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CRMLS Implementation Instructions

Updated

How it works:

The California Regional MLS (CRMLS) is focused on making it possible for all California real estate information to be accessible in one or more databases. CRMLS Office and Agent Files are created, zipped into one file, and sent every hour to FTP site. All data is sent for the record, not just updated values since virtually all fields are required.

 

PROJECT KICK OFF  

Overview: 

The Integration Specialist reaches out to CRMLS and the customer to receive the CSV data file. Testing is done only in Production, however a sample file is provided during Staging. 

 

Ticketing Process for RE Integrations (Review the below and we'll remove the red notation)

  • When requesting the CSV file from CRMLS, the Integration Specialist will CC platformintegrations@growthzone.com email to create a CRMLS- (Tenant  Name) ticket for project visibility. That ticket will then be related to the main Migration ticket.
  • All communication with the vendor, for the project, will be tracked in this related ticket. All project movement, communication between GZ Teams, updates, date files, and meeting dates will still be placed in a private note in the main Migration ticket for the Onboarder and Migrations team. 
  • The purpose of the related CRMLS- (Tenant Name) ticket is to allow visibility on the vendor communications for all RE Integrations staff. The related CRMLS- (Tenant Name) ticket will remain In Progress until the full integration is turned on and completed. The RE Integration point of contact for the project will be the Assignee on the  related CRMLS- (Tenant Name).

 

Data Process: 

CRMLS will provide the Office & Agent files with the member data in a csv.

Email Kelly Le and Zach Garcia requesting the files.

zach@crmls.org, kle@crmls.org

 

Review file to ensure all fields are provided per the vendor specs.

 

 

Outlined process for other integrations that may be occurring simultaneously: 

M1 (if applicable) - https://helpdesk.growthzone.com/staff/kb/articles/2395-nrds-implementation-instructions

 

Lockbox (if applicable) -

Sentrilock https://helpdesk.growthzone.com/staff/kb/articles/2392-sentrilock-implementation-instructions;

SUPRA https://helpdesk.growthzone.com/staff/kb/articles/2391-supra-implementation-instructions

 

 

STAGING| PROVIDE A TEST FILE TO CRMLS

 

CRMLS would like to review the data to ensure that GrowthZone is importing the data correctly.

 

 

STAGING REVIEW

 

  • Once the data has been pulled from CRMLS and all other integrations, the Integration Specialist will create a staging database.
  • Verify the Import Feature Settings are on. Setup -> Import Features

 

  • Verify in the Setup -> Real Estate Integrations -> MLS Tab  that CRMLS is selected as the MLS. 
  • Once all data sources are obtained, and the Staging Database is created, the Integration Specialist will move the ticket to In Review for the Onboarder to move to Migrations when ready. 

Once the Staging data has been imported by Migrations, it should be reviewed by Onboarding in conjunction with Platform Integrations and the Customer to ensure that the data was being imported correctly.  


  •  

Statuses     Agent Types      
               
Description Value   Description Value   Description Value
Active A   Association Staff AORS   Association Staff !M
Disciplinary Caution D   Designated REALTOR Appraiser DRA   Association Admin !N
Inactive I   Designated REALTOR Participant DR   Affiliate AF
      MLS Only Appraiser MLOA   Agent AG
      MLS Only Broker NMB   Agent Limited AN
      MLS Only Salesperson S   Appraiser AP
      MLS Staff MLSS   Agent Staff (Training) AS
      Non Member/Vendor NONM   Broker DB
      Office Manager OM   Broker Limited DN
      REALTOR Appraiser APR   Agent Unbilled Duplicate HA
      REALTOR Salesperson R   Broker Unbilled Duplicate HB
      Unlicensed Assistant CLA   Office Manager Unbilled Duplicate HM
            Office Assistant OA
            Outside/Reciprocal Non-Billed OD
            Outside/Reciprocal Billed OG
            Office Manager OM
            Office Manager Limited ON
            Personal Assistant PA
            Photographer PH
            Third Party Vendor TP
            Office Assistant Unbilled HOA
            Personal Assistant Unbilled HPA

 

Once the data has been loaded into Staging, review an Agent & Office record to ensure all data points were pulled in correctly. Once a sampling has been reviewed, then files will need to be sent back to CRMLS so that they can review to ensure that we loaded the data correctly. Please note that CRMLS will provide both Active & Inactive members, but we typically only load active members and that is will that our files back to them will be.

 

 

PROVIDING A TEST FILE

  1. Double check that the GrowthZone Real Estate API has been setup by Conversions

Go to Setup>Applications>API Key Permissions ***If this is not a visible option in Setup, then the API module needs to be added via tenant settings.

 

 

 Add Real Estate Settings

  • Go to Setup>Integrations>Real Estate Settings

  • Select “Sync to MLS” and put yesterday’s date for MLS Go Live

  • Transfer Mode = FTP over SSH

  • Server = not needed

  • Path = not needed

  • User Name = TEST

  • Password = TEST

  • SAVE

 

Ensure tenant settings were received in IIT| Staging https://realestate.growthzonepreview.com/

  • Go to Message Types>GZ Tenant Settings>Find tenant

 Force Kafka:

Go to Setup>GrowthZone Staff Only Tools>Kafka Utilities>Force Changed Contact Kafka

 

 Retrieve Agent & Office files:

Once the records have finished processing ( can take up to 90 minutes) the Agent & Office .txt files can be retrieved

  • Option 1: Go to Setup>Event Log and select the last Agent & Office file to download

    • If no record of the file is there, then use Option 2 as there could be a delay of recording the file in the Event Log

  • Option 2: Go to IIT>Subscribers>Black Knight>Office/Agent>select your tenant and the option to download https://realestate.growthzonepreview.com/

 

 Send to CRMLS and they will review the files and send back any questions!

Email Kelly Le, Andy Nguyen, and Zach Garcia

zach@crmls.org, kle@crmls.org

 

 Turn off Sync - after testing is completed, turn off the sync by going to Setup>Integrations>Real Estate Settings>remove sync checkbox & save

 

 Coordinate Go Live w/CRMLS - once all issues have been resolved, then coordinate go live with CRMLS

  • Request username & password for FTP

  • Request date to receive refreshed agent and office files

 

 

GO LIVE

  • Double-check the API Key Permissions for GrowthZone Real Estate is assigned

  • Go to Setup>Integrations>Real Estate Settings and check the “Sync To MLS” box and set the MLS Go Live date & time. Remember to set the time for at least 2hrs from the time you are completing this to allow for all contacts to get to IIT. For example, if it is 8:00 AM set the go live time to 10:00 AM.

 

Transfer Mode = FTP over SSH

Server = not needed

Path = not needed

User Name = received from CRMLS

Password = received from CRMLS

 

SAVE

  • Notify CRMLS that go live has been completed on GrowthZone’s end

 

Troubleshooting

  • Only new records will push over for the initial feed of data
    • The client will need to update both GZ and the vendor
  • The M1 license number should sync over to the Member State License automatically in GZ