Impersonating Agents: Creating Items on Their Behalf 25
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® TransactionDesk Broker/Admin Houston Assocation of Realtors 2 Hours CE Course#: 35582 Table of Contents 2 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 TransactionDesk Broker/Admin 5/2017 Broker Dashboard 3 1 Broker Dashboard The customizable Broker Dashboard allows users to quickly create transactions, access previously 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 online transactions. Simply click "Create Transaction" to begin and the wizard will walk you through the steps of selecting, auto-filling and completing forms, adding contacts, uploading additional documents and sending for paperless signing using Authentisign. w Personalize the Dashboard with customizable Widgets. Quickly access any transaction that are in progress for editing, printing or sending with the Transactions Widget. Print or fill-in and save Forms to use individually or add to a transaction using the Forms Widget. Click “Go to Forms” to view all form libraries and to use the quick search to locate forms by keyword(s). Forms are editable things that you are filling in or changing. Once completed, they are referred to as Documents. Open, print or send completed document from this widget. Send forms and/or transactions for paperless signing using AuthentiSign. x Utilize the Impersonate Agent feature to create transaction files (with or without forms in them) under the name of someone else in your firm. TransactionDesk Broker/Admin 5/2017 Broker Dashboard 4 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 Main Menu. TransactionDesk Broker/Admin 5/2017 Broker Dashboard 5 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 create your transaction. (Note: MLS or Realist Tax data are options for import sources. Typically, one would use 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 if necessary. Fill in the desired search fields and click the Search Tax Data button. TransactionDesk Broker/Admin 5/2017 Creating Transactions Using the Wizard and Importing Data 6 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. TransactionDesk Broker/Admin 5/2017 Creating Transactions Using the Wizard and Importing Data 7 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 Add to choose forms for the Transaction. Click Next. 9. Use the Search box or click the form library folders to locate forms, click to select them and add them to the basket. Click Add once you’ve made your selection(s). TransactionDesk Broker/Admin 5/2017 Creating Transactions Using the Wizard and Importing Data 8 Click Next. 10. The final step of the Wizard creates a Fax Back Cover Sheet specific to this transaction. Anyone faxing forms, etc. would use this cover sheet as the first page of their fax, sending it to the number on the cover sheet. Digital copies of their faxed items 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 the transaction title to add forms using the wizard on the left of the screen or further edit the details, add forms or documents, etc. using the controls or menu items on the right. TransactionDesk Broker/Admin 5/2017 Creating Transactions Using the Wizard and Importing Data 9 12. Use the main menu on the left of the screen to navigate back to the Dashboard or other modules of the program. Click on the “hamburger” menu to switch between icon and text label views. TransactionDesk Broker/Admin 5/2017 Creating Transactions Using the Wizard and Importing Data 10 3 Creating “Empty” Transactions Without Using the Wizard Option Brokers/Admins can create an “empty” transaction in which forms and documents can be created 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 the Transactions Widget to get started. 2. Give the transactions a Name (which is required), and use any of the other fields you care 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 new listing and MLS data if it is an offer. If you choose, you do not have to import any property data and can create a truly empty transaction, much like an empty folder, with only a name.) TransactionDesk Broker/Admin 5/2017 Creating “Empty” Transactions Without Using the Wizard Opt1i1on 3. The named transaction is created and can be accessed again at any time from the Broker Dashboard in the upper left corner of the main menu to add forms, etc. TransactionDesk Broker/Admin 5/2017 Creating “Empty” Transactions Without Using the Wizard Opt1i2on 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, website b. Office Information: view the office name, address, phone and fax c. Email Signature: included on any email correspondence sent from within TransactionDesk d. Branding: upload images for Fax-Back Cover Sheet & email banner, personal photo and company logo e. Login: reset the password for your TransactionDesk account TransactionDesk Broker/Admin 5/2017 Preferences 13 In the Setup Options Brokers can create unlimited Transaction Templates for their office and can choose to “force” templates to the agent accounts so that each transaction created will comply to the forms and processes within the template(s). Agents can also have the ability to create their own Transaction Templates (always defer to Broker office policy for using templates). TransactionDesk Broker/Admin 5/2017 Preferences 14 Broker File Review Process – Broker Tools First you will need to log into the super user account. Once you are logged in we need to turn Broker Review on. This can be done by clicking the setup icon on the left side menu. If you need to use the hamburger 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 this click the broker tools icon on the left hand side. If you need to hit the hamburger button in the upper left hand corner and hit broker tools. Once you are in Broker tools hit review documents. TransactionDesk Broker/Admin 5/2017 Preferences 15 You will now be directed into the review screen. You now have a few options in here, first are the filter and sorting options at the top right hand side. Clicking these icons lets you do things like sort by Transaction 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 see what docs needs to be approved, hit the arrow next to the name of the transaction. You can also hit the transaction 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 review document. This will open a preview of the document so you can look it over. You can then use the thumbs up or thumbs down to approve or reject the document. Or reset the review process which means they will have to reflag it for approval. TransactionDesk Broker/Admin 5/2017 Preferences 16 A second way to approve a document is to just click the ellipses menu next to the document and click “Accept”, “Reject” or “Reset”. When you reject or reset it, it will ask you to add a note explaining why. Once you make the selection you will see the status change on the document. To a rejected, approved or partially approved state.