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Electronic signature and records association autograph

[Music] welcome to transaction desk 101 this is the electronic signatures in facts class for the transaction desk software suite uh i'm ivan hernandez i'm going to be the proctor for this topic i do want to give you a warm welcome whether you're joining us from the comfort of your home or you're joining us from your office or from a mobile device uh real brow palm beaches and st lucie realtors and beaches mls uh is always grateful for your attendance to these sessions and we're glad that you're taking advantage of these uh sessions also to acquire some education into all the products and services that the association has to offer so what are we going to be talking about in this class per se the electronic signatures and facts we're going to start with how to send and receive faxes um i know that in this current day and age fax is not as common but there's still some companies that do operate with bfx so it's not a bad idea for you to know that at least you have that resource um good luck trying to find a fax machine and uh you know at a best buy or uh maybe you'll have luck finding a landline but good luck finding thanks machine so with that being said at least you know that transaction that has that feature available it's free of charge might as well know how to use it and we're going to we're going to kick off the class with that we're only going to be spending about 10 minutes on the faxing part it's it's not going to take too long but we're going to spend the majority of the session talking about electronic signatures so first we're going to learn how to prepare a signing session meaning we're going to take a transaction that was created and this transaction was created in the transaction desk 100 class which is a offer that we're preparing so that we can buy the fort lauderdale office of the associate and you know we we're sending we sent it off um so we're wanting to know how this gets electronic electronically signed by the all the parties so that's what we're going to do in the preparing a signing session during that process we will learn how to customize signature blocks signature blocks can be customized as far as the position where they're at and then there's some additional features that the electronic signature section of transaction desk will allow you to take advantage of it's not just signatures you'll see what i'm talking about when we get to that portion of the class we will also look at how we can turn any sheet into a fillable form and what do i mean by that any sheet does it matter if it's uh something that was created in house by your broker or something that you created or maybe it's a form that's not available uh from florida realtors or from the florida bar case in point like a rental form rental farm is not available from florida realtors or from florida bar but maybe you want a rental form transaction desk gives you the ability to turn it into something that's fillable by the person that receives it so they can do it from the comfort of their computer or phone or tablet or whatever so we will look at how to turn any sheet into a fillable form and last but not least we're going to look at counteroffers uh what happens when you receive an offer from another product how can you counter on it counter offers will also apply when there's something that was sent to you that was created on another platform not just transaction desk you know maybe it was created it was written by hand or it was just created on some other software and you're thinking well how can i get this into transaction desk so that it can be electronically signed when i send it back to them and that's what we're going to talk about counter offers so first thing is going to be how to send and receive faxes first thing of the class so when we go to transaction desk we're going to go here to transaction desk um in order for you to let's let's talk about sending effects easiest way for me to give you a procedure and how to do this is by opening up the sidebar and going into the help section of transactions so we go into the help section and if we go to the guides option we're going to look up the following we're going to look up facts that's all we're going to type notice how there's an email a document to a fax machine so what i'm going to do is i'm going to go ahead and open up this procedure this is a pdf procedure that all of you have the ability to download and it tells you how to email a document directly to a fax machine could be any fax any any fax machine in north america i'm sorry the united states and it could be pretty much almost any document so this is what you need you're going to need your email the procedure here says open your email client like microsoft outlook i mean what if you don't have microsoft outlook what if you uh let's say that you use yahoo mail or gmail and the way that you get your g your your mail is by going into their website and logging in that's the same thing that's an email client so once you log in or you get your email client if you were to use a microsoft outlook uh product then you're going to create a new email and you're going to attach any documents that you want faxed over because they could be pdfs they could be word files excel spreadsheets you name it uh even pictures attach them to the email and then on the to line which is where you're sending this email you're going to send it to this address right here email to fax at transactiondesk.com so once again that was email to fax at transactiondesk.com on the subject line of the email that you're creating you want to put the phone number that you wish to send those attached documents to so you know for instance what if the bank says can you fax me all of the loan documents now you may be thinking well great now i have to go into the office the office hopefully has a fax machine if they don't have a fax machine maybe i'm going to have to go to like a king cos for instance and have them pay them for the faxing service or to a supermarket supermarkets have some fax machines still going up so anyway instead of doing that just scan everything turn it into a digital file and then attach it and then put in the phone number of wherever you're sending these faxes to and hit send and that's it in about five minutes or so that other person is going to receive that fax free of charge and you didn't have to print anything you didn't have to go anywhere you simply had to use your email but here's the key thing which email folks it has to be the email service that's on file with your mls so if you are on your mls you gave us at gmail.com address you have to log into that account if you give us a at yahoo you have to log into that account if you give us something else you have to log into whichever one is on the mls because otherwise transaction desk will not recognize you as a user and it's going to kick back that email that you're sending if you're sending it from the incorrect email address so remember it has to be from the email address that's on file with the mls just as a reminder where do they get this guide simply go to guides and look up facts and then it's the first one email a document to a fax machine so that covers sending effects pretty straightforward to receive a fax you may be thinking well so in order for me to receive a fax i'm probably going to need a phone number yeah i mean you you could get a phone number i mean transaction desk will sell you a phone number if you want to receive faxes on that phone number so if you wanted to shop for a phone number you can click on this under the agent dashboard the home page of transaction desk click on uh the shopping cart and the shopping cart is going to allow you to purchase a phone number you can pay fifty dollars for a local one or seventy dollars for a toll-free one for you to receive taxes um but here's the thing i mean all right how many times are you receiving faxes per year if you're receiving a lot maybe it might be the easiest way for you to receive taxes but if you're only sending and receiving a fax here and there you might as well stick to the free option and let me show you what the free option is to receive taxes earlier i showed you the free way to send faxes now we're going to talk about the free one to receive taxes so in order for you to do this you have to find the transaction in which you want to receive those documents so let's say you know you're you're a seller or your buyer your buyer says listen so i have a power of attorney and i need to get this power of attorney to you but i live far away and i don't have a scan can i fax it to you so what you're going to do is you're going to open up the transaction that your your you created for you know that that scenario and what you're going to do is you're going to go into the document section of that transaction go to the document section notice how in the document section the first thing that appears is a fax back cover sheet it's a pdf document when you click on this notice how it's giving you a cover sheet and it's saying this fax must be sent to whatever number for it to be processed this number right here so this number is going to be the same number for everyone and what's the purpose of this cover sheet the person sending you the fax is going to have to print this out and include it with the documents that they're faxing you over it's a cover sheet so it has to be the first page the purpose of this cover sheet is because this phone number is the same for everyone the bar code is going to tell transaction desk servers that those documents that are being faxed are meant for you so once you receive them not only will they land here in the document section of that transaction but you will also receive an email notification saying hey you just received a fax so keep that in mind that that is the that is a a free option you don't necessarily have to pay for a phone number for people to fax you things you know some people say well you know i do get a lot of faxes per year still so i'm going to get the phone number because i don't want to be stuck with having to send cover pages to everyone that wishes to send me a fax that's a valid point but if you're only getting a fax here and there at least you know that you just have to get a cover sheet to the person that's faxing you something and then have them follow the instructions on that cover page and you will receive that fax without having to pay anything extra so keep that in mind uh that covers the how to send and receive faxes pretty straightforward now what we're going to do is we're going to dedicate the entire the rest of the class to electronic signatures and that's where these four bullet points come into play so the first thing is going to be preparing a signing session if you look at the transaction here that i opened for the earlier example this transaction i created was for i'm representing a buyer and i am submitting an offer to the seller and the subject property in this case is the fort lauderdale office of the soc so we're presenting an offer for it at this point we have already filled out all of the paperwork everything is in there but now i have to send everything for electronic sign so to start the process you're going to open up the transaction like you did and you can simply go into signings go into the signings option this right here when you get to signings no notice that there's nothing in there that's right we haven't created any electronic signing sessions so in order to create one click on add top right corner and then give it a label give it some sort of label make sure that this label is something simple why this same label appears on the subject line of the invitation emails that the signers get so make it something um readily identifiable for them to say okay yeah that's i recognize the content of this email this is not spam i need to open this other ways to create a signing session just so you know just so you're aware of how to create signing sessions the other way that you could do it is you could do it directly from the dashboard which is the home page of transaction desk the dashboard saves you the trouble of having to open up the transaction all you do is you find your authentic sign button you click on start signing what the system is going to say is give give it a name give it a name to the signing session but if you want to pair it with the transaction that you created for that deal which i strongly recommend that you do then click on this drop-down and select the appropriate transaction that you wish to link it to and then from there after you put in the label you would be off to creating a signing session we're gonna get there in just a couple of minutes um a third way third and final way that you can create a signing session if you were to open any of the forms or documents that are part of any transaction any form any document so for instance now let's let me open up this as is notice how right above the title of as is there's some icons and the last icon happens to be a pen so when you click this pin what transaction desk is saying is do you wish to create a signing session with this form additional forms and documents can then be added while you're in the wizard so you can tell transaction desks that you wish to start assigning with this one and then later on you tell it what else it needs to be added so that's the third way that you can open a signing session uh the way that i like to do it is simply okay i focus on the transaction that i need to do the signing session for so i open it and then i go into signings and then i click the add button and i simply give it a label can't get any easier than that but i figured i showed you all three ways so that you choose the one that's easiest for you all right so the name of this signing is going to be presenting uh no offer so it's going to be offer for 17 1765 north east 26th street make sure that this is checked so that it can walk you through the wizard and click save so here's where the wizard begins you have four steps to get through before the invitations are sent the first step is going to be choosing how you wish for people to sign that's the participant order this right here you can either have people sign in line which is you define who signs first who signed second who signs third so on and so forth and the next person in that chain cannot sign until the person before them has finished signing so you know the second person can't go until the first person is done signed that's what i mean simulsign on the other hand is a type of signing in which you send the invitations to everyone at the same time and whoever signs first signs first whoever signs last signs last we won't have a fully executed document until all parties sign um to be quite honest a good amount of people prefer the sign in line simply because it gives you control of who's uh whose turn is up to bat like they say in baseball um whereas simul sign you send invites to everyone it's possible that you know someone looked at the email maybe they got tied up with other things and they weren't able to sign right away and now you have to kind of hunt them down to get them to sign so simulsign is still used um i'm not saying it's it's not used but sign in line tends to be the most popular and you can trigger some advanced options for your signing to you could say when the signing session expires if you want to send reminders you could also send reminders via email you can do them as little as every four hours if you wish so those are some advanced options for you to notice after we do that we then go to the second step which is participants the people that will be signed so notice how five people already came up you might be asking well why these did these five people come up when you create a signing session and you attach it to a transaction the system knows that more than likely the people signing are the contacts that are already in that transaction file so makes it easier because you don't have to go through an address book you don't have to go through anything you simply select the parties that you know have to be signed um in case that you don't create a signing session within a transaction this is what's going to appear so you're going to have an ad participant screen and it says do you wish to add a new person and you fill them up fill them in from scratch you can add someone from your current contacts you can add yourself or you could go into a specific transaction to pull up things from a transaction so we're going to go with the transaction it just makes it easier and we have to choose the people that are sending so in this case the buyer mr mickey mouse he definitely has to sign has to sign this off uh who else has to sign the seller has to sign the seller has to approve the offer so we're going to link the the seller as well um what about the realtor so the realtors in this scenario is me and wonder woman do they have to sign a nasa's contract no they're listed on the as-is contract but if we add them notice how transaction desk has them as reviewers just so you know anytime that you add an agent or someone that's been identified as some sort of agent when you add them into a signing session by default the system is going to place them under the reviewer role meaning they checked to make sure that they read the documents that everything was signed and if they accept it it then goes to the next person but they're not actually signing any if there's any forms that you know that you will have to sign please make sure that you set the agent as a remote site but for this scenario there are no signatures that are happening by the uh by the um by the agents so we can just leave them as reviews what about john doe so just so you know john doe is the escrow holder title agent closing agent however you want to call and john doe does all of my closings he holds my escrow whatever and i added john doe's contact into the transaction first so that the his information would populate into the assets because remember the first page of the as is requires that you put in the name and contact information of whoever is holding escrow for the deposit um but is john doe signing you know is john doe reviewing things is it up to him for it to go to the next person no so what you could do in this case is that if you wanted to give john doe just a copy it's possible that john may need a copy of the contract if possible maybe not maybe yes let's say that he does need a copy of the contract what you could do is you could set john doe as a cc and the reason for this is so that once the document is fully executed meaning fully signed by all parties anyone that's put into the cc role will get a copy of the executed document so it saves you the having to download the executed copy attaching it to a message writing a message sending it to the person except it's a very useful feature once you're done selecting the roles for each signer click add and now the system gives you this it's going to give you an order remember that under step one we decided to go with option sign in line so under step two my participants come up here but the system will only add them in a random order so this is where you get to say well who do i want signing first who do i want signing second etc etc etc i want my buyer signing first so he's currently sitting at spot number three to get him to being the first person click the number the these three uh these five lines click and hold and then drag that individual to the appropriate position within the order that you see on your screen so mickey is first no i don't want john doe getting a copy afterwards it's not even going to work simply put john doe at the end since they're a carbon copy theory so john doe is now fit it's not taking space okay so mickey signs it then goes to me i'm the mickey's agent i want to check to make sure that mickey did everything correctly once i approve i'm going to send it to the other realtor the other realtor is going to check everything he's going to check the contract does it pass muster yes all right i can now give it to my seller and that's where the seller comes into play but here's the one thing notice how scooby-doo does not have an email address i mean it makes sense wonder woman did not want to give me the email address for her client or customer so here's what you want to do whenever it's a contact that you do not have the email address for first and foremost transactionness is going to flag them if you click on that red exclamation mark it's going to say hey this person is missing required information the missing information is the email address if you recall from the transaction desk 100 class it isn't a requirement to put in an email address but in this case it is requiring me to put in an email address i mean it makes sense if i don't put in an email address i will not be able to send the electronic invitation to the other party the only problem that we have is that wonder woman does not want to give us the email address to her customer so what do we do in this scenario we want to make sure that we check private email when you check private email what you're telling transaction desk is that someone is responsible for privately entering the email address of that individual so who knows the email address wonder woman when wonder woman approves it she's going to put in the email address of her contact and transaction desk will privately send an invitation to that person you as the person creating this whole signing session will never ever get to see the email address that has been entered privately so please keep that in mind it's uh it's if it's private it's private it's private for a reason uh once you're done click save participant and just like that scooby-doo can now sign can now get an electronic uh invitation to sign we're just dependent on wonder woman approving it and wonder woman typing in the email address so whenever you're using this feature what i would suggest that you do is that you call the other party and you let them know listen i'm sending you an offer um i did it through transactionness and transaction desk is allowing me to a lot give you the ability to put in your customers email so that you can send the invite directly from transaction desk to your customer and don't worry i will never see your customers email [Music] so scooby-doo is fourth after that john doe gets the copy everyone is happy if you forgot to add someone you can always click add participants and then you're going to be able to add more people you need to remove someone hit the x pretty straightforward let's now go to step three documents so we only get four documents and this is this is the same behavior as we experience with um the participants because we're doing the signing session and we're attaching it to a transaction the system kind of has a feeling of which documents and forms are going to be included in that signing session in case that you decided not to pair it with a transaction this is what you're going to see you're going to see all of this on all of these options would you like to add it from a transaction do you want to select it from your forms that you filled out in the past do you want to upload it from any of these services you want to upload it from your computer or from by fax or by email except right so in our scenario we're going to do it from our transaction since we're creating the signing session within the transaction what am i going to be adding so we're going to be adding the offer that's where the as is comes into play um i have an addendum in there we need that signed as well so we do want the other party and my buyer to see it but notice that there's two documents in this transaction one is called a simple loan application form you may be asking what's that simple loan application form simple loan application form started as a just a pdf form that's used in internally in the office and it's just to capture information from the person that's soliciting the loan so that it can be then sent to the link right so that's something that is a document are we going to be adding the loan application to this signing session of presenting the offer no no because we're simply just wanting to know whether or not the offer is going to be accepted but does the seller need to know personal details for the borrower for this loan no so we can leave this out out from this signing session we can skip over this how about a legal advice notice you may be asking what what on earth is the legal advice note legal advice notice is just a make-believe document that i created today we're pretending that the association is the broker or my broker and my broker wants me to get all parties to sign an affidavit saying that they sought legal advice prior to signing in now the broker doesn't want to be held liable um so they he just he or she is just wanting to make sure that there's an affidavit that's being signed that people were told to seek legal advice so this is a clear example of what may be happening at your office maybe your broker created an in-house document and we're going to get those signed as well so i could include the legal advice notice in these as a matter of fact i would want for this to be the leading document and then after people sign that affidavit then they can go ahead and sign the as-is offer and they could sign the event so we're going to go with three i'm going to click add because we're using forms remember that the forms pre-fill your information they can also pre-fill where your signing blocks go all you have to do is tell the system or confirm to the system who's who so in this case the buyer mickey mouse yes the seller scooby-doo yes if the rolls are in the correct spot click save and that is it so now the system knows where to add those people's names for signing the one thing that you could do is you could also rearrange the order just like we did with the participants you could do it with the documents and remember that earlier i said that i would want the legal advice notice to be the leading document in that signing session so what i'm going to do is i'm going to go to number three click and hold and i'm going to drag it to the top of the page and now the legal advice notice is the leading document something very particular that you should note about these icons notice how the forms so these here have the signing blocks that's because earlier i said that the forms also know where to attach the signing blocks for the people that are signing the legal advice notice does not have these signing blocks first why remember that this legal advice notice was something that was created internally by the broker so it never made it as a form into transaction desk it was still uploaded digitally but the system really doesn't know where people are supposed to sign so where can you tell transaction desk where this sheet of paper needs to be signed that's where we're going to go into this part of the class called customizing signature blocks so what i'm going to do is i'm going to click on this fourth step and the fourth step allows you to design meaning add new signature blocks change their size use other options step four is also a place where you can proofread your signature event just so that you know how it's going to look to the other people so as you see we have the legal advice notice that was created by in this case the the make believe broker that we have and just remember just as a disclaimer this verbiage here does not have any legal weight don't use it for your own addendums this is just a make-believe document this is just for training purposes all right so here's the legal advice notice we now have uh all of this information here so it seems like the broker wants the buyer and the seller to sign date and print their name okay fair enough we'll get to that in just a moment uh here's the as-is contract with all of the information and because it's a form notice how the initial blocks have already been put in in their right position and that's why it's so important that when you're creating a contact when you're doing an authentic sign you give everyone the right role because if you don't system won't know where to place if we go to the end of the as is look at how there's a signing block for mickey mouse signing block for scooby-doo here's a date maybe i want scooby-doo to appear on the right side of this line so what i could do is i could go to the signing block click and hold and then move it to the appropriate location you could also resize things so let's look at the addendum here's the addendum here's mickey mouse so i'm going to drag scooby-doo over here maybe i want to make the scooby-doo signature a little bit more prominent notice how after clicking on that box there's going to be green circles to the side so that's going to allow you to resize you can simply click and hold any of those green circles and change them according the date the date is already put in perfect so if we go back to our original we now have the legal advice notice and we're going to have to figure out how to get signatures dates and even printed names so that's where the drag and drop feature comes into play drag and drop feature allows you to take any of these and just stick them into that sheet of paper so that people can do something with them ranges from grabbing a signature to doing check boxes to putting in dates to putting in printed versions of individuals name this even allows them to type something in there for this for the purposes of this sheet of paper all we need is a signature a date and also a printed version of the name so let's start with the signature this is going to be the most common one that you're going to use signatures sign here notice how there's some in red any time that you see anything in transaction list that is red it means that it's required so yes i do want these people signing this sheet of paper i want it required so what i do is i go to the appropriate tool i click and i drag it into the appropriate location when i'm happy i release and then i could resize according what about the date so the date is available as a timestamp pretty straightforward go to this time timestamp drag it and then release it you might be asking well what date is being printed on that sheet of paper then when it's executed folks the date that will appear there is the day that that signer accessed the transaction desk application through their invite and they clicked on this field to secure their signing that's the date that will appear under this drop what about the printed version of the name because if i don't include a printed version of their name this means that i am requiring mickey mouse to print this sheet of paper print their name scan it and then send it to me one way or another which defeats the purpose of just giving everyone a concise and central invitation to sign and review it so if you wanted to add a printed version of anyone's name you're going to go to the signer name option under drag and drop you click and hold and then you drag their name into the appropriate location and just like that you were able to grab or now you're able to grab a signature on the person you're now able to grab a timestamp of when they signed and you're even able to put in their printed version of the name and now we have to do the same but for scooby-doo so i'm gonna go to the signers section i'm gonna click on this click on scooby-doo so that the changes i make from now on apply to scooby-doo and i get going with with the wrapping or the dragging sorry so click on the signing okay here's scooby-doo we drag this one we then go into date we drag this one as well and then we go to the t to the signer name and we drag the printed name pretty simple pretty straightforward so after you're done checking your signing and you notice that all of the signing blocks are in the right spot and everything is good to go what you could do at this point is hit next transaction desk is now giving you an option do you just want to send the invitations as they are or do you want to customize invitation emails and why would you want to customize an invitation email well think of it this way let's say that you want to write a private note to someone within that invitation this is where you can do it if i were to do that i can click on customize invitations and you know for instance i could say something in private to the other realtor within the invite i could say something like executed uh offer for 1765 northeast 26th street high wonder woman the attached offer or your listed property you may accept document and then the application you may also forward a signing invite to your customer by entering their email address at the end of your signing session email address is kept right for you on so as you see i wrote down a custom note kind of preparing wonder woman as to what's going to happen with the signing session no one else sees this note it's only for the people that you elected to write a custom note when they receive their invite and just to take you or get you out of trouble with professional standards and code of ethics violations etc if you don't own the email address for someone that's in the signing session simply don't write out anything to them you know you don't want to say directly to scooby-doo new realtor hi scooby if you get tired of wonder feel free to give me a call obviously not you're not going to do this this is going to get you into hot water with professional standards right away because it is a code of ethics violation i mean you're soliciting something so anytime it's a private email simply just don't say anything don't don't say anything just let the other agent tell the other person if you're done you click save if you change your mind and maybe you don't want to do any custom invite invitations then click close and then you can click send invitations and the system is now going to send these so usually the invitations take about uh i'm going to say about two minutes to arrive i do have those invitations here when they arrive of course so in the meantime what i'm going to show you is how you can keep an eye as to how your transaction session or i'm sorry your signing session is doing as far as it being completed so the first way that you can find out is by going into the signing section of your transaction file when you click on this any active signings are going to appear here any active or executed times and how do you tell it's active look at the status in progress had it been completed would have set status complete uh when you click on this on the label that you gave that signing session notice how you now have these reminders here not reminders but icons saying this person was supposed to sign this person was a private signer this person is simply reviewing authenticated and signed authenticated means the person saw the invite signed means that they signed so there's going to be some cases where you see authenticated have a checkered flag saying it's complete but maybe the signed one is still with this clock and that's because maybe the person is still reading it you never know so that this screen right here tells you or gives you a brief glimpse as to how your signing is actually going on with the other parts okay so let me open up the invitation that i have here signing invitation hello mickey mouse ivan hernandez is inviting you to participate at the signing party in an e-signature document site the person clicks on start signing and the majority of you already know how to do an e signature you simply find the signature block and you click on it so i'm not going to demonstrate the actual signing process because so many of you have already done it and i'm simply wanting to keep this class um as short as we can i don't see that we should demo the actual signing process where you know so a lot of you have already done so we're going to skip that part but the one thing i didn't want to skip is notice how i have the association's logo at the top and remember today i'm pretending the association is my broker and at the bottom we have a picture of myself so you may be asking well is there a way that we can brand ourselves as well sure let me show you where you can brand your invites so we're going to open up the left sidebar again and we're going to click on settings when we get to settings we want to click on preferences this right here and under preferences we want to go to the branding section the fourth option down when you click on branding you'll be able to add an email banner in this section you can also put in a personal photo in this section notice how company logo is not in don't put in your company's logo into the company logo section this is more of a broker feature but as far as you and your marketing you want to do it as an email banner if you wanted to highlight your company's logo what's my opinion on putting in the logo and maybe a picture of yourself um it's good it's good for letting the person that's receiving the invite know that this is a legitimate request that this is not a scammer at least they get to know where you work or where your license is hung and where and how do you look like so i would strongly suggest that all of you add some sort of email banner and a personal photo and just remember to get to here you would click settings and then you would click preferences and last but not least branding all right so i'm going to close out of the invitation we don't we're not going to be using the invitation but um you know i'm going to pretend like i went ahead and signed and it went through all the appropriate parties etc and then the other party approved our deal so congratulations everyone we have a deal and they sent us something so they sent us an email and it happens to be an executed let base paint so if i open up the lead-based paint notice how this one has been written by hand scooby-doo the seller mickey mouse the buyer sellers initials here scooby-doo initial here all by hand wonder woman initialed by him scooby signed wonder woman everything by hand so our objective now is to get this into transaction desk one way or another and have our customer initial initial here select one of these two options sign and then i'm gonna have to sign because the selling licensee has to sign the lead basebrite how are we gonna do this easiest way ladies and gentlemen is simply to download the email or the attachment to your computer click download you know you find the folder where it's at and then we'll go from there um now that it's downloaded to your computer open up your transaction file and then in the transaction file because it's in my computer i'm going to have to upload it so how do i upload something into an existing transaction i'm going to go to the document section the document section is going to be the only section that allows you to upload things from your computer into the transaction so you go to the document section and you simply click add add documents or folders and i want to add a document so you click add new document and then like transaction desk is saying here drag and drop the files or click to upload so what i'm going to do is i'm going to click to upload i'm going to find the file so here's the executed lead based paint and just like that i was able to upload a something that came in via email and now i can manipulate it in transaction desk so that my buyer is able to sign it so if i wanted to start a signing session for this remember that if i go back to signings there's already one in progress and this is the offer and this was already well in this case it wouldn't be in progress we're going to have to say that it's been executed um just remember that we got the lead based writer because they approved the deal right so what are we going to have to do as far as the lead writer to get it into signing easiest way because this is a just one page just simply open it up and then click on the pin you could also start a new signing session the other two ways that i showed you earlier but in this in this example because it's only one page i'm going to do it start the process of e-signing from this icon here within the preview so i'm going to click on the pen and transaction desk is now giving me the same four steps so first thing i'm going to do is i'm going to change the signing name because when you start the signing from the preview of the former document is going to use the name of the transaction as the label for your signing and that doesn't really give it much for other parties to recognize as to what that email is all about so i'm going to say signing name lead writer for 1765 northeast 26th street i'm going to go with sign in line because this is really just for my buyer and me and then i'm gonna go to the participants and who's signing i mean scooby-doo already signed wonder woman already signed they were the ones that sent it to me but who's signing so mickey mouse is signing remote signer what about how about me so if i select myself am i a reviewer or am i a signer remember that that led writer was requesting for a licensee signature that was representing the buyer of the home so because i do have to sign i have to set myself as a remote signer if i leave myself as a reviewer i will not be given the ability to sign as myself so i have to switch myself as a remote signer and i'm going to get an invitation whenever i send this do we have to put in the title company i mean case by case scenario in this case we're going to say no so we're not going to add john doe to get the carbon copy of that lead right so i'm going to click add and then just like we did with the participants we can move people around so i want mickey mouse going first and then after that i want it to come back to me so i can approve and also sign when we go to step three notice how the executed lead-based paint is already populating so because this was something that even though it was a form just remember even though it was a form notice how the other agents wrote all over it so when a form has been modified in any scenario it's uh in essence it's been downgraded to a document that's the reason why we don't see the icons for the signing blocks because now the system knows okay someone tampered with this form now i don't know where i'm i have to put in those signing blocks if it had been a blank form so also keep that in mind so i'm going to go to step 4 and what i'm going to do is i'm going to use the drag and drop that we learned earlier so that the buyer can initial and sign and to drag and drop so that i as the realtor can sign pretty straightforward select the signer that these drags and drops are going to apply to you're then going to go to red initial which is mandatory so mickey mouse initials there mickey mouse is going to initial here mickey mouse is going to initial here and last but not least he's going to initial here he's going to sign here he's going to record a signature here and then it's my turn so i'm going to switch mickey mouse to ivan and then i'm going to say selling licensee will sign here and they will date here notice it's a little bit too big at this time simply make it a little bit smaller so that it at least fits within the boundaries of where you want it in that sheet of paper so pretty straightforward but here's one thing that we have to do before we go any further notice how item under buyer's acknowledgement item e says check buyer has check one below either receive a 10-day opportunity to conduct a risk assessment or inspection or waive the opportunity to conduct a risk assessment or inspection this is what the buyer has to fill in the buyer has to select one of these too so which tools can you use for this what you could do is you could do this you could uh put in uh one of these check boxes so let's start with the red one remember red means required okay great so at least i know that they're not going to be skipping this question excellent so you're going to put in a check box here you're going to put in another check box here but because both of them are required what am i forcing the signer to do i'm forcing the signer to select both yes and no because both of them are required so the red one is really not going to do as much help today so i'm going to click on them to to delete anything that you've been you've been dragging into your signature simply select it and what you can do is you can click on the trash can or press the delete key on your keyboard if you happen to be on a computer okay so the the required ones didn't work so well for our scenario today what about the blue ones anything that's not red it means it's optional so this might be the one that i need but what's the downside because they're optional someone could easily skip over these usually it's by accident but they can be skipped if they're optional so you know i don't wanna i wanna play it safe so i'm not gonna go with either one so which one can we use to accommodate this request by the sheet of paper select one or the other that's where this radius button is going to come into play this circle right here because what happens is that when you click and hold and you drag the circle drag it into the first place where it needs to be signed and then when i release the click watch what happens it already put in a second one so if i want that second one to still be accompanied by this one when it comes up on the signing session click and hold and then move it to the right location and then release and what's going to happen is that the customer in this case mickey mouse is going to be shown click on this or click on this they're not going to be allowed to click on both or not click on pedal and you're starting to see how we can turn any sheet of paper into a fillable form because at this stage we're allowing the seller or the buyer not just to sign but we're also allowing them to take or make decisions as far as this deal is concerned within paper and in this case is checking one or the two when you're done you hit next you can customize the invitation emails as we discussed earlier or just send the invitations right off the bat so perfect so now we have a house there's a lead rider everything is good to go what about paying for the thing so that's where i tell mickey mouse listen i work with this lender um great offers blah blah blah and then mickey says okay perfect let me get a application so that i can apply for the look okay so the application that i have i already put it into the document section which is this one here simple loan application form it's very simple the borrower's name the address property address purpose of loan refinance etc pretty simple loan application not only do i want mickey mouse to sign it but i also want mickey mouse to fill it out and that's where electronic signings and the other tools that drag and drop has are going to come in handy so i'm going to create another signing session i'm going to go to the signing section and i'm going to click on add authenticity and i'm going to call this app application form for loan at 1765 north east 26th street so i'm going to click on save and i'm gonna start the four steps again so this right here seems to be okay good i'm gonna go into participants who's signing this application is it any of these people yeah it's just the buyer it's just the buyer that needs to get financed so the buyer is going to select themselves what about me do i have to add myself i'm not signing anything not it's not up to me to approve the loan it's up to the lender to approve it but i mean if you add yourself and you set yourself up as a cc only you're going to get a copy you are going to get a copy regardless regardless of you adding yourself here the person creating any signing session will automatically receive an executed copy at the very end so you know this one right here in this example it's completely optional um i'm just gonna leave it off and i'm gonna click add so because there's no more people i really don't have to mess around with the order but what about step three the documents so are we doing any of these here yes remember that we're doing the executed lead based paint writer so i want that here um i'm sorry no for this example we're doing the loan application i'm sorry got confused for a moment so we're doing the loan application so i'm going to click on the loan application now we have the loan application so and because it's an application that started on someone's computer it didn't start as a form and transaction desk then we see that the signing blocks are missing so what do we do we go to step four design here's the application form everything is straightforward so let's start with the signatures let's start with the easy part i know that the person that's applying for the loan will have to assign at the end so that's simple i can click on drag and drop and i'm going to bring in a signature box if anything i'm going to bring a time stamp right next to it and below the signature i'm going to have a printed version of this person's name so we got done with the signatures awesome but what about the rest so what about filling all this stuff in can you fill it out no i mean it's not your application the application is your customer's application so in order for you to give them the ability to fill anything out you're going to want to add text boxes this t because the text boxes will allow them to type the answers to any of these questions what can you do with the text boxes you can resize as you deem appropriate you can add more text boxes for other parts of the form so now we have this one here and then i go to the t again and then i have this one and then i do another t again for the property address and you may be thinking well that sounds like a lot of fun you know what if what if this were to be a really really lengthy application am i going to have to do this every single time it's possible but what if it's a form that you use for your customers in a very very frequent basis like for instance this scenario in which we work with the lender the lender gave us an application and we're going to be using that application in a good amount of cases so because it's definitely time consuming to drag and drop all of these time blocks or all of these text boxes what i can do is the first time yes you will have to go through that due diligence of designing all of the text boxes that people get to type in but after you're done what you want to do is you want to save all of that as a layout so that when you're ready to begin working on you on your next deal and you need the same form filled out by the customer you simply go to your layouts and you pull up that layout that you saved with all of these settings so let me show you what i'm talking about i'm going to delete these here we're going to pretend that we already saved it through layouts so instead of clicking save as layouts we're going to apply a layout because we are pretending that we're already saved i'm going to click apply layout the system is now going to say which document do you wish to apply that layout to i'm going to go with the simple loan application form in here i'm going to select the layout that i saved in this case is called loan application boxes and the system wants to confirm well who's the buyer mickey mouse perfect i hit apply and watch how in about five seconds or so less than that all of the settings that i put in have already been applied in their right spots so it saves a lot of time yes i know you're not going to be using this feature for every single form that your customers have to fill out but if it's a form that you're going to use frequently save it as a layout so that all you can do is install the layout send it to the the customer or the client and then they get to fill it out on their computer or even from the comfort of their home it's really a time save um also notice that there's some differences in colors when i was dragging the text boxes earlier they all came in blue well here we see three boxes that are in red red means required so how did i make them required how did i tell transaction desk do not proceed if this person does not fill anything for this field let's say the purpose of loan we're going to turn this into a required field how do i do this i'm going to click on the text box and then the system says you want to resize but notice how below it gives me two options it gives me an option to delete if i wanted to delete it or it gives me a gear if i click on the gear i now have other options what you want to do is if you want to make it required go to where it says is optional and uncheck that option so that the system knows okay it's not optional it's required and people have to fill it in before they can proceed any further after you're done you know with editing your custom form you hit next you can customize the invitation emails or send the invitations right away and just like that you have completed three signing sessions three separate signing sessions within one transaction and you can do as many signing sessions as you want so the last thing that i have for you is going to be a counter off how do we do counter offers in this application so what i'm going to do is i'm going to go i'm going to use the lead writer as our counter offer one yeah i know there's no money being discussed in a lead writer but we're going to disagree with the year that appears on the lead writer so let me pull up that lead writer again we're going to say and obviously this is a training example this can't be done in a real life scenario but we're going to say we disagree with 1978 we want this crossed out and we also want to put in the change that we feel is appropriate so let's say that we're saying it's it should be 1975 instead of 1978. and i mean in a real life scenario you're going to be crossing price out you're not going to be crossing years out so just keep that in mind but this is going to be our dummy document so that we can learn how to do counter offers so the first thing you need to do is you need to take whichever document it is that you're trying to counter offer you're going to upload it to the document section and then you're going to pull it up so we're going to pull up this executed let face paint again and we're going to start another signing session so we have three so far we're going to start another one the next one is just for the counter off so i'm going to click on the pen i'm going to modify the title and i'm going to call this counter offer of year in lead rider or 1765 northeast 26th street sign in line yes we want signing in line step two who's signing so in this case because it's a counter offer and we're pretending that this led writer has been fully executed who is supposed to sign a counter offer typically it's the buyer and the seller so we are gonna have to loop in scooby-doo we're gonna have to loop in mickey mouse right but the other thing that you have to consider is this we don't have scooby doo's email address because we don't we're gonna have to make someone responsible for providing that email address so that's where i have to add wonder woman again as a reviewer so that she can review the changes and then pass it on to scooby-doo if she is comfortable with it as far as me i could add myself if i wanted to if i wanted to review anything if i don't i don't necessarily have to add myself and just remember because i'm preparing it i'm going to get an executed copy so these are the three parties that we have just remember because scooby-doo does not have an email address we're gonna have to do the same thing of clicking on the exclamation mark changing them to private email and making sure that we say it's wonder woman who has to provide the email address for this person and then we save the participant the documents that's all we're signing we're signing the executed lead-based paint and we're going to make a correction to it so because we're making a correction we're gonna go to step four which is the design stage and just pretend that these buyers initials have already been executed just pretend um let's focus on the counter offer so we said that we're going to cross this out and we're going to write a correction on this year if you ever wanted to do crossouts and corrections highlights et cetera you're going to go to the markup section this right here markup when you go to markup whenever you make any changes using markup all of the signers will be exposed to those changes that you make case in point i'm going to click on the line and i'm going to click and hold and cross out the year so there's the crossout what about the replacement text i the preparer i'm going to write that the year that needs to appear there is going to be let me make this a little bit bigger perfect and you can move it around if you need to the year is going to be 1975. so in order for it to stick you're going to want to put in initial boxes so that's where the drag-and-drop comes in handy mickey mouse has to initial here and scooby-doo also has to initial here if you want to throw in a date go for it but that's how you're able to do counter offers using the markup feature so that you can cross things out you could have highlighted things this is a highlight option you could have kind of drawn the option free hand with your mouse if you wanted to you could have put in special shapes if you wanted to but once you make a markup all of the parties will be exposed to that individual marker so that's how your you would do a counter offer if you will and then you hit next and you send it accordingly to all of the parts so ladies and gentlemen i walked you through a couple of scenarios here as far as how electronic signings are to be used we have four electronic signings earlier i was saying that you had no limits you can create as many signings as you want quite honestly you could turn any sheet of paper into an electronic signature if you're a parent and maybe something is uh provided by school for you to physically sign maybe you want to turn it into an electronic signature what you could do is you could scan whatever your you've been given by by your son or daughter's school upload it to authensign and use the drag and drop feature so that you could turn it into an electronically signable sheet of paper anything can be turned into an electronically signable sheet of paper so this concludes the transaction desk 101 class we talked about a lot how to send and receive faxes we also talked about preparing a signing session we now know how to customize signature blocks and we also learned how to turn any sheet into a fillable form including doing counter offers so i'm ivan hernandez once again thank you so much for having joined me for this session and hopefully i will see you around for another class take care