Inquiries in Propertybase allow you to capture all the information regarding what type of property your customer is looking for, details for that property, how much they can afford and more. Custom fields can be added to Inquiries to expand the search criteria of your customers even further. Additionally, the powerful Matching feature is an integral part of working with Inquiries. In this article we'll talk about how Inquiries work, how they relate to other objects in Propertybase and how to make the most of Property Matching through Inquiries.
Inquiries can be accessed by clicking the Inquiries tab at the top of the page.
You can also access an individual Inquiry by clicking the drop down arrow and selecting a specific record.
When you click the Inquiry tab, you will be presented with a list of "Recently Viewed" Inquiries. Looking empty? This can happen if you haven't viewed an Inquiry recently. To select a different view, such as "All Inquiries", click the arrow next to the current view and select from the list (as shown below.)
In Propertybase terms, these views are called "List Views". Which is simply a list of records filtered by certain criteria. List Views are a powerful way to focus on certain customers and quickly make business decisions. Decisions like "Who should I call today?" or "Who should I invite to my next showing?" for example.
For more information on creating custom List Views, click here.
Creating an Inquiry
If you are following along through the Core Feature series, you can guess how new Inquiries are created. Similar to other records in Propertybase, new Inquiries can be created through the Inquiry tab (drop down menu) or by clicking the Inquiry tab and then clicking the New button on the List View page.
Create through Inquiry Tab
To create a new Inquiry through the main navigation, click the down arrow on the Inquiries tab and then click New Inquiry.
Create through New Button
To create a new Inquiry from the Inquiry List View page, click the Inquiry tab and then on the subsequent page, click New in the top right corner.
Either of the options above will take you to a new screen with fields for basic Inquiry information. To create a new Inquiry, fill out this information and click Save in the bottom right corner of the screen.
Selecting an Inquiry will open the detail page. Below are the features available to Inquiries in Propertybase.
Table of Contents
One of the first things you will see are Inquiry "actions" at the top of the page. Here you can perform a variety of actions based on the record selected.
You can follow any record in Propertybase by clicking the Follow button. Once followed, any changes to this record will show up in your feed.
Clicking this button will open a blank Quicksend message in a new window, addressed to the current Inquiry Contact.
Just what it sounds like! Clicking this button will allow you to edit the current Inquiry record.
New Linked Listing
Clicking this button will allow you to create a new Linked Listing. This creates a record that includes the current Contact's feedback regarding a specific Property. That information is then saved and permanently related to the current Inquiry and Contact.
Start Action Plan
Click this button to quickly create an Action Plan for the current Inquiry Contact.
This simply opens the Matching feature in a new window. This gives you additional screen space to find the perfect Listing. For more information, see the "Matching Tab" section below.
Quickly delete the current Inquiry.
To the left of the Actions described above is the Inquiry Header. In this area you will find some of the most useful and actionable Inquiry details. These details are conveniently positioned at the top of the page for quick reference.
Did you know you can modify the fields that appear here?
Follow the steps below to modify the Inquiry header details.
- Click the gear icon at the top of the page, next click Edit Object.
- On the left side of the screen, click Compact Layouts.
- Select Request Compact Layout from the list of page layouts.
- On the next page, click Edit.
To modify Company header details, use the "Add" and "Remove" arrow keys to move fields between "Available" and "Selected". You can change the order that fields appear using the "Top", "Up", "Down" and "Bottom" arrows on the right side.
- Once finished, click Save.
Underneath the Header Details, is a series of tabs. The first tab, Details, displays additional Inquiry information for the current record. This includes everything from who owns the Inquiry, to details like listing and property type, city and more. In Propertybase terms, this information is contained in "fields".
Editing a Field
You can edit any field by clicking the "pencil" icon to the right. Once you are done editing, click the Save button at the bottom of the screen. This is shown in the animation below. (You can also edit multiple fields by clicking the Edit button in the top right corner of the screen. See the "Actions" section above for more details.)
Note: Below is a Contact record, however editing a field is the same for all records in Propertybase.
To the right of the Details tab is the Relate tab. Under this tab, is a list of other records, that relate to the current Inquiry record. The Related tab is a good demonstration of the power of Propertybase as a CMS. Here you can cross-reference data and view relationships between separate objects. This allows you to quickly visualize the entire relationship a customer has with your business.
For example, if the current Inquiry Contact and previously expressed interest in a Property and from that interest a Linked Listing has been created, then you will see that Linked Listing here. You will also see all other Listings this customer has expressed interest in previously, along with their feedback.
Below is a list of related Linked Listings. In this case, the Inquiry only has one. Here you can see the Linked Listing ID, title of the property, address and client raiting. Clicking the arrow on the far right will allow you to edit or delete the record. If an Inquiry has several related Linked Listings you can click the "View All" link to see them. Although this example is specific to Linked Listings, all other related objects follow a similar structure.
Did you know you can modify the columns that appear on related lists?
Follow the steps below to modify the columns shown for related records.
- Click the gear icon at the top of the page, next click Edit Object.
- On the left side of the screen, click Page Layouts.
- Select Request Layout from the list of page layouts.
- Click the wrench icon next to the related object you want to edit.
On the following screen you can use the arrow buttons to add or remove fields (left and right arrows) and reorder fields (up and down arrows.) You can also modify the sort order using the Sort By picklist. When you are done making changes, click the OK button.
To the right of the Related tab is the Matching tab. Under this tab, you will find the Matching feature. This is a custom feature developed by Propertybase that allows you to match the current Inquiry with Listings based on the current Inquiry's buying criteria. You can also use Matching to quickly send those Listings to the current Inquiry Contact, print specific Listings in a PDF for your customer, as well as create new Linked Listings.
Want to quickly view all interactions you've had with an Inquiry's Contact? Look no further than the Activity tab! This component shows you a list of all Calls, Tasks, Events and Showings that relate to the current Inquiry Contact. To create a new Activity, simply click the corresponding tab, fill out the required fields and click save.
Viewing upcoming activity
Once created, the new Activity will show up on the timeline below. Upcoming Activities will show up on top of the timeline, under Next Steps.
If the Activity list for a given Inquiry Contact is long, you can filter to show exactly the type(s) of Activity you want to see. To filter Activity, click the funnel icon next to the filter links.
Showing activity details
Clicking the arrow on the left side of any Activity will show additional details.
Any Tasks that are past due will show the date text in red. To modify an Activity on the timeline, click the arrow next to the date. This will present a list of actions to perform on the current Activity.
Viewing past activity
Below Next Steps you will see Past Activities. These are all Activities that have already happened. Just like Activities under Next Steps you can use the left and right arrows to show more information and edit the activity respectively.
This is Part 4 of 10 in our Propertybase Core Features series. We recommend you continue to follow along, in order, as we walk through the entire Propertybase process, in detail, from lead to close.
Propertybase Core Features: Table of Contents
Next Up: Listing Management
Once you have a solid understanding of how Inquiries work in Propertybase, it's time to learn about matching that Inquiry data to your inventory. In the next section, we will learn about managing Listings.