Email Signatures-Quick Start Guide

Email Signatures is a tool in Paragon that allows you to have multiple Email Signatures inside Paragon and then choose the signature you want for each E-mail you send out of Paragon. This includes one-time E-mails and Automatic E-mail Notifications. As you change a signature’s contact information (for example: agent image, office logo, office name, address, phone number(s), E-mail address, etc.), Paragon will:

1. Automatically update all Automatic E-mail notifications using that specific Email Signature.
2. If you have updated the Default Signature, Paragon will create an Exceptions Report indicating which of your Automatic E-mail notifications are not using the Default signature. If you want to update an automatic E-mail notification signature, with three clicks, a signature is updated to the default signature’s information. (See the Exceptions Report below for more details on updating a signature).

If you are a visual learner the Paragon tech team has created a recorded End User Webinar that is available on demand, click here to view: http://producthelp.lpsreg.com/p5/user/pages/recorded_webinars/footage/e-mail_signatures/e-mail_signatures.html

Here is a key benefit of the Email Signature feature of Paragon. If your MLS has been using E-card for your Automatic E-mail Notification signature, each time you changed your contact information, you needed to revise the contact information manually for each of your Automatic Email Notifications. Email Signatures will automatically update your contact information in each of your Automatic E-mail notifications using that specific signature. Change your contact information for each signature once and all your notifications using that signature are updated. This ensures your correct contact information is going to your clients!

When your MLS initially switches to Email Signature, the E-Card you currently have in Paragon will become your default Email Signature. Based on this default signature, the exception report is generated letting you know which E-mail signatures have out-of-date contact information. With three clicks, you can quickly update each of your Email Signatures to the default Email Signature or any other signature you have created in Paragon. (See updating Email Signature and creating an Email Signature on below.)

When you select an Email Signature as your default Email Signature, each time you create an Email (one time E-mail or Automatic E-mail Notification), the default Email Signature is added to your E-mail. From the dropdown box in the upper left hand corner of the E-mail header, you can select an alternate Email Signature. To save you time, you can set all of your inactive E-mail Notifications to the “Updated” status by clicking the Set All Inactive Notifications as Updatedbutton found in the upper left hand corner of the Exceptions Report.

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There is no limit on the number of Email Signatures you have in Paragon.

Exceptions Report

At Login Time

Each time you login to Paragon, Paragon will ask you if you want to update Automatic E-mail Notifications that do not match your default signature. You have several options regarding this notification, as shown by clicking the dropdown box in the modal show below.

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• View Searches and update notifications now
• Remind me in 1 day
• Remind me in 1 week
• Remind me in 1 month
• Don’t remind me again
Make your selection and click OK.
If you click View Searches and update notifications now, a modal will open with your notifications displayed, ready for you to update them. With three clicks, you can update all of your exceptions to your default or update your exceptions to the default one-at-a-time. (See below for the modal with your notification exceptions.)

In Preferences
If, while working in Paragon, you want to update your Email Signature exceptions, click on Preferences, then click on E-mail. A tab will open.

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In the new tab with the Email folder expanded. Expand the Email Signature folder by clicking the “+” sign and click on Exception Report.  The Exceptions Report is displayed in the workspace to the right of the folder tree.

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Exceptions Report
The Exceptions Report has two filters:
• Notifications: All Notifications, Active Notification and Inactive Notifications
• Updated: All, Yes and No (Indicates if the notifications are using the default Email signature)

The Exceptions Reports opens displaying the notifications that have not been updated to the default Email Signature.

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Notifications Filter
• All – Displays all notifications that are both active and inactive.
• Active – Displays only the Active E-mail Notifications.
• Inactive – Displays only the Inactive E-mail Notifications.
Updated Filter
• All – Displays all notifications that are both Yes (updated) and No (not updated).
• Yes – Displays all notifications you have updated to the default Email Signature.
• No – Displays all notifications that have not been updated to the default Email Signature.

Manually Updating Email Signatures
To update an Email Signature manually, click on the search name. A modal opens displaying the E-mail Notification.

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Click on Select Signature and click the signature you want to use for this specific E-mail Notification. Then click OK to save the newly selected Email Signature for this notification.

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Create a New Email Signature
Creating an Email Signature is the same as creating an E-card. Using the same Rich Text Editor, you can create your Email Signature.

Click on Preferences, then click on the Email.  A tab will open.

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In the new tab with the Email folder expanded. Expand the Email Signature folder by clicking the “+” sign and click on Add New.

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Using the Rich Text Editor, add your contact information and other details you want to communicate to the recipient of your E-mails. Give your signature a name that describes the content in your Email Signature. When you have completed the Email Signature, click on Save in the upper left hand corner of the workspace.

The new signature is added to your list of Email Signatures.

If you are a visual learner the Paragon tech team has created a recorded End User Webinar that is available on demand, click here to view: http://producthelp.lpsreg.com/p5/user/pages/recorded_webinars/footage/e-mail_signatures/e-mail_signatures.html.

*The LPS Real Estate Group provided a majority of the content within this quick start guide*

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5 thoughts on “Email Signatures-Quick Start Guide

    • Hi Rus,
      Thank you for your comment! I’m sorry for any ambiguity contained in this quick start guide.
      I do not think that it possible to update all of your contacts at once via the exception report, although the “Set all inactive notifications as updated” button at the top of the report does offer a one click update for inactive clients. After updating inactives, if you still have updates to address in the exceptions report I suggest first making sure your email signature is exactly as you like it, then going back to the exception report and clicking on the searches one-by-one and updating them by:
      1. Deleting the ecard/email signature that appears
      2. Clicking on Select Signature at the top of the Email Notifications Options box
      3. Selecting Email Signature 1 (Default)
      4. Clicking the OK button
      Rus, I would be happy to help you update your email signature and work through your exception report with you! Please give me a call at 775-823-8838 and we can do a remote session.
      May I also suggest a free webinar on this subject (they have one today and one tomorrow) where you would be able to ask questions of the instructor in real time. Click here to learn more about dates and times and how to sign up: http://nevadamlstech.wordpress.com/2012/11/12/learn-about-paragon-5s-email-signatures-with-free-webinar/
      Thank you,
      Andrew Cristancho
      Nevada MLS Tech

  1. Great information for someone sitting on the computer all day. I do not have a clue and will need some help. between all the sites I have to learn for this market when do I have time to work with real people selling real estate? these changes should be automatic and not require more than 1 minute to read and do

    • Hi Heidi,
      Thank you so much for your comments. I agree that this quick start guide can seem a little lengthy, but there is really good information in it about managing your signatures. That being said I realize that you are likely very short on time. I have a couple of alternatives that I can offer you:
      1. The Paragon tech team has created a recorded End User Webinar that is available on demand, click here to view: http://producthelp.lpsreg.com/p5/user/pages/recorded_webinars/footage/e-mail_signatures/e-mail_signatures.html
      2. You can call me at 775-823-8838 M-F 8 a.m. to 12 p.m. and 12:30 p.m. to 4:30 p.m. for live remote assistance, during which I can assist you in updating your email signature(s). That process shouldn’t take longer than 15 minutes, depending on the Internet connection.
      Again, thank you for you comments!
      -Andrew Cristancho
      NNRMLS Help Desk Representative
      andrew@nnrmls.com

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