DMS Release Summary -...

DMS Release Summary

Millennium Real Estate Solutions, Inc. Confidential April 3rd

.2015

Release Type: Release Notes

Release Date: TBD

Release Number: 1.2.1

Release Content: Outlined below are the items included in the CASL required update

In support of Canada’s Anti-spam Legislation (CASL), the MRES team will be implementing an update in

the DMS system to follow the new rules set by the legislation. The New Anti-Spam Legislation (CASL) is a

law that regulates how you can send email, text messages and other forms of electronic messages, and

how you can use certain applications (APPS) for marketing purposes.

While we have had the key requirement (such as ‘unsubscribe’) in the system for several years we’re

adding other aspects of the CASL requirement to ensure you are compliant.

This document outlines the changes and business rules that are part of the system email and

prospector.

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Email Listing Function

A key area of the system that is changing to better support email is the merge of the Email Listing and

Send to Contact functions within the DMS system. Essentially clicking on either button will take you to

the updated email function.

The new screen layout will allow members to email a listing (via the client portal) to a contact and track

the email including sorting contacts by who has recently opened the client portal and how many times a

client/prospect has viewed each listing.

The cool part is that members no longer have to navigate away from this screen to put a client into the

contact manager; members now have the ability to complete multiple functions all on one page, which

in the end will create a better user experience.

Plus, as an added benefit, any time members search for existing contacts in DMS, the results will

indicate whether or not the client has provided consent (as per the screenshot below).

NOTE: If CASL consent has not been given, then an Opt-In email notification will be sent to the client

first. Once the client confirms that they subscribe to the service, then a 2nd

email will be sent with the

listings selected by the member.

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If an existing contact is selected, but the record indicates that “consent wasn’t given” or the client

unsubscribed, a message prompt will appear at the bottom of the Email Listing screen to indicate which

contact(s) didn’t consent:

*As indicated in the screenshot, an OPT-IN email will be sent to the unsubscribed contact first to

confirm that they subscribe to the service, before any listing email is sent out.

In the event that the contact already exists and CASL consent has been given, the following message

prompt will appear at the bottom of the Email Listing screen:

NOTE: The CASL Consent check boxes will be grayed out, user has no control over them.

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Resend Prospect Email

As indicated above, at any point where the client/contact has unsubscribed from the service or no

consent was given, contact manager will check/validate each active record. At which point, the RESEND

CASL Email button will be enabled and allow the member to resend the Opt-In email notification.

With that being said, if a contact record indicates that consent has been given by the client, the RESEND

CASL Email button will be disabled.

New Filter Options

In cases where members have several clients entered into Contact Manager, we’ve added 3 additional

selections to the FILTER drop down box to sort contacts based on those clients who have chosen to Opt-

In, No Response or Unsubscribed:

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Contact Manager/Detail

First off we’ve made it easier for members to identify which clients have provided consent or not. We’ve

added a check mark box with associated info to the Edit Contact Information screens and a label on the

main Contact Manager screen to provide an individual status for each contact.

In this example the client/prospect has given consent as shown in green.

In this example showing the contact manager summary page the contact/prospect has not consented to

receive email and the text is in red. If you choose to send this contact an email from the DMS system

we’ll send out an Opt In request to confirm consent then we’ll send them the listings once they Opt In.

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Changes to Email Notification Format and Client Web Portals

To coincide with the changes made in the DMS system, we’ve also updated the verbiage shown on the

email notification sent out to your client and the “Client Web Portal” that they use to view the listings.

The disclaimer at the bottom of the email notification has been updated to indicate that “consent” has

been given by the customer. If at any point in time, the client wishes to withdraw consent, we’ve added

additional links to opt-out of the service or to view our updated Privacy Policy.

We recognize that there may be instances where your client may have concerns over consent, which is

why we’ve added a disclaimer message to the bottom of the client web portal to indicate whether or

not “consent” has been given and making It clear that they can unsubscribe.

Remember if you set up a client/prospect in the DMS contact manager and either send them an email

directly or send them information via Prospector consent needs to be obtained. Please ensure you let

your client/prospect know that they’ll receive and Opt In email from MRES to ensure they will

participate.

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With that said, at any point in time a client decides that they no longer wish to consent to the service,

we’ve also updated the expanded “unsubscribe” section to include our updated privacy policy and a link

to opt-out of the service.

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Opt-In Email

A key component of CASL that is being added to the DMS system is the Opt-In email. Opt-In Emails will

be sent out to new contacts/Prospects. If you click on the Send to Contact or Email Listings to email a

listing* or set up an automated search in Prospector the system will send the client/prospect a request

for consent per the CASL directive. The DMS system will notify the REALTOR® to indicate consent status

and will have the ability to resend opt-in emails to each of their clients/contacts if required.

If a contact opts-out (Unsubscribe) then no emails will be sent to the contact, unless the client re-

subscribes to the service.

Note: DMS members will be notified of contact subscription choice, if contact unsubscribes from

service, the member can reactivate the opt-in email by clicking on the “Resend CASL email” provided

the contact/prospect clearly requests this. Millennium does not take any responsibility for members

sending out email without consent.(see below for more details).

*If a member emails either a contact/Prospect from their own email service (Gmail, Rogers, Sympatico,

Outlook, Etc.) Millennium DMS tools and CASL protocol are bypassed and Millennium is not tracking

consent nor responsible for compliance.

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For each newly added contact, the following email will be sent out to the client:

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If the client/contact accepts and opts-in to the service, the following email will be sent to confirm their

choice:

Opt-Out Email

If at any point in time, the client/contact indicates that they no longer want to subscribe to the service,

the following email will be sent to confirm their choice:

At which point, a similar email notification will be sent to the REALTOR® to advise that the client has

Opted Out. Members can also track Unsubscribe in the DMS system within the Contact Page.

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Client View Flyer

Another benefit of sending email via the DMS system is the listing data is always delivered real

time and includes all photos, map, listing details and by clicking the Print Listing button the

client/Prospect would also have the client view flyer with your branding.

DMS Release Summary -...

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