TOTAL User`s Guide

TOTAL User`s Guide
TOTAL User’s Guide
NEW IN TOTAL ...............................................................................................1
GETTING STARTED .......................................................................................1
USING THIS GUIDE ........................................................................................................ 2
CONVENTIONS IN THIS GUIDE .......................................................................................... 2
SYSTEM REQUIREMENTS ................................................................................................ 3
INSTALL TOTAL ........................................................................................................... 5
REGISTER TOTAL ......................................................................................................... 6
RETRIEVE YOUR ACTIVATION CODE .................................................................................. 6
SIGN IN....................................................................................................................... 6
TOTAL SHORTCUTS ...................................................................................................... 7
AURORA TRANSITION ASSISTANT ..................................................................................... 9
CONFIGURATION ..........................................................................................9
OFFICE SETTINGS ........................................................................................................ 10
REGISTRATION SETTINGS .............................................................................................. 11
GENERAL SETTINGS ..................................................................................................... 12
USER MANAGEMENT................................................................................................... 13
FORMFILLING SETTINGS ............................................................................................... 17
PHOTO SETTINGS ........................................................................................................ 23
SKETCH SETTINGS ....................................................................................................... 24
MAP SETTINGS........................................................................................................... 25
INTERNET SETTINGS..................................................................................................... 27
MOBILE TOOLS .......................................................................................................... 27
REPORT TRANSFER SETTINGS ............................................................................. 32
APPRAISAL DESKTOP ............................................................................... 33
ORGANIZE REPORTS .................................................................................................... 33
CREATE REPORTS ........................................................................................................ 36
OPEN REPORTS .......................................................................................................... 37
OPEN UAD XML ....................................................................................................... 39
CONVERT COMPETITOR FILES ........................................................................................ 40
SEARCH FOR REPORTS.................................................................................................. 42
PRINT YOUR REPORT FROM THE APPRAISAL DESKTOP...................................... 44
MOVE/COPY REPORTS ................................................................................................ 44
RENAME AND DELETE REPORTS ..................................................................................... 45
MARK REPORTS AS PAID .............................................................................................. 46
EXPORT TO QUICKBOOKS ............................................................................................. 47
SEND REPORTS TO VAULT............................................................................................. 48
CONTACTS POWERVIEW ......................................................................... 49
New in TOTAL
CREATE CONTACTS...................................................................................................... 49
FIND CONTACTS ......................................................................................................... 50
FILTER CONTACTS ....................................................................................................... 50
SORT CONTACTS ......................................................................................................... 51
SEARCH FOR CONTACTS ............................................................................................... 51
EDITING AND DELETING CONTACTS ................................................................................ 51
TOTAL DASHBOARD................................................................................... 53
UNDOCK POWERVIEWS ........................................................................... 53
ASSIGNMENT POWERVIEW ................................................................... 54
REPORT ORDER & INFO ............................................................................................... 54
THE REPORT'S ORDER FORM ........................................................................................ 54
FORMFILLING SHORTCUTS ............................................................................................ 55
FORMS POWERVIEW ................................................................................. 56
TOOLBAR BUTTON REFERENCE ...................................................................................... 56
NAVIGATE FORMS....................................................................................................... 57
MERGE FORM DATA ................................................................................................... 62
INSERT PAGE.............................................................................................................. 63
QUICKLISTS ............................................................................................................... 64
RECENT RESPONSES .................................................................................................... 67
USE RECENT RESPONSES .............................................................................................. 67
QUICKNOTES ............................................................................................................. 68
HIDING/DISPLAYING QUICKNOTES ................................................................................. 68
MOVE THE ADDENDA PANE .......................................................................................... 69
SET FORMATTING DEFAULTS ......................................................................................... 70
TOOLS............................................................................................................... 73
SPELL CHECK.............................................................................................................. 73
CHANGE CASE ............................................................................................................ 74
SIGN REPORT ........................................................................................................ 75
ADD MAP ................................................................................................................. 75
IMAGES .................................................................................................................... 76
SQUARE FOOT ADJUSTER ............................................................................................. 76
CALENDAR................................................................................................................. 77
MATH CALCULATOR .................................................................................................... 78
AREA ESTIMATOR ....................................................................................................... 78
COMPS DATABASE ................................................................................................ 80
REARRANGE PROPERTIES .............................................................................................. 80
IMPORT COMPARABLES FROM OLD REPORTS ................................................................... 80
Copyright 2013 | a la mode, inc.
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TOTAL User’s Guide
IMPORT FROM MLS TEXT FILE ....................................................................................... 81
DELIVER VIA MERCURY DESKTOP ................................................................................... 81
ALLOW ANOTHER USER TO DELIVER YOUR REPORT ........................................................... 82
REPORT OPTIONS ....................................................................................................... 83
CHANGE OFFICE SETTINGS ............................................................................................ 84
CONFIGURE SETTINGS .................................................................................................. 85
IMPORT FROM MLS TEXT FILE ............................................................. 85
CREATE A NEW FIELD MAPPING TEMPLATE: .................................................................... 86
USE AN EXISTING FIELD MAPPING TEMPLATE: ................................................................. 90
CLEAN UP IMPORT DATA ............................................................................................. 91
ADD MAPS ...................................................................................................... 93
MAP OPTIONS ........................................................................................................... 93
RETRIEVE LOCATION MAPS ........................................................................................... 94
ANNOTATE MAPS ....................................................................................................... 96
RETRIEVE FLOOD, CENSUS, AND USPS DATA ................................................................. 102
GET DRIVING DIRECTIONS .......................................................................................... 103
RETRIEVE FLOOD MAPS ............................................................................................. 104
EDIT AND REPLACE MAPS ........................................................................................... 105
SIDE-BY-SIDE POWERVIEW ................................................................ 106
WORKING WITH COMPS ............................................................................................. 106
SMARTADJUST ......................................................................................................... 108
SUGGESTED VALUE ................................................................................................... 111
FILL OUT COMP COLUMNS ......................................................................................... 112
COMPARABLE WEIGHT .............................................................................................. 112
COMPS DATABASE .................................................................................... 113
ACCESSING THE COMPS DATABASE .................................................................. 113
CUSTOMIZE SEARCH .......................................................................................... 114
PLACE COMPS ..................................................................................................... 114
IMPORT COMPS.................................................................................................... 114
SELECTED REPORT DROP-DOWN ....................................................................... 114
NEW SEARCH AND EDIT SUBJECT .................................................................... 115
SAVE AS REPORT................................................................................................. 116
EXPORT ................................................................................................................ 116
PRINT ................................................................................................................... 117
IQ SEARCH AND FILTERS............................................................................................. 117
SEARCH RESULTS ...................................................................................................... 120
New in TOTAL
IMPORT COMPS........................................................................................................ 126
PHOTOS POWERVIEW ............................................................................ 128
WORK WITH PHOTO PAGES ........................................................................................ 128
PLACE PHOTOS......................................................................................................... 129
IMPORT AURORA IMAGES........................................................................................... 129
QUICKPIX DATABASE ................................................................................................. 130
FOLDER TAB ............................................................................................................ 134
EDIT IMAGES............................................................................................................ 137
QUICKPIX IMPORTER ............................................................................. 144
IMPORT PHOTOS ................................................................................................. 144
QUICKPIX IMPORTER FUNCTIONS ..................................................................... 146
SKETCH POWERVIEW ............................................................................. 147
WORKING WITH SKETCHES......................................................................................... 147
TOTAL SKETCH SHORTCUTS ....................................................................................... 151
FILE MANAGEMENT FUNCTIONS .................................................................................. 151
EDIT FUNCTIONS....................................................................................................... 151
SKETCH FUNCTIONS................................................................................................... 151
AREA MANAGEMENT FUNCTIONS ................................................................................ 152
CHOOSE YOUR SKETCHER ........................................................................................... 152
WRITE ADDENDA ...................................................................................... 153
CREATE ADDENDA .................................................................................................... 153
CREATE TABLES ........................................................................................................ 154
MODIFY TABLES ....................................................................................................... 154
CHANGE TABLE STYLES .............................................................................................. 154
INSERT DOCUMENTS AND OTHER FILES .......................................................................... 155
LINK TO FORM FIELDS ................................................................................................ 156
NAVIGATE ADDENDA ................................................................................................. 158
SAVE ADDENDA ........................................................................................................ 158
LOAD ADDENDA ....................................................................................................... 159
TEXT OVERFLOW ...................................................................................................... 159
CONFIGURE TEXT OVERFLOW...................................................................................... 160
E&O POWERVIEW ..................................................................................... 161
WORKFILE POWERVIEW ....................................................................... 162
WORKING WITH DOCUMENTS IN YOUR WORKFILE ............... 163
Copyright 2013 | a la mode, inc.
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TOTAL User’s Guide
USING THE DRAG/DROP FUNCTION TO ADD FILES .......................................... 163
MANUALLY ADD FILES TO YOUR REPORT'S WORKFILE ...................................... 164
PREVIEW FILES ................................................................................................... 165
BROWSE FILES ON COMPUTER .......................................................................... 165
DELETE FILES ...................................................................................................... 166
PRINT DOCUMENTS ............................................................................................ 166
RESTORE WORKFILE ITEMS ............................................................................... 166
NOTES POWERVIEW ................................................................................ 167
UNDOCK THE NOTES POWERVIEW.................................................................... 167
NOTES TOOLBAR ....................................................................................... 167
TO DO LIST .................................................................................................. 168
SIGN REPORTS SECURELY............................................................................................ 172
SIGNATURE HISTORY ................................................................................................. 173
REMOVE YOUR SIGNATURE......................................................................................... 174
ADUSTING SIGNATURES ............................................................................................. 174
SIGN AS A DIFFERENT USER.......................................................................................... 176
PRINTING ..................................................................................................... 177
PRINT SETUP............................................................................................................ 178
CREATE PRINT PROFILES............................................................................................. 178
DELETE PRINT PROFILES ............................................................................................. 179
PRINT REPORTS ........................................................................................................ 179
SHARE REPORTS ....................................................................................... 180
QUICKNOTES............................................................................................... 168
DELIVER TOTAL REPORTS VIA E-MAIL ........................................................................... 180
DELIVER PDF REPORTS VIA E-MAIL............................................................................... 181
NOTES PANEL ............................................................................................. 169
REPORT DELIVERY ................................................................................... 182
SIGN REPORTS ........................................................................................... 169
DELIVERY WITHOUT A PLUGIN...................................................................................... 182
DELIVERY VIA MERCURY DESKTOP ................................................................... 189
SIGN REPORTS GRAPHICALLY....................................................................................... 170
SIGNATURE HISTORY ................................................................................................. 171
REMOVE YOUR GRAPHICAL SIGNATURE ........................................................................ 171
New in TOTAL
Copyright 2013 | a la mode, inc.
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TOTAL User’s Guide
New in TOTAL
•
SmartAdjust in the Side-by-Side PowerView
•
Notes PowerView
•
Photos PowerView
•
Assignment PowerView
•
E&O PowerView
•
Workfile PowerView
•
Comps Database
•
MLS Text File Importer
•
QuickPix Database
•
QuickPix Importer
•
Send to Vault
•
TOTAL Dashboard
•
Dockable PowerViews
•
And much more!
YouTube Video Playlist - View any of our TOTAL
videos, or click Play All to queue them up and watch
all of them with our video playlist on YouTube.
Webinars - Learn from the comfort of your own office
chair by attending our classes online.
TOTAL Video Library - These videos show you how
many of the most common practices work step-by-step
in a quick, friendly format.
Searchable Online Help - In addition to the content
of the User's Guide, you can search our Tech Docs and
videos online for the most up-to-date information
about using TOTAL.
Printable Shortcuts - A short desktop reference of
TOTAL's keyboard shortcuts.
Getting Started
TOTAL is a la mode's latest appraisal software, built from the
ground up to be sleek and fast. Unlike previous versions of
TOTAL, TOTAL isn't a simple update to the previous version.
Instead, by rewriting almost everything, we have focused our
efforts on the core functions of report writing and have
developed our software to make every step of writing your
report faster and easier than ever before.
In addition to this user's guide there are a variety of other help
resources available to help you learn, as well as interact with us
and other TOTAL users:
New in TOTAL
Copyright 2013 | a la mode, inc.
Technical Support - Our expert tech support staff based right here in the USA - is here to help when
something isn't working correctly. A support contract
guarantees you can reach a technician when you need
help the most.
Follow us on Twitter
Become a fan on Facebook
Page 1
TOTAL User’s Guide
PDF
The PDF option allows you to view the entire User Guide in PDF
format. This also gives you the option to save it to your
desktop or print sections if necessary.
Using this Guide
We hope this on-screen help file provides a good reference as
you begin using TOTAL. Here’s a short guide to help you get
the most of this tool and information on how to navigate it.
Contents
The Table of Contents allows you to navigate through the
chapters of the manual. Clicking the icon expands a section
with additional articles. By clicking a video icon, you can start a
video corresponding to the section you are viewing.
Many pages contain both text and photos. In addition, some of
the text will be blue like this. This "blue" text is called a
hyperlink. When you click on it, you're taken to another section
of the manual which further explains or illustrates a topic.
Search
The Search feature provides full-text search capabilities for this
guide. From here just enter the words you want to find within
topics. Then click Go, and a list of all pages containing your
search criteria will be listed. Again, to view the desired pages,
simply click on them, and they will appear in the right window
pane.
Search is particularly useful when you want to find a section of
the help file that is unique, but you're not sure where it is in the
Table of Contents or when you want to find all instances of a
word within the help file.
E-mail
The E-mail option allows you to send pages of this User Guide
via e-mail. This is useful if you would like to e-mail yourself
links to pages for later viewing, or if you need to share the
information with someone else.
Getting Started
Arrow Keys
The Arrow Keys lets you scroll back and forth between
manaual pages, one page at a time.
Contents
Along the top of the page is the Contents button. This allows
you to collapse any open pages in the Table of Contents on the
left side.
Conventions in this Guide
Before we get started, let’s cover a few of the conventions used
throughout this guide to describe the processes you’ll use as
you work in TOTAL.
•
Click, double-click and right-click – Most items are
activated with a single click. If a double-click is
necessary, this guide will tell you. To right-click, use the
button on the right side of your mouse.
•
Menus – Menus are at the top of the window throughout
TOTAL. They are labeled “File,” “Tools,” etc. to provide a
general indication of what each menu contains.
•
PowerView – Different sections of functionality in TOTAL
are called “PowerViews.” When a report is open, you’ll
notice tabs at the top labeled “Assignment,” “Forms,”
“Side-by-Side,” etc. to indicate which functions each of
these PowerViews contain. Simply click any of these tabs
to switch PowerViews.
Copyright 2013 | a la mode, inc.
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TOTAL User’s Guide
•
Select – When this guide tells you to select something, it
means to click it once. Often, an item that has been
selected appears to be highlighted to indicate that you
have selected it.
•
Window/Dialog – Throughout this guide, we’ll use the
terms “window” and “dialog” when referring to the active
screen.
•
Tabs – Some windows within TOTAL have “tabs” to help
you navigate through the content in the window. Tabs
are effectively the same in TOTAL as tabs you may find
on manila folders you’d use to file physical copies of
important documents. You’ll notice these throughout
TOTAL, particularly as you fill out your forms.
•
Links, URL’s, web addresses, and hyperlinks – Each
of these items refer to nearly the same thing. Links and
hyperlinks are actually just words that you can click to
“link” to another program, website, or other content.
Typically, these “links” are indicated by their appearance
as they are often blue and underlined. “Web addresses”
and “URL’s” refer to the address connected to the
hyperlink. For instance, a link to our Video Library, would
take you to the “web address” or “URL” of
http://www.alamode.com/wintotal/videos.
•
Fields - Fields are any places in TOTAL – whether in a
form or in a dialog box - where you can type information.
•
Drop-down lists - Often, fields in a TOTAL form or
dialog box will have an arrow displayed on the right side
of them. By clicking the arrow, you can access a list of
items. You can also use the Alt+Down Arrow keyboard
shortcut to open these lists.
•
Pop-up Lists – Similar to Drop-down lists, only they will
appear either above or below the link you click,
depending upon where they appear on your screen.
Getting Started
System Requirements
TOTAL has been designed to run efficiently on any PC meeting
the minimum requirements below. As with any software, the
more robust your PC, the better TOTAL will perform. Here are
some considerations that will help you choose the right machine
for you:
Minimum Requirements
•
Processor: 1.8 GHz
•
Memory: 1 GB of System RAM (Windows XP), 2 GB of
System RAM (Windows Vista or Windows 7)
•
O/S:Windows XP Service Pack 3
•
Display: 1024x768 Resolution
•
Video: Support for DirectX 9 graphics with 32 MB Video
RAM
•
Internet: 56K modem
Recommended Configuration
•
Processor: 2.2 GHz dual core or better
•
Memory: 4 GB or more of System RAM
•
O/S: Windows 7 (either the 32-bit or 64-bit version)
Service Pack 1, Windows 8. Note: Windows RT is
designed exclusively for certain tablets, and cannot
run TOTAL
•
Display: 1280x1024 or higher Resolution
•
Video: Support for DirectX 9 graphics with 128 MB or
more of Video RAM
•
Internet: Broadband Internet connection
Copyright 2013 | a la mode, inc.
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TOTAL User’s Guide
Running TOTAL on a Mac
Note: Since TOTAL plays a key role in your appraisal
business, it makes sense to install it on a PC
that will run it "very well" rather than
"adequately." Consider this: If you plan to drive
a lot of miles every day, you don't look for the
cheapest vehicle that will get you from point A
to point B. Instead, you look for one that will get
you there reliably every time with the least
maintenance, among other things. The same
principal applies to selecting a computer to run
TOTAL. Select a PC that can work just as hard as
you do!
Operating Systems
TOTAL will run on Windows XP and Vista, however it runs best in
Windows 7 and Windows 8. Older versions of Windows, such as
Windows 95, 98 and ME, are no longer supported by Microsoft
and have not been updated to support the latest technologies.
As a result, they're not capable of running TOTAL. Note:
Windows RT is designed exclusively for certain tablets,
and cannot run TOTAL
Server Environments & TOTAL
There are several important things to note regarding how you
run TOTAL on a Mac. We don’t support TOTAL on a Mac, but
more on that in a moment. You can install “virtual machines”
like VMWare, Parallels or Crossover on your Mac which let you
then run Windows on your Mac from within those programs. All
things being equal, TOTAL will run just fine in this way, and will
operate almost exactly as though you were running on a
Windows PC. Another route you could go is to create a separate
partition on your Mac, and install Windows on that partition
(you’ll want to check first with your local technical expert about
doing this on your Mac). Many Macs and PCs use the same
kinds of processors now, so you can install both on your hard
drive in what’s known as a “dual boot” configuration (Apple's
Boot Camp).
Now, with all the above said, we don’t officially support TOTAL
on a Mac. The reason is that we didn’t design TOTAL to run on
a virtual machine on a Mac, and we don’t test it on virtual
machines, and therefore can’t guarantee how it will work. There
are a growing number of appraisers using Macs, and using
TOTAL on virtual machines, and they tell us they encounter few
to no problems with this setup. And because of the growing
number of appraisers using Macs, we’re looking into developing
a version of TOTAL that runs on the Mac natively.
Running TOTAL on a Tablet PC
TOTAL has been designed with servers in mind. The system
requirements above apply to any workstation also running
TOTAL in a networked environment. If you are installing TOTAL
on a network, see the TOTAL Server Install Guide for installation
details and more information.
TOTAL works perfectly on tablet PCs. The one exception is
Windows RT. TOTAL cannot be installed on Windows RT.
Here are some tips for keeping TOTAL running
efficiently on your PC:
•
Getting Started
Configure your Internet security software. Internet
security software is a necessary evil. Yes, it protects us
Copyright 2013 | a la mode, inc.
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TOTAL User’s Guide
from worms, viruses, pop-ups, and other Internet based
malware. But, it is always running and keeps your PC
busy with tasks like scanning incoming and outgoing
Internet data that might be completely harmless. It can
even interrupt communication that is necessary for your
software to work properly.
It is best to configure your Internet security software to
allow communication that you intend, and to minimize
unnecessary file scanning. Look at the firewalls doc for more
about this configuration. This might also be a good job for
your local PC technician.
•
Close unneeded programs that may be running in
the background. Many programs start automatically
every time your computer is turned on. Only run
programs that you are actually using at the time.
•
Free hard drive space. Back up and delete unnecessary
files and programs on your hard drive. Having multiple
drives installed in your system can help with this too.
•
Buy an Uninterruptible Power Supply (UPS). Power
outages happen. One of the best ways to ensure that you
don't lose your report data when a power outage occurs
is to plug your computer into a UPS. They're relatively
inexpensive and can be purchased at any electronics
store.
•
Find a reliable, local computer technician. One day,
something will stop working correctly, and you'll have
trouble completing appraisals. When that happens, a la
mode's top-notch tech support will be here for you.
However, there are many scenarios where our tech
support will simply be unable to help you further because
of an issue with your computer or something otherwise
beyond our control. We'll be honest with you when this is
the case, and if it happens, it is best to have a local PC
Getting Started
technician in your contact list. Ideally, you know and trust
this person, and it's even better if they are aware of your
software/hardware environment. This way, fixing your
computer and getting back to work is not something you
research, it's someone you call.
If you find yourself in need of a local technician, but don't
know one that's familiar with your business and software, try
searching the a la mode Reseller Network for one in your
local area.
Install TOTAL
Existing Customers
If you are an existing Customer, follow the instructions below to
install TOTAL:
1. Log in to your account at www.alamode.com/myaccount
2. Enter your a la mode Username and Password, and
click Log In. If you're not sure what your a la mode
login is, or if you need to reset your password, click here
for instructions.
3. Click My Downloads on the left.
4. Locate TOTAL in your list of available products, and click
Download on the right.
5. Click Run to begin the download process, and when it is
finished, click Run again to launch the installation wizard.
6. Follow the instructions in the installation wizard to
complete the installation.
Copyright 2013 | a la mode, inc.
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TOTAL User’s Guide
New Customers
4. Click My Downloads in the left navigation.
If you are a new customer, or if you have not purchased TOTAL,
click here to find out more about TOTAL and purchase your copy
online, or contact one of our Sales Representatives at
(800)ALAMODE — (800) 252-6633.
5. Ini the middle of the screen, click View Authorization
Code under the listing for TOTAL.
After a few moments, you will receive your TOTAL activation
code by e-mail.
Register TOTAL
When you install and run TOTAL for the first time, TOTAL
automatically prompts you for your registration information.
To manually register TOTAL:
1. In TOTAL, click Help, Register... from the menus.
2. In the screen that appears, type your customer number,
a friendly name for your computer, and your TOTAL
activation code into the spaces provided. If you want to
avoid typing the activation code, you can copy and paste
it from the email that was sent after your purchase. Once
you've copied it, just right-click and paste into the first
box provided.
3. Click Register to authorize your computer.
Retrieve Your Activation Code
1. Start TOTAL.
2. In the screen that appears, click to select your user
account in the user list.
•
•
1. In TOTAL, click Help, Register from the menus.
2. In the screen that appears, click Get Activation Code.
Getting Started
When you start TOTAL, it automatically prompts you to log in
using your TOTAL username and password. By asking you to log
in, TOTAL not only offers you extra security for sensitive
information like your digital signature but also allows you the
freedom to customize TOTAL without affecting other TOTAL
users in your office. To sign into TOTAL:
If you need to create a user account, click Add. Then - at
a miminum - type a First Name, Last Name,
Password, then a Security Question and Answer into
the provided boxes. Then click OK. Click here for more
information on creating users.
3. In the "Sign In" screen, type your password into the
Password field.
To retrieve your TOTAL activation code:
3. On our website, use your a la mode username and
password to log in.
Sign In
If you can't remember your password, click the Forgot
button. You are prompted to answer the security question
you created when you initially set up your user in TOTAL.
You are then prompted to create a new password,
allowing you to continue signing in.
Copyright 2013 | a la mode, inc.
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TOTAL User’s Guide
4. If you'd like for TOTAL to remember your password each
time you start it, check the Remember my password
box. If you would like for TOTAL to also sign you in
automatically, check Sign me in automatically.
Note:
You cannot enable the automatic sign in for users
with names in red. This indicates that the user
has the default password or security question set up
and it will need to be changed before you can enable
this option.
quickly! Keep this reference handy, and you'll be flying through
your appraisals faster than your competition can say "How'd you
do that?"
Click here for a printable shortcut reference.
TOTAL | PowerView Shortcuts
5. Click OK to sign in.
Ctrl+Shift+F
Opens the Forms PowerView
Ctrl+Shift+C
Opens the Side by Side PowerView
Ctrl+Shift+P
Opens the Photos PowerView
Ctrl+Shift+S
Opens the Sketch PowerView
Ctrl+Shift+N
Opens the Notes PowerView
Ctrl+Shift+O
Opens the Assignment PowerView
Ctrl+Shift+W
Opens the Workfile PowerView
Ctrl+Shift+E
Opens the E&O PowerView
Ctrl+Shift+A
Opens the Addenda PowerView
TOTAL | Appraisal Desktop Shortcuts
ALT + F
Opens the File menu
ALT + O
Opens the Folder menu
ALT + T
Opens the Tools menu
ALT + H
Opens the Help menu
F1
TOTAL Shortcuts
These shortcuts can trim seconds off many of your most
repetitive tasks. When time is money, seconds add up to dollars
Getting Started
Copyright 2013 | a la mode, inc.
Opens the online help system
CTRL + S
Saves the currently open file
CTRL + N
Starts a new report
CTRL + P
Print the current report
CTRL + C
Copies the field or the selected text to the
clipboard
CTRL + X
Cuts the field or the selected text
CTRL + V
Pastes the contents of the clipboard at the
cursor position
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TOTAL User’s Guide
Ctrl + O
Opens the currently selected report
CTRL + A
Select all text in current field
CTRL + E
Opens a Windows Explorer dialog to find and
open a report
CTRL + B
Bold selected text
CTRL + F
Opens the Advanced Search
CTRL + U
Underline selected text
CTRL + SHIFT + N
Creates a new folder
CTRL + SHIFT + D
Deletes the currently selected folder
ALT + SHIFT + D
DEL
ALT + F, then 1, 2,
3, etc
ALT + F4
Creates a new attached directory
Deletes the currently selected file or text
Opens the most recently opened reports by
number
Closes TOTAL
SHIFT + ENTER
TAB
SHIFT + TAB
Moves to the previous logical field
Moves one field to the right
Moves one field to the left
CTRL + LEFT or
RIGHT ARROW
Moves to the left/right field until you reach the end
of the form line
CTRL + Shift +
T
Creates a new report from a template
Moves to the first field on the current form
CTRL + END
Moves to the last field on the current form
CTRL + PAGE
UP
Jumps to the previous form listed in the table of
contents
CTRL + PAGE
DOWN
Jumps to the next form listed in the table of
contents
SPACE
Getting Started
In a checkbox field, toggles checked/unchecked then
moves to the next logical field
F1
Opens the help system
F6
Overrides "Numbers Only" field format
F7
Checks spelling of the entire report
F8
Shows/Hides the Images Ribbon
F9
Shows/Hides QuickLists
CTRL + D
Inserts current date
CTRL + L
Locks the current field
CTRL + K
Completely clears the current field
CTRL + T
Opens the Contents window
CTRL + M
Opens the calculator
CTRL + W
Moves to the next logical field
CTRL + HOME
Opens Find & Replace dialog
Opens the Square Footage Adjuster
SHIFT + DEL
TOTAL | Formfilling Shortcuts
ENTER
CTRL + F
CTRL + G
Fills the window with the current form by zooming
Completely clears the current form
CTRL + Z
Undo last action. Press multiple times to undo
multiple actions.
CTRL + Y
Redo last undo. Press multiple times to redo multiple
actions.
CTRL + S
Saves the currently open file
CTRL + P
Print the current report
CTRL + F4
Ctrl + O
Closes the current report
Opens the File Manager (Appraisal Desktop)
ALT + F, then 1,
2, 3, etc
Opens the most recently opened reports by number
ALT + DOWN
ARROW
Displays context sensitive drop-down boxes such as
recent responses or contacts.
SHIFT + CLICK
CTRL + CLICK
ALT + F7
Selects a range of fields. Click the first field, then
SHIFT + CLICK the last field to select all fields
between.
Selects multiple fields. CTRL + CLICK every field you
want to select.
Checks spelling of the current field
TOTAL | Side-by-Side Shortcuts
F2
=0, =1,
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Pushes the contents of the current field forward to all
higher-numbered comps.
Copies data from the comp number specified. When used in
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TOTAL User’s Guide
=2, etc.
==
the first line of the address, it copies the entire comparable.
When typed at the beginning of the first line of the
comparable, clears all data and calculations from that
comparable.
TOTAL | QuickPix Importer Shortcuts
Ctrl+Shift+A
Mark all photos for import and automatically launch
the import process.
Ctrl+A
Marks all photos for import.
Ctrl+Shift+Z
Launches the Image Optimizer for ALL Marked for
Import photos.
Ctrl+Shift+L
Rotates ALL Marked for Import photos 90 degrees to
the left.
Ctrl+Shift+R
Rotates ALL Marked for Import photos 90 degrees to
the right.
Aurora Transition Assistant
The Transition Assistant “builds a bridge” between Aurora and
TOTAL, helping you upgrade seamlessly on the same computer.
The assistant also creates an attached directory in Aurora's File
Cabinet that connects with TOTAL's File Manager. This allows
you to copy files from Aurora to TOTAL without changing the
original file.
The items that transfer are:
•
User Names
•
Signatures
•
Print settings
•
Form and font preferences
•
QuickLists
Shows/Hides QuickLists
•
WinTOTAL Aurora Images
CTRL + F9 or ALT
+0
Creates a new QuickList entry for the current
field
•
Contacts
ALT + 1, ALT + 2,
etc
Uses the numbered QuickList item for the current
field.
Ctrl+I
Starts the import process.
TOTAL | QuickList Shortcuts
F9
For more detailed information on backing up and moving TOTAL,
click here.
TOTAL | Contents Shortcuts
CTRL + T
To access the Transition Assistant, open the Tech Support
Assistant from the TOTAL folder on your system's Start menu.
Opens the Contents window
F2
Renames the selected form in your report
F3
Searches for the term you typed in the Look For
box
Configuration
TOTAL offers many options to customize your formfilling
experience.
By clicking Tools, Configure Settings... you can access these
settings.
Configuration
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TOTAL User’s Guide
Here are a few of the things you can control:
•
Office Settings - Information about your company that
makes billing, driving directions, and other activities
easier.
•
Registration - Change the registration of your copy of
TOTAL
•
General - Control overall application settings that
determine how TOTAL behaves.
•
User Management - Edit settings for each TOTAL user.
•
Forms - Control the appearance and format of your
forms.
•
Photos - Control file formats, optimization and resolution
settings for the images in your reports.
•
Sketching - Control the licensing and default sketcher.
Access the TOTAL Store.
•
Maps - Select defaults for the Map Wizard.
•
Internet Settings - Add "trusted sites" to your
computer's configuration to avoid connection problems
with a la mode servers.
•
Mobile Tools - Configure your mobile device to work
with TOTAL.
•
Report Transfer - Choose the FEMA/Census data to
transfer into your reports. Add a starting address for your
office to create printable maps with driving destinations
for each report.
Office Settings
TOTAL uses information about your office and location to speed
up regular tasks like invoicing from report to report. Because of
this, it's important that you configure TOTAL with your office
and business information.
To set up your office and business information:
Configuration
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TOTAL User’s Guide
1. In TOTAL, click Tools, Configure Settings.
To change your TOTAL registration settings:
1. In TOTAL, click Tools, Configure Settings...
2. Click the Office Settings tab on the left.
2. Click Registration on the left.
3. Fill out as much of the information on the list as possible.
4. If you want to include your Federal Tax ID or Employer
ID on your invoices, fill out the corresponding fields and
check Show on Invoice next to each field.
5. If the same person in your office is always the
billing/Accounts Receivable contact, enter their
information here. Their contact information auto-fills into
the invoce to save you time.
6. Click Save & Close or Apply.
Registration Settings
Configuration
3. Enter the new registration information, and click
Register.
If you need an activation code:
1. Click Get Activation Code and log in to your account
with your a la mode user name and password.
2. Click My Downloads on the left.
3. Click View Authorization Code next to TOTAL to view
the authorization code. Copy the code from this page
and paste it into TOTAL following the instructions above
to register TOTAL.
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TOTAL User’s Guide
whenever you open a report from the Appraisal
Desktop. This means that when you exit your report,
you'll need to start the Appraisal Desktop again.
General Settings
TOTAL's general settings lets you customize how the program
opens, where it saves your data, set your regional settings and
lets you adjust the docking options for the PowerViews. To
change TOTAL's general settings:
1. In TOTAL, click Tools, Configure Settings.
2. Click the General tab on the left.
o
Configuration
Ask before saving changes - Whenever you close a
report, or exit TOTAL, it checks to see if you have
made changes to the report. Mark this option if you
want TOTAL to prompt you before saving changes
you’ve made to your reports.
o
Save report info every XX minutes - (legacy)
Gives you peace of mind by knowing that TOTAL
automatically saves your report on a regular basis.
Mark this option and specify a number of minutes in
the provided box. Note: AutoRecover, new to TOTAL,
has replaced the need for this setting. AutoRecover is
always on.
o
When a PDF is automatically created, name the
file based on - Choose the naming scheme used
when automatically creating PDFs of reports. Choose
from Report Description, Property Address, Borrower,
Borrower - Address, File Number, and Internal Order
Number.
4. If you are using a server-based installation of TOTAL or
would like to change the directories where TOTAL stores
your settings/data files and reports, click the Browse
buttons beside the Data Files and Public Reports fields
in the Data Paths & Program Connectivity section
respectively. Then, browse out to the desired directories,
click to select them, and click OK to accept your changes.
3. In the Miscellaneous section, mark the options to
control how TOTAL behaves. Options include:
o
o
When I open TOTAL I want to start with File
Manager/Forms View - Allows you to select
whether to open form view or the file manager by
default when you start TOTAL.
5. In the Regional Settings section, indicate whether you
want TOTAL to display forms for the U.S. or Canada.
Close Appraisal Desktop when opening a report Automatically closes TOTAL's file and contact manager
6. In the PowerView Dock Settings section, you can
enable or disable the undocking/docking functionality that
allows some panes to be undocked from the main form.
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TOTAL User’s Guide
7. When finished adjusting your settings, click Apply or
Save & Close to save your changes.
4. If you want to allow the user to log in automatically when
TOTAL starts, check Sign me in automatically.
5. If you want TOTAL to remember an account password so
that it doesn't need to be re-typed each time TOTAL
starts, check Remember my password.
User Management
TOTAL customizes your settings, signatures, and QuickLists so
that your TOTAL environment is unique to each user you've set
up in TOTAL. To access TOTAL 's user manager so that you can
create user accounts, change your TOTAL account password, or
update your profile/signature:
6. When finished adjusting your user accounts, click Apply
or Save & Close to save your changes.
Create User Accounts
1. In TOTAL, click Tools, Configure Settings.
2. Click the User Management tab on the left.
Whenever you launch TOTAL, you are prompted to choose a
user account with which you want to log into the program. This
provides an extra layer of security for sensitive information like
your digital signature and also allows you to personalize TOTAL
without affecting others in your office. Before you can sign into
TOTAL, though, you first need to create a TOTAL user account.
To create a TOTAL user account:
1. From the User Management section of TOTAL's
configuration options, click Add.
2. In the Login information section, type a First Name
and Last Name into the provided boxes, then select a
Company from the list provided, or click the Add button
on the right to fill out the details of your company and
Save them.
3. Click the user you want to make changes to and then
click Edit. For more information on editing your TOTAL
users, click here.
Configuration
3. In the password section, enter a Password, then enter
the password again in the field below to Verify it.
4. In the Security Question section, type a security
Question - one to which you know the answer.
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TOTAL User’s Guide
5. In the Answer field, type the answer to your question
exactly as you will answer when asked in the future. This
will allow you to retrieve a forgotten password and log
into TOTAL.
o
Edit a License - Click to select the license you want
to edit and click Edit, update your license information
and click OK. If necessary, click Add Signature or
Add Seal and browse to the images for your
signature and seal associated with the license.
o
Remove a License - Click to select the license you
want to remove and click Delete. Then, click Yes to
confirm that you want to delete the license.
6. Click OK to save the new account.
Edit Users
7. To confirm your identity for SureDocs signatures:
o
1. From the User Management section of TOTAL's
configuration options, click to select the user account you
want to edit.
Click Verify Identity, type your a la mode
Username and Password into the boxes that
appear, and click OK.
o
In the screen that appears, click I Agree to authorize
a la mode to verify your identity.
2. Click Edit.
o
3. In the screen that appears, fill out your contact
information and any pertinent notes in the Name & Email, Work, and Notes tabs.
Type your name, social security number, date of birth
and home address into the provided boxes. Then,
click Next.
o
Answer the questions about your credit history to
verify your identity. Then, click Next.
o
If TOTAL successfully verifies your identity, click
Close to continue.
To edit a TOTAL user account to update your password, contact
information, license, or SureDocs identity:
4. In the User & License Settings tab, use the check box
to indicate whether you want to Show this appraiser in
the login screen.
5. To change the user's password, click Change Password.
Then, type your Old Password and New Password into
the provided boxes. Click OK to save the new password.
8.
When finished, click Save to update the user account.
6. To manage the licenses attached to the user account:
o
Configuration
Add a License - Click Add, fill in your license
information and click OK. If necessary, click Add
Signature or Add Seal and browse to the images for
your signature and seal associated with the license. If
you are licensed in multiple states, you must create a
seperate license for each.
Change and Reset Password
Change Your Password
To change your password in TOTAL:
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TOTAL User’s Guide
1. From anywhere in TOTAL, click Tools.
2. Click Configure Settings.
3. Click User Management.
5. Click User & License Settings.
4. Choose the username you want to change and click
Edit...
6. Click Change Password on the right.
Configuration
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TOTAL User’s Guide
7. Fill out the information in the relevant fields. When you're
done, click OK.
2. Answer the security question and click OK.
3. Enter a new password in the next screen. You also have
the option to change the security question. When you are
finished, click OK to save the changes.
Reset Your Password
1. On the Select or Create TOTAL User screen, click Forgot?
Configuration
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TOTAL User’s Guide
Formfilling Settings
TOTAL's formfilling settings affect how TOTAL operates as you
fill out the forms in your report. To change TOTAL's formfilling
settings:
1. In TOTAL, click Tools, Configure Settings.
2. Click the Forms tab on the left.
Remove Users
To remove a user from TOTAL:
1. From the User Management section of TOTAL's
configuration options, click to select the user account you
want to remove.
2. Click Remove.
3. Click Yes to verify that you want to remove the user
account.
3. Update the UAD, data entry, form appearance, spell
check, QuickList and E&O settings, etc. to fit your needs.
4. When you are finished adjusting your settings, click
Apply or Save & Close to save your changes.
Configuration
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TOTAL User’s Guide
drop down lists instead. Just mark Recent
Responses or QuickLists to indicate your
preference.
Data Entry Settings

Enable autocomplete for all drop-down lists–
Mark this option if you want TOTAL to
automatically select the appropriate drop down
response based on the first few letters you type
into a field.

Automatically show drop-down lists when
entering a field– Mark this option if you want
TOTAL to automatically show the drop down lists
for each field so that you only need to click the
appropriate option to add it to the field and move
to the next field in your report.

Display drop-down lists on which side of the
field? - Choose Left or Right to indicate the side
of the field next to which the drop-downs should
appear.
To update TOTAL's data entry options:
1. From the Forms section of TOTAL's configuration options,
scroll to the Data Entry section.
2. For UAD Reports: TOTAL includes three options for filling
out UAD forms.
o
Always display dynamic field expansions when
entering a UAD field
o
Only display dynamic field expansions when
entering a UAD field that is blank, in error, or
specifically selected
o
UAD FreeForm Mode - Never display dynamic field
expansions. Note: CRTL+Enter always opens DFE's.
Click here for detailed information on FreeForm UAD
Mode.
3. For data entry into a form, options include:
o
Select all text when jumping into a field – If you
want TOTAL to automatically select the text in the
fields you enter so that you can quickly replace the
text, mark this option. Otherwise, TOTAL puts the
cursor at the end of the field.
o
Show drop-down for fields – If you want TOTAL to
offer drop down lists of response options for your
report fields - either recent responses OR QuickLists mark this option.

Configuration
4. Next, indicate which set of QuickLists you wish to use as
you fill out your reports. Options include:
o
a la mode Stock QuickList (non-editable) - TOTAL
includes a set of stock QuickLists you can use in your
reports if you do not have your own customized list of
responses. Mark this option to use the provided
TOTAL QuickLists, but understand that you cannot
customize these QuickLists to your own needs.
o
Personalized QuickList - Mark this option to create
your own set of QuickLists tailored to your needs. If
you want to import a set of QuickLists from a different
installation of TOTAL or WinTOTAL on your computer,
Fill lists with - By default, TOTAL fills drop down
response lists with your 10 most recent responses,
but you can set it to display QuickLists in your
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to the right and choose the
click the Import button
TOTAL QuickList you would like to use.
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TOTAL User’s Guide

When you choose to Import your QuickLists,
TOTAL will scan your PC for installations of
previous versions of WinTOTAL Aurora. If any are
found, they will be displayed, so select the one
you want to use and click Import. If no previous
versions of TOTAL are found or if you want to
import a list from an installation of TOTAL that is
not on this computer, you will be able to import a
QuickList file that came from TOTAL on a different
PC: Click Browse and navigate to the QuickList
file that you exported from TOTAL, then choose
Open. TOTAL will then display the QuickList file
you selected, so click Import.
5. Indicate how you want TOTAL to use QuickLists in
multiline comment fields. Options include:
Configuration
o
Insert into existing data – Mark this option if you
want to insert QuickList items wherever you place
your cursor in a multiline comment field.
o
Replace any existing data – Mark this option if you
want to wipe out existing multiline comments and
replace the response with your QuickList.
o
Append to existing data – Mark this option to add
your QuickList comments at the end of the data
currently in your multiline field (useful for fields like
Neighborhood Boundaries).
o
Move to the next available field – Mark this option
if you want TOTAL to automatically move your cursor
to the next field after inserting a multiline QuickList
comment.
o
CTRL + Arrow - Mark Next Field if you want this
keyboard shortcut to move to the next field on the
form. Mark Next Word if you want it to move to the
next word in the same field.
o
TAB - Mark Classic Mode if you want TAB to move
left to right across the fields in your form. Mark
Follow most logical data entry path on form if
you want it to move to the next appropriate field on
the form regardless of the field's location on the form.
o
Enable touched fields as you navigate through
fields - Mark this option if you want TOTAL to mark
fields that you've responded to, or "touched," by
changing the field's background color as you work on
your reports.
6. When finished adjusting your settings, click Apply or
Save & Close to save your changes.
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TOTAL User’s Guide
FreeForm UAD
users. If you only want the numbering on your account,
then mark the Just for me option. If you’re not using a
network installation of TOTAL, mark the Just for me
option.
4. Next, configure the auto-numbering options for your
internal order numbers by choosing one of the following:
o
Automatically number reports sequentially
starting with – Increments the internal order
number each time you generate a new report starting
from the number you specify.
o
Automatically number reports based on my
settings below – Provides a customizable format for
your automatic internal order number. Check the
boxes to indicate if you want to include a prefix, year,
month, or day in your internal order number.
To enable FreeForm UAD Mode:
1. Click Tools, Configure Settings, click Forms.
2. At the top of the screen are the settings for UAD reports.
3. Mark the third option to enable FreeForm UAD Mode.
FreeForm UAD lets you type directly into UAD fields
without the need for dynamic field expansions. To
manually open and close dynamic field expansions, use
CTRL+Enter.
4. Click Apply or Save & Close to save your changes.
Click here for more information about Freeform UAD as well as a
handy reference guide for the FreeForm UAD shorthand entries
for each UAD field.
Automatic File Numbering
Note:
To set up TOTAL's automatic file numbering system:
1. From the Forms section of TOTAL's configuration options,
scroll to the Automatic file numbering section.
2. Check the box to Enable automatic file numbering.
If you’re using the Auto number based on my
settings below option, you can preview the internal
order number format by viewing the example field at
the bottom of the window.
5. Click Apply or Save & Close to save your changes.
3. If you want to make your order numbering system
available to all users on your network choose All TOTAL
Configuration
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TOTAL User’s Guide
o
Form Appearance Settings
Click Default Settings in the Fonts section to reset
your TOTAL fonts.
3. To change the colors TOTAL uses on your forms:
To change the appearance of the forms and data in TOTAL:
o
Select On screen colors or Print colors from the first
drop down in the Form Colors section, choose a field
color you want to change from the second drop down,
and then click the Text and Background buttons to
select the new colors you want to use. Remember to
click OK to accept your color changes. Then, repeat
the process for each combination of print/screen and
field types you need.
o
Click Restore Defaults to reset TOTAL's original form
colors.
1. From the Forms section of TOTAL's configuration options,
scroll to the Form Appearance section.
4. To adjust the appearance of check boxes on your forms,
choose an option from the Set checkbox appearance
drop down. Lighter, Normal, and Darker adjust the
"darkness" and thickness of the usual check boxes. Show
as circles changes the appearance of the check box to
appear circular.
2. To change the fonts TOTAL uses to display your report
data:
o
Click Data Font in the Fonts section, choose the
font, style and size from the Font screen, then click
OK to change the font TOTAL uses to display your
report data.
o
Click Addenda Font in the Fonts section and repeat
the process, choosing the same or a different font as
needed to change the font TOTAL uses in your
addenda.
Configuration
5. Set TOTAL's default zoom level when you open a report
by selecting an option from the Initial form zoom level
drop down. Page height and Page width zoom
dynamically to take up as much space as your TOTAL
window allows up to the entire screen. 100% sets the
zoom level to TOTAL's default form zoom.
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TOTAL User’s Guide
and TOTAL will place any overflow text in the additional
comments field on the major form, if available.
6. Indicate whether you want TOTAL to scroll forms
Vertically (up and down) or Horizontally (left to
right) by marking the respective option.
7. Click Apply or Save & Close to save your changes.
Overflow Settings
When the text that you're entering into a field can't be displayed
in the space available for that field, TOTAL needs to know how it
should treat the text to make it the most readable.
The Overflow options section lets you set TOTAL to treat your
overflow text exactly how you want it.
•
Reduce the size of the font in the current field XX
time(s) by 1 pt before overflowing.: Check this box
and enter a number in the field and TOTAL will attempt to
fit the text into the field by reducing the font size
according to your preferences.
•
If available, first overflow to the additional
comments field on the major form.: Check this box,
Configuration
•
When moving text, add this note to the current
field.: When TOTAL moves your text in an overflow
situation, the text you specify here will be added to the
field where the text was originally.
•
Organize overflow text on the addendum in the
sequence the fields occur on the form.: With this
checked, the items on your addendum will appear in the
order the fields occur in the major form.
•
Move all text to the addendum, then jump to the
addendum.: This option will move all your text to the
addendum, then jump to the addendum so you can
continue working on it.
•
Copy all text to the addendum, then jump to the
addendum.: This option will copy all your text to the
addendum (which means the non-overflowing text will
still be in the original field on the form) then jump to the
addendum so you can continue working on it.
•
Do not move text to the addendum. Return to the
field I was typing in.: This option means that TOTAL
will not move any text to the addendum. You'll manually
move, copy, or otherwise adjust your text to address any
overflow situations.
•
Always prompt me with these settings when text
overflows to the addendum.: This will let you choose
your overflow options on a case-by-case basis.
Spell Check Options, E&O Settings, and Text Selection
To configure how TOTAL spell checks your reports:
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1. Click Tools, Configure Settings, click Forms, scroll to
the Spell check options section.
2. Mark each of the items you want TOTAL to ignore as it
spell checks your report. Options include:
o
Ignore words with numbers
o
Ignore words in upper case
o
Ignore words with mixED case
Photo Settings
TOTAL's photo settings affect how TOTAL automatically
optimizes and formats your images.
TOTAL's image optimization settings are preset to those which
have been tested to return the best results overall. However, it's
possible that you can adjust these settings to achieve better
quality for your own images. To change TOTAL's photo settings:
3. Click Apply or Save & Close to save your changes.
To configure your E&O review settings:
1. In TOTAL, click Tools, Configure Settings.
1. Click Tools, Configure Settings, click Forms, scroll to
the Errors and Omissions section.
2. Click the Photos tab on the left.
2. To change the default view the E&O review opens to mark
Warnings or Details.
3. To use a standard ruleset for the XSite Order Manager
Plugins check the box next to Always include the rule
set for the associated XSite Order Manager plugin.
4. Next, adjust the percentages to fit your needs. To
restore the adjustments to the defaults click Restore
Defaults.
5. Click Apply or Save & Close to save your changes.
To enable multiple field text selection (default):
1. Click Tools, click Forms, Configure Settings, scroll to
the Text Selection section.
2. Check the box next to Click and Drag to select
multiple fields.
3. When finished adjusting your settings, click Apply or
Save & Close to save your changes.
Configuration
3. These settings help you set several options that
determine how TOTAL will optimize your images. The
default settings have been shown to work across a broad
cross-section of images. However there are settings you
can change if you'd like a different result:
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TOTAL User’s Guide
o
If you'd like TOTAL to Skip image optimization for
images smaller than 500KB, check the first box.
This is checked by default, because it's unlikely that
further optimization of any image this small will be of
much help, since 500KB is already a relatively small
image size.
o
If you'd like to see the Image Optimizer appear
anytime you add a new image to your report, check
the box labeled Show the Image Optimizer
whenever an image is added to a page.
o
Adjust the Pixels per inch (Resolution) slider to
change the resolution to which your images will be
optimized.
o
The Sketch Settings section of TOTAL's Configuration settings
allows you to select your default sketcher, as well as manage
any sketcher integration licenses purchased through the TOTAL
Store. Once you purchase a sketch license from one of the
TOTAL Store's integrated merchants, quickly and easily enable
TOTAL’s integration with that software via the sketch
configuration options.
Authorizing Integrated Sketchers
Adjust the Detail (Compression Quality) to change
the level of compression that will be applied when
optimizing your images.
4. Occasionally, TOTAL will need to add a new photo page to
accommodate an image you have inserted. You can
choose what type of photo page to add in the Page
Settings drop-down.
5. Click Apply or Save & Close to save your changes.
To enable TOTAL’s integration with a merchant from the TOTAL
store:
1. From the Sketching settings in TOTAL's Configuration
Settings, choose the sketch vendor from the Default
sketcher drop-down menu. If you have not yet
purchased a sketch integration license, click Visit the
TOTAL Store at the bottom of your Sketching
Settings.
2. Once you have selected your sketcher, click Register
this Machine in the licensing section below.
AutoBrowse
3. After clicking Register this Machine, you receive a
prompt informing you of the expiration date for your
integration license. click OK to proceed.
To configure AutoBrowse:
o
From the Tools Menu, click Configure Settings.
o
When the window opens, click Photos on the left.
o
In the Configure AutoBrowse section, click Browse
to set your parent folder.
o
Click OK, then click Apply or Save & Close to save
your changes.
Configuration
Sketch Settings
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TOTAL User’s Guide
4. Click Save & Close in the Settings window to save your
changes.
If you need to disable this integration at any point, repeat step
1, then click Unregister this Machine.
Current Sketch Integration Partners
Currently, we have three partners working on sketch integration
solutions with TOTAL.
•
Apex Sketch Version 5 (Labs Preview)
•
Rapid Sketch
•
Phoenix Sketch (Labs Preview)
3. Make any required changes. Refer to the Location Map
Settings and Flood Map Settings sections for details.
Map Settings
TOTAL's map settings affect how TOTAL operates as you
retrieve maps for your report. To change TOTAL's map settings:
4. When finished adjusting your settings, click Apply or
Save & Close to save your changes.
1. In TOTAL, click Tools, Configure Settings.
2. Click the Maps tab on the left.
Location Map Settings
To update TOTAL's location map options:
1. From the Maps section of TOTAL's configuration options,
scroll to the Location Map Settings section.
2. Mark the options to indicate the types of maps and data
you want TOTAL to retrieve whenever you download a
map. Options include:
o
Configuration
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Get location map - Mark this option if you want
TOTAL to retrieve a location map. You must have a
valid support contract to download location maps.
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
Center map on subject - Orients the location
map with the subject property at the center of the
map.

Transfer proximities into forms - Automatically
transfers distances from the subject address into
the appropriate fields on your forms.
4. Mark the Balloon options to indicate how you want
TOTAL to display property balloons on your maps.
Options include:
o
Display image thumbnails in balloons - Mark this
option to include a small copy of the properties "front"
photo in the property balloon marker.
o
Get driving directions - Provides turn-by-turn
driving directions from your office (or another
specified location) to the mapped properties.
o
Display proximity from subject - Mark this option
to show each property's distance from your report's
subject property inside its property balloon.
o
Get FEMA flood map- Mark this option if you want
TOTAL to retrieve a flood map. You must have an
active InterFlood subscription to download flood
maps. Refer to the Flood Map Settings section for
information about configuring your InterFlood
account.
o
o
Display property details - Mark this option if you
want to provide exact GPS coordinates for each
property, verify the address of your properties before
downloading location maps, or change the list of
properties that should appear on your map.
Display in blocks instead of miles - Mark this
option if you want to display each property's distance
(in blocks) from the subject inside its property
balloon. Be sure to indicate how many blocks make a
mile in your area AND when to switch from using
blocks to using miles. Note: this option cannot be
enabled for UAD reports.
o
Display direction from subject (NW, SE) - Mark
this option if you want to display the direction each
property is with regard to the subject property in your
report inside its property balloon.
o
Automatically use these settings when getting a
map - By default, TOTAL prompts you to select your
map settings every time you retrieve a map. By
marking this option, it automatically uses the settings
you specify for every future map without prompting
you.
o
Display city, state, and ZIP - Mark this option to
display the city, state, and zip code of each property
in its property balloon.
3. Mark the Property placement options to indicate which
property types you want to include on your maps.
Options include:
o
Place comps
o
Place rentals
o
Place listings
Configuration
5. Click Apply or Save & Close to save your changes.
Flood Map Settings
In order to download flood maps, you must have an active
subscription to InterFlood. Once you do, set TOTAL to download
maps as necessary in your area and specify how to colorize the
map. To update TOTAL's flood map options:
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1. From the Maps section of TOTAL's configuration options,
scroll to the Flood Map Settings section.
2. Type your a la mode login and Password into the provided
boxes. Remember that your a la mode login is the same
as your XSite login if you own an XSite.
3. Indicate whether you want to Use a black and white
flood map or Colorize the flood map by marking the
respective option. If you want to colorize the map,
choose an accent color for your map by clicking Change,
selecting a color, and clicking OK. If you need to restore
TOTAL's default map colorization, click Default.
4. Click Apply or Save & Close to save your changes.
3. Click Add and then OK to set up TOTAL's "trusted sites"
on your computer.
Internet Settings
If you use antivirus or firewall software on your computer, it
may attempt to block certain TOTAL processes like downloading
maps. To prevent these kinds of processes from being
interrupted by your antivirus or firewall software, you can have
TOTAL set up a list of "trusted sites" that TOTAL must access.
To set up your trusted sites:
4. Click Save & Close or Apply to save your changes.
Mobile Tools
TOTAL for Mobile is a game-changing app for your
mobile devices that lets you gather much of your
report data in the field, then sync it over WiFi and
cellular networks with TOTAL. After synchronizing,
the report appears in the folder of your choice in
TOTAL's File Manager so you can complete and
deliver the report. You can gather most of your
report data using TOTAL for Mobile, including:
1. In TOTAL, click Tools, Configure Settings.
2. Click the Internet Settings tab on the left.
Configuration
•
Order information
•
Property information
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TOTAL User’s Guide
•
Photos
•
Sketches
•
Field Drawings
All the files in TOTAL for Mobile will appear in your pairing folder
after synchronization is complete, and your layout
customizations will be synchronized.
TOTAL for Mobile must be installed on your mobile device prior
to pairing with your computer. You install TOTAL for Mobile
directly from the App Store on your mobile device (Google Play
or Amazon App Store for Android devices). You can then begin
gathering your report data in the field.
After you have used TOTAL for Mobile to gather report data on
your mobile device, you will need to pair it with TOTAL in order
to transfer the data you've gathered to your computer from the
device.
File Synchronization
If you need to break the pairing with your mobile device, rightclick the mobile device pairing folder, and choose Break TOTAL
for Mobile pairing.
Pairing Devices
To pair your mobile device with TOTAL:
1. In TOTAL, click Tools, Configure Settings... then
choose Mobile Tools.
1. In TOTAL's File Manager Tab, right-click your mobile
device pairing folder and choose Synchronize TOTAL
for Mobile.
2. In TOTAL for Mobile (on the device), tap Desktop Sync,
then tap Synchronize Now.
Configuration
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Hint:
You can also pair an existing folder in the File Manager
by right-clicking the folder and clicking Create TOTAL
for Mobile pairing folder.
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• Click the Pair button and the Pair with mobile device window
appears.
3. Now, you'll see the Configure Pairing screen on your
mobile device. It contains the 4 digit code needed to
pair your mobile device to your installation of TOTAL.
You'll use this code in the next step.
1. Open TOTAL on the device and tap Desktop Sync.
2. In the Desktop Sync screen on your mobile device, tap
Synchronize Now.
Configuration
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TOTAL User’s Guide
Note the other options on this screen:
4. Back in TOTAL type in the 4 digit code from your mobile
device's Configure Pairing Screen.
o
Folder Name - Set the name of the folder where your
synchronized items will be stored.
o
Which QuickList you wish to sync with this device determines which user's QuickList will be used on this
device.
o
Create this pairing folder in the: - Choose whether
your mobile device pairing folder will be in the Public
Reports tree or in the My Folder tree.
7. After you have configured the folder, click Pair.
Configuration
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Customize QuickLists and Layouts
Your mobile device is now paired with TOTAL.
More than one mobile device can be paired with TOTAL,
each in its own folder. This enables multiple users to
synchronize the data they've gathered with TOTAL for
mobile. In addition, the settings you choose in the
Customize QuickLists and Layouts section are specific to
each mobile device user. To determine which mobile device
your settings will affect, select the appropriate mobile
device from the Select device drop-down.
You can customize the available fields and appearance of
the layouts used to gather data in TOTAL for mobile.
1. In the Layout drop-down, choose the layout you want to
customize.
2. In the Screen drop-down, choose which screen you want
to customize.
3. Click Customize.
In addition, you can choose which user is paired to the
selected mobile device, as well as their preferred QuickList.
Select these options in the Paired TOTAL user and
Preferred QuickList drop-downs.
4. When the Edit Form window appears, select the group
that you want to customize from the Groups column. If
you want to add or edit a group, click Add or Edit at the
bottom of the column. To delete a group, select the group
in the list, and click Delete.
5. After selecting the Group you want to customize, use the
Items in Group section to determine which items appear
in the selected group.
Configuration
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TOTAL User’s Guide
Report Transfer Settings
To update your report transfer settings:
1. Click the Tools menu in TOTAL, click Configure
Settings.
2. Click Report Transfer on the left side.
3. Make your changes to the options listed on the page.
4. When you are finished, click Save and Close.
•
To add a new item to the selected group choose the item
from the Available Items column, then click the Right
arrow to add it to Active Items.
•
To remove an item from the selected group, select the
item in the Active Items column, and click the Left
arrow.
•
To add or edit an item in the Available Items column,
click Add or Edit at the bottom of that column.
•
To delete an item from the list, select the item and click
Delete. You may only delete items that you have added.
6. To change the order of the items in the selected group,
select the item you want to move, and click the Up or
Down arrow.
7. For each item in the Active Items column, you can
configure specific properties. Simply select the item you
want to customize from the Active Items column, then set
the properties in the Item Properties section.
8. When you are finished customizing, click OK. Your
changes will take effect the next time you
synchronize your mobile device with TOTAL.
Configuration
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Appraisal Desktop
TOTAL's File Manager, part of the Appraisal Desktop, provides
an at-a-glance look into your appraisal files by showing the
relevant information from your report instead of a simple list of
file names. When you launch TOTAL, the File Manager
automatically appears to help you select or create a new
appraisal file. From the File Manager you can:
•
Create folders to organize your reports
•
Create new reports and delete reports
•
Sort and search for reports
•
Launch TOTAL Dashboard
•
Sync with mobile devices
•
Work with reports on synchronized mobile devices, CDs,
USB drives, and network shares
•
And more!
Organize Reports
With more flexible ways to store and transmit data, many
appraisers now have to juggle multiple copies of the same
report file across several different computers and devices. To
help you cope with this problem, the File Manager organizes
your reports into top-level folders based on where the files are
located. There are several types of folders that may appear in
the Folders list as you're working with your reports depending
on what storage devices or removable media are currently
connected to your PC. These types of folders include:
•
My Reports - These folders contain reports in your
Windows Documents, or "My Documents", folder.
TOTAL stores these reports inside the a la
mode\Reports folder.
•
Shared Reports - If you're using TOTAL Server, these
folders contain the reports inside your dedicated TOTAL
network share. For standalone installations of TOTAL,
they contain the report files stored in your computer's
Public Documents folder which is accessible to any
networked computers and any other user accounts on
your computer.
•
Deleted Items - Contains any files and folders that have
been deleted through TOTAL in a folder separate from
your Windows Recycle Bin.
•
Mobile Sync - Contains any files stored in phones and
mobile devices that you've syncronized with TOTAL.
•
Removable Drives - Contains any files and folders found
on USB "thumb" drives attached to your computer.
•
CD Drives - Contains the files and folders stored on a CD
or DVD currently in your computer.
Click here to view a list of shortcuts for the Appraisal Desktop.
Appraisal Desktop
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•
Attached Folders - Contains report files in folders
you've "attached" to your File Manager.
3. In the window that appears, type a name for your new
folder and click Create to complete creation of the folder.
Hint: Since TOTAL does store your appraisal files in your
Windows Documents, or "My Documents", folder, you are still
free to manage your appraisal files outside of the File Manager.
Rename Folders
To rename a folder in your TOTAL File Manager:
1. In the File Manager, click to select the folder on the left
that you want to rename.
2. Click Folder, Rename from the menus.
Create Folders
To create a new folder in your TOTAL File Manager:
1. In the File Manager, click to select a folder on the left that
you want to be the "parent" folder for the new one.
2. Click Folder, New from the menus.
3. In the window that appears, type a new name for your
folder and click Rename to rename it.
Appraisal Desktop
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customizing the column layout, you can quickly see information
about a report, like the amount due, without having to open it.
To change the items displayed in the file list:
Delete Folders
1. From the Appraisal Desktop, right-click anywhere in the
file list and choose Edit column layout.
To delete a folder in your TOTAL File Manager:
1. In the File Manager, click to select the folder on the left
that you want to delete.
2. Click Folder, Delete from the menus.
3. Click Yes to confirm that you want to delete the folder. If
the folder contains any report files, when you try to
delete it click Yes again in the window that appears to
delete BOTH the folder AND any files it contains.
Otherwise, click No, move the files out of the folder and
repeat this process to remove the folder from your File
Manager.
2. Select the desired information from the Available Fields
pane on the left. Double-click the item to add it to the
Displayed Fields list, or just click the arrow pointing to
the right.
3. To remove a field, double-click it in the Displayed Fields
list, or select it and click the arrow pointing to the left.
4. Use the Up and Down arrows to re-position the fields in
the list.
Edit Your Column Layout
The Appraisal Desktop provides an easy way for you to
customize the columns you see in the File Manager. By
Appraisal Desktop
5. Click Save to save your changes.
Once your column layout is set, you can modify the column
order and width by clicking and dragging the title header of the
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column from within the File Manager. Likewise, you can re-sort
the list by clicking the title header of any column in the File
Manger.
Attach Directories
If you need to access files outside of your main TOTAL
installation (e.g. on a network or external drive), you can attach
those directories in TOTAL's file manager. To attach directories
in TOTAL's file manager:
1. At the top of the Folders panel, click Attach Directory.
3. Click to select the folder you want to attach. Then, click
OK to save the folder selection.
4. Click Attach to attach the directory in your TOTAL file
manager.
If you need to remove the attached directory at any later time,
just right-click it in the Folders panel and choose Disconnect
Attached directory from the menu that appears.
Create Reports
2. In the screen that appears, click Browse to find the
directory you want to attach.
Appraisal Desktop
To create a new report in TOTAL:
1. In the Reports panel of the File Manager, click New on
the toolbar at the top of the screen.
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2. In the Start a New Report screen, type the street
address for the property.
o
Merge Screen - Choose this option if you want to
merge with a report or template that already exists.
o
Assignment PowerView - Lets you set up the initial
details of the report, such as client, billing, file
numbers, etc.
5. After filling out the property information and chooing your
creation options click OK to start the report.
Note: The first time you save your report, TOTAL may ask you
about where to store your file. Just select a folder from your
Appraisal Desktop in the window that appears, and click Save
to finish saving the first time.
Open Reports
3. Fill out the required Report Description. To use the
property address as the report's Report Description,
check the Same as property address box. If you want
to include the City, State, or ZIP code in the Report
Description, check the box Include City/ST/Zip.
To open a report in TOTAL:
1. From the Appraisal Desktop, in the File Manger, click
the folder containing the report you wish to open.
4. Choose which screen to view next:
o
Forms PowerView - Takes you into the Forms
PowerView of a new, blank, report. You can also
choose from a small list of popular major forms in the
drop-down menu to the right.
o
Table of Contents Screen - Takes you to the
Contents screen to add forms to your report from
TOTAL's forms library.
Appraisal Desktop
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2. Find the file you wish to open and double-click it to open
it.
Opening Reports Outside of TOTAL
Opening Recent Reports
If you're actively working on a specific report, it may be stored
in TOTAL's recent reports list for easy access.
With TOTAL, you can also open TOTAL reports outside of the
program - whether a colleague e-mailed you a report file or you
simply prefer to find the file in Windows instead of through
TOTAL. To open a report file outside of TOTAL, just find the file
in Windows Explorer and double-click it.
To open a report in TOTAL's recent reports list:
1. In TOTAL, click the File menu.
2. At the bottom of the menu you'll see numbered itemseach representing a recently opened report. If you see
the name of the report you wish to open, just click it or
press the corresponding number on your keyboard to
open the file for editing.
Multiple Reports Exist
As you work in your appraisal reports day-to-day, and especially
as you manage your files in the appraisal desktop, you find that
you occasionally end up with more than one copy of a report.
While this may be deliberate in some cases, other times it is
accidental and can cause confusion when you open an older
copy of your report and it appears as if all of your work has
disappeared.
New in TOTAL is a feature that automatically checks for
duplicate reports and alerts you when it finds more than one
copy. As you access each appraisal report, TOTAL tracks the
last 100 most recently opened files and stores the information in
an XML file. Any time you open a report in TOTAL, it crossreferences this list and checks for any report that has the same
file name or file description. If it finds a match, it then displays
a window to alert you that more than one copy of this report
exists.
Verify that the selected report is the correct version
The message window that appears displays the names of the
folders where the reports are located, the file descriptions, the
Appraisal Desktop
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address for each subject property, and the date that each report
was last modified. The report you are currently attempting to
open is highlighted and listed in bold.
Open UAD XML
With TOTAL, you can now open UAD XML files and use the data
in the XML file to generate a report in TOTAL. So, whether a
colleague e-mailed you an XML file, or you were using a
competitor's software and the only copy of the file you can find
is the XML version, simply use the XML conversion tool in TOTAL
to convert it to a report instead of starting from scratch.
To open a UAD XML file in TOTAL:
1. In TOTAL, click File on the upper left.
2. Select Open UAD XML…
If you intentionally created two (or more) copies of your report,
simply click OK to proceed and open the report. If you wish to
no longer receive the prompt when you open this report, check
the box on the lower left before clicking OK.
If this is not intentional, use the information provided to
determine the correct version of the report. In most cases, you
will want to use the report with the most recent time and date
in the Date Modified column. Once you have determined the
correct copy of the report, choose the appropriate action for the
other file(s). Typically, this means deleting the extra file(s) and
keeping the most current copy, but the necessary action is
specific to your situation.
Appraisal Desktop
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3. Browse to the location of the XML file on your computer,
select it, and click Open.
That's it! The data from your UAD XML file is converted, and
TOTAL generates a report with the available information.
Simply click File on the upper left, and click Save to save your
report
Note:
XML files contain no images and offer only a limited
amount of data. When opening a UAD XML file in
TOTAL, only the major form and additional
comparables are converted when the report is
generated.
Convert Competitor Files
TOTAL allows you to open files created in many of our
competitors formfilling software. This process assists you with
moving data into TOTAL in order to save the time it would take
to re-type everything. Keep in mind that due to differences
between our data formats and your previous software, you'll
need to review and occasionally edit some of your converted
appraisals before you deliver them.
Bradford
Residential Appraiser
ClickForms
SFRep
CRAL
Wilson
Note:
Because ACI began encrypting their reports
beginning with Version 8.5.2 (circa 2002-2003) any
report created with this version or higher cannot be
converted. However, TOTAL does have the ability to
import data from UAD XML files. simply export your
ACI report in XML format, then use the Open UAD
XML tool in your file menu to open the report in
TOTAL.
To open files created with different formfilling software:
1. In TOTAL's File Manager, click Tools, Convert
Competitor Files.
o
In many cases - especially if this is the first time you
have converted a competitor's file - you will be
prompted to download a plug-in or an update. In
order to continue, you must do so, so click Yes.
o
After the download completes, there will be a short
installation process. Simply follow the prompts to
complete the installation. When the installation is
complete, you will be prompted to click Finish.
2. Now you'll see the Convert Competitor Files dialog.
Here, you can Choose your previous software
package from the drop-down box.
Currently, TOTAL can convert files created in the following
software:
Appraisal Studios
Day One
Appraiser’s Toolbox
HighPerForm
Appraise-IT
RealEasy Appraisals
Appraisal Desktop
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3. After you choose your previous software, note which of
the checkboxes are not "grayed out." This indicates that
component of the report is available to be converted. If a
checkbox is gray, it indicates that data is in a format that
cannot currently be converted. Place checks in as many
available boxes as you need to, then click Next.
4. In the next step, you'll click the Browse button to select
the folder on your PC that contains the reports you want
to convert.
o
By clicking New Folder you can create a new
destination folder for the converted reports - this way
you can keep them separated until you have had the
chance to review them.
o
Once you have selected the location of your old
reports and selected a destination folder, click Next.
Appraisal Desktop
5. Next you're presented with two columns. On the left is a
list of reports available for conversion. The right column
is the list of reports you've selected for conversion. To
move reports from one column to the other, click on the
report in the list and use the arrow buttons located
between the columns. You can select multiple reports
from either column by pressing CTRL + clicking on any
of the reports. Or, if you want to convert all the reports in
the left column, simply click
to the right column.
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to move all the reports
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Basic Searches
If you're searching for a file with a particular address, borrower,
description, file number, or other common report field, you can
use TOTAL's basic search tool.
To do a basic search:
1. In the Appraisal Desktop, click to select the folder
containing the file you want to find (if you know the
folder).
2. Type a search phrase into the Look for bar above the
files list.
Once you have moved all the reports you want to convert
into the column on the right, click Next.
6. The conversion process will now begin, and will display
the progress of each file's conversion, as well as overall
progress. When the process is complete, click Finish.
7. You are returned to the File Manager PowerView, where
you can see the converted reports in the destination
folder that you selected during the process.
Search for Reports
3. If you want the search to check other fields in your report
beyond the defaults (address, borrower, description, and
file number), click the drop-down arrow to the right of the
Look for bar and check the box beside each field you
want to include in your search.
4. Click the Search icon in the Look for bar to complete
your search.
Once the search is complete, you can expand the search to span
across all of the folders in your Appraisal Desktop by clicking the
Try this search again in all folders link at the bottom of the
files list. To clear your search results when you are done with
them, click the X in the Look for field.
The Appraisal Desktop provides two ways to search for reports:
a basic search tool for simple searches and an advanced search
tool for more specific searches.
Advanced Searches
Appraisal Desktop
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If you're searching for files that match a variety of criteria or fall
within certain ranges (like date or price ranges), you can use
the Appraisal Desktop's advanced search.
To create an advanced search:
1. On the Appraisal Desktop, click Advanced to the right of
the Look for bar.
2. In the window that appears, type your search criteria into
the fields provided. Bear in mind that if you type search
criteria into several fields, TOTAL restricts your results to
only those that fit ALL of the criteria you type.
folder you selected in your File Manager, uncheck the
Search in all folders box.
4. Click Find to complete your search.
Once the search is complete, you can expand the search to span
across all of the folders in the File Manager PowerView by
clicking the Try this search again in all folders link at the
bottom of the files list. To clear your search results when you
are done with them, click the X in the Look for bar.
Locate on Disk
TOTAL's Locate on Disk option allows you to find a report that
has been moved to the report folders on disk but is not visible in
the Appraisal Desktop.
To locate a file on disk from the Appraisal Desktop:
1. Open the folder in the File Manager PowerView that the
file was placed in.
2. Right-click anywhere in the folder and click Locate on
disk.
3. By default, an advanced search includes all of the folders
in your File Manager. To limit your search to just the
Appraisal Desktop
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3. This opens the folder directly on the disk where the report
file is located, giving you direct access to the report.
Print Your Report from the Appraisal Desktop
To print your report from the Appraisal Desktop:
1. Right-click the report you want to print.
2. Choose Print Report... from the list.
For more information on printing your reports. Click here.
Move/Copy Reports
To move or copy a report in TOTAL to another folder:
1. In the Appraisal Desktop, click to select the file you want
to move or copy.
2. Click Move/Copy in the toolbar.
Appraisal Desktop
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Rename and Delete Reports
To rename a report in TOTAL:
1. In the File Manager PowerView, click to select the file you
want to rename.
2. Click Rename in the toolbar.
3. In the window that appears, mark the option to indicate
whether you want to Move or Copy the file.
4. Click to select the folder to which you want to move/copy
your report from the Select a Folder list.
3. In the window that appears, type a new name for your
file and click Rename to rename your report.
To delete a report in TOTAL:
1. In the File Manager PowerView, click to select the file you
want to delete.
5. Click OK to move or copy the file to the selected folder in
your File Manager.
Appraisal Desktop
2. Click Delete in the toolbar.
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3. In the window that appears, click Yes to confirm that you
want to delete the report.
Mark Reports as Paid
To mark a report as paid from the Appraisal Desktop:
1. Select the report you want to mark as paid. You can also
hold down the Ctrl or Shift key on your keyboard to
select multiple reports to be marked as paid.
2. Once you have selected your report(s), right-click the
report(s) and select Mark as Paid from the drop-down
menu.
3. In the window that appears, fill out the payment
information:
Appraisal Desktop
o
Enter the Check Number.
o
Manually enter the Date Paid, or click the calendar
icon
to select the payment date.
o
Enter the payment Description. By default, this is
automatically entered as Paid, but you can change it
to more accurately describe this payment.
o
Below the payment information is an overview of the
report(s) you selected to be marked as paid. It lists
the Report Description, Total Fee, Total paid, and
Total Due for each report.
o
The Total Due for all reports selected to be marked
as paid is displayed on the lower right with the total
amount highlighted in red.
4. When you're finished, click Mark on the lower right to
mark your report(s) as paid.
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action and you trust TOTAL, choose Yes, always; allow
access even if QuickBooks is not running. Then click
Continue.
Export to QuickBooks
If you use QuickBooks for your accounting, there is an easy way
to get a report's invoice info from TOTAL to QuickBooks for
billing:
1. Open QuickBooks on your PC.
2. In the Appraisal Desktop, right-click the file you want to
export to QuickBooks and choose Export to
QuickBooks. You can also select the report and click
Tools, Export to QuickBooks.
4. Now, you'll see a screen where you can choose the
QuickBooks billing contact, or create a new one if you
need to.
3. Now you'll see a prompt to confirm the application
certificate from QuickBooks. Since you've initiated this
Appraisal Desktop
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Use the QuickBooks drop-down box to choose an existing
QuickBooks contact:
o
Match the contact on the report to the QuickBooks
contact for billing purposes
o
Make sure the dates, invoice number, and terms
appear as they should in QuickBooks
o
In the Fees section, make sure the Item,
Description, and fee Amount appear as they should
once they're exported
If you need to create a new QuickBooks contact to invoice
to the right of
this report, click the Add Contact button
the drop-down box. Then, in the Add Contact to
QuickBooks window, verify and correct the information for
the new customer. When you're done, click Add Contact.
Appraisal Desktop
Another option is Edit Report Info. To add or remove
report information that is populated into your QuickBooks
invoice, click this button and check/uncheck the items that
should appear on the invoice for this and future reports. You
can change this info next time you export to QuickBooks.
5. After you've exported the report to QuickBooks, TOTAL
puts an icon next to the exported report in the File
Manager. This will help you keep track of which reports
have (or have not) been exported to QuickBooks.
Send Reports to Vault
Vault is a utility where you store your files in securely online for
backup purposes, or to share files with your colleagues. While
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this tool can monitor your system and automatically upload any
modified files on a regular basis, you can also send files to the
Vault manually from the Appraisal Desktop.
1. From the File Manager PowerView, select any file (or
multiple files) in the file list and click the Send to Vault
button in the toolbar.
Contacts PowerView
TOTAL contains a complete contact manager, letting you store
and interact with all of your business contacts within your
reports. To access TOTAL's built-in contact manager, the
Contacts PowerView, click Contacts in the top toolbar of the
Appraisal Desktop.
2. Confirm the list of files to be sent and click:
o
Remove – to delete these files from the list to be
sent to Vault.
o
Send Now – to immediately connect to the Internet
and send the selected files.
o
Send Later – to queue up these files to be sent the
next time your system connects to the Vault.
o
Cancel – to cancel this operation.
Create Contacts
To create a new contact in TOTAL's contact manager:
1. In TOTAL's Contacts PowerView, click Add Contact in the
top toolbar.
2. Indicate whether the contact is an Individual or
Company at the top of the screen. Then, mark the
Contacts PowerView
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Contact Type(s) that apply to your contact. Options
include:
o
Staff
o
Customer
o
Client
o
Lawyer
o
Lender
o
Owner
o
Agent
o
Other
5. If you need to keep some notes about the contact, click
the Notes tab and type those notes into the provided
box.
6. Click Save to apply your changes.
Find Contacts
TOTAL's Contacts PowerView provides several ways to help you
find contacts quickly. You can filter contacts based on the first
letter of their last name or contact type, sort the contacts by the
information in the contact, or search for a specific contact.
Filter Contacts
To filter contacts in your TOTAL contact manager:
1. In TOTAL's Contacts PowerView, choose a contact type
from the View menu. Types include:
3. In the Name & E-mail tab fill out your name, title, and
e-mail address at a minimum.
o
Individuals
o
Companies
o
All
4. In the Work tab, select the company associated with the
contact (if any) and fill out the contact information you
have for the contact.
Contacts PowerView
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Search for Contacts
To search for a specific contact in your TOTAL contact manager:
1. In TOTAL's contact manager, type the information you
want to search for into the Look For bar.
2. If necessary, click a letter from the alphabet list in the
upper right to filter your contacts by the first letter of the
company name and/or the first letter of the contact's last
name.
To remove the filters later, click All in the alphabet list and
switch the View back to your preferred contact view (e.g.
Individuals).
2. Press Enter on the keyboard or click the magnifying glass
icon in the Look For bar to apply your search.
To clear your search and return to all contacts later, click the
black X in the Look For bar.
Sort Contacts
Editing and Deleting Contacts
To sort the contacts in your TOTAL Contacts PowerView:
1. In TOTAL's Contacts PowerView, filter the contacts down
to the list of contacts you need.
2. Click any column heading to alphabetically sort the
contacts on screen by the information in that column.
Click the column again if you want to reverse the sort
order for that column. To sort the contacts by a different
column, just click that column and TOTAL will both
remove the sort on the previous column and sort the
contacts by the new column.
Contacts PowerView
To edit an existing contact in TOTAL's Contacts PowerView:
1. In TOTAL's Contacts PowerView, click to select the
contact you want to edit.
2. Click Edit Contact in the top toolbar to open the contact
for editing.
3. Make any changes you need to the contact.
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3. Click Yes to confirm that you want to delete the contact.
4. Click Save to apply your changes.
To delete a contact from TOTAL's Contacts PowerView:
1. In TOTAL's Contacts PowerView, click to select the
contact you want to delete.
2. Click Delete Contact in the top toolbar.
Contacts PowerView
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TOTAL Dashboard
The TOTAL Dashboard gives you access to instant upgrades,
data integration, and support contract information.
TOTAL Dashboard also gives you a central point to view or
launch any of the tools within TOTAL or tools purchased from
the TOTAL Store.
To start the TOTAL Dashboard:
Click Dashboard on the upper right of the Appraisal Desktop,
or within any TOTAL report.
Undock PowerViews
New to TOTAL is the ability to undock PowerViews. This is
especially helpful in multi-monitor environments because you
can undock certain PowerViews and move them to a separate
monitor. This provides you additional screen "real estate" for
the main TOTAL window, while allowing quick and easy access
to other frequently-used tools. Keep everything on screen and
within reach without having to toggle back and forth.
PowerViews that can be undocked into their own window are the
Addenda PowerView, E&O PowerView, Workfile PowerView, and
Notes PowerView. The PowerViews that can be undocked are
easily discernible because they are marked with an undock icon
.
To undock a PowerView:
1. Click the undock icon
.
2. Click and drag the header of the new window to the
desired position.
To dock a PowerView back into TOTAL, simply click
, or
close the window. To dock all PowerViews back into your toolbar
at once, click Window in your menu bar, and select Dock All in
the drop-down menu.
TOTAL Dashboard
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•
Type the name of the client into the contact field if it's a
new contact, place your cursor over the book icon to the
left of the field, choose Add Contact from the menu. Fill
out the contact details, and click Save to save the
contact into your address book AND into your report.
•
If the contact is the same for a particular field as another
contact in your report (e.g. client/lender), Click the
symbol to the right of the field, choose Same As from
the menu, and select the contact to copy from elsewhere
in your report into the current field. The symbol will
change according to the option you select from the menu.
Assignment PowerView
The Assignment PowerView provided in every TOTAL report
contains all of the basic order info like the report contacts,
subject information, and additional information like an order
map and directions to the subject property.
The Assignment PowerView can be filled out without the need to
have a major form in the report. Once you add a major form to
the report, any relevant data will transfer to the new form.
To edit the report's order information:
Report Order & Info
TOTAL provides two ways of managing the order details (client,
lender, basic property information, order info) of every report:
the report's Order Form and the Report Info screen.
The Report's Order Form
1. In a report in TOTAL, click the Assignment PowerView tab
at the top of the screen.
2. Fill out the details in the report's order form.
To add contacts to your report, do one of the following:
•
Select the contact from your TOTAL address book by
choosing the contact out of the drop-down menu for the
contact field.
Assignment PowerView
The Order Form provided in every TOTAL report contains all of
the basic order info like the report contacts, subject information,
and additional information like an order map and directions to
the subject property. To edit the report's order form:
1. In a report in TOTAL, navigate to the report's order form.
Usually the Order Form is the top-most form in your
report.
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2. Fill out the details in the report's order form. At a
minimum, be sure to select report contacts and fill out
the subject property information. To add contacts to your
report, do one of the following:
o
o
o
•
QuickLists are available to help you fill out entire sections
of a form at any given time.
Hint: With a bit of forethought, QuickLists can be a great way
Select the contact from your TOTAL address book by
choosing the contact out of the drop-down menu for
the contact field.
Type the name of the client into the contact field if it's
a new contact, place your cursor over the book icon to
the right of the field, choose Add from the menu, fill
out the contact details, and click OK to save the
contact into your address book AND into your report.
If the contact is the same for a particular field as
another contact in your report (e.g. client/lender),
hover your cursor over the book icon to the right of
the field, choose Same As from the menu, and select
the contact to copy from elsewhere in your report into
the current field.
to quickly fill out subject data that relates to a specific
neighborhood. In other words, if the neighborhood
characteristics in your area are similar enough, you may want
to create and use QuickLists that fill out the related fields with
specific neighborhood information about each neighborhood in
your area, depending on which neighborhood QuickList you use.
•
SmartMerge is available to help you merge in data from
previous reports. Unlike cloning, you can do this as many
times as you want without overwriting data that you’ve
already entered in your report.
•
As you fill out fields in your major form, TOTAL takes the
relevant information from that field and applies it
throughout other forms in your report to help you save
time.
•
, you can select data
In any field that contains the icon
from, edit, or add entries to your Contacts Database.
•
icon appears in a field, click it to designate
When the
that the content of that field is the same as either the
Internal Order, Lender Case, Client File or FHA/VA case
numbers.
•
icon appears next to a field, the contact
When the
in that field is unique.
•
icon appears next to a field, the contact in
When the
that field is the same as the Lender field.
•
icon appears next to a field, the contact in
When the
that field is the same as the Bill To field.
Formfilling Shortcuts
TOTAL’s Assignment PowerView contains a series of icons and
tools within many of your forms that can help you to fill them
out with the appropriate data more quickly. By default, these
icons are nested next to each field that pertains to the data they
help retrieve, but if you want to disable these icons, you can do
so by clicking View, Show form icons, Never show from the
menus at the top. Keep these features in mind as you fill out
your forms.
Assignment PowerView
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•
When the
icon appears next to a field, the contact in
that field is the same as the Client field.
•
icon appears next to a field, the contact in
When the
that field is the same as Ship To field.
•
If you've enabled FreeForm UAD mode in TOTAL's Data
Entry Options, you'll be able to use shorthand entries to
speed up formfilling. Click here for a complete reference
on using the FreeForm UAD shorthand.
Forms PowerView
The Forms PowerView is the spot in TOTAL where you’ll perform
a majority of your formfilling tasks.
Click here to view a list of formfilling shortcuts for the Forms
PowerView.
Forms PowerView
Toolbar Button Reference
TOTAL provides a series of buttons you can use to control the
format of the fields in your report, interact with form data, and
add to your report. Here's a brief description of each button.
•
- New Report - Starts a new report.
•
- Appraisal Desktop - Opens the Appraisal Desktop.
•
- Save - Saves the report.
•
- Print - Prints the report.
•
- Sign - Opens the signing options.
•
- Deliver - Opens the report delivery options.
•
- Share Report - Opens the report sharing options.
•
- Cut - Cuts the selected content and moves it to your
Windows clipboard in preparation for a Paste.
•
- Copy - Copies the selected content to your Windows
clipboard in preparation for a Paste.
•
- Paste - Pastes the content currently stored in your
Windows clipboard into the selected area of your report.
•
- Undo - "Undoes" your most recent actions, in
reverse order.
•
- Redo - Lets you reverse the effects of Undo.
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•
- Bold - Bolds the selected text in your report.
•
- Italicize - Italicizes the selected text in your report.
•
- Underline - Underlines the selected text in your
report.
•
- Left Justify - Left justifies the selected text in your
report.
•
- Center Justify - Centers the selected text in your
report.
•
- Right Justify - Right justifies the selected text in
your report.
•
- Fonts - Brings up the Windows font selection dialog
so you can change the font for the selected text OR
change the font for the current field for the response you
type.
•
- Increase font - Increase the selected text by one
font point.
•
- Decrease font - Decrease the selected text by one
font point.
•
- Numbers Only - Restricts the input in the current
field to ONLY numbers, commas, decimal points, and a
leading plus/minus.
•
- 2 Decimal Places - Limit the number of decimal
places in the field to only two decimals.
•
- Show Commas - For numeric fields, toggles
comma separators for thousands on and off.
Forms PowerView
•
- Show Leading Plus/Minus - For numeric fields,
toggles the visibility of a leading plus/minus symbol.
•
- Lock Field - Lock the field from any automated field
transfers that would normally override your custom field
input.
•
- Touched Fields - Mark the field as a "touched" field
to indicate that you have fully addressed the field in your
report (regardless of whether you've supplied data in the
field).
•
- Add Green QuickNote - Add a green colored
QuickNote to your report.
•
- Add Yellow QuickNote - Add a yellow colored
QuickNote to your report.
•
- Add Red QuickNote - Add a red colored QuickNote
to your report.
•
- Show QuickNotes - Toggle the state of your
QuickNotes between hidden/visible AND expanded/closed.
Navigate Forms
TOTAL’s Forms PowerView provides a number of ways to help
you easily navigate through your forms in your report. Ways to
jump around in your report include:
•
Jump Directly to a Form – If you know exactly which
form you need, click the Jump to Forms menu in the
upper left toolbar and pick a form to jump directly to it.
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•
Jump Directly to a Section – If you need to quickly
access a specific section of your major form, click the tab
at the bottom of the screen that corresponds to the
section you want to access.
•
Report Contents pane - This pane lets you see exactly
which forms are in your report at all times, add new
forms on the fly, and can be used to navigate to specific
sections of your report.
•
Collapsing/Expanding Forms – You can collapse all of
your forms into nothing more than headers, by clicking
, expand all the forms in your
Collapse All Forms
or
report by clicking Expand All Forms
expand/collapse each form individually by clicking the
double-arrow icon beside the header of each form you
want to toggle.
Forms PowerView
•
Scrolling through Forms - If you have a scroll wheel on
your mouse, by scrolling the wheel you can scroll up-anddown through the forms in your report or left-to-right
through your forms depending on whether you're using
vertical or horizontal form layout.
•
Moving from Field to Field – Just as you can move
about your forms in several ways, there are several ways
you can move from field to field. Pressing Enter moves
your cursor from field to field in the “logical” order in
which you might fill out the form. Pressing Shift + Enter
moves you backward in that order. Pressing Tab moves
you across the form horizontally, where possible, or to
the next “logical” field if you’re at the right edge of the
form. Pressing Shift + Tab moves you backward,
horizontally.
Toggling Form Layout and Adjusting Zoom
TOTAL can display the forms in your report stacked vertically or
horizontally (side-by-side) on your screen depending on your
preference.
•
To use TOTAL's vertically scrolling forms, in TOTAL's
Forms PowerView, click the up-and-down arrow icon in
the lower right corner of the screen.
•
To use TOTAL's side-by-side forms, in TOTAL's Forms
PowerView, click the left-and-right arrow icon in the lower
right corner of the screen.
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in the Forms PowerView and select the appropriate option for
your needs.
Options include:
TOTAL offers two different types of zoom: dynamic zooming
based on the size of TOTAL's window and static zooming where
you can set an exact zoom level for TOTAL to use. To set the
zoom level in TOTAL:
1. In the Forms PowerView in TOTAL, click the Zoom menu
in the lower right corner of the screen.
2. In the menu that appears, choose your preferred zoom
level. Options include:
o
Fit Page Width - Dynamically adjusts the zoom
depending on the width of your TOTAL window.
o
Fit Page Height - Dynamically adjusts the zoom
depending on the height of your TOTAL window.
o
Zoom to 100% - Sets zoom to TOTAL's full standard
magnification.
o
Zoom - Choose your preferred zoom setting between
25% and 200% zoom.
Control Your View
TOTAL provides a number of ways to help you maximize the
viewable area of your report on screen while providing access to
the same tools you need throughout your report. To arrange
TOTAL for best use of screen "real estate", click the View menu
Forms PowerView
•
Show Left Pane – Toggles the left pane on and off. You
can also toggle this setting by pressing F9 on your
keyboard.
•
Addenda Pane - Choose to open your addenda splitscreen with with the addenda appearing on the bottom or
to the right of the forms. Note: this is only for the
addenda split-screen view. The Addenda PowerView
gives you much more flexibility in viewing your addenda,
including undocking it into its own window.
•
Scroll Report Horizontally-Allows you to see your
pages side-by-side and scroll through them horizontally
from left to right.
•
Scroll Report Vertically– This is the default view for the
Forms PowerView, scrolls report pages vertically from top
to bottom.
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•
Collapse All Forms- You can collapse all of your forms
into nothing more than headers, by clicking Collapse All
Forms.
•
Expand All Forms-expand all the forms in your report
by clicking Expand All Forms or expand/collapse each
form individually by clicking the double-arrow icon beside
the header of each form you want to toggle.
•
Hide all QuickNotes – Hides all your QuickNotes from
view.
•
Show QuickNotes – Allows you to specify which
QuickNotes you want to see on screen.
•
Expand all QuickNotes – Displays all of your
QuickNotes for this report and opens the “sticky notes” so
that you can edit them.
•
Collapse all QuickNotes – Closes all “sticky notes”
beside your QuickNotes, but leaves their respective
balloon icons visible.
•
Zoom to 100% - Zooms in on the form until it’s
displayed at its full width and height defaults.
•
Zoom – Calls up the Zoom window so you can choose
the exact zoom setting for your needs.
•
Fit to page width - Zooms the page to fill the screen
width-wise
•
Fit to page height - Zooms the page to fill the screen
height-wise
Forms PowerView
Report Contents Pane
The Forms PowerView in TOTAL has been updated to include a
brand new feature - the Report Contents pane. This pane allows
you to see exactly which forms are in your report at all times,
add new forms on the fly, and can be used to navigate to
specific sections of your report.
•
To add a form from the Report Contents pane, click Add
from the toolbar on the left, then choose the form from
TOTAL's forms library.
•
To remove a form, highlight the form you want to delete
and click Remove.
•
Drag and drop forms in the Report Contents Pane, or
highlight a form and click the green up and down arrows
to rearrange the order of the forms in your report.
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•
•
Hover over a multi-page form to see a list of the
individual pages of that form. Multi-page forms are
indicated by a black arrow to the right of the form name.
•
, or double-click the form on the left to add it to the
list of Forms in report on the right. Double-clicking a
form from the list of Forms in report on the right closes
the Contents PowerView and jumps to that form in your
report.
To show or hide the Report Contents and Quicklist Panes,
hit F9 on your keyboard.
•
Contents PowerView
The Contents PowerView in TOTAL is where you can find the
forms library. The forms and pages in your report show on the
right panel. The forms library is on the left panel. Here you can
add, remove, and rearrange the forms in your report. You can
also designate forms that you use the most as favorites. Just
click the grey star next to the form and when it changes to
gold , it has been added to your Favorite Forms.
To remove a form from your report, select it from the list
on the right and click
your keyboard.
•
, or press the Delete key on
To move a form in your report, simply select it from the
list on the right and drag it to the position you want. You
can also use the up and down arrows
rearrange forms.
to
•
To search for a specific form click into the Look for: box
type in your search criteria and press enter, or click the
green up and down arrows to cycle through each form
that matches your search criteria.
•
Click Preview to examine the form before you add it to
your report.
•
To expand a form category, click the plus sign beside that
category.
•
To collapse a form category, click the minus sign beside
that category.
•
To collapse all of the form categories at once click
Collapse at the bottom.
Click here to view a list of shortcuts for the Contents PowerView
Forms PowerView
To add a form to your report, select the page and click
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Merge Form Data
When it's faster to copy data from one, or several, old reports
than to type it out in a new report, you can use TOTAL's
SmartMerge utility.
To merge data from another report into your current TOTAL
report:
1. In a report in TOTAL, click Merge in the top toolbar.
2. In the screen that appears, select the folder that contains
the report (or "template") you wish to merge from the
Folders pane on the left.
3. In the Select a source file pane, locate the report you
want to merge and click to select it. You can also type a
file name into the Look for: box and click Find to locate
your file.
4. From the SmartMerge options at the top of the screen,
indicate whether you want to merge in the Entire Report
or Selected forms in Report. If you mark the Selected
forms in report option, check the boxes beside each
section you wish to merge in the bottom pane. To select
all of the forms/sections, click Mark All. To deselect all of
the forms/sections, click Un-mark All.
Forms PowerView
5. Choose to merge Forms AND data, Forms only, or
Overwrite all target fields (Clone) into the report
you've selected (overwriting either your entire report OR
the sections you've selected in the report if you're only
merging in specific report sections) .
6. To remove Subject Photos, Sketch pages, or Maps when
merging, click the corresponding box next to each item to
exclude them when merging the reports. This keeps you
from having to remove this subject-specific information
later, if you're importing data from other reports.
7. When finished, click Merge to move over the data you've
selected.
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4. Type a Title for your form into the provided box.
You can repeat this process and merge from additional reports
until you have all the data you need from your old reports.
5. If you're adding a document from another existing file on
your computer, click Browse to navigate to the file you
want to add to your report. When you find the file, click
it and then click Open to select it.
6. When finished, click OK to add the document to your
report.
Insert Page
To add entire documents to your report from a scanner, PDF
file, image, or Windows clipboard:
1. In TOTAL's Forms PowerView, click the drop-down arrow
beside Insert in the top toolbar.
2. From the menu, choose to add a document From
Clipboard, From Image, From PDF, or From Scanner.
3. In the screen that appears, choose the Type of Form to
use with your document.
Forms PowerView
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Note: When you add a scanned document to your report,
TOTAL launches your computer's scanning software. Since
Click here to view a list of QuickList shortcuts.
every scanning program is different, you should consult your
scanner's documentation if you have difficulties scanning your
document. Generally you should look for and click a Scan,
Retrieve, OK, or Save button to scan the document.
Create QuickLists
You can create two kinds of QuickLists in TOTAL: single-field
QuickLists and multi-field QuickLists.
QuickLists
QuickLists, TOTAL's "canned comments", help
you eliminate unnecessary typing in each
report. And unlike previous versions of
TOTAL, TOTAL also includes a pre-built set of
QuickLists based on the ANSI standard X12
lists. Of course, if you prefer to customize
your "canned comments" or have a custom
set of QuickLists you want to import, you can
use those as well.
Create single-field QuickLists
To create a single-field QuickList entry:
1. In the Forms PowerView, place your cursor in the field
you wish to create a QuickList, and type the text exactly
the way you want to save it.
2. Double-click New in the QuickList pane or press
Ctrl+F9.
There are two different types of QuickList
entries you can create in TOTAL: single-field
entries and multi-field entries. Single-field
entries provide a simple tool for storing your
common line-item responses. Multi-field
entries, on the other hand, provide you with
a way to save entire sections of a form into a
single QuickList. Generally, you can achieve
the best results through a blend of singlefield QuickLists and multi-field QuickLists.
Forms PowerView
Note: You cannot edit TOTAL's pre-built stock QuickLists. If you
do not see the New option in your QuickLists, you will first need
to switch to your own custom set of QuickLists.
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3. Type a name for this entry and click OK.
to switch to your own custom set of QuickLists.
Your comment is added to the QuickList for this field. Now,
whenever you enter this field, the comment you saved appears
in the QuickLists pane on the left.
3. Type a name for this entry and click OK.
Your new QuickList entry then appears in the QuickLists pane
for the top-most field you selected.
Create multi-field QuickLists
While single-field QuickLists can help you quickly get through a
section in your report, you can often speed that process further
by creating multi-field QuickList entries that detail every field in
a section for a certain builder or neighborhood. To create a
multi-field QuickList entry:
1. From the Forms PowerView, select all of the fields you
want to add into your QuickList entry starting with the
field into which you want to add this QuickList. To select
multiple fields, either hold down the Ctrl key and click
each individual field you want to add or hold down the
Shift key and click the first and last fields in a section of
contiguous fields to select the entire section.
2. Double-click New in QuickList pane or press Ctrl+F9.
Use QuickLists
To use a QuickList entry:
1. In the Forms PowerView, place your cursor into the field
in which you intend to use the QuickList entry.
2. Double-click the QuickList entry in the QuickList pane.
--OR-Hold down the Alt key on your keyboard and press the
number on your keyboard that you see listed in the
QuickList pane to the left of the entry you want to use.
The QuickList entry immediately fills out your form with the data
you saved into it.
Sort QuickLists
To sort the QuickList responses in the QuickLists pane
alphabetically for any field:
Note: You cannot edit TOTAL's pre-built stock QuickLists. If you
do not see the New option in your QuickLists, you will first need
Forms PowerView
1. In the Forms PowerView in TOTAL, click to place your
cursor in the field containing the QuickLists you wish to
sort.
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2. In the QuickList pane on the left, click the A-Z icon in
the upper left corner.
3. In the window that appears, click and drag QuickList
entries to rearrange them. Or, select one to highlight it,
and use the arrow keys on the right to change the order
of the highlighted entry. To remove any blank entries or
gaps between QuickLists, click Trim.
Reorder QuickLists
To reorder your QuickLists in TOTAL:
1. Place your cursor in the field containing the QuickList
entries you wish to reorder.
2. Right-click any entry in the QuickList pane, and select
Reorder QuickList.
4. When you're finished, click Save to save your changes.
Import QuickLists
To import your QuickLists from a previous installation of
WinTOTAL Aurora on your computer:
1. In the Forms PowerView, click the Tools drop-down
menu and click Configure Settings.
2. From the menu, choose Forms.
3. Scroll down to the Choose your preferred QuickList
section, mark the option to use a Personalized
Forms PowerView
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QuickList and then click the Import button
to the
right. TOTAL will scan your PC for installations of previous
versions of WinTOTAL Aurora. If any are found, they will
be displayed, allowing you to select the one you want to
use and click Import.
If no previous versions of WinTOTAL Aurora are found, or
if you want to import a list from an installation of
WinTOTAL Aurora that is not on this computer, you can
import a QuickList file that came from WinTOTAL Aurora
on a different PC: Click Browse and navigate to the
QuickList file that you exported from Aurora, then choose
Open. TOTAL will then display the QuickList file you
selected, so click Import.
can save you some typing time from one line item to the next,
but is neither as powerful nor as fast as QuickLists. Since
Recent Responses are automatic, you need only fill out your
reports to create new recent response entries. TOTAL then
stores those 10 recent entries into drop-down menus that
appear in each field.
Use Recent Responses
To use a Recent Response in any report field:
1. In the Forms PowerView in TOTAL, enter any text field
that contains Recent Responses.
2. Click the down-arrow or begin typing, then use the arrow
keys on your keyboard to navigate down to the Recent
Response you wish to use. Then, press Enter or Tab on
the keyboard to use the response.
Recent Responses
TOTAL’s Recent Responses system automatically stores the last
10 entries you place into each field on your forms into
temporary storage so that you can access those responses
again as you continue working up future reports. This system
Forms PowerView
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QuickNotes
TOTAL's QuickNotes provide a simple way to place electronic
"sticky notes" on your report either for your own personal
reference or as a review tool.
Note: You can view and edit all of your QuickNotes in TOTAL's
new Notes PowerView.
To place a QuickNote on your report:
1. In the Forms PowerView in TOTAL, click the sticky note
icon corresponding to the color you want from the toolbar
at the top of the screen.
4. If you need to change the color of your QuickNote,
choose the appropriate color (red, green, or yellow) from
the drop-down menu in the upper right corner of the
note.
Hiding/Displaying QuickNotes
2. Position your cursor over the location on your form where
you'd like to place your electronic sticky note and click to
place it.
3. In the note box that appears, type your note. To close
the note so you can see your report, click the red X icon
in the upper right corner of the note. You can then
double-click the icon representing your note in the report
to open it again.
When you're done taking notes, you may want to hide the
QuickNotes in your report so that they don't prevent you from
seeing the report itself. To hide the QuickNotes in your report:
1. In the Forms PowerView in TOTAL, click the drop-down
arrow next to the multi-colored QuickNotes icon in the
toolbar at the top of the screen.
2. From the menu, choose Hide All to make your
QuickNotes invisible or choose Collapse All to make the
note boxes invisible while still showing the note icons in
your report.
3. To display your notes again, click the drop-down arrow to
the right of the multi-colored QuickNotes icon in the
toolbar. Then, if your QuickNotes are entirely invisible,
click Show and choose to show All, Green, Yellow, or
Forms PowerView
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Red QuickNotes. If, instead, your QuickNotes are simply
collapsed so that only their note icons are visible, choose
Expand All to expand them so that their note boxes
appear as well.
You have a few different ways to view or position your addenda:
Move the Addenda Pane
•
Split-Screen View - To view the addenda in a splitscreen view, simply click Addenda in your toolbar, or
click View in your toolbar, hover over Addenda Pane,
and select Bottom. This displays the forms in your report
on top, and your addenda below.
•
Attach the Addenda pane to the right side of the
TOTAL window - To adjust the positioning of your
addenda so that it is displayed on the right side of your
forms, click View in your toolbar, hover over Addenda
Pane, and select Right.
•
Disable the Addenda pane - To disable the addenda
and return your forms PowerView to the full screen,
simply click the addenda button in your toolbar, or click
View, hover over Addenda Pane, and click Off.
TOTAL's Addenda can be repositioned to maximize screen real
estate and streamline your workflow.
Forms PowerView
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Set Formatting Defaults
Default Data & Formatting
Once you have Set Field-Specific formatting for the fields in
your report, you can tell TOTAL to use these as the default
formats in the future. This applies to the fields in the current
form, and is specific to each TOTAL user. This time-saving
feature can help you avoid the tedious process of formatting
individual fields in each of your forms. And since the saved
formatting defaults are specific to each TOTAL user, you can use
this feature to easily add distinction to your reports.
TOTAL, like previous versions of WinTOTAL and TOTAL, allows
you to customize the data, fonts, and formats you use in TOTAL
to comply with the common formats, fonts, and data you prefer
to use as you fill out your reports. Using TOTAL’s data and
formatting tools, you can adjust the font or field format that
TOTAL uses by default and you can even add default data to
specific forms so that you can avoid retyping data
unnecessarily.
To save the field formats of your current form as defaults:
1. On the Forms PowerView menu bar, click Forms,
choose Default Field Formats, then click Save
Formats as New Default.
Set Default Data
2. A notice appears explaining the changes you are about to
make. Click Yes to save the field formats of the current
form as the default for the current TOTAL user.
If you have applied new formats to the fields in your form
and you would like to restore the default formats you
previously saved:
1. On the Forms PowerView menu bar, click Forms,
choose Default Field Formats, then click Load Default
Formats. This immediately applies the field formatting
you previously saved as your defaults for this form.
If you have saved your own default formatting, but would
like to restore the formatting to its original, standard
defaults:
1. On the Forms PowerView menu bar, click Forms,
choose Default Field Formats, then click Restore
Standard Default Formats.
Forms PowerView
Default data is information that is automatically loaded into a
form the first time it is used in a report. It can be useful for
changing the headings on addenda forms or adding terms to
your invoice forms.
To use default form data:
1. In the Forms PowerView, open the form you need and
make adjustments to the formatting in any fields that
require it.
2. Click the Form menu and choose Default field data.
You then have 3 options:
o
Save data as new default – This saves the data
currently in the form as that form’s default to preload
on all new files.
o
Load default data - This merges the default data
with the current information in the report.
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o
Restore standard default data – This resets the
default data with the original information that shipped
with TOTAL.
Field Locking & Overrides
TOTAL automates the formfilling process by using relevant
pieces of your report (like the subject address) to fill out related
fields on all of the forms in your report. At times, you may need
to prevent these data transfers or override the default
formatting on a field because of a special-case scenario with a
report. In TOTAL, there are two ways to do this: field-locking
and overrides.
Field Locking
Forms PowerView
Then, fill out the field with any information and TOTAL will leave
it in place instead of overriding your input with a transfer from
elsewhere in your report. In TOTAL, locked fields are given a
green background to make them easy to identify.
To remove field locks from your report at a later time, just click
the locked field and click the lock again OR click the Forms
menu and choose either Remove Locks from Current Report
or Remove Locks from All Forms.
Field Overrides
For cases where you need to override the data that TOTAL
automatically transfers into a field from another area of your
report, you can use field locking. To lock a field from transfers:
1. In a report in TOTAL, click the field you wish to lock.
2. Click Forms, Lock Field from Transfers in the menus.
Field overrides provide a way for you to bypass TOTAL's typical
field formatting. In practice, this is most useful for overriding
the numbers-only restriction in some form fields for those
special cases where you need to write a short note or response
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in the field instead of a value or dollar figure. To override the
default formatting for a special-case field in your report:
2. In the screen that appears, use the check boxes to
control how the field behaves. Options include:
1. In a report in TOTAL, click the field you wish to override.
o
Read Only You can't edit the field.
2. Type the response you need to use in the field and press
F6.
o
Non-Printing The data in the field does not appear
on print outs.
o
Skipped by Enter When you use Enter to move
through the fields in your report, TOTAL skips this
field.
o
Locked TOTAL "locks in" whatever information you
type into the field regardless of any data transfers
that usually occur in the report.
1. In a report in TOTAL, click the field you wish to format.
o
Numbers Only Only permits numeric data in the
field.
2. Select the text you wish to format. To select all of the
text in the field, double-click the text in the field.
o
2 Decimal Places For numeric fields, limit the
decimal places to two places.
o
Show Commas For numeric fields with values of at
least 1,000, include commas to mark off the
hundreds.
o
Leading + or - Indicate whether the numeric value
in the field is positive or negative with the appropriate
sign (good for comp adjustments).
TOTAL automatically saves the value to the field as you typed it.
Set Field-Specific Fonts
To set the font for a specific field in your report:
3. From the menus, choose Forms, Fonts.
4. In the screen that appears, choose the Font, Font Style,
and Size from the respective menus.
5. If necessary, indicate whether you need to Strikeout or
Underline the text and choose a font Color.
6. When finished, click OK to apply your font changes to the
selected text.
3. From the left drop-down menu, choose the field
alignment.
4. From the right drop-down menu, choose the proper
rounding for numeric fields (great for adjustments).
Set Field-Specific Fonts and Formatting
To set formatting for a specific field in a report form:
1. In the Forms PowerView in TOTAL, click Forms, Field
Format from the menus.
Forms PowerView
5. When finished, click OK to save your changes.
To set the font for a specific field in your report:
1. In a report in TOTAL, click the field you wish to format.
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2. Select the text you wish to format. To select all of the
text in the field, double-click the text in the field.
3. From the menus, choose Forms, Fonts.
4. In the screen that appears, choose the Font, Font Style,
and Size from the respective menus.
5. If necessary, indicate whether you need to Strikeout or
Underline the text and choose a font Color.
6. When finished, click OK to apply your font changes to the
selected text.
Tools
The Tools menu is TOTAL’s centralized location for all of its time
saving utilities that help you to complete your appraisals quickly
and easily.
Spell Check
To spell check your report:
1. In the Forms PowerView, click Tools, hover over Spell
Check, and choose to Spell Check Current Field, Spell
Check Current Form, or Spell Check Whole Report.
Tools
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2. If TOTAL finds a potential misspelling, review the
suggested changes and select from the following options:
o
Ignore - Ignore this warning.
o
Change - Select one of the suggested changes or
type in your own in the Change To box, and click
Change.
o
Add - Add the current word to your custom TOTAL
dictionary.
o
Ignore All - Ignore all instances of this word.
o
Change All - Change all instances of this word.
o
Selected Fields...- Changes the case of the data in
the fields you've selected in your report. Be sure that
you've selected the appropriate fields in your report
before choosing this option.
o
Current Form... - Changes the case of the data in
the entire active form in your report.
o
Entire Report... - Changes the case of the data in
your entire report.
3. From the window that appears, select the desired case
change option:
3. Repeat the process until spell-checking is complete.
Change Case
To change the case of the text in your report:
o
Sentence Case. - Capitalizes the first letter in each
sentence.
o
lowercase - Converts all text to lower case.
o
UPPERCASE - Converts all text to upper case.
o
Capitalize Each Word - Capitalizes the first letter of
each word.
1. From the Forms PowerView, click Tools, then hover over
Change Case.
2. From the Change Case menu, choose one of the options
to indicate which areas of your report TOTAL should
change:
o
Tools
Current Field... - Changes the case of the content in
the active field in your report.
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4. When finished, click OK to apply your changes.
Sign Report
The Sign Report option from the Tools menu allows you to
sign your report Securely using your SureDocs signature, or
sign non-securely using your graphical signature. Click here to
view the main topic on signing reports.
Add Map
The Add Map option in your Tools menu allows you to quickly
and easily add a map of your choice to your report. For more
information on adding maps in TOTAL, click here to view the
main topic.
Tools
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•
Images
Square Foot Adjuster
The Images option in the tools menu brings up the image strip.
This is the option to use when you do not plan on using the
QuickPix images database.
•
To configure the folder that TOTAL uses to looks for
, browse to the folder on
photos - Click Configure
your computer containing the photos and click OK.
•
To refresh TOTAL's image previews with any
images you've added to your photos folder - Click
Refresh
•
To use a photo in your report -Click the photo preview
in the Image Strip and drag it to the image slot where it
belongs on your report.
in the upper right corner.
The Square Foot Adjuster allows you to easily adjust for
differences in the square footage of all comparables in one easy
step.
1. Ensure that the sales price and square footage for all
comparables have been entered.
2. After the price and square footage has been established,
click Tools, and select Square Foot Adjuster from the
drop-down menu.
To view a preview in your Windows default photo
viewer - Click the photo preview and click the View
button in the upper right corner.
•
To delete all of the images in your preferred image
folder (NOT just in TOTAL) - Click the Delete
button in the upper right corner and then click Yes to
confirm that you want to delete the photos. The photos
will be moved to your computer's recycle bin.
Tools
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3. The first section of the Square Foot Adjuster shows you
the methods available for calculating the adjustment.
Choose the method you want to use for your calculation
and set the parameters that determine if the adjustment
is relevant, the SF Adjuster shows you the resultant
net/gross percentages as they appear on the form.
4. Click OK to merge the adjustment figures into the current
report.
If for some reason, you must change the square footage of a
comparable after running the adjuster, be sure to load the SF
Adjuster again so that it can recalculate the adjustments.
To insert a date:
1. Begin by going to Tools, then select Calendar from the
drop-down menu.
2. Next, place your cursor in the field where you would like
to insert a date.
3. After you have placed your cursor, select the date on the
calendar, and click Insert. If you want the calendar to
close automatically after inserting the date, check the box
to Close after insert.
4. If you need to insert dates into additional fields, just
scroll to the field, place your cursor, and repeat step 3.
Calendar
The Calendar option in the Tools menu allows you to quickly
and easily insert dates into your report.
Tools
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3. Use the basic calculator functions to determine a value
OR enter an Excel formula into the bottom text box and
click Eval.
Math Calculator
You can now do basic math operations using TOTAL's Math
Calculator so that you can drop those calculations into your
report. By running this option, a basic calculator appears on
your screen to help you quickly calculate most common
calculations as you build your appraisal. In addition, TOTAL's
Math Calculator can accept basic Excel-like formulas to assist
you in making your calculations. To perform calculations and
insert them into your report:
1. With a report open in TOTAL, place your cursor in the
field where you want to insert your calculations.
2. Click Tools, and select Math Calculator from the dropdown menu.
4. Select the decimal precision of your calculations by
selecting the number of decimals to be used in the
Decimals box.
5. When you are ready to transfer the calculation to your
report, click Insert. If you need to run calculations on
various fields, scroll to the field, place your cursor, and
repeat steps 3-5. If you want to close the calculator
automatically after inserting the calculation into your
report, check the box to Close after insert.
Area Estimator
Using the Area Estimator, enter simple side measurements to
estimate the area of your site automatically.
To use the Area Estimator:
1. In an open report, click Tools, and select Area
Estimator from the drop-down menu.
Tools
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Or, access the Area Estimator by clicking the icon at the
end of the Dimensions field.
o
Select the units in which to display your results:
Square Feet, Acres, Square Meters, or Hectare.
4. Finally, set your preferences for how the Area Estimator
behaves in the future.
Notice that you can enter multiple measurements in this
field, and separate them all with any of the following:
o
* (asterisk)
o
- (hyphen)
o
/ (forward or back slash)
o
x (uppercase or lowercase "X")
2. In the window that appears, the dimensions entered on
the form (if any) appear automatically. There are a few
things you can do with the dimensions in the Area
Estimator:
o
In the Enter the length of a side field, type the
length of any side of the area, and click Add. Enter as
many sides as necessary. As you add sides, the visual
representation of your area is displayed on the right.
o
Use the up and down buttons to change the order of
the sides. Because the Area Estimator uses the
average sides method of calculation, the order of your
sides can affect the total area.
o
Click the Red X next to any side to remove that side
from the list.
o
Show me the estimator every time so that I can
review the results first - After you enter
dimensions in the field on the form and move to the
next field, the Area Estimator is displayed so you can
see the results before they are inserted into the Area
field on the form.
o
Perform this calculation automatically for me
every time and don't display the estimator - After
you enter dimensions into the field on the form and
move to the next field, the resulting calculation is
automatically inserted into the Area field on the form.
o
Only perform this calculation if two dimensions
are entered (For rectangular lots only) - Skips
the calculation if there are more than two sides
entered in the Dimensions form on the field. This
effectively limits the Area Estimator to insert results
only for rectangular sites.
5. Once you enter your dimensions and set your
preferences, click Insert. The result is inserted in the
Area field on the form, and your settings are stored for
future use.
3. Select your default measurements for estimation. These
settings are remembered for future calculations.
o
Tools
Select how your measurements are entered: Feet or
Meters.
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2. Select any property from the list and use the Up and
Down arrows to adjust the order.
o
Alternatively, you can click on any column heading to
sort the properties by that column. Click the heading
again to reverse the sorting order.
3. Click Save & Close to save the changes and close the
window.
Comps Database
Your properties now appear in the order you specified, including
the photos on your property photo pages.
The Comps DB option in the Tools menu takes you to your
comparables database. For more information on the Comps
Database, click here to view the main article.
Import Comparables from Old Reports
TOTAL allows you to use comparables from your old reports with
a few simple steps. To import comparables from old reports:
Rearrange Properties
When you need to change the order of the properties in your
report, TOTAL offers a tool that makes it quick and easy.
1. In TOTAL's Forms Powerview, click Tools, and select
Import Comparables from Old Reports from the dropdown menu.
To rearrange your properties:
2. In the dialog that appears, select the folder on the left
which contains the report from which you would like to
import comparables.
1. Click Tools, and select Rearrange Properties.
2. Select the property type to edit from the Property Type
dropdown if necessary.
Tools
3. From the list on the right, select the report from which
you would like to import comparables. If you need to find
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the report, type a keyword in the search bar and click
Find.
4. When you select the report containing the comparables
you want to import, a list of comparables appears in the
window below. Place a check next to each comparable
you want to import from that report, then click Import.
Alternatively, you can click Mark All or Un-mark All to
save time when selecting the comps.
Import from MLS text file
The Import from MLS Text file function allows you to take
exported property data from a data source such as you MLS,
and import it directly into your report. Click here for more
information on Importing an MLS Text File.
Note: Comparables may only be imported from one report at a
time.
Deliver via Mercury Desktop
The selected comparables are imported and placed after any
existing comparables. If you need to rearrange your
comparables, use the Rearrange Comparables tool.
Tools
The Deliver via Mercury Desktop option in the Tools menu
allows you to delivery an XML and PDF copy of your report using
Datacourier, or deliver using one of Mercury Desktop's Delivery
Plugins.
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•
LSI
•
Mercury Network
•
Metro-West
•
PCV Murcor
•
StreetLinks
•
Valuation Support Services (VSS)
•
XSite
For more information on delivering reports, click here to view
the main article.
Allow Another User to Deliver Your Report
Delivery options include:
•
XML + PDF via DataCourier
•
Using Delivery Plugin Linked to this Report
•
Axios Valuation Services
•
Class Appraisal
•
Clear Capital
•
CoreLogic
•
Electronic Partner Connection (EPC)
•
GAC/ISGN Solutions, Inc.
•
Got Appraisals
•
LFS
Tools
There are many scenarios where it would be helpful for
someone else to deliver a report that you have created. Follow
the instructions below to authorize another user to deliver your
reports:
1. From the Forms PowerView, click Tools, and select
Authorize Another User to Deliver My Reports from
the drop-down menu.
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4. After you have saved the authorization file, simply attach
the file to an email and send it to the user whom you
wish to allow to deliver your reports. When they receive
your email, they just need to double click the attached
file to authorize WinTOTAL or TOTAL to deliver your
reports.
Report Options
To adjust the visual appearance of your report:
1. In a report in TOTAL, click Tools, and select Report
Options from the drop-down menu.
2. In the screen that appears, select the report appearance
options you want to apply to your report. Options include:
2. Next, specify a location to save the authorization file.
Type the path, or click Browse and select the location.
3. After selecting the save location, click Save. The file will
be saved using the customer number that your copy of
TOTAL is currently registered with followed by a .WAF file
extension. For example: 3129582242.waf.
Tools
o
Show Page Number on Each Form
o
Show Numbering as X of XX
o
Show <choice of file number> on Each Form You can include either the Main File No, Other File
No, Internal Order No, Lender Order No, Client
File No, or the FHA/VA Case No on your report.
o
Show a Box Around Photos - Draws an outline
around your report's photo slots.
o
Show net and gross % - displays the net and gross
percentages on any form where they are not already a
part of the copyrighted form. The Configure icon to
the right allows you to format the appearance of the
percentages on your report.
o
Show a Summary Phrase - Includes a brief
summary phrase at the top left of your report. If you
to the
select this option, click the Configure icon
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right to specify the summary Phrase to use for each
type of major form, the font to use, and the distance
from the top left you wish to place the summary
phrase, then click OK in the Configure Summary
Phrase screen to save your summary phrase
preferences.
Change Office Settings
The Change Office Settings option found in your Tools menu
takes you to the Office Settings section of TOTAL's Configuration
settings.
From the Office settings section of TOTAL's configuration
settings, enter or adjust your:
•
Company information
•
Office Address
- and -
•
Contact information
This information is used when populating your invoice, and
when retrieving driving directions in the map wizard.
3. From the minor form header options section, use the
drop-down menus to select the contacts you would like to
appear in the top and bottom rows of your minor form's
headers.
4. If you want to use these same options for all future
reports, click Save As Default and then OK. Otherwise,
to just change the Report Options for this report, just
click OK.
For more information on Changing your Office Settings, click
here to view the main article on TOTAL's Configuration Settings.
Tools
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Import from MLS text file
Configure Settings
The Configure Settings option, found in your Tools menu,
takes you to TOTAL's configuration settings. Click here for the
Main article on TOTAL's Configuration Settings.
A great way to get comp data into your report is by importing it
from a data source such as your MLS. Most modern MLS
systems offer an option to export their property data in a
common database-compatible format. When using the Import
from MLS Text file function, TOTAL supports both comma
Seperated Value (.CSV) files and Text (.TXT) files. If your data
source exports your property data only in an .XLS or .XLSX
format, click here for instructions on converting your .XLS or
.XLSX file to .CSV format using Excel.
Hint:
MLS systems are the most common data source used
for importing property information into a report. If
your county records or another data source exports
property information in a .CSV or .TXT format, these
export files can also be used.
Once you have your .CSV or .TXT file prepped and ready to go,
open your report in TOTAL, click Tools on the upper left, and
select Import from MLS Text File from the drop-down menu.
Import from MLS text file
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3. Click Tools on the upper left, and select Import from
MLS Text File... from the drop-down menu.
4. When the MLS Text File Importer appears, create a new
Field Mapping Template for yourself, or for the data
source you are importing from. To do this, click Add
New beside the Field Mapping Templates drop-down
menu, enter the MLS Name and a Description for the
template, and click Save.
5. Next, click Browse on the upper right and browse to the
location of your MLS export file. Once you have found
the file you want to use, select it and click Open.
Create A New Field Mapping Template:
To create a new Field Mapping Template and begin the import
process using a text file exported from your MLS or other data
source:
Hint:
6. If your MLS text file uses a delimeter other than comma
delimited, choose the correct delimeter from the available
options. Once the appropriate delimeter is selected, the
various columns and data in your text file are displayed to
show a preview of what will be imported.
You only need to create one template per data
source or person. Once the template has been
created, you can reuse it when importing data in the
future by selecting it from the Field Mapping
Templates drop-down menu.
1. Export the property data from you MLS or other data
source in a .CSV or .TXT file format.
2. Open a report in TOTAL.
Import from MLS text file
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o
Note:
If the data is not lining up with the correct column
headers, or if special characters appear instead of
data, this indicates an issue with the data in the text
file, or a problem with the manner in which the file
is formatted. Try selecting a different delimeter to
corret the issue. Otherwise, you must manually
format the data, or contact your data source for
assistance with the export process.
7. Once you have selected your source file and the
delimeter, click Next.
Select the Source Field and associated data from the
list on the left, then match that information to the
corresponding field on the right. The source field and
data is highlighted in yellow when selected, as is the
destination field in the form on the right. In the
image below, the Sale Price/Gross Living Area has
been highlighted in the Source Fields on the left, and
the appropriate field has been selected in the
Destination Form Fields on the right (again, indicated
with a yellow highlight).
8. In step 2 of the import process, map the fields in your
text file to the corresponding fields in the major form you
use in TOTAL:
o
You can map as many or as few fields as you would
like. Just keep in mind that this is part of the
template, so the fields you map here are the same
fields that will be used the next time you import a text
file and use this template.
o
Select the major form you would like to map from the
drop-down menu on the upper right.
Import from MLS text file
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o
Once you have selected the source field on the left,
and the appropriate destination field on the right, click
Match in the middle to map the fields.
o
Once a field is mapped, the source field and data on
the left appear slightly grayed out to indicate it has
been used, and the destination field that was selected
on the right appears in green to indicate it has been
mapped.
o
o
then specify which character (space, semicolon, etc.)
is to separate the data from each source field. To
separate with multiple or custom separators, use the
bottom line to manually separate your source fields.
Click OK when done.
o
The source fields displayed by default show the data
associated with the first property in your text file. If
the first property doesn't have the data you're looking
for, or if a different property makes the mapping
process easier, click the green arrows to Browse
Records and cycle through the properties in your text
file.
o
As you map your fields, the number of fields that have
been mapped is indicated in the middle towards the
bottom and shows that number in relation to the
number of total fields that can be mapped on the
current form.
If a field is mapped incorrectly, select it from the form
on the right, and click Remove in the middle to
remove the mapping (or link).
To combine (concatenate) multiple source fields into a
single destination field, hold down the CTRL key and
click on each source field. This is very useful for some
UAD fields. When you click Match, TOTAL opens the
"Concatenate Fields" window for you to specify the
order and separation of your source fields. Use the up
and down arrows to put the source fields in order,
Import from MLS text file
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o
In some cases there may be shorthand entered in
certain fields, or data that you would like to modify
across all properties before importing. Click Clean
Up to specify how the importer should handle this
data. For example, if the MLS data uses "SF" for
square footage, you can tell the importer to always
replace that value with "Sq. Ft." Click here for more
information on the Clean Up process.
9. Once you have mapped your fields, and configured your
Clean Up options (if needed), click Next.
10. On the final screen, review the fields mapped in the
previous step, and select how you want to import each
property:
o
Click Show Mapped to display a list of all fields that
you have mapped for the current form.
Import from MLS text file
o
Select Comparable to import the property to the
next available comparable slot in your report. If more
properties are being imported than what is available
in your report, TOTAL adds an additional comps page
to your report.
o
Select Rental to import the property to the next
available rental slot in your report. If more properties
are being imported than what is available in your
report, TOTAL adds an additional rentals page to your
report.
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o
Select Listing to import the property to the next
available listing slot in your report. If more properties
are being imported than what is available in your
report, TOTAL adds an additional listings page to your
report.
o
Select Do Not Import if you decide you don't want to
import a certain property. Once selected, and you
proceed to another property, None is displayed in the
Import To column.
11. Once you have selected the pages to which you would
like to assign the properties, click Finish to complete the
import process and add the properties to your report.
Use An Existing Field Mapping Template:
Follow the instructions below to use an existing Field Mapping
Template and import a text file exported from your MLS or other
data source:
4. Select your existing field mapping template from the
drop-down menu on the upper right.
1. Export the property data from you MLS or other data
source in a .CSV or .TXT file format.
2. Open a report in TOTAL.
3. Click Tools on the upper left, and select Import from
MLS Text File... from the drop-down menu.
Import from MLS text file
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5. Next, click Browse on the upper right and browse to the
location of your MLS export file. Once you have found
the file you want to use, select it and click Open.
o
Select Listing to import the property to the next
available listing slot in your report. If more properties
are being imported than what is available in your
report, TOTAL adds an additional listings page to your
report.
o
Select Do Not Import if you decide you don't want to
import a certain property. Once selected, and you
proceed to another property, None is displayed in the
Import To column.
6. Click Next to configure the existing field mapping.
7. In step 2 of the MLS Text File Importer, the field mapping
settings you configured when you created your template
are displayed. Match any additional fields, remove fields
that were mapped previously, or add any additional clean
up rules as needed. When you're finished, or if no
modifications are needed, click Next to proceed.
8. On the final screen, review the fields mapped in the
previous step, and select how you want to import each
property:
9. Once you have selected the pages to which you would
like to assign the properties, click Finish to complete the
import process and add the properties to your report.
Clean Up Import Data
o
o
Select Comparable to import the property to the
next available comparable slot in your report. If more
properties are being imported than what is available
in your report, TOTAL adds an additional comps page
to your report.
Select Rental to import the property to the next
available rental slot in your report. If more properties
are being imported than what is available in your
report, TOTAL adds an additional rentals page to your
report.
Import from MLS text file
In many cases, data exported from your MLS will contain a lot
of shorthand or abbreviations for property information that isn't
appropriate for your appraisal report, or doesn't conform to UAD
standards. For example, if the MLS data uses "SF" for square
footage, you can tell the importer to always replace that value
with "Sq. Ft." Follow the instructions below to create rules and
clean up the data in your MLS text file before it is imported and
added to your report:
1. In step 2 of the import process, click Clean Up.
2. Select how you want to clean up data by choosing one of
two methods:
o
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Replace text during import - Choose this option to
have the importer look for certain text or information
and replace it with data you specify. Enter the
information you want the importer to look for in the
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When you see this text field, and enter the data to
replace it with in the Replace it with this text field,
and click Add to add the rule. You can add multiple
rules to account for numerous variables that you
regularly encounter when importing a text file.
3. To remove a Clean Up rule you added previously, simply
highlight it in the list of rules on the lower left, and click
Remove on the right.
o
Append text to a field during import - Choose this
option to have the importer append custom text to a
field you specify, and choose whether it is added
before or after the text being imported.
Enter the text you want the importer to add in the
Append this text field, select the field you would like it
appended to using the To the field drop-down menu,
select whether it is appended Before or After, and click
Add to add the rule. You can add multiple rules to
account for numerous variables that you regularly
encounter when importing a text file.
Import from MLS text file
4. When you're finished, click OK to save the Clean Up
rules to your field mapping template, and return to Step
2 of the MLS Text File Importer.
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Add Maps
Mapping is a critical component of the appraisal process.
Today’s technology not only allows you to quickly generate
simple maps, but also choose between classic street maps, true
aerial photographs, and even bird's eye view maps that you can
annotate and enhance to display critical information pertaining
to the property value. TOTAL's built-in tools assist you in
retrieving maps and data without having to leave your report to
hunt for the data on the Internet or in public records.
Map Options
By default, TOTAL prompts you to choose what to include on
your map each time you retrieve a new map. If you have
disabled this, or you are not automatically prompted, access
your map options by going to your Tools menu, then click
Configure Settings, and select Maps on the left to access your
map settings.
1. Select the options to indicate the types of maps and data
you want TOTAL to retrieve whenever you download a
map. Options include:
o
When you see your map options in TOTAL:
Add Maps
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Get Location Map - Select this option if you want
TOTAL to retrieve a location map. You must have a
valid support contract to download location maps.

Center map on subject - Orients the location
map with the subject property at the center of the
map.

Transfer proximities into forms - automatically
transfers distances from the subject address into
the appropriate fields on your forms.
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
o
Transfer all data to my forms in uppercase all data transferred to forms will be inserted in
uppercase format.
Get FEMA, census, and USPS information - Select
this option if you want TOTAL to transfer FEMA flood,
census and USPS data into the appropriate fields in
your report.
o
Get FEMA Flood Map from InterFlood - Select this
option if you want TOTAL to retrieve a flood map.
When enabled, this option also allows you to specify
to always retrieve a flood map, or retrieve a flood
map only if the subject property is in a flood zone.
You must have an active InterFlood subscription to
download flood maps.
o
Display property details - Select this option to
provide exact GPS coordinates for each property,
verify the address of your properties before
downloading location maps, or change the list of
properties appearing on your map.
o
2. Select the Property Placement Options to indicate
which property types to include on your maps. Choose
between:
Place comps
o
Place rentals
o
Place listings
o
Display proximity to subject - Select this option to
include the distance of each property from the subject
property inside each property balloon.
o
Display in blocks instead of miles - Select this
option to display each property's distance from the
subject, in blocks, inside the property balloon. Be sure
to indicate how many blocks make a mile in your area
AND when to switch from using blocks to using miles.
This option is not UAD compliant, and therefore it is not
o
Display direction from subject (NW, SE) - Select
this option to display in your property balloons the
direction where each property is located in regard to
the subject property.
o
Display city, state, and ZIP - Select this option to
display the city, state, and zip code of each property
in its property balloon.
4. Click OK when finished to accept your settings and move
on to retrieving your maps.
Retrieve Location Maps
3. Select the Balloon Options to indicate how TOTAL
displays property balloons on your maps. Options include:
Add Maps
Display image thumbnails in balloons - Enable
this option to display a thumbnail image of the
property inside of the property balloon.
available if you have a UAD form in your report.
Automatically use these settings from now on By default, TOTAL prompts you to select your map
settings every time you retrieve a map. By selecting
this option, it automatically uses the settings you
specify for subsequent maps without prompting you.
o
o
To retrieve a location map and place it in your report:
1. Begin by accessing the Forms PowerView.
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2. Click the Add Map drop-down arrow and select Location
Map Only.
6. Click and drag the property balloons or the balloon
pointers to adjust their location or position.
7. Double click a property balloon to edit or add information.
3. Toggle the map type between Road, Aerial, or Bird’s
Eye based on you or your client’s preference.
4. Use the magnifying glass icons, or the scroll wheel on
your mouse to adjust the zoom level.
8. Annotate your map as necessary using the options at the
bottom. Click here for more information on annotating
your map.
5. Click and drag the map panel to adjust its positioning.
Add Maps
9. Select a Page Title from the drop-down, or manually
enter a new Page Title on the lower right. The page title
is set to Location Map by default.
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10. To display or remove a thumbnail image of the subject
property, click the show/hide image thumbnails icon.
Balloons
To add balloons to your maps:
1. Click the Balloon icon
in the annotation toolbar.
2. Next, Click the Add Balloon icon
toolbar.
in the annotation
3. Now, click the location on your map to place your balloon.
4. In the window that appears, select an existing balloon to
move to the location you selected, or select Create new
custom balloon and enter text for the balloon caption as
you would like it to appear.
11. Click Finish to transfer the Location map back to your
report.
Annotate Maps
TOTAL provides a great set of annotation tools used to adjust
markings, highlight specific areas, and bring attention to items
on your map, all designed to fit the exact needs of your reports.
The provided annotation tools include:
•
- Balloons
•
- Freeform Lines
•
- Highlighted Areas
•
- Symbols
Add Maps
5. When you have finished configuring your Balloon
Placement, click OK.
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6. Click Finish to apply your annotations and place the map
in your report.
Change Balloon Properties
TOTAL gives you the option to change individual balloon colors
on the fly, or change the default balloon colors for each type of
balloon in order to save those settings for subsequent maps.
Move Balloons
To change individual balloon colors:
To move balloons on your map:
1. Click either the body of the balloon, or click the balloon
pointer (depending on the item you want to move) and
drag it to the new location.
1. Click to select the balloon you want to change.
2. Choose a new balloon color from the Balloon color dropdown.
2. When the balloon is in the desired location, release the
mouse button to place the balloon.
3. Click Finish to save your annotations and transfer the
data to your report
To change the font for individual balloons:
1. Click to select the balloon you want to change.
Rotate Balloons
2. Click the Font icon
bottom.
To rotate a balloon on your map:
1. Click to select the balloon you want to rotate.
2. A green dot appears above the balloon when selected.
Move your mouse to the green dot above the balloon to
.
display the rotation icon
3. When you see the rotation icon, click and drag to rotate
the balloon.
4. Release the mouse button when finished to set your
rotation.
Add Maps
in the annotation toolbar at the
3. Choose a Font, Size, Font Style, Effects and Colors
from the provided menus.
4. Click OK to save your changes.
To change the default balloon fonts and colors:
1. Click the Balloon Preferences icon
toolbar.
in the annotation
2. In the window that appears, choose the default Back
Color from the drop-down menu and click the font icon
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to adjust the font, font style, font size, font
effects, and font color for each property balloon type.
3. Click OK to save you changes.
Freeform Lines
To draw freeform lines on your map:
1. Click the Lines icon
in the annotation toolbar.
2. Choose a line color from the Line drop-down menu and
select a line thickness from the Thickness drop-down
menu.
Delete Balloons
To delete balloons on your map:
1. Click to select the balloon that you want to delete.
3. Click the Add Line
2. Press the Delete key on your keyboard, or right-click the
balloon and select Delete from the drop-down menu to
remove the balloon from your map.
4. Click on the map or image where the line should begin,
then drag or trace an area as needed.
button in the annotation toolbar.
5. When finished, release the mouse click to place the line.
Change Line Color/Thickness
Edit Balloon Text
To change the line color or thickness:
To edit the text for an existing balloon on your map:
1. Click to select the line you've placed on your map.
1. Double-click the balloon you want to edit.
2. In the window that appears, type the new balloon title,
balloon address, and update the balloon's position if
necessary.
2. Select a color from the Line drop-down menu and adjust
thethickness from the Thickness drop-down menu in the
annotation toolbar.
3. Click OK to save your changes.
Add Maps
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Move, Re-size, and Rotate Lines
Delete Lines
To move a line you have placed on your map:
To delete a line from your map:
1. Click to select the line you want move.
1. Select the line on your map.
2. When the line is selected, a four-directional arrow
is
displayed when you hover over the line to indicate it can
be moved.
2. Press the Delete key on your keyboard, or right-click the
line and select delete from the drop-down menu to
remove the line.
3. Click and drag the line to the new location.
To re-size a a line you have placed on your map:
Highlighted Areas
1. Click to select the line you want re-size.
2. When the line is selected, white boxes appear around the
perimeter to indicate it can be resized.
3. Move your mouse cursor over a white box and it changes
.
to a two-directional arrow
4. When you see the two-directional arrow
drag to re-size the line.
, click and
To highlight an area on your map:
1. Click the Highlighter icon
2. Click the Add Highlight icon
toolbar.
in the annotation toolbar.
in the annotation
1. Click to select the line you want rotate.
3. Click a location on the map to place the first point of your
highlighted area, then click the second point, followed by
the third, and so on. You are essentially plotting the
points around the perimeter on the area.
2. When the line is selected, a green dot appears above the
line to indicate it can be rotated
4. When you are finished drawing your highlighted area,
right-click to lock it into place.
To rotate a line you have placed on your map:
3. Move your mouse to the green dot above the line to
display the rotation icon.
4. When you see the rotation icon, click and drag to rotate
the line.
5. Release the mouse button when finished to set your
rotation.
Change Highlight Colors/Thickness
To change the highlight colors, line colors, or line thickness of
your highlighted area:
1. Click to select the highlighted area you want to change.
Add Maps
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2. Choose a Line color, Fill color, and Thickness from the
respective drop-down menus in the annotation toolbar to
apply your changes.
Delete Highlighted Areas
To delete a highlighted area:
1. Click to select the highlighted area you want to delete.
2. Press the Delete key on your keyboard, or right-click and
select Delete to remove the highlight.
1. From the Position and Annotate Your Map or
InterFlood steps of the Map Wizard, click the Symbols
Symbols
To add symbols to mark important locations on your map:
icon
in the annotation toolbar.
2. Choose a symbol category from the drop down menu.
This is set to Color by default. Options include:
o
Color
o
Black & White
o
Legacy Color
o
Legacy B&W
3. Select a symbol from the Select icon drop-down menu.
Add Maps
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4. Click Add Symbol
.
5. Click the map image to place the symbol on your map.
Move Symbols
To move a symbol on your map:
1. Click to select the symbol you want to delete.
2. Press Delete on your keyboard, or right-click and select
delete from the drop-down menu to remove it from your
map.
1. Click to select the symbol you want to move.
2. Click and drag the symbol to the new location on your
map.
3. Release the mouse button to drop the symbol into its new
location.
Delete Symbols
To delete a symbol from your map:
Add Maps
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4. When you see the two-directional arrow
drag to re-size the symbol.
Move, Re-size, and Rotate Symbols
, click and
To rotate a symbol you have placed on your map:
1. Click to select the symbol you want rotate.
2. When the symbol is selected, a green dot appears above
the symbol to indicate it can be rotated.
3. Move your mouse to the green dot above the symbol to
.
display the rotation icon
4. When you see the rotation icon, click and drag to rotate
the symbol.
5. Release the mouse button when finished to set your
rotation.
Retrieve Flood, Census, and USPS Data
To move a symbol you have placed on your map:
1. Click to select the symbol you want move.
2. When the symbol is selected, a four-directional arrow
is displayed when you hover over it to indicate that it
can be moved.
3. Click and drag the symbol to the new location.
To re-size a a symbol you have placed on your map:
1. Click to select the symbol you want re-size.
2. When the symbol is selected, white boxes appear around
the perimeter to indicate it can be resized.
3. Move your mouse cursor over a white box and it changes
.
to a two-directional arrow
Add Maps
If your map preferences are set to retrieve flood and census
data, TOTAL retrieves the flood and census data for your subject
property along with the USPS data for all report properties in
the third step of the Map Wizard.
1. Review the flood and census data information retrieved
by TOTAL. The confidence levels are displayed using red,
yellow, or green indicators. If you're satisfied with the
data, check the Insert box beside each item to transfer
the data to your report.
2. Next, review the USPS information for the properties in
your report. As with flood and census data, TOTAL
displays the confidence levels for the data using red,
yellow, and green indicators. If you're satisfied with the
format of the USPS address and zip code, check the
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Insert boxes beside each item to transfer them to your
report. If information is not available, or if you are certain
that the information in your report is correct and do not
want to have the data transfer, uncheck the boxes next
to the properties, and check the option to Assume all
addresses are USPS standardized to bypass the UAD
E&O check.
3. For your convenience, TOTAL also allows you to retrieve
directions from your office to each property included in
your map. Click View Route to review those directions
and click Print Route if you want to print off a copy.
Click here for more information on driving directions.
Get Driving Directions
To retrieve driving directions to the properties in your report:
1. From the Retrieve Flood and Census Information step of
on the lower right.
the Map Wizard, click View route
2. A seperate window opens displaying the driving
directions.
4. When finished, click Next to continue through the Map
Wizard and retrieve a flood map, or click Finish to
transfer your map and data to your report.
Add Maps
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Retrieve Flood Maps
If you indicated that you wanted TOTAL to retrieve a flood map
in Map Options, TOTAL automatically prompts you about
retrieving a flood map when you run the Map Wizard.
Note: In order to download flood maps, you need to have
available maps in your InterFlood account. Click here to view
your account, where you can see your available maps or
purchase additional maps.
To retrieve a flood map for your report:
o
To print a copy of the driving directions from this
window, click Print.
o
To close the Driving Directions window and return to
the Map Wizard, click Cancel, or click the X on the
upper right.
1. Begin by accessing the Forms PowerView.
2. Click the Add Map drop-down arrow and select Flood
Map Only.
3. If you need to change the starting point for the
, type in your
directions, click the Configuration icon
starting point, and click Save Location.
4. To print the directions without viewing them in a seperate
window, click Print route
the Map Wizard.
on the lower right side of
5. When finished, click Next to retrieve a floodmap, or click
Finish to transfer the map and data to your report.
Add Maps
3. Verify the Placement of the subject property balloon and
click Next. It's important that this is accurate because
the data that is retrieved is determined by this
placement.
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Edit and Replace Maps
To replace a map in your report:
1. In your report, navigate to the map page containing the
map you want to replace.
2. Click the map image and then click Edit or Replace in
the toolbar that appears above the map.
4. On the following screen, review the flood map. In some
cases, more than one flood map is available. To select an
alternate flood map, use the drop-down menu on the
upper left.
3. Follow the steps in the Map Wizard to replace the map in
your report.
5. Annotate your map if necessary, and when you are ready
to transfer the data back to your report, click Finish.
Side-by-Side PowerView
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Side-by-Side PowerView
TOTAL’s Side-by-Side PowerView gives you the flexibility to
manage all of your properties in one place. Since you’re not
constrained to form layouts for your comp work, you can easily
make adjustments to all of your properties, copy data back and
forth between properties, and rearrange properties without the
usual copy and paste process that forms require. To get to
TOTAL’s Side-by-Side PowerView, click the Side-by-Side tab in
the main toolbar of your report.
Click here to view a list of shortcuts for the Side-by-Side
PowerView.
Comps Detailed View
On top of the standard comparable information, you can now
store additional data about every comp. This data, such as
separate fields for garage and carport, or porch, patio and deck,
is included with the comp and can be used to make automatic
adjustments. However, the data is aggregated and inserted into
the proper field on the form's grid. To use the comps detailed
view, click Detailed View in the top toolbar of the Side-by-Side
PowerView to expand the grid and enter additional data.
Working with comps
Working with comparables in the Side-by-Side PowerView is
even easier with the tools available in the top toolbar. Expand
the available fields in the grid to provide additional information,
import comps from previous reports, add an additional comps
page on-the-fly, and even sort the comparables using a variety
of factors. Continue reading below for more information on
these and other features.
Side-by-Side PowerView
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Property Type Drop-Down
The Property Type drop-down menu is available in the Side-bySide PowerView when you have a listings or rentals page in your
report.
To access your listings or rentals in the Side-by-Side
PowerView, simply click the drop-down menu and choose the
appropriate property type from the list.
Old Reports
Follow the instructions below to add comparable properties from
an old report:
1. From the Side-by-Side PowerView, click Old Reports in
the top toolbar.
2. In the window that appears, select the folder on the left
containing your old report, or search for the old report
using the Look for search bar.
3. Once you have located the old report you want to use,
click to select it.
4. After selecting the old report, the subject property and
comparables used in the old report are displayed. Place a
check beside each property you want to add to your
report, or click Mark All to select all properties.
Side-by-Side PowerView
5. When you have selected the properties you want to add
to your report, click Import. The properties are added to
your report and placed after any existing comparables.
Add Comp Page
Click Add Comps Page in the top toolbar at any time to add an
additional comparables page to your report. Once added, three
additional columns appear in the side by side and an additional
comps form is added to your report.
Drag/Drop Comparables
TOTAL also offers a new way to rearrange properties on the fly
using drag/drop functionality. To rearrange your comps using
on the
this method, simply click and hold the textured icon
upper-right corner of your property, drag it to the new position,
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and release to drop it in the new location. Any other
comparables automatically adjust their positioning to make
room for the comp you're moving.
the Gross Living Area
entered for each comp.
by Indicated Sale Price
Sorts comps using the Ind or
Indicated Sale Price
(Commonly referred to as
the Adjusted Sale Price)
displayed for each property
at the top of each comp
column.
by Sale Price
Sorts your comparables
baseed on the data entered
in the Sale Price field for
each comp.
Sort Comps
Click the drop down arrows beside Sort Comps to choose how
you want to sort your comparable properties:
by Weight
Sorts your comps based on
the weight value displayed at
the top of each comparable
column.
by Proximity
Sorts comparables based on
the data entered in the
Proximity to Subject field
for each property.
by GLA
Sorts the properties based on
Side-by-Side PowerView
Once you have selected the criteria by which to sort the
properties, click the drop-down arrow again to indicate whether
you want your comps displayed in Ascending order,
Descending order, or sort by in order by the comps that are
Most Similar to Subject.
Note:
The option to sort comps Most Similar to Subject
is only available when sorting by GLA, Indicated
Sale Price, and Sale Price.
SmartAdjust
SmartAdjust is the only adjuster that handles both numeric and
non-numeric adjustments, and does it for both UAD and nonUAD reports in one consistent interface. SmartAdjust saves you
time on every field in the grid – especially the compound UAD
fields, like basement and bathrooms. SmartAdjust
automatically breaks these out into separate line items for you
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to apply individual adjustment factors. So, for bathroom count
you’ll see one SmartAdjust sub-line for the full baths, plus one
for the half baths, and you can adjust your factors separately
for each and the factors are applied to all comps simultaneously.
You can use percentages, percentage per square foot, and
dollars, all in conjunction with SmartAdjust's unique text-based
lookup tables. What’s a table? It’s how you handle text stuff
like “C1” versus “C2”, tying adjustment factors to the different
values automatically.
You can even load and save different “models” of SmartAdjust
tables, factors, and Thresholds so that certain areas or different
types of homes behave differently. A couple of clicks and you
can load your “Waterfront luxury” adjustment factor set, or your
“Rural acreage” set, and so on.
Defining Adjusment Rules
To create a set of automatic adjustments:
1. From the Side-by-Side PowerView, click SmartAdjust in
the top toolbar.
2. When the SmartAdjust column expands, define your
adjustments and thresholds. While entering adjustments,
keep in mind that the process for defining adjusmtents
differs depending on whether you are entering text or
numeric entries for a specific field.
Adj. Value Types and Adjustment Tables
•
Numeric Fields – Enter a per-unit adjustment value into
the Adj. Value column. For instance, if you wanted to
make a flat adjustment of $15 per square foot of
difference for the GLA, you’d type “15” (without the
quotes) into the Adj. Value column for that field.
•
Text Fields – Click the drop-down arrow on the right of
the Adj. Value field, and click Configure Tables. In the
window that appears, select descriptions from the drop
down menus, or enter your own descriptions in the
description column that correspond to the field for which
you are configuring the Adjustment Table. In the Value
column, choose between $ or % from the drop-down
menu to indicate the type of value to be used, then enter
the Value amount for each description.
Let's use the Quality of Construction field as an example.
When you configure the adjustment table, SmartAdjust
automatically populates the "Q1" through "Q6" descriptions
when you have a UAD form in your report. You can leave
these how they are and enter values for each description,
but let's say you rarely use "Q1" or "Q6" for the
descriptions. Smartadjust allows you to edit the
descriptions, enter new descriptions by clicking the plus sign
beside the value column, or even delete a description and
beside that row. So, for
value by clicking the delete icon
our example we have deleted the "Q1" and "Q6"
Side-by-Side PowerView
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descriptions, left the "Q3" description with a value of "$0",
and then entered adjustments for "Q2", "Q4", and "Q5".
Using Thresholds
Applying an adjustment threshold in the Threshold column
prevents automatic adjustments below a specified amount.
Thresholds can be entered in Units, $, or % and essentially
tells SmartAdjust that it must reach or exceed this amount
before applying any adjustments.
Configure Tables for UAD and Non-UAD Forms
SmartAdjust also gives you the option of configuring parameters
for both UAD, and non-UAD forms. This is especially helpful
when setting up adjustment templates because you can
configure your adjusmtent tables for both form types, and then
use the same adjustment template regardless of the form you
are using. To configure your table settings for non-UAD forms,
click Show Non-UAD Table on the lower-right of the
Configure Adjustment Table window, then enter your
descriptions and values for Non-UAD forms.
Side-by-Side PowerView
Saving Adjustment Templates
Since the same set of adjustment rules may apply to future
reports, save your adjustment rules as a template so that you
can retrieve them later and apply them to another report. To
save your adjustment rules:
1. In the side-by-side comps view, use SmartAdjust to
define your adjustment rules.
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2. After creating the adjustments you need (e.g. for a
neighborhood), click the save icon at the top of the
SmartAdjust column.
Hint: Your SmartAdjust settings are saved as part of
the report. Cloning or merging a report containing
3. Enter a name for this adjustment template, then check
the box at the bottom if you want to share this template
with all TOTAL users.
SmartAdjust settings clones or merges those settings
and applies them to any comparables in the new report.
4. Click OK to save your adjustment template.
Loading Adjustment Templates
As you continue writing new reports, some reports may be able
to use previously saved adjustment templates. To load an
adjustment template:
1. In the Side-by-Side PowerView, click SmartAdjust in the
top toolbar.
and select the appropriate
2. Click the load icon
adjustment template from the list.
3. Click OK to load your adjustment template and apply
your adjustment rules across all comps in the report.
Suggested Value
Suggested value allows you to easily insert a subject value
based on the comps and adjustments in the Side-by-Side
PowerView.
The Suggested Value is derived by multiplying the weight of
each comp by the Adjusted Sale Price of that comp, repeating
for each property, then adding them all together. Here is the
formula:
Suggested Value = (Adjusted Sale Pricecomp 1 x
Weightcomp 1) + (Adjusted Sale Pricecomp 2 x
Weightcomp 2) + (Adjusted Sale Pricecomp 3 x
Weightcomp 3) + … + (Adjusted Sale Pricecomp n
x Weightcomp n)
, the
When you click the Use Suggested Value icon
Suggested Value is then inserted into the major form as the
Indicated Value by Sales Comparison Approach.
Side-by-Side PowerView
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•
Press F2 in the description field of any comp to push the
contents of that field forward to all subsequent comps.
•
Clicking the Suggested value listed at the top of the
subject column inserts a weighted average of your comps
into the field for the indicated value based off the sales
comparison.
Note: TOTAL determines its suggested value for sales
comparison based off of a weighted average of your comps.
Fill Out Comp Columns
When you’re editing comps in the Side-by-Side PowerView, you
may often need to pull data from another comp column into the
field where you’re currently working. TOTAL acknowledges this
fact by providing a number of shortcuts you can use to copy
data to and from other columns. To use TOTAL’s comp-specific
formfilling tools:
•
•
•
Press the equals key (=) at the beginning of any field to
copy information from the corresponding field in any
other comp, or the subject. For instance, if your cursor is
in the Location field, pressing =0 copies the contents of
the Location field in the subject to the Location field in
the current comp. Pressing =1 copies the contents of the
first comp, =2 the second comp, and so on.
Press the equals key (=) at the beginning of the address
field for any comp to copy the data for the entire column
from another comp or subject column. For instance,
pressing =0 from the address field copies the entire
subject column into the current comp column. This can
help you shave formfilling time off of the life of your
report when you’re dealing with a very similar property.
In addition to these comp-specific formfilling tools, keep in mind
that you can use both QuickLists and comp data from your
Comps Database to save even more time when filling out the
grid.
Comparable Weight
The property weighting formula is used to calculate the weight
given to each comparable listed in the Side-by-Side
PowerView. In the formula, "Y" is used to indicate a
comparable number (i.e. CompY could mean Comp1, or Comp
2, or Comp 3, etc.). Here is the formula:
1. A = 100 x [(CompY Gross Adjustment %) / (Total Gross
Adjustment %)]
2. B = 100 - A
3. C = (Total number of comps) - 1
4. Weight of CompY = B / C
Press the equal key twice (==) to clear the current field.
Side-by-Side PowerView
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Accessing the Comps Database
There are three ways to access TOTAL's Comps Database:
Comps Database
The Comps Database is your central location for getting the
most out of one of your most precious resources. When
adequately stocked with an ample supply of comp data, your
TOTAL Comps Database can virtually replace your MLS as a
source of reliable comp information. Moreover, if you add
comps from your old reports into your database, you can place
comps in the grid with data using your own shorthand and even
choose the data source to be used!
After seeing TOTAL’s Comps Database in action, you’ll feel like
other Comps Databases are in the Stone Age. TOTAL’s new
UAD-aware Comps Database uses our Spectrum Digital Workfile
Architecture to integrate all the various data sources (prior
reports, MLS data, public records, photos, notes, docs, and so
on) into one comprehensive visual Map and Grid based view of
your market.
•
From the Side-by-Side PowerView - While in a report,
click Side-by-Side at the top to access the Side-by-Side
PowerView, then click Comps Database in the top
toolbar.
•
From the Tools menu - Click Tools on the upper left
and select Comps Database from the drop-down menu.
•
Outside of TOTAL - From your start menu, go to (all)
Programs, expand the TOTAL folder, and launch Comps
Database.
Click any pane, panel, or button on the image below for more
information.
It properly understands sales, rentals, and listings, and also
captures “snapshots” of the past history events of every address
that passes through it. Click on a property on the map or grid,
and you’ll see all of the historical events, by date and data
source, for that address. Choose any one of the sources to use
as the data to push to the form, and even view the database
info side-by-side with the current grid (a huge boost when
pushing non-UAD data into a UAD grid).
Searching is world-class. Simply "draw" on the map – you can
even define odd-shaped neighborhood or market areas and save
them for future use – and combine that visual boundary with IQ
Search (Intelligent Query Search) to immediately find the most
likely comps by default every time.
Comps Database
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Customize Search
The Customize Search button allows you to configure the fields
and search parameters used for IQ Search, as well as adjust the
available fields for your Search Filters. For more information on
customizing searches click here.
your Comps Database. To remove a comp from the list,
simply uncheck the box.
3. When you are ready to transfer your marked comps to
your report, simply click Place in the Marked Comps
window, or in the top toolbar of the Comps Database.
That's it! The comparables marked in the Comps Database are
now transferred to the next open slot in your report. If
necessary, TOTAL adds an additional comps page to your report
if you placed more comps that what was available in the report.
Place Comps
Import comps
The Place button allows you to take the comps you currently
have selected in the Comps Database, and place them into your
report. Follow the instructions below to place a comparable:
The Import Button allows you to import comparables from
existing reports in TOTAL's Appraisal Desktop, as well as from
Aurora's Appraisal Desktop, and Aurora's Comps Database (if
available). Future updates will allow additional import sources.
Click here for more information and step-by-step instructions on
importing comparables.
1. Begin by marking your comparables:
o
From the Map View - Click the blue push-pin for the
comparable you want to mark to view the comp
details pop-up. In the Details pop-up, select the data
source to use (if there is more than one), then
continue to mark additional comps as necessary.
o
From the Grid View - Simply check the box beside
each comparable you want to place.
2. To view a list of all comparables you currently have
marked, click the Comps Marked button. This opens a
seperate window that lists each comp currently marked in
Comps Database
Selected Report drop-down
The Selected Report drop-down menu appears when you have
more than one report open, or when you start a new search
from the file menu of the Comps Database. The drop-down
menu allows you to select the subject data to use when
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searching, or to choose where you want to place your selected
comparables.
New Search And Edit Subject
The New Search function is primarily used when the Comps
Database is launched by itself outside of a report, but can also
be used when the Comps Database is launched from a report.
The purpose of the New Search is to provide a way for you to
enter a few pieces of information about a subject property that
can be used when applying the IQ Search parameters, and can
be saved as a new report. To start a new search:
1. From the Comps Database, click File and select New
Search from the drop down menu.
4. Click Search to start your new search.
The Information entered for the subject is used for the IQ
search parameters, and the comparables matching your criteria
are displayed. If you have started more than one search, or if
you have more than one report open, toggle between the
reports and searches using the Selected Reports drop-down
menu.
2. In the window that appears, fill out the information about
the subject property.
Comps Database
3. Click Configure to add or remove fields that appear for
the subject data, then click OK to return to New Search
screen.
When you start a new search, or any time you launch the
Comps Database outside of TOTAL, an additional Edit Subject
button appears in your toolbar. This button allows you to edit
the subject information you used for your new search.
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Save as report
Export
When you start a new search, and/or Edit Subject Data, the
option to save the subject information and start a new report
using comps from your Comps Database appears. To save your
new search as a report:
New to TOTAL is the option to export comparables from your
Comps Database. To export your comps:
1. Click File, and select Save as report from the dropdown menu.
1. Click File in the menu bar, hover over Export, and
choose from the following options:
2. In the window that appears, select the folder in which you
would like to place the report, and enter a report
description.
o
All records... - Exports every property in your Comps
Database.
o
Visible records... - Exports only the properties that
match your current search criteria.
o
Marked Records... - Exports only the records you
have marked in your Comps Database.
2. In the window that appears, choose the Delimeter type
to be used when exporting from the drop-down menu.
3. Click Browse, and in the window that appears, browse to
the location in which you want to save your file, enter a
filename, and click Save.
3. Click Save.
Comps Database
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Print
to your properties by default, then refine the default search
criteria to adjust for the specific report you are working on.
Then, narrow your results even further by entering criteria in
the Filter tabs below, and drawing market areas so that you're
not just finding comps, you're finding the best comparables for
this appraisal.
To print your comps:
IQ Search
1. Click File in the menu bar, hover over Print, and choose
from the following options:
o
All records... - Exports every property in your
comparables database.
o
Visible records... - Exports only the properties that
match your current search criteria.
o
Marked Records... - Exports only the records you
have marked in your Comps Database.
2. Select your print options and click Print.
IQ Search and Filters
The power behind a comparables database is the ability to
quickly and easily locate potential comparables that can be used
in your report. TOTAL's IQ Search builds upon the search
mechanics you are familiar with in other comparables databases
by applying pre defined search criteria across all of the
properties in your database, and across all data sources for each
comp. You can also customize the list of search critera applied
Comps Database
IQ Search lets you specify
re-usable ranges relative to
the subject (within 90 days,
+/- 10% GLA, etc.) and it
applies them automatically.
Tweak the IQ items all you
want, and add an unlimited
number of database-specific
custom queries on top of
them too. If it exists, you’ll
find it.
IQ Search applies a predefined list of search criteria
across all properties and all
sources in your database.
The search criteria available
is based on the 20 most
commonly used fields such
as Effective Date, GLA, and
the Sale Price. The top 6 of these are enabled by default, but
can be customized to suit your searching preferences. The
default IQ search settings are applied immediatley upon opening
the Comps Database and eliminates properties from your list of
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results that do not meet your pre-defined criteria. The ranges
for the values of each item in IQ search are based on the report
you currently have open. Adjust the search criteria being
applied to your properties by checking and unchecking the items
from the IQ Search pane, or adjust the value ranges for each
item to expand or narrow your search results.
•
Forms Tab - The Forms
Filter is displayed
consistently regardless of
the source of your
properties. This Filter
allows you to further
refine your search results
by entering criteria
specific to a particular
form. Keep in mind that
as you enter criteria
here, it eliminates any
property that is not
associated with that
form, and any property
that is using the form,
but does not meet the
criteria. So, while it can
be a very powerful tool,
it is important to remain
cognisant of the terms
you are entering and
settings you are using to
avoid eliminating
properties
unintentionally.
•
Aurora Tab - The Aurora
Tab only appears when
Aurora's Comps
Database is detected on
the machine, or when
comps have been
imported directly from
Aurora's Comps
Database. This Filter tab
Adjusting the search criteria to be used, or changing the
range of values only affects the current session. Closing
the Comps database and re-opening reverts to the
default settings for IQ search. If you want the changes
to be permanent, you must make the changes from the
customize search window.
Filters
Search Filters allow you to narrow your search results even
futher. Think of it like an "advanced" search function. The tabs
displayed in the search Filters section vary depending on the
source or sources of the properties in your Comps Database.
Currently, there are 2 potential Filter tabs that are displayed:
Comps Database
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allows you to refine your
search results by
searching for specific
data available only in
comps from Aurora's
database. Again, like the
Forms Filter, it is
important to pay
attention to the criteria
you are entering here
because it eliminates any
properties outside of
Aurora's Comps
Database, and shows
only the comps from
Aurora that match the
terms and settings your
are entering.
2. Add items to, or remove items from the Displayed Fields.
o
To add an item, double-click it in the list of Available
Fields, or highlight the field, and click the right arrow
in the center.
o
To remove an item, double-click it in the list of
Displayed Fields, or highlight it and click the left arrow
in the center.
o
To organize your list of Displayed Fields and change
the order in which they appear, select an item from
the displayed fields column and click the up or down
arrows in the center.
As we releae updates to the Comps Database and expand our
list of integrated partners with the TOTAL store, additional
import sources will be made available, and therefore additional
Filter tabs will also be made available. Stay tuned for more
information.
Customize Search
Customize search is where you change the default IQ Search
criteria that is applied to your properties when you open the
Comps Database, as well as the available fields that appear for
your search Filters. Follow the instructions below to customize
your IQ Search and Filters:
1. From the Comps Database, click Customize Search in
the top toolbar.
Comps Database
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3. Adjust the range when searching by clicking the up and
down arrows for each value, or manually enter the value.
An example is displayed to the right of each value based
on the data in your current report.
Example:
Let's say you want IQ Search to limit your search results so
that only properties with an effective date within 6 Months of
the subject are displayed:
o
Ensure that the Effective Date field has been added to the
Displayed Fields column on the right.
o
Specify the number of months. In this case, enter the
number 6.
o
Notice that an example range of values is displayed to the
right, based on the subject property from the report you
currently have open. So, if the subject's effective date is
02/2013, the example range shows 08/12 to 02/13.
o
Add and remove fields as neccessary, adjust their values,
and when finished click OK. These new values are applied
to the IQ search, and are applied each time you open the
Comps Database in subsequent reports.
and remove items like you performed in step 2 for the IQ
Search.
That's it! From here, add and remove fields as neccessary,
adjust their values, and when finished click OK. The new values
are applied to the IQ search and Filters where applicable, and
are applied each time you open the Comps Database in
subsequent reports.
Search Results
The Search Results pane is where you view all of your available
comps, and where you mark the comparables you want to place
in your report. TOTAL has two views for your search results, a
Map view, and a Grid view. If you have used the Comps
Database in a previous version of WinTOTAL, you are probably
already familiar with the grid view. The same features that
were available in WinTOTAL are also present in TOTAL's Comps
database grid, as well as some new features too. The Map view
is a new addition and is only available in TOTAL. The Map view
instantly displays the comparables that meet your search
criteria by geocoding them and placing them using Bing maps.
This allows you to quickly determine which comps are going to
work for your report, and which comps will not, not to mention
a host of other tools that assist you in narrowing your search
results and deciding which comps are the best to use in your
report.
Map
4.
To adjust the Displayed Fields for your Filter tabs, click
the Filter tab on the upper-left, then double-click to add
Comps Database
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It’s often easier to spot valid comps when you see them laid out
on a map. New to TOTAL is the Comps Database Map view
where all of your available comps are displayed after being
filtered using Search IQ and the Filter tabs.
While the Map view by itself is extremely helpful in determining
appropriate comps for your report, there are a number of other
tools available in TOTAL's Comps database that help you narrow
your results and choose the best comps for your report.
Map Tools
•
•
Defined Market Areas drop-down menu - The Defined
Market Areas drop-down menu lists all market areas
that have been drawn on your map and saved. If this is
your first time in the comps database, or if you have not
drawn a market area yet this drop-down menu will be
empty. Click here for information on drawing and
creating market areas. Once created, your market areas
can be saved so that they are available for future use in
the Market Areas drop-down menu.
Draw - Allows you to draw a Market Area on your map.
Click here to jump to the section about drawing market
areas.
•
Save - Allows you to save a Market Area you've drawn.
•
Rename - Allows you to rename an existing area.
•
Clear - This clears any market area currently on the
map. If you have not saved your market area, clicking
Comps Database
this clears what you have drawn and allows you to start
over.
•
Center on: - Allows you to center on a specific location.
You can enter a specific address, zip code, city, or any
piece of information recognized by Bing Maps.
•
Pan - Allows you to pan the map North, south, east or
west. Alternatively, you can also click and drag the map
to reposition it.
•
Zoom In/Zoom Out - Allows you to zoom in or out on the
map image.
•
Map Type - Allows you to select the type of map image.
Choose from Road, Aerial, or Automatic. Automatic
determines the type of map image to be used based on
the current zoom level.
Draw Market Areas
To help you further refine your results, TOTAL's Map view
allows you to draw market areas on your map. The property
types in the area that you appraise can change dramatically by
simply crossing the street, so the ability to plot out these areas
on a map provides you the precision needed to narrow down
and pin point the exact properties needed for your current
report. Follow the instructions below to draw a market area:
1. Click Draw in your map tools.
2. After clicking Draw, your mouse cursor changes to a pen
icon when you move it over the map image. Click the
locations on the map image to plot the points around the
perimeter of your market area.
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click Save and the new area is added to the existing area so
that both areas appear when this market is selected.
3. If you make a mistake while plotting the market area,
click Clear in your map tools at any time to clear your
market area and start over.
4. When you move your mouse cursor to the last point to
close the area, the perimeter of the area is highlighted in
red to clearly display the area's boundaries. When it is
red, click to plot the last point and close the area.
5. At this point, enter a name for your market in the Defined
Market Areas drop-down. When you close an area, the
area name appears as "Untitled" by default. Clear this
text and enter the name or description for your market
area, then click Save to save your market area.
If you need to change the name of the Market Area after saving
it, click Rename in the map tools.
To start a new market area after viewing an existing market or
creating a new one, click Clear to wipe the market areas from
the map image, then click Draw to draw the new area following
the steps above.
Property Icons and Property Information Balloons
The location of Properties are indicated by blue and red pushpin
icons. A red icon
indicates the location of your subject
property, whereas blue pushpin icons indicate the placement
of the properties in your comps database.
When you launch the Comps Database, the map centers on your
subject property and displays the subject's information in a
Property Information Balloon. The Property Information Balloon
shows a few different items:
New areas can be added to an existing market area at any
time. Say, for example, you drew your first area to seperate
higher-end housing from mid-level or moderate housing, but 2
blocks over, a new housing development has begun that also
has higher-end housing. Simply select your market area from
the Defined Market Areas drop-down, click Draw, and draw the
perimeter of the new housing development. When finished,
Comps Database
•
The address of the selected
property appears at the top of the
balloon.
•
Below the address, the data source
and history of the property is
displayed. Each time the
comparable is used in a new report
and is imported into the database,
TOTAL stores the sale history of
the property, the date, and the
source of the information. The
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status is listed as a sale, active,
pending, or whatever was entered
for the property when it was
imported. Beside the sale history
is the date it was imported,
followed by it's source. The
available sources are currently
limited to Zap files, and Aurora's
Comps Database, so the sources
displayed will show either the form
that was used in the ZAP file, or it
displays the source as Aurora
DB. In future updates, the import
sources will be expanded, so you
may see sources such as your local
MLS, a CSV file, NDC Data, or
other import sources. Stay tuned
for more information.
•
On the lower left, any images
associated with the property when
imported are displayed. If more
than 1 image is available, click the
black arrows to the left or right to
view additional images.
•
On the lower right of the balloon
are 6 key pieces of information
about the property including the
List Price, Year Built, Site Size,
GLA, Number of Bedrooms,
Number of Baths, and the
Neighborhood Description (nbh is
only available for comps that have
neighborhood information entered
and are imported from TOTAL
reports).
Comps Database
Property Details Panel
When you select a property on the map, it displays the basic
information in the Property Information Balloon, but it also
displays all available information about the property in the
Comp Details Panel on the right. Depending on the source of
the property data, the available information is displayed on a
form layout (if a form is detected in the source data), or it is
displayed on a generic grid with each available field listed. The
data for the property can be edited here on the fly, and any
changes are saved automatically as soon as you leave the field.
Place comps
To mark a comparable to be placed in your report from the Map
view:
1. Select the property icon on the map to view the Property
Information Balloon.
2. In the Property Information Balloon, select the data
source to use by checking the box beside it.
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After placing the comps in your report, the Comps Database
window remains open, and the Marked Comps button that was
present previously changes so that it now displays View placed
comps in Side-by-Side. Click View placed comps in Sideby-Side to jump to them in the Side-by-Side PowerView.
Grid
The Comps Database Grid view presents your comparables in
an organized list with information displayed in customizable
columns.
3. Continue selecting properties on the map and marking
the data source to use in the Property Information
Balloons.
4. As you mark comps to be placed in your report, they are
tracked and indicated above the map image on the upper
right.
o
To view the comps currently marked, click the Comps
Marked button.
o
To remove a comp from the list of comps to be
placed, uncheck the box in the Property Information
Balloon, or uncheck them in the Marked Comps
window.
•
Quickly sort the comps list by clicking a column header.
Click the same column header again to reverse the order.
•
Select a comparable from the list to view all of its
available information in the Comp Details panel on the
right. Depending on the source of the comprabale data,
the comp information is displayed as it would appear on
the form, or it is displayed on a generic grid with each
available field listed. The information that appears for
the property in the Comps Details panel can be edited on
the fly.
5. Once you have selected the comps you want to use, Click
Place in the Marked Comps window, or from the Comps
Database toolbar to place them in your report.
Comps Database
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can cause a geocoding issue. Once you have verified that
the address is correct, click Geocode Again. If this
corrects the placement, or geocodes the property
correctly, click OK to save the information and return to
the comps Grid. If the placement or geocoding is not
corrected, proceed to the next step.
Property Placement and Geocoding
Each comparable in your database is geocoded, and the success
of that geocoding is indicated by a red or green icon beside each
comparable. In a perfect scenario, mapping software places
every property exactly where it is located on a map, but, this
isn't always the case. Newer properties don't always have
available information, or sometimes the map image may be
outdated for a particular area.
You can view the current placement of your properties that have
a green indicator beside them in the Comps Database Map
view, or right-click the property from the comps Grid and
choose the option to Show on map to view it in a seperate
window. If a property does not have enough information
available, or if there was a problem geocoding the address, it is
indicated with a red icon. To Resolve gecodoing or placement
issues:
3. Sometimes, mapping information for a property just isn't
available. In this case you must manually place it on the
map:
o
Click the magnifying glass icons to zoom in and out on
the map, and click and drag the map image to find
the correct location for the property.
o
Click Place.
o
Click the location on the map where the property is
located. If you make a mistake, click Remove, then
click Place, and click the map image again to indicate
the placement.
1. Right-click a property with a red icon in your Grid view,
and choose the option to Place on map.
2. In the window that appears, verify that the address
information is entered correctly. Sometimes digits in the
ZIP code can be accidentally transposed, or a simple typo
Comps Database
4. When the property placement is correct, click OK to save
the information and return to the comps Grid.
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4. Click Save to save your changes and return to the Grid
view.
Edit Column Layout
To select which columns are displayed by default:
1. Right-click anywhere in the Grid view and select Edit
Column Layout.
Place Comps From Grid View
2. From the list of Available Fields on the left, double-click
the ones you want to include, or select it and click the
right arrow in the center. Similarly, double-click any item
in the Displayed Fields column on the right to remove it
from your list of columns, or select it and click the left
arrow in the center.
Check the box beside each property you want to place in you
report. As you select comps, a Comps Marked button
appears. Click Comps Marked to open a separate window and
view the comps currently selected to be placed in your report.
Uncheck a box in the comps grid, or from the Marked Comps
window to remove them from the list of comps to be placed.
Click Place in the Marked Comps window, or from the Comps
Database toolbar to place them in your report
After placing the comps in your report, the comps database
window remains open, and the Marked comps button that was
present previously changes so that it now displays View placed
comps in Side-by-Side. Click View placed comps in Sideby-Side to jump to them in the Side-by-Side PowerView.
Import Comps
3. Select an item from the list of Displayed Fields on the
right and use the Up and Down arrow buttons to prioritize
and adjust the order in which they appear in the Grid
view.
Comps Database
The first step in using your Comps Database effectively is to fill
it with reliable comp data. Future updates will allow you to
import comps from numerous sources such as your MLS, Flat
files, CSV files, and more. Currently there are 4 ways to import
comps into your comps database:
•
Export report comps when signing a report - This options
is available when signing your report, and allows you to
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export the comparables and subject of your report to the
comps database when the report is signed.
•
Import Comps from existing reports in TOTAL's Appraisal
Desktop
•
Import Comps from WinTOTAL's Appraisal Desktop
•
Import Comps from Aurora's Comps Database
3. Click Configure to specify whether or not you want to
Include unsigned reports when importing comps, or to
Import from Aurora Comps Db (if available on the
same machine). Once you have selected the
configuration options, click Close.
Follow the instructions below to import comps from WinTOTAL,
or TOTAL's appraisal desktop:
1. Click Import in the top toolbar.
2. In the window that appears, switch between the TOTAL
and WinTOTAL Tabs to choose the folders containing the
reports from which you want to import comps. Place a
check next to each folder from which you want to import
comps.
4. Next, choose whether you want to import them now, or
import them later. The import process requires a lot of
system resources, so if you still have work to do, it may
be best to choose the option to import later when you are
away from the computer, or when you are not actively
working in a report. If you choose to import later,
indicate when you want the import process to run by
specifying the number of hours.
5. When finished, click Import.
Comps Database
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To add additional photos pages:
Photos PowerView
TOTAL provides a great set of tools for managing the images in
your report. This makes adding images while formfilling a
breeze!
Some of the options you have include:
•
Easily add images from any source, including your
camera, USB memory, and network locations.
•
Optimize images for size and quality
•
Enhance the color and contrast of images
•
Rotate images within the report
•
Crop images in the report
•
Annotate your images
Work with Photo Pages
The Photo Pages pane on the left side of the Photos
PowerView displays all of the photo pages currently in your
report.
1. In the Photos PowerView, click Add at the top of the
Photo Pages pane to bring up the Add or Remove
Forms window.
2. The list on the left shows the available photo pages in
TOTAL. From this list, double-click a form you wish to add
to your report, or select the form in the list of Available
forms and click the Right Arrow.
3. The list on the right displays the forms you’ve added to
your report. Click and drag the new form to the desired
position in the report.
4. Continue to add photo forms and click OK when you’re
done.
Some additional options are available in the Photo Pages pane
as well:
•
To delete an unwanted photo page, select it and click
Remove.
•
To view any of the photo pages, simply select it from the
list to view it in the Photo Forms in Report pane on the
right.
When a photo page is selected, it appears in the Photo Forms in
Report panel on the right. Click the View Layout drop-down
menu to change how the form is displayed, and choose between
Forms or Thumbnails.
Photos PowerView
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Import Aurora Images
Place Photos
To import images from Aurora's Photos Database:
To place a photo into a report:
1. In the Photos PowerView, select the form from the Photo
Pages pane on the left.
1. From the Photos PowerView, click Import Aurora
Images on the upper right of the Photo Sources pane.
2. Find the image in the Photo Sources pane.
3. Click and drag the image from the Photo Sources pane
and drop it in the appropriate slot in the Photo Forms in
Report pane on the right.
Note:
Photos PowerView
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This option only appears when TOTAL detects an Aurora
installation on your computer. If Aurora is not installed, or
if you transferred your files and settings from another
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computer, you must use the Aurora Transition Assistant to
import your photos from Aurora. Click here for instructions.
2. In the window that appears, check the boxes to exclude
unused photos or used photos that are older than a
specified number of days, and/or click Import to begin
the import process.
Note:
Depending on the number of photos being imported, this
may take anywhere from a few seconds, to a few minutes.
4. When TOTAL finishes importing your photos, you are
returned to the previous screen, and the number of
photos successfully imported is displayed. Click OK to
exit and return to the Photos PowerView.
QuickPix Database
3. Next, TOTAL detects the number of photos available for
import and calculates the amount of space required to
import them to your TOTAL Photos Database. You must
have enough disk space available before proceeding.
Click Continue to import the photos. If you do not have
enough space available, click OK to return to the previous
screen, clear some additional space on your hard drive,
then try the import process again.
Photos PowerView
If you’re familiar with the QuickPix application found in previous
versions of WinTOTAL it’s now available in TOTAL. To access the
QuickPix database, click the QuickPix Database tab in the
Photo Sources pane in Photos PowerView.
One of the advantages of the QuickPix Database is the QuickPix
Importer, which gives you the ability to preview the photos on
your camera or storage device before you load them into your
database. You also have the ability to enter additional
information about your photos. Using Quickpix Importer, you
can:
•
Rotate the image before adding it to your database.
•
Enter a description for your photo so that you can search
for it later.
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•
Enter the Street address, city, state, and zip code.
•
Enter a neighborhood description.
•
Enter additional notes about the photo.
added for each image. No images are shown in this view.
Rather, this view only shows the photo's details.
You also have the ability to apply those details to all photos so
you don't have to re-type information.
To Delete a photo, simply select the photo (or photos) from the
list and click Delete.
When you are ready to retrieve your photos, you can import one
photo into your database, a handful of selected photos, or
import all photos from a specific directory.
For more information on the import process, click here to view
the QuickPix Importer section of the user's guide.
View, Delete, and Save As
The QuickPix Database tab allows you to select how you view
your photos. Choose between Thumbnails, List, and Details:
The Save As option allows you to save a copy of the selected
image to a location of your choice. This is especially helpful if
you need to make a copy of the original image before making
any changes.
•
Thumbnails view displays a thumbnail image of each
image along with the address and the date it was last
modified.
•
The List view displays a list of all photos in the selected
folder along with the address, size, date taken, and date
Photos PowerView
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4. Click Advanced for more searching options.
Search for photos
To search for photos in your QuickPix Database:
1. Enter your search criteria in the Search box
2. Press Enter, or click the magnifying glass icon to run a
search.
3. Click the drop down arrow to narrow down your results
and specify what piece of information you are using for
your search.
Photos PowerView
The Advanced search function allows you to get more
granular with your search by specifying an address,
neighborhood, description, a date range of when the photo
was taken, when it was added to your Quickpix DB, and
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even notes that were entered for the photo when it was
imported.
Click the Group By drop down menu to seperate and group
your photos by the Date Taken, the Address, or
Neighborhoods. Click None to remove any previous
grouping selection or to group all of the photos together.
5. To clear the search results or start over, click the black X
in the search bar.
Customize QuickPix
The Size, Group By, Sort, and Show drop-down menus allow
you to organize, arrange, and modify how your photos are
displayed:
•
Size
Click the Size drop-down menu to specify whether you want
to display Small, Medium, or Large thumbnail images.
•
Sort
Adjust how your photos are sorted and organized. Choose to
sort the images sequentially based on the Date Taken or
the Address, and select whether to sort them in Ascending
or Descending order.
•
Group By
Photos PowerView
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•
Show
Click the Show drop-down menu to specify the type of
photo to show. Select All Photos to display all images in the
current database, click Photos Not in Reports to show the
unused images, or select Photos in Reports to display your
used images.
Photos PowerView
Folder Tab
The Images on Disk Tab in TOTAL's Photos PowerView
enables you to:
•
View and delete photos
•
Browse for photos,
•
Organize photos
•
Optimize and enhance photos
•
and place photos in your report.
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To delete a photo, simply select the photo (or photos) from the
list and click Delete.
View and Delete
The Images on Disk Tab allows you to select how you view
your photos. To change how your photos are displayed, click the
View drop-down menu, then choose between Thumbnails and
List:
•
Thumbnails view displays a thumbnail image of each
image along with the filename and the date it was last
modified.
•
The list view displays a list of all photos in the selected
folder along with the filename, date modified, and size of
each image. No images are shown in this view. Rather,
this view only shows the photo's details.
Photos PowerView
Browse for Photos
To browse for a folder or directory on your computer:
1. From the Images on Disk Tab of the Photos
Powerview, Click Browse.
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a certain allotment of images that can be contained within a
single folder. Once your camera reaches that limit, it will
automatically create a new one and place your images inside of
the new folder. This can create hassle for you by forcing you to
go into your photo retrieval software and change the location of
where it looks for your photos. With AutoBrowse, TOTAL
automatically detects the change and displays your most recent
photos in the newest folder.
To configure AutoBrowse:
1. Begin by going to Tools, and then click Configure
Settings.
2. In the configuration settings window, click Photos on the
left.
2. In the Browse For Folder window, browse to the
location of your photos, select the folder containing the
photos, and click OK.
3. After clicking OK, any photos that are contained inside of
the folder will be displayed. Organize, and place the
photos on your forms as necessary.
4. Once you have selected the folder, click OK.
5. Now, from the Images on Disk Tab of the Photos
Powerview, click the drop-down arrow for the path, and
select AutoBrowse. This automatically browses to the
location specified in the previous steps and detects the
most recent folder with the newest photos.
6. Organize and place the photos in your form as necessary.
AutoBrowse
AutoBrowse is a new feature available only in TOTAL.
AutoBrowse allows you to configure a folder so that you can
quickly access your most recent photos with a single click. Once
you have specified the folder, AutoBrowse automatically looks
for, locates, and displays the folder within that contains the
most recent images. This is especially helpful when using a
memory card with a camera because most digital cameras have
Photos PowerView
3. At the bottom of the list of options, click Browse and
browse to the Folder that contains all of your photo
folders. On most memory cards for digital cameras, this
will be the DCIM folder.
Size, Sort, and Show
The Size, Sort, and Show drop-down menus allow you to
organize, arrange, and modify how your photos are displayed:
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Edit Images
In an ideal world, every photo you take is perfect. But in the
real world, images are often over- or under-exposed or must be
cropped to eliminate unwanted obstructions. To edit any photo:
1. In TOTAL's Forms PowerView, scroll to the form
containing the images you would like to optimize.
2. Click to select the image slot containing the image you
need to optimize.
3. In the toolbar that appears above the image, you can
either click one of the inline editing buttons OR click
Optimize to open TOTAL's dedicated Image Optimizer.
Inline editing options include:
•
Size
Click the Size drop-down menu to specify whether you want
to display Small, Medium, or Large thumbnail images.
•
Rotate 90° to the left
o
Rotate 90° to the right
o
Crop - When you click drop, use your mouse to draw
a selection rectangle around the area of your image
that you want to keep. When you let go of the mouse
click, TOTAL crops the image.
o
Auto-Adjust - Automatically adjusts the contrast,
color saturation, brightness, and sharpness to TOTAL's
defaults.
o
Optimize - opens the Image Optimizer.
o
Restore Previous Image - Restores the image to its
original, un-optimized state.
o
Delete - Remove the image from your report.
Sort
Adjust how your photos are sorted and organized. Choose to
sort the images sequentially based on the Date Taken, the
Filename, or the File Size, and select whether to sort them
in Ascending, or Descending order.
•
o
Show
Click the Show drop-down menu to specify the type of
photo to show. Select All Photos to display all images in the
current directory, click Photos Not in Reports to show the
unused images, or select Photos in Reports to display your
used images.
Photos PowerView
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2. Now, the Image Optimizer appears. There are several
tools you can use to optimize the appearance of the
image while minimizing the file size of the image in your
report.
Optimize Images
TOTAL's image optimization tools help you fit any digital image
into the slots provided on your report while also helping you
maintain maximum image quality. To optimize an image in your
report:
1. In TOTAL's Forms PowerView, scroll to the form
containing the images you would like to optimize, select
the image , and click Optimize in the Image Tools. Or,
from the Photos Powerview, select the photo and click
Optimize in the Photo Sources pane.
o
Use the Resolution slider to determine what
resolution you'd like the image to display. As you
lower the resolution, the detail of the image will
decrease, as will the image's file size.
o
Use the Quality slider to determine the quality of the
compression to be used on the image. Again, a lower
number will result in a poorer quality image with a
lower file size.
o
Use the Colors drop-down to decide whether the
image should be kept at its current color or converted
to black-and-white.
3. Click Save Images to save your changes to the image.
Photos PowerView
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o
Slide the Saturation slider to make the image colors
more dull or vivid.
o
Slide the Sharpness slider to blur or "sharpen" the
image quality.
Enhance Image Quality
Many things can affect the final quality of your digital image
including the time of day, lens quality, and the weather. If you
need to touch up the images in your report to a more
acceptable quality, you can use TOTAL's Image Optimizer to
touch up the image. To enhance your image's quality:
1. In TOTAL's Forms PowerView, scroll to the form
containing the images you would like to optimize, select
the image , and click Optimize in the Image Tools. Or,
from the Photos Powerview, select the photo and click
Optimize in the Photo Sources pane.
3. Click Save Images to save the changes to your image
into your report.
Crop Images
To crop an image in your report you can either use TOTAL's
inline image editing toolbar OR crop the image in the Image
Optimizer. To crop an image in the Image Optimizer:
2. Now, the Image Optimizer appears. There are several
tools you can use to enhance the appearance of the
image in your report
o
Slide the Brightness slider to adjust the virtual
"exposure" of the image.
o
Slide the Contrast slider to darken or lighten the
image.
Photos PowerView
1. In TOTAL's Forms PowerView, scroll to the form
containing the images you would like to crop, select the
image and click Crop to crop the image directly from the
report, or click optimize to crop from the image optimizer.
You can also optimize images from the Photos PowerView
by selecting the image and clicking optimize in the Photo
Sources pane. (If you are cropping the image directly in
your your report, skip to Step 3.)
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Rotate Images
To rotate an image in your report you can either use TOTAL's
inline image editing toolbar OR rotate the image in the Image
Optimizer. To rotate an image in the Image Optimizer...
2. From the Image optimizer, Click the Crop button above
the image preview.
3. Click and drag to draw a rectangle around the area you
want to keep. To maintain the aspect ratio of the original
image when cropping, hold down your Shift key while
clicking and dragging.
1. In TOTAL's Forms PowerView, scroll to the form
containing the images you would like to optimize, select
the image, and click optimize. Or, from the photos
powerview, select your image and click optimize in the
photo sources pane. You can also rotate the image from
the forms powerview, using the Rotate Image 90°
buttons in the Image Tools.
2. From the Image optimizer, click the Rotate Image Left
90° or Rotate Image Right 90° icon in the toolbar just
above the image preview.
4. Release the click to crop the image around your selection.
5. Click Save Images to lock in your change.
Photos PowerView
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3. Click Save Images when finished to lock in your
changes.
Add a Balloon
1. Double-click any image in your report to open the Image
Optimizer.
Annotate Images
TOTAL provides a stock set of annotation tools you can use to
adjust and annotate the photos in your reports. The provided
annotation tools include:
•
- Balloons
•
- Freeform Lines
•
- Highlighted Areas
•
- Symbols
Photos PowerView
2. Click the Balloon icon
3. Click the Add icon
.
.
4. Click anywhere on the image. When you do, you'll see the
Balloon Placement dialog. You can choose to create the
new balloon using any default location (the subject or any
comps) or to create a new custom balloon using your own
description. Make your selection, enter text for custom
balloons, then click OK.
5. Now, the balloon can be modified to appear where and
how you want it:
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o
o
The balloon and its anchor point can be moved to its
intended location on the image by dragging them with
your mouse.
Use the handles (little white squares) on the edges
and corners of the balloon to resize it.
o
Click and drag the Green Rotation handle to rotate
the balloon.
o
Use the color drop-down box near the bottom of the
image optimizer to choose a color for the balloon.
o
Use the font drop-down box to select a font for the
balloon's text.
6. When you're happy with the balloon's appearance, click
Save Images to save your changes and return to the
form. If you'd like to apply your changes and keep the
Image Optimizer open, click Apply.
o
Use your mouse to drag the line to its intended
location.
o
Use the handles (little white squares) on the edges
and corners of the line to resize it.
o
Click and drag the Green Rotation handle to rotate
the line.
o
Use the Color drop-down to select the color for the
line.
o
Use the Thickness drop-down to select the
thickness of the line.
6. When you're happy with the line's appearance, click Save
Images to save your changes and return to the form. If
you'd like to apply your changes and keep the Image
Optimizer open, click Apply.
Add a Highlighted Area
1. Double-click any image in your report to open the Image
Optimizer.
Add a Freeform Line
1. Double-click any image in your report to open the Image
Optimizer.
2. Click the Freeform Line icon
3. Click the Add icon
3. Click the Add icon
.
.
4. On the image, click to start drawing your line. Continue to
hold your left mouse button while you draw. When you're
finished drawing the line, release the mouse button.
5. Now, the line can be modified to appear where and how
you want it:
Photos PowerView
2. Click the Highlighted Areas icon
.
.
4. Position your cursor where you'd like to begin drawing the
highlighted area. Click the left mouse button to place the
first corner of the highlighted area.
5. Move your mouse to the position of the next corner of
your highlighted area and click the left mouse button.
Continue to position your mouse cursor at each intended
corner of the highlighted area and left-click to draw the
corner.
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6. After you've placed each corner of the highlighted area,
right-click to close the area. You'll see the option to flip
the area horizontally, vertically, or to delete the area. If
you don't want to do any of these, just click anywhere on
the image.
7. Now, you modify the area so it appears where and how
you want it:
o
Drag the area to its intended position using your
mouse.
o
Use the handles (little white squares) on the edges
and corners of the area to resize it.
o
Use the Line drop-down to choose the color of the
border around the area.
o
Use the Fill drop-down to choose the color of the fill
for the area.
o
Use the Thickness drop-down to choose the
thickness of the area's border.
8. When you're happy with the area's appearance, click
Save Images to save your changes and return to the
form. If you'd like to apply your changes and keep the
Image Optimizer open, click Apply.
4. Use the Select an icon drop-down to choose which icon
you'll place on the image.
5. Click the image where you intend to place the symbol,
and it will appear.
6. Now, you can modify the symbol so it appears where and
how you want it:
o
Use the handles (little white squares) on the edges
and corners of the symbol to resize it.
o
Click and drag the Green Rotation handle to rotate
to
7. When you're happy with the symbol's appearance, click
Save Images to save your changes and return to the
form. If you'd like to apply your changes and keep the
Image Optimizer open, click Apply.
Other Notes About Annotations
1. Double-click any image in your report to open the Image
Optimizer.
•
When you've selected any annotation, you'll see the
"handles" (little white squares) appear around the
annotation to confirm that it is selected.
•
When any annotation is selected, you can press the
Delete key on your keyboard to delete it.
•
You can right-click an annotation to quickly flip it
horizontally, vertically, or delete it.
•
If you intend to add multiple annotations to the image,
click the Apply button (rather than Save Images) after
you add each annotation. This way, you can keep editing
all the annotations before you save your changes. That's
.
3. Use the Color drop-down to choose the color scheme
for the symbol.
Photos PowerView
Use your mouse to drag the symbol to its intended
location on the image.
the symbol. Or, you can click the rotate icon
rotate it in increments of 90 degrees.
Add a Symbol
2. Click the Symbols icon
o
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helpful if you need to carefully position each annotation
relative to the others.
QuickPix Importer
Using the QuickPix Importer to add photos to your QuickPix
Database provides advantages that aren't available when
manually adding photos from the Folder tab.
QuickPix allows you to preview thumbnails of images before
importing the entire picture. It allows you to assign a
description, address, city, state, ZIP code, and notes to one or
multiple pictures and then allows you to choose which photos to
retrieve before inserting them into your QuickPix Database.
Follow the instructions below to import photos using the
QuickPix Importer, or click here to jump to view a rundown of
the basic functions of the QuickPix Importer.
2. Choose your photo source. If AutoBrowse is configured in
your configuration settings, click the drop-down menu in
the the location bar and select AutoBrowse to have
QuickPix Importer default to that location. If it is not
configured, click Browse and browse to the directory
containing your images, or select a recently viewed
location via the drop-down menu.
Click here to view a list of shortcuts for the QuickPix Importer.
3. Click Load Previews to display any photos available in
the location specified in step 2.
Import Photos
To retrieve photos using QuickPix Importer:
1. From the Photos PowerView, select the QuickPix
Database tab and click Import. Or, launch the QuickPix
Importer by itself outside of a report or TOTAL by going
to Start, [All] Programs, expanding the TOTAL folder,
and launching QuickPix Importer.
QuickPix Importer
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o
Neighborhood - Enter the neighborhood description
for the photo, or select a neighborhood description
from your report using the drop-down menu.
o
Notes - Add any additional information or notes about
the photo that are not covered by the previous fields.
4. Add any additional information for your photos as
needed:
o
Description - Select a description from the dropdown menu, or manually enter text to describe the
photo. Click Edit Descriptions in the top toolbar to
add, edit, rearrange, and delete items from the list of
descriptions.
o
Address - Manually enter the address for the photo,
or click the address drop-down to select an address
from one of three sources:
o
—
From your report
—
From an address already used in the QuickPix Importer
—
From your comps database
City, State, and Zip - If you are manually entering
the address, or if the selected property does not have
the information available, enter the City, State and
Zip for the photo. You can also select recent
responses via the drop-down menu.
QuickPix Importer
5. When you enter additional information for a photo,
QuickPix Importer assumes that you want to import the
photo and automatically marks it for import. To import
any additional photos that have not been marked
automatically, select the additional photos you want to
import by checking the box below each photo to Mark for
Import.
6. Click Import to import the selected photos to your
QuickPix Database.
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—
Unmark All photos currently
selected.
—
Mark by Date allows you to
specify a date range to mark
your photos. Enter the date
range and click ok to mark all
photos within that timeframe.
—
Allows you to reuse
information that is the same
for multiple photos. Place your
cursor in a field, click
QuickStamp, then click the
same field for a different
photo to copy the information
to that field. You can even
select several lines of
information by holding down
the Ctrl key on your keyboard
and clicking to select each
field.
—
Edit descriptions allows you
to add, delete, rearrange, or
edit the descriptions that
appear by default in the
descriptions drop-down.
—
Rotates the image 90° to the
left.
QuickPix Importer Functions
Below is a breakdown of the basic functions found in the
QuickPix Importer:
QuickPix Importer
—
Click Load Previews to load
any available images in the
current folder or directory.
—
Sort photos in ascending or
descending order based on the
date the photo was last
modified.
—
Mark All photos in the current
folder or directory
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While TOTAL uses TOTAL Sketch as the default sketching
software, TOTAL now integrates with third party sketching
software. Click here for more information on VIP sketching.
—
Opens the image in the Image
Optimizer.
Working With Sketches
—
Rotates the image 90° to the
right.
Click an area on the image below to jump to that section in the
user's guide, or click a jump link underneath the image for more
information on a particular section.
Sketch PowerView
Using TOTAL Sketch - a la mode's full-featured sketching
software - quickly and easily create complex sketches that
impress your clients.
TOTAL Sketch works seamlessly within TOTAL, and is already
installed - so there's no need for additional software to create
sketches. Plus, you don't have to worry about getting support
from a "third party" if you have a problem with a sketch.
Rather, rely on a la mode's legendary support to help you when
you're backed into a corner. Plus, using TOTAL Sketch's
shortcuts, you can create brilliant sketches in no time!
For the Complete TOTAL Sketch User's Guide, click here.
Sketch PowerView
Create New Sketch | Edit an existing sketch | Import a sketch | Print
Sketch | Sketch Pages in Report | Area Calculations | Property
Characteristics | Sketch With | Sketch Preview | Adjust Zoom Level |
Property Map | Subject Photos
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modifications, then save and exit to transfer the new data
back to your report.
Create a New Sketch
Back To Top
Import a Sketch
To create a new sketch in TOTAL:
1. Click New Sketch in your toolbar.
2. Choose the type of sketch page to add to your report
from the drop-down menu. This is set to Building
Sketch by default.
3. Complete your sketch in your sketching software, then
save and exit to transfer the data back to your report.
Back To Top
To import a sketch page from a previous report:
1. Click Import Sketch in your toolbar.
2. Search for your report, or select the folder where your
report is located in the Folders pane.
3. Select the report from the Reports pane in the middle.
4. The sketch pages in the selected report are displayed on
the right, and a preview of the sketch page that is
currently selected is displayed underneath.
Edit an existing sketch
5. When you are ready to import the sketch, simply click
Import.
Back To Top
To edit an existing sketch in your report:
1. Select your sketch from the Sketch Pages in Report pane.
2. Click Edit Sketch in the toolbar.
Print Sketch
3. After clicking Edit Sketch, TOTAL opens the sketch page
in your sketching software. Make the necessary
Sketch PowerView
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Area Calculations and Property Characteristics
To print a copy of your sketch, click Print Sketch in your
toolbar, select your printing options, and click OK.
Back To Top
Sketch Pages in Report
The Area Calculations pane displays the available area types,
and their corresponding values derived from your sketching
software. Each area has an insert checkbox, and the boxes can
be checked or unchecked depending on your report transfer
preferences.
Select a page in the Sketch Pages in Report pane to view the
preview of that page. Click the red X to remove the page from
your report
Back To Top
Sketch PowerView
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The Property Characteristics pane displays the subject property
information as entered into your report. This proves helpful by
referencing key characteristics of your subject property.
Click the magnifying glass icons to zoom in and out on you
sketch page. If you have zoomed in on your sketch, click and
drag on the image to pan and move the image.
Back To Top
Sketch Preview
Back To Top
Property Map
The Sketch Preview pane displays a preview of the sketch page
currently selected in the sketch pages in report pane.
The Property Map pane displays an aerial map of the subject
address as presented by Bing maps. Click the Plus (+) and
Minus (-) signs to zoom in and out on the image, and click and
drag on the map image to pan and move the map.
Back To Top
Sketch PowerView
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File Management Functions
Subject Photos
New
Ctrl + N
Open
Ctrl + O
Save
Ctrl + S
Print
Ctrl + P
Exit
Alt + F4
Close
Ctrl + F4
Edit Functions
The Subject Photos pane displays any subject photos in your
report. This is helpful for referencing specific areas of the
property when drawing the sketch.
Back To Top
Undo
Ctrl + Z
Redo
Ctrl + Y
Cut
Ctrl + X
Copy
Ctrl + C
Paste
Ctrl + V
Select All
Ctrl + A
Delete
Del
Sketch Functions
Jump to Corner
TOTAL Sketch Shortcuts
Jump to Nearest Point (Left)
TOTAL Sketch's built-in shortcuts provide an easy way for you
to save time while interacting with TOTAL Sketch. Instead of
frequently having to jump back and forth between the mouse
and the keyboard, these shortcuts provide an easy way for you
to keep your hands on your keyboard so that you continue
working. For a printable copy of this list of shortcuts, click here.
Sketch PowerView
Jump to Nearest Point (Right)
Jump to Nearest Point (Up)
Jump to Nearest Point (Down)
J
←
Ctrl + →
Ctrl + ↑
Ctrl + ↓
Ctrl +
Copy Sketch to Clipboard
Ctrl + Shift + C
Import Image
Ctrl + I
Switch to Draw Mode
Ctrl + D
Switch to Modify Mode
Ctrl + M
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Center Sketch
C
Pan Mode (temporary)
Space bar
Switch from Feet to Inches
' or Tab (while typing line length)
Autoclose Area
A
Complete Bay Window
B
Draw Exterior Walls
X (while in Draw Mode)
Draw Interior Walls
I (while in Draw Mode)
Draw Rectangle
E (while in Draw Mode)
Draw Circle
V (while in Draw Mode)
Draw Pentagon
P (while in Draw Mode)
H (with dimension label(s) selected)
Toggle Area Dimension Labels
Inside/Outside/Off
Alt + F10 (with the area selected)
Word Wrap Current Label
Shift + Enter (while in a custom
label)
Temporarily Enable Stamp
Mode
Hold Shift (while placing symbols)
Area Management Functions
Draw Octagon
O (while in Draw Mode)
Draw Polygon
@ (i.e. type 12@5 while in draw
mode to create a 12-sided polygon
with 5 ft walls)
Insert Symbol
S
Rotate Selection
45 Degrees
R (while object to rotate is selected)
Rotate Selection
5 Degrees
Shift + R (while object to rotate is
selected)
Rotate Selection
1 Degree
Shift + Ctrl + R (while object to
rotate is selected)
Insert Text
T
Word Wrap Label
Ctrl + Enter (in a label)
Repeat Last Inserted Symbol
Shift + S
Repeat Last Inserted Label
Shift + T
Define Area
F4
View Subject Info/Area
Calculations
F6
Choose Your Sketcher
While TOTAL's configuration settings allows you to select your
sketching software and authorize it from the Sketch Settings
section, you can also select your default sketching program
from the Sketch PowerView. TOTAL Sketch is selected by
default in TOTAL, but you can also use a third-party sketching
program offered by any of TOTAL Store's Integrated Merchants.
Draw Angle to Left
L (while drawing angled line)
Draw Angle to Right
R (while drawing angled line)
Draw Arc
Alt + Arrow key (with arc segment
selected in Modify Mode)
Zoom In
Ctrl +
Zoom Out
Ctrl -
Go to Page
Ctrl + "Page #"
Toggle Sketch Panel On/Off
F9
Toggle Line Dimension Labels
Inside/Outside of Lines
Alt + R (with one or many lines
selected)
Sketch PowerView
Orient Dimension Labels
Horizontally
If you have not registered your sketch integration license, click
Register and Configure in the Sketch With pane on the
lower left to launch and configure your Sketch Settings. Or,
click here to visit the TOTAL Store and purchase a license from
one of our integrated merchants. Otherwise, to select your
default sketcher:
1. From the Sketch PowerView, click the drop-down menu in
the Sketch With panel on the lower left.
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2. Select your sketcher from the list.
Note: TOTAL Sketch is a la mode's sketching solution that is
provided with TOTAL. No additional configuration,
authorization, or purchase is required. Simply leave your
sketch settings at their defaults after installing TOTAL, or select
TOTAL Sketch from the drop-down menu. Click here to learn
how to use TOTAL Sketch.
That's it!
selected.
sketching
section in
TOTAL is now configured to launch the sketcher you
For more information about how to authorize your
software, see the Authorizing integrated Sketchers
the Configure Settings section of this user's guide.
Write Addenda
TOTAL’s addenda tools give you unparalleled power in creating
narrative supplements to your appraisal reports. By combining
the power of a dedicated word processor with TOTAL's
exceptional formfilling tools, you can easily create addenda
templates that you can use in separate reports that update with
the specific property details of each different report. To access
TOTAL's addenda split view, click Addenda in the top toolbar of
the Forms PowerView in TOTAL.
Write Addenda
Create Addenda
You can create an addendum in TOTAL in three different ways:
1. Text Overflow – As you’re typing in any multi-line text
field in a form, TOTAL knows how much text can fit in
that field. Once you’ve reached that capacity, the
program automatically prompts you to create an
addendum.
Note:
TOTAL now overflows text in the same order as the
sections that appear in the major form.
2. Select an Addendum Form – If there’s a particular
addendum form you wish to use, you can simply add the
form to the report using the Contents feature. Just add
an addendum form from TOTAL's Other Forms &
Addenda folder inside the Contents tool.
3. Addenda PowerView – A dedicated powerview for your
addenda that can be undocked and moved to a seperate
monitor. This allows you to keep your addenda on screen
while working in your forms and toggling between
powerviews.
4. Split-screen – The quickest way to create an addendum,
this method allows you to view the contents of your forms
while you’re editing your addendum. To use it, click
Addenda in the top toolbar.
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Create Tables
To create a table in an addendum:
1. From TOTAL’s addenda tools, click Table in the addenda
toolbar.
o
Insert, Row Above/Insert Row Below - Add a row
above or below the currently selected row.
o
Delete, Row - Remove the currently selected row.
o
Delete, Column - Remove the currently selected
column.
o
Delete, Table - Remove the selected table from your
addendum.
o
Split, Above - Break the table in two between the
current row and the one above it.
o
Split, Below - Break the table in two between the
current row and the one below it.
o
Show Gridlines - Display the lines around the table
in your addendum.
2. From the menu that appears, choose Insert, Table.
3. In the window that appears, type in the Number of
Rows and Number of Columns you need for your table.
Then, click OK to insert the table into your addendum.
Change Table Styles
To change the style of a table in your addendum e.g., to change
colors, borders, size, etc.:
1. Click a table cell in the table you need to adjust.
2. From TOTAL’s addenda tools, click Table in the addenda
toolbar and choose Properties from the menu.
Modify Tables
If you need to adjust the tables you created:
1. Click a table cell in or closest to the row, column, or table
you need to adjust.
2. From TOTAL’s addenda tools, click Table in the addenda
toolbar.
3. In the menu that appears, you have several options:
Write Addenda
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o
Allow Row to Break Across Pages - Allows a row
to span multiple pages of your addendum if
necessary.
5. Click OK when finished to apply your formatting changes
to your table.
Insert documents and other files
3. In the screen that appears, set your table border, color,
and margin in the Frame and Color tab. Options include:
o
Frame - Choose None for no border, Box for borders
around the outside edges of the table, All for borders
around all table columns, or Grid for borders around
every cell in your table.
o
Line Width - Choose the thickness, in points, of your
border lines.
o
Background Color - Select a common color from the
Color drop-down or click Other to select a custom
color.
o
Cell Margins - Type the Top, Bottom, Left, and
Right margins around the table, in inches, into the
respective boxes.
4. Set your cell height, alignment, and how to handle page
breaks in the Size and Formatting tab. Options include:
o
Cell Height - Choose an automatic cell height by
selecting Auto or specify a minimum cell height by
selecting the At Least option and typing in a
minimum cell height, in inches.
o
Vertical Alignment - Choose a Top, Center, or
Bottom alignment for your table cells.
Write Addenda
If you write some narrative sections of your reports in Microsoft
Word, you can import the entire Word document directly into
your addendum. Using this option preserves the formatting and
images from the original Word document.
To insert documents and other files into your report's
addendum:
1. Click into the addendum wherever you plan to insert the
document or file.
2. From TOTAL’s addenda toolbar, click File from the Insert
menu on the toolbar.
3. In the window that opens, browse to your file, select it
with a mouse click, and click OK.
File types supported for import are:
•
Microsoft Word documents (*.doc, *.docx)
•
Rich Text file (*.rtf)
•
Text file (*.txt, *.tx)
•
Web files (*.htm, *.html)
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Insert images
If you need to remove the image from your addendum at a later
time, click it and press Delete on your keyboard.
To insert images into your report's addendum...
1. From TOTAL’s addenda tools, click Image from the
Insert menu on the toolbar.
Insert a text frame
To insert an empty text box into your report's addendum:
1. Click into the addendum where you would like to insert
the blank text box.
2. From TOTAL’s addenda tools, click Text Frame from the
Insert menu on the toolbar.
2. Browse to the directory where your image is stored, click
to select the image you want to insert and click Open.
3. If you need to resize the image, double-click it. In the
screen that appears, slide the Width and Height bars to
increase or decrease the image's size. To ensure your
photo does not become skewed as you adjust the height
and width, be sure to check the Maintain Aspect Ratio
box. Click OK to make your size adjustments.
Insert a page break into your addendum
To insert an empty text box into your report's addendum:
1. Click into the addendum where you would like to insert
the page break.
2. From TOTAL’s addenda tools, click Page Break from the
Insert menu on the toolbar.
Link to Form Fields
TOTAL's addenda tools include a way for you to link information
from your appraisal report into your addendum. By linking
information from your report into your addendum instead of
typing it in directly, you can use the same addendum in multiple
reports and it will automatically update with the correct
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information from each report. For example, instead of typing
the address of “123 Main Street” you can link the address field
in your report to the addendum. The addendum then transfers
in the the address from the address field, marking it in blue.
Then, if you save the addendum and load it into another report,
the address refreshes with the data from the new report. To
create these links in your addendum:
1. From TOTAL’s addenda tools, click the Insert Field
button.
2. A menu appears showing the form's major sections. Click
the section you would like to use.
1. In TOTAL’s addenda tools, place your cursor in the
addendum where you want to insert data from a report
field.
2. In the form window, click the field containing the data
you want to include in the addendum.
3. Once your cursor is in the proper field, click Link Field in
the addenda toolbar to insert the contents of the selected
field into your addendum.
The field data from the form transfers into the addendum.
Hint: You can link fields from more than one form in your
report. So you are able to link data from the main form, but
also from an additional comps page, for example.
3. Fields from that section are listed. If an arrow is shown at
the bottom of a list, use it to scroll down and see more
fields. Click the desired field in the list and it should be
inserted into your addendum.
If you don't like scrolling through your forms in the split screen
view, there is another way to insert fields from your report's
major form:
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quickly locate these sections in your addendum. Click Go
To Field in the lower toolbar. A screen displays all of the
linked fields. Just double-click the desired link and you’re
taken directly to that section of the report.
Navigate Addenda
While you’re viewing TOTAL’s addenda in split view, there are
several features that you can use to move around and view your
work.
•
The Addenda PowerView can be undocked from anywhere
in TOTAL. This is especially helpful when using multiple
monitors. To undock the Addenda PowerView, simply click
Undock. Once undocked, click and drag the borders of the
window to resize it, then click and drag the window to a
seperate area on your screen or even a separate monitor.
When you've navigated to an addenda form in your report there
are a couple things to notice:
•
•
If you're in split view while viewing an addenda form, or if
screen is undocked, the words Preview Only appear in the
addendum on the form - indicating that any editing is to
be done using the Addenda window. In order to edit
directly on the form in the report, exit docked mode by
clicking the Dock button on the Addenda screen.
If you have multiple addenda in your report, you can
quickly navigate to any of them using the drop-down box
at the top left of the addenda window.
Save Addenda
•
If you’ve used the text overflow feature to insert text
from your form, or linked data from any fields, you can
Write Addenda
To save an addendum for later use in another report:
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1. From TOTAL’s addenda tools, click Save Addendum in
the addenda toolbar.
whatever addendum you had before. Any linked field in
the addendum is updated with information from the
current report.
3. Click Load to load the addendum into your report.
TOTAL loads the addendum into your report, overwriting any
existing addendum in your report file.
2. Type a name for your addendum in the Addenda Name
box and click Save.
Text Overflow
As you’re typing data into any multi-line text field, only a certain
amount of text can fit when the report prints. Based on the field
size and your default font, TOTAL knows the text limits for each
field. When you exceed the limit, you’re presented with a screen
allowing you to move the excess text into an addendum.
Load Addenda
To load an addendum from your addenda library into your
report:
You can take advantage of TOTAL's overflow capabilities in two
ways: automatically and manually.
1. From TOTAL’s addenda tools, click Load Addendum in
the addenda toolbar.
•
The automatic method takes care of itself. As you’re
typing, if you overflow a text field, the overflow tools
launch asking you what to do.
•
To manually overflow a field, just place your cursor in the
field, and then, from TOTAL's addenda tools, click
Overflow in the addenda toolbar.
2. Click to select the addendum you wish to use. If the
addendum is located outside your TOTAL addendum
library - somewhere on your computer - click Browse,
navigate out to your addendum, click it to select it, and
click Open to load it into your report. Your custom
addendum now appears in your report – replacing
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the Additional Comments Field on the Major Form
box.
3. When TOTAL uses overflow, there are two ways to
overflow text to the addendum:
o
To move all of the text from the entire field into
the addendum:
1. Mark the Move All Text to the Addendum,
Then Jump to the Addendum option.
2. If you want to note that the text for the field is in
the addendum, check the Add This Note to Field
on the Form and type the text you'd like to note
on the form into the box provided.
Configure Text Overflow
By default, whenever text overflow occurs in your report, TOTAL
prompts you about how you want to handle the text. You can
also manually force TOTAL to prompt you about text overflow by
clicking Overflow in the addenda toolbar.
o
1. Mark the Jump to the Addendum without
Changing Text on the Form option.
To configure text overflow:
2. If you need to change the label for a field in the
addendum, enter one by typing into the box The
Current Field is Called.
1. In many cases, when you run out of space in a form field,
you only need to type a few more words to complete your
response. In those cases, it's often better just to reduce
the font size in the field slightly. If you want to set
TOTAL's text overflow tools to automatically take this
approach instead of always moving excess words to the
addendum, check the Reduce the Size of the Font in
the Current Field box. Then, type the number of times
you want TOTAL to reduce the font size before
overflowing your text to the addendum into the box
provided.
2. If you want TOTAL to overflow text to the Additional
Comments field on your major form, when it's both
available on your major form and has room for
comments, check the If Available, First Overflow to
Write Addenda
To leave the text in the form field as is and just
jump to the addendum when overflow occurs:
3. If you want to reformat the labels that TOTAL uses
for overflow fields, click Edit Definitions. In the
screen that appears, type the format you would
like to use for your text overflow field names. Be
sure to leave the $F and $D placeholders for the
current form name and description intact. If
necessary, check the Text Style boxes at the
bottom to bold, italicize, or underline the field
names in your addendum. Click OK to save your
format changes.
4. Next, mark an option in the What to Do in the Future
section to tell TOTAL how to prompt you about text
overflows in the future. Options include:
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o
Show This Box Every Time - Always prompts you
about how to handle every text overflow.
o
Don't Show This Box Again, Just Do It
Automatically - Accepts your preferences for
handling text overflows as the way to handle all future
overflows and does not prompt you.
o
Don't Show This Box Again, and Don't Jump to
the Addendum - Automatically uses your
preferences for handling text overflows without
prompting you and does not jump to the addendum
when overflows occur.
E&O PowerView
TOTAL's E&O checker reviews your report for any major errors
or empty fields. Once your report is complete, you should run a
quick E&O check to verify that everything is in place before
delivering the report to your client.
There are three types of alert icons that appear when running
an E&O check:
5. Click OK to save your overflow preferences.
—
—
—
Warning
Indicates potential inconsistencies such
as mathematics and equivalencies, and
fields that should be reviewed for
accuracy. The E&O warnings are
derived from the standard a la mode
rule set and any custom rules that you
have configured.
UAD Error
Indicates that the field in
reference does not comply with
the UAD standards rule set, and
may result in delivery failure in
certain instances.
Fatal Hard Stop
Indicates that the field in reference does
not comply with the UAD standards rule
set. Per Fannie Mae, failure to correct
the violation will result in delivery failure
if a client attempts to upload the report
through the UCDP Portal.
To run an E&O check:
1. Click E&O in the top toolbar.
E&O PowerView
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o
Client Instructions: Displays any special instructions
from the client when the order was placed, or that
were added from the Notes Powerview.
Notice that this PowerView can be undocked. This is
especially helpful when working in a dual monitor
environment. To undock the powerview and move it aside
. For
or to another monitor, simply click the undock icon
more information on docking and undocking powerviews
click here.
2. When the review is complete, the number of warnings is
displayed in the upper left corner.
3. Double-click each warning or click the magnifying glass
to jump to that specific field on the
icon to the right
right screen.
6. When you have made the necessary correction in your
report, click Refresh
fixed.
to filter out the items you've
4. Review the data and determine if it's acceptable or needs
to be addressed. To exclude a specific non- UAD rule
.
from the review rules, click the exclude rule icon
5. Click the view drop-down menu to switch between views
and display a specific set of rules or instructions. Choose
from the following:
o
UAD Warnings Only: Displays only the UAD errors
and warnings found in your report.
o
All Warnings: Displays all warnings including UAD,
USPAP, and any other available rule set determined
by an associated order.
o
Details View: Gives a much broader overview of the
appraisal and any errors or warnings found. While in
the Details view, click Insert Details to attach an
overview of the E & O results to your report.
Workfile PowerView
Workfile PowerView
One of the most beneficial tools in TOTAL, the digital workfile
not only helps you retain all of the supporting documentation
used to create the report in an easy-to-find electronic format,
but it also helps you to comply with USPAP guidelines for
storage of your appraisals. On top of that, archiving your
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reports electronically saves you money and frees up space in
your office for actual work!
The documents that make up your workfile are the same as
those that once took up space in your paper files: MLS sheets,
plat maps, title info, site sketches, e-mail correspondence, and
field notes. These documents can be other electronic files, like
MS Word or Excel documents, extra digital photos, or even PDF
"printouts" of web search results. Your workfile assists you in
going "paperless" by storing digital copies of all your paper
documents.
This can also be done using the Browse Files on Computer
panel on the lower left of the Workfile PowerView.
1. Browse to the location of the file using the drop-down
menu, then navigate to the appropriate folder to locate
the file.
Working with documents in your workfile
Using the Drag/Drop function to add files
2. Click to select the file and hold down your mouse cursor.
There are several ways to add files into your report's workfile.
The quickest way to add a file is to simply drag and drop it from
anywhere on your computer directly into the Files in Workfile
pane. You can even drag and drop e-mail correspondence from
programs such as Microsoft Outlook or Mozilla Thunderbird.
3. While holding down your mouse cursor, drag the file and
drop it into the Files in Workfile panel above to add it to
your report's workfile.
To add a file to your workfile using the drag/drop function:
1. Click to select a file on your computer and hold down
your mouse cursor.
2. While holding down your mouse cursor, drag the file and
drop it into the Files in Workfile panel to add them to
your report's workfile.
Working with documents in your workfile
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Manually add files to your report's workfile
select this option to add the
file to your report's
workfile. Any image on the
clipboard will be pasted in
as a new file, so if you have
copied 3 image files to your
clipboard, they will be
added to your workfile as 3
individual files.
1. Begin by clicking the drop-down arrow beside the Add
button.
2. Choose the source of the file from the following options:
File on Computer – Select
this option to browse for
files using the standard
Windows browse dialog to
navigate your system.
When you have found your
file select it and click Open
to add it to your workfile.
Hold down your Ctrl or Shift
key while selecting files to
select multiple files to add
to your workfile.
Item from Clipboard –
This option allows you to
add a file from your
windows clipboard. Simply
right click a file outside of
TOTAL, choose the option
to copy, then return to the
Workfile PowerView and
Working with documents in your workfile
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Document from Scanner
– This option uses your
attached scanner to scan a
document directly into the
digital workfile. When you
select Document from
Scanner, TOTAL displays a
list of scanners detected on
your computer. Select the
appropriate scanner. After
selecting the scanner, your
scanner software launches
and guides you through the
scanning process. At the
end, the resulting
document is inserted
directly into your report's
workfile. For help with
your scanner software,
please consult the
documentation that came
with your device.
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That's it! Your document is now available in your report's
workfile.
Preview Files
To preview a document in your workfile, simply select the
document from the list of files currently in your workfile and it's
immediately displayed in the Preview panel on the right. Some
documents may not be able to display a preview. When a file
cannot be previewed, double-click the file to open it in its
default program.
Browse Files on Computer
TOTAL has a new option for adding and previewing files that is
not available in previous versions of TOTAL or WinTOTAL. You
can now browse for, preview, and add files that are stored
anywhere on your computer or network directly from within the
Workfile PowerView via the Browse Files on Computer panel.
Simply select your source directory from the drop-down menu,
and then navigate the subfolders by double-clicking them as you
would if you were navigating your computer using Windows
Explorer.
Working with documents in your workfile
To preview a file, select it from the list, and it is immediately
displayed in the preview pane on the right. To add files to your
workfile, place a check next to the file or files and click Add to
Workfile.
To narrow down your list of files, use the Filter drop-down
menu to display only specific types of files.
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Delete files
To delete a document from your workfile, simply select it from
the list of files currently in your workfile and press the delete
key on your keyboard, or click Delete in your workfile toolbar.
Restore Workfile Items
TOTAL automatically saves some items to your workfile any
time they are edited, or removed from your reports. Items such
as Major forms, report comparables, or notes entered in the My
Notes tab of the Notes PowerView can be restored to their
original state.
To restore an item from your workfile, select it from the list of
files, then click Restore in your toolbar.
Print Documents
To print a document from your workfile, select the document
from the list of files currently in your workfile, and click Print in
your Files in Workfile toolbar.
Working with documents in your workfile
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Undock the Notes PowerView
Notes PowerView
The Notes PV allows you to view and track all of the important
notes pertaining to your report.
Click any area of the image below to find out more information
about a specific area, or use the jump links below the image to
jump to a section of the guide.
To detach the Notes PowerView, click the Undock icon
. This
is especially helpful in a dual-monitor environment because you
can move your notes to another monitor and keep them in front
of you while working in other areas of your report. Once the
PowerView has been undocked, close the window or click the
to dock the PowerView back into the main
dock icon
toolbar.
Back to top
Notes Toolbar
•
Click Print Notes to print your notes to a PDF or print
them to your physical printer.
•
Click Send Notes As PDF, select or de-select each
individual set of notes to be printed, then click Print to
generate a PDF and attach it to an e-mail message in
your default e-mail client. (You must have an email client
installed and configured on your computer in order to do
this.)
Back to top
Notes PowerView
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check the Default box on the upper right when saving or
loading a To Do List.
To Do List
•
Check the box next to each item in your To Do List to
mark them as complete.
Back to top
QuickNotes
The QuickNotes panel displays any QuickNotes that have been
added to your report.
•
Click
•
Double-click any existing entries to edit them, and then
press enter or click somewhere else on your screen to
save the changes.
•
•
To edit an existing QuickNote, click the QuickNote text to
highlight it, then adjust your notes as needed. When you
are done, simply click somewhere else on the screen to
save your changes.
•
Click Filter by Color in the QuickNotes toolbar to toggle
between Show Green, Show Yellow, Show Red, or
Show All QuickNotes.
•
To view a specific QuickNote on your form, select it from
the list of QuickNotes, and click View on Form in the
QuickNotes toolbar.
to add new entries to your To Do List.
Select an item, then click the up and down arrows
to delete it.
organize the item, or click
to
Click the disk icon
to save the current To Do List as a
load a previously
template, or click the folder icon
saved list. To load the same To Do List for every report,
To Do List
•
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•
Change the color of a QuickNote using the drop-down
menu in the QuickNotes toolbar.
•
To delete a QuickNote, select it from the list and click
Delete in the QuickNotes toolbar.
here is updated in the appropriate area within your
report.
•
For more information on QuickNotes, click here to view the main
article.
When viewing the Order Form Notes, additional tabs
appear at the bottom of the Notes pane. Click the
appropriate tab at the bottom to view the notes
pertaining to that section.
Back to top
Back to top
Notes Panel
Sign Reports
TOTAL offers two different methods for signing your appraisal
reports:
•
The My Notes tab allows you to enter your own personal
notes for a report.
•
The Notes panel works like any standard text editor. You
can even insert tables and photos.
•
View other notes pertaining to your report by clicking
between the Order Form Notes and Mobile Notes tabs
at the top of the Notes pane. Any information entered
Notes Panel
•
A graphical signature - The "classic" method of signing
your report where a picture of your signature is simply
affixed to the report. This method is considered NONSECURE since readily-available technology offers ways to
work around even the tightest PDF security.
•
A SureDocs signature - SureDocs signatures provide a
secure signature solution by verifying your identity as a
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signer. By creating a "digital fingerprint" for your report
using its salient data, you can prove if the signature was
tampered with at any time. SureDocs also affixies a
traceable, unique serial number to each signature on your
report that connects that specific report to a specific
signature. Since SureDocs signatures are based on
information in your report AND on information protected
on our servers, if someone attempts to break through
your PDF's security, it breaks the unique serial numbers
in your report. Any values changed in your report will not
validate against the report's salient data on our SureDocs
servers.
Sign Reports Graphically
To sign your report with your graphical signature:
1. In a report in TOTAL, click the drop-down arrow beside
the Sign button in the top toolbar.
2. From the menu, choose Non-Securely with My
Graphical Signature.
3. Depending on whether you've set up your signature file
before, one of two things will happen.
o
If you have NOT set up your graphical signature,
TOTAL automatically prompts you to set it up.
1. Click Yes to set it up.
Note: TOTAL walks you through the process of setting up your
signatures the first time you sign a report.
2. In the signature setup screen that appears, fill out
any pertinent information about your appraisal
license. Then, click Add Signature, browse to
your signature file on your computer, click to
select the signature file, and click Open to add it
to your account. Then, click and drag the image of
your signature in the preview box so that it is
positioned correctly.
3. If you want to add a graphical image of your state
seal, click Add Seal, browse to your seal image
file on your computer, click to select the file, and
click Open to add it to your account. Then, click
and drag the image of your seal in the preview
box so that it is positioned correctly.
Sign Reports
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4. If desired, use the Color drop-down menus below
your Signature and Seal sections on the right to
change the color of your signature and seal.
Every time you sign a report, an event is recorded in the
signature history, and all of the events in the signature history
are automatically displayed in the Signature History pane on
the left after signing the report.
5. Click OK and then OK again, when finished to
save your signature into your account.
o
Signature History
If you have set up your graphical signature,
TOTAL offers you a choice of signature.
1. Select your signature from the list that appears
and indicate whether you want to Sign as
Appraiser or Sign as Supervisor.
2. Choose a color for your Signature and Seal from
the drop-down menus if necessary.
3. Check the box to Insert a Signed Date and
specify the date to use in your report.
4. When finished, click Sign to sign your report with
your graphical signature.
When a report is signed Securely with SureDocs, two events are
stored: the Signed event, and the Print event. There are a
couple of things you can do with these events:
1. Double-click a Print event to view a PDF of the report as
it was when it was signed.
2. Double-click a Signed event with the magnifying glass
next to it to view the salient data that was stored on our
servers. This will display the same page that any reader
would see when validating the signature of the report.
Note that a Signed event with no magnifying glass indicates
that this was a graphical signature only. Double-clicking on
these events does nothing.
Remove Your Graphical Signature
To remove your graphical signature from a signed report:
Sign Reports
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1. In a report in TOTAL, click the drop-down arrow beside
the Sign button in the top toolbar.
o
In the screen that appears, click I Agree to authorize
a la mode to verify your identity.
2. From the menu, choose Remove Appraiser Signature,
Remove Supervisor Signature, OR Remove Both
Signatures to remove the respective signature(s) from
your report and click Yes to confirm that you want to
remove the signature(s).
o
Type your name, social security number, date of birth
and home address into the provided boxes. Then,
click Next.
o
Answer the questions about your credit history to
verify your identity. Then, click Next.
o
If TOTAL successfully verifies your identity, click
Close to continue.
Sign Reports Securely
Signing your report Securely with SureDocs is the best way
to prove that the data on the report is your original data - and it
gives anyone reading the report a simple way to verify that fact.
This is a powerful new feature in TOTAL.
To sign your report securely with SureDocs:
1. In a report in TOTAL, click the drop-down arrow beside
the Sign button and choose Securely with SureDocs
from the drop-down menu.
4. In the signature screen that appears, indicate whether
you want to sign as an Appraiser or Supervisor and
then choose the signature/license you would like to sign
with from the Signature Options panel on the left.
5. If necessary, choose a Signature and Seal color from
the respective drop-down menus in the Signature
Options panel.
6. In the Mark Pages for Signing panel on the right, check
the box beside each page you want to sign with
SureDocs. Then, check the box in the TOC column beside
each page you want TOTAL to include in your report's
final table of contents.
2. Type your a la mode Username and Password into the
provided boxes and click OK.
3. If you have NOT verified your identity and set up your
SureDocs signature, TOTAL automatically prompts you to
set it up.
To verify your identity and set up your signature:
o
Sign Reports
Click Yes to verify your identity.
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validity of the report into the General Text Addendum
in your report.
o
Insert SureDocs Verbiage in Major Form's
General Comments - Inserts the brief description of
SureDocs signatures, their significance, and the
validity of the report into the comments section on
your major form.
o
Click Report Options to set additional options and
adjust the visual appearance of your printed forms.
9. Click Sign and then Agree when finished to sign your
report with SureDocs. When the signing process is
complete, click OK.
Signature History
7. In the Perform These Actions When Signing a Report
panel at the bottom, check the Insert Signed Date box
and specify the date you want to stamp onto your report
as the signed date, then check the box to Export report
properties to the database, based on your preferences.
Every time you sign a report, an event is recorded in the
signature history, and all of the events in the signature history
are automatically displayed in the Signature History pane on
the left after signing the report.
8. Next, check your preferred SureDocs options on the right
of the Perform These Actions When Signing a Report
panel.
o
o
Sign Reports
Insert SureDocs Addendum - Inserts a full page
addendum into your report describing SureDocs
signatures, their significance, and how to verify the
validity of the report.
Insert SureDocs Verbiage on General Text
Addendum - Inserts a brief description of SureDocs
signatures, their significance, and how to verify the
When a report is signed Securely with SureDocs, two events are
stored: the Signed event, and the Print event. These events
provide you a couple options:
1. Double-click a Print event to view a PDF of the report as
it was when it was signed.
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2. Double-click a Signed event with the magnifying glass
next to it to view the salient data that was stored on our
servers. This will display the same page that any reader
would see when validating the signature of the report.
1. Go to http://www.SureDocs.com/Validate.
2. In the Verify Document section, enter the Serial
Number and the Signer name found on the signature, and
click Verify.
Note that a Signed event with no magnifying glass indicates
that this was a graphical signature only. Double-clicking on
these events does nothing.
Remove Your Signature
To remove your signature from a signed report:
1. In a report in TOTAL, click the drop-down arrow beside
the Sign button in the top toolbar.
2. From the menu, choose Remove Appraiser Signature,
Remove Supervisor Signature, OR Remove Both
Signatures to remove the respective signature(s) from
your report and click Yes to confirm that you want to
remove the signature(s).
3. Note that any time a signature is removed, the removal
event is recorded in your signature history.
Validating A Signature
The information is stored on our secure servers indefinitely, and
is accessible anywhere there's an internet connection. Put
simply: It's the strongest document security available
anywhere, and it's tailored to fit easily into your appraisal
business.
Adusting Signatures
If you signed your report Securely with SureDocs, your
signature can be validated by anyone who reads the report. This
means that you and your clients can be sure that the report
contains your original data and that no tampering has occurred.
To validate your secure signature:
Sign Reports
3. If the signature is valid, you are presented with salient
data from the report which you can compare to ensure
that there are no inconsistencies. If there are any, you'll
immediately know that this report does not contain the
data that the appraiser originally entered, so tampering
has occurred.
Follow the instructions below to resize, reposition, or change the
color of your signature:
1. From the Appraisal Desktop, or while you are in a report,
click Tools on the upper left, and select Configure
Settings.
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2. From the Settings window, click User Management on
the left.
3. Select the User whose signature you wish to adjust, and
click Edit.
4. Select the User & License Settings tab, select the license,
and click Edit.
Repositioning the signature
Click and drag the signature in the
preview pane on the lower left to
reposition it, or use the arrow keys
on the right to adjust the position
incrementally. Click the C icon to
center the signature.
5. In the window that appears, there are a few ways you
can adjust the signature:
Sign Reports
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Resizing the signature
Click the magnifying glass icons on
the right to zoom in or out on your
signature and adjust its size as it
appears on the form.
Changing the color
Click the Color drop-down to select
the color of your signature as it
appears on the form.
Advanced Settings
Click Advanced to
adjust or specify
the exact X and Y
cooridnates, as
well as the exact
zoom level for the
signature. When
finished, click
Close to return to
the previous
screen.
Sign as a different user
6. When you're finished, click OK to save the changes to the
signature, click Save to save the changes to the User,
and click Save & Close to save all changes and return to
your Appraisal Desktop or report.
Sign Reports
To sign a report with a signature other than your own, a
seperate TOTAL user must be created. Follow the instructions in
the Create User Accounts section of this user's guide to create a
new user, then click here for instructions on setting up their
signature.
Once you have created and configured the new user and
signature, simply select the appropriate user from the Select or
Create TOTAL User screen when opening TOTAL. If you do
not see the Select or create TOTAL User screen, if TOTAL is
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sign a report with the user's secure signature.
already open, or if you're already in a report, follow the
instructions below to sign as a different user:
5. Click Save & Close to save your changes.
Save your report (if necessary), then click Tools on the upper
left, and select Configure Settings:
That's it! You're now logged in under the username you
selected. Proceed to sign the report as normal, or click here for
instructions on signing reports.
Printing
Printing reports and creating PDFs are an essential part of
completing a report. To print your report, click the Print icon
in the top toolbar, or click File in your menu bar on the top
left, and select one of the print options from the drop-down
menu:
•
Print Report– Launches the TOTAL Print Engine.
•
•
1. In the Settings window that appears, click User
Management on the left.
Print Report to PDF – Also Launches the TOTAL Print
Engine and generates a PDF copy of your report.
•
Print Setup – Allows you to configure printing profiles as
well as select your main printer, photo printer, and PDF
printer.
2. At the top of the User Management section, the Current
user is displayed. Locate the user you wish to sign as
from the list below and click to highlight it.
3. Enter the user's Password below the list of users
4. Click Select to log in as that user. The user you selected
is now listed as the Current user.
Note:
Printing
You must know the user's password to log in and sign a
report with their graphical signature. Likewise, you must
also know the user's a la mode username and password to
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4. For each printer type, set the Scale percentage, Left
Margin in inches, and Right Margin in inches as
necessary.
Print Setup
To set up TOTAL's printing configuration:
1. In an open report, click File, and select Print Setup from
the drop-down menu.
2. In the screen that appears, select the print profile to edit
from the Select Profile menu.
3. From the drop-down menus, select your Main Printer,
Photo Printer, and PDF Printer.
5. For the Main and Photo printers, check the box to indicate
you want to Print Pages in Reverse Order depending
on your preference.
6. When finished, click OK to save the changes to your print
profile and return to your report.
Create Print Profiles
TOTAL's print profiles allow you to set up different printing
arrangements depending on your needs. For instance, if you use
a laptop computer from home, you might need a different print
setup for than what you use when printing from your office.
To create a new print profile:
1. In an open report, click File, and select Print Setup from
the drop-down menu.
2. Click Add to the right of the Select Profile drop-down
menu.
3. In the screen that appears, enter a name or description
for your new print profile and click OK.
Printing
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Print Reports
To print your report:
1. In an open report in TOTAL, click File, and select Print
Report from the drop-down menu.
4. Lastly, select the new print profile from the Select
Profile drop-down menu and adjust your print options as
necessary.
2. In the screen that appears, check the box beside each
form you want to print. To select all forms, click Mark
All. To deselect all forms, click Un-mark All. If you're
printing a signed report and want to print only the forms
you've signed, click Mark Signed.
5. When finished, click OK to save your changes and return
to your report.
Delete Print Profiles
To delete a print profile:
1. In an open report, click File, and select Print Setup from
the drop-down menu.
2. Select the profile to delete from the Select Profile dropdown menu.
3. Click Delete to the right of the Select Profile drop-down
menu.
4. When finished, click OK to save your changes and return
to your report.
3. The Printer drop-down menus on the far right side of
your page options allows you to select the appropriate
printer to use when printing each form in your report.
Printing
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o
If the same printer is used for every page in your
report, click Select Main Printer for All Forms in
the Page Handling section of your print options on
the right side of the screen.
o
If the same photo printer is used for all of the photo
pages in your report, click Select Photo Printer for
All Photo Pages in the Page Handling section of
your print options on the right side of the screen.
4. From the Print Options section on the right side of the
screen, select the Profile to use when printing your
report. To adjust your print setup, click Configure.
Follow the instructions below to e-mail copy of your TOTAL
report to another appraiser that can be opened and edited in
their copy of TOTAL or WinTOTAL Aurora:
Note:
You must have an e-mail client installed and
configured on your computer to complete this
process.
1. With your report open in TOTAL, click the share icon
and select TOTAL report via e-mail.
5. In the Print box, enter the number of copies to print.
6. If necessary, check the Collate box to collate your print
outs.
7. To print multiple copies of a specific page in your report,
select the page in the list of forms on the left, then enter
the number of copies to print in the Print Copies of
Highlighted Page box inside the Page Handling section
of your print options on the right.
8. Check Shrink legal sized pages to letter size to print
your report on letter sized paper.
2. This opens your default e-mail program and attaches a
copy of your TOTAL report.
3. Fill out the recipient’s e-mail address, edit the subject if
necessary, enter a message, and click Send.
9. To adjust the visual appearance of your printed forms,
click Report Options in the Page Handling section of
your print options on the right.
10. When finished, click Print to send your report to your
printer(s).
Share Reports
Deliver TOTAL reports via e-mail
Share Reports
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Note:
Depending on the e-mail program you use,
the screen you see may differ from the
example shown, but the same general steps
apply.
If the recipient of your report plans on delivering the report on
your behalf using one of the MercuryDirect plugins, they must
obtain an authorization file from you. Click here for instructions
on generating and sending a TOTAL authorization file.
Deliver PDF Reports via e-mail
To e-mail a PDF copy of your TOTAL report to another
appraiser:
Note:
3. This generates a PDF copy of your report, opens your
default e-mail program, and attaches a copy of the PDF
file.
You must have an e-mail client installed and
configured on your computer to complete this
process.
4. Fill out the recipient’s e-mail address, edit the subject if
necessary, enter a message, and click Send.
1. With your report open in TOTAL, click the share
icon
and select PDF report via e-mail.
2. Select your print options, mark the pages to be printed,
and click Print.
Share Reports
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Note:
Depending on the e-mail program you use,
the screen you see may differ from the
example shown, but the same general steps
apply.
Send XML and PDF via secure e-mail (Preferred)
DataCourier helps you avoid costly fines and privacy violations
associated with sending unsecured MISMO XML reports as email attachments.
Report Delivery
Delivery without a plugin
If you aren't delivering to a MercuryDirect plugin or to a client
using Mercury Network, but you still want secure, compliant
report delivery, use DataCourier. DataCourier automatically
bundles UAD-compliant reports in MISMO XML format for your
clients, and it protects you from attaching PDFs to unencrypted
e-mail, which is a violation of Federal law (GLBA, read more
here).
Instead of simply attaching the report files to an e-mail, the
message you deliver to your client contains links to the files
which allow your client to securely download the files they need.
They're able to download the MISMO XML, as well as a
standalone version of the PDF that's embedded in the XML file.
Once you've completed a report on the UAD version of the
major form and you're ready to deliver the files via DataCourier,
follow the instructions below to deliver your PDF and XML files
via DataCourier:
1. Sign your report as you normally would.
2. Upon signing, a UAD compliance check automatically
runs, and you're given two options if errors are found:
Report Delivery
o
Yes, correct UAD error. The E&O view shows details
about the errors that were found - UAD and
otherwise. Note that you can double click an error
description and jump to the field in the form to correct
it. The Details option shows a more narrative
description of any fields that are in error, and the
Client Instructions option allows you to write notes
that are transmitted with the XML and are viewable by
the client.
o
Sign. This means you're okay with any errors that
were found and/or have explained why it was
necessary to leave these errors in appraisal. If you're
leaving any UAD errors, you can expect to explain
your reasons to your client when they submit the
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report to UCDP, becasue they receive a report of any
errors when uploading.
3. Click the drop-down arrow beside the Deliver icon
and select XML+PDF via DataCourier.
4. If your report has any remaining UAD errors, you are
prompted once more to correct the errors, or Deliver
anyway. If your report contains no UAD errors,you are
automatically taken to the TOTAL print engine where you
select the pages to include.
7. In the Delivery details dialog, enter the information
relevant to your delivery:
5. When the print dialog appears, select the pages to be
delivered and click Print. This generates a PDF that is
embedded in your XML file.
6. Next, the DataCourier delivery wizard appears. Select the
first option: Send Securely.
o
Report Delivery
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Enter the e-mail address from which the message
should be sent in the From field. This field
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remembers the last e-mail address entered, so you
may not need to make any changes.
o
Enter the recipient's address in the To field. Enter
multiple e-mail addresses by separating them with a
semicolon (;).
o
The drop-down for the Subject field auto-populates
with information from your report. Customize the
subject line using the drop-down list to choose other
fields from the report.
o
Type the body of your message as you want it to
appear in the email message that is sent. If you find
that you commonly type the same message here, you
can click Save As Template to store a message as a
template. Then, click Load Template to quickly insert
the commonly used message in future deliveries.
o
To insert data from your report in your email message
without having to cancel the delivery and scan
through your report for reference, click Insert
Report Field to quickly add salient report data as it
appears in your appraisal.
o
Click Preview XML in UAD Reader to open the XML
file in our free UAD Reader. There, you can confirm
that the XML data and the PDF match, and that the
report appears as you expected. When you're done
previewing the file, close the UAD Reader to return to
the delivery screen.
8. When you've entered all the necessary
deliveryinformation, click Send to deliver the message.
What your client sees
Your client receives a notification similar to the image below in
their Inbox. Note that the PDF and XML files are not attached.
Report Delivery
Instead, there is a link for retrieving them from a secure
website - which is much more secure, and less likely to be
blocked by a spam filter.
After clicking the View Appraisal link, the client is taken to a
screen similar to the following. From here, they can download
the MISMO XML file and/or the PDF. Even though the PDF
information is embedded in the XML file, we're providing a
separate link to just the PDF because many lenders and AMCs
do not have tools to extract and view the PDF from the XML file.
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2. An E&O check runs, and you're given two options if any
errors are found:
o
Yes, correct UAD error. The E&O view shows details
about the errors that were found - UAD and
otherwise. Note that you can double click an error
description and jump to the field in the form to correct
it. The Details option shows a more narrative
description of any fields that are in error, and the
Client Instructions option allows you to write notes
that are transmitted with the XML and are viewable by
the client.
o
Deliver. This means you're okay with any errors that
were found and/or have explained why it was
necessary to leave these errors in appraisal. If you're
leaving any UAD errors, you can expect to explain
your reasons to your client when they submit the
report to UCDP, becasue they receive a report of any
errors when uploading.
That's it. Your client has now securely downloaded the MISMO
XML of the report.
Deliver XML to a web portal using SmartBrowser
Some clients request that you upload your report in MISMO XML
format using their web portal. Often, this means you'll need to
remember the URL for the site, your username, a password, and
even more details in some cases. If you're working with more
than just a couple of these portals, that's a lot of information to
keep track of. DataCourier's SmartBrowser makes things
considerably easier.
1. Click the drop-down arrow beside the Deliver icon
and select XML+PDF via DataCourier.
Report Delivery
If No UAD errors are found, you are automatically taken to
the TOTAL print engine where you select the pages to be
delivered.
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3. When the TOTAL Print Engine appears, select the pages
you want to include in the PDF copy of the report, then
click Print. This creates the PDF that is embedded in your
MISMO XML file.
o
The Saved Web Sites tab is where you find quick
links to the sites you've previously visited using
SmartBrowser. As you hover over each site in the list,
. Click the icon to enter a
you'll see an Edit icon
description, edit the URL, and save your
Username and Password for the site so you don't
have to re-key it next time.
4. Next, the DataCourier delivery wizard appears. Select the
second option: Upload.
Right-click any saved site and select Make Default
Page to set it as SmartBrowser's "home" page.
Your Internet Explorer Favorites are acessible via a
drop-down list on the left. If the address to one of your
client's portals is already in your Favorites, select it in
the list of Favorites.
By default, a "help panel" appears on the lower left of
SmartBrowser. Check the box labeled Hide help panel
near the bottom of the yellow help panel to permanently
hide this from view.
5. Now, the SmartBrowser opens, and there are a few
components to be aware of:
o
The address bar at the top is where you enter the
web address of your client's portal, then press Enter
to view the site in the area on the right of
SmartBrowser. When you type an address into the
address bar and press enter, that address will be
added to the Saved Web Sites tab on the left so you
can easily return without having to type the address
again.
Report Delivery
o
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The QuickData tab gives you easy access to your
report data so you can easily fill out any forms on
your client's portal. The main goal of the QuickData
tab is to keep you from having to re-key data into
your client's site. On the QuickData tab, much of the
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report's salient data is listed with a Copy Icon
next to it.
o
Place your cursor in the field on your client's portal
(displayed on the right side of SmartBrowser) where
the information will be transferred- let's use Subject
Address for example.
o
in the
On the QuickData tab, click the Copy Icon
Address field. The address information is populated
in the field where you placed your cursor. You can
repeat this process for most any field found on your
client's portal (because they generally require very
similar information.)
Fields on the clients portal that require you to click
Browse and select the location of the MISMO XML or
the PDF, can be inserted instead using the Copy Icon
next to the XML or PDF file path on the
QuickData tab.
Note:
o
When the necessary information has been entered,
use the button on the portal to Submit, Send,
Upload, or the site's equivalent button to upload the
files and information to the client.
o
When the upload is complete, click the X in the upperright corner to close SmartBrowser. When you do,
you're asked if the upload was successful or not. Mark
the correct option to store a record of this
transmission in your DataCourier account (coming
soon) and update the status of the file in TOTAL.
6. To insert data from your report into a field on your
clients portal:
Report Delivery
SmartBrowser's copy/paste functionality is
retrofit, and may not work on every website.
If this functionality is not supported by your
client's website, you must upload your report
manually. Click here for instructions on
manually saving a MISMO XML and PDF copy
of your report.
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that are transmitted with the XML and are viewable by
the client.
Save XML and PDF to your computer
o
DataCourier allows you to save a copy of your XML and PDF file
directly to a location on your computer in order to deliver or
store the files based on your needs.
Please remember: attaching MISMO XML and PDF files to a
standard e-mail message is a potential violation of GLB privacy
rules, and we definitely DO NOT recommend it.
To save your MISMO XML and PDF locally:
1. Click the drop-down arrow beside the Deliver icon
and select XML+PDF via DataCourier.
Sign. This means you're okay with any errors that
were found and/or have explained why it was
necessary to leave these errors in appraisal. If you're
leaving any UAD errors, you can expect to explain
your reasons to your client when they submit the
report to UCDP, becasue they receive a report of any
errors when uploading.
If No UAD errors are found, you are automatically taken to
the TOTAL print engine where you select the pages to be
delivered.
3. When the TOTAL Print Engine appears, select the pages
you want to include in the PDF copy of the report, then
click Print. This creates the PDF that is embedded in your
MISMO XML file.
4. Next, the DataCourier delivery wizard appears. Select the
third option: Save.
2. An E&O check automatically runs, and if any errors are
found, you have a couple of options:
o
Yes, correct UAD error. The E&O view shows details
about the errors that were found - UAD and
otherwise. Note that you can double click an error
description and jump to the field in the form to correct
it. The Details option shows a more narrative
description of any fields that are in error, and the
Client Instructions option allows you to write notes
Report Delivery
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5. From the Export XML and PDF dialog, a path is
automatically populated for you. To select a different
location, click Browse and browse to any location on you
pc or network.
6. In the Name File field, file names are assigned based on
a field in the report (the main file number is used by
default.)
o
Use the drop-down list to select a different field on
which the file name will be based.
o
If you try to save the files using an existing file name,
you are prompted to append a unique number to the
new file name, or to overwrite the existing file.
7. Check the box to Open folder upon closing the
wizard. This simply opens the folder where the files are
saved, giving you easy access.
8. Before you click Save, you must check the box near the
bottom of the window to acknowledge that you're aware
of the risks of sending appraisal data in XML format using
a standard, unsecured e-mail message.
9. Click Save, and the files are saved to the location
specified in Step 5.
Delivery Via Mercury Desktop
If you are using your XSite or Mercury Network to track orders,
or if your client has their own delivery plugin, the Mercury
Desktop delivery option is the delivery method to use. Before
beginning the delivery process, Mercury Desktop must be
installed and configured. Click here for step-by-step
instructions on installing Mercury Desktop.
Once you have Mercury Desktop installed and configured, follow
the instructions below to deliver your report using any of the
Mercury Desktop plugins:
1. Begin by clicking the drop-down arrow beside the Deliver
icon
.
2. Select the appropriate plugin from the list.
3. Follow the instructions in the delivery wizard to complete
the delivery process.
Click here to view the complete Mercury Desktop User's Guide,
or click here to find step-by-step instructions specific to the
plugin you are using.
Report Delivery
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