The SmartMLS has instituted a new policy whereby list agents are required to upload the fully executed Listing Agreement or the Listing Agreement Compliance Certification form (as a Private document) to all New listings entered on Matrix within 24 hours.
Per SmartMLS Rules & Regulations:
Section 4.20 Right of Service to Require Data and Contracts
The Service requires Participants and/or Subscribers to upload a copy of the listing agreement or listing certification form and any related documents within 24 hours of the listing being input into
the Service. Additionally, in order to test the integrity of the Service Compilation, the Service
from time to time may require Participants and/or Subscribers to provide additional written
information and data concerning Listings filed with the Service. Requested documentation shall
be provided within twenty-four (24) hours of request by Service.
Here is some additional information surrounding Private documents:
- The default document type when attaching any document to a listing is Private. It is the user's responsibility to change to a public-facing document if they are uploading anything they want all Matrix users to be able to see.
- Private documents can only be seen by the list agent, the Broker of their office and SmartMLS staff. No other MLS users can see a Private document.
- It is vital that users double check the type of document they are uploading before they save it. If you happen to upload a Listing Agreement but switch the document type from private (the default) to public, all other Matrix users will be able to see your contract.
- The MLS is not liable/accountable for Contracts that are accidentally saved as Public. The reason the default document type is set to Private is to try to avoid contracts from becoming visible to other Matrix users. For a contract to become visible to all users, the List Agent has to physically click the drop down menu, select a different, public-facing document type and then save it.