Paperless Pipeline For Agents

Transcription

1 Paperless Pipeline For Agents

2 Create Transaction o o o o o o Overview Example of Listing Transaction, Sale Transaction, Selling Your Listing Location Name More Info Assign Agents Outside Agents Upload Documents o o Directly to Transaction By To Working Docs Assign Documents to Transaction Tickles Checklists/Due Dates/Notes Broker Review

3 List Side Transaction You will create a new transaction for every new listing you take.

4 Sale Side Transaction You will create a new transaction when your buyer makes an offer on a listing.

5 When Your Listing Sells You will create a NEW transaction when you receive an offer on your listing. So you will have 2 transactions in Paperless when your listing sells a listing transaction and a sale transaction.

6 Click the NEW TRANSACTION link from the top menu or the left menu. Create Transaction

7 LOCATION: Defaults to agent s primary branch. Dual Licensed Agents will have to choose a location for the transaction by clicking the drop down arrow Location

8 Transaction Name LISTING = Address ex.: 123 Anywhere St (some branches may ask you to put Listing Address as the name) SALE = Address buyer last name ex: 123 Anywhere St - Keener

9 MLS Number/Status MLS or TRANSACTION Number Leave blank your branch staff will replace with the LoneWolf number (our accounting/ closing software) STATUS Choose the appropriate status from the drop down box.

10 Close Date/Optional Info Enter an estimated close date. Click the + sign to expand the Optional Information boxes. You may want to enter the MLS number in the More Info field. Info entered here will be easily available for your reference at the top of the transaction.

11 Assign Agents Type your name in the box to search for yourself. Check the box next to your name in the column for the side of the transaction you represent. Repeat for colisters, assistants, or transaction coordinators. NEVER check both columns. A check next to an agent s name gives them visibility to this transaction. (Even if you represent both sides, it is not necessary to check both columns.)

12 Outside Agents You may, if you desire, list the agent on the other side under the this transaction has outside agents section. Even if the other agent is in our company or in your branch, ALL agents on the OTHER side of the transaction from you are to be treated as if they are outside the company. You may want to include their company name and/or phone for your reference.

13 Click the green Add Transaction button to create the transaction. Most fields are not editable after you add the transaction. Check with your staff or Admin if you need an edit made. Add Transaction

14 When you are in a transaction you can upload documents directly to it by clicking the UPLOAD DOCS link in the left menu. Upload Docs

15 Drag or Browse to Upload You can either drag files from an open window on your computer to the light gray area or click the CLICK TO UPLOAD link in the light gray area. If you click to upload, a window will open to allow you to browse to the correct folder and to click on the document(s) you want to upload.

16 Name & Categorize The system automatically chooses the name of the file as the name of the document. If you want to change it, click in the white DOC NAME field and enter the name of the document as you want it in Paperless. Then click on the Category drop down to choose who can view the document. Repeat for each document selected. Click the green Upload button. Generally, you will choose LISTING for a listing and BUYER for a sale transaction. If you choose PRIVATE, any co-listers or assistants will NOT be able to see that particular document. Office staff WILL still be able to see it.

17 Click your WORKING docs tab to see your unique Paperless Pipeline address. Create a contact in your account called Paperless Pipeline with this address. Forward any s you receive with attachments that need to go to Paperless to this contact. Upload Via

18 Assign Working Docs Click the green Assign button next to a document to assign it. If you have multiple docs to assign to the same transaction, click the checkbox to the left of each doc and then the gray ASSIGN DOCS button above the list of docs.

19 Step 1 Pick Transaction If you don t see it in the list under Step 1, type in part of the name and click SEARCH TRANSACTIONS. Then click the green Assign button next to the correct transaction

20 Step 2 Name & Categorize The system automatically chooses the name of the file as the name of the document. If you want to change it, click in the white DOC NAME field and enter the name of the document as you want it in Paperless. Then click on the Category drop down to choose who can view the document. Repeat for each document selected. Click the green Assign Doc button. Generally, you will choose LISTING for a listing and BUYER for a sale transaction. If you choose PRIVATE, any co-listers or assistants will NOT be able to see that particular document. Office staff WILL still be able to see it.

21 Your branch staff will check the Entered box when they have looked at a document. They will also add a checklist of items/docs that are needed. As docs and items are completed, they will be checked off the checklist. Incomplete items may have a due date attached to them. If so, you will be ed by the system every day until your BRANCH STAFF checks off the item or removes/ changes the due date. You will continue to be ed even if you have turned it in until your branch staff processes the new doc. You may also be ed a one-time note by your staff with an incomplete checklist appended to remind you of outstanding items due on this transaction. Tickles

22 Your broker will review each document and check the Reviewed box when they have looked at the doc. If something else is required on a doc, your broker will add an item to the checklist and you a note from the system letting you know what is needed. Broker Review