SureClose Product Line March 12, 2010 Release Notes SureClose Product Line Release Notes 1

Transcription

1 SureClose Product Line March 12, 2010 Release Notes SureClose Product Line Release Notes 1

2 Overview... 3 Post-Installation Considerations... 3 Features and Functionality... 5 New in This Release... 5 SureClose Advantage Release Using the Admin Feature... 6 Creating and Managing Templates... 7 Managing Existing Templates... 8 Creating and Managing Custom Notifications... 9 Splitting PDFs From Messages Using Out-of-Office Auto-Reply Defects Integrations New Roles added to SureClose DocuSign Integration Setting up DocuSign Placing a DocuSign Order Checking Status on Your Order Receiving Documents back from DocuSign Sending multiple documents to erecording... 18

3 Overview SureClose Advantage 2.6 includes introduction of the Admin feature, product enhancements, defect corrections and integration with DocuSign for the initial migration of select SureClose Professional users. This document provides a brief explanation of what has been fixed and an introduction to new features and functionality implemented with this release. Deployment Date: March 12, 2010 Post-Installation Considerations After the new version has been deployed and prior to your logging in, it is recommended that you complete the following post-installation tasks: Delete Temporary Internet Files Delete Cookies Deleting Temporary Internet Files (MS Article ID: ) The Temporary Internet Files (or cache) folder contains web page content that is stored on your hard disk for quick viewing. This cache permits Internet or MSN Explorer to download only the content that has changed since you last viewed a web page instead of downloading all the content for the page every time it is displayed. Administrators can customize Temporary Internet File settings to prevent modifications. Contact your System Administrator if you cannot access the Internet Options dialog box or the General tab. 1. Close Internet Explorer and any instances of Windows Explorer. 2. From the Start menu, point to Control Panel and then select Internet Options. The Internet Options dialog box displays. 3. On the General tab, locate Temporary Internet Files and then click Delete Files. The Delete Files dialog box displays. 4. If available, select the Delete All Offline Content check box and then click OK. A confirmation message displays asking if you are sure you want to complete the delete process. 5. To confirm, click OK. Note Be patient when performing this task, if the Temporary Internet Files folder contains a significant amount of web page content, then this process may take several minutes to complete. SureClose Product Line Release Notes 3

4 Deleting Cookie Files (MS Article ID: ) Files starting with the word Cookie may remain in the Temporary Internet Files folder even after opting to delete them. You can delete these files; however, it is recommended that you make a backup copy of cookies prior to deleting them because these files may contain information for a customized web page or login information for a website that you do not want to lose. If needed, contact your System Administrator for assistance or refer to MS Article ID: Close Internet Explorer and any instances of Windows Explorer. 2. From the Start menu, point to Control Panel and then select Internet Options. The Internet Options dialog box displays. 3. On the General tab, locate Temporary Internet Files and then click Delete Cookies. The Delete Cookies dialog box displays. A confirmation message displays asking if you are sure you want to complete the delete process. 4. To confirm, click OK. SureClose Product Line Release Notes 4

5 Features and Functionality This section introduces new features and functionality added to SureClose Advantage 2.6. New in This Release SureClose Advantage 2.6 Using the new Admin feature, you can create and manage templates and custom notifications. Using the new Split and Transfer feature, you can split PDF documents and transfer them to a placeholder on a file from Messages. Using the new Out-of-Office Auto-Reply feature, you can create and send automatic responses to messages received in your mysureclose.com mailbox when you are out of the office or otherwise unavailable. Miscellaneous defects. For more information, refer to the section of this document titled, Defects. Integrations New Roles added to SureClose to be consistent with roles in AIM+. DocuSign Integration has been added to allow users with DocuSign accounts to send documents and party information from SureClose Advantage to DocuSign. SureClose Product Line Release Notes 5

6 SureClose Advantage Release 2.6 Using the Admin Feature A new Admin feature has been added to complete administrative tasks such as creating and managing templates and custom notifications. Note Additional options for managing SureClose Advantage will be added in future releases. You can access this feature by selecting the Admin tab from the navigation pane. This tab is available to Site Administrators only; users who have been granted Site Admin security privileges. Selecting Admin from the navigation pane displays sub-tabs: Templates and Notifications. In addition, notice Template and Notification modules display in the work area. These provide shortcuts to similar functionality and can be used interchangeably with the links under the Template and Notification sub-tabs in the navigation pane. SureClose Product Line Release Notes 6

7 Creating and Managing Templates You can create templates for both closing and listing files. When you create a new template, you are assigned the role of Template Manager. As the Template Manager, you can edit the template content and add template users. For convenience, you can add one or many parties, tasks and document placeholders to the template. Once added, these items are then applied to new files created using the template. What is a Template Manager? Users assigned the role of Template Manager on a template can view, access and edit templates, as well as add Template Users and use the template to create new files. What is a Template User? Users assigned the role of Template User on a template can view, access and use the template to create new files. Adding Templates Complete these steps to add a new template. 1. On the navigation pane, click Admin. Sub-tabs display. 2. From Templates, click Add. The Create Template page displays. 3. Complete the requested fields. 4. When finished, click Create Template. A message displays on the Template Summary page indicating your template has been successfully created and the template is added to your account. Adding Parties Complete these steps to add parties to a template. 1. From the Template Summary page, click Add Party. Additional fields display. 2. Select the type of party you want to add: Individual, Company or Corporation. 3. Search for the party you want to add. 4. From the search results, double-click <Add New Individual>. Additional fields display. 5. Complete the requested fields. 6. When finished, click Save or Add Another to continue adding another party. SureClose Product Line Release Notes 7

8 Adding Tasks and Documents Complete these steps to add tasks and documents to a template. 1. From the Template Summary page, hover your mouse over the template name to display links to Documents and Tasks. 2. Select the option that best describes what you want to do: To add tasks, click Tasks. To add documents, click Documents. 3. Complete the requested fields. 4. When finished, click Save, or Add Another to continue adding another task or document placeholder. Managing Existing Templates Once added, you can manage existing templates at a glance. All templates you are the Template Manager on display within the Templates grid and for your convenience, are categorized by file type. You can view or edit existing templates. Click the plus/minus sign within the grid to expand or collapse the template list. Or, add a new template by clicking the Add button displayed in the top-right corner. Complete these steps to manage an existing template. 1. On the navigation pane, click Admin. Sub-tabs display. 2. From Templates, click Manage. The Manage Templates page displays. 3. Use the grid to locate the template you want to work with. 4. Select the option that best describes what you want to do: View the detail Click the + sign to view a list of all available templates. When finished, click the sign to hide the same information. Edit the template information With the template list expanded, hover your mouse over the template you want to work with. You can single-click the template name to edit the template information and access parties on the template, or single-click the related Documents and Tasks link. Click either one of these links when you want to edit specific placeholders, documents or tasks that have been added to the template. 5. When finished, click Save. Once saved, all modifications will be applied to new files created using the template. Current Limitations (will be added in future release) You cannot create templates using the Corporate Document Library or by copying another template. Auto-notifications, task reminders and other document features such as Attach, Move, etc. are not available on the template. SureClose Product Line Release Notes 8

9 Creating and Managing Custom Notifications You can create and manage corporate notifications such as new file notifications, new user notifications and scheduled reminders. Since notifications are sent as messages, you must include a subject line and message body. Auto-Notifications New File Notifications Notifies existing users who have been added to a file. New User Notifications Notifies new users who have been given access to SureClose. Message Templates Scheduled Reminder Sends a task reminder when certain actions occur on designated tasks and may include an attachment. Adding a Custom Notification Complete these steps to create a custom notification using the Rich Text Editor. 1. On the navigation pane, click Admin. Sub-tabs display. 2. Click Add. The Rich Text Editor displays. 3. Select the type of notification you want to create: New File, New User or Scheduled Reminder. 4. In the Subject field, type the subject line. 5. In the open text field, type the message body. If preferred, use available merge fields. 6. (Optional) Use the options in the Rich Text Editor to format your message or insert an image from your Corporate Image Library. 7. When finished, click Save. SureClose Product Line Release Notes 9

10 Managing Custom Notifications Complete these steps to manage an existing custom notification. 1. On the navigation pane, click Admin. Sub-tabs display. 2. Click Manage. The Manage Existing Notifications page displays. 3. Use the grid to locate the notification you want to work with. 4. Select the option that best describes what you want to do: View the notification detail Click the + plus sign to view the notification subject and body. When finished, click the minus sign to hide the same information. Edit the notification information From the grid, double-click the notification to display the Rich Text Editor. Use the options within the editor to update the information. 5. When finished, click Save. Note You can create as many scheduled reminders as needed. However, only one new file and one new user notification can be created. SureClose Product Line Release Notes 10

11 Splitting PDFs From Messages PDF documents attached to messages residing in the sub-tabs: , Fax, Uploaded Documents and Notifications can be split and transferred to an empty existing placeholder on the file, or to a new placeholder. New placeholders are created by clicking an occupied placeholder or folder on the file. In this case, the placeholder is named after the subject line. If no subject line exists, then the new placeholder is named, Transferred Document. You can split and transfer a document by clicking the button on the Messages page. Main Messages Display Message Transfer Screen SureClose Product Line Release Notes 11

12 Splitting and Transferring Documents Complete these steps to split a PDF document in preparation to transfer to a placeholder. 1. On the navigation pane, click Messages. Sub-tabs display. 2. Select the sub-tab you want to work with. 3. To split and transfer a document attached to a message, select the message and then click Split. A new page displays with two columns; up to nine individual pages of the document display in the left column and the file search and placeholders display in the right. If the document contains more than nine pages, you must scroll down to view all. You can select a single page or use Ctrl+Click and Ctr+Shift to multi select pages. Selected pages are highlighted. 4. Click the magnifying glass icons to increase or decrease the image size. 5. Search for and select the file you want to transfer the split documents to. Folders and placeholders display in the right column. 6. With your pages highlighted and the file located, select the placeholder to transfer the documents in the order they were selected. 7. Once the transfer is complete, the placeholder is highlighted and the paperclip icon displays. Click the paperclip to view the document. Continue until all pages are split and transferred. 8. Use the Close button to discontinue the split process and return the left column to transfer mode. 9. When finished, click Save. The original PDF document remains intact in your messages. Notes All the standard rules for transferring (to an empty placeholder, creating a new placeholder by selecting one with an existing attachment or by selecting a folder) apply to split documents. While splitting and transferring documents between files, the system automatically saves all changes as you move from one file to another enabling you to rapidly split and transfer documents across various files. SureClose Product Line Release Notes 12

13 Using Out-of-Office Auto-Reply A new feature has been added to activate an out-of-the-office auto-reply to s received in your mysureclose.com mailbox. Creating a Custom Message and Activating the Auto-Reply Complete these steps to create an out-of-the-office message and activate the auto-reply system. 1. On the navigation pane, click Home Profile. The Profile page displays. 2. Under Message Settings, locate the Rich Text Editor. 3. Use the options within the editor to create a custom message. 4. To activate the auto-reply, click Send Auto-Reply. Once the auto-reply is active, each incoming will receive your auto response. 5. To deactivate the auto-reply, click Do Not Send Auto-Reply. 6. When finished, click Save. Limitations Currently, you must remember to deactivate the auto-reply system when you are ready to stop using it. In a future release, look for a reminder message to display at login. Defects The following defects were corrected in SureClose Advantage 2.6. The company list, which is available when adding an individual party, is now displaying in alphabetical order. The PDF combine/convert process has been upgraded to address issues with blank pages or floating signatures usually seen in combine PDFs. SureClose Product Line Release Notes 13

14 Integrations This section outlines updates made to SureClose Integrations. These fixes are related to the AIM for Windows to SureClose integration via BizTalk. New Roles added to SureClose New Roles have been added to SureClose Advantage. These enable more party roles to be mapped between SureClose Advantage and AIM+. Assessors Business Development Officer Buyer s Broker Escrow Company Investment Broker Regional Order Center Sales Representative Settlement Agent Source of Business Title Company/Agency Tax Collector Trustee SureClose Product Line Release Notes 14

15 DocuSign Integration SureClose Advantage is now integrated with DocuSign. DocuSign is an industry leader in cloud computing services for electronic signature and online contract execution. With this integration SureClose Advantage users (with a DocuSign account) can electronically send party data and PDF documents to DocuSign. Once the parties and documents are in DocuSign, the user can then use the DocuSign application to apply signature placeholders and submit to the parties for electronic signatures. Setting up DocuSign In order to set up and use the DocuSign account, your profile will have to be updated to be able to set up your DocuSign account information. Once your profile has been updated, you can enter you DocuSign credentials by completing the following steps: Complete these steps to set up DocuSign in SureClose Advantage. 1. On the navigation pane, click Home. There will be two options for Profile and Integrations. 2. Click on Integrations and select DocuSign from the drop-down list. 3. Then enter your AccountID, Username and Password. This information will be provided by DocuSign when you are registered. 4. Once your credentials have been entered, click on Save. SureClose Product Line Release Notes 15

16 Placing a DocuSign Order Once your DocuSign credentials are entered, a DocuSign link displays on the Documents page. Click the link to place a Docusign order. Complete these steps to place a DocuSign order. 1. On the Documents page, click DocuSign. 2. Click on New to create a document package to send to DocuSign. 3. At Description, type a brief description of the document package you want to submit. 4. Click Add Documents to select the PDF to send as part of the document package. 5. Under Select Parties, select the parties who will be responsible for signing the documents. 6. When finished, click Submit. A success message and status display indicating your package was successfully transmitted to DocuSign. Note Documents submitted to DocuSign are indicated with a D icon next to the placeholder. SureClose Product Line Release Notes 16

17 Checking Status on Your Order After submitting your package to DocuSign, you can check the status of the document package by clicking Check Status. Complete these steps to check the status of your DocuSign order. 1. On the Documents page, click DocuSign. The DocuSign page displays. 2. To check the status of your document package, click Check Status. The Status Grid displays with the following information: Document description of the package along with the document submitted. Date Sent the date the package was submitted. Status displays the status of the document package in DocuSign. The following are available statuses for DocuSign: Any, Completed, Created, Declined, Deleted, Delivered, Sent and Signed. Receiving Documents back from DocuSign When the parties have electronically signed the documents in DocuSign, SureClose Advantage allows for the user to pull the documents back into SureClose. The following are the steps to retrieve the documents: Complete these steps to receive documents back from DocuSign. 1. On the Documents page, click DocuSign. The DocuSign page displays. 2. To check the status of your document package, click Check Status. If Completed, a success message displays indicating the documents have been signed and a new document placeholder will be created. 3. Click Documents, and then scroll to the bottom of the placeholders. 4. Notice a new folder is created labeled, DocuSign Description of the package submitted. All documents received from DocuSign will be inserted into a new placeholder under this folder. SureClose Product Line Release Notes 17

18 Sending multiple documents to erecording New functionality has been added to enable sending multiple documents for electronic recording at once. Complete these steps to send multiple documents to erecording. 1. On the erecording page, select the State and County. 2. Click Add Documents. Available Documents display. 3. From the list of available documents, select the TIF documents you want to send for erecording by clicking the drop-down arrow and selecting the appropriate Document Type. 4. When finished selecting all documents, click OK to continue to continue the erecording process. SureClose Product Line Release Notes 18