etrac Company Documents Guide

Transcription

1 etrac Company Documents Guide Version: 5.0 Publish Date: 01/16/2019 Global DMS, 1555 Bustard Road, Suite 300, Lansdale, PA , All Rights Reserved.

2 Table of Contents Introduction to etrac Company Documents... 4 Accessing Company Documents... 4 Navigating Company Documents... 5 Creating a New Company Document Entry Select the Document Type Upload a Document Apply Filters - Optional Enter Additional Text Upload the Document... 8 Using Company Documents Filters... 9 Filter Descriptions Filter Options Company Documents Additional Text Using Document Types Company Document Types Appraiser Independence Certificate Logo Client Attachment Client Login Document Custom Appraiser Independence Certificate Custom Commercial Bid Request Custom Invoice Custom Order Assignment Custom Vendor Invoice Delivery Document Forwarding the Delivery Document Exchange 537 Custom Document General Company Document Internal - New Vendor Registration Notification Global DMS etrac Company Documents Guide 2

3 Invoice Logo Invoice Logo Parameters Non-Selected Bid Special Instructions Vendor Broadcast Notification Vendor Attachment Vendor Module Document Locating files in the Vendor Module Vendor Profile Document Upload Notification Vendor Registration Agreement Vendor Upload Attachment Vendor Welcome Attachment Web Forms Logo Web Forms Logo Parameters Managing Company Documents Delete a Company Document Entry Forward a Company Document Entry Create a Custom PDF Enable Text Field Tool Create Form Fields Save and Upload Appendix - Merge Fields Order Data Fields Vendor Profile Data Fields Other Data Fields Copyright Information: All rights reserved. No part of this publication may be reproduced, transmitted, stored in a retrieval system or translated into any language in a form by any means without the written permissions of the publisher. Global DMS etrac Company Documents Guide 3

4 Introduction to etrac Company Documents This feature provides the ability to expand on and customize the communications that can be automatically sent from the system. The documents may be Client-specific, product-specific, billing method-specific, or any combination thereof. When a Company Documents file is sent to a Client or an Appraiser, it is automatically uploaded to the order s Files Available for Download screen. These files can be downloaded by system users on an as-needed basis, and include a date/time stamp of when each file was uploaded to the order. Some documents -- such as special instructions related to an order request -- can be automatically uploaded to orders without sending an . This tool also allows the system and system features (such as invoices and web-based appraisal forms) to be branded with a company logo. Additionally, the Company Documents tool can be used to store documents in the system for Staff, Clients or Vendors to download at will. Accessing Company Documents Click on the Tools menu at the top of the screen and select Company Documents. The Company Documents screen will display all existing entries, as well as a section for creating new entries. Global DMS etrac Company Documents Guide 4

5 Navigating Company Documents The Company Documents page consists of the Document Management section and the Configuration section. The Document Management section displays all of the Document Entries currently configured. The Configuration section provides a tool kit to create new Company Document Entries. Option Edit File Name Uploaded By Upload Date/Time Description field Filter Additional Body Text FHA Flag Forward Delete Description This is typically used to update verbiage in the Additional Text for Attachment options. Displays the file name of the document. This is the identifier that Company Documents recipients will see. From the Document Manager, a Staff User can download the document by clicking on the file name. This field displays the username of the individual that uploaded the document. This field displays the date/timestamp of when the document was uploaded. This field displays the Company Document Type that is associated with the file. Displays the filters that are configured for the document entry. Displays text entered in the Additional Text field. This field determines whether the Vendor Attachment or Custom Order Assignment is sent only on FHA orders, Conventional orders, or all orders. A link used to send the target file as an attachment in an . Discards the associated Company Documents Entry. Global DMS etrac Company Documents Guide 5

6 Creating a New Company Document Entry There are a variety of Document Type options; however the process for creating new entries is universal. 1. Select the Document Type Select the desired Document Type from the Select a Document Type drop-down menu. 2. Upload a Document The following Document Types allow a file to be uploaded, for use as the main document or as an attachment: Appraiser Independence Certificate Logo Client Attachment Client Login Document Custom Vendor Invoice Delivery Documents General Company Document Internal - New Vendor Registration Notification Invoice Logo Special Instructions Exchange 537 Custom Document (requires the Exchange Integration) Vendor Attachment Vendor Module Document Vendor Upload Attachment Web Forms Logo Global DMS etrac Company Documents Guide 6

7 To upload a file, click the Choose File button. Select the file to be uploaded. 3. Apply Filters - Optional Filters can be used to limit when a Company Document entry is triggered. These are not applicable for all Document Types. Please review the Using Company Document Filters section for detailed information on the available filters, and which Document Types can use this functionality. Global DMS etrac Company Documents Guide 7

8 4. Enter Additional Text Additional text can be entered for most Company Document Types. Please review the Company Documents Additional Text section for detailed information on using the Additional Text field. 5. Upload the Document Click on the Upload button when the configuration is complete. The new Document Entry will then appear at the top of the screen under Current Document List. Global DMS etrac Company Documents Guide 8

9 Using Company Documents Filters Filters can be used to limit when a Company Document Entry is sent. etrac will determine which orders to associate the attached document with. Not every Company Document Type can be limited with filters. Company Documents Type Appraiser Independence Certificate Logo Client Attachment Client Login Document Custom Appraiser Independence Certificate Custom Commercial Bid Request Custom Invoice Custom order Assignment Custom Vendor Invoice Delivery Document Exchange 537 Custom Document General Company Document Internal - New Vendor Registration Notification Invoice Logo Non-Selected Bid Special Instructions Vendor Broadcast Notification Vendor Attachment Vendor Module Document Vendor Profile Document Upload Notification Vendor Registration Agreement Vendor Upload Attachment Vendor Welcome Attachment Web Forms Logo Filters il bl No No No No No No No No No Global DMS etrac Company Documents Guide 9

10 For example, if you only want the document to be attached when the Payment Method of an order is COD, select COD from the Payment Method drop-down filter. Filter Descriptions Company Documents Filters provides the ability to limit the situations in which an automated communication is sent. Filter Payment Method Client Type Parent Client Client Product Office State Description The Document will only be attached when a certain payment method is used. This field designates the preferred Client billing method. The Document will only be attached for a certain Client Type. The Client Type designation is configured during the Client configuration phase. On the order form, the Client Type must be selected to filter the Client drop-down list. The Document will only be attached when a certain Parent Company is selected. Clients can have a parent office added to them under their client profile. This configuration allows the parent office to see all orders of any branch office selecting that parent office. The Document will only be attached for a specific client. The Document will only be attached for a specific product. The Document will only be attached when an order is coming from a particular office. The Document will only be attached when sending/forwarding s to Clients or Vendors in a certain state, or if an order is in the specified State. Global DMS etrac Company Documents Guide 10

11 Filter Options Filter Payment Method Client Type Parent Client Client Product Office State Filter Options ACH Bill COD Credit Card No Charge Other PayPal Pre-Pay Check Split Appraisal Management Companies Accountants Banks Branches Brokers Commercial Correspondent Credit Unions Equity Lenders Government Agencies Immigration Inactive Clients Internet Clients Law Firm Clients Main Clients Mortgage Companies Property Management Firms Mortgage Insurance Companies Prospects One-Time Clients Real Estate Agencies Miscellaneous Clients Private Clients Relocation Clients Retail Title Clients VA Lenders Wholesale Parent Office can be assigned to a specific Client. This filter allows you to limit Company Documents from being utilized based upon the Parent Client assignment. Company Document engagement can be limited based upon order Client association. Company Document engagement can be limited based upon order Product selection. Company Document engagement can be limited based upon order Office selection. Company Document engagement can be limited based upon the State in the Subject Address of the order. Global DMS etrac Company Documents Guide 11

12 Company Documents Additional Text Document Types allow for Additional Text to be added. The purpose of the text depends on the Document Type selected. Company Documents Type Appraiser Independence Certificate Logo Client Attachment Client Login Document Custom Appraiser Independence Certificate Custom Commercial Bid Request Custom Invoice Custom Order Assignment Custom Vendor Invoice Delivery Document Exchange 537 Custom Document General Company Document Additional Text Available Instructions for Use The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. Adds additional text to the body of s when forwarding files to Clients. The Additional Text field is a requirement, as this field entry determines the verbiage that will be displayed on the Main tab of the Client Module. The additional text that is entered is used as the content of the Appraiser Independence Certificate. The body text entered must not exceed 3,000 characters. The header, footer and seal on the Appraiser Independence Certificate cannot be customized. The Additional Text is used as the content of the sent to Vendors for commercial order Bid Requests. The additional text that is entered is used as the content of the invoice. The body text entered must not exceed 3,000 characters. The content will be displayed or delivered in place of the standard system invoice (configured at the System Setting or Client level). The additional body text that is entered is used as the content of the order assignment sent to vendors. The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. Global DMS etrac Company Documents Guide 12

13 Company Documents Type Internal - New Vendor Registration Notification Invoice Logo Non-Selected Bid Special Instructions Vendor Broadcast Notification Additional Text Available Instructions for Use The additional body text that is entered is used as the content of the new vendor registration sent to notify staff user(s). The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. The additional body text that is entered is inserted into the body of the sent to vendors who have bid for an order, but were not selected. The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. The additional text that is entered is used as the content of the Broadcast order sent to vendors. Vendor Attachment Vendor Module Document Adds additional text to the Vendor s order assignment The Additional Text field is optional. Text entered in this field is displayed in the Body Verbiage column of the Vendor Module Documents screen. This screen is accessible via the Setup tab of the Vendor Module, by clicking the Company Documents menu button. Vendor Order Assignment do not use N/A No longer supported Vendor Profile Document Upload Notification Vendor Registration Agreement Vendor Upload Attachment Vendor Welcome Attachment Web Forms Logo The additional text that is entered is used as the content of the . The body text entered must not exceed 3,000 characters. The additional text that is entered is displayed as the Vendor Registration Agreement displayed on the Vendor Registration and the Vendor Login screens. The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. Global DMS etrac Company Documents Guide 13

14 Using Document Types Company Documents is an automation tool for building a library of custom documents, and defining criteria for when each document will be used. There are a variety of Document Types, and other criteria that can be used to generate effective business communications. Company Document Types Document Type Appraiser Independence Certificate Logo Client Attachment Client Login Document Custom Appraiser Independence Certificate Custom Commercial Bid Request Custom Invoice Custom order Assignment Custom Vendor Invoice Delivery Document Exchange 537 Custom Document Description The uploaded logo will appear in the upper right corner of the standard or custom Appraiser Independence Certificate. Only the first logo is used, so delete before reuploading. Only the Company Office filter can be used. The uploaded document will be attached to all s when forwarding files to clients from the Files Available for Download page in the Staff Module. Use the filters below to limit when this document is sent. For example, if you only want the document attached when it is a specific client, select that client from the Client drop-down list. A link to the uploaded document will be displayed in the Main Menu of the Client Module. The link will be displayed for all clients. No filters are necessary, nor will any be used. The text entered in the Additional Text field will be displayed as the link text. This document type replaces the standard Appraiser Independence Certificate. It does not require a file to be uploaded. No filters need to be set, and are ignored. The additional body text that is entered is used as the content of the Appraiser Independence Certificate. The body text entered must not exceed 3,000 characters. The header, footer and seal on the Appraiser Independence Certificate cannot be customized. This document type replaces the standard bid request . It does not require a file to be uploaded. The additional text that is entered is used as the content of the commercial bid request. This document type can be used in place of the standard client invoice templates. It does not require a file to be uploaded. The additional text that is entered is used as the content of the invoice. The body text entered must not exceed 3,000 characters. The content will be displayed or delivered in place of the standard system invoice (configured at the System Setting or Client level). Additionally, you can choose applicable filters (such as FHA) for this document type. This document type allows a custom order assignment to be delivered to Vendors. It does not require a file to be uploaded. The additional body text that is entered is used as the content of the order assignment sent to vendors. The Uploaded Document will be automatically generated and attached to the Files Available For Download screen when a UAD XML File is uploaded via the Vendor Module. This document includes the recorded Vendor Fee amount. Use the filters below to limit when this document is attached. Documents that can manually be selected when forwarding files to Clients. You can make multiple selections from the list. The uploaded Document will be available to be included as part of the Exchange Integration Event Code 537 (Send Exchange Order Fulfillment PDF and Data). The additional text field is optional, and can be used as a description field. The entered text will only appear in the corresponding column of the Current Document List table. Use the filters to limit when this document is sent. For example, if you only want the document included for a specific client's orders, select that client from the Client drop down list. Global DMS etrac Company Documents Guide 14

15 Document Type General Company Document Internal - New Vendor Registration Notification Invoice Logo Non-Selected Bid Special Instructions Vendor Broadcast Notification Vendor Attachment Vendor Module Document Vendor order Assignment do not use Vendor Profile Document Upload Notification Vendor Registration Agreement Vendor Upload Attachment Vendor Welcome Attachment Web Forms Logo Description Uploaded documents are viewable from this page for Staff Users. No filters need to be set, and are ignored. This document type will trigger an to the designated office or staff address(es) when an appraiser completes the appraiser self-registration form. The uploaded logo (preferably with a height less than 100 pixels in.jpg or.gif format) will appear on client invoices. Only the first logo is used, so delete before re-uploading. No filters need to be set, and are ignored, except for Office. This document type is used to send an to Vendors who submitted a bid for an order, but were not selected. It does not require a file to be uploaded. The additional body text that is entered is inserted into the body of the sent to vendors who have bid for an order, but were not selected. The document will be uploaded to the Files Available For Download screen on all new orders. The document will be viewable by Staff, Clients and Vendors in their respective modules upon order creation. Use the filters below to limit when this document is uploaded. Additionally, an applicable FHA filter must be chosen. This Document Type allows you to create a custom to use when broadcasting orders to Vendors. It does not require a file to be uploaded. The additional body text that is entered is used as the content of the Broadcast order sent to vendors. Use the filters below to limit when this is Sent. Additionally, an applicable FHA filter must be chosen. The uploaded document will be attached to all order assignment s sent to vendors. Use the filters below to limit when this document is sent. For example, if you only want the document attached when the Payment Method of an order is COD, select COD from the Payment Method dropdown list. Additionally, you can choose applicable filters (such as FHA) in the filter drop down lists only for Vendor Attachments. Uploaded documents are viewable from the Vendor Module by all Vendors. No filters need to be set, and are ignored. This document type is no longer supported. This document type will generate an when a file is uploaded to the Vendor s profile from the Vendor Module. This document type does not require a file to be uploaded. The additional body text that is entered is used as the content of the . The body text entered must not exceed 3,000 characters. No filters are allowed to be configured for this document type. This document type does not require a file to be uploaded. No filters need to be set, and are ignored. The additional text that is entered is displayed as the Vendor Registration Agreement displayed on the Vendor Registrations and Vendor Login screens. These are documents that will be auto-attached to the order when a vendor uploads a file in the Vendor Module. The uploaded document will be attached to the welcome that is sent to Vendors upon Self-Registration, Vendor Import, creation of a new Vendor User, and forwarding login credentials. The uploaded logo file must be no larger than 160 x 59 pixels. Only the first logo is used, so delete before re-uploading. This logo is also used for the MARS report. No filters need to be set, and are ignored, although the Office filter will be used for the MARS report. Global DMS etrac Company Documents Guide 15

16 Appraiser Independence Certificate Logo The Company Documents tool allows you to upload your company logo, and have it displayed in either the system generated Appraiser Independence Certificate, or a Custom Appraiser Independence Certificate (which is also uploaded via Company Documents). The user simply selects a logo that is saved on the user s computer/cloud and attaches that logo to the upper right corner of the Appraiser Independence Certificate. Click the Choose File button and select the file to be uploaded. The user also has the option to add a text description for the file via the Additional Text field. Click on the Upload button when the configuration is complete. Please remember to delete any legacy logos before adding a new logo. The only filter that is used is the Office option. Client Attachment This document type creates an automated attachment for file delivery s. This Document Type is typically reserved for Thank You notes, and other general documents. From the Select a Document Type drop-down menu, select Client Attachment. Click the Choose File button and select the file to be uploaded. Additional text can be entered in the message field for this Company Document. This text will be appended to the File Delivery . Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. NOTE: The that is generated will provide the User with both the link to the file that was selected from the Files Available for Download page, as well as an attachment for the Company Document. Global DMS etrac Company Documents Guide 16

17 Client Login Document This Document Type will provide a link to the document on the Main tab of the Client Module. This link will be available to all Client Users. From the Select a Document Type drop-down menu, select Client Login Document. Click the Choose File button and select the file to be uploaded. Enter a text description for the file in the Additional Text field. The description will be displayed as a link in the Client Module s Main Menu navigation. The Client User will be able to download the file by clicking the link. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. NOTE: Multiple Client Login Documents can be created. Global DMS etrac Company Documents Guide 17

18 Custom Appraiser Independence Certificate This document allows staff to create a custom Appraiser Independence Certificate. This document type does not allow a file to be uploaded. The additional body text that is entered is used as the content of the Appraiser Independence Certificate. The body text entered must not exceed 3,000 characters. NOTE: The header, footer, and seal on the Appraiser Independence Certificate cannot be customized. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Custom Commercial Bid Request This Document Type allows you to create a custom bid request for commercial orders. From the Select a Document Type drop-down menu, select Custom Commercial Bid Request. This Document Type does not allow a file to be uploaded. The additional text that is entered is used as the content of the commercial bid request. Global DMS etrac Company Documents Guide 18

19 Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Custom Invoice The Custom Invoice feature allows the user to create a unique client invoice to be used for billing clients. This document type does not allow a file to be uploaded. The additional body text that is entered is used as the content of the invoice. The body text entered must not exceed 3,000 characters. The content will be displayed or delivered in place of the standard system invoice (configured at the System Setting or Client level). Additionally, you can choose applicable filters (such as FHA) for this document type. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Custom Order Assignment This Document Type allows you to create a custom to notify Vendors regarding order assignments. This Document Type does not require a file to be uploaded. Click the Choose File button and select the file to be uploaded. The additional text that is entered is used as the content of the order assignment sent to Vendors. Use the FHA Document drop down to send FHA, Non-FHA, or both FHA and non-fha assignment s to the vendors. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Global DMS etrac Company Documents Guide 19

20 Custom Vendor Invoice The Uploaded Document will be attached to the order s Files Available For Download list when a UAD XML file is uploaded via the Vendor Module. Click the Choose File button and select the file to be uploaded. Use the provided filters to limit when this document is attached. Refer to the File Type Description drop down for a list of file types (Appraisal/Final Report, Invoice, etc.) that are available for upload. The user also has the option to add a text description for the file via the Additional Text field. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Delivery Document This Document Type allows you to upload documents that can be forwarded to your Client or Client Users when you deliver files to them from the Files Available for Download page you can send multiple documents at once, if necessary. From the Select a Document Type drop-down menu, select Delivery Document. Click the Choose File button and select the file to be uploaded. The user also has the option to add a text description for the file via the Additional Text field. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. NOTE: There is no limit to the number of Client Login Documents that can be used. Global DMS etrac Company Documents Guide 20

21 Forwarding the Delivery Document From within the order details screen, click on the Files Available For Download button at the bottom of the page. Select the desired file, and check the corresponding box under Forward to Client/Vendor. In the Forwarding Options section, locate the Company Documents selection box. This selection box will show all Delivery Document file types. Click on the desired document in the selection box, and select a file to send from the Files Available For Download page. NOTE: This is a required step. With both types of files selected, click the Forward Selected Files to Client User(s) button, or the Forward As Attachment to Client button, to send the bundle. NOTE: The Client User will receive the standard Delivery , and the uploaded Company Document will be included as an attachment. Global DMS etrac Company Documents Guide 21

22 Exchange 537 Custom Document The uploaded document will be available to be included as part of the Exchange Integration Event Code 537 (Send Exchange Order Fulfillment PDF and Data). Click the Choose File button and select the file to be uploaded. Use the filters to limit when this document is sent. For example, if you only want the document included for a specific client's orders, select that client from the Client drop down list seen in the Filters section. The user also has the option to add a text description for the file via the Additional Text field. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. General Company Document This option will upload a document into Company Documents, and is available for download later on. There are no automated functions associated with this type of document. Global DMS etrac Company Documents Guide 22

23 From the Select a Document Type drop-down menu, select General Company Documents. Click the Choose File button and select the file to be uploaded. No filters need to be set, and are ignored. The user also has the option to add a text description for the file via the Additional Text field. Click on the Upload button when the configuration is complete. The new document entry will appear at the top of the screen under Current Document List. Internal - New Vendor Registration Notification This document type allows you to create a custom internal notification to alert staff when a Vendor registers to receive appraisal orders. From the Select a Document Type drop-down menu, select Internal - New Vendor Registration Notification. This document type does not require a file to be uploaded. Uploading an attachment is optional. To upload an attachment file, click the Choose File button and select the file to be uploaded. No filters are necessary, nor will any be used. The additional text that is entered is used as the content of the new vendor registration sent to notify staff user(s). Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Global DMS etrac Company Documents Guide 23

24 Invoice Logo This document option allows you to display your company logo on the top of your invoices. From the Select a Document Type drop-down menu, select Invoice Logo. Click the Choose File button and select the file to be uploaded. The user also has the option to add a text description for the file via the Additional Text field. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. To review the logo, navigate to an order in etrac. On the Order Details screen, click on the Preview Invoice link to review the changes. The invoice will appear with the new logo in the upper left corner. NOTE: You can upload as many General Company Documents as needed. Invoice Logo Parameters To ensure that the logo is uploaded successfully, these parameters must be followed: The image file should have a height less than 100 pixels. The logo must be in a.jpg or.gif format. Only one logo can be used at a time. If you would like to change the logo, the original logo must be deleted before a new image file can be displayed. Global DMS etrac Company Documents Guide 24

25 Non-Selected Bid This Document Type cannot accept a file upload, and will not send attachments with the Non-Selected Bid . From the Select a Document Type drop-down menu, select Non-Selected Bid . Additional text can be entered in the message field for this Company Document. This text will be inserted into the body of the sent to Vendors who submitted a bid for an order, but were not selected. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Special Instructions The document will be uploaded to Files Available For Download on all new orders. The document can be viewable by Staff, Clients and Vendors in their respective modules (depending on the system configuration) upon order creation. Click the Choose File button and select the file to be uploaded. Use the filters to limit when this document is uploaded. Additionally, an applicable FHA filter must be chosen. The user also has the option to add a text description for the file via the Additional Text field. Global DMS etrac Company Documents Guide 25

26 Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Vendor Broadcast Notification This Document Type allows you to create a custom to use when broadcasting orders to Vendors. This Document Type does not allow a file to be uploaded. The additional text that is entered is used as the content of the Broadcast order sent to vendors. Use the filters to limit when this is sent. Additionally, an applicable FHA filter must be chosen. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Vendor Attachment This document type allows Staff Users to add attachments to the order assignment s sent to Vendors when orders are assigned. The uploaded document will be attached to all order assignment s sent to Vendors, and filters can be configured on the Company Documents entry to restrict when the document is sent. The order assignment will include the uploaded document as an attachment. Select Vendor Attachment from the Select a Document Type drop-down menu. The FHA Document selection box will appear. An FHA designation is required for this Company Document Type. Click the Choose File button and select the file to be uploaded. Additional text can be entered in the message field for this Company Document. This text will be appended to the order assignment content. Global DMS etrac Company Documents Guide 26

27 Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Vendor Module Document With this Document Type, you can create a resource library for your Vendor Users. Vendor Module Documents are always available to the Vendor Users from within the Vendor Module. From the Select a Document Type drop-down menu, select Vendor Module Document. Click the Choose File button and select the file to be uploaded. The Additional Text field is optional. Text entered in this field is displayed in the Body Verbiage column of the Vendor Module Documents screen. This screen is accessible via the Setup tab of the Vendor Module, by clicking the Company Documents menu button. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. NOTE: There is no limit to the number of Client Login Documents that can be used. Global DMS etrac Company Documents Guide 27

28 Locating files in the Vendor Module When Vendor Users log into the Vendor Module, they must navigate to the Tools menu. Select Company Documents to view. Vendor Profile Document Upload Notification This document type will generate an when a file is uploaded to the Vendor s profile from the Vendor Module. This document type does not allow a file to be uploaded. The additional body text that is entered is used as the content of the . The body text entered must not exceed 3,000 characters. No filters are allowed to be configured for this document type. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Vendor Registration Agreement This Document Type allows you to create a custom vendor agreement form, which will be displayed to the Vendor when self-registering or logging in to the Vendor Module. The Vendor is required to accept the agreement prior to logging in to the system. Once the Vendor has accepted the agreement, it will not display again, unless the agreement is revised. This document type does not allow a file to be uploaded. No filters need to be set, and are ignored. The additional body text that is entered is displayed as the Vendor Registration Agreement displayed on the Vendor Registrations and Vendor Login screens. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Global DMS etrac Company Documents Guide 28

29 Vendor Upload Attachment These uploaded documents will be automatically attached to an order when a Vendor User uploads a file to an order. From the Select a Document Type drop-down menu, select Vendor Upload Attachment. Click the Choose File button, and select the file to be uploaded. The user also has the option to add a text description for the file via the Additional Text field. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. Vendor Welcome Attachment When a Vendor is initially created in etrac, a Vendor Welcome can be automatically generated, and sent to your new Vendor User. The Vendor Welcome Attachment functionality in Company Documents allows you to send an attached document with the Vendor Welcome to new Vendors. From the Select a Document Type drop-down menu, select Vendor Welcome . Click the Choose File button, and select the file to be uploaded. The user also has the option to add a text description for the file via the Additional Text field. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. NOTE: When the new Vendor User receives the Vendor Welcome , the uploaded Company Document will be included as an attachment. This is also sent to Vendor Users when the Forgotten Password process is invoked. Global DMS etrac Company Documents Guide 29

30 Web Forms Logo This tool provides access to place branding in the Web Forms application. From the Select a Document Type drop-down menu, select Web Forms Logo. Click the Choose File button, and select the file to be uploaded. The user also has the option to add a text description for the file via the Additional Text field. Click on the Upload button when the configuration is complete. The new Document Entry will appear at the top of the screen under Current Document List. To view the logo, navigate to etrac Web Forms. Click on the Tools tab, and select etrac Web Forms. The new logo will appear in the upper left-hand corner of the screen. Web Forms Logo Parameters To ensure that the logo is uploaded successfully, these parameters must be followed: The image file must not be larger than 160 x 59 pixels. The file format should be in a.jpg or.gif format. Only one logo can be used at a time if you would like to change the logo, the original logo must be deleted before uploading a new image file. Global DMS etrac Company Documents Guide 30

31 Managing Company Documents Staff Users are able to View, Edit, Delete, and Forward all Company Documents that have been uploaded in etrac. All of these options are available for each Company Document Entry. All uploaded documents will appear in the document management section labeled Current Document List. Delete a Company Document Entry Any Company Document Entry can be deleted from the Document Management section screen by following these simple steps: Locate the file to be deleted in the list. The Delete option is in the last column. Click on Delete, and a confirmation message will appear. Confirm the file deletion, and the file will be removed from the list. Forward a Company Document Entry Company Documents can be forwarded by directly from the Company Documents screen by following these steps: Locate the file to be forwarded. The Forward option is adjacent to the Delete option. Click on Forward, and a basic screen will appear. Global DMS etrac Company Documents Guide 31

32 Field Name Description Required Address address of recipient. CC field address of copied recipient. No BCC field address of blind copy recipient. No Subject Subject line of . No Message Content of message body. No Click on Send to send the selected document as an attachment. A success message will be displayed when the has been sent. The document will either be sent to the recipient as a direct link or an attachment, depending on how the System Settings are configured. These settings can always be changed. Global DMS etrac Company Documents Guide 32

33 Create a Custom PDF Adding dynamic fields from an order to PDF documents can provide tailored communications to Vendors and Clients. There are four types of Company Documents that can utilize custom PDF documents: Client Attachment Custom Vendor Invoice Delivery Document Vendor Attachment To create a custom PDF, you must first open your PDF in Adobe Acrobat Pro 11.0 or higher. Global DMS etrac Company Documents Guide 33

34 Enable Text Field Tool At the top of the screen, click on Create. A new editing panel will appear. Global DMS etrac Company Documents Guide 34

35 The Create window dropdown a menu will appear. Select Create Form. Select Current Document, and click on Continue. If the document was created as a form, then the existing fields will be highlighted. If the document was created without fields, then you will see the following message. Click on Ok. This will allow you to add new custom text fields to your PDF. Global DMS etrac Company Documents Guide 35

36 The Forms Menu will display. Create Form Fields Click on Add New Field, and select Text Field. Global DMS etrac Company Documents Guide 36

37 Move the mouse cursor adjacent to the label where you would like the merge field to populate. Note that the cursor has changed to a field. Grid lines follow the cursor, to help you line up the field with the text. Hover over the desired location and left-click once to place the field there. The field will be outlined, and the default text will be highlighted. A small edit box will appear. Global DMS etrac Company Documents Guide 37

38 Enter the appropriate merge field tag into the edit box. In the example, we are entering a File Number. The merge field tag for Date is CurrentDateTime. It is very important to enter the merge field tags correctly. They are case-sensitive and character-sensitive. Please refer to the Merge Field List for all available fields. To configure the merge field font, click on All Properties in the edit box. NOTE: You can access the Properties menu for any of these fields. Right-click on the field, and select Properties. Within the Text Field Properties window, the Appearance tab controls the font and font size. Global DMS etrac Company Documents Guide 38

39 Make the appropriate changes, and click on the Close button to save the changes. Save and Upload After you have created the custom fields, save the document in PDF format. In your etrac System, navigate to Company Documents. Select either Client Attachment, Vendor Attachment, Delivery Document, or Custom Vendor Invoice Company Document Type, and upload the attachment. When the document is triggered by etrac, these fields will populate the data from the order form and generate the customized PDF. NOTE: When a new Company Document Entry is created, it is active immediately. These documents will be triggered immediately, if the conditions of the entry are met. Global DMS etrac Company Documents Guide 39

40 Appendix - Merge Fields This is a comprehensive list of all available merge field tags. These tag are case-sensitive, and character-sensitive. Please be sure to enter the merge field tags exactly as they are listed here. Order Data Fields Merge Field AcceptandPreschedule AcceptOrderLink AcceptOrderWithConditionsLink AccountManagerName AccountManager AcctMgrNotes AccountManagerPhone AppraisedValue ApprName ApprAddlFee ApprAddress1 ApprAddress2 AppraiserBalance BusinessClassification AppraiserCheckAmount1 AppraiserCheckAmount2 Merge Field Description Displays pre-scheduling options and Accept, Decline, and Accept with Conditions links. This field is available for use only with the Vendor pre-scheduling feature (requires the PreScheduling app). Displays link: "To accept this order, click here" (only applies to the Custom order Assignment ) Displays link: "To accept this order with conditions, click here" (only applies to the Custom order Assignment ) First and Last Name of the Account Manager populated on the order Form. (Account Manager Module app required) Address of the Account Manager populated on the order Form. (Account Manager Module app required) Account Notes added by the Account Manager populated on the order Form. (Account Manager Module app required) Phone Number of the Account Manager populated on the order Form. (Account Manager Module app required) The amount entered in the Appraised Value field on the order Form. First and Last Name of the Appraiser (Vendor) that is assigned to the order. Additional Fee for Appraiser (Vendor) that is assigned to the order. (Sub-Vendors and Parent Appraiser Office apps required) Address Line 1 of the Appraiser (Vendor) that is assigned to the order. Address Line 2 of the Appraiser (Vendor) that is assigned to the order. The balance of the payment due to the Appraiser (Vendor) on the order, calculated as the total Appraiser (Vendor) Fee minus the total amount paid to the Appraiser (Vendor). Business Classification of the Appraiser (Vendor) that is assigned to the order. The amount of the first check applied to the Appraiser (Vendor) Fee Balance on the order. The amount of the second check applied to the Appraiser (Vendor) Fee Balance on the order. Global DMS etrac Company Documents Guide 40

41 Merge Field AppraiserCheckAmount3 AppraiserCheckDate1 AppraiserCheckDate2 AppraiserCheckDate3 AppraiserCheckMemo1 AppraiserCheckMemo2 AppraiserCheckMemo3 AppraiserCheckNumber1 AppraiserCheckNumber2 AppraiserCheckNumber3 ApprCity ApprCSZ ApprCompanyName AppraiserDistanceFromSubject ApprDocDescription Appr ApprFax AppFee ApprFirstName ApprFullAddress ApprLastName MinorityClassification Merge Field Description The amount of the third check applied to the Appraiser (Vendor) Fee Balance on the order. The date the first check was applied to the Appraiser (Vendor) Fee Balance on the order. The date the second check was applied to the Appraiser (Vendor) Fee Balance on the order. The date the third check was applied to the Appraiser (Vendor) Fee Balance on the order. The Memo associated with the first check applied to the Appraiser (Vendor) Fee Balance on the order. The Memo associated with the second check applied to the Appraiser (Vendor) Fee Balance on the order. The Memo associated with the third check applied to the Appraiser (Vendor) Fee Balance on the order. The Check No. (Number) associated with the first check applied to the Appraiser (Vendor) Fee Balance on the order. The Check No. (Number) associated with the second check applied to the Appraiser (Vendor) Fee Balance on the order. The Check No. (Number) associated with the third check applied to the Appraiser (Vendor) Fee Balance on the order. City of the Appraiser (Vendor) that is assigned to the order. City, State and Zip Code of the Appraiser (Vendor) that is assigned to the order. Company Name of the Appraiser (Vendor) that is assigned to the order. The calculated distance between the Appraiser (Vendor) Address and the Subject Property Address in miles. Displays the assigned "Description" value selected for an Appraiser (Vendor) profile document at the time of upload. This merge field is intended to be used with the "Vendor Profile Document Upload Notification" Company Document. It is not currently supported in the Workflow Engine, as the target data is not order related. Primary Address of the Appraiser (Vendor) that is assigned to the order. Fax Number of the Appraiser (Vendor) that is assigned to the order. Fee of the Appraiser (Vendor) that is assigned to the order. First Name of the Appraiser (Vendor) that is assigned to the order. Full Address (Address 1, Address 2, City, State and Zip Code) of the Appraiser (Vendor) that is assigned to the order. Last Name of the Appraiser (Vendor) that is assigned to the order. Minority Classification of the Appraiser (Vendor) that is assigned to the order. Global DMS etrac Company Documents Guide 41