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TransactionDesk Broker/Admin

Houston Assocation of Realtors

2 Hours CE Course#: 35582

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TransactionDesk Broker/Admin 5/2017

Table of Contents

1. Broker Dashboard 3

2. Creating Transactions Using the Wizard and Importing Data 5

3. Creating “Empty” Transactions Without Using the Wizard Option 10

4. Preferences 12

5. Program Settings 23

6. Impersonating Agents: Creating Items on Their Behalf 25

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Broker Dashboard

1 Broker Dashboard

The customizable Broker Dashboard allows users to quickly create transactions, accesspreviously created transactions, send items for electronic signatures and more.

R Customize the Dashboard with Widgets. Click the “stop light/snow man/bubbles”menu icon ( ) in the upper right corner to add/remove widgets using the Widgets Bar(or click the X in the upper right of a widget to remove it).

v The Widgets provide a guided navigation to quickly create, store, and send onlinetransactions. Simply click "Create Transaction" to begin and the wizard will walk youthrough the steps of selecting, auto-filling and completing forms, adding contacts,uploading additional documents and sending for paperless signing usingAuthentisign.

w Personalize the Dashboard with customizable Widgets. Quickly access anytransaction that are in progress for editing, printing or sending with the TransactionsWidget.Print or fill-in and save Forms to use individually or add to a transaction using theForms Widget. Click “Go to Forms” to view all form libraries and to use the quicksearch to locate forms by keyword(s).Forms are editable things that you are filling in or changing. Once completed, theyare referred to as Documents. Open, print or send completed document from thiswidget.Send forms and/or transactions for paperless signing using AuthentiSign.

x Utilize the Impersonate Agent feature to create transaction files (with or withoutforms in them) under the name of someone else in your firm.

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Broker Dashboard

y Use the Main Menu to navigate to different modules of the program. Use the

“hamburger” menu icon ( ) to switch from text view vs. icon view of the MainMenu.

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Broker Dashboard

2 Creating Transactions Using the Wizard and Importing Data

1. From the Agent or Broker Dashboard, click the Transactions Widget to get started.

2. Fill in the blanks and click Create to use the Wizard to quickly and efficiently createyour transaction. (Note: MLS or Realist Tax data are options for import sources. Typically, one woulduse tax data if it is a new listing, as shown in the example, and MLS data if it is an offer.)

3. Click the search icon to search for the property by information other than Tax ID ifnecessary. Fill in the desired search fields and click the Search Tax Data button.

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Creating Transactions Using the Wizard and Importing Data

4. Check the appropriate result then click the Select button to proceed.

5. Now that the data is auto-populated, click the Create button to proceed.

6. Use Step 1 of the Wizard to add property details. Click Next to go to step 2.

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7. In Step 2, complete information specific/relevant to the transaction. Click Next.

8. Use the Contacts feature to choose or add the parties of the transaction. Click Addto choose forms for the Transaction. Click Next.

9. Use the Search box or click the form library folders to locate forms, click to selectthem and add them to the basket. Click Add once you’ve made your selection(s).

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Click Next.

10. The final step of the Wizard creates a Fax Back Cover Sheet specific to thistransaction. Anyone faxing forms, etc. would use this cover sheet as the first page oftheir fax, sending it to the number on the cover sheet. Digital copies of their faxeditems will automatically be placed into the transaction that you previously created. Click Done.

11. Once the transaction is done, it appears on your Dashboard. You can click thetransaction title to add forms using the wizard on the left of the screen or further editthe details, add forms or documents, etc. using the controls or menu items on theright.

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12. Use the main menu on the left of the screen to navigate back to the Dashboard orother modules of the program. Click on the “hamburger” menu to switch betweenicon and text label views.

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3 Creating “Empty” Transactions Without Using the WizardOption

Brokers/Admins can create an “empty” transaction in which forms and documents can becreated at a later time. (Note: see Section 6: Impersonating Agents to learn about creating an ‘empty’transaction on behalf of an agent so they can add forms, etc. at a later time).

1. To create an empty transaction for yourself, from the Broker Dashboard, click theTransactions Widget to get started.

2. Give the transactions a Name (which is required), and use any of the other fields youcare to. Be very sure to UNcheck the “Use Wizard” selection. Then click Create.

(Note: MLS or Realist Tax data are options for import sources. Typically, one would use tax data if it is a newlisting and MLS data if it is an offer. If you choose, you do not have to import any property data and cancreate a truly empty transaction, much like an empty folder, with only a name.)

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Creating “Empty” Transactions Without Using the Wizard Option

3. The named transaction is created and can be accessed again at any time from theBroker Dashboard in the upper left corner of the main menu to add forms, etc.

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Creating “Empty” Transactions Without Using the Wizard Option

4 Preferences

In the Setup section you can manage your Preferences such as your contact information,office information, email signature, branding and login info. (change password).1. Click on Setup in the main menu and then choose Preferences from the Setup Options.

2. Click to expand the section of the Preferences that you wish to manage.

a. User Information: name, time zone, phone number, email, websiteb. Office Information: view the office name, address, phone and faxc. Email Signature: included on any email correspondence sent from within

TransactionDeskd. Branding: upload images for Fax-Back Cover Sheet & email banner, personal photo

and company logoe. Login: reset the password for your TransactionDesk account

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Preferences

In the Setup Options Brokers can create unlimited Transaction Templates for their office andcan choose to “force” templates to the agent accounts so that each transaction created willcomply to the forms and processes within the template(s). Agents can also have the abilityto create their own Transaction Templates (always defer to Broker office policy for using templates).

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Preferences

Broker File Review Process – Broker ToolsFirst you will need to log into the super user account. Once you are logged in we need to turnBrokerReview on. This can be done by clicking the setup icon on the left side menu. If you need to usethehamburger button in the top left hand corner to expand the left menu. Once you click “set up”click program settings.

Now click the arrow next to the Broker File Review to select your Review status and to turn it on.

Once that is turned on you can now use this account to approve or reject documents. To do thisclick thebroker tools icon on the left hand side. If you need to hit the hamburger button in the upper lefthandcorner and hit broker tools. Once you are in Broker tools hit review documents.

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Preferences

You will now be directed into the review screen. You now have a few options in here, first are thefilterand sorting options at the top right hand side. Clicking these icons lets you do things like sort byTransaction name, filter by date or by status.

Now you will notice that each section is a transaction with documents that need to be approved.To seewhat docs needs to be approved, hit the arrow next to the name of the transaction. You can alsohit thetransaction icon which will bring you directly into the transaction.

Now to approve or reject a document you can do it in two in two ways:--first way is to click the ellipses menu next to the document in question and hit reviewdocument. Thiswill open a preview of the document so you can look it over. You can then use the thumbs up orthumbsdown to approve or reject the document. Or reset the review process which means they will haveto reflag it for approval.

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Preferences

A second way to approve a document is to just click the ellipses menu next to the document andclick“Accept”, “Reject” or “Reset”. When you reject or reset it, it will ask you to add a note explainingwhy.

Once you make the selection you will see the status change on the document. To a rejected,approvedor partially approved state. Now when the user goes into their transaction that item will beapprovedand their progress bar will be closer to %100 complete.

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Preferences

Checklists and Creating Them as a Broker

You can create checklists and attach them to templates, when agents create a transaction basedoff thetemplate it will bring your checklist in, or if they are in the checklist section of a transaction theyhavethe option of adding the checklists you create for the office.To start log into the super user account and hit the setup option on the left menu. If you need to,use the hamburger button in

Now you will see a list of any existing checklists. Each icon has a tooltip that you can see whenyouhover your mouse over it.

If you want to edit or delete an existing checklist hit the ellipses menu and select what you wantto do..Only super users can edit office checklists that they have created they cannot edit each other’schecklists.

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Preferences

Hit Add + to create a new checklist. Now this is where you decide if this checklist is a personalchecklist(only you can see it) or it is an office checklist (everyone in the office can use it). Also put thename thatyou want to be associated with this checklist and hit save

You will now be loaded into the overview of the checklist. To get started hit the “Add +” to add achecklist item.

Now you can create a checklist item. You have a few different options which are listed below anddifferent tabs. First tab is the General Tab, this is just general info about the checklist item.Key items you will want to set for the General Tab are:--You will want to select if this is a document/task or both

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Preferences

--You will want to set if it is mandatory or not. (Agents that add a mandatory item into theirtransactioncannot delete it)--You can set the name of the checklist item

The next tab is the Access Tab. When you activate the client dashboard settings under thecontactssection of a transaction and share the transaction with them, you can use this access tab todeterminewhat contact types will see this checklist item when they login to the transaction.Key items you will want to set for the Access Tab are:--What Role types you want to see this checklist item if you share the transaction with them viaclientdashboard.

The next tab is the Review Tab. This determines who will see the document in the reviewdocumentssection under Broker Tools. You can set it for Broker, staff or both to review the document. Somechecklist items like the purchase agreement you may want to set to broker review while maybedocuments like lead based paint disclosures you will have your staff review and approve.Key items you will want to set for the Review Tab are:--What account reviewer type will review the document.

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Preferences

The next tab is the Task Tab. This is where you can set up task related settings if you chose to haveyourchecklist item to be a task.Key items you will want to set for the Task Tab are:--Description of the task--Whether it has no due date or the due date will be related to a transaction date once added--Reminder settings for when the task becomes active.

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Preferences

The last tab is the Assign Tab. This is similar to the access tab but instead you can assign specifictasks/checklists to certain contact roles. This will only come into effect when you share thetransactionwith a contact and active the client dashboard.Key items you will want to set for the Assign Tab are:--What contact roles you want to assign the checklist to if you activate the client dashboard.

Once you have finished configuring the options and hit save you will now see your checklist itemsinyour list. Now when agents create a transaction and are in the checklist section then can add thisentire

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Preferences

checklist to their transaction. You can also go into setup – transaction templates and link thischecklist toa template that you can group other info in. See guide on creating transaction templates. But ifyou linkit to a transaction template when they apply the template while creating a transaction it willautomatically bring the checklist in.

To apply the checklist to a transaction, go the transaction section in your account and click thename ofan existing transaction or hit the “add +” button to create a new transaction. Once it is created oryouare in the transaction dashboard use the menu options on the right to go to your checklist section.

Now hit the add button and from checklist.

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Preferences

Choose the checklist you would like to apply.

Once you hit apply button it will add the checklist into the transaction. You can now uploaddocumentsinto it by hitting the upload symbols next to the checklist item. Once you upload a document itautomatically flags it for review, if you do not want to send it to be reviewed yet just hit the hourglasssymbol. Also, now notice a progress bar is on the transaction. If I had my one document approvedbelowmy progress would turn into 100% complete.

5 Program Settings

Brokers/Admins (“staff”) can set the program default to notify them and require reviewwhen files are marked as “ready” by Agents. Click Setup in the main menu, then choose theProgram Settings menu and then the Review Option that you prefer to activate or choose“Turn off my review functionality” from the drop down menu at the bottom of the ProgramSettings menu.

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Program Settings

Other program defaults that can be altered are font size (under Form Setting), whether or notyou wish the Transaction Wizard to be enabled by default (under Transaction Settings), etc.

More advanced Setup Options you may wish to adjust might include:

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Program Settings

a. Notifications: email notifications to alert you of things such as document reviewrequests, transactions being created and/or accessed, tasks assigned, changed, dueor past due, etc.

b. Clauses: create custom text to be available to agents for use in completing certainfields within transactions

c. Checklists: create a “to-do” list of sorts to guide agents through things such aswhich forms are mandatory to include in transactions, dates/timeframes that arerequired to complete forms or tasks, etc. Checklist are a great way to manageworkflow and oversee compliance without having to ‘recreate the wheel’ each timeor wait until after an transaction is already in progress and something may alreadyhave been missed.

6 Impersonating Agents: Creating Items on Their Behalf

There are occasions where you may need to act on behalf of an agent to create atransaction.

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Impersonating Agents: Creating Items on Their Behalf

To impersonate an Agent, click on the Broker Tools option in the main menu on theleft then click Agents.

Click the “stop light/snow man/bubbles” menu to the right of the Agent’s name andchoose Impersonate.

You will see a red, alert banner across the top of the screen any time you areimpersonating someone. You can then access any of the transactions, contacts, etc.that are a part of that Agent’s account as well as create new items on their behalf.

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Click the hand icon the upper left to stop impersonating that agent and return to yourown account.

Reports

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Also in the Broker Tools section are Reports that can allow you to view transactions, agentusage (i.e. number of logins to the system), tasks and call logs.

Choose the type of report you wish to generate from the drop-down menu, then choose thePDF icon to download to PDF or the screen icon to just view the report online.