📋 Master Guide to Transaction Checklists, Documents, and Workflows

📊 Managing Your Checklist Dashboard

1. Click the Financial tab on your left-hand menu.
   
   
2. Select Transactions to open your Transaction Dashboard.
   
   
3. Click the Checklist tab at the top of the page.
   
   

• 🔍 View Details: See transaction checklist details and total uploaded document counts side-by-side.
  
  
• ✏️ Edit Transactions: Click the three-dot action menu next to a transaction and select Edit.
  
  
• 📈 Filter Stats: Click any statistic on the right side of the dashboard to automatically filter your transactions.
  
  

🎨 Checklist Basics & Color Codes

1. Open an individual transaction.
   
   
2. Click the Seller Checklist or Buyer Checklist tab at the top of the screen to view attached documents.
   
   

• 🟠 Orange: Document has been uploaded.
  
  
• 🔵 Blue: Document is required, but not yet uploaded.
  
  
• ⚪ Gray: Document is optional, but not yet uploaded.
  
  
• 🟢 Green: Uploaded document has been accepted.
  
  
• 🔴 Red: Uploaded document has been rejected.
  
  

• Toggle Requirement Status: Click Require on the right side of an item to change its status between required and applicable. (Note: Changing a document from required to applicable requires entering an explanatory note).
  
  
• Accept or Unaccept: Click Accept or Unaccept on the right side of any uploaded item.
  
  
• Add Notes: Use the note box to leave instructions or comments for the agent to review.
  
  

📥 Uploading Documents to a Checklist

1. Click Assign to the right of the specific checklist item.
   
   
2. Choose your document source: Seller Documents tab, ClientBAY Home Folder, eSign, or Upload from your computer.
   
   
3. Once uploaded, the item color turns orange.
   
   
4. Click the 📎 Paperclip icon to view the file, or the ✋ Hand icon to unassign it.
   
   

1. Navigate to the Seller Documents or Buyer Documents tab. (This displays uploaded files and documents emailed directly to the transactional email address).
   
   
2. Select Upload (from computer), Home Folder, or eSign.
   
   
3. Locate your file under Unassigned Documents.
   
   
4. Click the three-dot action menu next to the file and select Assign.
   
   
5. Select the checklist item you want to assign it to.
   
   

• 💡 Good to Know:
  
  
  • Files do NOT need to be in PDF format; all document file types are accepted.
    
    
  • Assigned documents remain stored on the page under their appropriate title below Unassigned Documents.
    
    
  • Need an extra document spot? Scroll to the bottom of the checklist and click +Checklist Item.
    
    

✂️ Splitting a Document

1. Open the Documents tab.
   
   
2. Click the three-dot action menu next to the file that needs to be split and select Split.
   
   
3. Specify page ranges and select which checklist item each segment belongs to.
   
   
4. Click Add Row if you need to create additional document splits.
   
   
5. Click Finish to automatically split and assign the files.
   
   

💬 Assigning Workflows

1. After accepting or rejecting documents, locate the Workflow section on the right side of the Checklist screen.
   
   
2. Click +Assign to open the communication window.
   
   
3. Select recipient(s) on the left side of the screen.
   
   
4. Type your message or select a Message Template.
   
   
5. Click Finish to send the message and create the workflow.
   
   

⚡ Workflow Basics

• Managing Pending Workflows:
  
  
  1. Go to Financial > Transactions > Dashboard tab.
     
     
  2. Review items under Workflows That Need Attention.
     
     
  3. Click the three-dot action menu and select Edit to view the associated transaction.
     
     
• Creating, Completing, and Viewing Workflows:
  
  
  1. Open an individual transaction and click the Details tab.
     
     
  2. Locate the Workflow section on the right side.
     
     
  3. Click +Assign to create a workflow, or click the three-dot action menu and select Complete to close one.
     
     
  4. Click View to see an overview of all transaction workflows and assigned contacts. Select a contact name to view their sent message.
     
     

✉️ Message Templates

1. Click the Financial tab on the left-hand menu and select Message Templates.
   
   
2. Click +Add Template.
   
   
3. Name your template and designate its Usage.
   
   
4. Draft your email message. Use the Add to Text drop-down menu to automatically populate field data.
   
   
5. Click Save.
   
   

• 💡 Tip: Edit or delete existing templates at any time directly from the Message Template Dashboard.
  
  

🔔 Setting Workflow Notification Preferences

1. Open the agent's account, click My Account in the upper right corner, and select Profile.
   
   
2. Click the Preferences tab at the top.
   
   
3. Scroll to the Notifications section at the bottom.
   
   
4. Select whether the agent receives transaction alerts by email, text, or both.
   
   
5. Click Save in the upper right corner.
   
   

📧 Emailing Out of a Transaction

1. Open an individual transaction.
   
   
2. Click the Email button located in the upper right corner of the screen.
   
   
3. Choose your recipient, enter a subject line, and type a message or apply a Message Template.
   
   
4. Click send.
   
   

• 💡 Note: Messages send from the unique transactional email address by default. Sent emails automatically attach to the transaction under the History tab with a timestamp.