zipform Plus official training guide & ziplogix Digital Ink

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1 Real Estate Business Services, Inc. A subsidiary of the CALIFORNIA ASSOCIATION OF REALTORS official training guide zipform Plus & ziplogix Digital Ink 2015 Work efficiently and accurately with a seamless integration to document storage and e-signatures to manage transactions from start to finish!

2 CALIFORNIA ASSOCIATION OF REALTORS Table of Contents 1. Getting Started 2. Creating Transactions 3. Filling out Information 4. Sharing Documents 5. Staying Organized 6. Tips & Tricks 7. ziplogix Digital Ink 2 zipform Plus &

3 Getting started C.A.R. Members can always access zipform Plus by visiting Tip! zipform Plus works on any internet browser. Step 2 1. Go to 2. Click on Sign In on the top right hand corner and use your C.A.R. credentials to log in. *If you are a first-time user, click Register and follow the steps. 3. Once logged in, click on Access Now, zipform will open in a new window. Step 3 3 zipform Plus &

4 Transactions The transaction file is a set of contracts (C.A.R. forms) for a specific client or property. Transaction information, including Transaction Parties and Property Information, automatically flows from form to form as each contract is completed or updated within zipform. Additional tools, such as zipvault to store documents, and ziplogix Digital Ink to sign documents, can be used to create a seamless paperless transaction. Create a Transaction 1. Click the New button on the TRANSACTIONS page 2. Name your transaction 3. Use the Apply Template drop-down menu to select the template you wish to apply 4. Click SAVE Tip! You can apply more than one template in a transaction. Click the Apply Template button to insert additional templates in a transaction zipform Plus &

5 Filling out transaction forms Transaction forms can be completed by filling out the blank fields within the form layout, or using the Parties and Property tabs within the file. Key information inside the forms automatically flows between all of the forms in the file, including the client s name and contact information, property address, and agent information. Using zipformmls-connect zipformmls-connect auto populates listing information from your MLS straight into your transaction! 1. While inside a form, click the MLS Connect button 2. Insert your MLS ID and password (if required) 3. Select the Listing Type and provide the MLS ID of the property 4. Once the property information is accessed, click IMPORT zipform Plus &

6 Service Providers available inside RPA Service providers are conveniently in your dropdown menu! 1. Section 4, item A4: 2. Section 4, item D6: 6 zipform Plus &

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8 Smart Form Features in the RPA-CA Form Auto-Add Addendum If a box is checked on a form indicating the inclusion of another form into a transaction, then zipform Plus will import that form into the transaction, while continuing to display the current form. If the box is subsequently unchecked by the user, zipform Plus will do nothing, (i.e. it will leave the form included). For example, on Section 5B (Addenda and Advisories) of the new RPA, if you mark an X for the Statewide Buyer and Seller Advisory (SBSA), this form will be automatically added to the transaction. If you remove the X from section 5B, the SBSA will not be removed from the transaction. Users will need to remove it manually from their transaction s forms list. Other sections where auto-add addendum is used are: Section 3 (D) Seller Financing Section 4 Sale of Buyer s Property Section 5 Addenda and Advisories Section 9 (C and D) Closing and Possession Section 31 Expiration of Offer Section 32 Acceptance of Offer Mutually Exclusive Checkboxes Users can avoid incorrectly checking multiple boxes in a particular section of the RPA with this new feature. For example, in paragraph 2B the Listing Agent cannot simultaneously represent the seller exclusively and also represent both the buyer and seller. Or if All Cash is selected in section 3C, then sections H, I, and J are disabled related to loan information. Sections where the mutual exclusive feature is used are: 1. Paragraph 2B: a. Immediately below the line beginning with the words Listing Agent, the boxes for the Seller exclusively and both the Buyer and Seller are mutually exclusive b. Immediately below the line beginning words Selling Agent, the boxes for the Buyer exclusively and the Seller exclusively and both the Buyer and Seller are mutually exclusive 2. Paragraph 3A(1): in the second line the boxes for cashier s check and personal check and other are mutually exclusive 3. Paragraph 3A (2): if the box for this paragraph is checked, all of the fields and boxes in 3A (1) should be disabled. 8 zipform Plus &

9 4. Paragraph 3C: if the box for this paragraph is checked, all of the fields and boxes for paragraph 3D, 3H and 3J should be disabled 5. Paragraph 3D(1): the boxes for FHA and VA and Seller financing and assumed financing and Other are mutually exclusive 6. Paragraph 3D(2): the boxes for Seller financing and assumed financing and Other are mutually exclusive 7. Paragraph 3H: if the box for Verification attached is checked, the field for 3(or ) Days should be disabled 8. Paragraph 3I: if the box for (or is NOT) is checked, the field for 17(or )Days should be disabled 9. Paragraph 3J(1): if the box for Letter attached is checked, the field for 3(or ) Days should be disabled 10. Paragraph 7B(1): the boxes for Buyer and Seller are mutually exclusive 11. Paragraph 7B(2)(i): the boxes for Buyer and Seller are mutually exclusive 12. Paragraph 7B(2)(ii): the boxes for Buyer and Seller are mutually exclusive 13. Paragraph 7D(9) a. The boxes for Buyer and Seller are mutually exclusive b. If the box for OR [] Buyer waives is checked, the remaining boxes and fields in 7D (9) should be disabled. c. If either box for Buyer and Seller is checked, then the box for OR [] Buyer waives should be disabled. 14. Paragraph 9B: a. In 9B(i), the boxes for AM and PM are mutually exclusive b. In 9B(iii), the boxes for AM and PM are mutually exclusive c. If any box or field in (i) is completed then all boxes and fields for (ii) and (iii) should be disabled d. If any box or field in (ii) is completed then all boxes and fields for (i) and (iii) should be disabled e. If any box or field in (iii) is completed then all boxes and fields for (i) and (ii) should be disabled 15. Paragraph 9C: the boxes for CAR Form SIP and CAR Form RLAS are mutually exclusive 16. Paragraph 9D: if the box for OR [] Tenant to remain is checked, the field for 5(or ) should be disabled 17. Paragraph 31: the boxes for AM and PM are mutually exclusive 18. On page 10: Paragraph beginning with ( / ) (Do not initial below signatures following paragraph 32, the boxes for AM and PM are mutually exclusive 9 zipform Plus &

10 19. In the Escrow Holder box on page 10, boxes for Department of Business Oversight, Department of Insurance and Bureau of Real Estate are mutually exclusive Parties Tab File input and organization are streamlined through the Parties and Property tabs within the file. Enter file information on these tabs and watch it flow directly though transaction forms. 1. Click the Parties tab inside your transaction 2. Click the New button to add a party manually 3. Click Save Tip! Click on Add Contact to add a saved contact fromyour zipform Contacts page 2 1 Tip! zipform Plus & 4

11 Property Tab Completes key form information quickly and without distractions, which complements the already popular Coversheet form. 1. Click the Property tab inside your transaction 2. Fill in property information 3. Upload the property picture 4. Click Save History Tab Learn about the activity in your transaction by using the History tab in zipform. The History tab allows you to see the overview of what has happened in your transaction, including s and faxes you have sent from inside zipform. 11 zipform Plus &

12 Staying Organized using zipvault zipvault makes it easy to store documents and files securely online with zipform Plus. Adding a document to zipvault activates extended storage for the file, an expiration date that can be controlled, and securely store files online. Store documents using zipvault Did you know your zipform transactions save for 14 months? Need more time? zipvault saves for 5 years! Tip! When you use ziplogix Digital Ink or DocuSign, the executed copy is automatically uploaded into your transaction, activating zipvault! 6 ways to use zipvault 1. Click the Add Document to upload a file from your computer and browse files in your computer 2. Files will be available until you delete it from the transaction or until the Expiration Date (whichever comes first).always make sure to check the expiration date once you ve uploaded the document. This should change to 5 years 3. Use the to zipform or Fax Coversheet features on the advanced File Menu 4. Click the Save as PDF and select the documents you would like to turn into a PDF 5. Signed forms sent using e-sign (ziplogix Digital Ink, TouchSign or DocuSign) are added automatically to a new signed folder. 6. Click on Collaborate which allows anyone you want to view the documents. This is a great way to share documents without worrying about size zipform Plus &

13 Tip! Add folders to organize your documents inside your transaction Sharing zipform Plus makes it easy to share and connect with clients, agents and Service Providers from inside your transaction! Clients can directly into zipform Allows anyone who doesn t have access to your zipform account the ability to reports, files and signed copies straight into your transaction! 1. Open a transaction file 2. Next to the transaction name (located on the top-left), click the dropdown menu 3. Choose to transaction option 4. Use the address book button to insert your clients addresses 5. Click Send zipform Plus &

14 Sending via or fax No need to download a document and send it from your personal or fax. You can and fax from inside zipform. Best of all, it s FREE! 1. Click the Send icon on your toolbar 2. Select which method you d like to use to send ( or fax) 3. Select the forms you wish to send 4. Using the address book button, select your client s information from the address book 5. Click Send button Tip! If you want to send the Coversheet only, click on the dropdown next to the transaction name and click on send! 14 zipform Plus &

15 Text Overflow Feature While in the California Residential Purchase Agreement and Joint Escrow Instructions (C.A.R. Form RPA-CA), the text over flow feature will automatically pull extra text into the Text Overflow Addendum (C.A.R. Form TOA). 1. Type in your comments in areas such as 3E of the RPA. 2. Once you have finished, click on Save as PDF on your toolbar. 3. Click on Save In Transaction. 4. Documents will be converted into PDF and placed in the transaction folder. 5. Click to open the PDF. 15 zipform Plus &

16 6. The last page of the PDF copy will show the additional comments in the C.A.R. Form TOA. Please note: The TOA appears in any PDF generated from zipform such as or digital signature! Text Overflow Addenda This new feature will allow the user to continue typing beyond the established zipform field length (example: Section 3E of the new RPA-CA form) in a form and to automatically generate a separate Text Overflow Addendum (TOA) form. The TOA is only visible when converting the form into a PDF. Other RPA sections where TOA is used are: Section 5(A) - Other Section 6 Other Terms Section 7(A1 A3) Inspections, Reports and Certificates Section 8(B and C) Items Included in Sale and Items Excluded From Sale 16 zipform Plus &

17 Tips & Tricks Plan ahead! Customize your account before you start creating transactions. Add Your Photo Add your picture so it is included in every Click on your name 2. Click on View Profile 3. Click on Add Photo and browse your computer for the photo *(maximum size 3MB) Tip! Customize your signature by adding an Agent photo! Step 1 Step 3 Step 2 17 zipform Plus & Step 1

18 Signature Add your branding and website links to your zipform s with custom HTML signatures. 1. Click on your name 2. Click on View Profile 3. Scroll down to Signatures 4. Enter the information you wish to appear on your signature Tip! Customize your signature by clicking the last icon on the tool bar to add your photo Step 1 Tip! Step 2 18 zipform Plus &

19 Contacts The zipform Plus Address book is labeled CONTACTS. Names and contact information for use when completing or sending forms can be saved under the CONTACTS tab. Using the Import and Export buttons, contacts can be imported from a CSV or VCard file that has been downloaded from another contacts management system, such as Outlook or Gmail. The contacts can also be exported as CSV or VCard files for use in other systems. Add a Contact 1. Click the CONTACTS tab 2. Click New 3. Select the contact category, or click and type to create a new category 4. Enter your client s information. Optional: Click Import Contact to import some or all information from a VCard file.) 5. Click Save Tip! To quickly view, edit or delete a contact click on the Contact Menu Step 2 Step 1 Step 5 Optional! 19 zipform Plus &

20 Templates Templates are time saving tools that you can use to create transactions quickly with commonly used forms and information. A template is a group of forms that you frequently use for your transactions. This packer of forms can have nonspecific transaction data stored within the template, such as your name, CalBRE#, brokerage name and address, to make it easier to start a new transaction. Create a template 1. Click Templates 2. Click New 3. Name the template 4. Click Save 5. Select any form from the library (You can also add documents from your computer and create folders. Please note outside documents are not editable) Tip! Add the C.A.R. Cover Sheet and fill out the information. It will populate into fillable fields of other C.A.R. forms! New Search Open & Edit Using the Forms button If you need to quickly reference a form but don t want to save an entire transaction, us the Forms button. 1. Click the Forms button on the zipform Plus Home Screen 2. Inside the All Forms you can add any C.A.R. Standard forms to your transaction. 20 zipform Plus &

21 Tip! Click the Select Library drop-down menu to access other C.A.R.-related forms (epubs, C.A.R. Sample Letter, Home Warranty forms) Using Forms Advisor Curious about which forms to use in a transaction? Answer the series of questions pertaining to clients, property and the transaction to get recommended forms! 1. Click Forms Advisor button from the Home Screen of zipform Plus. 2. Select Transaction Type (ex: Buyer Representation, Listing, Lease, or Other) 3. Answer each questions and provide answers by either clicking on dropdown options or changing responses using Yes/No buttons 4. Select Accept Selected Items when you have finished visiting a section of the questionnaire (Note: Visit each tab and review the questions that are appropriate for your transaction type) 5. Click Summary/Get Forms tab to confirm your answers and click I Accept button 6. Click Get Recommended Forms 7. Click Create New Transaction to bring recommended forms back into zipform Plus (you can also apply to an existing transaction) 8. Open the transaction from the Home Screen of zipform Plus to fill out your forms 1 Tip! Save the recommended forms as a new transaction or as an existing transaction! 7 21 zipform Plus &

22 ziplogix Digital Ink Featured within zipform, a solution for a true paperless transaction. Sending documents for electronic signatures will reduce signing errors, save you time and money. You can complete signing documents faster while avoiding printing, faxing or driving around town! How to send document for electronic signatures 1. Open a zipform transaction 2. Click e-sign button 3. Choose Sign on the drop-down menu 1 4. Select the zipform and PDF forms you want to send 5. Click Next button 22 zipform Plus &

23 6. Highlight a check mark next to each recipient you want to invite for e- sign. Make sure to put in the signer s First Name, Last Name and 7. Click Done button 8. Drag and drop to arrange signing order. Tip! Drag one signer on top of the other to provide both signers with the option to sign at the same time. 9. Optional: Check the CC List box if you would like ziplogix Digital Ink to automatically deliver an with the final executed documents attached as a PDF once all signers have finished signing 10. Optional: Check the Verify ID box if you would like to confirm a signer s identity using independent third party identity verification. 11. Click Next zipform Plus &

24 Add Signature Tags to Forms Most C.A.R. Forms are pre-tagged and ready to send! Always make sure to review your forms, and remember to drop manually drag and drop tasks for your PDF documents. 1. Click Add Signatures/Task button from the ziplogix Digital Ink dashboard 2. Locate the PDF document from the Documents List drop-down 3. Select the first party on your list and start drag and dropping signature tags by using the options under Signature Tasks 4. Click on Send 5. Type in the subject of your in Title 6. Edit the message to add text, including your contact information 7. Click Send Now 24 zipform Plus &

25 Signing documents using ziplogix Digital Ink Documents can be signed from an ipad, tablet or computer that has internet connection! 1. Check 2. Click on the URL (link) provided 3. A window will appear to read and accept legal consent a. Click to accept the legal consent b. Click Next to continue 4. Create a signing password and select (or draw) your signature c. Select your Signing Password d. Select a signature font OR draw your signature e. Click On to View/Sign 25 zipform Plus &

26 f. Choose your pace! You can click on Let me Review to scroll through documents at your own pace or click on Go! to jump to the signing and initials areas g. Click on the flag and your signature/initial will appear! 26 zipform Plus &

27 Note: Optional fields, such as check boxes or optional initials, will be highlighted in blue instead of yellow, and will have the Optional tag. Read the contract carefully before making your selection you may be asked to select only one optional field out of many. H. Click Finish to complete the signing process when prompted Not yet ready to commit to these contracts? Click Stay Here to continue to review the contracts. c. Click Finish Signing to complete signature process Congratulations! Signing is complete. Click Review to see a copy of the signed documents, complete with time and date stamps and digitally signed seals. 27 zipform Plus &

28 Access Forms Signed with ziplogix Digital Ink 1. Check your 2. Log-in to zipform and open the transaction. A manila folder will appear with the completed files inside 3. A new notification with direct link to the document appears 28 zipform Plus &

29 Check Status Review progress, make changes or cancel the signature packet! Tip! You can also check the status of your ziplogix Digital Ink submission by clicking on Notifications button on your zipform home screen! 29 zipform Plus &

30 YouTube Videos Additional Support FREE YouTube videos are available for everything related to zipform! Training Guides FREE Training guides are available for each zipform product! Live Webinars Sign up for our FREE webinars! A zipform trainer will demo zipform Plus, ziplogix Digital Ink and/or zipform mobile while you take notes and ask questions! Recorded Webinars Can t attend a live webinar? Watch a FREE recorded webinar instead! ziptips FREE Step-by-step instructions with screen shots to help you complete tasks! on.car.org/ziptips One-on-One Support Personal training over the phone with an expert who helps you learn zipform Plus, ziplogix Digital Ink, zipform Mobile and zipform 6 Standard and more! $24.95 per 30 minute call on.car.org/zfoneonone 30 zipform Plus &