Overview
You can now connect your eRelocation account and darwin. darwin reduces the need to reissue checks because an agent did not tell you about a referral prior to closing by pulling customer data from eRelocation into darwin buyer/seller records. When the customer is added to a property in darwin, the referral company and referral fee attach to the property, as well as notes about the referral. Once you complete the initialization process in eRelocation, new agents, referral companies and 3rd party brokers will get pulled into eRelocation.
eRelocation has the ability to pull information from darwin. This 2 way sync allows agents and offices to automatically created, terminated and update in darwin and those changes will synced to eRelocation. When you attach a buyer or seller record to a pending property in darwin, that started in eRelocation, eRelocation will notify the referral owner there are updated from darwin to review and accept in eRelocation to update the referral, When that pending transaction closes in darwin, eRelocation will notify the referral owner there are updated from darwin to review and accept.
Getting started
Phase one: linking darwin records in eRelocation
- Open a ticket with eRelocation to request an API account.
- eRelocation will send you a data sharing and billing authorization form. Once they receive that form back, eRelocation will send the API Key to [email protected] and start setting up the integration
From the support article by eRelocation https://www.erelocation.net/public/ (Erelocation login required) Text below may be out of date
Once the integration has gone live, please follow these steps to complete the integration.
Step 1 - Agent Back Office IDs
eRelocation will maintain your "People - Edit" list for you via the AccountTECH / Darwin integration. In order to do so, though, we'll need for all existing "people" who are active to have their AccountTECH ID #s added to their people record in eRelocation, in the Backoffice Agent ID field.
When the integration launched, we made a "best effort" to match up agents - by name, email address, and mobile #.
For those agents who didn't match, we'll need for you to run the Backoffice ID Reconciliation Helper (please open a ticket with us to get it).
Once you open the Backoffice ID Reconciliation Helper, you'll see a list of people (primarily agents) who are active in your eRelocation, in the second column, and their office (as it is in eRelocation) in the first column.
In the fourth column, you'll see their backoffice ID # (if it was matched) in a text box, and the column prior to that will show who that ID # matches up to in Darwin.
If any person listed in here is no longer active, simply click their name, then click the "Save as Inactive" button, then close the new tab.
Scan the list of people in this list, and identify anyone missing a backoffice ID. In the textbox to the right, begin typing their name in, then click their name in the lookup. This will attach the ID # to the person's record, so that they can be linked up.
Skipping this step prior to us fully turning the integration on risks you ending up with duplicate people, which will create reporting issues for you. Please ensure all people who are in Darwin are linked up.
Step 2 - Office ID overrides
The second step is to ensure that all offices have an Office ID override in them, so that we can add new people to the correct office. Any office that doesn't have an Office ID override will cause new agents to show up in a placeholder office.
To perform this step, click Setup, Offices - Edit, then click the first office in there. Scroll to the "Office ID Override", and enter the office # in there. Click Save, then continue to the next office.
Step 3 - Congratulations - you have the most important steps completed
At this point, please open a ticket with us to turn the next phase on. The benefits of the next phase are:
- New agents will be added automatically
- Existing agents who move offices will be moved automatically
- Departed agents will be deactivated automatically (we can notify you when someone has a referral that's still active when they leave the company - open a ticket with us if you would like this feature turned on)
- A report is available to see the activity of what changed - clicked Reports, then run the Turnkey API report
- Pendings and closings will be fed to eRelocation, and referral owners will be notified when a referral goes pending or closed. In addition, pending info and closing info can be imported quickly, once that data has been fed to eRelocation.
- All of this data syncs once per day currently, although we anticipate that becoming more frequent in the future.
Step 4 - Third Party IDs on Referral Sources
When Darwin imports a referral prospect from eRelocation, we will communicate the referral fee, the referral source, and the referring firm. However, because Darwin can't match up by name (nor would it be wise for them to even attempt it), we have to be able to communicate by Darwin's referral company ID #s.
To set by referral source, click Setup, Referral Sources, then click the first one you see.
Scroll to the "Third Party ID", and begin typing the company's name. This will do a search against Darwin's referral companies, click on the correct company to pay when we have a referral from this company, and the ID will populate in the Third Party ID. Click Save.
What this allows for is when eRelocation communicates a referral to Darwin (let's say it's a hypothetical company - ABC Mobility), we can communicate the name of the company, and the referral fee, but even more important, it links up the correct company to pay automatically, including the address, and the tax ID for 1099 purposes. All referral sources that you pay referral fees to should have a third party ID, aside from generic sources such as "Broker-to-Broker - Other/Non-Network", "RMC - Other", etc.
Step 5 - Third Party IDs in the Address Book
This step is a little more tedious, but easy to do if you approach it right.
Just like referral sources, we also pay referral fees to firms in the address book.
To set one third party ID on one single company, click Setup, Address Book. Click the firm you want to edit. In that screen that pops up, you can lookup the company's name in third party ID, click the correct one, then click Save.
Very tedious.
To make this easier, we have a tool called the Address Book Third Party ID Reconciliation Helper (open a ticket with us for access).
This has a list of address book companies on the left, and the ID that corresponds to Darwin on the right. Use the text box on the right to lookup a company in Darwin's referral company table.
While your address book may be large, not every firm needs an ID, at least right away. Don't focus on any companies that you have a referral source for - those are already covered. Focus on brokerages, especially those that you get a heavier volume from.
Conclusion
With the above steps completed, you are taking full advantage of the integration between eRelocation and Darwin.
Phase 2: eRelocation Turns on Agent/office Sync and Property sync
Once eRelocation confirms the integration is set up on their end, follow the steps in eRelocations help center AccountTECH / Darwin Integration - Post Activation Steps
Once your have completed those steps, erelocation will will turn the integration live and notify Accounttech to Proceed with turning on the integration
Phase 3: Configure the referral import in Darwin with AccountTECH's integration team
- Schedule a meeting to review your custom feed settings with AccountTECH's integration department after the following have been completed
- eRelocation has sent AccountTECH the API key
- eRelocation filled in the agent Back Office IDs
- You have filled in the Back Office IDs for Referral Sources and Address Book
- At the meeting we will
- Review that the Back Office IDs for Referral Sources and Address Book are filled in correctly
- Review what eRelocation status's you want to pull into darwin
- What eRelocation fields you want to update darwin
- What eRelocation Books of business match what Darwin Lead Sources
- Review if you want eRelocation to pull info from darwin
- Automatically or after review
- At what time(s)
- How to use the darwin dashboard to identify when you have pending properties that might be missing a referral
eRelocation Referrals
This feed creates and updates Buyer/Seller records in darwin from the referral info in eRelocation including:
- Book of Business
- Broker Name
- Other Firm
- Third Party Referral
- Referral Source
- Incoming or Outgoing
We can pull leads where the status is:
- 1-Received Not Placed
- 2-Active
- 5-Pending
- 7-Listed
Incoming and Outgoing:
- Do you want AccountTECH to import the buyer/sellers from eRelocation on incoming referrals or outgoing referrals or both?
We match the Customer from the eRelocation to the Buyer/Seller Records in darwin
- First by Referral sequence ID
- Then People are matched to existing darwin person records by
- email address, firstname an lastname
- email address, companyName
- email address
- mobile phone, firstname an lastname
- mobile phone, companyName
- match by mobile phone
- first name and last name
- companyName
Note if you have agents who enter their agent email in as the customers primary email you will want to remove this matching as it can cause contacts to get over written because many referrals will have the same email address
Referral Company is attached to the customer by finding the personid in darwin
- From the Referral Source Back Office ID
- If the Referral Source Back Office ID is blank, we match on the Other Firm Back Office ID
- If neither are filled in, then the source and other firm info will be placed in the referral notes box
- We do not add new Referral companies from the feed in order to reduce duplicate entries
You pick which eRelocation field should determine the lead source. Most customers pick one of these eRelocation fields
- Book of business
- Lead Source
- Lead Subsource
Below is an example of how a customer record is imported
Lead Sources
If you want the customer to import with lead source filled in we will need to set up transformations of your custom eRelocation Books of Business to your darwin Lead sources.
Lead By Settings:
Many customers will use lead source or book of business to determine if the lead is office or agent generated. Please let us know what Lead sources or books of business are clear office generated leads and which are clear Agent generated leads.
Pull on demand
You can pull on demand based on the Referral id of the Customer
Default Mapping for the Customer (Buyer/Seller) Feed
| eRelocation Field Name | Darwin Field name | Notes |
| Agent 1 Back Office ID | assignedPersonID |
Back Office ID on agent record matches person id of the agent. This value is filled in by erelo during setup, but new agent person ids will need to be added to new eRelocation agents. You will add the agent in darwin and get the personid, then add the agent in eRelocation and fill in the agents third party id. |
| Customer Email | emailAddress | |
| Referral Key ID | eReloId | |
| Customer First Name | firstName | |
| Customer Last Name | lastName | |
| Book Of Business | leadSourceID | Each customer will need to determine which book of business goes to which darwin lead source |
| Mailing Address | personAddress | |
| Customer Home Phone | personPhone | |
| Customer Other Phone | personPhone | |
| Customer Cell Phone | personPhone | |
| Customer Work Phone | personPhone | |
| ReferralSourceThirdPartyID | referralID | We match this field to the darwin person id of referral companies if ReferralSourceThirdPartyID is not filled in eRelocation we then look at the otherFirmThirdPartyID |
| Broker to Broker Referral Percentage | referralPercentage | We enter the sum of all the referrals in eRelocation (third party fee % + B2B Fee % + ReloFees1-6). If there are multiple referrals on the closing, you will split up the referrals when you are getting ready to post. |
| The items below will show in the referral notes of the customer if they were filled in eRelocation. This note will be shown when posting the property | ||
| Book Of Business | ||
| Commission Split | ||
| Incoming Or Outgoing | ||
| Last Edited By | ||
| Mortgage Comments | ||
| Other Firm Name | ||
| Private Comments | ||
| Property Address | ||
| Referral Source | ||
| Referring Agent Name | ||
| Referral Fee Percentage | ||
| Referral 2 Fee Percentage | ||
| Referral 3 Fee Percentage | ||
| Referral 4 Fee Percentage | ||
| Referral 5 Fee Percentage | ||
| Referral 6 Fee Percentage | ||
| Subsource | ||
| Any eRelocation field in the feed can be added or removed to the notes | ||
eRelocation - Properties feed
This is an optional feed and will usually not be used if you have eRelocation pulling property data from darwin
The eRelocation property feed will update existing property records in darwin that have a matching MLS # to the MLS # that is in eRelocation or a matching Referral Key ID from eRelocation to the eReloID in darwin.
If a match is found, the feed will insert any People that are entered on the referral in eRelocation while the property is still pending, including:
- Buyer/Seller
- Title Company
- Escrow Company
- Referring company
- Referring Agent
- Mortgage company
- Insurance Company
- Home Warranty Company
We will also pull the estimated closing date and selling price if they were not already in darwin.
By default this feed will not create new properties in darwin only update existing records.
Listing and Selling agents from our company
- Are matched to the properties by the Back Office ID in eRelocation to the personid in darwin.
- The side is determined by the Listing/Selling Flag from eRelocation
Referral Company is attached to the property by finding the personid in darwin
- From the Referral Source Back Office ID
- If the Referral Source Back Office ID is blank, we match on the Other Firm Back Office ID
- If neither are filled in, then the source and other firm info will be placed in the referral notes box of the Buyer/Seller.
- The feed will not add new Referral companies from the feed in order to reduce duplicate entries
Escrow Company, Home Warranty Company, Insurance Company, Mortgage Company, Title Company and Referring Agent in eRelocation pull into darwin matching on:
- ThirdPartyID to PersonID
- email address, firstname an lastname
- email address, companyName
- email address
- mobile phone, firstname an lastname
- mobile phone, companyName
- match by mobile phone
- first name and last name
- companyName
Default Mapping for the Properties feed
| eRelocation Field Name | darwin Field Name | Update Rule |
| Property City | city | IF NULL |
| Closing Price | commissionPrice | IF NULL |
| Referral Key ID | eRELOID | IF NULL |
| Closing Date | estimatedClosingDate | IF NULL |
| Expiration Date | expiredDate | IF NULL |
| List Date | listDate | IF NULL |
| List Price | listingPrice | IF NULL |
| MLS Number | mlsNumber1 | IF NULL |
| Agent 1 Third Party ID | List or Sell agent | IF NULL |
| Closing Price | sellingPrice | IF NULL |
| Property State | state | IF NULL |
| Status | statusID | IF NULL |
| Property Address | streetName | IF NULL |
| Property Zip Code | zip | IF NULL |
| These people will be added as new person records if not match is found | ||
| Escrow Company | propertyPeople | ALWAYS |
| Home Warranty Company | propertyPeople | ALWAYS |
| Insurance Company | propertyPeople | ALWAYS |
| Mortgage Company | propertyPeople | ALWAYS |
| Referring Agent Name | propertyPeople | ALWAYS |
| Title Company | propertyPeople | ALWAYS |
| These people will be added to the property if they already exist in darwin | ||
| Customer First Name | propertyPeople | ALWAYS |
| Other Firm Name | propertyPeople | ALWAYS |
| ReferralSourceThirdPartyID | propertyPeople | ALWAYS |
Pull Mode
- Full: pulls all records that match the search criteria specified in the what to pull section that were added or modified in eRelocation back to the date in the since field. If no date is specified, the date is defaulted to 1 year ago
- Incremental: pulls all records that match the search criteria specified in the what to pull section that were added or modified in eRelocation since the last time the feed was run plus the number of minutes in the overlap field. If the feed runs at 3pm and 6pm and the overlap is set to 30 minutes, when the feed runs at 6pm it will get any records added or edited since 2:30pm. If no overlap is specified the overlap is defaulted to 2 days (2880 minutes).
Complete eRelocation Field List
| RefID | Referral ID |
| RefSeqID | Referral Key ID |
| ThirdPartyRefID | Third Party Referral ID |
| BrokerID | Broker ID |
| BrokerName | Broker Name |
| StatusID | Status ID |
| Status | Status |
| StageID | Stage ID |
| Stage | Stage |
| BookOfBusinessID | Book Of Business ID |
| BookOfBusiness | Book Of Business |
| ReferralSourceID | Referral Source ID |
| ReferralSource | Referral Source |
| SubsouceID | Subsource ID |
| Subsource | Subsource |
| CommissionSplit | Commission Split |
| CommissionSplitID | Commission Split ID |
| CreationDate | Created Date |
| CreatedBy | Created By |
| LastEditedDate | Last Edited Date |
| LastEditedBy | Last Edited By |
| SideOfDeal | Side Of Deal |
| IncomingOrOutgoing | Incoming Or Outgoing |
| RegisteredCustomer | Registered Customer |
| AGR | NULL |
| NameReq | NameReq |
| Renter | Renter |
| CustomFlag1 | Custom Flag 1 |
| CustomFlag2 | Custom Flag 2 |
| CustomFlag3 | Custom Flag 3 |
| CustomFlag4 | Custom Flag 4 |
| CustomFlag5 | Custom Flag 5 |
| CustomFlag6 | Custom Flag 6 |
| CustomFlag7 | Custom Flag 7 |
| CustomFlag8 | Custom Flag 8 |
| CustomFlag9 | Custom Flag 9 |
| CustomFlag10 | Custom Flag 10 |
| CustomFlag11 | Custom Flag 11 |
| CustomFlag12 | Custom Flag 12 |
| CustomFlag13 | Custom Flag 13 |
| CustomFlag14 | Custom Flag 14 |
| CustomClosingFlag1 | Custom Closing Flag 1 |
| CustomClosingFlag2 | Custom Closing Flag 2 |
| CustomClosingFlag3 | Custom Closing Flag 3 |
| CustomClosingFlag4 | Custom Closing Flag 4 |
| CustomClosingFlag5 | Custom Closing Flag 5 |
| CustomClosingFlag6 | Custom Closing Flag 6 |
| CustomClosingFlag7 | Custom Closing Flag 7 |
| CustomClosingFlag8 | Custom Closing Flag 8 |
| FirstName | Customer First Name |
| LastName | Customer Last Name |
| SecondaryFirstName | Customer 2 First Name |
| SecondaryLastName | Customer 2 Last Name |
| DisplayName | Display Name |
| Agent1ThirdPartyID | Agent 1 Third Party ID |
| Agent1EmailAddress | Agent 1 Email Address |
| Agent1Name | Agent 1 Name |
| Agent1OfficeName | Agent 1 Office Name |
| Agent1OfficeID | Agent 1 Office ID |
| Agent1CompanyID | Agent 1 Company ID |
| Agent1ThirdPartyIDEmailOverride | Agent 1 Third Party Email Override |
| Agent2ThirdPartyID | Agent 2 Third Party ID |
| ActiveTimestamp | Active Timestamp |
| PendingTimestamp | Pending Timestamp |
| ClosingDate | Closing Date |
| ClosingPrice | Closing Price |
| ThirdPartyFeePct | Third Party Fee Percentage |
| ThirdPartyFeeDollars | Third Party Fee Dollars |
| B2BFeePct | Broker to Broker Referral Percentage |
| B2BFeeDollars | Broker to Broker Referral Fee |
| ReloFee1Pct | Referral Fee Percentage |
| ReloFee1Dollars | Referral Fee |
| ReloFee2Pct | Referral 2 Fee Percentage |
| ReloFee2Dollars | Referral 2 Fee |
| ReloFee3Pct | Referral 3 Fee Percentage |
| ReloFee3Dollars | Referral 3 Fee |
| ReloFee4Pct | Referral 4 Fee Percentage |
| ReloFee4Dollars | Referral 4 Fee |
| ReloFee5Pct | Referral 5 Fee Percentage |
| ReloFee5Dollars | Referral 5 Fee |
| ReloFee6Pct | Referral 6 Fee Percentage |
| ReloFee6Dollars | Referral 6 Fee |
| Agent1CommDollars | Agent 1 Commission |
| Agent1BonusDollars | Agent 1 Bonus |
| Agent2CommDollars | Agent 2 Commission |
| Agent2BonusDollars | Agent 2 Bonus |
| FunctionCommission | Function Commission |
| TotalGrossCommission | Total Gross Commission |
| MailAddress | Mailing Address |
| MailCity | Mailing City |
| MailState | Mailing Zip State |
| MailZip | Mailing Zip Code |
| MailCountryName | Mailing County |
| MLSNumber | MLS Number |
| ListedDate | List Date |
| ListedPrice | List Price |
| ExpirationDate | Expiration Date |
| PropertyCounty | Mailing County |
| BMAValue | Estimated Property Value |
| PropertySubdivision | Property Subvision |
| PropertyAddress | Property Address |
| PropertyCity | Property City |
| PropertyState | Property State |
| PropertyZip | Property Zip Code |
| PropertyCountryName | Property Country Name |
| TransactionAddress | Transaction Address |
| TransactionCity | Transaction City |
| TransactionState | Transaction State |
| TransactionZip | Transaction Zip Code |
| CustomerHomePhone | Customer Home Phone |
| CustomerOtherPhone | Customer Other Phone |
| CustomerPriWorkPhone | Customer Work Phone |
| CustomerSecWorkPhone | Customer 2 Work Phone |
| CustomerPriCell | Customer Cell Phone |
| CustomerSecCell | Customer 2 Cell Phone |
| CustomerPriEmail | Customer Email |
| CustomerSecEmail | Customer 2 Email |
| PrivateComments | Private Comments |
| ReferralComments | Referral Comments |
| ClosingComments | Closing Comments |
| MortgageComments | Mortgage Comments |
| MortgageCo | Mortgage Company |
| TitleCo | Title Company |
| EscrowCo | Escrow Company |
| InsuranceCo | Insurance Company |
| HomeWarrantyCo | Home Warranty Company |
| ReferringAgentName | Referring Agent Name |
| ReferringAgentPhone | Referring Agent Phone Number |
| PriFileNum | Prior File Number |
| SecFileNum | Secondary File Number |
| OtherFirmName | Other Firm Name |
| OtherFirmThirdPartyID | Other Firm Third Party ID |
| OtherFirmAddress | Other Firm Address |
| OtherFirmCity | Other Firm City |
| OtherFirmState | Other Firm State |
| OtherFirmZip | Other Firm Zip |