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Immo search – Details


In addition to the overview of the Immosuche in the tab prospective customers and the Tutorial here in detail on the function of the Immosuche, representation of the results and the further steps is described. For further information on search profiles, please refer to the property search in address data records

With the “property search” you can examine properties and prospective customers in your data stock for “suitable pairs”. The basis for the property search are the search profiles, which are administered in the tab “property search” with the address data records. For selected addresses in the result list, however, they can be changed directly here.

You can display the details for the addresses at the bottom or on the right. If you have a long list of suitable interested parties, you can display the details on the right-hand side. You can also reduce the height of the search profile bar.

With the result of the property search further actions are then possible, for example you can send an offer directly to the prospective customer for a property.

Use property search

The property search with result list and detailed view takes the central place of the tab. Based on the search profiles, the property search is used to search for suitable properties for the current property data record. The result of the search is then displayed as a table list – by default in the “Automatic assignment” list tab. As usual, the list tabs and the table itself can be adapted to your own requirements, as in the Addresses module. The list tab configuration has been extended by the settings for the Immo search. In addition to the settings in the list tab configuration, the result can be narrowed down using an address filter in the upper right corner of the navigation area. This filter applies to all list tabs.

You can find a practical example for an Immo search and an offer email in the tutorials, here the configuration and the connections are explained in more detail.

Search versus Display

Even though it sounds trivial, an important point is the difference between display and search. The result of the property search is stored in the background and the interested parties to be displayed are then listed according to the configuration of the list tab. If a match of at least 75% is set instead of a match of at least 90%, the list view of the interested parties is rebuilt, but the search result is NOT redefined. The date and time of the last update is displayed at the bottom left of the list action bar. To update the search results you can use the refresh Icon Aktualisierung button in the top right corner of the list. However, there is one basic exception to this: When you open the ImmoSearch tab, the result list is updated once – i.e. every time you change the tab.
This automatic update can be changed in the user settings via the option “Automatically update search results when entering the property search”. Without this option, the result list for this property will remain in the background even if you change the tab or switch to another module.

To be more precise, the update is not performed when entering the ImmoSearch tab, but when opening a list tab for the first time with the “automatic assignment” mode for the address status set there – and thus for all list tabs that have the same combination of mode and status. If there are 2 list tabs for automatic assignment with different status specifications, the update for this status is only triggered when this list tab is opened.

How to search?

The property search compares all active search profiles of the addresses with the properties of the current property. A value for the match is calculated for each pair of search profile and property and displayed as a percentage in the list. A match for all specified criteria results in 100%, for each deviation the value is reduced. It is not possible to draw a conclusion from the percentage value about the deviating property. The search profiles of the interested party are listed in the detailed view and you can then check them.
Criteria that are set as KO criteria do not result in a deviation. However, the property must fulfill this requirement completely, otherwise it will not be considered suitable. If all criteria are KO criteria, then only fully suitable properties would be offered. Why isn’t that the default? An example: A prospective customer looks for a property with a purchase price up to 350.000 €, an otherwise suitable property is available for 360.000 €. If the purchase price is a KO criterion, this prospective customer is not found as a hit. However, it may well be that the difference of 10,000 € is not an obstacle in the negotiation and the property can be mediated by you. The same applies to the type of property etc.

Result list, what is output?

The result of the property search is displayed as a list with more or less suitable interested parties. This list can be further filtered and narrowed to find the ideal interested parties.

First you have to look at the number of interested parties displayed above the result list and in the list at the column with the match. In the case of very extensive lists, this can be further narrowed down, e.g. by only displaying your own interested parties or by selecting an address filter.
If the result does not contain a suitable interested party, you can, for example, reduce the minimum percentage value for the match or display more than just your own interested parties.

Besides the sorting and the address filter, all other options are set via the list tab configuration. If you frequently use certain other filters in addition to the standard criteria, you can create and configure corresponding list tabs for them.
For example, the “Automatic assignment” list tab could only display interested parties with a match of more than 80%. Another list rider could set the match to 60%.

Some list entries are highlighted in color and some activities are displayed as icons in the list. The following table gives an overview.

Font color / Symbol Explanation
Green Interested party already written to
Red Interested party has canceled
Icon Besichtingungstermin = Inspection date agreed
Icon Besichtigungstermin abgesagt = Inspection date canceled

Results list, what next?

For hits with less than 100%, you can take a closer look at the prospect to check the search profiles. If you click on the entry in the list, the most important details such as customer number, address or contact details and advisors etc. are displayed at the bottom / right.

The search profiles of the selected interested party are displayed below as a line. The match as a percentage of the profile with the property is displayed in each tile. You can use the magnifying Icon Lupenvorschau glass preview to view further information on the search profile. Criteria that the property does not meet are shown in red.

You can create, edit or delete search profiles for the address data record. This works analogously to the search profiles in addresses and is explained in detail there. The search profile bar can also be collapsed.

You can use the result or a selection of results to perform other actions, such as sending an email with brochures, creating an appointment, creating worklists, and so on. This is done using the list actions that can be found under the results list.
Compared to the action bar in the address data record, the list actions offer the advantage that the selected interested parties are already transferred as a link / addressee, e.g. in the email composer.

You use the list actions from “Contact” to define a relationship between an address record and a property record. The status of this relationship is noted as an “advisory level” and explained below.

List of results, further interested parties

As with all lists, only addresses to which you have read permission are displayed. With the corresponding user right (” represent other interested parties”), other suitable interested parties are also displayed in encrypted form. With “Ask for access” you can send an email with your contact details to the person responsible for the address.

List tabs “Manual assignments” and “Previous offers”

You know a potential buyer for this property who was not displayed in the automatic property search and would like to list them here as potential buyers? You can use the “Manual assignment” list tab to maintain a corresponding list of assignments and add further interested parties Icon zuordnen. Here you can also adjust the view via address filter and list tab configuration accordingly and use list actions.

An offered property is noted naturally in the agents log of the property and as appropriate activity in the address data record. A quick and clear list can be found here in the tab “Interested parties” with the list tab “Previous offers”.

All interested parties are listed here for whom there is a broker’s book entry that is linked to the respective property.

Advisory level

Out of the many suitable pairs of the Immosuche, some are emphasized by a connection to each other. This relationship is defined as the advisory level between an interested party and a property. You can set this advisory level manually (e.g. via the list actions in the Immo Search tab), but it is also set automatically when an offer is sent to the interested party (as a letter or email) or an appointment is made for viewing. Below is a table with the various advisory levels.

Consultation level Explanation Font color
A Tenancy/purchase agreement signed Green
B Tenancy/purchase commitment signed Green
C in intensive conversation Green
D Interested but still checking Green
E Documentation received Green
F Documentation ordered Green
G Cancellation red

To be more precise, the update is not carried out when entering the Immo search tab, but when opening a list tab for the first time with the “automatic assignment” mode for the property status set there – and thus for all list tabs that have the same combination of mode and status. If there are 2 list tabs for automatic assignment with different status specifications, the update for this status is not triggered until this list tab is opened.