ZipForm Setup January 26, 2010

Transcription

1 Setup Section I Setup Page 1 Section II Moving Around Page 4 Section III Transactions Page 5 1. First visit: Username: enter address Password: leave blank Click Login Site will take you to a page to set your password 2. Subsequent visits: Username: enter address Password: enter the password you set in step 1 above 3. One-time setup suggestions. Go to FORMS tab Go to Tools >> Options a. Under Preferences tab: (1) Use Template Data: Check box (this will use any data in a template to overwrite a form to which the template is applied. (2) Confirm Form Remove: Check box (this prevents you from accidently removing a (perhaps already filled out) form from the transaction). (3) Auto Open Cover Sheet: Uncheck box (check this box if you decide to use the ZipForm Cover Sheet as part of your routine). (4) Active field color: select a pale green or other pale color other than blue (I suggest having the active field set off from other fields on the page to make it easier to see where you are. Using blue will prevent you from seeing marked text). (5) Active text color: black should be fine unless you want text in the field to stand out in which case select a different dark color. (6) Field background: the tan/ecru default should work fine but you can change it if you wish. (7) Time interval for auto save: 15 minutes (your work saved to the ZipForm server every 15 minutes). (8) Default interest rate: leave blank (rates are changing too much). b. Under E-Signature tab (prerequisite: activate your DocuSign account): (1) enter address (2) Password: enter your DocuSign password c. Click OK at bottom of window 4. Transaction (Header) naming protocol. 2010, RE/MAX Xecutex p. 1

2 Setup In the long-term, you will benefit from deciding on a transaction/file naming (called Headers in ZipForm) protocol. My suggestion: client lastname-address-mmyy (for example: Thompsen-Carrhill Road-JA10) 5. Templates (you may want to come back to this after spending some time with the product). a. Overview. A Template is a fixed set of forms and or input data that provide a shortcut for getting a new transaction started. Templates are created by the office (Global) for all users and by you (Agent) for your use only. They can be used separately or with each other. An example: Click on New Transaction Enter name for transaction (see Transaction (Header) Naming protocol section above) Select type of transaction (Listing, etc.) At Apply Template, pull down Template list: As of right now, you will see 5 Global Templates (Listing-Sale, Listing_Rental, Resale- Conventional, Resale-FHA, and Resale-VA). Select one of these and the Transaction will open with a beginning set of commonly used forms for that type of transaction. The Global Template in this instance is simply a one-time selection of a package of forms saving you the time each transaction of finding each form, one by one, in the Library and adding it to the transaction. In addition, in the Resale-FHA and Resale-VA Templates, all of the Conventional Financing contingencies have been struck out. You may now add and subtract from this set of forms but, no matter what you add and subtract, the Global Template will not change. The office will continue to create and adjust Global Templates based on popular demand. b. Creating and Applying an Agent Template. Sample to create: (1) Open the Regional Sales Contract form. (2) Navigate to the Selling Company field on page 1 and enter RE/MAX Xecutex (remember, RE/ MAX is always all caps with the slash!). (3) Navigate to page 10 and enter all of your data (name, address, MRIS ID, etc.) at the bottom of the page. (4) Click on File > Save > Save as Template (5) Enter filename such as: Yournameʼs info - Sales Contract To use: (1) First, follow the instructions in previous section to open one of the Resale Global Templates (optional) (2) Now, click on File > Template > Apply Template and select the Template you just created Voilà: 2010, RE/MAX Xecutex p. 2

3 Setup You now have the package of transaction forms (from the Global Template) with your information (from your Agent Template) overlaid on the forms. You can also create Agent Templates of packages of forms for transaction types you frequently use but a Global Template hasnʼt been created. 6. Clauses (you may want to come back to this after spending some time with the product). As in Templates, there are Broker Clauses created by the office for all users and Agent Clauses created by, and only visible to, the individual agent. An example of a Broker Clause is a generic contingency clause to use rather than trying to create a contingency from scratch (all too frequently, a piece of the contingency puzzle will be omitted leading to problems down the road -- donʼt do it!). Many of you have favored clauses of our own that you recommend to your client. Rather than write from scratch each time (and, again, risk omitting something), create an Agent Clause instead. To create an Agent Clause: Click Edit>Clauses to open the Clause Editor window. Click on New Clause to open New Clause window. Select or create a Category for the clause, enter a title for the clause, and enter the text of the clause. To insert a Broker or Agent Clause: 1. Navigate to the field in the form in which you wish to insert the clause. 2. Click Edit>Clauses, navigate to the desired clause, click on Apply Clause. Please send me a copy of any Agent Clause you create for my review. Please let me know if there are any clauses you believe should be added for potential use by all agents. 2010, RE/MAX Xecutex p. 3

4 Moving Around 1. HOME page or FORMS page? When logging in, you will be taken to the Transactions tab on the HOME page. Except for opening an existing transaction, my suggestion is to immediately select the FORMS page from which you can perform just about any task. 2. Finding commands. There are as many as three places to find certain commands: a. All possible actions can be found under the File, Edit Tools, Help tabs on the FORMS page. b. Most, but not all, of these same commands are available on the large icon toolbar which changes depending on which tab is selected. c. Most Edit commands, as well as form navigation commands, are available on the small icon toolbar immediately above the displayed form. 3. Change screen view. a. Toggle between full form view and split menu/form view with the small icon immediately to the right of the window showing the current formʼs title (labelled Minimize Form Manager or Maximize Form Manager when you hover over the icon). b. Click on the tiny, nearly invisible left and right arrows between the Form Manager (the left part of the screen) and the currently selected form (the right part of the screen) to hide/display the Form Manager (while still leaving all tool bars and menues visible at top). c. Grab the dot between the Form Manager and the currently selected form to increase/decrease (within limits) the size of the Form Manager Display. d. Grab the dot between the upper part of the Form Manager and the lower Library part of the Form Manager to vary the relative display size of the two parts. 4. Navigating between transaction forms and pages. Move between forms and through the pages of the form in two ways: a. In the My Transactions Forms window, click on the desired form and its desired page number. Click on the triangle to the left of a form to toggle between expanding and collapsing its pages. b. In the toolbar immediately above the displayed form, there is a drop-down list of transaction forms. Select the form you want to move to. To the right, you may enter the desired page number in the box to replace the current page number, press Return/Enter and go to that page. Alternatively there are arrow keys before and after this window. The arrows to the immediate left and right go back and forward one page. The outside arrows go to the first and last page respectively of the currently displayed form. 5. Fast Fill View. For those who prefer it, there is a Fast Fill View with all of the fields to be completed in a list. Click Edit>Fast Fill or on the large Fast Fill icon visible when Edit is selected or on the Fast Fill icon in the small toolbar. 2010, RE/MAX Xecutex p. 4

5 Transactions This section assumes completion of previous Setup and Overview sections 1. Transaction setup. To start a new transaction: Click: File > New Transaction or Click New Transaction on the toolbar (once the File tab has been selected) In the window that opens, enter a new Transaction name (see above). This may be changed in the future. For example, you may start with a new buyer client and a buyer broker agreement. At that time, there is no property address. Two months later, when you prepare an offer for them, you may add the address and update the month/year. Continuing in the same window, select the type of transaction and type of property. Finally, pull down the Template field and, as desired, select a template to get started (see para. 10 in Setup and Overview above). If desired, click File>Template>Apply Template to overlay a second template on top of the first. In the window to the left, add forms and/or delete template forms until you have the package of forms for the current transaction (you may add/delete along the way as well). Once you have desired forms selected, you may want to hide the Form Manager panel on the left of the screen. 2. Transaction input. There are seven ways to fill in and alter the forms: a. Agent template. Apply a previously created Agent Template with certain filled in information. Especially useful for your information on the signature page of the Regional Sales Contract, Listing Agreements, and Buyer Broker Agreeement. This information can always be changed on the individual transaction without changing the Template from which it came. b. Date fields. When clicking a date field, a calendar icon will appear to the right of the field. Click on the icon, a calendar opens up (with todayʼs date in red), click on the desired date and it will be entered in the field. Alternatively, you may type in the date. c. Lookup fields. Most fields will display a down arrow to the right of the field. Each time you enter data into such a field, it is automatically memorized and available the next time you use that field (in any transaction). For example, in Listing Company, every Listing Company you have ever entered will appear in the drop down list (you may always edit this list to correct misspellings or delete unneeded items). Pull down the list and select the desired item or simply type in the needed information. 2010, RE/MAX Xecutex p. 5

6 Transactions d. Clauses. You may use office created Global clauses and/or create your own Agent clauses. These are terms you occasionally or frequently use in your forms. Click on Edit>Clauses or on the Clauses toolbar icon, preview and select the desired clause, and click on Apply Clause. Be sure you add/subtract any information needed to make the clause complete and applicable for this situation. e. Type in text. f. No printed text can be deleted but it can be struck out. Click on Edit>Strike-out or on one of the Strike-out icons so it is highlighted. Then mark the text you wish to strike. If you mark too much text, go back and remark the text you now need to un-strike. You may also double-click on the strike-out to unstrike all of it at one time. g. Add language or reference altered/added language in para. 34 or on a blank addendum. 3. Transaction output. Once filled out, forms can be: Click on: a. Saved to ZipFormʼs server File>Save b. Saved on your own computer/media as a.pdf file File>PDF c. Printed File>Print d. Send/ ed File>Send e. Transmitted to your DocuSign account File>E-Signature Reminder: the same commands (except E-Signature) are available on the large icon toolbar. Notes for Output: 1. For Save PDF, Print, Send/ , and DocuSign: you may select which forms, and which pages of which forms to include. 2. For Save PDF or Send/ you may include or omit Sticky Notes. 3. For Save PDF or Send/ You: you may save all selected forms in one PDF or each form in a separate PDF (it will be rare that you will want or need to send separate PDF files). 4. Before Save PDF, think through a file organization structure. All of your ZIpForm PDFs in one folder or a folder per transaction or??? 5. A PDF file exported from ZipForm is now outside of ZipForm. Any changes made in it will not be seen in the originating ZipForm file. 2010, RE/MAX Xecutex p. 6