Frequently Asked Questions
| How does the system work? How do I see what markets I am listed in or add another market? How do I make a referral? Where do I send referral fees? How do I change my password? I don't see my changes when I edit existing information. How do I pick up my referrals? How do I edit referrals? How do I use the referral filter? What if I get a referral that I already received elsewhere? How often do I need to update my referrals? Can I download my referrals? What if I do not update my referrals? Is there an easy way to reply to referrals? Is there an easy way to check-in with older referrals? How do I create a signature file for my mail program? How do I create a filter for my mail program? Email other questions. |
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How does the system work? We have an on-line form that visitors who are interested in finding office space fill out at https://www.officefinder.com/office_space_search/ They designate the metro area they are interested in and are required to include their name, phone, email address and square footage. An email message is sent to the first Tenant Rep member on the list in that market whose filters meet the requirement. The email provides a link to the OfficeFinder referrals site for acceptance or rejection of that referral. Tenant Reps have 1 business day to respond. If they reject it or fail to take action, it gets sent down the line to the next agent.... and so on. referrals that request so are also sent to our Executive Suite members in the appropriate market. An executive suite member will receive an email with the referral information without the contact information included. They will need to accept the request from the email in order to be sent to the request detail to retrieve the contact information. They also have the option to Reject it or mark it as a Duplicate. All requests need to be acted upon, even if you reject them. Members not acting on requests will be removed to make room for those who do. They designate the metro area they are interested in and are required to include their name, phone, email address and square footage. A message is sent to the first Tenant Rep member on the list in that market to go to the OfficeFinder referrals site for acceptance or rejection of that referral within 24 hours. If they reject it or fail to take action, it gets sent down the line to the next agent.... and so on. referrals that qualify are also sent to our Executive Suite members in the appropriate market. An executive suite member will receive the referral information in their advisory email, but does need to come online within 30 days to update the request. How do I see what markets I am listed in or add another market? Go to the OfficeFinder Member's Virtual Office at https://www.officefinder.com/scripts/editmarkets.cfm to add, delete and see what markets you are listed in. How do I make a referral? Select "OfficeFinder Wizard" in the top banner or go to https://www.officefinder.com/office_space_search/, fill out the form with your referral's name and general information including the market the prospect wants to go into. In the comments box at the bottom make a note that this is an OfficeFinder member to member referral, add you phone number and submit the form. All members have agreed to the referral terms and conditions in the membership agreement. Where do I send referral fees? After you update the referral to "Closed" an email invoice will
be sent to you with this information. OfficeFinder, LLC Fed ID: 20-3342896 How do I change my password? To change your password, choose "Change Password" on the side bar of the virtual office at https://www.officefinder.com/scripts/pwd.cfm. The change will be automatically changed and you will receive a confirmation email. I don't see my changes when I edit existing information for a second time in the same browser session. The changes are there but the page needs to be reloaded. Press the reload or refresh button on your browser when you are at the page. Your browser cache remembers the old page so you need to "reload" to get it to look at your updated page. How do I pick up my referrals? Here are a couple of different ways you can get to your OfficeFinder referrals. Method 1 When you have a referral, you will receive an email advisory. You should be able to click on the hot link that shows up in the message that advises you have a referral. This should automatically open up you browser to the location of the specific referral. You will need you id and password to access the information (see the info below if you do not have these). e.g. https://www.officefinder.com/scripts/leadUpdate.cfm?edit=117535&MemberLeadID=26161 will take you to your referral details for referral number 117535.Method 2 If you are having trouble with the above you can copy and insert http//www.officefinder.com/scripts/leadUpdate.cfm in your browser's address box to go to the master list of all of your referrals where you can update them by pressing the "edit referral" link on the left side of the line. The referrals you are looking to update are those with a status of "waiting." I would suggest you bookmark the above address in your favorites to make accessing it easy.Method 3 Another way to get there is to go to the OfficeFinder home page at https://www.officefinder.com and follow the links from the top header to "Membership." Then follow the link on the side bar to the "Virtual Office," enter your username and password, then click on the "Your referrals" link on the side bar. How do I edit referrals? From the Master list of referrals at https://www.officefinder.com/scripts/leadUpdate.cfm press the "Edit referral" link on the left side of the line or use the One Button Update as described below. When you edit a referral you get all the information and you will need to change the selection in the box marked "New Status" to whatever is appropriate. Do not leave it as "Choose status below." All waiting Tenant Representative referrals will be passed on to the next agent in 24 hours (not including weekends or holidays). Enter any appropriate comments and click on the "UPDATE referral" button at the bottom of the page to SAVE your changes. If you get more than one request form the same prospect, mark one as "Accepted" and the other(s) as "Duplicate." Otherwise, the referral will continue to migrate to the next member. After you update a referral and save the changes, you will be taken back to you master list of referrals and you can continue to update your other referrals. We will also be requesting updates on any active referrals every 30 days so we can better track our progress. One Button Update We also have the ability to do a one-button update. The one button update is very easy to use. Go to your referrals list at http//www.officefinder.com/scripts/leadUpdate.cfm (the master list of your active referrals) and change the drop down box in the "Enter current status to Update" column on the right column of each referral to the current status and click on the "Submit All Changed Status" button either at the top or bottom of the screen. You can choose whichever referrals you want to update. You do not have to change them all. If the status is left blank, the referral will not be updated. If you want to update a referral, you must choose a status even if it is the same as before. If you have more than one page of referrals (30) you will need to click on the "next 30" link and do the same for those referrals. Once you get used to the basics, you can use to top line of the master list to filter your referrals to see the ones you want. The default is all of your currently active referrals. Using Filters to find referrals You will also notice that we have filters to allow you to find the referrals that meet the filter criteria you set. When you first get to the OfficeFinder referral Editor master list page, the referrals you will see will only be those that are currently active. To see all of them or just the inactive referrals, make your choice in the "primary status" drop down box and click on the filter box. The filters available are in the drop won box next to "Filter" Make your choice, then fill in the next box and click on the "Filter" button to get your selection. Make sure the "primary status" is correct or you will not get what you want. You can also locate referrals that have not been updated in the past 30 days by making a selection in the Filter box then clicking the check box next to "Show referrals not updated within last 30 days" Once again make sure the "primary status" is correct or you will not get what you want. To see all your active referrals that are 30 day or more since last updated, choose "sq. feet >," place a "0" (a zero) in the next box, make sure the "primary status" is on "active" check the Show referrals not updated within last 30 days check box and click on the "Filter" button You can also pick out the referrals that were received in a period of time using the Month Year For referrals filter. The top filter line will need to be filled out. Finally, you can re-filter the referrals you just filtered by checking the "Use only results of last filter check box," setting a new filter criteria, and clicking on the "Filter" button. What if I get a referral that I already received elsewhere? Edit the referral status to "Duplicate," make a note that you had already received the referral from another source in the comments field, then click the "Update referral" button. We do not expect payments on these. How often do I need to update my referrals? Active referrals need to be updated every 30 days. You will receive an email request to do so for any active referrals that have not been updated in the past 30 days. If a referral has not been updated within 60 days, you will be suspended from receiving referrals until it, and any other out of date referrals have been accurately updated. To see the referrals that are out of date, you can use the filter system at the top of the master referral list by checking the box Show referrals not updated within last 30 days and placing a "0" (zero) in the filter box next to "Sq. Feet >" This will only show the referrals that have not been updated in the past 30 days and allow you to go through and update them quickly. Can I download my referrals? Yes. To do so, click on the "Download referral Data" link in the upper left side of your Master referrals List at https://www.officefinder.com/scripts/leadUpdate.cfm. You will be offered a choice of downloading All, Active or Selected referrals. Selected referrals are those identified in your current lookup. You will also be able to choose the format. The choices are Text or CSV (Excel). This is to allow for easy import into popular Information Management programs. Finally, you can choose the time frame for the referrals you want to download. Is there an easy way to reply to referrals? The best way to contact prospects is ASAP by phone and simultaneously send an email. Here is a suggestion that might help reduce the time you spend on sending emails to referrals. I use Eudora Pro as my mail program. Most any mail program will allow you to customize signatures. A signature is what is automatically placed at the end of the message you are sending. The one I use is at the end of this message and I labeled it "Office Requirement" in my mail program's signature file When you are at the referral Detail screen in OfficeFinder -- where you see all the details of a specific referral, click on the email hot link to the prospect's email address. This will open up your email program to a new message. Depending on your mail program, your message will most likely already have a subject line of "Your OfficeFinder Request" on it. I then choose "Office Requirements" as the signature and send the message without typing anything. I have also set up a filter to filter any messages being sent with the Subject = "Your OfficeFinder Request" to go to it's own mailbox for easy future access. My mail program automatically filters the sent message to a folder I call "OfficeFinder follow ups." If I do not hear back form them, no big deal. I have spent 10 seconds replying to their request and the rest is up to them. Here is my "Office Requirements" signature.... Thank you for your OfficeFinder.com inquiry. We specialize in representing users of office space who are looking to either locate space for lease or purchase. I have over 20 years of experience in doing so. Over the years I have learned that it is best to collect as much information as possible as early as possible in order to present you the properties that would best fit your needs. I'd like to know a little bit more about what you are looking for the following items. Square feet Once I receive this information from you, I will be able to do a search for properties that will meet your needs. I look forward to your reply, Jim http//www.officefinder.com The source for information about leasing or buying office space. If you highlight the above message. open your signature section, create a new signature and paste this message into it, you will have an easy way to reply to referrals via email. Is there an easy way to check-in with older referrals? On the right hand side of the Master referrals list is a check box under the column heading "send email." If you would like to send the same email to multiple referrals, checkmark the box for the referrals you want to receive the email, click on the "email" button at the bottom of the page, fill in the subject and body of the message and click on the submit button. The same message will be sent to all the referrals you had marked. How do I create a signature file for my mail program? In Eudora From the Tools menu, choose Signatures. The Signature window is displayed. Or click the Signature window's tab if it is the inactive window in a tabbed group. From the Tools menu, choose Signatures. The Signature window is displayed. Or click the Signature window's tab if it is the inactive window in a tabbed group. Right-click anywhere inside the Signature window and choose New from the context menu. Eudora displays the Create New Signature dialog, asking you for a name. In the dialog, enter a signature name and click OK. A signature window is displayed. Enter your signature text in the signature window. You can format the text with styles see Formatting Text . Save the signature file using the File menu Save command. Close the signature window. From then on you can select that signature from the drop down box above the address. In Microsoft Outlook On the Tools menu, click Options, and then click the Mail Format tab. In the Send in this message format box, click the message format you want to use the signature with. Click Signature Picker, and then click New. In the Enter a name for your new Signature box, enter a name. Under Choose how to create your Signature, select whether to start from scratch or use an existing signature. To select a file to base your signature on, click Use this file as a template and type the path and file name in the box, or click Browse to select from a list. Click Next. In the Signature text box, type the text you want to include in the signature. You can also paste text to the Signature text box from another document. To change the paragraph or font format, select the text, click Font or Paragraph, and then select the options you want. These options are not available if you use plain text as your message format. To insert the signature at the end of the message, choose Insert, Signature from the menu bar at the top of the new message. How do I create a filter for my mail program? In Eudora To open the Make Filter dialog and create a simple filter, do the following Open an incoming or outgoing message containing the information you want in your filter, or select one or more message summaries in a mailbox. From the Special menu, choose Make Filter. Or, right-click in the body of the open message, or in the selection of message summaries, or in the preview window for a single-selected message, and choose Make Filter from the drop-down menu. The Make Filter dialog is displayed with the selected message criteria already entered. In Outlook In Outlook, filters are called rules. Click Inbox On the Tools menu, click Rules Wizard. Click New. Follow the instructions in the Rules Wizard. If you want to run a newly created rule on messages already in the Inbox, select the Run this rule now on messages already in Inbox check box in the last page of the Rules Wizard. Tip If you want to run a newly created rule on messages in a folder other than the Inbox, click Rules Wizard on the Tools menu, and then click Run Now. Ask & we shall Answer...... |
