Purpose
This SOP outlines the procedure for updating MLS listings in Realm with the company's Branded Virtual Tour URL, ensuring data quality and efficiency by pre-filtering and post-processing listings daily.
Trigger
A "Virtual Tour Update Ticket" is received daily in Zendesk.
Section 1: Initial Setup and Data Import
| Step | Action | Tools/Notes |
| 1.0 | Open the Zendesk ticket and locate the three (3) critical links. | |
| 1.1 | Open and log in to all three links/systems: | 1) Updated Virtual Tours page in ARM (the data source). 2) The Working Google Sheet. 3) The MLS Add/Edit screen in Realm. |
| 1.2 | In Realm, navigate to the Edit Listing function. | |
| 1.3 | Copy all data from the ARM web page (Updated Virtual Tours) and paste it into the working copy Google Sheet. | This imports today's new listings. |
| 1.4 | Sort Column A (MLS Number) of the spreadsheet from A to Z. | This groups duplicates and aids processing. |
| 1.5 | Begin reviewing the list from the top, identifying the first row that is not a duplicate and is not highlighted Red (from yesterday's skips). | The Red Rows are skipped immediately as they were confirmed un-editable yesterday. Duplicates are ignored for now (only the first instance of an MLS number is processed). |
| 1.6 | Copy the MLS Number from the active, non-duplicate row. |
Export to Sheets
Section 2: Listing Check and Realm Edit
Goal: Determine if the listing can be edited and, if so, navigate to the virtual tour fields.
| Step | Action | Notes |
| 2.0 | Paste the MLS Number into the search bar within Realm and initiate the search. | |
| 2.1 | Decision Check: Edit Permission | If "Edit Listing" appears: Proceed to Step 2.2. If "View Listing" appears (Not Editable): SKIP this row immediately. Leave the row white/un-highlighted in the spreadsheet and proceed to the next row (return to Step 1.6). |
| 2.2 | Click "Edit Listing." | |
| 2.3 | Navigate to the "Other" tab within the listing edit screen. | |
| 2.4 | Scroll down to locate the "Unbranded Virtual Tour URL" field. | This is where the agent's current URL is located. |
Export to Sheets
Section 3: URL Validation and Realm Update
Goal: Add Zolo's Branded URL to Realm if conditions allow.
| Step | Action | Result/Decision |
| 3.0 | Check Realm for Existing URL: Look in the "Unbranded Virtual Tour URL" field in Realm. | If URL IS present: Proceed to Step 3.1 (Matching Check). If URL IS NOT present (Field is Empty): Proceed to Step 3.4 (No Existing URL Check). |
| 3.1 | Matching Check (If Existing URL Found): Copy the existing Realm URL and paste it into a new browser tab. Visually inspect the page content and REMEMBER it. | |
| 3.2 | Compare with Branded URL: Copy the Branded URL from the spreadsheet and paste it into a new browser tab to visually inspect the page content. | |
| 3.3 | Decision Point: Replace? | YES (REPLACE): If the Branded URL content is an exact match to the page content of the existing Realm URL, proceed to Step 3.6. NO (SKIP): If the pages do NOT match (different tours/data), SKIP this row. Leave the row white/un-highlighted and proceed to the next row (return to Step 1.6). |
| 3.4 | No Existing URL Check (If Field is Empty): Copy the Branded URL from the spreadsheet and paste it into a new browser tab. | |
| 3.5 | Decision Point: Add? | YES (ADD): If the link is NOT broken and contains photos, proceed to Step 3.6. NO (SKIP): If the link is broken, SKIP this row. Leave the row white/un-highlighted and proceed to the next row (return to Step 1.6). |
| 3.6 | Execute Update: Copy the Branded URL from the spreadsheet and paste it into the Realm listing (replacing the old URL or filling the empty field). | |
| 3.7 | Click "Save." | |
| 3.8 | Return to the working spreadsheet and highlight the entire row green. | Marks the listing as successfully updated. |
| 3.9 | Proceed to the next non-duplicate, non-Red row in the spreadsheet (return to Step 1.6). | Repeat the process until all rows have been checked or skipped. |
Export to Sheets
Section 4: End-of-Day Spreadsheet Preparation
Goal: Clean the sheet by removing successful and old error entries, and flagging today's skips for tomorrow.
| Step | Action | Outcome/Notes |
| 4.0 | Identify and Select Rows for Deletion: Use Ctrl+Click (or Cmd+Click on Mac) to select the entire row for ALL COLORED LISTINGS in the spreadsheet. | This selects Green Rows (today's successful updates) and any remaining Red Rows (yesterday's errors/duplicates). |
| 4.1 | Delete Rows: Right-click on the highlighted rows and select Delete rows. | Only the white (non-highlighted) rows will remain. These are the listings that failed the edit checks today. |
| 4.2 | Clear Highlighting (if necessary) and re-sort Column A (MLS Number) from A to Z. | |
| 4.3 | Flag for Tomorrow: Highlight ALL remaining rows Red. | These listings must be skipped when processing tomorrow's sheet, as they were confirmed un-editable or invalid today. |
| 4.4 | Save the working copy of the Google Sheet. | The sheet is now ready for tomorrow's work. |