Broker File Manager Enhancements Guide

Transcription

1 Broker File Manager Enhancements Guide January 2013 Version 1.0

2 Table of Contents Overview... 3 Enhancements... 3 Bug Fixes... 3 Marking Documents Ready for Review in Lite... 4 Document Checklists... 5 Marking a Document Approved before it is Marked Ready for Review... 6 Document Type... 8 Marking a Document Incomplete... 9 Sorting Documents in the BFM Report BFM No Documents to Review Message Renaming and Moving Documents Copyright Instanet Solutions

3 Overview This document provides an overview of the Broker File Manager (BFM) related changes and enhancements for January 2013, including: Enhancements 1. Users can now mark documents as ready for review in Lite. 2. The name 'Document Templates" has been changed to "Document Checklists" in order to reflect the most common use of this functionality in a real estate office setting. 3. The label "Item List" in the add/edit placeholder dialog was changed to "Document Type". 4. SuperUser can now mark documents as reviewed and completed without them being marked for review by transaction owner (agent/broker) first. 5. Missing docs report now named renamed "Missing Items" report 6. When a document is marked incomplete in the BFM report, the user is now taken back to the report rather than the transaction to which the document belongs. 7. The BFM Report is now sortable, using several attributes. 8. When all documents in the BFM report have been reviewed, system now displays, "You have no more documents to review". 9. Transaction specific BFM Reports now include listing and selling side missing signature and initial reports as well as a missing document report. 10. Transaction specific BFM reports have been redesigned. 11. When all documents in the BFM report have been reviewed, system now displays, "You have no more documents to review". 12. Users are now able to move non-placeholder transaction documents into a placeholder within that transaction or rename non-placeholder documents within a transaction. More detail on the enhancements is included on pages 4-14 of this document. Copyright Instanet Solutions

4 Marking Documents Ready for Review in Lite 1. From the Document tab within a transaction, select a document(s) ready for review. Then choose Mark Selected Documents for Review from the I would like to menu. 2. The document(s) will now be marked ready for review, as indicated by the red R in the status column. Copyright Instanet Solutions

5 Document Checklists The name 'Document Templates" has been changed to "Document Checklists" in order to reflect the most common use of this functionality in a real estate office setting. Copyright Instanet Solutions

6 Marking a Document Approved before it is Marked Ready for Review SuperUser can now mark documents as reviewed and completed without them being marked for review by transaction owner (agent/broker) first. This can be done from the Document page of a transaction or via the Document Upload dialog. This was done to reduce the number of clicks to approve a document when a SuperUser is the person loading a document(s) into a transaction. 1. Marking a document approved from within a transaction by selecting Mark Selected Approved from the I would like to menu. Copyright Instanet Solutions

7 2. By checking Mark Approved, SuperUsers (only) can mark a document approved when they upload a document into a transaction. Copyright Instanet Solutions

8 Document Type The label "Item List" in the add/edit placeholder dialog was changed to "Document Type". This was done to reflect the fact that this list of documents is taken from the Document Type s item in Custom Types within the Broker Tab. 1. Document Type label in the Document Placeholder dialog. 2. Document Types are added/edited in the Documents sub-section of the Custom Types section of the Broker Tools in Pro. Copyright Instanet Solutions

9 Marking a Document Incomplete When a document is marked incomplete in the BFM report, the user is now taken back to the report rather than the transaction to which the document belongs. 1. User clicks link to mark incomplete document. Copyright Instanet Solutions

10 2. Once incomplete documents dialog is completed, user is taken back to BFM report. Copyright Instanet Solutions

11 Sorting Documents in the BFM Report The BFM Report is now sortable, using several attributes Transaction name, document name, agent name and last modified date. Clicking on a column name once will sort the report using that column, in ascending order. Clicking on the same link again will re-sort the report using that column, in descending order. Copyright Instanet Solutions

12 BFM No Documents to Review Message When all documents in the BFM report have been reviewed, system now displays, You have no more documents to review". Copyright Instanet Solutions

13 Renaming and Moving Documents 1. In the Documents section of the system, find the folder you want share and click on the I under the Options column. It will them display Rename Document and Replace Transaction Document options. 2. Choosing Rename Document will display and the document name can be edited. To rename the document, simply edit the name of the document in the text field. 3. Choosing the Replace Transaction Document link will display drop down list of the documents in the transaction. To replace another document in the transaction with the document for which you are displaying the options, choose the document you want replaced from the drop down list labeled Replace Transaction Document. 4. In Pro, click on the link with the name of the document in a transaction. It will then take you to the document view page where you can select Show/Hide Document Options and then you will see the Rename Documents and Replace Transaction Document options. 5. To rename the document, simply edit the name of the document in the text field. Copyright Instanet Solutions

14 6. To replace another document in the transaction with the document currently displayed, choose the document you want replaced from the drop down list labeled Replace Transaction Document. Copyright Instanet Solutions