How to

1. How To Export a list of contacts from REIN and import to Top Producer A step by step guide by: Rosalind Boyle Virtual Tidewater 757-880-6422 www.VirtualTidewater.com [email_address] Top Producer Certified Professional and Reseller

4. Select the names you want to export by clicking the boxes to the left of each name (or the top box to select all). Select the Export Tax from the action box on the bottom right. (Click green arrow)

5. Select selected records and Tab Delimited, and then click Next. Select Current Grid Format and Check Include Column Headers, and then click NEXT.

6. A File Download Box will appear with a .txt file. Click Open.

7. A Notepad File will appear with the names (don’t worry it will look a little jumbled at this point):

8. Right Click with your mouse over the addresses and click SELECT ALL (all the addresses should turn blue):

10. Click on File and SAVE AS. Then save as a .csv (comma delimitated file)

11. Open and Log into Top Producer 8i on your computer. Click on Preferences in the top right hand corner. Then click on Contacts and Top Producer 8i Import Tool.

12. This will prompt you to download a file. Click OK and Then RUN. You may have a security warning and need to grant permission to run the program. Log out of Top Producer 8i.

13. The Top Producer Data Transfer Wizard will open – Select CVS File and Click Next:

14. Fill in your Top Producer user name and Password. Click Next. Browse to where you have your .csv file saved on your computer and click Next.

15. A box will come up for you to sort where each part of the address to go. Make sure First Row is a header row is selected

16. Use the Arrows to move over the appropriate Top Producer Column to the blank columns in the middle. Once you have all the columns you want to import into Top Producer lined up click on Next (you don’t have to use all the columns) (Last Name will be under Contact info and address info will be under Property Statistics) By the way – if wanted to export more information then just the addresses (i.e. # number of bedrooms, or square footage) from REIN you can using the column manager before you export. Unfortunately the format that REIN uses doesn’t completely match up with the format that Top Producer uses. With some time, you could line up the columns a little better by dividing first and last name up on the excel spread sheet first, but for a farm mailing list I think it is OK to just put the whole name under last name as I did above.

17. Assign a Contact Type to your Imports – you can either select from the existing list, or create a new contact type. Click Next.

18. The next step will show you the records that will transfer. Make sure these are correct and Click Next. Top Producer will notify you when your transfer is complete. Fill in an e-mail address other than your Top Producer e-mail for notification. Click Next and Finish. Once you get the e-mail notification you can log back into Top Producer and assign your marketing plan as you see fit.

19. If this is more than you want to mess with, Virtual Tidewater offers mail merge and Contact Management Services (Top Producer or other programs) for Hampton Roads Realtors. Just let us know what you want or need, and we’ll take care of setting it up for you. Contact Rosalind at 757-880-6422 or [email_address] or more information.