CHARLES RUTENBERG REALTY

Transcription

1 CHARLES RUTENBERG REALTY ONLINE DOCUMENT MANAGEMENT FOR AGENTS Paperless Pipeline / POWERED BY PAPERLESS PIPELINE Park Street, Suite 150, Naperville, IL telephone: fax:

2 Online Document Management for Agents 1. General Instructions 2. Names for Each Document 3. Required Property File Documents 4. Starting a Transaction 5. Uploading Documents 6. Editing/Updating Transaction Details 7. Viewing/Switching Transactions One implication of the decline in the number of brokerage firms will be a flight to quality among sales professionals as well. As well run brokerage firms continue to maintain solid marketing, technological and educational tools, we expect that these much stronger firms will see an inflow of both new and experienced sales professionals. This will likely be true for housing consumers as well, as consumers seek to employ firms that can effectively market their homes through all of the various channels now available for exposing homes to the market. Real Trends, the Trusted Source September

3 IMPORTANT: READ THIS FIRST 1. GENERAL INSTRUCTIONS The instructions contained in this manual are specific instructions for Charles Rutenberg Realty, which may be different than the training or instruction given by Paperless Pipeline. It is very important that you follow this set of instructions. CREATING THE PROPERTY FILE 1. The property file must be created before documents can be uploaded. This is a simple one step process with limited information needed to establish the file. See section 4 of this manual entitled Starting A Transaction. UPLOADING DOCUMENTS 1. This is a PDF Upload site only. All documents must be uploaded to this site as a PDF file. All PDF files must include the Property Address as well as the document title in the document name. For example: 123 Main Street Agent File Checklist (see Naming Documents section.) 2. Required Documents: All Required Documents must be uploaded within the timeframe as soon as possible but no later than 5 business days as stated in the Policy Manual (See pages 20 & 22). A list of required documents is included in this manual (page 5). 3. Naming Documents: All documents must be named properly. Each document that is uploaded must include the property address. (For Example: 123 Main Street Sales Contract) See the Naming Documents (page 4) sheet for specific naming instructions. 2

4 LOGGING IN TO PAPERLESS PIPELINE 1. Go to 2. Click the Log In link to take you to the log in page for document management. 3. Enter your User Name and Password. This would have been ed to you from the Paperless Pipeline site when you were setup. If you have not seen this , check your bulk or junk folders. Note: If you do not have the or have forgotten your password, go to the site and click on Forgot Password. Enter the address we have on file for you and an with a link will be sent to you, so you can reset your password. The address entered in Paperless Pipeline is the address you gave us, unless you ve changed it yourself in Paperless Pipeline. 4. This will then take you to the main page, which is called the Dashboard. 5. The first time you log in, you will need to change your password. Click on Settings and choose Change Password. You can change the password to one that you will easily remember. The password must be a minimum of 5 characters (letters or digits). MANAGING YOUR PASSWORD 1. LOG IN/PASSWORD Your User Name and Password will have been ed to you from the Paperless Pipeline site when you were setup. If you have not seen this , check your bulk or junk folders. 2. FORGOT PASSWORD If you do not have the or have forgotten your password, go to the site and click on Forgot Password. Enter the address we have on file for you and a link will be sent to you, so you can reset your password. The address entered in Paperless Pipeline is the address we have on file for you in our primary database, unless you ve changed it yourself in Paperless Pipeline. 3. CHANGING YOUR PASSWORD If you don t know it... Go to the site and click on Forgot Password. Enter the address we have on file for you and an with a link will be sent to you, so you can reset your password. Once you have logged in... The first time you log in, you will need to change your password. Click on Settings and choose Change Password. You can change the password to one that you will easily remember. 3

5 TRAINING In order for you to become familiar with Paperless Pipeline and the requirements of Charles Rutenberg Realty review this manual in its entirety. The manual can also be found on our website at Video training is available through the Paperless Pipeline site in the upper right hand corner. The Paperless PIpeline site training is not required. If you are interested in learning about the expanded features of Paperless Pipeline, you can click the link and view the online video segments. Important Note: The training on the Paperless Pipeline site does not address specific guidelines for Charles Rutenberg Realty. This manual serves that purpose and will sufficiently prepare you for what is required. SUPPORT If you have any questions, please contact the office staff at Charles Rutenberg Realty at , x3. 4

6 NEW 2. NAMING DOCUMENTS...Agent File Checklist & Commission Disbursement Form...Additional Agent Designation...Agent Note to File...Buyer s Rep Agreement...Closing Check...Co-List Agreement...Commission Disbursement Statement for Closing...Contract Addendum...Contract Cancellation - Sales...Contract - Sales...Contract - Commercial Sales...Deposit Check - Lease/Rental...Disclosure of Contemporaneous Offers...Disclosure of Buyer s Designated Agent...Disclosure of Tenant s Designated Agent...Dual Agency Confirmation...Dual Agency Disclosure and Consent Seller...Dual Agency Disclosure and Consent Buyer...Earnest Money Check...Earnest Money Receipt...Home Inspection Report...Home Inspection Summary Report...Home Inspection Waiver...Home Warranty...Home Warranty Waiver...HUD / Settlement Statement...Lead Paint Disclosure (Seller)...Lead Paint Disclosure (Fully Executed)...Lease Agreement...Lease Agreement - Commercial...Listing Agreement...Listing Agreement - Commercial...Listing Cancellation Agreement...Listing Modification Agreement...Listing Modification to Contract...Loan Documents...MLS Listing Page NEW...MLS Listing Page - CLSD...Mold Disclosure (Seller)...Mold Disclosure (Fully Executed)...Mortgage Commitment Letter...Permission to Call Rider to Brokerage Agreement...Price/Date Change Authorization...Radon Disclosure (Seller)...Radon Disclosure (Fully Executed)...Referral Agreement...Sellers Disclosure (Seller only)...sellers Disclosure (Fully Executed)...Waiver Combined Home Inspection/Warranty...W9 Coop Broker Format for ALL PDF Docs: Property Address followed by the document name. (for Example...) 123 Main Street Contract - Sales 123 Main Street Closing Check In order to maintain consistency all documents must be named as shown here. If these names are not used files cannot be processed until documents are properly named. 5

7 3. REQUIRED PROPERTY FILE DOCUMENTS REPRESENTING LISTING SIDE Agent File Checklist & Commission Disbursement Form Additional Agent Designation (if applicable) Agent Proof of Auto Insurance Update Jan & July Commission Disbursement for Closing Statement Contract Sales: as submitted by Buyer (FULLY EXECUTED) Copy of Closing check Dual Agency (if applicable) 1. Disclosure & Consent 2. Confirmation Earnest Money check copy (Earnest money check is not to be made out to CRR.) Home Inspection or Signed Waiver Home Warranty or Signed Waiver HUD-1 (SIGNED) Lead Paint if prior to 1978 (Signed & Initialed) Listing Agreement:CRR Exclusive Marketing Agreement Listing Modifications: Price/Date Change Authorization MLS One Page Report (for new listing) MLS Listing Page: Status changed to CLSD (sold) Mold Disclosure (if applicable) (Signed & Initialed) Radon Disclosure (Signed & Initialed) Referral/Lease Agreement (if applicable) Seller s Residential Real Property Disclosure (SIGNED) Seller s Address Any other documents related to the transaction REPRESENTING SELLING SIDE Agent File Checklist & Commission Disbursement Form Additional Agent Designation (if applicable) Agent Proof of Auto Insurance Update Jan & July Buyer s Address Contract Sales: Multi Board 5.0 (FULLY EXECUTED) Copy of Closing check (Earnest money check is not to be made out to CRR.) Disclosure of Contemporaneous Offer (if applicable) Disclosure of Buyers Designated Agent w/permission to Contact Rider Dual Agency (if applicable) 1. Disclosure & Consent 2. Confirmation Earnest Money check copy Home Inspection or Signed Waiver Home Warranty or Signed Waiver HUD-1 (SIGNED) Lead Paint if prior to 1978 (Signed & Initialed) MLS One Page Property Report Mold Disclosure (if applicable) (Signed & Initialed) Radon Disclosure (Signed & Initialed) Referral/Lease agreement (if applicable) Seller s Disclosure (or written statement from buyer waiving the disclosure) Any other documents related to the transaction 6

8 REQUIRED LEASE AGREEMENT DOCUMENTS REPRESENTING LESSOR Agent File Checklist & Commission Disbursement Form Additional Agent Designation (if applicable) Commission Agreement (if not in MLS) Copy of Deposit Check Copy of Closing Check CRR Lease Listing Agreement Disclosures (if applicable and executed) Dual Agency (if applicable) Disclosure & Consent and Confirmation Lease Agreement Lessor s Address Listing Modification Agreement (if applicable) MLS Listing Page: Status NEW or ACTV MLS Listing Page: Status change to CLSD (leased) W9 for coop broker required for commission paid to coop broker REPRESENTING LESSEE Agent File Checklist & Commission Disbursement Form Additional Agent Designation (if applicable) Commission Agreement (if not in MLS) Copy of Deposit Check Copy of Closing Check Disclosures (if applicable and executed) Disclosure of Contemporaneous Offer (if applicable) Disclosure of Tenant s Designated Agent w/permission to Contact Rider Dual Agency (if applicable) Disclosure & Consent and Confirmation Lessee s Address MLS Listing Page: Status NEW or ACTV MLS Listing Page: Status change to CLSD (leased) Lease Agreement BOTH Adjustments to Commission = 10% on Referral/Lease/Rental up to $275 All documents uploaded to Paperless Pipeline. 7

9 4. STARTING A TRANSACTION 1. Login to 2. Click on Log-In and proceed to the document management login page. 3. Enter your Login address and Password. This will bring you to the Dashboard tab. START A NEW TRANSACTION 4. Click on the Add Transaction link on the right margin of your screen. 5. Enter data in all fields. FIELD NAME Location: Name or Address: MLS ID or Transaction #: Status: Close date: Assign Listing & Selling Agent: DATA TO ENTER IN THIS FIELD Charles Rutenberg Realty Enter the Property Address Enter the MLS ID Number Enter the current status for the transaction. Enter the estimated close date or leave blank. Select your own name. Note: ** Only select your name as either the Listing Agent or the Selling Agent. ** Select your name in both columns ONLY if you are a Dual Agent. ** If coop Agent is a CRR agent, then select their name in the appropriate column as Listing or Selling agent. This transaction has outside coop Auto Expiry Date Buyer Name Seller Name Click Box and enter Coop Agent s Name Leave this field BLANK Enter Buyer(s) Name(s) Enter Seller(s) Name(s) 6. Click Add Transaction. 8

10 7. This will take you back to the Transactions tab for this property address. 8. The Buyer and Seller s address is required for each property file. From the Transactions tab, on the right margin, find Third-Party Contacts and select Add New Person. Enter the Following: Name First & Last Name Role in Transaction... Buyer or Seller Phone Phone number Address Click Add Person. Their name and contact information will display on the right margin under Third Party Contacts. 9. You are now ready to upload documents to this file. Notes * The Add Transaction link can be found on both the Dashboard tab and the Transactions tab. * Once your transaction has been added, you will find it listed in the Transactions tab. * On the Transactions screen, see note at top of page... Closed & Deal-Fell-Through transactions are not being shown below..click here to include them You must click on that phrase to include all transactions in your list. 9

11 5. UPLOAD DOCUMENTS UPLOAD A PDF DOCUMENT FROM YOUR HARD DRIVE 1. From the Dashboard or Transactions tab, select Upload Document. 2. Location: Charles Rutenberg Realty (default...leave as is) 3. Click on Select A File. Browse your hard drive for the PDF document. Click on document name and click Select. The document must be named with the property street address and document type as shown on the Naming Documents page. (For Example: 123 Main Street Radon Disclosure). Any document that is missing the property address in the document name cannot properly be Assigned to your file. A file cannot be completed for commission disbursement until all documents are uploaded with the proper document name. 4. Your document has now been uploaded to the site. 5. You can view your uploaded documents under the Working Docs tab. IMPORTANT: Once you upload your document to the system, it is your responsibility to follow up and view the document to ensure that your upload was complete and successful. What happens to my document after it s uploaded? Once your document is uploaded, the CRR office staff will Assign your document to your property file. This can ONLY be accomplished if you have named your documents properly. As numerous agents within the company will be uploading to the site each day, your document cannot be attached to your file if it is not named properly. Once the document has been Assigned, we will assign a Checklist to your transaction. This will allow you to keep track of which documents have been uploaded and reviewed. Make sure to view the checklist regularly. The document will be Reviewed by our staff after it is uploaded. Any note regarding the document will be posted to the transaction by the reviewer. The document Status will be noted at the time of the review. In addition, the reviewer will mark off the Checklist when a document is received. After the document is Assigned and Reviewed you can view the documents, checklist and any notes on the Transactions screen. What if I don t have a scanner? You can get an account with MYFAX.com. With this, you will be able to fax yourself the documents which you would then receive in your folder. You would then save the attached PDF files to a folder on your hard drive. Once the PDF Files are saved on your hard drive, using the Naming Document format (123 Main Street Agent File Checklist), then you can follow the process shown above to upload the PDF to your property file. 10

12 6. EDITING THE TRANSACTION 1. Go to the Transactions tab and locate the property address. 2. Under the Actions column click on the pencil icon. 3. This will take you to the Edit Transaction screen. You can modify any fields displayed on this screen. 4. Click Save Transaction. 7. VIEWING TRANSACTIONS 1. Click Transactions tab on the top menu. 2. You have the option to Sort, Filter and narrow down your search above the document list. Clicking Show all will display all files in Status order. If you then click on the AZ arrows, you can sort by alpha/numeric. 3. To select a transaction, Click on the address itself. It appears highlighted and is underlined: (for example) 1733 Park Street 4. The transaction will display with basic data, checklists, notes and then the list of documents. 5. Documents can be opened and viewed by selecting and clicking on their name. The PDF file will open for viewing. 6. Click on Show Checklist to view the checklist(s) assigned to your file. From here you will see what documents have been received, marked with a green check mark. Any document that has not yet been uploaded will have a red x in front of the document name. 7. You can click on Add or Show Notes to either add a note to your file or view notes that have been posted. CAUTION: DO NOT create a new transaction, unless you ve selected the Show All option first to confirm it. You may create unnecessary duplications if you do not check this first. 11

13 PROCEDURES for COMMISSION DISBURSEMENT This is the procedure to follow in order to close out your file for payment. It is your responsibility to submit the Agent File Checklist & Commission Disbursement form to initiate commission disbursement processing. The file will be reviewed, and, if everything is in order, a check will be cut or direct deposit scheduled and presented to the broker for execution. The following is what you need to do prior to submitting the file for review: 1. Complete Paperwork Fill out your Agent File Checklist & Disbursement Form completely. Upload the final pages of your file into the online document management system. (This would include the HUD Statement, Agent File Checklist and Commission Disbursement form and copy of the closing check.) 2. Transaction/Document Management System Paperless Pipeline Log in to Paperless Pipeline and verify you have uploaded all required documents. (see Required Documents list in the Online Document Management for Agents manual and view the Checklist for completion ). Open and review all documents online. Confirm they are fully executed Confirm each document contains ALL pages. Verify the online checklist is complete. Note: You do not have to print out your file to turn in. We will review the file online. Training: For specific instructions on using the Online Document Management System go to print out the Instruction Manual, read the Read This First page. Additional training is available through your Paperless Pipeline site by clicking the Help Videos box in the upper right hand corner. 3. Auto Insurance Be sure that we have the most recent copy of your Auto Insurance declaration page showing your coverage amounts of at least $100,000 / $300,000. This must be updated in our office twice a year in January & then again in July. 4. Turn in for Review & Commission Disbursement Turn in the Agent File Checklist & Disbursement Form, Check, and HUD Settlement Statement for disbursement and issuance of check. If all these things are in place when the file is received, it should take approximately 20 minutes to process each property file. All files are reviewed in the order in which they are received. COMMISSION PROCESSING IS DONE BETWEEN 8:30 AM 4:00 PM MONDAY THROUGH FRIDAY. NO COMMISSIONS ARE PROCESSED AFTER 4PM. Please note that it could take longer if there are other agents already waiting to process their files when you submit your file. Thanks. We are looking forward to issuing each of you larger checks than you ve ever received before! 12