The Top 3 Things a Real Estate Sales Professional Needs to Know About Signing Documents Electronically

Transcription

1 The Top 3 Things a Real Estate Sales Professional Needs to Know About Signing Documents Electronically After years of discussion, the Ontario government has finally passed a bill to allow for the signing of electronic documents in real estate transactions. This is made possible by the removal of the exception which disallows land transfer documents to be signed by an electronically generated signature. This presents a huge opportunity for real estate sales professionals as those who leverage it will be able to generate and sign documents with their clients, all while on the road. Leveraging electronic forms makes you more competitive and creates a much stronger and happier relationship with your clients. Signing electronic forms on the go involves a number of different factors, not least of which is having the technical capability to do so. We have created a short list of what you can do to be prepared to sign your documents electronically. What Forms Can You Sign Electronically? First determine which forms you want to be able to sign with your clients electronically. Here is a list of the current forms that can be signed with an electronic signature: Form 200 (Listing Agreement) Form 203 (Schedule to Listing Agreement) Form 300 (Buyer Representation Agreement) Form 303 (Schedule to Buyer Representation Agreement) pg. 1

2 Standard Clauses Form 261 (Mortgage Verification) Form 240 (Amendment to Listing Agreement) Form 305 (Amendment to Buyer Representation Agreement) Form 201 (Seller Customer Service Agreement) Form 310 (Buyer Customer Service Agreement) What Type of Device Should You Use to Sign Forms Electronically? Signing documents electronically will require access to a mobile device. Most real estate sales professionals are using their ipad tablets for 2 reasons: Many of the apps that allow for electronic signature are only available on tablets. Tablets provide a better customer experience because there is simply more space on the screen to review the information with your client. What Tool Can You Use to Sign Forms Electronically? Now it is time to choose an app. While there are different products on the market we recommend Virtual Mobile Office or ViMO. ViMO not only enables you to sign documents electronically, it is also a complete solution that makes it easy to connect with clients, colleagues and suppliers, research properties, post and promote listings and more. What s Next? Included in your download is the ViMO How To Guide to signing electronic forms using ViMO. Whether you are currently a customer looking to take advantage of this feature or are considering becoming one, this guide is a step-by-step instruction manual that will give you a sense of just how easy it is to take advantage of this new capability. pg. 2

3 About the Author This e-book was created by the ViMO marketing team at Teranet. If you are interested in receiving more information about the ViMO application please contact sales at: Contact: Philip Share Direct telephone number: Direct fax number: Direct address: philip.share@teranet.ca General sales department telephone number: (VIMO) General sales department vimo.sales@teranet.ca If you are currently a ViMO customer and have further questions about how to use the app, please contact support at: ViMO Support Telephone: (VIMO) vimo.customersupport@teranet.ca ViMO Training Telephone: (VIMO) vimo.trianing@teranet.ca Disclaimer: This e-guide is not and should not be construed as legal advice. This e-book was created July 7 th, 2014 and all information therein is effective July 7 th, pg. 3

4 How To Series: ViMO Digital Forms with E-signature Capability Electronic Forms in ViMO are easy to complete, speed up the process and save you time and money. Impress your clients by incorporating this environmentally friendly, paperless solution into your workflow. Teranet has a licensing agreement with the Ontario Real Estate Association (OREA) to provide Standard Forms and Clauses through our mobile solution, ViMO. ViMO s Forms section only includes forms that may be signed electronically. The Agreement of Purchase and Sales is not approved for electronic signature and it is not included in the initial forms available. We have initially provided the following popular forms for use in ViMO: Amendment to Listing Agreement (Form 240) Amendment to Buyer Representation Agreement (Form 305) Buyer Customer Service Agreement (Form 310) Buyer Representation Agreement (Form 300) Listing Agreement (Form 200) Mortgage Verification (Form 261) Schedule to Buyer Representation Agreement (Form 303) Schedule to Listing Agreement (Form 203) Seller Customer Service Agreement (Form 201) We will expand the list of forms available through ViMO over time and when regulations allow the Agreement of Purchase and Sale to be signed electronically. pg. 4

5 Table of Contents Section 1: Creating and Filling in Forms Section 2: Sign the Form in Person with your client Section 3: Instructions on How To Forms Section 4: How To Tag a Form for Signing Section 4(a): Client Signing Steps (access from a non-touchscreen device) Section 4(b): Client Signing Steps (access from a touchscreen device) Section 4(c): Real Estate Sales Professionals Signing Steps for ed Forms pg. 5

6 Section 1: Creating and Filling in Forms The Forms section is located on the top right of your dashboard. In order to activate available forms, you must follow these steps: 1. Select an Engagement. Once you have selected an Engagement, by pressing on the Engagement card, you will notice that it appears on the top left corner of your ViMO header. Select Engagement You will notice the X to the right of the active Engagement which allows you to easily deselect it when done. Please note that deselecting an Engagement will reset the Forms screen. 2. Within a few moments, the Forms section will list any active forms available for the given Engagement. Expanding the Forms section will reveal your forms library based on Standard Forms and Clauses provided by OREA. The forms available are for buyer and listing Engagements. Forms will appear in alphabetical order within the main list. pg. 6

7 At the top you will notice a search bar where you can type in a keyword and the Forms list will reveal the available options. Search Bar 3. To search forms, just start typing the name of the form in the Search Bar. pg. 7

8 4. Selecting Forms: You can choose one or more forms by selecting the form title(s). As you select you will see the forms appear in the Selected Forms box in the top left. Selected Forms 5. Populating Forms: To open and populate a form, select the blue Populate button located at the bottom of the Selected Forms section. Populate pg. 8

9 The form will auto-populate with your profile information (taken from the About Me section), property listing s information (taken from the Engagement section), as well as relevant fields from the Electronic Land Registry System. This will allow you to quickly complete the form to share with your clients and brokerage. You can easily switch between your form types by choosing the desired form in Select Forms. To deselect any form choose the X to the right of the form name. 6. To complete the form, simply select the input fields and enter the information. pg. 9

10 To the right of the input boxes you will find a calendar where a date is required and an i that will open with additional tips on how to complete the field. Calendar & I i 7. Once you reach the bottom, you can move on to Next Form or Previous Form or move up to the top tabs and select Preview. pg. 10

11 8. To return to the Forms Library, you can click on the Create New Form button located at the top of the page underneath Selected Forms or select the Form Library link on the left of the Forms header. Forms Library Create New Form 9. The Preview tab will give you a real form view of the content & forms that you have created. Preview From here you can review, edit, save and complete the form as needed. pg. 11

12 10. Saving your forms: There are two options to save your form: Save to Transaction and Save Editable Form. Larger Image Saving to Transaction saves your form in a completed non-editable version. This is generally used when your form is ready to go. A copy of the PDF is available in the Completed tab on the Forms menu. Save to Editable Form allows you to save your form as a work in progress to be opened and edited at a future time. The editable form can be accessed from the In Progress tab on the Forms menu. We suggest that you prepare your form before meeting with your client and select to Save to Editable Forms. This way you can easily access the form and edit as needed to sign with your client in person. pg. 12

13 11. Signing your form: Sign opens up VIMO s access to repree *, an electronic signing system. Here you will see all the necessary options to complete the electronic signing of your form. *Forms created in ViMO are managed by a third party company, repree and the signing portion is powered by DocuSign. Accounts for each provider are automatically created with your ViMO account no further action is required. For more information about repree please visit their website at For more information about DocuSign please visit their website at pg. 13

14 Section 2: Sign the Form in Person with Your Client: Select the Engagement by pressing on the Engagement card. Notice the prepared forms available for that Engagement pg. 14

15 Expand the Forms section, select the In Progress tab and then Editable Forms. In Progress and Editable Forms The window will open in the form view, select Preview followed by Sign. Preview Sign pg. 15

16 The repree electronic signing window will open. Select Add yourself as a signer. Ensure the Routing Order is set to 2. pg. 16

17 Select Add your client as a signer. Change Signer Type to InPersonSigner for your client. Scroll down the window and select the form by placing a check to the left of it and then select the button Tag Document for Signatures located at the bottom of the page in the blue button. Tag Document for Signatures pg. 17

18 The DocuSign forms solution provides the ability to tag the document in advance. For the optimum mobile experience, skip the tagging phase and proceed to signature by selecting Send in the bottom left of the window. Send pg. 18

19 A warning message will appear, select Send Anyways. Send Anyways A message Your envelope has been successfully sent will appear. pg. 19

20 To access the form in ViMO, close Expand the Forms module. this window and return to the dashboard. Select Documents for electronic signing from the In Progress tab. pg. 20

21 A window will appear with instructions on how to sign, select Begin Signing. A window will appear to ask you to give control to your client, select Continue. pg. 21

22 Ask your client to check the consent box and to select Review Documents. Your client s consent to use electronic forms is stored. pg. 22

23 The form will open and you can review it with your client and explain where to initial and sign. Your client can use their finger or a stylus pen to tap the screen where the initials or signature is required. Tapping on the screen will open a tool bar where you may choose from a number of options: Signature Initial My Name Company Title Date Signed Text Checkbox pg. 23

24 Example when option selected is Initial. A window will open where your client can draw their initials. If your client is not satisfied with his signature, you can select Clear. Once your client is happy with his signature select Adopt & Initial. pg. 24

25 Your client s initials will appear on the form and you can direct them through the form to continue this process. The following example shows when Signature is selected instead of Initial. pg. 25

26 Below is an example of when Date Signed is selected. Below is an example of when Text is selected. You may enter free form text, though we recommend you fill out all fields prior to signature wherever possible. Finish Once your client completes the form select Finish. pg. 26

27 A window will appear to ask your client to enter their address. Your client enters their to validate their identity and ensure they receive a true copy of the document when completed. The below message will appear. To close it select the expand icon and this will refresh the form. pg. 27

28 Once you are back at the dashboard wait a minute to allow the form to refresh and then expand the Forms section. Select Documents for electronic signing from the In Progress tab. Documents for electronic signing pg. 28

29 Select Review Documents. The form will open and you can apply your initials, signature, and the date by tapping the screen and choosing from the menu option. pg. 29

30 Notice that after you adopt initials and a signature they will be saved and applied to your forms when you select these options going forward. Select Finish when electronic signing of the form is complete. pg. 30

31 You will be directed to the Current Envelopes window in repree. Close this window to return to the dashboard. A copy of the signed document will be ed to you and your client. It will also be available in the Activities module in ViMO. pg. 31

32 Section 3: Instructions on How to Forms: Completed forms can be ed in ViMO if you decide not to use the electronic signing feature. 1. Select the icon. 2. Enter To, place a check beside the PDF of the form and Send . pg. 32

33 Section 4: How to Tag a Form for Signing This option will allow you to Tag a form with electronic post-it notes to indicate where a signature, initials, dates, etc. are required in the document. Once completed, the form will be ed to your client. The main benefit of this option is that your client does not need to be with you to complete the signing of the form. Please note: The Tagging feature can be difficult to maneuver in a mobile environment. We will release a mobile-friendly tagging functionality in the near future, but in the interim we recommend you use the in-person signing process described in Section 2 for electronic signatures. 1. Select the Engagement by pressing on the Engagement card. Notice the prepared forms pg. 33

34 2. Expand the Forms section, select the In Progress tab and then Editable Forms. In Progress and Editable Forms 3. The repree electronic signing window will open. Select Add yourself as a signer. Select Add your client as a signer. pg. 34

35 To add another signer, select Add another signer link to the bottom right of the existing signees, to locate or fill out the appropriate details. Scroll down the window to the envelope section where you can enter a subject and message for the to request electronic signing of the form. Place a check to the left of the form and then select the button Tag Document for Signatures. Tag Document for Signatures pg. 35

36 4. The screen will open to a window where you can tag the document for signatures. Document Tagging Menu Enlargement Page selection Enlargement pg. 36

37 Under Tag For select the first person you would like to electronically initial and sign on the form. You will repeat this step for all parties who need to sign. Tag For: Select the person here To add a tag, select the option from the tag menu by touching it with your finger or stylus pen and drag it to the location on the form. Tag Menu Note: The Tag Menu is not easily adjusted. If you enlarge it you may have difficulty moving through the form. pg. 37

38 Continue moving down the form and place a tag in all areas that require an initial, signature, text and a date for the person selected. 5. Once done, move back up to the 1 st page and select the next person to sign from the Tag For drop down. Tag For: Select the next person here pg. 38

39 Drag a tag in all areas that require an initial, signature, text and a date for the person selected. Send Enlargement of options available at the bottom of the window: Go Back - will bring you to your signee options. Save Draft - will save your document in sign mode to your In Progress tab in Form Library, and exit you from signing mode. Discard Changes - will revert to previous save and exit you from signing mode. Send - will your PDF forms to your designated signees and allow you to preview your document before sending. 6. Once you have sent the form it will be ed to all parties from repree. 7. Your client can access the form through the to review and sign as requested. They will be able to sign with any device (computer, mobile, ipad) that has access to their and the internet, however the steps vary if they are using a device that does not have touch abilities. Both examples will be shown below. pg. 39

40 Section 4(a): Client Signing Steps (access from a non-touchscreen device) 1. Open the and select View Documents. pg. 40

41 2. The form will open in repree with a dialog box on top to confirm how you would like to proceed. The options are to Review Documents, Decline, Finish Later, Sign on Paper and/or Change Signer. Select Review Documents. pg. 41

42 3. Select Next to move through the tags. Next pg. 42

43 4. If you do not have touch capabilities a window will open where you can choose or draw your initials and a signature. The options available are to Select Style or Draw. Select Style Draw Change Style Adopt and Initial Select Style will allow you to choose an auto suggested signature. The Adopt Your Signature window will default to a suggested signature and you can select Change Style to review all available options. Scroll through the list, click on your selection, and select Adopt and Initial. pg. 43

44 With the Draw option you can use your mouse to create your initials and signature. A window will open. Draw your initials or signature and select to Adopt and Sign or Adopt and Initial. Adopt and Sign Adopt and Initial Your adopted initials and/or signature will be placed in the document in place of the tag. pg. 44

45 5. A message All required fields complete will be presented when you have completed the review of the form. Select Confirm Signing. Confirm Signing pg. 45

46 6. Once done, you will get a You have completed your documents message (shown below). A copy of the completed document will be sent to your client s and they will not be able to login to DocuSign to obtain a copy as the account is tied to your ViMO account. If your client does not receive a copy of the document, please use the steps outlined in the Instructions on How to Forms section of this guide to send them a copy. Once the document is signed by all parties it can be accessed through the Activities module in your ViMO dashboard. pg. 46

47 7. Below is an example of the sent with the completed document. pg. 47

48 Section 4(b) Client Signing Steps (on a touchscreen device) 1. Your client will receive an . They can open the and select View Documents. View Documents pg. 48

49 2. They will need to check the consent statement and then Review Document. Check Consent Review Document 3. A message will be presented from DocuSign to use your current location. This information is captured as part of the signing process. pg. 49

50 4. The form will open in repree to review. Touch the first tag. Tags 5. Draw your initials as prompted and select Adopt & Initial. The initials will replace the tag and you can move to the next one. Adopt & Initial pg. 50

51 6. Draw your signature as prompted and select Adopt & Sign. The initials will replace the tag in the form. Adopt & Sign 7. Once the form is completed, select Finish Finish pg. 51

52 8. You will get the following message and you can close out as a copy of the form will be sent to your client s If you select to cancel, the below message is presented regarding DocuSign. Close out of the website. pg. 52

53 Section 4(c): Real Estate Sales Professional Signing Steps for ed Forms. You will receive an notification once your client has signed. You can access it to sign via your or in ViMO. We recommend signing within ViMO. 1. From the dashboard, select the Engagement card and then expand the Forms section. pg. 53

54 2. Select Documents for electronic signing from the In Progress tab. Documents for electronic signing 3. Select Review Documents. Review Documents pg. 54

55 4. You will get the following message from DocuSign to use your current location. This information is captured as part of the signing process. 5. Apply your initials and signature and select Finish when done. Finish pg. 55

56 6. You will get the You have completed viewing your envelope message (shown below). To close it select the expand icon and this will refresh the form. 7. The completed form is available in the Activities module. Signed form is available here Note - A copy will also be sent to you and your client via . pg. 56