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Cotality(Matrix) MLS Implementation Instructions - Formerly CoreLogic

Updated

How it works:

GrowthZone uses an API to send a one-way sync to Cotality. Because of the one-way sync GrowthZone will be the source for all contact information updates for agents and offices. Once live, updates are sent from GrowthZone to Cotality every 10 minutes.

 

PROJECT KICK OFF

 

The ETL Review is scheduled within 10 days of the project kick-off between customer, GrowthZone, and Cotality (Gandy, Christine <cgandy@corelogic.com>). Cotality has a core set of fields that are included for all Associations, but there are additional fields that they can choose to use/not use, and thus an ETL process is needed for each Association. The ETL process is kicked off with a "mapping" document provided by Cotality that Platform Integrations will add the GrowthZone data field names to. We then send that back to Cotality for them to build the ETL in their test environment, test, and validate everything is good before they rebuild it in their live environment. Example of mapping document: 

 

 

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

  • When scheduling the first project kick-off meeting between Cotality, Onboarder, RE Integrations, and Customer, the RE Integration specialist will CC the platformintegrations@growthzone.com email to create a Cotality - (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, communiation 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 Cotality - (Tenant Name) ticket is to allow visibility on the vendor communications for all RE Integrations staff. The related Cotality - (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 Cotality - (Tenant Name).

 

Timing of Integration: API call to GrowthZone every 5 minutes. 

 

Data Process: The customer with Cotality's assistance will create the RETS profile and send credentials to GrowthZone. GrowthZone will pull down the MLS data from the RETS feed using these credentials.

 

How To Pull RETS Data

 

Platform Integrations team will use the following for pulling RETS data.

 

Click HERE for process for pulling data using RETS Connector.

 

Outline process for all of data sources to be obtained, notification to Onboarding through the main ticket being put to In Review and Platform Integrations will prep Staging. Pause.

 

 

 

Once Onboarding has all three data sources that are applicable then the data consult will be done, then the Onboarding Coach move the main ticket to Migrations.

 

 

STAGING| TESTING

 

***Note: If at the top left a "Disabled By import Settings" message is displaying, perform the following actions before proceeding with the below instructions:

  • GZ Staff Only Tools -> Import Settings-> Uncheck the following two items and click save:

 

 

Data Review:

Review a sampling of Agents & Offices to ensure that all of the fields were populated via the conversion. Use ETL document provided by Corelogic as a “map” to which fields should be used. Make sure to select the edit pencil next to the MLS Information as sometimes there is a step missed during the conversion which makes the fields visible on the main screen but once you click Edit, they aren’t actually populated. This needs to be resolved by Data Migrations.

Review custom edition fields to make sure that the "MLS" Grouping is set because if it isn't, those fields will not sync.

 

Setup:

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

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.

 

2. Add API Key for Corelogic MLS and GZ Real Estate Edition: 

 

 

 

3. Add Real Estate Settings: Setup>Integrations>Real Estate Settings

REVIEW Custom Edition Fields: If the custom edition fields do not have the Group noted as MLS, then those fields will not sync. Agent Type and Office Type will be imported as Custom Fields, but the MUC is what the field is called on the ETL.

 

Set MLS Go Live date & time to NOW as Cotality wants to get all Agents & Offices, not just changes. This method is ONLY used for testing in Staging.

 

Affiliate = found on Cotality’s ETL document

Assistant Relationship - unlicensed assistants and secretaries (ask Cotality/Data Migrations for more information on this field)

Statuses - Add in Active, Inactive & Terminated

Suspended - suspended

 

 

The MLS ID Generator for Office or MLS IS Generator for Agent will be handled by the Onboarding Coach in the Production environment.

 

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

 

6. Notify Cotality that setup has been completed.

 

Testing with Cotality & Customer:

  • Cotality PM validates:

    • Record counts: Office & Member (GrowthZone / Matrix)

    • All fields present based on mapping document

    • Values are correct based on mapping document

      • If issues found – Cotality PM notifies GZ

        • GZ notifies Cotality PM when remediated

      • If no issues found

        • Cotality DBA builds ETL in Matrix staging environment & create Data Comparison report

  • User Testing

    • Cotality PM meets with client to review User Test Case Scenarios

      • Client (Association) enters test scenarios in GZ

      • Cotality Project Manager and Integration Specialist will support customer during testing in Staging.

      • ETL runs and loads data in Matrix staging

      • Cotality PM tracks results and reports/remediates issues

  • Data Comparison

    • Cotality PM analyzes discrepancies and reports issues to GZ and client for remediation

 

7. Turn off Sync - once Cotality has confirmed testing is completed, turn off the sync by going to Setup>Integrations>Real Estate Settings>remove sync checkbox & save

 

 

GO LIVE:

 

Outline process for all of data sources to be obtained,

Data Source retrieval per:

https://helpdesk.growthzone.com/staff/kb/articles/2395-nrds-implementation-instructions

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

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

 

Notification to all teams through the main ticket that we are prepped and approved for Production.

 

Coordinate go live with Cotality and Customer - this will span over two days. They do not allow on Fridays and they are very strict about sticking to 'Go Live' dates. Any date changes must be ok'd by Cotality.

 

Day 1: GrowthZone enables sync with Matrix

Day 2: Cotality builds and enables their ETL

 

Setup:

  1. Double check that the GrowthZone Real Estate API has been setup by RE Integrations AND add the Corelogic MLS API

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.

 

 

 

 

3. Add Real Estate Settings: Setup>Integrations>Real Estate Settings

  • Select to “Sync to MLS” and set 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. 

  • Add Affiliate (should be noted on the ETL document)

  • Add Statuses:

 

Affiliate = found on Cotality’s ETL document

Assistant Relationship - unlicensed assistants and secretaries (ask Cotality/Data Migrations for more information on this field)

Statuses - Add in Active, Inactive & Terminated

Suspended - suspended

 

 

Data Review

  • Onboarding and customer review one final time
  • RE Integrations review one final time

 

5. Once Data Review is complete:

  • Verify server activity with Hangfire that we can deploy.
    • If server activity is at capacity, RE Integrations notifies the Onboarding Coach via Prviate Ticket on options (can we do it later in day).
  • Go to Setup>GrowthZone Staff Only Tools>Kafka Utilities>Force Changed Contact Kafka

 

6. RE Integrations notifies Cotality that they are live

  • Live means that GZ is turned on. See step 7 and Day for the actual "Go Live" - which is Day 2.
  • Customer is typically on email thread and is also made aware.

 

7. Specific Steps from Cotality Performed in Production:

  • Production data final review

    • GrowthZone provides access to the final tenant

      • Cotality PM validates

        • Record counts: Office & Member (GrowthZone / Matrix)

        • All fields present based on mapping document

        • Values are correct based on mapping document

          • If issues found – Cotality PM notifies GZ

            • GZ notifies Cotality PM when remediated

    • Cotality creates final data comparison report

      • Cotality PM analyzes discrepancies and reports issues to GZ and client for remediation

  • Go Live

    • Day 1: GZ goes live

    • Day 2: Cotality builds the ETL in Matrix Live and enables the ETL -> THIS MEANS THE CUSTOMER IS NOW LIVE AND PROCESSING BETWEEN GZ AND COTALITY!