ADMIN: Transactions Recap 2
Managing Your Checklists
The easiest way to manage your checklists is by going to your Checklist Dashboard. You can get there by going to your Financial Tab on your left hand side menu and then selecting Transactions. This takes you to your Transaction dashboard and from here you can select the Checklist tab at the top of the page. Here you can see all the details of each checklist next to its transaction as well as how many uploaded documents there are for that transaction. To go into a transaction from this screen, simply select the three dot action tab associated with that transaction and select Edit.
Over on the right hand side of this dashboard, you will also see some stats including how many transactions have items uploaded to them.
All of the items in the stats section on your Checklist Dashboard are clickable and will help you filter through your transactions.
Checklist Basics
When you are in an individual transaction, you can view the checklist attached to it by simply clicking either the Seller Checklist or the Buyer Checklist tab at the top of the screen. Here you can easily see what documents have been uploaded to it. Each checklist item is color coded for you to easily decipher what is going on.
- Orange means that a document has been uploaded
- Blue means that a document is required, but not yet uploaded
- Gray means the document is optional, but not yet uploaded
- Green indicates an uploaded document that has been accepted
- Red indicates an uploaded document that has been rejected
As Admin, you can make change a document to be required if it is applicable by selecting the Require button on the right hand side of that item. This also works for if a document is required and you want to make it applicable. However, if you make a document applicable instead of required from this screen, you will have to enter in a note on why.
You are able to accept or unaccept a document that has been uploaded by either selecting the Accept or Unaccept buttons on the right hand side of that checklist item.
The note box is a great tool to utilize if you are needing to put any notes on that item in for the agent to see and read.
Uploading Documents to a Checklist
You can upload documents a couple of different ways when you are in an individual transaction.
If you are looking at a checklist within an individual transaction, You can select the Assign button to the right of that checklist item. From here, you can upload a document either from the Seller Documents tab, from your ClientBAY Home Folder, from your eSign, or you can choose to Upload the document from your computer. Once you have uploaded the document to the checklist item. the color of the item will turn to orange as well as show a paperclip icon which will allow you to view that document, and a hand icon which will allow you to unassign that document.
You can upload documents from the Seller Documents and the Buyer Documents tabs as well. When you are in the Documents tab, you will see any documents that you have uploaded to this tab, as well as any documents you have emailed in by utilzing the transactional email address. To upload a document to this tab, simply utilize either the Upload button to upload from your computer, Home Folder button to upload from your Home Folder, or the eSign button to upload from eSign. Once a document is uploaded it will fall under the Unassigned section on this page. You can then assign it to a checklist item by selecting the three dot action button associated with that document and selecting Assign. You would then designate what checklist item you would like to assign this document to. Once you have assigned the document it will still be stored on this page under the appropriate title below your Unassigned Documents.
NOTE: Documents do NOT need to be in PDF form. This system is made to accept whatever form of document.
If you have documents that don't necessarily have a checklist item, but you want to store them in the checklist for future reference, scroll down to the bottom of the checklist and select +Checklist Item. Here you can create a spot to put those documents.
Spliting a Document
If you have uploaded all of your paperwork into one large file, you can easily split and assign that file straight from the Documents tab. Select the three dot action button associated with the file that needs to be split and assigned and select the Split option. From here a window will open where you can designate what pages are what documents and also where to assign that document to. You can add more rows by simply select the Add Row button. Once you have the document split up and what checklist item you want to assign those pages to, select the Finish button. The system will automatically split that document and assign it for you.
TO LEARN MORE ABOUT TRANSACTION DOCUMENT MANAGEMENT CLICK
HERE
Assigning Workflows
Once you have gone through and accepted or rejected documents in a transaction, you can then notify the agent in a Workflow on the right hand side of the Checklist screen and clicking the +Assign button. This will open a screen for you to start your communication with the people assigned to this transaction. You can send it to one people, or to multiple people as well by selecting who is to recieve the workflow on the left hand side of the screen.
Simply select who is to recieve the worflow and type the message into the text box. If you have utilized the Message Templates in the system, you can select which message template you would like to use here as well. Once you have this screen filled out you can hit the Finish button at the bottom of the screen and the message will be sent out to the people you have selected on the left hand side of the screen and that a workflow has been created.
To read more about creating message templates - click
here.
Workflow Basics
When you are on your Main Transaction Dashboard (Financial Tab - Transactions - Dashboard Tab), you can see all the workflows that need attention under the Workflows That Need Attention section. To view the transaction associated with that workflow, utilize the three dot action button and select Edit.
To create a new workflow or to complete a workflow, when you are in the indvidual transaction, go to the Details tab and you will see a Workflow section to the right of the page. Here you can not only create a new workflow by selecting the +Assign button, you can also complete a workflow by selecting the three dot action button and selecting Complete.
You can also select the View button on this workflow section and this will allow you to see an overview of the all of workflows within this transaction as well as the people associated with it. When you select a person associated with the workflow, you will be able to see the message that was sent to them.
Message Templates
Message Templates are a tool that you can utilize to save you time when it comes to the numerous amounts of emails that you send out in regards to transactions on a daily basis.
To create a message template, go to your Financial tab on your left hand side menu and then select Message Templates. This will open your Message Template Dashboard
Here is where you can template out an email that you find yourself sending out a lot so that you aren’t constantly typing or copying and pasting that email. With just a couple of clicks of your mouse you can have those messages autofill for you and send out for you and save you that time.
To build a Message Template select the +Add Template button. Name your Template and designate the Usage. Below that you can create the email and also utilize the Add to Text drop down menu to have fields automatically fill in for you.
Once you have your email template created, press the Save button.
From your Message Template Dashboard, you can edit or delete any created templates.
Setting Workflow Notification Preferences
You can set whether an agent recieves a text or an email, or both, alerting them about their new workflow. To do so, in that agent's individual account, select the My Account button in the upper right hand corner and select Profile. When the window opens, select the Preferences tab at the top of the screen. At the bottom of the Notifications section is an area where they can be notified of transactions by email or notified of transactions by text. You can select how that agent would like to recieve their notifications. Once you have it set up, press Save in the upper right hand corner.
Emailing Out of a Transaction
You are able to communicate externally from a transaction as well. To do so, when you are in an indiviudal transaction, you will notice that at the top of most screens in the upper right hand corner there is an Email button. When you select this button, an email screen will populate where you can fill out who you want to recieve the email, the email subject, utilize a Message Template or type in a message. The email will look like it is coming from the transactional email address unless you select to change that. If you utilize the transactional email address, that email will then attach itself to the transaction and be saved under the History tab and timestamped.
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