DocSign Transaction Rooms for Real Estate Guide for Agents

139 Pages·2016·4.8 MB·English

DocuSign Transaction
Rooms for Real Estate
Guide for Agents v2.1
Published: January 20, 2017
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isnotresponsible for printing or clerical errors.Informationinthisdocumentissubjectto
change withoutnotice.
Table of Contents
What isDocuSign Transaction Roomsfor Real Estate? 8
Definitionof TermsUsedinDocuSignTransactionRoomsfor Real Estate 9
Activating Your DocuSignTransactionRoomsfor Real Estate Account 11
Setting up or Editing Your Personal Profile 13
Editing Personal Profile Information 15
Changing Your Password 18
Editing Your ContactInformation 19
Editing Your NotificationPreferences 21
Editing Your Inbox Details 23
Customize Your InboundEmail 23
RequestanInboundFax Number 23
Editing Your DocuSigneSignature Settings 25
Linking Your Accounts 25
Unlinking Your Accounts 26
Editing Your IntegrationPreferences 27
Editing Your zipForm®Settings 27
Editing Your TRIBUSSettings 28
Editing Your CloudStorage Preferences 29
Creating Transaction Rooms 30
Working in Transaction Rooms 33
Editing TransactionRoom Details 34
Adding TaskListTemplatesandTaskstoa TransactionRoom 38
Applying a TaskListTemplate 38
Adding Individual Taskstoa TransactionRoom 40
Adding Documentstoa TransactionRoom 47
Adding Documentsfrom Your Computer or from CloudStorage 47
Adding Documentsfrom Your zipForm®PlusAccount 48
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Table of Contents
Creating Foldersonthe DocumentsPage 51
Adding People toa TransactionRoom 53
Adding a Personfrom Your Network 53
Inviting a Personvia Email 55
Creating TransactionRoom Co-Owners 59
Creating anEnvelope ina TransactionRoom 61
Modifying anEnvelope 71
Saving andClosing anEnvelope 71
Discarding anEnvelope 72
Editing the Message toAll Recipients 72
Editing the DocumentList 73
Editing the RecipientList 76
Editing AdvancedOptions 80
ActionsYouCanPerform onMultiple Documents 82
Moving Documents 83
Copying Documents 85
Emailing Documents 87
Combining DocumentsintoOne PDF 89
Downloading Documents 91
Deleting Documents 92
ActionsYouCanPerform onSingle Documents 94
Renaming a Document 94
Editing a Document 95
Splitting a Document 97
Moving a Document 98
Copying a Document 100
Emailing a Document 102
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Table of Contents
Faxing a Document 104
Downloading a Document 105
Printing a Document 105
Removing a Documentfrom a TaskList 106
Assigning a Documenttoa TaskList 107
Deleting a Document 108
Working withTasks 110
Marking TasksComplete 111
Sending Reminders 112
Deleting Tasks 113
Submitting a Task List for Review 115
Submitting a Transaction Roomfor Review 118
Linking DocuSign Transaction Roomsfor Real Estateand zipForm®Plus 120
Registering or Changing Your DocuSignCredentialsinzipForm®Plus 121
Linking from Your DocuSignTransactionRoomsfor Real Estate AccounttoYour
zipForm®PlusAccount 124
Linking from Your zipForm®PlusAccounttoYour DocuSignTransactionRoomsfor Real
Estate Account 126
Unlinking Your DocuSignTransactionRoomsfor Real Estate andzipForm®Plus
Accounts 128
Unlinking DocuSignandzipForm PlusTransactions 129
LoneWolfIntegration 131
Lone Wolf andDTR FieldName Comparison 132
Resetting Your Logon Password 136
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Documentation Changes
Thistopic detailsthe documentationupdatesthathave beenmade for eachrelease of this
documentation.
DocuSign Transaction Roomsfor RealEstateGuidefor Agentsv2.1published January
20,2017
Global changes
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UpdatedimagestoreflectlatestUIcolorsandtext
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DocuSign Transaction Roomsfor RealEstateGuidefor Agentsv2.0January5,2017
Global changes
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Addedlinkstoa listof supportvideos
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After firstuse of "DocuSignTransactionRoomsfor Real Estate"ineachsection,
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usedthe acronym "DTR"whenreferring toDocuSignTransactionRoomsfor Real
Estate
Updatedall imagesof the DTR header tothe newlook
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Changedall SubmitTransactionbuttonreferencestoClose Transactionwithaccom-
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panying newscreenshots
Newsectionsadded:
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Definitionof TermsUsedinDocuSignTransactionRoomsfor Real Estate
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Creating TransactionRoom Co-owners
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Submitting a TransactionRoom for Review
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Unlinking DocuSignandzipForm PlusTransactions
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Lone Wolf Integration
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Lone Wolf andDTR FieldName Comparison
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Resetting Your Password
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Updatedsections:
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WhatisDocuSignTransactionRoomsfor Real Estate?- addeddefinitionof "tasks"
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Setting upor Editing Your Personal Profile - clarifiedtext, addednewstep1
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Editing Personal Profile Information- movedintroductorytextfrom step1to
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before procedure
Changing Your Password- clarifiedthatthisonlychangesthe passwordinside
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DTR
Editing Your ContactInformation- addedinformationthatrequestedfax num-
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ber canbe addedtoFax Number field
Editing Your NotificationPreferences- clarifiedandexpandedcontent
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Editing Your Inbox Details- expandedintroduction
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Editing Your DocuSigneSignature Settings- expandedintroduction
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Editing Your IntegrationPreferences- expandedintroduction
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Documentation Changes
Creating TransactionRooms- expandedintroduction;addedlegendof iconsseenin
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tiles
Working inTransactionRooms- addeddescriptionstobulletpoints
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Editing TransactionRoom Details- expandedintroduction;addedinformation
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aboutLone Wolf section
Adding Taskstoa TransactionRoom - updatedtitle toAdding TaskListTemplates
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andTasktoa TransactionRoom;expandedintroduction;movedtasklisttemplate
using totop;addedlegendof iconsseenintiles
Adding Documentstoa TransactionRoom - expandedintroduction;addedtipabout
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howtotell whichdocumentshave beenaddedfrom zipForm Plus
Adding People toa TransactionRoom - expandedintroduction;addedintroto
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Adding a Personfrom Your Network
Creating anEnvelope ina TransactionRoom - expandedintroduction;removed
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Create Envelope image andstep(eliminatedinthe workflow);addedimage to
showzipForm Plusdocumentinlist;addedlegendfor iconsseenintiles;added
informationaboutwhathappenswhenthere are zipForm Plusdocumentsinthe
list;addeddescriptionof differentfieldtypes
Modifying anEnvelope - expandedintroductionsinsubsections
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Working withMultiple Documents- title changedtoActionsYouCanPerform on
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Multiple Documents;addeddescriptionsfor destinations;addedlegendof icons
seenintiles
Working withSingle Documents- title changedtoActionsYouCanPerform on
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Single Documents;addeddescriptionsfor destinations
Linking DocuSignTransactionRoomsfor Real Estate andzipForm Plus- updated
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andaddedimage capturesthroughoutzipForm sections;enhancesstepsfor linking
DTR withzipForm Plus
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DocuSign Transaction Rooms forRealEstate 8
What is DocuSign Transaction Rooms for Real
Estate?
TransactionRoomsare virtual workspacesthatyousetuptoinclude all partiestoa real estate
transactionsothateverything—documents, people, andtasks—relatedtothattransactionisin
one place.Theyare a secure place where youstore andshare documents, sendandsignthose
documents, create andtracktasksrelatedtothe transaction, andarchive closeddealsfor
future reference.
Withineachtransactionroom, youcan:
Uploadtransactiondocumentsfrom your computer, from cloudstorage, or from your
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zipForm®Plusaccount
Transfer informationfrom a transactionroom toyour linkedLone Wolf account
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Control whohasvisibilityintothe room andwhatactionseachpartycanor musttake
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Use tasktemplatesthatsimplifythe collectionof documentsandthe flowof tasksfor a
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deal
Tasklistsare whatDocuSignTransactionRoomsfor Real Estate (DTR) callsthe checklists
youalreadyuse inyour office, justinanelectronic form thatiscontainedinside a
transactionroom.
If youare newtoDTR, see the DocuSignforTransactionRoomsOverviewforAgentsdocument
for a quicktour of the differentpartsof the interface andof a transactionroom.Youcanalso
visitthe DocuSignSupportsite tosee a shortlistof overviewvideosaswell asanextensive list
of short, helpful videosthatcover manyof the topicsinthisguide.
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DocuSign Transaction Rooms forRealEstate 9
Definition of Terms Used in DocuSign Transaction Rooms for
Real Estate
Here are some definitionsof termsusedinthisguide todescribe functionsor titlesinDocuSign
TransactionRoomsfor Real Estate (DTR):
Term Definition
Admin The Admin(or System Administrator) isthe firstpersoninvitedtoyour DTR
account.Thispersoncontrolssetting upandmaintaining your company
or
structure andinformation.Theycanaddusersandgrantor rescind
System
privilegesfor those users.TheycangrantManager-level usersthe same
Administrator
privilegesastheir owntomanage the companyaccountandusers.Admin
featuresare:
Theycannotbe lockedoutof andcannotbe deletedfrom the account
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Theycannotcreate transactionrooms
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Theyhave read-onlyaccesstoall transactionroom data
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Theycan:
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Manage Branding
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Customize TransactionDetail fields
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Regulate all manager level permissions
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Determine whether a manager level user isautomaticallyor
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manuallyaddedtothe account
Agent Agentshave the mostbasic privileges.Agentfeaturesare:
Theycanmanage their accountsettings:Profile, ContactInformation,
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Notifications, InboundEmail, DocuSigneSignature Settings, andInteg-
rations
Theycancreate transactionroomsfor their Office
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Theycaninvite participants, adddocuments, sendenvelopesfor sig-
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nature, attachtaskliststoa transactionroom, andapplydocuments
tothe tasks
Theycansubmitcompletedtasksandtransactionroomsfor review
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Authentication Requiringarecipienttoprovetheiridentitybyprovidingadditionalinformationlike
asecretcodeyouhavesharedwiththem.
Envelope MuchlikeaFedExenvelopethatyouputphysicaldocumentsintoandthendeliver
torecipientsfortheirsignature,anenvelopeinDTRisadigitalcontainerintowhich
youputdigitaldocumentstobesentforelectronicsignature.
Manager Managerscandoeverything anagentcandoplustheycanbe granted
additional privileges.Managersare notnecessarilyactual managerswithin
your brokerage, theyare managersinthe DTR administrative hierarchy.
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DocuSign Transaction Rooms forRealEstate 10
Term Definition
Manager featuresare:
Theycanhave titles, whichhelpcategorize them withinyour broker-
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age, butdonotinherentlyconfer anyspecial permissionsbasedon
the title
Theycancreate transactionroomsfor themselvesandfor agents
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There are three differentmanager levels:Company, Region, andOffice.
Eachhasthese features:
CompanyManager
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Canhave the same rightsandaccessasanAdmin
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Cansee all informationandtransactionsfor all Regionsand
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Officesintheir brokerage
CanaddRegionandOffice level managers
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RegionManager
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Cansee all informationandtransactionsfor all Officesintheir
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brokerage
CanaddOffice level managers
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Office Manager
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Cansee all informationandtransactionsintheir ownOffices
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Canaddagents
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If givenpermissionbyanadmin, managers:
Have accesstothe Admintabwhere theycanaddusersandupdate
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companysettings
Cancreate tasklisttemplates
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Canapprove transactions
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Task Anactivitythatmustbecompleted.Thinkofitasoneitemonachecklist.
Tasklisttemplate Acollectionoftasksthat,inwhole,mustbecompletedduringatransaction.Think
ofatasklisttemplateasachecklist.Managersandadminscancreatetasklisttem-
platesthatincludealltheitemstypicallyrequiredbyyourbrokeragetocompletea
transaction.Theythenmakethemavailabletoeveryonetouseintheirtransaction
rooms.
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