Transaction Desk allows you to create, store, and send transaction documents using the transaction wizard. You can begin a new transaction by clicking the Transaction Desk icon on any listing in Matrix, or by clicking the button in Transaction Desk. The wizard will walk you through the steps of selecting, auto-filling and completing forms, adding contacts, uploading additional documents, and sending for paperless signing using Authentisign. Choose An Option To Create A New Transaction: 1. From a Matrix Listing Click the icon from any Matrix listing. Note: Use the Full or Multiline display to access the Transaction Desk icon. The Transaction Desk will automatically create a new transaction and auto-fill the listing data. Tip: The transaction will be named using the property address. You can rename by clicking the link, clicking the options button to the right side of the transaction and choosing rename. NWMLS User Guide Mar. 2014 page 1 of 7
2. From The Transaction Desk Click the Transaction Desk link from NWMLS.com or in the upper right of Matrix. Click the button on the Transaction Desk home page. Select Create New Transaction File from the drop-down menu and click the blue arrow. Enter the required information. - Enter the Transaction Name (e.g., the property address or client name) - Choose the Transaction Type. - Select Your Role: Transaction Desk will automatically populate your name into the appropriate fields in Forms, Contacts, and for Authentisign based on the role you select. - Optional Import from MLS Listing: Auto-fill data from a listing. Choose the Property Type and enter the MLS number. - Optional Import from Transaction Template: A template will automatically add specific contacts (e.g., a title representative), forms, and documents (e.g., transaction checklists or office brochures) to the transaction. You and your office can create or edit templates by clicking the Templates link at the top of Transaction Desk. NWMLS User Guide Mar. 2014 page 2 of 7
Follow the Wizard to Complete A Transaction: 1. Complete the Details Tab Click the Contacts Tab to move to the next step. If you auto-filled the data from a listing, review the property information section and fill in the purchase price and transaction dates. If you did not auto-fill, manually enter the applicable information into each field. Click Save. Click the Contacts tab to continue to the next step. 2. Add and Edit Contacts To Add a Contact: Select Add Transaction Contact and click the blue arrow. Note: If you auto-filled the data from a listing, the seller, listing broker and firm will automatically appear as contacts. Add your buyer as a contact to auto-fill their contact information into the transaction forms. If you have already saved your buyer as a contact, click Insert from Contacts and choose them from your list of existing contacts. Please see the Managing Contacts user guide for more information about the contacts feature. Check the Add to my Contacts box to save the contact for future transactions. NWMLS User Guide Mar. 2014 page 3 of 7
2. Add and Edit Contacts (cont.) To Edit a Contact: Click the contact s name, edit the information and click Save to return to the Transaction. To Delete a Contact: Check the contact s name on the left, choose Delete Transaction Contact from the drop-down menu on the right, and then click the blue arrow. 3. Add and Fill-in Forms Add Forms: Select Add New Form from the drop-down menu and click the blue arrow. The Add Forms page will appear Click the + sign to open Individual Forms or Quick- Start Groups Tip: Quick-Start Groups are groups of pre-selected forms for certain transactions, such as the most commonly used forms for a Residential Purchase and Sale Agreement. You or your office can create Quick-Start Groups in the Settings. See the Quick- Start Groups user guide for details. Tip: Use the Forms Search to search by form name or number Click on a folder to expand the selection. Select your forms. You can press and hold the CTRL key while clicking to select multiple forms. Tip: Create a Quick Start Group to add a pre-selected set of forms to your transaction. See the Quick-Start Groups user guide for details. Click Add Selected Forms. NWMLS User Guide Mar. 2014 page 4 of 7
3. Add and Fill-in Forms (cont) Fill-in Forms: Click on the Form Name to open the Forms Editor. Type in the missing information to complete the form. IMPORTANT: If you enter or change information that is found on other forms, the entry or change will automatically populate into all forms throughout the transaction. For example, if you enter the buyer s name, it will fill on all forms. Tip: The Forms Manual is located under the Help Menu (Lifesaver Ring icon). IMPORTANT - Save your changes by going to the File menu and choosing "Save". If you want to save the form to your computer rather than saving in Transaction Desk, choose "Save as PDF". Continue to Next Form - Click on the Forms button in the middle of navigation bar. - A pop-up window will appear. - Click on the next form to open the form in the editor. NWMLS User Guide Mar. 2014 page 5 of 7
4. Upload Documents To Your Transaction If you began the transaction by clicking a listing in Matrix or you auto-filled the transaction using a listing number, the supplements (attached documents) on the listing will appear automatically on the documents tab. Additional documents can be uploaded to store online or to include in an electronic signing. Please see the Upload and Organize Documents user guide for more information. To Upload a Document with the Documents Tab: Click on the Documents tab and then click the blue arrow in the upper right next to Upload Documents". Note: The Fax-Back Cover Sheet will always appear in case you would like clients or other participants to fax documents directly to the transaction. Please see the Instanet Fax user guide for details. Type a Name if you would like to adjust the title of the document. If your office uses checklists, choose the type of document you are uploading. Check Mark Ready for Review to alert your office that the document has been uploaded. Click "Add". Select the File to Upload (PDF, Word, Excel and image file formats are accepted). Click the "Upload" button to continue. NWMLS User Guide Mar. 2014 page 6 of 7
4. Upload Documents To Your Transaction (cont.) To Upload a Document via Email: Choose "Upload Via Email" from the drop-down menu and click the Blue Arrow. Click a link: -The first link allows you quickly copy and paste a Transaction specific email address: 1. Copy the email address 2. Open your email account 3. Click forward on the email you would like to upload 4. Paste in the Transaction Desk email address. The email chain and any attachments will be uploaded into the Documents tab of the transaction. - TIP: Save the "DocBox Inbox" contact on your mobile device rather than saving a contact for each transaction. Please see the Uploading Documents via Email user guide for details. The second link allows you to save the Transaction Desk email address as a contact in your email account or on your device. This will allow you to forward emails at any time to the transaction contact and they will upload into the Documents tab of the transaction. 5. Send Using Authentisign or Print, Email, or Fax To Access Authentisign: Click the Authentisign tab to open Authentisign and send electronically. Please see the Authentisign user guides for details on creating and sending electronic signings. To Print, Email or Fax: Click the Forms or Documents tab, select the forms or documents you would like to print, email or fax, and choose the option from the drop-down menu. Click the arrow to perform the action. Your entire transaction, including forms, documents, contacts, and change history will be saved in Transaction Desk. Please see the Edit and Archive user guide for details. NWMLS User Guide Mar. 2014 page 7 of 7