct reply appears in the email header. To offer the requested property, click on it. An e-mail with the corresponding template/brochure pair (1-click brochure) is sent automatically.

Depending on the property, you may want to send different templates or brochures. To do this, select from the drop-down menu from the pairs for “Answering portal requests” that are stored in the Basic settings >> General.

The template pairs can be found in the basic settings (or in the basic data for groups). A property filter can be specified in each level. If the property from the portal request fits into this filter, the corresponding template pair for the “direct reply” is preset in the email. The system checks step by step. “No template found” appears if the property does not fit any filter. You must then select from the available template pairs or write an email with any template from the contact. This step is described in the paragraph “Response after property search”.

After the offer has been sent, the star in the mailbox turns blue to indicate that the enquiry has already been answered.

Notice:

The star also turns blue if a reply is sent to the portal request email or the email is manually marked as replied to.
In this case, the coloring also works for emails that have not been assigned to a contact.

Answer after property search

If you want to validate the contact data first, carry out the property search or enter an individual reply text, you can also send a reply later. Detailed information on the property search can be found at prospects. The focus here is on the reply email.

Manual response

Open the contact by clicking on the name of the contact in the email header. In the contact record, select the “Property search” tab and then the “Automatic assignment”sub-tab. To start the property search, use the “refresh” button in the top right-hand corner of the list. Use the pins on each search profile to specify whether properties should only be searched for one search profile.

In the results list, you can select one or more properties to be included in the response. In the list action bar directly below the results list, please select “Write email”. The email writing dialog opens, in which the contact is already linked as a recipient. In this case, all properties selected in the results list are also linked.
You can now select the desired template or customize the text and add a brochure. Send the email as usual by clicking on “Send”.

Automatic reply

With the additional module “automatic brochure dispatch“, you can also send brochures automatically for selected properties and contacts. Activate automatic brochure dispatch when creating the contact from the portal request or for an assigned contact.