Finding and developing new leads is critical to expanding your business. The Prospecting section of SmartMLS Tax makes it easy to find leads based on public records property characteristics and sales/transfer history. In just a few simple steps, you will be ready to export a file or create mailing labels for a targeted list of leads.
To get started, click the Prospecting tab at the top of the page:
Start by selecting your desired county or counties. You may select up to four counties at one time. You can either click within the Counties box and select from the list, or you can click within the box and start typing the name of the county you would like to include:
In addition to the county list, you may also search by Owner Name or Address.
If you have saved criteria from a previous prospecting search, you can access it by clicking the Use a Saved Search drop-down list:
Underneath the Saved Search buttons, there is a column of about 20 different filters on the left side of the screen that you can use to help refine your prospecting search:
You can use any combination of these filters to search for leads. As you use these filters, the number of property records that match your search updates in real-time. Matching properties will appear on the map in the center of the screen, as well as in a column on the right side of the screen:
Helpful hint - the more filters you use, the more granular your search becomes, which leads to fewer matches. If you finish your search and there are not enough matching records, you may want to go back and adjust or remove filters until you have a suitable number of matches. On the flip side, if your search results in too many matches, you may want to add more filters, or refine the entries you've made in the filters you are already using.
You can also use the map tools (located in the upper right corner of the map) to help refine your prospecting search:
If you would like to limit your search to a very specific geographic area, click the Draw icon and then select the type of shape you would like to draw on the map:
Once you have drawn your desired area, click Include Selection to search within just that area, or click Exclude Selection to search in all areas except the area you have drawn.
If you are not satisfied with the area you have drawn on the map, click the Undo button to clear your area and start over.
If you would like a larger map view, you can collapse the filters and/or results columns by clicking the arrows in the upper corners of the map:
If you have hidden either (or both) and would like them back on the screen, just click the double arrows to expand them and make them visible once again.
As referenced earlier in this article, when you use the filters to narrow your search, real-time search results can be found on the right side of your screen. In addition to the results column on the right-hand side, you can also get summary information about the matching property records by hovering over or clicking on the little blue dots on the map:
You can view the full property record by clicking the View Report link. You can also access the full property report by clicking on any of the search results from the right-hand column. Either way, the report will display within a new tab within your web browser, so you do not lose your prospecting search or results.
If the property is currently or has recently been on the MLS, the summary info popup window also displays an icon that indicates the property's status (highlighted in orange above). This icon also appears in the search results column on the right-hand side of the screen:
You can hover over the Legend icon to see what the different status icons represent:
If you have more than 40 matching records, there will be multiple pages of results. Use the arrows at the top of the list to navigate between pages of search results:
Once you have your search results, SmartMLS Tax makes it simple to create mailing labels. Just select the desired records using the check boxes and click the Create Labels button. A new window will appear that allows you to select customized printing options, including how the addressee is displayed, the type of labels you are using, and more.
Click here for detailed instructions on creating mailing labels within SmartMLS Tax.
You can also easily export your results as a .CSV document for use with Microsoft Excel or CRM products. After you have selected your results, click the Export button at the top of the results bar.
Note: if you have more than 5,000 records selected, the Create Labels and Export buttons will not be available. You must narrow your search results until they are below the 5,000 threshold to be able to create labels or export the selected tax records.
Every SmartMLS subscriber is allotted 5,000 exports per month. You can always see how many exports you have left in the top right corner of the screen:
If you ever reach your monthly allotment and require additional exports or labels, please send an email request to tax@smartmls.com and we can reset your account and provide an additional 5,000.
Related articles:
Creating mailing labels in SmartMLS Tax
SmartMLS Tax export and label limits
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