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Stipulate esign template

cool so let's go ahead and get rolling so once again everyone my name is Taylor I'm gonna be moderating this webinar frisco is gonna be the one presenting it's gonna be covering the east sign the forms in the library and it will be made available at the end here so we're just so there I am implementation manager we got Frisco Doyle here as well some of you may have worked with him before he runs a lot of our trainings customer support all that type of stuff great guy so the agenda for today we're gonna be showing you guys a really cool slightly hidden tool that broker matt has called ghost that's gonna make mapping your own forms in the library much better and just easier to use we're also gonna show you how to copy form markups inside of the library if you don't know what that means don't worry we'll be covering it here in a little bit we're also going to show you how presetting forms for your checklist works we're gonna show you how to attach non forms to form packages so things like brochures pamphlets other PDFs like that and then we're also going to be covering the very end professional service form mapping and so just as a heads up all functions being reviewed today are available in all three plans simple start standard and enterprise so there's no being priced out of this or anything like that they're already available to you we're just showing you how it works and once again it'll be the ghosts copy and form markups presetting forms your checklist attaching non forms and then professional services all within broker mints so if you have any questions please use the Q&A option for questions we will answer your questions live and also at the end and then we will make this available we'll make this video available on our knowledgebase at the end of this meeting we feel free to also check it out for any of our other video guides like agent training you know all the way down to more smaller things like splitting documents alright and with let's go ahead and have Frisco get started here all right well thanks for everything Taylor and again hello everyone I appreciate you guys taking the time to join us here for our assigned forms and the library webinar so to get started the very first thing on our agenda of course that hidden tool for ghosts so to get everything set up we'll go ahead and jump straight into our library and we've got a little special section already set up for us now to start kind of go over a lot of the basics here in order to create an e sign template in your library you'll of course need to create a folder and upload your necessary documents once they're here you'll come up to the side and click make a template now for those of you who have done this in the past and maybe it's been a while since you are probably familiar with this request initiator and how it used to work it also used to be on by default well this is a role that used to be very important but we're slowly starting to phase out of our four mapping process so we're gonna leave it really be using it here for this test today now the first thing we need to do is put in the roles or the description of the individuals who need to be filling out or signing anything here and I see a comment letting me know my voice is fading so give me a moment I'll adjust my mic does that sound better ah so the voice going up and down that may happen throughout the webinar it's actually just part of everyone being in here a lot of people a lot of things happen so moving on though we'll go ahead and add on this first role now the very first thing to remember about the ghost as we use this is that it must be lowercase that isn't very important for this process that to keep this name lowercase now the reason why we call this ghost is because it's going to give us the ability to fill in any necessary sections before sending it to the client but like a ghost it'll stay invisible so you can't or initial the document that way we don't want you showing up on that audit trail that happens at the end of it so now that we've got our ghost up we'll go ahead and add another one in here for our buyer we'll hit next and it'll bring up that document so we can start creating this template now if you've never created an assigned template in the system before the tools that we'll use for this are gonna be pretty simple and really straightforward we can place down any signature initial text check box or sign dates they're gonna be necessary for this document now you don't need to drag and drop like you saw me do here as long as you select whichever tool you need just give a click and you can go ahead and drop down exactly what you need now whenever you drop a field down it's gonna ask us who signs or who fills that section out we'll click the drop down and we'll select the necessary individual remember signature boxes and initial boxes are not for our ghosts they're always going to be for our client now one change you may have just saw happened when I switched our role the color of our box changed as well this is just a useful tool to help us at a quick glance know exactly who's doing which field we're placing every individual role will have its own color scheme so now that I've got some information down for our buyer to fill in let's place a few for our ghost a text box there and a text box here and we'll say for now that'll be good for us so now that we've got everything in place we'll go and hit continue and we'll see that this is going to start updating as it finalizes the process for that form you just made let's go ahead and rename this so we know exactly what we're working with yes sir and Frisco an interesting question just came through if their agent does need to sign something you know obviously it's not going to go to ghost how would they do that so I was gonna cover that situation a little bit later but if your agent does need to sign something but we still want them to fill out things right then and there we'll have a few choices for us when we set this document up we can do it one of two ways instead of using ghosts we could just completely put the agent in this block instead that way when they do go to fill it in it'll send them the email they can type in all the information they need to fill out sign it and then send it to the client if you're gonna do it that way I would always always put in a signer order that way your agent can fill in the necessary information first or a second whichever the situation calls for the other option is if we're not so worried about the agent having to fill it in via email like that we can also add an agent directly here that way they start the document fill out anything they need we can then send it to the client for signature and then after the client signs it the agent can sign and or initial whatever's left over so this is the perfect way to set up a situation like that and chiquita just asks can it be signed out of order or does it have to have a signer order so it can be signed out of order as long as this box is not checked the a signed document will be sent to all parties so the buyer will receive a copy and your agent will receive a copy if your agent wants to they can just simply wait until the buyer fills out their things and then they can sign it so no sign of order is not necessarily required and just to add something onto that chiquita and most times it's not needed it's probably more rare that it's used than the not being used so that - all right so let me go ahead and back out here remove any changes I made all right so now we've got our document renamed a ghost let's go take a look to see how this form will actually work pop into our test transaction here and let's go ahead and plug it in here we'll hit use forms well hit select first form and you'll get a list of any of the document libraries to currently have access to so if you belong to say one of our states with state forms like Florida or Georgia you'll have access to these tabs as well as a company library tab for your own documents we'll hit the drop-down for the one we just made and let's do a quick refresh so we get the most accurate information and the first one we mapped out it's going to be this one here we'll hit select and next now we can see we had a roll set selected for our buyer one the system is gonna look at our transaction and if it finds a contact with the role of buyer it's going to go ahead and bring that contact directly on to our form saving us a little bit of time here we'll hit next and now we've got our actual template we just made if you remember we place two text boxes for our ghosts they'll show up in this blue color allowing us to type in whatever information we actually need any other fields will be highlighted in a different color and if we give it a click if we had more than one role we'd be able to tell exactly who it belonged to if we're ready to send this out of course we can just hit Send if we're not quite ready yet we can hit save and close hitting this will create a nice little draft copy that's saved to our transaction here doesn't matter if we come back a day a week or a month later same information will be here and will be available for us alright so let's go ahead and jump back into our library and hit up our next section so now that we know how to actually use the ghosts let's look at a different situation let's say for this particular one you've got one document for our ghosts that's using a buyer signature like we have set up now in the event we have a document that's really similar to another one we already have made which is minor changes let's say for example I need the same exact form except I need a seller to sign it instead well we don't necessarily need to create a brand new document from scratch all over again instead what we came out with this year was the ability to copy your markup or copy your form once you click this button here it'll bring up your library allowing you to select any document that you want to copy your current template on to the only real rule to this is the document the number of pages in the document must match so if you're copying a form that's three pages you must be copying it to another document also of at least three pages no more no less we'll select the document were going to copy it over to and hit submit does its thing and now we can see our document is now in a signed template now what we want to do is make this specifically for our seller so we'll come over hit edit template and we'll change our buyer one to a seller one now some of you may be noticing a common theme here buyer one seller one why do I add this one to the end of the roll well the answer is actually really simple in the event that we have multiple buyers or multiple seller contacts added to a transaction this is just simply going to tell the form to look at the very first person there that's the individual we want to sign this document will hit continue will start updating here got it and continue again so by changing that buyer one to seller one all the fields that we already had there we're now all reassigned to a seller instead we'll rename our document we go seller so we know the difference so now that we're set here let's go ahead and come on back out and let's head into our transaction give me one moment it looks like I ran into a slight issue let's take a look at that and now while Frisco's taking a look at that we had a really great question come in from a Celyn I believe and I do apologize if I mispronounce your name there but the question is essentially if they have a template that's saved and there's only one signature block placed for a buyer but there's actually two buyers then we'll automatically let them both sign or we only have the option to or we'll only one of them sign so if you guys have a document that could possibly need two buyers to sign on to it you always want to place a role for both of those buyers because what's nice about is when you go to use the actual document if there's only one buyer needed your agent before sin it out will just not put anything in for the buyer to information remove them as a signer and then only buyer one will need to sign if the situation comes up where oh now we actually need two buyers to sign this document it's already built for it and it'll work just fine for you so essentially if it's a if it ever would need two buyers a sign always build the template to have two different buyers signatures on there same for sellers same for landlords or you know tenants or anything like that we always suggest you build it for the maximum amount of possible scenarios don't worry about you know you don't want to make a different version for this is for one this is for two this is for three that kind of thing does that answer your question there I'm an Ashland and that's sorry I really am apologizing here if I'm mispronouncing your name there so thank you for the question and for the answer there Taylor I went ahead and updated our ghost seller document to also have two sellers in place so I can show you exactly what he was explaining to you thank you so we'll jump back into our transaction what did use forms again go through our same steps except this time we'll select our ghost seller form and here are those two sellers so just like before if we have two of them on the transaction will find both of them and bring them up if we don't actually need the second person to sign or click the X it will have two choices we can select a different person or just completely remove that signature and all the applicable fields from the form will just remove them completely here and we'll hit next nothing has changed our form is the exact same the only difference is we're sending it to a seller instead of a buyer so copying one form to another really is a simplest just a couple clicks there so if no one's got any questions on anything else I'll go ahead and move on here so let's talk about pre setting our forms to our checklist adding in an extra level of consistency to our process so once we've mapped out forms in our library or if we have access to any state forms in one of those libraries and we come into our checklists typically we're using requires a document to be attached in this case we're going to switch it to be created using forms and we'll select the necessary documents so we'll say we're gonna be using our ghost buyer here and let's go ahead and talk about those non form items as well any additional documents that may be in our library that don't necessarily need signatures or fields or anything filled out simple pamphlets and brochures the fastest way to identify them is anything that's turned into a form will actually say the word form any blank documents that are in our library won't say anything at all there we can go ahead and select it and set up a nice little package here we are able to rearrange those documents put them in any order we want them and we'll hit save we'll save the task itself so now on any future deals I create whenever I go to add this checklist on we've got our tasks and instead of saying upload we've replaced it with a use forms button when we give this one a click we can see we've pre decided exactly what documents we want to use so for admins this helps make sure that all of our agents are using the exact same document the exact same way every time for agents this helps you in the sense that you no longer have to go chasing down the document every time you go to use that task it's already there and we're ready for you well hit next same as before nothing has changed with the rest of our Isan process now in the event that whatever document I had here I may have gotten wet signatures I don't need to use a form because I already have a hard copy of it there is a way to go around this to upload what you do have to do that we would actually be doing it from the unsorted section so if I already have signatures on that particular document we'll go ahead and upload it here and then I would just simply assign it to that task so I'll open up the document our Tech's come up to a sign - and push it directly to that task even though it did say use forms I do have the ability to upload any hard copies that I have so any questions on anything that we've covered at all today all right so just a reminder I know I continue to see some questions and some other comments popping into chat if you do have a question please use the Q&A as the chat starts to move I do lose visibility of some of these items all right so that actually covers all of the initial topics that we had on it today so Nicole I did see your question just come into the Q&A and I believe Taylor just sent you a response into the chat as well so for everyone else that does see the question that came in is it forms a possible integration as of now we do not have a zip forms integration we are currently working on getting as many state forms as possible and we do have a DocuSign integration mike rice asks you show the forms for Georgia well our board forms be loaded or do we need to load those into the system so individual boards those MLS forms those are going to be a different process Georgia in this case is the Georgia Association of Realtors org our forms for your specific questions on exactly which board and which forms I would suggest to go ahead and reach out to your direct account representative and have that conversation with them they'll be able to give you a much more detailed explanation and process for how to get that happening but if you are just referring to the Georgia Association of realtor forms all you have to do is shoot a message to your support rep and we can have those turned on for you Mike so Sandra asks on a on a pea closed document that I need my broker to sign it won't upload until they approve all other documents so um is Sandra if you could maybe be a little bit more specific with what the exact question is there and people if you do have any other questions please feel free to utilize the Q&A button so I did see another question come into the chat can you use the same email for two different signers great question so I have heard this one before that other systems have an issue with this ours does not if you have a buyer and a seller will say it's a husband-and-wife pair and they happen to share an email address you can have two different contacts both using the exact same email and still send them an assigned document what will happen is that document will be sent that email twice once for each signer all right and then we have another so Sandra gave us a little clarification on her original question how do I get broker how do I get my broker to sign in broker Mintz and I believe the answer that would be you know sending the document to them for a signature if it's a form that's already been pre-mapped inside a broker man then it should have broker so you should just be able to pop in their email address if it's a PDF that you uploaded into broker mint that you need your broker to sign you would just click on the PDF within a transaction hit a sign and then send it off to them for signature and then Aaron Frisco is a good question for you here Aaron asks why do the tui sign screens look different it throws off some of our agents okay a great question there so give me just a moment I'm gonna set a couple things up because I want to show you a few things as I explain a difference here all right so for those that didn't quite understand what the question is referring to exactly the big thing is whenever we're filling out a sign we may see two different versions of it one will look like this our tools here are actual form while the other one looks like this now this here what you're seeing is hello signs version of a sign creator they're a template creator this here is broker mitts version of setting this up as we're rolling out our as we started rolling out our assigned 2.0 we're slowly taking over more and more aspects of the process from hellosign the more control we have the more things we can do to better suit you as our community in our client base eventually our goal is to completely eliminate this screen here the way you see it we're going to slowly move away from hello signs version and have our own proprietary set up here so that twice you see two different versions you'll see this one here if you upload a document say to your unsorted section and you click assign this way goes directly through hello sign setup but whenever you set up a form or use one of our forms because we are a hundred percent in charge of this mapping process we have our own display so I hope that really does thoroughly answer your question there Aaron all right and then we we have another question here from we have Sharon Fox asin's a question thank you for the questions by the way can we send a personalized message to the signer when sending the document out for signature so this question actually also has two answers if we're using one of the state or one of the library map documents whenever we go to send this out it'll ask us send for signature give us a subject line give us a message so we can set one up to personalize it giving out any type of instructions or what have you if we've uploaded a document directly to the transaction and we're doing a sign here using hello signs version whenever we send it is not going to allow us to do that so that's one of those restrictions I was talking about with the way hello sign has her set up which is why we're slowly starting to face it out and give you guys more power and control over what you're doing and then mike rice has an interesting question when sending a document to two people using one email address how does the system let this to sellers determine which person signs where so that's gonna be based on the roles that you had set up so let me use another document as an example here use forms let's pull this would be simple enough so the roles that you're gonna see say show up aren't necessarily what you're looking for Oh actually apologies I know the exact document to bring in or Excel or duck so we have two sellers set up seller 1 and seller 2 how does the system know exactly who needs to fill in which one easy enough when you created that transit sorry when you created that document when you set those initial roles up you said that this box needs to be filled in by this person and this fox need to be filled in by that person seller 1 seller 2 if we look at the form again as you create it seller 1 signature seller 2 signature the fact that they share an email address isn't as important to the Isan process that's just how we deliver it to them we determine it here that role for seller 1 I want touched by this person that role for seller - I want touched by this person instead so when they get the document the system says ok seller 1 is to be filled out by test seller a the seller 2 section that needs to be filled in by the person labeled filler contact so when even though they share an email address they'll get two emails one will say hi test seller fill in your sections hi filler contact fill in your sections I hope that answers your question yes so essentially it's the email that they receive Mike because you know they'll get two emails - one email address says you know hi you know hi Joe hi Sally here's your document please sign it and then because you've correctly assigned the roles they'll know exactly where to sign it'll actually only let them sign in one spot anonymous attendee and actually I believe another person inside of chat maybe Janis was asking is there a DocuSign integration can I merge with DocuSign that type of question so I can give you the basic premise behind the DocuSign integration real simple if you go into your documents unsorted when you click add document you can select pool from DocuSign and then just simply login once you log in a DocuSign whenever you go to actually use that document you're gonna see something that looks very similar to the way we do forms in the sense that you'll have different folders that you can expand down and pull that document distinction oh sorry first but an important distinction to make is our DocuSign integration does not use DocuSign for esign the way it works is you complete the document inside of DocuSign and then you can pull completed documents into broker mins now another thing I would suggest to really see a little bit more about it the bottom of your screen you can open up the need help and come into our video guide section and then simply type in DocuSign this article here has about a two minute video showing you how the document integration actually works what it looks like when you start pulling those documents in there's also a few screen grabs here so we'll log in the DocuSign give permission and then when we go to pull it into the account just like our forms we'll have our drop-down for our folders that we can expand out selecting any of the documents we want to pull in and then simply click pull alright another question we have is kind of interesting being asked by Larissa here what if an LLC is your buyer but you want them to assign what their name is that possible so yes a company or a contact that you create that has a company name in this case let's just use my own log account here Doyle rules Realty LLC is here who now needs to sign it but I still need an individual that's just fine as long as you send the document to an email address whoever received that document when they're asked to put in their name I would suggest to do it this way let's see if I can send myself a quick example as I talk through it though you have a few options to sign you can draw a signature you can have it just place a cursive signature there using whatever name is available your client is going to want to draw their signature that way they can actually draw the real name instead of the contact name that they have now another good approach to this speaking of contacts would be create the individual will say tom banks is our point of contact at this company we send everything through company LLC our point of contact though is Tom that way no matter what the company always shows up as being the entity involved but the name on the form will actually say Tom's we have another question from Ben he says initial box is crammed when there are two signers is there a cleaner way and I might I don't know about you Frisco but I might want a little bit of clarification on what exactly you mean cuz when you set up an initial box for two different signers there should be two different initial boxes you don't want them initially and inside of one box or and I might just be misunderstanding the question Ben but if you could maybe give us a little bit of clarification on that well first kind of shows what it should look like so yeah we've got our initial box for our buyer one and we've got our initial box for our agents so if we have just like Taylor said if we have multiple individuals and just to clarify he is saying that he does have two separate boxes there's just not much room beyond you know you you can of course shrink them I mean Frisco can show you right here I mean they can be shrunk pretty small but if I mean if there's more room needed it might be best to maybe try stacking them or something along those lines you know the boxes can only be made so small and and then been the same full names show I'm not exactly sure what that part means been alright yeah in you're welcome Larissa yeah I mean the full names when you show when you make an initial box it's gonna show like their name on there but when they go to check it it'll tell them it's an initial box placing your initials and they can just do their you know two or three letters whatever it is these through their initials and sorry for anyone who doesn't have context for that Ben was saying the full name shows up when using the initial boxes so I'm gonna run that test real quick so I actually just sent myself an e signed document so we can bring that up all right and just have any other questions here yes sir all right cool so if you do have any questions please feel free to keep typing them in and we'll answer them we're gonna start to wrap up here by talking about professional services a bit and then we'll go ahead and you'll wrap it up all right so that professional service forum mapping now the entire premise behind everything we've done so far today is show you how to build these documents into your library now in the event that you have a lot of forms or complicated forms or you simply don't want to spend the time to do it we can map the forms for you the same way that we map any of the state forms so they'll show up as an additional tab whenever you click use forms it'll just say your company name instead now we can map these out to do it just like any other document pull in the necessary contacts autofill information directly from the transaction or from the contact card itself we can set it up to where there's any permanent information that never changes as a part of the form so if you charge a specific fee or if there's any check boxes that are always checked we can have that happen as well the process is really simple the only thing you really need to do is reach out to your account rep and let them know you have a couple forms that you'd like for us to work on them now as being a professional service this one is a billable task force and our price is $25 per form to map it out we'll map the form out we'll give it to you and once you receive it go ahead and play with it test it out make sure it does exactly what you need it to do and it's set up the way you need it to be set up within that first month after getting it if you do need any changes to it just let us know we'll make any changes at all I need to go through and then we'll give it right back to you and go through the process again hey how does it look is it good great awesome it's yours to keep now one thing I want to harp on just so there's no future confusion for anyone that does want to follow that route those documents will not show up in your company library here they will only show up when you come into a transaction and click use forms they'll show up as an additional one of these tabs so if my company library of the documents that I map a tab called Doyle rules Realty will be the forms that are proprietary for me that broke them in is mapped for me all right and we're gonna go ahead and leave this open for a few more minutes in case anyone has any other questions Oh actually chiquitos asked one but so if you do have any please feel free to type them in and then we're gonna begin to wrap up here so let's see a Chiquita she's asking so on the map out forms that you're speaking of is that also Oh can so can can you play special tips and special verbage to always be on each form it wasn't clear if we covered that so I believe what she is asking here is is there a way for us to put like instructions for how to fill the form out inside of our mapping frisk oh yes yes any information or any verbage or words that you need to be on the form by default and stay there and never leave we can make that happen now there's one thing I didn't talk about in the library concerning the exact same question here so if I have that same information that I need on a form I'm mapping myself when I come in here and I drop a text field I can change it to me now which allows me to fill in anything I wanted to say which now becomes essentially a permanent part of the document so if I add test comment and create this document and save it mm-hmm once the system updates with this esign information let's give our screen a little refresh here and we should be able to see it if I ever come back into that document and use it it will show up like it's was a part of the document itself so whatever verbage I have stated will stay in place ah and so I misread Chiquita's message she was using snips as a shortened of stipulations I misread his maybe tips so apologies for that Takeda so she's asking if she can basically put in stipulation sections like a drop-down and all of that which is what we can do when we do our own so if we do the mapping for you so if it's something we do is our professional services we can actually have like you know clauses or different options it's like a drop-down for you to select if there's common things that you use so we can do that we do not currently have a way of that being customer-facing but any mapping that we do we are able to do those type of things and then there's always the option of what risco just showed which is the mean now which make a permanent part of the documents and then John has a really great question here is there a way to send multiple documents in one email for signature or does it have to send an individual email for each document is a great question and you can send as many as you need so if I come in here and we need to send out let's say any of the state forms or any of my library map forms when I click use forms I can come through and just like I selected multiple when I chose my non form document I can do the same thing with forms I can go through I can pull some out of my library I could come into maybe far and pull a document out of here and create a whole package as I go through this the system identifies all the roles that are necessary for each of those documents and then adds them all to the list so no matter how many I needed it'll go through and pull all the necessary documents you you all right does anyone have anything else for me so John is just kind of a best practices question asked so is it best to start with documents than working from the checklist we'll actually it's you still need the checklist to start any sort of form package so what some people will do is they'll have like you know they'll create the forms as a package inside of the checklist what's that yeah so you still have to actually start from a checklist there John it's just when you click use forms you'd want to send out you know as many as you like you got it John oh cool guys well everyone thank you so much for your joining we will make this video available in the next day or so here so uh you know keep an eye out for that if you have any other questions please feel free to reach out to us you know via our telephone or support at broker Montcalm which will go directly to your account rep and we can answer any questions that you have you can also set up any trainings or anything like that that you like for you or your agents you guys do get complimentary trainings with us please feel free to utilize that and everyone have a great rest of your week have a great you know strong July here and we'll see you all again for our next webinar