By Diane Ives
MRIS, June 9, 2008-Are you currently working as a Team or is there an assistant in the office that may conduct searches for you, send emails, etc? Do you find yourself giving your log in information to the office administrator in order to prepare reports or print outs with your name on it? Here is the solution to that problem. Teams may consist of a licensed agent with licensed agents or unlicensed persons working for them (all must be subscribers of MRIS). There are different versions of teams including; a group of agents who work for someone, agents covering for each other, and/or office administrative assistants who may do work for an entire office.To set up your Team:
– Click on the My Matrix tab
– Click on Settings
– Scroll down until you see Team Settings. If a team has never set up, the screen will say, “You currently have no team defined, Click here to create a team”. This will take you to a screen where you must click the link, Click here to create a team.
– Enter the Matrix ID # of the team member, click Find. The agent’s info will appear.
– Choose to have the team member impersonate you, or work on your behalf. The Matrix default is to impersonate. An agent must select the radio button; “Have this team member work on behalf of me” if that is the choice, click the Add button.
You may now add another team member. It is slightly difficult to find the link but it is directly below the Delete Button. It says; click here to add a team member.
Each Matrix user added to the team will have full access to your Matrix and can either “impersonate” or “work on your behalf” depending on the type of access that you granted.
Once an agent adds someone to their team, the banner will display “Working as Agent Name”. This is a clickable link. Click to view a drop down menu allowing you to select persons added to the team. If one of those other names is selected the Welcome banner will display, “Working as (another Agent Name)”. Once finished working for that person, click the link and select another agent or select your own name to continue working as yourself.
Working on behalf of another agent will allow access to that person’s Matrix Contacts and Saved Searches. Any printed reports (using the Print Reports button) will reflect they were printed by you on behalf of another agent. Any team settings that you have set up will not be able to be modified by an agent working on behalf of another agent.
Impersonate means Matrix emails will be sent containing the email address, email signature, and email banner of the agent being impersonated. When addressing the email the impersonator will notice that the name and email address in the “From” field will be highlighted in yellow to act as a reminder that impersonation is in effect. To the client, the email will look as if it came from the agent being impersonated. Impersonating will allow access to Matrix Contacts and Saved Searches. Any team settings that you have set up will not be able to be modified by an agent impersonating another agent.
Reports printed (using the Print Reports button) while impersonating will have the information of the agent being impersonated in the “courtesy of” area.
Here is an example of “Working on Behalf of…”. Joe Smith logs into www.mris.com using his MRIS ID, PIN, and Secure Login password (from the token). Joe clicks the Matrix Link to access Matrix. Joe will see that the “Welcome Joe Smith” in the upper right hand corner has been replaced with “Working as Joe Smith”. If Joe clicks on that link, a drop down box will appear with all of the team members’ names who have provided him access. If Mary Jones name is selected, the “Working as Joe Smith” link will now say “Working as Mary Jones”. All of the contacts, saved searches, and custom displays will now be available to Joe.
Every email that Joe sends out will include the tagline, “Joe Smith on behalf of Mary Jones”. Once Joe has finished his work for Mary, he will click the “Working as…” link and select his name from the drop down menu.
Diane Ives, CRB, CRS, is an MRIS instructor.
