Listing Input Checklist/Instructions & TransactionDesk Instruction Guide

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1 Listing Input Checklist/Instructions & TransactionDesk Instruction Guide When submitting your listing, please provide us with the following documents: A copy of the Listing Contract with all required signatures (when you have a signed contract despite the list date, we require to have a copy of the contract in our office within 48 hours for our files we will hold until the list date) The Tax Card from Town Hall (Please Note: If you provide us with the CRS Tax Card through flex, there may be some incorrect information on it, and we will need the Tax Card from Town Hall) A copy of the Proofing Report from FlexMLS The Keybox Tenant/Owner Authorization Form You may your listings to info@greenwichrealtors.com The deadline to hand in a listing is no later than 4:00PM. If you are submitting a listing with a Broker Open House scheduled, please send in the listing the day before the Broker Open House is scheduled. How to Input a Listing on FlexMLS: Click on the Add/Change tab. Then hit Add, to add a new listing. Click on Copy, if you wish to copy the old listing, and transfer it over to the new one. Most information will transfer over. Fill out all the tabs it prompts you to complete (General, Address, Main Fields, Details, Rooms, Export.) All fields that are in a red/pink color, or have a red heading, are required fields and must be filled out. Once you are finished inputting the information, whether you need to save it and come back to it, or it is ready to go Live on the MLS, always click on Save Incomplete. The next screen that will appear will be a Change Incomplete Listing screen. Here you may add Photos/Documents to your listing, all before it is made Live. To access your Incomplete Listings for editing before it goes live on the MLS, go to the Add/Change tab, then click on My Incomplete.

2 How to Edit a Listing on FlexMLS: Click on the Add/Change tab. The hit Change, to edit a listing. Select which listing of yours, you would like to edit by clicking on the MLS #, then the edit listing screen will appear. Here, you can make changes to the Details, Remarks, Photos/Documents and scheduled Open Houses/Tour of Home (Broker Only Open Houses.) Any Status Changes or Price Changes, must be done by the GMLS Office, with submitting a Change Form or . Changes are to be sent to info@greenwichrealtors.com How to Schedule an Open House/Tour of Homes (Broker Only Open House): Click on the Add/Change tab. Then hit Change. Click on which ever listing of yours you would like to change. Go to Scheduled Marketing Activities. Click on the link for either Open Houses or Tour of Homes, depending on which type of Open House you would like to schedule. Make sure you pay attention to which type of Open House you are scheduling, so it does not get entered in the incorrect place. Whichever link you click on, the next page will list any Open Houses you have already scheduled for Tour of Homes or Public Open Houses. From here you may Edit or Remove any Open Houses, you already have scheduled, by clicking on Edit or Remove. To add a new Open House click on Add. You will then enter in Date of Open House, Start Time, End Time, Comments, and then hit Next. This will finalize the inputting of your Open House. How to access/fill out forms in TransactionDesk: To access TransactionDesk, click on the Daily Functions tab in FlexMLS, then click on TransactionDesk. If you have never logged on before, you will get a messaged to Click here to continue, then Agree to the terms of use, and you will be set up. This message will not appear again after it has been set up. The first time you log on, you will be on TransactionDesk Lite. Switch to the TransactionDesk Pro version. This is the version we use at the GMLS, it is much easier to navigate. Once you switch to the pro version, it will always be on pro, every time you login.

3 Creating a Transaction: On the home screen, click on Start a New Transaction. (Make sure to click on the verbiage, not the circle.) The next page is the Transaction Options page. Here you will enter in your Transaction Name (which would be the address,) select the Transaction Type, then under I would like to select Use the Transaction Wizard. Under I am the, select which type of agent you are Listing Agent, Selling Agent, Neither or Both. Click Start Transaction, to proceed to the next page. This will take a minute to load the next page, no need to click the button more than once, it will wind up generating duplicates of the same transaction, if you do so. The next screen will be Step 2: Property Information Here, you will only enter in the Full Address (street #, street name, city, state, zip); Enter this information in, exactly how you would want it to appear on all the forms (for example: capital letters.) Select the Property Type. Enter in the List Price. Click Next at the top of the screen. Step 3: Transaction Dates; Here you will only need to enter in the List Date and Expiration Date of your listing. Click Next. Step 4: Contacts/Participants; These are all the people who are going to be involved with this transaction. Automatically you as the listing agent and your office, will appear every time you get to this step, for every transaction you start. What you need to do now is add in the other contacts who are involved with this transaction, (for example: the sellers.) Click on the arrow where it says I would like to Add New Transaction Contact. Select the Transaction Contact Type (seller,) then click Continue. Enter in the contact s information. If there are more one seller s, (for example: husband and wife,) you must enter them in as two separate contacts. Enter in the contact s Name, Address (if their address is the same as the property address, you may click Same as Property Address, and it will populate it in) and Address (if you want to allow this contact to do electronic signatures.) You may enter in any other information as you wish, however the above fields are the ones you will definitely will need. At the bottom of the screen, if you wish you may click the box that says Add to my Contacts, so you can save this contact in your contact list in TransactionDesk, for future purposes. Next click Save Contact Information. You will repeat these steps for any additional contacts (sellers) you need to add.

4 Click Next. Step 5: Forms/Contracts; All of the forms you are going to need will appear here. If you need to add any additional forms, you may click on I would like to Add New Forms à. You may reorder the forms by using the arrows, or renumbering the forms, then click Update Order. Click Next once completed. Step 6: DocBox Documents: This step is optional, you may add in any additional paperwork you have, so it can be included in this transaction, such as a Taxcard, Plot Plan, anything that pertains to this listing. You would do this so you can keep all your paperwork associated with this property, together/organized in one place, in this electronic file of yours. You may upload a document from your Computer, Account, or you may Fax in hardcopies of the paperwork using the Fax-Back Cover Sheet, and they will automatically be uploaded in your TransactionDesk file you are currently working on (instructions for this are explained on the Fax-Back Cover Sheet.) Click Next once completed. Step 7: Working with Others; This optional step is to be used if you are Co-Listing with a partner, so you may share this transaction with them, so they can have access to it and make changes. You would select the name of the person you would like to share with under Available Shares, and add them to Selected Shares by clicking the Add button. In order to have available shares, you would first need to go into Settings (at the top of your screen,) and create a Share Group (located on lower right corner of screen, instructions are available on page when you go to this step,) then return to this step, to add the available shares to this transaction. Step 8 Tasks: This is an optional step, and it is also the last step in completing the set-up of your transaction. You may add any Tasks for this transaction, which would can keep track of what is going on with your listing. Think of this as sticky notes to yourself. Click I would like to Add New Task à Then click on Save and Exit. You have now completed the Wizard for setting up your Transaction Folder. You will see all boxes with information you have completed. You may edit any of the information and any time, by clicking on the Edit button, in the right corner of the box. You may now begin to fill out your forms, under InstanetForms, by clicking on what forms you would like to fill out. Once you have filled out your forms, if you would like to or print them out as a package, under the InstanetForms forms box, click Edit. Click on the drop down list that says I would like too: then select if you want to or Print. When editing forms, click File (top left corner) to Print, , Save (on TransactionDesk,) Save as PDF (file on your computer.) You always want to make sure you hit Save so that it will save in your transaction. Once you are finished editing the form, click Exit to return to your Transaction Screen Overview, and begin editing other forms.

5 If you would like to edit an already started or completed transaction, on the home screen, click on Work with an Existing Transaction. Make sure to click on the sentence. Working with Individual Forms: If you rather not complete a whole transaction, and you would like just one form or multiple forms, to print blank or to type in, when you first log-in to TransactionDesk, click on Work with Individual Forms. Make sure to click on the actual sentence. On the left hand side of your screen, a box will appear that says Individual Forms. If it is not already opened, double click to expand the folder. All of the Greenwich MLS forms folders will appear (Residential, Rental, Land, etc.) If your office has any forms in TransactionDesk, they will appear here as well. (Please Note: You will only be able to see YOUR office forms, not other office forms. If you do not see a folder with your office forms, this means they have not been entered in TransactionDesk.) Double click on the folder you want, to expand to see all of the forms listed in that folder. Click on the form you would like to open. On the right side of your screen, a box will appear called Form Options. Name: You may either use the Property Address, or you may name the form something unique (second option.) I see you are starting a new form. Would you like to: For working with individual forms, click on Keep as a stand alone Form. You may also add forms to a transaction, or start a new transaction, from here as well. Now you may click on Create New Form, to type in your information on the form, or you may click on Print Blank, to print a black form to hand write the information. If you click on Create New Form, the form will open and you can begin to fill it out. You will have all the same options for this form, as you would if you were filling out forms through a transaction (For example: Electronic signature, print, , etc.) Once you have finished completing the form, if you want to save this form in TransactionDesk, click on File then Save. The form will save under where you originally pulled it form. Therefore, you will retrace your steps on how to pull an individual form, in the steps listed above. When you get the Individual Forms Folders, open up the exact form you saved. You will notice there will be a + next to the particular form you have saved. Click on the form, and all the saved forms of that particular form, will be there. A box to the right of your screen will now appear saying, I would like to: and you may click on the drop down list to Edit, Delete, etc. with this form.

6 How to use Authentisign (Electronic Signatures): You have the ability to sign any form Electronically, by using Authentisign. This is only to be done when your forms are completely filled out, and clients have agreed to them. You cannot make changes to a form, that has already been signed electronically. In any form you have open, on the top right corner of your screen, click on Sign. Step 1: Details; Select if you want Sign In-Line (sign in order - you select the order you want participants to sign,) or Simul-Sign (first come first serve signing.) Advanced Options allows you to set expiration dates/reminders for the document that needs to be signed. Step 2: Participants; This is who you want to sign forms electronically. Click Transaction (Your Street Address will appear after the word transaction.) Select the contacts involved in the transaction, in which you would like to have sign electronically. Make sure you have each contact selected as a Remote Signer. If you did not do a Transaction and are Working with Individual Forms, you may click Add New Participant, (to enter in the person(s) who will be signing) Add from Contacts, (if you have saved a contact in TransactionsDesk it will pull up their saved information) or Add Yourself (if you want to sign the form electronically as the Agent.) Enter in Name and , then click Add. Step 3: Documents; You will already have a check mark next to this, but if you would like to add in other forms you have completed, besides just sending the one form you had open, click on Documents. Click Add.

7 Select the first option that will say Your Street Address (123 Main Street) Forms and Documents (this is for a Transaction,) or click Select from Forms, (this is if you are Working with Individual Forms. Select the forms you want to add in, to also be signed electronically. Click Add. Step 4: Design; This step allows you to mark up your documents, so your clients know where they need to sign. Your forms will now appear. If you scroll down on the signature parts of your forms, you will see there will be a Sign Here sticky, for all your clients, so they know where to sign. Additional Signing/Initialing stickers are located under Drag & Drop. For the Disclosure-Lead/Paint form, you may add in Initial Option stickers, to allow the clients to select which they would like to initial. You would add the sticker to each line, when the client goes to click to sign, it will ask them if they would like to Accept or Decline the initialing. If your client does not want a Keybox installed on the property, and you need to cross off #20 on the Contract/Listing Agreement, click on Mark Up. (Note: Under markup, you may also add a Text Box or Highlight any writing on the forms.) Click on the / to draw a line through #20. Place your mouse on the line, then click and drag, then click to finish, to create your line. You may delete the line by right clicking. You will now need the owners to initial off on this change. Go to Drag & Drop to insert Initial Here sticks. Click, then drag and drop to place sticker. You will need to switch between signers when you are placing signing/initial stickers. This is so it allows all signers to sign where they need to. You can find this at the stop right corner of your screen where it says Signers. You can click on the first person s name listed, and switch between all signers. Once you have marked up your forms, and put the signing stickers in the appropriate places, you may click Next, to continue. A Finalize Signing Setup screen will now appear, asking you to send the invitation to your signing participants. You may send a computer generated , which gives instructions on what the signed need to do. Or you may send a custom . You have now finishing the electronic signature process. Your clients will receive an with instructors on how to complete the signing.

8 Once they click, they will be asked to select their font for their signature or create a hand written signature, and accept the terms of use. They will then see a RED arrow appear to click on Confirm and Accept. Their forms to sign will now appear, they will hit START, and the page will automatically move to where they must sign with a RED arrow pointing to the signature/initial line. Once they have finished signing, there will be a RED arrow, pointing to Complete in the top right corner of their screen. The clients portion of signing will now be complete You as the agent will receive an saying the client has accepted and completed the signing. This will happen each time a participant signs. The document(s) will now automatically be distributed to the next signing participant you have assigned. They will receive the document(s) with the first person s signature on it, and they will follow these exact same steps. As soon as the last person signs, the FINAL document(s) will automatically be ed to all the signing participants, including you as the agent. The final document(s) will also appear in your Transaction Overview under Documents. You may check the status of the signings in your Transaction Overview screen, at the top tool bar, where it says Authentisign.