Transaction Desk Training Document

Transcription

1 Transaction Desk Training Document Transaction Desk is a complete Transaction Management Solution. Transaction Desk allows access and management of all your real estate forms, contracts, documents and contacts from any computer with Internet access. Access Transaction Desk 1. From click Transaction Desk. 2. The Agent Dashboard will display. Note: Access to Transaction Desk may also be available through your MLS applications. Agent Dashboard Overview Customize Agent Dashboard The Agent Dashboard can be customized to individual associate preferences. 1. Click the Lock/Unlock icon to unlock the Agent Dashboard. Revised 11/29/2016 1

2 2. Click the 3-circle menu to the right of the lock/unlock icon and select Show Widgets. 3. Blue & Green Widgets display. Blue Widgets are action buttons, they will execute a function (example: Create Transaction). Green Widgets display information (example: All Transactions). 4. Drag & Drop widgets from bar onto Agent Dashboard to customize. Widgets in use will be gray in color. 5. Click the Lock/Unlock icon again to lock the Agent Dashboard and hide the Show Widgets bar. Create Transaction 1. From select Transaction Desk. 2. From the Transaction Desk Agent Dashboard, click the Create Transaction button. 3. From the Create Transaction window, input a Name for the transaction. Example: # Street Address Last Name, First Name. Note: Transaction file name requirements may vary by office, seek the advice of your Broker/Admin for exact file name requirements. 4. Select the appropriate Transaction Template from Template drop-down box. Templates include all forms and checklists required for a Transaction. 5. From the Import Data drop-down box, select appropriate source (MLS, Realist, Metro Market Trends, etc.). Revised 11/29/2016 2

3 For Listing Agreements, it is recommended to use Metro Market Trends (MMT) or Realist as the source. Realist and MMT are public-record database resources. o Select the county and input the parcel number in the Tax ID field. o If the Tax ID or parcel number is unknown, click the search icon. Input property information then click, Search Tax Data. 6. From the Add me as field, select relationship to transaction. Available choices are Listing Agent, Selling Agent, Neither or Both. 7. Check the Use Wizard box. Using the wizard takes the user step-by-step through the transaction creation process. 8. Click Create. 9. From the Details page (Step 1 of 5), complete necessary information, including Property Includes, Excludes, and Leased Items. 10. Click Next. 11. From the Transaction Dates page (Step 2 of 5), complete necessary transaction date information. 12. Click Next. Note: All Listing Agreements must have an expiration date. Revised 11/29/2016 3

4 13. From the Contacts page (Step 3 of 5), review and edit transaction contacts. All contacts must be listed individually. To add a new contact, select +Add and then select Create new transaction contact. Complete contact information and click Save. 14. Click Next. 15. From the Forms page (Step 4 of 5), select and edit forms as required. All forms are fillable and changes are saved automatically by default. To add a new form, select +Add. From Add forms to transaction window, type the name of the form in the Search box, or click the appropriate folder. Click the circle next to the form name to select. Click Add. 16. Click Next. 17. From the Documents page (Step 5 of 5), click Done. 18. The Transaction Dashboard for the newly created transaction will display. 19. From the Transaction Dashboard, click the icon, located in the top right corner to access the Transaction Menu and the Transaction Wizard. Print Forms 3. From the Transaction Menu, click Forms. 4. Click the circle to select desired forms. Selected forms are moved into the basket. 5. Click the basket icon. 6. All available options display. Click the icon to print selected forms. Revised 11/29/2016 4

5 Add Documents 3. From the Transaction Menu, click Documents. 4. Click + Add, and select Add new Document. 5. All available options for adding documents will display. Hover over each icon with your mouse to see a description. Drag & Drop file(s) onto blue box titled Drag & Drop files here or click to upload. Or click blue box titled Drag & Drop files here or click to upload to browse for and select file(s). You can upload up to 20 files at once. Rename Document(s) 3. From the Transaction Menu, click Documents. 4. Next to the desired document, click the 3-circle menu. Revised 11/29/2016 5

6 5. Click Properties/Rename. 6. Click Properties/Rename. 7. Type name in Name field, and then click Rename. Slice Document(s) 3. From the Transaction Menu, click Documents. 4. Next to the desired document, click the 3-circle menu. 5. Click Slice/Markup. Revised 11/29/2016 6

7 6. Click Slice. 7. From Document Slicer, click page(s) to select. Selected page will glow blue. 8. Click Save. 9. From Save Document box, click Save As and name document, or click Replace Document and select Document drop-down box to select checklist item to save document directly to documents section and checklist item. 10. Continue Slicing or click Close to return to Documents section. Add New Document Folder 3. From the Transaction Menu, click Documents. 4. Click + Add, and select Add new folder. 5. Type Folder Name in text field, and then click Save. Move Document(s) into Document Folder 3. From the Transaction Menu, click Documents. Revised 11/29/2016 7

8 4. From the Documents section, click the circle next to each document to select. Selected documents will be placed in basket. Click the basket icon. 5. Click move icon. 6. Click desired folder, and then click Move to here. Add Document(s) to Checklist The checklist should be regarded as the Broker file. The specific items within each transaction that require Broker/Admin review comprise the checklist. Checklist items can be mandatory or non-mandatory. When the associate is ready for the Broker/Admin to review a document, it should be added into the checklist. Follow the directions below to move items into the checklist. 3. From the Transaction Menu, click Checklist. Revised 11/29/2016 8

9 4. The transaction checklist will display. A red M will display next to each checklist item that is mandatory. 5. Click the upload icon to the right of the checklist item. 6. Click the copy from documents icon. 7. The Transaction Documents Folder displays. Click the circle next to the document to select, and then click OK. 8. The document has been placed in the checklist and is marked for review. A watch icon will display to indicate the item is waiting for review. A notification has been sent to the Broker/Admin to alert them of the item awaiting review. Revised 11/29/2016 9

10 9. The Broker/Admin will review the item and approve or reject. Approval is indicated by a thumbs up, rejection is indicated by a thumbs down. A note explaining why the item was rejected will also be included. You will receive an notification when the item is approved/rejected. Create Transaction Signing with AuthentiSign 1. Select the AuthentiSign icon from the sidebar. 2. Click + Add. 3. Insert a Signing Name, for example 1234 Test Drive Listing Agreement. Select the transaction related to the signing and click Save. 4. From Step 1: Details, select the order the invitations to sign get sent out. Sign Inline, sends the invitations out one at a time. With Sign In-line the first signer must complete the signing before the next invitation is sent. Simul-Sign, sends all the invitations out at once and the first person to open the invitation is able to begin the signing. 5. From Step 2: Participants, click Add and then select transaction file to add the contacts from the transaction file. 6. Select the type of signing below each participant and then click Add. Remote Signer In-Person Signer Reviewer CC Only Revised 11/29/

11 7. From Step 3: Documents, click Add, and then select the transaction file to add the forms and documents to be signed. 8. Place a check mark next to Form/Document to add all forms/documents, and then click Add. 9. Select Step 4: Design, select Drag & Drop to add signing and date fields to the form if required. 10. Click Next. 11. Select Send Invitations. 12. Click OK. 13. Each participant will receive an notification with access to begin signing. After all participants have completed the signing, each participant will receive an electronic copy of the signed document. Support Phone: Instanet Support is available 24 hours a day, seven days a week. Phone: support@instanetsolutions.com Revised 11/29/