Streamline Your Document Signing Process with Outside Sales Automation in Affidavits

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my name is Madeline black and I'm going to be your host for today's webinar welcome to the third and final installment of our level up series The goal of this series is to expand your skill set and make sure you're getting the most out of working with column So today we're going to be covering column's new automated affidavits feature but before we get into it I just have a couple opening notes throughout the webinar please feel free to submit questions to the Q a and we will answer all of those for you at the end and even though this is our last installment of the series uh I want to make sure that you're getting the most value out of your time here today so if there's anything that we can improve our format or content going forward please let us know and I would love to continue this series in the future so if there are also any other topics that you want us to cover I would be happy to make that happen and finally we are recording this so if you have any friends or colleagues that weren't able to make it today please feel free to spread the word I also think a couple of introductions are in order so for those of you who I haven't met yet my name is Madeline black and I'm column's field marketing manager I often find myself at conferences working with Publishers and I've hosted educational workshops workshops similar to this that we'll be going through today and I'm joined today by Francis Fishman she's one of columns account Executives and spends her time working with Publishers and educating them on all the ways that they can benefit through working with column and um while we were practicing today I actually noticed that we're both wearing the same t-shirts that uh we have in these headshots um that was not planned whatsoever so I just thought it was very funny um but Francis is here to take us through the process of how a paper that currently works with column can get up and running using our automated app advance so I'll pass things over to her to get things started thanks for the introduction Madeline to kick us off I'm going to give an overview of our automated affidavits feature and share my screen to show you how it works in column after that we're going to walk through the steps it'll take for a publisher that works with column to get started with columns automated affidavits you'll no longer need to worry about generating signing notarizing uploading or mailing affidavits to your customers we'll handle all of that and everything in between and all we need is for you to provide us with your e-editions we understand that affidavits can be time sensitive and highly important and we're committed to partnering with you to make sure that this process is timely and smooth as such within two business days of receiving your e-edition a fully executed affidavit will become available for your customers to download we'll also mail it out to them on your behalf and cover any postage fees associated this service is completely free for newspapers to use but we do charge customers an extra five dollars per affidavit created which is grouped with the processing fee and paid at checkout now there are different ways by which you can provide us with your e-additions on a regular basis but regardless of the method you'll be able to keep track of everything directly from your column account so I'm going to share my screen and show you how so when you log into column you'll land on this home page and this is where you can see all of your notices but to access your affidavits we're going to go over to the top right corner and click on my organization once you land on this page you'll see your newspaper's information and we'll come over here to the left sidebar and click on affidavits first you will see your basic affidavit settings so this is what what was configured when you're initially getting set up with column if anything ever needs to change this is where you can do that but for now we'll just leave things as they are scrolling down you can see the affidavit template that is used when column generates an affidavit for you to download notarize and re-upload but we're not here today to discuss manual affidavits so at the top of this page we're going to click on automated affidavits so here's where you can monitor the status of your e-editions this is the place for you to come in and double check that things are being sent and received successfully the way we verify your notices ran is through automations that we've built into the system so once an e-edition is uploaded our system will look for all of the notices submitted that publishing day and match those to the notices we see in the PDF E edition of your paper once our system finds a match our in-step notaries will be alerted and asked to execute the affidavit so looking through the columns and rows here on this table first you can see the publication date for the e-edition and then the method by which the e-edition was uploaded so as you can see here most of these were uploaded via FTP one of them via email and another one via manual FTP so these are the three ways by which you can provide us with your e-editions so FTP or file transfer protocol is a way for your e-edition to automatically get sent from you to us without you needing to do anything else than what you're already doing newspapers need to already have an FTP feed in place in order to leverage this option so if this is not a good fit we do have some other methods for you to choose from another option is for you to email the e-additions to affidavits at column.us and it'll get added into the system automatically and you can also manually upload your e-editions directly from this screen and to do that you just click more upload e-edition and you can drag and drop it right here but let's go back to our verification dashboard minute and if we click on the file name for each of our e-editions we can actually also see the e-edition that was uploaded as well as the verified notices and unverified notices if there are any so when you click on a notice that has been verified you're also able to see some of the details for that notice and we can also open up the activity log to reveal any other e-additions that have been uploaded advertisers also have access to this so they'll also be able to see the notice exactly as it was printed so if we click on these we will just be taken to a news screen where we can see our E edition I'm gonna stop sharing my screen now and just walk through the steps that we need to take in order to get started with this feature so all you need to do in order to get started is sign a limited agency agreement which allows us to act as an agent and sign affidavits on behalf of your paper and then just let us know how you prefer to send us your e-editions whether that's through an FTP feed manual uploads or via email and that's it you're going to be all set to get started with automated affidavits after that so just let us know if you're interested in moving forward or let your account executive at column know back to you Madeline great thanks Francis that was a really good explanation of kind of everything that our automated affidavits can do for our Publishers um and before I open things up for a q a I did want to just address some of the common questions that we hear about this service so first does this work in all states uh the short answer yes but the long answer is each state has different laws regarding the use of an agent to issue affidavits we've done extensive research and have verified each State's qualification requirements and almost without exception States will give full faith and credit to affidavits that are validly issued in another state we will do a personalized assessment with you to ensure that this process is compliant within your jurisdiction the next question that we get uh often is what is the turnaround time so as Francis mentioned earlier uh our turnaround time is two days so what that means is say for example if a notice runs on a Monday and we receive that e-edition also on that Monday the affidavit will be ready for your customers to download by the end of the day on Wednesday at the latest and then finally we've heard a few times what happens when a notice isn't verified um so in the demo Francis showed that there's a tab or verify notices and a chapter I don't verify notices and what that means anything that would show up in that unverified is things that either were canceled by the publisher or it's something that our system didn't catch that a notice actually did run but that happens in very very rare occasions and um in that case we would work with you and work with our support team to get that affidavit generated anyways and still within that um that time range um but that's all for now if anyone has any questions again please feel free to send those to the chat um and if you have any questions that come up afterwards um please feel free to email us or reach out to your account executive I will also just pause for a minute I know we've been throwing a lot of information over the last couple minutes so if there's anything that anyone wants to hear from us any last questions again we will be happy to answer those but if not what happens when an affidavit is needed more urgently let's say for next day court case Francis do you want to take that I haven't run into that question before but I think that's something that you would definitely work with your account executive to make sure that we're aware of in advance and then see if there's something that we can do to accommodate that in any case or any newspaper that chooses to use automated affidavits if there's an exception like that we're always happy to discuss more to see how it would work around it hmm next we have your team has the option for mailing the affidavits out physically to correct yes and then Marco says what fee is associated with this convenience so it is a five dollar um document feed that is added on uh to the person who placed the notice so it's similar to columns standard 10 processing fee and just to add a little bit more context there uh the affidavit fee is grouped with columns 10 processing fee and paid at checkout so the customer would only see a total processing fee that would both Encompass the 10 fee and the additional five dollars for the affidavit so that's all the questions that were in the chat um we will still be here if there are any other things that get submitted um but just a couple closing notes for us um this is our last installment of this series I've had a great time hosting this and I would love to continue so if there are any topics that you want to hear from us please let me know and I'm more than happy to um to host one for that topic um also this was recorded so I'm going to send the link out to this afterwards and if there's anyone who you think might enjoy this or benefit from learning about our automated affidavits please feel free to send it over to them um and then finally the brief columns quarterly product launch event is taking place next Wednesday at noon Central Time and I'm going to send a message to the chat where you can register for that if you're interested in getting started with columns automated affidavit service there's also a link where you can fill out the form or you can just reach out to your account executive and they'll be happy to get started with you um and then finally please continue to use our team as a resource for your business as always your account executive and our help and support team are here for you um but otherwise oh thank you have a great Friday absolutely absolutely thank you so much everyone bye