GSCCCA Notary Online. User Manual

Transcription

1 GSCCCA Notary Online User Manual Created By: Richard McPhaul Last Edited: November 2, 2009

2 History and Overview of Notary Online The Notary Online program is a voluntary program developed by the GSCCCA to assist the Superior Court Clerks in the day to day operation of the notary public program. The project went live in April of Over the years Notary Online was improved to become a complete system encompassing all the features needed for Superior Court Clerks to receive, process, and transmit notary commissions. The basic premise of the Notary Online system is that notary applicants will be able to fill out an application online for the county in which they are applying. The applicant will then bring a completed application to the Superior Court Clerk s office for processing. The Superior Court Clerk s office then retrieves the applicant s information in the Notary Online system, processes it, and prints the commission on a normal printer in their office. Then instead of mailing copies of the commissions to the GSCCCA, the county will scan the commissions to the GSCCCA using GSCCCA Scan Send. Beyond the basic premise, notary online includes many additional features discussed in this manual. There is a mail-in renewal process, a section to process name and address changes, a section to look up existing commissions to verify dates and signatures, and a whole lot more. This manual is broken down into four distinct sections. 1. Section 1 pertains to the basic use of the Notary Online program. This includes the public applications for new, renewal, and mail-in renewals. It also includes information on how to process the three different application types. 2. Section 2 explains each menu option found in the Notary Online program. 3. Section 3 details GSCCCA Scan Send and how to use it to scan notary information to the GSCCCA. 4. Section 4 explains some other things you should know such as accounting and how to manually process a notary commission in case the system is down. In case you need additional information or help, you can contact GSCCCA Customer Support at (800) or by at Help@gsccca.org. Page 2 of 70

3 Table of Contents Section 1 - Basic Use Public Application Process Overview 5-7 Public Application Process - New Application 8-10 Public Application Process - Renewal Application Public Application Process - Mail-In Renewal Application How to access Notary Online 19 Processing a New and Renewal Application Processing a Mail-In Renewal Section 2 - Notary Online Sections Enter New Application Retrieve Applications Edit Un-Scanned Commissions Re-Print Commissions View Scanned Commissions Name / Address Changes Reports Delete Applications 54 Notary Files & Forms 55 Set Your Preferences 56 Section 3 - GSCCCA Scan Send Scanning Commissions using Scan Send Scanning Name / Address Changes using Scan Send Section 4 - Other Important Items Accounting 64 Manual Processing if Computer System Down 65 Page 3 of 70

4 Deleting old or duplicate applications 66 Certificate of Authority (County Certification of Notary) 67 County Preferences 68 Borderless Commissions 69 Deactivated Notaries 70 Page 4 of 70

5 Section 1 Basic Use Public Application Process Overview The whole notary process begins with a resident of your county applying to become a notary public. Now that you are using Notary Online, applicants in your county should be directed to fill out the application online on the GSCCCA website before coming to your office for processing. You should direct applicants to the GSCCCA website located at Once on the GSCCCA home page, applicants should see the link to the Georgia Notary Online Application in the Noteworthy section located on the bottom right of the page. Page 5 of 70

6 Public Application Process Overview (continued) Section 1 Basic Use Once you click on the Noteworthy link for the Georgia Notary Online Application you are brought to the main page for the notary application. The page indicates that you can apply online in participating counties. By using Notary Online your county is one of the participating counties. After clicking on the Notary Online Application link, the next page asks you to Select your County of Residence. Page 6 of 70

7 Public Application Process Overview (continued) Section 1 Basic Use After selecting the county the next page tests the applicant s ability to view PDF files on their computer. This is a VERY IMPORTANT step in the process because if they cannot see the N4L code below, they will not be able to view and print their dynamically generated PDF application to bring to your office. Applicants who have trouble viewing this code should contact GSCCCA Customer Support. The next step is where the applicant decides whether they want a New Application, Renewal Application, or Mail-In Renewal Application. Each application is explained in detail on the next several pages. Page 7 of 70

8 Public Application Process New Application Section 1 Basic Use Applicants who are applying to become a notary for the first time or whose commission has already expired should apply by selecting the New Application. After select New Application and clicking Next Step they are brought to the Applicant Information page. Page 8 of 70

9 Section 1 Basic Use Public Application Process New Application (continued) Applicants should fill out all the requested information on the Applicant Information page. Sections include the Applicant Information, Affidavit section, Endorser section, and an optional Address section. If an applicant enters their , we will them a renewal notice and they have the option to display their on our public notary index search. It is also important to note that your County has two options for endorser entry. Option one is the default behavior in that if an applicant does not know their endorser information at the time they enter their application, they can leave it blank and are instructed to write it in before bringing it to your office. Once you process the application in your office, you will be required to enter the endorser information before you can process the application. Option two is they are required to enter all endorser information at the time the application is first entered. You must contact the GSCCCA to enable this option. Once they have completed entering their information, the next page they come to allows them to review everything they have typed in. Please notice that they must verify that the name they entered is listed EXACTLY as they intend to sign their notary commission and that they are applying in the correct county. If they need to make changes they can click the Make Changes button to return to the Applicant Information page, otherwise they will submit their application by clicking the Submit Application button at the bottom of the page. Page 9 of 70

10 Section 1 Basic Use Public Application Process New Application (continued) The last page of the application process displays a PDF application packet for the applicant to print and bring to your office. The first page of the packet lists instructions for the applicant. You will notice that the instruction sheet lists your office address and telephone number as well as a section listing the methods of payments you accept and any additional information you would like to mention allowing the application to be tailored to your particular county. If you wish to modify this information, please contact the GSCCCA Notary Division and they will make the appropriate changes. Also, each application has a time stamp making it easier to identify which application should be processed when multiple applications are entered into the system. Page 10 of 70

11 Public Application Process Renewal Application Section 1 Basic Use Applicants whose commission has not yet expired can apply to renew their commission. Depending on your local policies, one of the major benefits to using the Renewal Application is applicants do not have to enter their endorser information to renew. However, you can require that your renewal application include the endorser information. All you need to do is call the GSCCCA Notary Division and they will make the appropriate changes. After selecting the Renewal Application and clicking Next Step, they are brought to the Applicant Information page for the renewal application. Again the endorser information section is optional, and your county has the option whether or not to require applicants to enter that information. Page 11 of 70

12 Section 1 Basic Use Public Application Process Renewal Application (continued) Once they have completed entering their information the next page they come to allows them to review everything they have typed in. Please notice that they must verify that the name they entered is listed EXACTLY as they intend to sign their notary commission and that they hold an active commission that is expiring soon in the county they are applying. If they need to make changes they can click the Make Changes button to return to the Applicant Information page. Otherwise they will submit their application by clicking the Submit Application button at the bottom of the page. Page 12 of 70

13 Section 1 Basic Use Public Application Process Renewal Application (continued) The last page of the application process displays a PDF application packet for the applicant to print and bring to your office. The first page of the packet lists instructions for the applicant. You will notice that the instruction sheet lists your office address and telephone number as well as a line listing the methods of payments you accept and any additional information you would like to mention allowing the application to be tailored to your particular county. If you wish to modify this information, please contact the GSCCCA Notary Division, and they will make the appropriate changes. Also, each application has a time stamp making it easier to identify which application should be processed when multiple applications are entered into the system. Page 13 of 70

14 Section 1 Basic Use Public Application Process Mail-In Renewal Application A new feature to Notary Online is the Mail-In Renewal Application. This application is optional and will only be available in your county if you request to have it activated. By allowing the Mail-In Renewal option, you give applicants the convenience of being able to renew by mail saving them the time it might take to come your office. Also, applicants who apply using the Mail-In Renewal application must pay by credit card. The credit card will be processed by GSCCCA, and the funds will be mailed monthly to your county. The following pages will explain in greater detail how the Mail-In Renewal Application works. Applicants will first select the Mail-In Renewal Application. Immediately a message telling them they must pay by credit card appears. We also tell them the cost for a Mail-In renewal which is calculated using the following formula: [County Commission Fee] + [County Processing Fee] + [GSCCCA Credit Card Cost Recovery] Counties can use the County Processing Fee to cover the cost of postage and supplies in the county. Page 14 of 70

15 Section 1 Basic Use Public Application Process Mail-In Renewal (continued) Next they are brought to the Applicant Information page for the Mail-In Renewal Application. Please note that the Endorser section is also an optional section and can be added to the Mail-In Renewal Application at your request. The biggest difference between the Mail-In Renewal Application and New and Renewal Applications is the Mail-In Renewal Applications require the applicant to enter the Term of Appointment of their next commission. The applicant is instructed to enter their term of appointment beginning date as the day after their current commission expires. For example, if their current commission expires 9/1/2009, then they would enter 9/2/2009 as the beginning date. We also provide a pop up window to assist the applicant with finding this information. After they have completed entering the Applicant Information they continue on to the next page. Page 15 of 70

16 Sec11tion 1 Basic Use Public Application Process Mail-In Renewal (continued) The next page asks the applicant to enter their credit card information. The web page is a secured webpage, meaning the data sent between the user and our server is encrypted. The applicant can be confident their information is safe. Also on this page, we make the applicant acknowledge that they understand the amount they will be charged and that their credit card will not be charged until the completed application is received, processed, and accepted at the Superior Court Clerk s office. Page 16 of 70

17 Section 1 Basic Use Public Application Process Mail-In Renewal (continued) The next page is the review page which allows them to review everything they have typed in. On the Mail-In Renewal Application, they must verify two pieces of information. First, they must verify that the name they entered is listed EXACTLY as they intend to sign their notary commission. Second the must verify they hold an active commission that is expiring soon in the county they are applying. Last, they must verify they entered the correct appointment term. If they need to make changes, they can click the Make Changes button to return to the Applicant Information page. Otherwise they will submit their application by clicking the Submit Application and Credit Card Information button at the bottom of the page. It is also important to note that prior to the display of this page we verify their credit card information to ensure that the information they entered is accurate and that we can charge the card. They cannot continue until they enter good credit card information. The applicant s credit card information is stored on secure Bank of America servers so the card can be charged when the application is processed. Page 17 of 70

18 Section 1 Basic Use Public Application Process Mail-In Renewal (continued) The last page of the application process displays a PDF application packet for the applicant to print and mail to your office. The packet for the Mail-In Application is different because it contains three unsigned commissions as well as the instruction sheet and application. Applicants will be instructed to complete the application, sign all three commissions, and mail everything to your office. Please see the Processing a Mail-In Renewal section for instructions on how to process a Mail-In renewal in your office. Page 18 of 70

19 Section 1 Basic Use How to access Notary Online Notary Online is located in the Clerk Resource Center in the GSCCCA website. To get to the Clerk Resource Center you must type the following URL into Internet Explorer. The URL is You will be required to login before you can access the Clerk Resource Center. It is important that everyone who accesses the Clerk Resource center login using their own personal login. If you do not have a login, please contact GSCCCA Customer Support for information on requesting a login. Basically, the Clerk will have to send an to help@gsccca.org requesting access for each employee. The should include the person s name, title, and address. Once you have logged in, it is suggested that you add a favorite to the Clerk Resource Center to prevent having to type the URL in every time. To add a favorite first, make sure you have already logged in and are on the Clerk Resource Center home page. Next, if you are using Internet Explorer 6 click the Favorites menu and select Add to Favorites. If you are using Internet Explorer 7, click the star with a plus on it and then select Add to Favorites. Now, to access the Clerk Resource Center in the future, just select the GSCCCA.org Clerk Resource Center favorite in your Favorites menu. If you need help with favorites please contact GSCCCA Customer Support. To access Notary Online once you are in the Clerk Resource Center click the Notary Online menu option or link in the center of the page. Page 19 of 70

20 Processing a New and Renewal Application Section 1 Basic Use Once an applicant brings a completed application to your office for processing, you can process it in the Notary Online system. The first step is to retrieve the application in the system. You can do this using the Retrieve Applications menu option (explained later) or by using the link on the Notary Online home page. On the home page you will see a line telling you the number of applications you have in your queue and a message that says Click here to view them. Click the here link to retrieve a listing of all the applications that have been entered in your county. Page 20 of 70

21 Section 1 Basic Use Processing a New and Renewal Application (continued) The list you retrieve shows a listing of all applications entered in your county. You also see the application date as well as the application type. There are three different application types: New, Renewal, and Mail-In Renewal. All three types were explained earlier in this manual. Processing a New and Renewal Application is almost identical. To process a Mail-In Renewal please see the next section. To process an application first, find the application you are looking for. The list is sorted alphabetically by default but you can sort the list however you would like by clicking the Name, Application Date and Application Type column headers. If you click the headers twice it will sort in the opposite direction. For example, clicking Name once sorts alphabetically A to Z but clicking Name a second time will sort alphabetically Z to A. Once you have found the application you are looking for click the icon next to their name to continue. If you find multiple occurrences of the same name, please look at the time stamp on the application. It will assist in selecting the correct application to process. Page 21 of 70

22 Section 1 Basic Use Processing a New and Renewal Application (continued) The first page you are presented with after selecting the application is the Review Applicant Information page. Here you can make any necessary changes to the information the applicant entered. For example, if the applicant hand wrote any changes on their application you should modify the data on this screen. Also, if the applicant left off the endorser information and the application you are processing requires it, you must enter that information on this screen. You also can change the Commission dates and oath dates in this section. This is important on renewals since you must make the applicant s new commission active the day after their current commission expires. Once you have completed any changes you need to make you will find four buttons at the bottom of the page. Click the Review Commission button to proceed to the next step. Note: The Discard Application button will delete the application from the system and should only be used if you intend to delete the application completely. The Re-Print Application button allows you to re-print the application including any changes you just made. Page 22 of 70

23 Section 1 Basic Use Processing a New and Renewal Application (continued) The review page gives you the ability to see what the commission will look like and also gives you once last chance to determine if you need to make changes to the data. The most important thing to verify on this page is that the applicants name is listed EXACTLY as they will sign their commission. If everything is correct, proceed to the next page by clicking the Accept Commission button at the bottom of the page. Page 23 of 70

24 Section 1 Basic Use Processing a New and Renewal Application (continued) The last page displays the official commission for the notary and allows you to print it. Please follow the instructions listed on the screen. You will need to print three copies of the commission. Also, notice the W- number on the top right of the commission. This is the Web Commission reference number and is a great way to quickly find a commission as explained in later sections. Please note that this number is unique to the state instead of your county. That means while you might have W on one commission, the next commission you generate might be W The final step is to scan a copy of the commission to the GSCCCA using GSCCCA Scan Send. Please see Section 3 for instructions on how to use GSCCCA Scan Send to scan your commissions. Page 24 of 70

25 Section 1 Basic Use Processing a Mail-In Renewal Once you receive a Mail-In Renewal Application packet in the mail, you will need to process it using Notary Online in order to charge the applicant s credit card and make the commission official. First, begin by retrieving your applications in the system. As explained earlier, retrieve your applications by clicking the here link on the Notary Online home page. Find the Mail-In Renewal Application you wish to process and click the icon next the name. Page 25 of 70

26 Processing a Mail-In Renewal (continued) Section 1 Basic Use The next page is a verification page allowing you to make sure you are processing the correct Mail-In Renewal. It is VERY IMPORTANT that you verify the following: 1. That you have three commissions signed by the notary in the packet you received. 2. The Web Commission number on the commissions you received matches the Web Commission number displayed on the screen. 3. The Term of Appointment beginning date is correct. You can use the quick search pop up window to quickly verify the appointment date is correct. Page 26 of 70

27 Processing a Mail-In Renewal (continued) Section 1 Basic Use If everything is correct you can complete the Mail-In Renewal processing by clicking the Process Mail-In Renewal Commission and Credit Card button at the bottom of the page. It is very important that you complete the processing otherwise the notary commission will not be official and the applicant s credit card will not be charged! Page 27 of 70

28 Processing a Mail-In Renewal (continued) Section 1 Basic Use After you click the Process Mail-In Renewal Commission and Credit Card button we attempt to charge the applicant s credit card. If successful you are directed to the last page where you can follow the instructions to complete the process. If we cannot charge the credit card it is because the applicant s credit card information is no longer valid and you cannot continue with the processing. We send the applicant an letting them know their application could not be processed, however we recommend your office contact the applicant by phone as well. The last page gives final instructions on processing the Mail-In Renewal. Follow the instructions on the screen to complete the Mail-In Renewal process. Page 28 of 70

29 Processing a Mail-In Renewal (continued) Section 1 Basic Use If the Commission data is not correct you will need to correct the invalid data, reprint the application package, and mail it back to the applicant to re-sign. To begin click the Edit Application button at the bottom of the review page. The next page you are brought to allows you to edit the Mail-In Renewal Application information. Page 29 of 70

30 Processing a Mail-In Renewal (continued) Section 1 Basic Use Once you have completed the correction click the Re-Print Application button at the bottom. Last, re-print the application packet and mail it back to the application to re-sign. It is IMPORTANT that you do not sign the commissions when mailing back a corrected packet. Once the applicant receives the corrected packet, they will re-sign their commissions and mail them back to you again. At this point process the mail-in renewal like normal. Page 30 of 70

31 Enter New Application Section 2 Notary Online Sections The Enter New Application section in Notary Online provides an easy way to manually enter an application into your queue. This is useful if an applicant does not have access to a computer to enter their application. In the Notary File & Forms section (explained later) you will find PDF applications you can print for people who do not have access to a computer. To begin entering a new application, click the Enter New Application menu option. Next you are presented the option of selecting to enter a new or renewal application. Select which application type you are entering and click Next Step. Page 31 of 70

32 Enter New Application (continued) Section 2 Notary Online Sections The next page allows you to enter the applicant information. There are a few things to take notice of on this page. If you selected a Renewal Application, the endorser section will only be shown if you elected to require endorsers on renewals in your county. If you need to change whether or not the endorser section is shown, please contact the GSCCCA Notary Division. You can also modify the commission dates and oath dates on this page. This is important on renewals where you need to make the applicant s new commission active the day after their current commission expires. Once you have entered all of the information, continue to the next page by clicking the Review Application button at the bottom of the page. Page 32 of 70

33 Enter New Application (continued) Section 2 Notary Online Sections The next page allows you to review the information you entered. If everything is correct, click the Submit Application button at the bottom of the page. This last page allows you to print the application packet. If you already have a completed application, then you do not need to print the application on this page. To finish processing the commissions, follow the instructions in Section 1 under Processing a New and Renewal Application. Page 33 of 70

34 Retrieve Applications Section 2 Notary Online Sections The Retrieve Applications section serves two purposes. The first purpose allows you to retrieve unprocessed applications for processing. The second purpose allows you to retrieve old, previously processed applications to view the information that was entered. To begin, click on the Retrieve Applications menu option. The first page is a search page allowing you to enter your search criteria. The default option of Show All Un-Processed Applications is the same as clicking the here link located on the Notary Online Home Page. You can also enter different search criteria by clicking Enter Criteria Below and entering your search parameters. We will demonstrate the different application states using two examples. In the first example below, we are searching New Un-Processed Applications for the name Betta, Sean. Once we enter our criteria we click the Submit button at the bottom of the page. Page 34 of 70

35 Retrieve Applications (continued) Section 2 Notary Online Sections The page that returns shows the search results. By selecting a result on this page you can process the application like normal. Instructions on how to process the application can be found in Section 1 under Processing a New and Renewal Application. If you select a result you can also Re-Print the unprocessed application by pressing the Re-Print Application button at the bottom of the next page. If we return to the Retrieve Applications search screen, our second example will search Old Previously Processed Applications for the name Robert Banks. Page 35 of 70

36 Retrieve Applications (continued) Section 2 Notary Online Sections Next you will see the results screen. If we select the icon next to the name we will go to next page. The last page allows us to reprint previously processed applications. The reprinted application is only a snap-shot of what the application data looked like at the time it was processed. If you need to see the original application you can find it using the View Scanned Commissions section described later if you scanned it with the commission. Otherwise you will need to search your local records since the application was not scanned into the GSCCCA Notary Online system. Page 36 of 70

37 Edit Un-Scanned Commissions Section 2 Notary Online Sections Edit Un-Scanned Commissions is an extremely useful section. It allows you to make changes to commissions that you have issued and to reprint corrected commissions. However, once you have scanned the commission to the Authority you can no longer make corrections using this section. An example of when this might be useful is once you have processed an application the notary finds a mistake on the final commission. You can use this section to correct the mistake and reprint the correct commission. To begin select the Edit Un-Scanned Commissions menu option. Next enter your search criteria on the search page. Page 37 of 70

38 Edit Un-Scanned Commissions (continued) Section 2 Notary Online Sections The next page is the search results page. Select the notary commission you wish to edit by clicking the icon next to the name. The next screen allows you to modify the commission data. Once you have made your corrections click the Submit Changes button at the bottom of the page. Page 38 of 70

39 Edit Un-Scanned Commissions (continued) Section 2 Notary Online Sections The last page allows you to re-print the corrected commission. Be sure to print three copies! Page 39 of 70

40 Re-Print Commissions Section 2 Notary Online Sections The Re-Print Commissions section allows you to reprint commissions. You might use this section if, for example, you only printed one commission instead of three and need to print two more. To begin click the Re-Print Commissions menu option. Enter your search criteria and click Submit at the bottom of the page. The next page is the results page. Select the commission to re-print by clicking the icon next to the name. Page 40 of 70

41 Re-Print Commissions (continued) Section 2 Notary Online Sections The last page after the search page allows you to reprint the commission. Please note that the signature line date is based on the date the certificate is printed and not the day the commission was accepted. Page 41 of 70

42 View Scanned Commissions Section 2 Notary Online Sections You can use the View Scanned Commissions to view the actual scanned commissions and other related documents from your county in the GSCCCA notary system. This is useful if you want to verify a notary s signature on their renewal application or name/address change request. You can use this section to view any commission from your county in the GSCCCA Notary system. To begin, click the View Scanned Commissions menu option. Enter you search criteria and click the Submit button at the bottom of the page. Advice: You can quickly narrow down your searches by using the Appointment Date and Date of Birth fields (please note the Date of Birth field will only begin to be populated on commissions processed after 10/8/2009). You can also use the Change History field to search for a notary who has changed their name during a term. The next page is the results page. Select the notary you want to see by clicking the icon next to their name. Page 42 of 70

43 View Scanned Commissions (continued) Section 2 Notary Online Sections After clicking the icon a window pops up showing you the commission data and images in the GSCCCA notary system. If the notary has more than one image in the system, you can view additional images by using the paging buttons circled below. You will know there are more images if X in Page (of X) is greater than 1. The image viewer uses the GSCCCA imaging applet. This applet requires Java and you must allow it to run when prompted. If you experience problems please contact GSCCCA Customer Support. Page 43 of 70

44 Name/Address Changes Section 2 Notary Online Sections You can use the name/address changes section to process name/address changes in your county. To begin click on Name/Address Changes in the menu. It is extremely important that you understand that changes made in this section DO NOT modify the actual commission, and you MUST scan the new commission to the GSCCCA for final processing. The first page gives you two methods to process a name/address change. Method 1 is the preferred method and allows you to search for an existing active commission to modify and issue the name/address change based on that commission. This method is preferred because it allows you to 1) verify the notary has an active commission, 2) verify the notary s signature, and 3) it also allows the system to tie the name/address change data to the existing commission when it is processed at the Authority resulting in fewer errors. Method 2 allows you to manually enter the information and generate a new commission. This method should only be used if you cannot find a commission using method 1. Page 44 of 70

45 Name / Address Changes Method 1 Section 2 Notary Online Sections The first step of Method 1 is to search for an active commission to modify. Enter your search criteria and click the Submit button at the bottom of the page. The next page lists the results based on your search. Once you find the commission you wish to issue a name/address change against, select it by clicking the icon next to the name. Page 45 of 70

46 Section 2 Notary Online Sections Name/Address Changes Method 1 (continued) Once you select the active commission, the next page shows you the images available for that commission. You can use the images to verify the identity of the notary requesting the name/address change. Just like in the View Scanned Commission section, if more than one image exists, you can use the paging buttons in the imaging applet to view the other images. The next page allows you to modify the existing data with the new change information. After you have completed your changes click the Issue Name/Address Change button at the bottom of the page. Page 46 of 70

47 Section 2 Notary Online Sections Name/Address Changes Method 1 (continued) The last page displays the new commission and allows you to print it. Remember to print enough copies to give to the notary as well as a copy for your office. Also remember that name/address changes are NOT official and MUST be scanned to the GSCCCA using Scan Send. You may notice the number circled below begins with a C-. This number is called a Change Number and is different than the W- number listed on the right of the commission. For example, Scan Send asks for the Change Number when scanning name/address changes to the GSCCCA. Do not enter the Web Reference Number when asked for the Change Number. Page 47 of 70

48 Name/Address Changes Method 2 Section 2 Notary Online Sections Method 2 of the name/address change section should only be used if you cannot use Method 1 described previously. To begin Method 2, click on the link in the Method 2 section. Page 48 of 70

49 Section 2 Notary Online Sections Name/Address Changes Method 2 (continued) The next page requires you to manually enter the name or address change information. Once you have entered data in the required fields click the Issue Name/Address Change button at the bottom of the page. Page 49 of 70

50 Section 2 Notary Online Sections Name/Address Changes Method 2 (continued) The last page allows you to print the name/address change. Just as in Method 1, Method 2 generates a Change Number. However because you used Method 2, the name/address change does not tied back to an existing commission. Therefore, you will not see the original reference number on the right side of the commission. Please pay attention to the difference between the Change Number and Web Reference Number. Page 50 of 70

51 Section 2 Notary Online Sections Reports In the reports section you will find two reports you can use to assist you in determining the Notary Commissions processed in a given month as well as which of the processed Commissions are missing images. Page 51 of 70

52 Section 2 Notary Online Sections Reports Commissions Processed Per Month Report The Commissions Processed Per Month Report provides a listing of all Notary Commissions processed per month. If a Commission Reference number appears on this report then you will receive a charge for that Commission on your monthly invoice. To run this report, click on the Reports menu option. Next click the Commissions Processed Per Month Report. Select the Month and Year and how you would like the report sorted. Then click the Run Report button at the bottom. The next page is the report which is ordered by Web Commission number. You can click on the Reference Number to view more information. Click the Return to Previous Page button to return to the Notary Online system. Page 52 of 70

53 Reports - Outstanding Images Report Section 2 Notary Online Sections The Outstanding Images Report allows you to generate a report of commissions you have not yet scanned to the Authority. Ideally, this report should contain no results. If a commission appears on this report, then the GSCCCA does not have an image for the commission. To run this report, click on the Reports menu option. Next, click on the Outstanding Images Report link. Last click the Click here to view the Web Commission Outstanding Images Report button on the page. The next page is the report which is ordered by Web Commission number. You can click on the Reference Number to view more information. Click the Return to Previous Page button to return to the Notary Online system. Page 53 of 70

54 Delete Applications Section 2 Notary Online Sections The Delete Applications section provides a method to delete all unprocessed applications older than a date of your choosing. Please note that for security purposes only applications older than 30 days can be deleted in bulk. To delete old applications enter a date that will be used to delete all applications older than or equal to it. For your convenience we provided quick picks to easily enter a date 30, 45, or 60 days in the past. Once you have entered a date click the Delete Applications button. You will be asked to confirm before the deletion will occur. Page 54 of 70

55 Notary Files & Forms Section 2 Notary Online Sections In the Notary Files & Forms section you can find useful PDF documents. Here you will find PDF commission templates which can be used to manually generate a notary commission. You will also find PDF new and renewal applications which can be printed for individuals who do not have access to a computer. The most current version of the Notary Online User Manual is also located in this section. It is highly recommended you save one of the PDF notary commission templates to the desktop of your computer. This will allow you to manually process a notary commission in the event that computer systems are down. To save a copy to your desktop, right click on the PDF commission template you want to save and click the Save Target As option. Navigate to your desktop and click Save. Page 55 of 70

56 Set Your Preferences Section 2 Notary Online Sections You can set various options in the Set Your Preferences section. The first time you access the Notary Online system, you will automatically be sent to this section. It is important to know that options set in this section only apply to your specific user name. That means that every person in your office who accesses Notary Online must set their own options. It is recommended that you all use the same settings. There are also County preferences which must be set by contacting the Authority. For an explanation of County preferences refer to County Preferences in Section 4. Certificate Orientation In this section, you can select whether your commissions appear landscape or portrait. Refer to the pictures for the difference between the two options. Certificates Issued By This option affects the commission s appearance. If you select Clerk of Superior Court, then the Clerk s name will appear in the commission and the county signature line will read Clerk s Signature. If you select Deputy Clerk of Superior Court, then the Deputy Clerk s name will appear in the commission and the county signature line will read Deputy Clerk s Signature. The most popular option is Deputy Clerk of Superior Court (Signature Line Only). If you select this option, then the Clerk s name will appear in the commission and the signature line will read Deputy Clerk s Signature. Page 56 of 70

57 Scanning Commissions using Scan Send Section 3 GSCCCA Scan Send Once you have issued your notary commissions, you have to scan them to the GSCCCA using GSCCCA Scan Send. Because you are now scanning your commissions, you no longer need to mail your commissions to us. It is mandatory that you scan all commissions you generate to us. However, you do not need to scan them immediately. It is recommended that you scan your commissions daily or at a minimum weekly. The sooner you scan your commissions to the GSCCCA it greatly reduces the likelihood that you will have any missing images on the Outstanding Images Report. You are welcome to scan the application along with the Commission, we request that your order the documents by first scanning the generated commission followed by the application. First, open GSCCCA Scan Send on your scan station. Page 57 of 70

58 Section 3 GSCCCA Scan Send Scanning Commissions using Scan Send (continued) Next, in the Document Type drop down list, select Notary Commissions. Note: If you do not have Notary Commissions in your list, please contact GSCCCA Customer Support, and they will activate it. Next, click the Scan button. Page 58 of 70

59 Section 3 GSCCCA Scan Send Scanning Commissions using Scan Send (continued) After clicking Scan, a window appears asking you to Select the type of Commission you are scanning. If you are scanning a new or renewal commission, click that option. After selecting New or Renewal Commission, the window will change to look like it does below. Enter the Web Reference Number ( W- ) in Step 2 and click the Begin Scan button. Page 59 of 70

60 Section 3 GSCCCA Scan Send Scanning Commissions using Scan Send (continued) After you have finished scanning the commission, click the Send button to send the commission to the GSCCCA. Page 60 of 70

61 Section 3 GSCCCA Scan Send Scanning Name/Address Changes using Scan Send As mentioned earlier, it is critical that you scan your name/address changes to the GSCCCA as they are not processed until we receive the image! Also, you can scan any supporting documents such as the name/address change request letter along with the generated commission. It is preferred that you order the documents by first scanning the generated commission followed by any supporting documents. To scan name/address changes first open GSCCCA Scan Send. In the Document Type drop down list, select Notary Commissions. Note: If you do not have Notary Commissions in your list, please contact GSCCCA Customer Support and they will activate it. Next, click the Scan button. Page 61 of 70

62 Section 3 GSCCCA Scan Send Scanning Name/Address Changes using Scan Send (continued) After clicking Scan, a window appears asking you to Select the type of Commission you are scanning. Select Name Change or Address Change. After selecting Name Change or Address Change, the window will change to look like it does below. Enter the Change Number ( C- ) in Step 2 and click the Begin Scan button. Note: Make sure you enter the Change Number and NOT the Web Reference Number of the name/address change you are scanning. Page 62 of 70

63 Section 3 GSCCCA Scan Send Scanning Name/Address Changes using Scan Send (continued) After you have finished scanning the name/address change, click the Send button to send the document(s) to the GSCCCA. Page 63 of 70

64 Section 4 Other Important Items Accounting Notary Online will change the way you send your notary fee to the Authority. Previously, you submitted a monthly report containing notary commissions processed. Submitted with this report were the fees owed for the month s commissions. Because you are now using the Notary Online system, you no longer need to maintain a monthly report. When a new commission is issued in the Notary Online system, the system logs a charge event for that commission. At the end of every month, the GSCCCA will bill you for the amount of notary commissions you issued. This billing method will be similar to the way we bill your office for UCCs. Once you have received the bill, payment should be sent to the payment address listed on your invoice. Also, you no longer need to mail us copies of the notary commissions since they are already scanned to us. On the other side of the accounting spectrum, if you participate in the Mail-In Renewal program, at the end of each month, the GSCCCA will send you a check for the money collected via our credit card system each month. Each Mail-In Renewal processed will be listed at the bottom of your invoice. Once you receive the mail-in renewal and process it, we will log our charge at that time and bill you for it just like we do for regular commissions. Page 64 of 70

65 Section 4 Other Important Items Manual Processing if Computer System Down What should you do in the event that you cannot access the Notary Online website to process a notary? First, hopefully you saved a copy of the PDF commission template to your desktop as described in Section 2 under Notary Files & Forms. To manually process the notary commission: 1. Pull up the PDF commission template from your desktop and manually fill it out. Print enough copies to give to the notary and to keep one for your office. 2. Next, once you can access the Notary Online website, process the commission. You will need to retrieve the applicant s application as described in Section 1 under Processing a New and Renewal Application or enter the application data as described in Section 2 under Enter New Application. 3. Once you have completed processing the commission, take note of the Web Reference Number ( W- ) on the commission issued by the system. You do not need to print the commission issued because you have already issued one manually. 4. Write the Web Reference Number on the top right of the commission you issued manually. 5. Scan the manually issued commission to the GSCCCA using GSCCCA Scan Send. Page 65 of 70

66 Deleting old or duplicate applications Section 4 Other Important Items Sometimes you will need to delete old or duplicate applications from your queue. You can do this one of two ways. The first way to delete old applications from your queue is to use the Delete Applications menu item. The section allows you to bulk delete all applications older than entered date. For instructions on how to do this refer to Delete Applications in Section 2. The second way to delete old or duplicate applications is to delete them one at a time. To begin pull up the application as described in Section 1 under Processing a New and Renewal Application or in Section 2 under Retrieve Applications. On the Review Applicant Information screen, you will see a button at the bottom of the page labeled Discard Application. If you click this button, the application will be deleted from the system and you will no longer be able to access it. Page 66 of 70

67 Section 4 Other Important Items Certificate of Authority (County Certification of Notary) You can create a Certificate of Authority in Notary Online. A Certificate of Authority certifies that a Notary has been duly appointed in your county and is most often used in the document authentication or verification process. The Certificate of Authority button appears in the View Scanned Commissions menu item. To begin follow the steps listed in View Scanned Commissions in Section 2. Once you pull up the Commission data click the Create Certificate of Authority button. After clicking the button the Certificate of Authority is created and you can print it by click the red Print Click Here button on the PDF. Page 67 of 70

68 County Preferences Section 4 Other Important Items Certain County wide preferences can be set at the Authority which will affect various items in Notary Online. Below is a list of preferences which can be configured. To use any of these options please contact the GSCCCA. Endorsers Required on Renewal Applications If this option is set, Renewal and Mail-In Renewal Applications will include the Endorser section. By default they do not include the Endorser section. Endorsers Required during Application Entry If this option is set, Endorsers information must be completed before the application can be submitted online and printed. By default applicants can fill out the Endorser information during application entry or they can leave it empty and fill it out prior to bringing the application to the Courthouse for processing. Application Instructions The application instruction sheet has a section where counties can customize the information shown and list different instructions such as methods of payments, how long the applications are valid, etc This allows counties to tailor the final instructions for their particular county. Clerk Signature Image Counties can have their Clerk s signature scanned by the GSCCCA and have it automatically included on the Commissions prior to printing. This option overrides individual certificates issued by settings and defaults the certificates to be issued by the Clerk of Superior Court. This option does not apply to Mail-In Renewal commissions. Mail-In Renewal Options Counties can set various options in regards to Mail-In Renewals. The can choose to allow Mail- In Renewals in their County and if they do they can also set the orientation of the commissions, who they are issued by, how much the commission costs, and how much they will charge in convenience fees to cover the cost of processing and postage. Page 68 of 70

69 Borderless Commissions Section 4 Other Important Items On any page where you can print a commission you will see a link labeled Display Borderless Commission. If you click this link it will generate a borderless commission allowing you to print using paper that has a pre-printed border such as Certificate paper. After clicking the Display Borderless Commission link it will change to a link titled Display Bordered Commission which if clicked will regenerate the bordered commission. Different certificate paper has different border widths. You can select certificate paper with widths up to 1 and 2/16 inches thick. Page 69 of 70

70 Deactivated Notaries Section 4 Other Important Items Throughout Notary Online, Notaries who have had their commissions revoked or resigned during their term will have their name highlighted in search results and data window screens. Examples of this are provided below. Page 70 of 70