Idaho Form Simplicity Course Outline

Transcription

1 Idaho Form Simplicity Course Outline Optimizing Your Workflow with Form Simplicity Leveraging Form Simplicity s Management Tools for the Broker Optimizing Your Workflow with Form Simplicity Setting Up Preferences Creating an Signature Contacts and Groups Clauses My Files Blank Forms Library Form Packages Creating Transactions o From Forms Library o From Active Transactions o From Form Packages Content Tab Insert Clauses Broker Review Collaboration Tool Tasks esign Archiving Transactions Leveraging Form Simplicity s Management Tools for the Broker (1 hour) Forms Management Agent Management Broker-wide Packages Broker-wide Clauses Broker Review and Checklist Assistant Accounts Forms Programming / Forms Ordering

2 1. Go to 2. Select Forgot/Register Password. Logging into Form Simplicity 3. Provide your first name and last name in the appropriate fields and click SEARCH. Updated 10/13/16

3 4. Select your name from the drop-down and click SELECT. 5. Enter in the address that you have on file with the Idaho Association of Realtors and click CONTINUE. 6. An containing instructions to generate your password will be sent to your address. 7. If you need assistance, please contact Tech Helpline at: , chat.techhelpline.com or Updated 10/13/16

4 Foundations of Form Simplicity Basic Class Contact Information for Form Simplicity Technical Issues: Call Tech Helpline (877) Tech Helpline Monday through Friday 9:00 AM to 8:00 PM; Saturday & Sunday - 9:00 AM to 5:00 PM ET

5 SETUP AND GETTING STARTED Registering for a Form Simplicity login Registering for Form Simplicity varies among Form Simplicity s association, MLS and brokerage clients. The registration process should have been communicated upon the start date. If you are having problems registering for Form Simplicity or have issues with your log in or logging in, please contact the Tech Helpline for assistance. Notes: Foundations of Form Simplicity 1 Idaho Association of Realtors

6 PREFERENCES Change or update notifications from Form Simplicity 1. Log in to Form Simplicity. 2. On the upper right side of the page, locate and click on the PREFERENCES button. 3. Select the notifications that you would like to receive by placing a check mark next to the various options. Note: Notifications are sent to the address that is on file with your association. If you would like to have your notifications sent to a different address, type it in the field and click the SAVE CHANGES button. Foundations of Form Simplicity 2 Idaho Association of Realtors

7 Create an signature Create a custom text signature that will automatically appear in every that you send out from Form Simplicity. 1. Log in to Form Simplicity. 2. On the upper right side of the page, locate and click on the PREFERENCES button. 3. Type the information in the field provided. 4. Once complete, click the SAVE CHANGES button. CONTACTS Add a contact 1. Log in and select the CONTACTS option from the menu at the top of the page. 2. Click on the SELECT COMMAND drop down menu and select the ADD CONTACT option. 3. Enter your contact s information, then click the ADD button. Foundations of Form Simplicity 3 Idaho Association of Realtors

8 Find a Contact 1. Log in and select the CONTACTS option from the menu at the top of the page. 2. Scroll down the list to locate your contact or type their name on the FIND A CONTACT search bar and click FIND. Edit or Delete a Contact To locate the contact, enter the first or last name of the contact and click on FIND. To the right side of each record, you will find three buttons: MORE, EDIT and DELETE. The MORE button will allow you to see additional information available for that contact, such as Work Phone, Work Fax, etc. The EDIT button will allow you to change or add information to the record. The DELETE button will allow you to delete the record. Notes: Foundations of Form Simplicity 4 Idaho Association of Realtors

9 Add Google contacts to Form Simplicity contacts 1. Log in and select the CONTACTS option from the menu at the top of the page. 2. Click on the SELECT COMMAND drop down menu. 3. Select the SYNC WITH GOOGLE CONTACTS option. 4. Enter your Gmail address and password, then click the SYNC CONTACTS button to import all of your Gmail contacts into Form Simplicity. Note: This sync is a one-time, one-way download of the Google contacts. If a change is made in one location in the future, it will not automatically sync to the other. Notes: Foundations of Form Simplicity 5 Idaho Association of Realtors

10 GROUPS To create and edit a group of your contacts, log in and select the CONTACTS option from the menu at the top of the page. Create a Group 1. Click on the GROUPS tab. 2. Click the ADD GROUP button, which is located on the right side of the page. 3. Assign a name to your group, and click ADD. Edit a Group Change the name of the Group by clicking the EDIT button next to it. Notes: Foundations of Form Simplicity 6 Idaho Association of Realtors

11 Add Contacts to Your Group 1. Switch from the GROUP tab to the PEOPLE tab. 2. Locate the contact you wish to assign to a group. Click on its corresponding EDIT button located on the right side of the page. 3. Scroll down until you see the Group option. Click on the Select a Group drop down menu, select the group where you would like to add the contact, and click UPDATE. Notes: Foundations of Form Simplicity 7 Idaho Association of Realtors

12 CLAUSES Create Personal Clauses 1. Log in and select the CLAUSES option from the menu at the top of the page. 2. Click the ADD NEW CLAUSE button located on the right side of the page. 3. Enter the name, the text of the clause, and click SAVE. Note: You may repeat the process and create as many clauses as you need. Foundations of Form Simplicity 8 Idaho Association of Realtors

13 4. The clauses you create will be listed under the PERSONAL section. Above them will be any clauses your broker created for brokerage-wide use. Notes: Foundations of Form Simplicity 9 Idaho Association of Realtors

14 PREVIEW, EDIT or DELETE A CLAUSE After creating a clause and you want to preview, edit, or delete a clause, just log in and select the CLAUSES option from the menu at the top of the page. Preview a Clause 1. Locate the clause and click the PREVIEW button. 2. The text of the clause will open for you to read. Click the PREVIEW button again to close it. Foundations of Form Simplicity 10 Idaho Association of Realtors

15 Edit a Clause 1. Locate the clause that you wish to edit, and click its corresponding EDIT button. 2. Make the necessary changes to your clause and click SAVE. Note: You can only make changes to your personal clauses. Foundations of Form Simplicity 11 Idaho Association of Realtors

16 Delete a Clause 1. Select the clause you wish to delete by placing a check mark. Then click on the SELECT COMMAND drop down menu and select DELETE. 2. Confirm the action by clicking the DELETE button. Notes: Foundations of Form Simplicity 12 Idaho Association of Realtors

17 MY FILES MY FILES gives you the ability to improve the storage and organization of your important real estate documents and files in Form Simplicity; i.e., efaxes, completed esign, and s stored in one place. You can organize the files by folders. It s like having an electronic file cabinet in the cloud. 1. Log in and select the MY FILES option from the menu at the top of the page. 2. Select the tab to access your documents: MY FILES tab: Will allow you to upload and organize the files you upload. MY FAXES tab: Will show and track all incoming faxes from all transactions. MY ESIGN tab: Will track all e-sign history from all transactions. MY tab: Will track and show all incoming s from all transactions. Notes: Foundations of Form Simplicity 13 Idaho Association of Realtors

18 Create File Folders 1. Log in and select the MY FILES option from the menu at the top of the page. 2. Click on the CREATE FILE FOLDER button. 3. Name the folder and enter the folder description. Click ADD. 4. Upload your files to the folder. Rename the Folders and Edit the Description, and Delete Folders 1. To rename a folder or edit the description of the folder, click the OPTIONS button located to the left of the folder s name. Make your changes, then click SAVE. 2. To delete a folder, click the X icon located to the left of the folder s name. Foundations of Form Simplicity 14 Idaho Association of Realtors

19 Upload Files 1. Click the UPLOAD FILE button located on the right side of the page. Click the Choose File button to select the files from your computer, and click UPLOAD. Note: If you want to upload a file directly to a folder, select the name of your folder from the drop down menu. 2. Click on the name of the folder to access the files in the folder. Notes: Foundations of Form Simplicity 15 Idaho Association of Realtors

20 BLANK FORM LIBRARY Learn how to navigate your Library of blank forms. Take a closer look at the unique features of Form Simplicity s smart forms. Getting a form from the blank forms library 1. Start by clicking on Start a Form icon from the main screen. That will take you to the blank forms library. 2. On this screen you can scroll up and down the screen and try to locate the form/s that you are looking for. Foundations of Form Simplicity 16 Idaho Association of Realtors

21 Find a Form There are three possible ways to find a form: 1. Type the keyword in the FIND FORM search bar, then click the FIND button. Note: Limit your search to one or two keywords (e.g. residential, addendum, etc.) for best results. 2. Or, click CTRL + F on your keyboard and type the keyword. This will highlight all the forms that use the keyword you typed. 3. Or, scroll down the list until you find it. Your search results will appear. Click on the name of the form to open it. Notes: Foundations of Form Simplicity 17 Idaho Association of Realtors

22 Preview a Form 1. Find the form you would like to preview and click the magnifying glass icon to the left of it. 2. An image of the form will open for you to preview it. Click on the magnifying glass icon again to close it. Foundations of Form Simplicity 18 Idaho Association of Realtors

23 Print Blank Forms from the Library 1. Log in and click the Start a Form icon or select the LIBRARY option from the menu at the top of the page. 2. Your BLANK FORM LIBRARY will open. Select the form(s) you need by placing a check mark in the box to the left of the form s name 3. Then click on the SELECT COMMAND drop down menu, which is located at the top, right side of the page. Foundations of Form Simplicity 19 Idaho Association of Realtors

24 4. If you select PRINT, you have the option of selecting how many copies you wish to print. Then click the PRINT button to confirm or click CANCEL to abort the action. Blank Forms from the Library If you select , fill out all the fields needed to the form. Then, click the button to confirm or click CANCEL to abort the action. Note: It defaults to Send to myself ; uncheck the box if you wish to send the form to someone else, and you don t need to receive a copy of it. Download Blank Forms from the Library If you select DOWNLOAD, the forms will be downloaded in a zip file. The default Lock Forms will download the forms as Read-Only forms. Unchecking the Lock Forms option will download the forms as Read-Write forms. Click the DOWNLOAD button to confirm or click CANCEL to abort the action. Foundations of Form Simplicity 20 Idaho Association of Realtors

25 FORM PACKAGES Agents have the ability to group blank forms into packages, which can serve as templates for particular types of transactions. (i.e. Residential Sales, Commercial Listing, etc.) Create the Package 1. Log in and click the Forms Package icon or select the PACKAGES option from the menu at the top of the page. 2. Then click on the CREATE NEW FORM PACKAGE button. 3. Name the package (i.e. Residential Sales), and click SAVE. Note: At this point, your folder will be empty. Add forms to your package next. Foundations of Form Simplicity 21 Idaho Association of Realtors

26 Add Blank Forms to the Package 1. Click on the name of the package that you created to open it. 2. Click on the ADD FORMS TO FORM PACKAGE button at the bottom of the screen. 3. This will open the Blank Forms Library. Place a check mark next to the forms that you want to add to your package, click the ADD TO FORM PACKAGE button, and SAVE it. The forms you selected will now be available in your package. Foundations of Form Simplicity 22 Idaho Association of Realtors

27 Upload Files to the Form Package 1. Open your selected package. On the bottom right, locate and click the UPLOAD FILE button. 2. Click on the Choose File button to access your computer. Locate the file, give it a description if you wish and click UPLOAD. 3. The file you uploaded will now be listed under the FILES section of your package. Note: Files that are uploaded are static: not editable and will not auto-populate data. Foundations of Form Simplicity 23 Idaho Association of Realtors

28 Order Forms Programming Brokerages, Associations/Boards, and MLSs who would like to add their own forms to their Form Simplicity Library, may order forms programming. This is particularly beneficial when you have proprietary forms that your agents or members need to access and use regularly want to ensure the most up-to-date versions of your forms are accessible have forms that require accurate calculations and want to eliminate possible human error want to reduce paper and printing costs want to reduce the need for paper file storage space To place an order for Forms Programming, click on this URL: There is no limit (Maximum or Minimum) to the number of forms we can program for you, and you can request revisions to your forms at any time. Additionally, you will always have the opportunity to review and approve your finished forms before they are available to your members or agents in your Library. Price for programming varies according to the number of pages, fill-able fields, calculations, and customization that the form requires. Your online-accessible forms will reduce printing and storage costs and help your agents or members manage real estate transactions electronically from start to finish. Foundations of Form Simplicity 24 Idaho Association of Realtors

29 Optimizing Your Workflow in Form Simplicity Advanced Class Contact Information for Form Simplicity Technical Issues: Call Tech Helpline (877) Tech Helpline Monday through Friday 9:00 AM to 8:00 PM; Saturday & Sunday - 9:00 AM to 5:00 PM ET

30 SETUP AND GETTING STARTED Registering for a Form Simplicity login Registering for Form Simplicity varies among Form Simplicity s association, MLS and brokerage clients. The registration process should have been communicated upon the start date. If you are having problems registering for Form Simplicity or have issues with your log in or logging in, please contact the Tech Helpline for assistance. Notes: Optimizing Your Workflow in Form Simplicity 1 Idaho Association of Realtors

31 CREATING NEW TRANSACTIONS Create a New Transaction from Active Transactions 1. Log in and click the Active Transactions icon or select the ACTIVE option from the menu at the top of the page. 2. Click on the CREATE NEW TRANSACTION button located on the right-hand side of the page. 3. Enter the street address and assign a name to the transaction, then click SAVE. Note: The radio button will allow you to quickly name the transaction the same as the street (property) address. Optimizing Your Workflow in Form Simplicity 2 Idaho Association of Realtors

32 4. Now you will see your newly created folder in the list of active transactions. Click on the name of the folder to open it up. 5. To add the forms you need for your transaction, click the ADD FORMS TO TRANSACTION button at the bottom of the page. This will open your Blank Forms Library. 6. Place a check next to the form(s) that you want to add to your active transaction s folder. Note: The forms that have the HTML5 logo will be editable using your Desktop or Mobile devices. Then click the ADD TO TRANSACTION button at the top of the page, and click SAVE. You now have the forms you need in your active transaction. From there you can edit, , print, download, etc. the forms as needed. Optimizing Your Workflow in Form Simplicity 3 Idaho Association of Realtors

33 Create a New Transaction from an Existing Package 1. Log in and click the Forms Package icon or select the PACKAGES option from the menu at the top of the page. 2. Click the corresponding radio button of the forms package that you need to create your transaction. 3. Then, click the CREATE TRANSACTION FROM SELECTED PACKAGE button. Optimizing Your Workflow in Form Simplicity 4 Idaho Association of Realtors

34 4. Enter the Street Address and give your new transaction a name, then click SAVE. 5. Your new transaction will be created with a copy of the forms and files from the package you selected. Note: You are not restricted to using only the forms and files that came with the package. You may continue to add forms or files as needed. Notes: Optimizing Your Workflow in Form Simplicity 5 Idaho Association of Realtors

35 CONTENT Tab - Import MLS Data into an Active Transaction 1. Log in and click the Active Transactions icon or select the ACTIVE option from the menu at the top of the page. 2. Click on the transaction name to open the folder. 3. Click on the CONTENT tab, which is located next to the active transaction s folder name. 4. Enter the MLS Listing ID into the field and click the IMPORT MLS button. Note: Not all MLSs have chosen to participate. Check to see which MLSs are participating by clicking on the name of the MLS that is listed and select the one you need. Optimizing Your Workflow in Form Simplicity 6 Idaho Association of Realtors

36 5. Your search results will list. Click on the SELECT button to import the MLS data into your active transactions Content tab. 6. The data will populate under the Property Information section in the Content tab. 7. Scroll to the bottom of the screen and click the SAVE INFORMATION TO THE TRANSACTION button. This will save the data you imported from the MLS to the Content tab of your transaction and will auto-populate all the forms in your transaction as applicable. Notes: Optimizing Your Workflow in Form Simplicity 7 Idaho Association of Realtors

37 CONTENT Tab - Import Tax Information into an Active Transaction 1. Log in and click the Active Transactions icon or select the ACTIVE option from the menu at the top of the page. 2. Click on the transaction name to open the folder. 3. Click on the CONTENT tab, which is located next to the transaction name. 4. Add your criteria in the tax fields, and then click the FIND TAX DATA button. Note: We recommend entering only the House# and Street Name information for best results. Optimizing Your Workflow in Form Simplicity 8 Idaho Association of Realtors

38 5. If the property has tax data available, it will return a result. Click on the SELECT button to import the data to your transaction. 6. Scroll to the bottom of the Content page and click on the SAVE INFORMATION TO TRANSACTION button. This will auto-populate the data into the forms of your transaction. Notes: Optimizing Your Workflow in Form Simplicity 9 Idaho Association of Realtors

39 Insert Clauses into the Forms Note: Certain forms allow clauses to be inserted, others do not. 1. Log in and open the form in your active transaction. 2. If the form allows for a clause to be added, an INSERT CLAUSE button will be available on the left side of the form in the area where the clause may be added. Click on it. 3. A drop-down menu will appear listing the different clauses available to you. 4. Select the clause you need and click OK. 5. This will insert the text of the clause into the form, saving you having to type it in. Optimizing Your Workflow in Form Simplicity 10 Idaho Association of Realtors

40 Agents: Submit a transaction to your broker for compliance review (Broker Transaction Management, Step 2) 1. Log in and click the Active Transactions icon or select the ACTIVE option from the menu at the top of the page. 2. Click on the transaction name to open the folder. 3. Then, click the Broker Review tab. Note: If there is no tab, then the broker has not created a transaction checklist (Broker Review, Step 1). 4. Click the ADD CHECKLIST button. Optimizing Your Workflow in Form Simplicity 11 Idaho Association of Realtors

41 5. Assign the checklist a name, select the checklist type from the drop down menu and click CREATE. 6. Click the ADD FILES button in the upper right hand corner, place a check mark next to the files that you wish to submit to the broker for review, and click the ADD TO REVIEW button. 7. Drag and drop the each added file to the appropriate checklist item below. You may add only one file per checklist item with the exception of the Additional Files checklist item at the bottom of the checklist. This is for any additional transaction files that are not listed in the checklist. Optimizing Your Workflow in Form Simplicity 12 Idaho Association of Realtors

42 8. Click the expand icon to either show the file that you have attached (and the ability to remove it), or to indicate that a checklist item was included in the same file that was added to one of the other checklist items. You can only remove a file if the status is ADDED or INCOMPLETE. 9. Use the NOTES button to leave a note regarding a certain checklist item for your broker. 10. When you are satisfied that your checklist is complete, simply click on the SUBMIT button. Once you submit a checklist, you can no longer remove the files or delete the checklist. You can, however, add any additional files to the checklist. Optimizing Your Workflow in Form Simplicity 13 Idaho Association of Realtors

43 SHARING & NEGOTIATING Tab Collaborate with other parties with our Sharing and Negotiating tool. This paperless feature allows outside parties and clients to add negotiation comments to forms and files, with your permission. It s the easiest way to track negotiation comments from all parties and keep all the information together in your transaction in real time. Initiate the Sharing and Negotiating 1. Log in and click the Active Transactions icon or select the ACTIVE option from the menu at the top of the page. 2. Click on the transaction name to open the folder. 3. Place a check mark in the boxes located in the SHARE column to the right of the form(s) or file(s) you wish to share. Optimizing Your Workflow in Form Simplicity 14 Idaho Association of Realtors

44 4. Click on the SHARING & NEGOTIATING tab. Then click the ADD PARTY button. 5. Enter the address of the person with whom you wish to share the files and forms. Add a subject and a message, then click on SEND SHARE LINK. Note: Repeat this step with each person who should be able to view the forms & files. 6. If your contact s information is not already stored in Form Simplicity, you will be given the option of saving it to your contacts here. Optimizing Your Workflow in Form Simplicity 15 Idaho Association of Realtors

45 7. As long as the SHARE LINK is active, the recipients may continue to add comments. Note: You can make changes to the documents and your client can see those changes through the share link in real time. You do not need to send them another link. Just make sure they know you made the change. They may continue to access the updated forms and files with the original link that you sent them. The Recipient s Perspective 1. After you have created and initiated the sharing and negotiating, the recipient will receive an with the SHARE LINK in it. Clicking on the link will allow them to view the documents you shared with him/her. This will begin the collaboration process. Optimizing Your Workflow in Form Simplicity 16 Idaho Association of Realtors

46 2. The recipient will be able to see the form(s) and all the data on them. On the right side of the page, they add their comments. Note: They will not be able to make changes to the form itself. They can leave comments as long as the SHARE LINK is active. Notes: Optimizing Your Workflow in Form Simplicity 17 Idaho Association of Realtors

47 ESIGN (Ultimate Edition feature) Create an esign session Note: Although digital signatures are as valid as wet signatures, not all financial institutions choose to accept them. You may wish to confirm that the parties involved in your transactions will accept digitally signed documents before proceeding. 1. Log in and click on the Active Transactions icon or select the ACTIVE option from the menu at the top of the page. Note: esign sessions may only be processed through an active transaction. If you have not created an active transaction yet, please follow the instructions in the Create a new Active Transaction article first. 2. Click on the name of the active transaction that contains the forms or files you need signed. Optimizing Your Workflow in Form Simplicity 18 Idaho Association of Realtors

48 3. Select the forms/files that you wish to have electronically signed by placing a check mark in the box next to their names. Click on the SELECT COMMAND drop down menu located on the right side of the page, and select ESIGN. Notes: Optimizing Your Workflow in Form Simplicity 19 Idaho Association of Realtors

49 4. A box will pop up giving you four options: a. If you have pre-filled the information that should go in your forms using the Content tab of your active transaction, you may auto-fill that information into your esign forms by clicking NEXT. b. If you will add the information to your forms as you go, click CREATE SESSION. c. If you want to watch a video tutorial, click WATCH THIS ESIGN VIDEO video. d. Note: You may also continue a previously created esign session in that active transaction on this step by clicking the VIEW EXISTING ESIGN SESSIONS button. Optimizing Your Workflow in Form Simplicity 20 Idaho Association of Realtors

50 SIX STEP PROCESS FOR ESIGN Step 1 Signing Session Configuration 1. Give the session a name or title. Note: This is the only required field and the following characters may not be used: \ /? < > : * 2. Optional: Compose a message for the recipient. 3. Optional: Add the of a person who should receive a copy of all the signed documents, but is not a signer him/herself. 4. Other Options: Signer Sequencing and Session Options. 5. Once you have selected your desired options, click the Next button in the upper right hand corner. Optimizing Your Workflow in Form Simplicity 21 Idaho Association of Realtors

51 Step 2 Invite Signers 1. Add the information of all your signers in this step. You may add them one-by-one by clicking Add Signer or select them from your Address Book if you added them to your Form Simplicity Contacts previously. 2. If you add the signers one by one, you may select the authentication method as you are entering their contact information. Note: If you are ing them the esign session, the Authentication options are None, KBA (Knowledge Based Authentication), Password, KBA +Password, or SMS text. If you select the Signing in-person option, the authentication methods are KBA, KBA +Password or SMS text. 3. To change the authentication method, click on the Edit icon of your chosen signer located under the Action column. 4. Each signer will be assigned their number in the signing sequence. You may change the order of your signers by placing a check mark next to the signer s sequence # and selecting the Move Up or Move Down icons. You may also delete the signer. 5. Once you have established the signers and their authentication method, click the Next icon on the top right hand corner to move to the next step. Optimizing Your Workflow in Form Simplicity 22 Idaho Association of Realtors

52 Step 3 Upload Session Documents 1. Because the forms from the Form Simplicity Library are programmed to preassign signers, the Designate Signers box will pop up. Here you will choose the correct person for the correct title. (i.e. Apply the Buyer s name in the Buyer field, apply the Seller s name in the Seller s field.) 2. You also have one last option to add a signer here. Click Next when all the fields have been assigned. 3. All the forms that you have in your active transaction will be listed. Place a check mark next to the form(s) you need signed. (You may also upload a file from your computer, OneDrive, box, or Dropbox by clicking on the Add Files icon.) Optimizing Your Workflow in Form Simplicity 23 Idaho Association of Realtors

53 4. You may change the signing sequence of the forms and files by selecting the form or file and clicking the Move up or Move Down icon. You may also Delete the form or file, or click the Edit icon and rename the form or file. 5. Click the Next icon once you are ready to move to the next step. Step 4 Add Signing Location Forms that received the pre-assign option in step 3 will auto-populate the name of the person responsible for filling out the fields right away. 1. Files that did not have the preassigned option in step 3 (e.g. files you uploaded) will give you the opportunity to manually assign the fields. Simply select the name of the person who should fill out the field from the drop down menu on the right hand corner, then click the action they should take and drag & drop it to the necessary location. Continue assigning all the actions needed. Note: You may re-size the boxes by clicking and dragging the edges, the red x will allow you to delete that action, and the gray ring will allow you to determine whether it is a required, optional, or conditional field. Optimizing Your Workflow in Form Simplicity 24 Idaho Association of Realtors

54 2. You also have the ability to Markup your documents using the same drag & drop function. Click Markups on the right side of the page. 3. Select the Markup tool from the menu bar on the right side of the page and apply it to the document. 4. When all the pages of your forms and files are ready, click Next to move to the next step. Step 5 Preview Signing Session This gives you the opportunity to review your forms as the recipients see it and go back to the previous step if needed, or click Next to move on to the last step. Optimizing Your Workflow in Form Simplicity 25 Idaho Association of Realtors

55 Step 6 Start Signing Session 1. This step will bring you back to the message you composed on Step 1 in case you want to add any additional instructions. 2. Click Finish to send the esign session to your clients. The Activity Log will populate to show you the current status of your esign session. Click Sign Out at the top of the page to exit. Optimizing Your Workflow in Form Simplicity 26 Idaho Association of Realtors

56 3. To access the Activity Log again, please read the Track the Progress of Your esign Session with the Activity Log article. 4. When all the signers have esigned the documents, you will receive an notification that the esign session has been completed. 5. In a signer has not received an invitation, locate your signer and its corresponding Action icons on the right side of the page. 6. Optional: If you would like to fix the address or use a different address before resending the esign session, click on the Edit icon and make the necessary changes. 7. Click on the Resend icon and a new invitation will be sent to your signer. Notes: Optimizing Your Workflow in Form Simplicity 27 Idaho Association of Realtors

57 Track esign Sessions with the Activity Log 1. Log in and open the active transaction from where you sent the esign session. 2. Click the HISTORY tab. The HISTORY tab shows you all the actions done within your active transaction, including your esign session. 3. Locate the title of the e-sign session that you created, and click the Status link on the right of it. Note: Aging esign Sessions will auto archive based on their status. 4. The esign session s activity page will populate and at the bottom of the page you will find the Session Activity Log. This log will allow you to see where in the process your esign session is. Optimizing Your Workflow in Form Simplicity 28 Idaho Association of Realtors

58 esign From Your Client s Perspective 1. After you prepare and send your esign session, your client will receive an invitation similar to the example below. They will click on the Review & Sign link. Note: Your client can watch a 5 min. instructional video that will walk then step by step on and esign signing. 2. Then, they confirm name is spelled correctly. Optimizing Your Workflow in Form Simplicity 29 Idaho Association of Realtors

59 3. Create a signature by either choosing a predefined signature or drawing their own. 4. Agree to the Consumer Disclosure and click the Start button. 5. The forms you sent them to sign will populate. They will click on all the required locations assigned to them. 6. Once all locations have been clicked, they will be prompted to finish the session. Click the Yes button. 7. Once the e-sign session is completed by all parties, and an with the completed files will be sent to all. Additionally, the signed documents will be stored in the Files section of the corresponding active transaction. Optimizing Your Workflow in Form Simplicity 30 Idaho Association of Realtors

60 ARCHIVED TRANSACTIONS Archive an Active Transaction 1. Log in and click the Active Transactions icon or select the ACTIVE option from the menu at the top of the page. 2. Locate the transaction that you wish to archive (do not open it), and click on the EDIT button, which is located on the right side of the page. 3. A new box will open. Select the ARCHIVED radio button, then click UPDATE. 4. This will move the transaction to the Archived Transactions for long-term storage. Reactivate an Archived Transaction 1. Log in and click the Archived Transactions icon or select the ARCHIVED option from the menu at the top of the page. 2. Locate the transaction that you want to make Active again, and click on the EDIT button, which is located on the right-hand side of the transaction name. 3. A new box will open. Select the ACTIVE radio button, then click UPDATE. 4. This will move the transaction and all its contents back to ACTIVE. Notes: Optimizing Your Workflow in Form Simplicity 31 Idaho Association of Realtors

61 Order Forms Programming Brokerages, Associations/Boards, and MLSs who would like to add their own forms to their Form Simplicity Library, may order forms programming. This is particularly beneficial when you have proprietary forms that your agents or members need to access and use regularly want to ensure the most up-to-date versions of your forms are accessible have forms that require accurate calculations and want to eliminate possible human error want to reduce paper and printing costs want to reduce the need for paper file storage space To place an order for Forms Programming, click on this URL: There is no limit (Maximum or Minimum) to the number of forms we can program for you, and you can request revisions to your forms at any time. Additionally, you will always have the opportunity to review and approve your finished forms before they are available to your members or agents in your Library. Price for programming varies according to the number of pages, fill-able fields, calculations, and customization that the form requires. Your online-accessible forms will reduce printing and storage costs and help your agents or members manage real estate transactions electronically from start to finish. Optimizing Your Workflow in Form Simplicity 32 Idaho Association of Realtors

62 Leveraging Form Simplicity s Tools for Brokers Broker Class Contact Information for Form Simplicity Technical Issues: Call Tech Helpline (877) Tech Helpline support@techhelpline.com Monday through Friday 9:00 AM to 8:00 PM; Saturday & Sunday - 9:00 AM to 5:00 PM ET

63 SETUP AND GETTING STARTED Registering for a Form Simplicity login Registering for Form Simplicity varies among Form Simplicity s association, MLS and brokerage clients. The registration process should have been communicated upon the start date. If you are having problems registering for Form Simplicity or have issues with your log in or logging in, please contact the Tech Helpline for assistance. Notes: Leveraging Form Simplicity s Broker Tools 1 Idaho Association of Realtors

64 UPLOAD YOUR COMPANY LOGO Note: You must be the broker on record for the office or have Broker Authority permission in Form Simplicity to upload the company logo. 1. Log in and select the BROKER VIEW option from the menu at the top of the page. 2. Locate the Logo Upload section on the right side of the screen. 3. Click the BROWSE button and locate the logo image on your computer that you wish to upload. Note: Logos will appear on State forms only. Supported image types are JPG, GIF, PNG and BMP. 4. Select your logo image and click the UPLOAD button. The logo image you uploaded will be visible on the screen. 5. The logo will now automatically be placed on the first page of each form you use in your transactions. Leveraging Form Simplicity s Broker Tools 2 Idaho Association of Realtors

65 ASSIGN BROKER AUTHORITY PERMISSION TO AN AGENT OR ASSISTANT Note: You must be the broker on record for the office or have Broker Authority permission in Form Simplicity to give Broker Authority Permission to another agent or assistant. 1. Log in and select the BROKER VIEW option from the menu at the top of the page. 2. Click the ADD AGENT button. 3. Enter the name of the assistant or agent, and then click on SEARCH. Once the name appears, click on the name to add them to the Broker Authority list. 4. Click the FEATURES button to select the features that you would like the agent or assistant to have access, then click SAVE to confirm or CANCEL to abort. Leveraging Form Simplicity s Broker Tools 3 Idaho Association of Realtors

66 ASSIGN AGENTS TO ACCESS OTHER AGENTS TRANSACTIONS Note: You must be the broker on record for the office or have Broker Authority permission in Form Simplicity to grant permissions to other agents. 1. Log in and select BROKER VIEW from the menu at the top of the page. 2. Click on the AGENTS tab. 3. Locate the agent who should be able to access another agent s transactions, and click on their corresponding PERMISSIONS button. 4. You can give the selected agent permission to access the transactions of all the agents in one office, or the transactions specific to another agent. If choosing to give the agent permission to access the transactions of all the agents in one office, click on the Select an office drop down menu and chose the office. Then, click the ADD PERMISSION button. Note: This is a one-way Permission. Only the selected agent may access other agents transactions; the other agents in the office will not be able to access his/hers. If choosing to give the agent permission to access the transactions specific to another agent, click on the Select an agent drop down menu and choose the agent. Then click the ADD PERMISSION button. Note: Although it defaults to a one-way Permission, here you may select Two-way Permission so that the agents may access each other s transactions. Leveraging Form Simplicity s Broker Tools 4 Idaho Association of Realtors

67 HOW THE AGENT ACCESSES OTHER AGENT S TRANSACTIONS 1. After an agent has been given the permission to access other agent s transactions, the agent should log in to their Form Simplicity account. 2. On the upper left-hand side of the home page, they will see that their name has become a drop down menu. 3. By clicking on their name, they will see the list of all the agents whose transactions they can access. Select an agent and Form Simplicity will immediately direct them to the other agent s account. Notes: Leveraging Form Simplicity s Broker Tools 5 Idaho Association of Realtors

68 REASSIGN A TRANSACTION FROM ONE AGENT TO ANOTHER AGENT Note: You must be the broker on record for the office or have Broker Authority permission in Form Simplicity to access agents transactions. 1. Log in and select the BROKER VIEW option from the menu at the top of the page. 2. Then click on the AGENTS tab. 3. Locate the name of the agent whose transaction you need to access: you can scroll through the list of agents, or you can use the FIND AN AGENT search bar. Once you locate the agent s name, click on the arrow next to the agent s Active Transactions to expand the list. Note: You can also access the agent s Archived Transactions. 4. Locate the transaction, and click on its corresponding EDIT button. 5. Clicking the EDIT button at the right of the transaction name will give you the ability to change the name of the transaction, re-assign the transaction to another agent and/or archive the transaction. Click UPDATE to save the changes. Leveraging Form Simplicity s Broker Tools 6 Idaho Association of Realtors

69 BROKERAGE WIDE PACKAGES Brokers have the ability to group sets of blank forms into packages that can be used by all the agents in their office. These packages of forms can be used as templates for particular types of transactions. (e.g. Residential Sales, Commercial Listing, etc.) Note: To create a brokerage wide package, you must be a broker or have broker authority in Form Simplicity. Create a Package 1. Log in and click the Forms Package icon or select the PACKAGES option from the menu at the top of the page. 2. Then click on the CREATE NEW FORM PACKAGE button. 3. Select the BROKERAGE WIDE option. Name the package and click SAVE. Note: At this point, your package will be empty. Add forms to your package next. Leveraging Form Simplicity s Broker Tools 7 Idaho Association of Realtors

70 Add Blank Forms to a Package 1. Click on the name of the package that you created to open it. 2. Click on the ADD FORMS TO FORM PACKAGE button at the bottom of the screen. 3. This will open the Blank Forms Library. Place check marks next to the forms that you want to add to the package, then click the ADD TO FORM PACKAGE button, and SAVE it. The forms you selected will now be available in your package. Leveraging Form Simplicity s Broker Tools 8 Idaho Association of Realtors

71 Upload Files to a Package Note: Files that are uploaded are static: not editable and will not auto-populate data. 1. Open your selected package. On the bottom right, locate and click the UPLOAD FILE button. 2. Click on the Choose File button to access your computer. Locate the file, give it a description if you wish and click UPLOAD. 3. The file you uploaded will now be listed under the FILES section of your package. Note: All the forms and files you added to your package will be available to all the agents in the office. Leveraging Form Simplicity s Broker Tools 9 Idaho Association of Realtors

72 BROKERAGE WIDE CLAUSES Create Brokerage Wide Clauses 1. Log in and select the CLAUSES option from the menu at the top of the page. 2. Click the ADD NEW CLAUSE button located on the right side of the page. 3. Enter the name, the text of the clause, select the Brokerage Wide radio button and click SAVE. Note: You may repeat the process and create as many clauses as you need. Leveraging Form Simplicity s Broker Tools 10 Idaho Association of Realtors

73 4. The clauses will be listed under the BROKERAGE section, and all the agents in your office will have access to them. Notes: Leveraging Form Simplicity s Broker Tools 11 Idaho Association of Realtors

74 PREVIEW, EDIT or DELETE BROKERAGE WIDE CLAUSES After creating brokerage wide clauses and you want to preview, edit, or delete a clause, just log in and select the CLAUSES option from the menu at the top of the page. Preview a Clause 1. Locate the clause and click the PREVIEW button. 2. The text of the clause will open for you to read. Click the PREVIEW button again to close it. Leveraging Form Simplicity s Broker Tools 12 Idaho Association of Realtors

75 Edit a Clause 1. Locate the clause that you wish to edit, and click its corresponding EDIT button. 2. Make the necessary changes to your clause and click SAVE. Note: You can only make changes to your personal clauses. Leveraging Form Simplicity s Broker Tools 13 Idaho Association of Realtors

76 Delete a Clause 1. Select the clause you wish to delete by placing a check mark. Then click on the SELECT COMMAND drop down menu and select DELETE. 2. Confirm the action by clicking the DELETE button. Notes: Leveraging Form Simplicity s Broker Tools 14 Idaho Association of Realtors

77 BROKER TRANSACTION MANAGEMENT STEP 1: Create a Transaction Review Checklist 1. Log in and select the BROKER VIEW option from the menu at the top of the page. 2. Click on the TRANSACTION MANAGEMENT tab. 3. Then click on the CREATE & MANAGE CHECKLISTS sub-tab. 4. Click on the CREATE NEW CHECKLIST button. 5. Enter the name of the checklist that you wish to create, i.e. Residential Listing, Commercial Lease, etc., then click SAVE. Leveraging Form Simplicity s Broker Tools 15 Idaho Association of Realtors

78 6. Designate who can review the checklist. 7. To begin creating the checklist of items the agents should submit to the broker for this particular checklist, click on ADD CHECKLIST ITEM button, type the item (i.e. Rental agreement), indicate whether the item is Required or If Applicable and then click the ADD ITEM button. Repeat the process until all checklist items have been entered. 8. After you have entered all the items that should be listed on your new transaction checklist type, click the SAVE button. 9. To create another checklist for a different transaction type, click on the CREATE & MANAGE CHECKLISTS sub tab. STEP 2 of the broker submittal is to be completed by the agent Leveraging Form Simplicity s Broker Tools 16 Idaho Association of Realtors

79 STEP 3 & 4 - Review and Approve Agents Transactions. 1. When an agent submits their transaction for your approval (Step 2), you will receive an Log in and select the BROKER VIEW option on the menu at the top of the page. 3. Click the TRANSACTION MANAGEMENT tab. 4. Click the SUBMITTED TRANSACTIONS sub-tab. 5. You may locate the agent s transaction by its submittal status: Pending Review, Incomplete or Complete, or you can use the search box to find the transactions. 6. Click on the name of the checklist that you would like to review to open it. 7. Click the VIEW ALL button to review the submitted contracts as one file. Here you will have the ability to review, print or download the contracts as one file, and leave notes for the agent. Leveraging Form Simplicity s Broker Tools 17 Idaho Association of Realtors

80 8. Use the CHECKLIST to assist your review of the agent s transaction. Click either COMPLETE or INCOMPLETE for each checklist item. Then click the ACCEPT AS COMPLETE or RETURN AS INCOMPLETE button. Note: Accepting the transaction checklist as complete will lock the files into the Brokers long term storage. Returning as incomplete will send the transaction checklist back to the agent and give them the opportunity to fix and resubmit the transaction for your review. 9. The submitted checklist will also include an optional commission detail section, the history of the transaction and the history of the review process. Notes: Leveraging Form Simplicity s Broker Tools 18 Idaho Association of Realtors

81 Order Forms Programming Brokerages, Associations/Boards, and MLSs who would like to add their own forms to their Form Simplicity Library, may order forms programming. This is particularly beneficial when you have proprietary forms that your agents or members need to access and use regularly want to ensure the most up-to-date versions of your forms are accessible have forms that require accurate calculations and want to eliminate possible human error want to reduce paper and printing costs want to reduce the need for paper file storage space To place an order for Forms Programming, click on this URL: There is no limit (Maximum or Minimum) to the number of forms we can program for you, and you can request revisions to your forms at any time. Additionally, you will always have the opportunity to review and approve your finished forms before they are available to your members or agents in your Library. Price for programming varies according to the number of pages, fill-able fields, calculations, and customization that the form requires. Your online-accessible forms will reduce printing and storage costs and help your agents or members manage real estate transactions electronically from start to finish. Leveraging Form Simplicity s Broker Tools 19 Idaho Association of Realtors