Instructions and Helpful Hints

Transaction DeskAuthentiSign

Instructions and Helpful Hints

If you have documents you want to add to your transaction, it is easiest if you first scan your documents as a PDF to your computer.

TO CREATE A LISTING:

Click CREATE TRANSACTION.

Complete the first screen including naming your transaction (I like to use the client’s last name – street address such as John Doe – Main St), choosing your listing template and checkUSE WIZARD if you want it to walk you through the steps (I do not recommend importing data from RPR as the layout of the data will be funky and cause you problems down the road). ClickCREATE.

Complete all necessary information in each screen including Details (Step 1 of 5), Transaction Dates (Step 2 of 5), Contacts (Step 3 of 5 – see below), Forms (Step 4 of 5 – see below) and Documents (Step 5 of 5 – see below) clicking NEXT at the top right of the screen to move to the next screen (do not click SAVE & EXIT at the bottom as this will exit you from the wizard and you can never go back!). When you are done loading any documents you want to add to your transaction then you can click DONE.

When you arrive at CONTACTS, choose ADD to add your Seller, CREATE NEW TRANSACTION CONTACT and fill in your client’s information. It is best to fill in your client’s complete and proper legal name (e.g., Johnathan R. Doe) and his or her email for later use in AuthentiSign rather than common name (e.g., John Doe). Add all sellers and their contact information.

When you arrive at FORMS, you will see the forms that are part of the template you chose (if you see no forms, likely you did not choose a template when you created the transaction and you will need to choose all of your documents). Click + ADD to forms if the template does not include forms you need or delete forms you do not need (e.g., Lead Based Paint Addendum on homes built after 1978) by clicking on the circle to the right of the forms you would like to delete then go up to the basket which should now be blue with a number on it, click on the basket and then click on the garbage can (delete).

When you arrive at DOCUMENTS, you will see a couple of standard documents including our documents checklist, etc. Here is where you might upload other listing documents such as the SCT Agent app Estimated Net Proceeds Sheet by clicking +ADD, Click on ADD NEW DOCUMENT then click on the DRAG & DROP FILES HERE OR CLICK TO UPLOAD light blue box and find that document on your computer. Double click the document you want to add.

Once you click DONE at the end of the wizard you will be back at the TRANSACTION DASHBOARD.

Click on one of the forms and fill in the form in the Forms Editor. Move through all the forms until they are all filled out. Click FILE and EXIT to go back to the TRANSACTION DASHBOARD then if you are going to have your client sign the listing documents via AuthentiSign, continue below . . .

Click on SIGNINGS on the right.

Click ADD.

Name the signing (e.g., Main St – Listing Documents). Click SAVE.

Choose your signing order. You will use SIGN IN-LINE when multiple buyers share ONE email address. The AuthentiSign invitation will go out to only one of the parties. Once they party sign, another email will go out to the next signer at that same email with an invitation for them to sign. You will use SIMUL-SIGN when everyone signing has their own email (you will choose this most the time). You do not need to do anything with the advanced options.

You will see something like this:

Next choose your PARTICIPANTS. If you added all of your clients with their proper legal names and emails in the Wizard, they will show up on the list. Check the boxes next to the name of those who will sign. This might include yourself as you will be signing the Lead Based Paint Addendum, the Buyer Representation Agreement, the Estimated Net Proceeds, etc. You may need to change yourself from a “reviewer” to a “remote signer.” Also note if a red hand appears on one of the signers, click on that signer and complete the missing information (usually a missing email).

Choose your DOCUMENTS – clicking the blue FORM/DOCUMENT option on the left at the top will choose ALL forms and documents listed or you can choose specific forms by checking them individually (or select all and uncheck the ones you do not want to send). Then click ADD

Assign signers to their respective roles then click SAVE.

Preassigned signature/initial boxes will appear on many of the forms you created in the forms editor. (*When you create the transaction in Transaction Desk the system automatically knows where the signature/initial lines need to be placed on many of the forms*). You may have to place some of the initials and signatures, however. So go through all of the forms and documents.You also have an option to add additional forms and documents at this late stage of the game, as well. You can rearrange the order of the forms and documents by clicking on the left and right arrows below the form/document.

Click DESIGN and scroll through to confirm initials, signatures and date stamps have been placed everywhere they should be. Date stamps can be added by right clicking on an initial or signature box. Once you have confirmed all initials, signatures and date stamps have been placed, click NEXT.

On the next screen you can simplySEND INVITATION or you have the option to CUSTOMIZE INVITATION EMAIL(S) SUBJECT AND TEXT with a specific message or instructions to your clients. If you choose to do this, type in a subject and message then click SAVE, then click SEND INVITATIONS in the upper right.

VOILA!

What your client sees…

Your client will receive an email invitation that looks like this:

They can either click on CLICK HERE or the pen icon or to begin the signing.

They will then accept or modify their signature options, they can choose a different font or choose to hand draw their signature.

They then click START (red box in upper right) and click or enter through each signature or initial block to advance to the next.

Once all signatures/initials have been completed, the client will click on the COMPLETE button (blue box in the upper right). Make sure they understand they again then need to choose COMPLETE THE SIGNING from the drop down that will open when they click COMPLETE (or they have the option to review it, as well).

They will then see this screen:

It is not necessary or recommended to create a password, they then just choose NO THANKS.

The signing is complete, you will then both receive confirmation emails. You will receive one email every time a client signs and one when the document has been fully executed (signed by everyone you sent it to). For example, if you have three sellers, you will potentially get five emails – one for each of the three seller clients, one when you sign (assuming you sent it to yourself to sign something) and one when the last person has signed with the completely signed – final version.

IMPORTANT THINGS TO REMEMBER!!!

If you SCAN a document into Transaction Desk and then upload that document into your transaction, you will need to manually place ALL of the signature/initial blocks and date stamps. It does not know to “auto populate” these signature lines unless it is a form created in Transaction Desk forms editor.

Remember, however, that you ARE able to automatically insert multiple signature/initial blocks through multiple pages.

Your options for placing signature blocks, initial blocks and check boxes are above. The top four are self-explanatory and used to place signature and initial boxes (red is mandatory which you will most often use, green is optional which you will rarely use).

The BLUE “X” is a MANDATORY field – once they have checked it, they are unable to UNcheck it.

The GREEN “X” is optional but they are unable to advance until they have checked something.

The BLUEradio button prompts the signer to choose one or the other and they cannot change that once they have checked it.

DATE places TODAY’S date, it is not a date stamp.

SIGNER NAME places a text box of the participants name.

INITIAL PAGES is where you are able to select multiple pages to be populated with initial boxes. It will place an initial box on every page that you choose but if you end up placing a box on a page you didn’t intend to have initialed, right click on it to delete this box. Then you can drag and drop the full SIGNATURE box if that is what you need instead. If you want to add the date stamp of when it was initialed or signed, just click or right click and choose DATE STAMP.

When you are placing the signature blocks, the alignment is important for all information to be read. You want the bottom of the electronic signature box placed ON the black line of the document, away from other pre-printed text on the document so that the date stamp below the signature is not blocked by other text below the preprinted signature line.

TO CREATE A PURCHASE & SALE AGREEMENT:

Find the listing you are going to make an offer on in Paragon. Click on the blue fan icon at the top of the listing. This will take you directly to the Create Transaction screen. You may want to rename your transaction as the default is just the address (again, I like to use my client’s name – street . . . John Doe – Main St). Choose your PSA template. The system will import data from Paragon. Check USE WIZARD then click CREATE.

Complete all necessary information in each screen including Details (Step 1 of 5), Transaction Dates (Step 2 of 5), Contacts (Step 3 of 5 – see above), Forms (Step 4 of 5 – see above) and Documents (Step 5 of 5 – see below) clicking NEXT at the top right of the screen to move to the next screen (do not click SAVE & EXIT at the bottom as this will exit you from the wizard and you can never go back!). When you are done loading any documents you want to add to your transaction then you can click DONE.

On PSA documents, you may want to load the Associated Documents the listing broker has in the MLS. At the DOCUMENTS Step in the wizard, click +ADD, then click on the email envelope icon (Email Upload). Click on the long email address with your name in it to highlight it and then right click and choose copy (or hit CTRL+C to copy it). This is a UNIQUE transaction email address and anything sent to that email address will end up in the documents widget of that transaction. Go back to Paragon (it should still be open as a tab in your browser) and you should find yourself back at the listing detail sheet. Click on the green Associated Documents icon and then check the documents you would like to send to your transaction. Click the orange email icon in the tool bar which will open a Compose Email window. In the To: box, right click and paste (or hit CTRL+V to paste). That long email address with your name in it that you copied from Transaction Desk should populate in that box. Click SEND then click CLOSE. Go back to Transaction Desk and finish with the Wizard. The Associated Documents will arrive in your documents widget momentarily and will be labeled SAR_123621 or something like that. You can click on the circle to the right of that document to rename the document (e.g., Main St – Assoc Docs) if you like. You might also get an “email body” document which you can delete if you like.

Click on one of the forms and fill in the form in the Forms Editor. Move through all the forms until they are all filled out. Click FILE and EXIT to go back to the TRANSACTION DASHBOARD then, if you are going to have your client sign the listing documents via AuthentiSign, follow the AuthentiSign instructions above starting by clicking on SIGNINGS on the right.

*FINE PRINT*

I was attempting to go through this process step by step, if you see an error or omission, PLEASE let me know and I will update these instructions!!

THANK YOU!!