3 Amazing Dots

Many times we work in a program or system and we want to do something that we don’t see on the main menu. In Dotloop if you are looking for more things to do or more information, it has 3 little dots next to documents, folders, people and tasks. I have many names for the “3 little dots”, I call them: click right here, you want this, find more stuff and any other combination of 3 words that makes you think to click on it to find more features.

document-3-dotsDocument 3 Amazing Dots have all kinds of things, the longest list is going to be in a loop and next to a document that has been modified because remember they can’t give you a feature for something that doesn’t exist yet. For example. If you load a PDF and have not modified it or sent it for signatures then you can’t have a “history” or “signature verification” because there is only 1 version that does not have signatures yet. Once you have done things to the document, then it will have more menu items listed in the 3 amazing dots. On the templates page next to the document, you will not have a history or signature verification because those are templates and don’t have those items yet either. The items on an edited document with signatures in a loop would be: open, rename, make a copy, history, print, download, signature verification, archive, fax. If you do not have a premium account, you may not be able to use all of these features, but you can see them all. Most of these are pretty self explanatory, but the 3 I think worth mentioning are the make a copy, history and signature verification. Make a copy will allow you to copy a document from one folder to another or from one loop to another loop or to your templates to reuse in another loop. The History is where you can find out the progression or “history” of what has happened, also known as the “versions”. If the document has been modified, saved, signed, then it will have a new version each time and the number can ben found in this pop-up window along with the ability to view or download any one of the versions that you had permission to view. The signature verification is going to take you to the page for verifying the signatures for that document. It will take you to the latest or current version, but if you want to go to an older one, just view the version you one from the history and then click the “signature verification” link at the top left of any document. Every single document that is signed in Dotloop has one of these and can be viewed by anyone by either clicking on the link or typing the link in a web browser!

folder-dotsFolder 3 Amazing Dots will list items affiliated with folder options such as: open all, share all, rename, duplicate, archive. Open all will allow you to view and/or edit all of the forms in the folder at once by scrolling through them. The other 3 are mostly common since: rename the folder, duplicate the folder or archive (hide) the folder.

 

 

 

people-dotsPeople 3 Amazing Dots are probably clicked on the least, but can be ver useful. They only have 4 options: edit, add to my team, introduce and remove. Edit can be tricky because sometimes we type the email address in wrong and want to fix it, which you can, but sometimes when you have shared the document it has an issue “re-sharing” and you end up removing the person and adding them back in to make sure it is working 100% correctly. I would try the edit first and I f you have not shared it at all, this should work just fine. Add to my team is VERY important you know what this does BEFORE you use it. This is ONLY for people that are working on the same side of the transaction and the same cupassity as you. For example some that would be on your team is an assistant that works for you or someone on a team or you have a property “co-listed” with another agent. Adding someone to your team will automatically show them all people, documents and tasks in the loop so if you add the wrong person this can be a big deal! The introduces is one of the most “unused” sections mostly because people don’t know it’s there or what to do with it. If you have a Buyer that you want to “introduce” to a lender, this is where you can do that. All it does is allows the people you are “introducing” to communicate inside the loop. Keep in mind that you may not always be a party to their conversation just like you can have a conversation with any one person independant of another person. Remove can be used to take someone out of the loop, but remember that it does not “unshare” things that you have already sent them. They will still have access to everything that has been sent to them, but you will not be able to send them anything else unless you add them back to the loop. You can also use this feature if you have entered an email address that was incorrect and it is not sharing to the new one for some reason.

task-dots3 Amazing Task Dots! First I have to say that if you are not using tasks, you are MISSING OUT!!  If you want to know more about tasks, check out my other post about tasks.  You have a different set of options between the task folder and the tasks in that folder. Next to the task folder you will see: create template, share, rename, delete and hide task list from team members. The create template is great for making a list in a loop and then deciding that you want to reuse it in another loop so you can “create template” and name it. Share sends it to someone else in the loop to view, rename and delete are self explanatory. Yes, I said delete. You can delete tasks, they will be listed in the activity log if you want to know what you did, but you can delete them. “Hide task list from team members” does exactly that, hides it from other people “on your team” in the loop. Keep in mind that the client can not see the list unless you share it (one of the original Loop Rules: #2 Everything you add to the loop is private until you share it.). The only exception to this is that when you “assign” a task to someone in the loop, they will then be able to see all of the tasks on that list with the item that was “assigned” to them so if you don’t want them to see the rest of the list, then make a new list per person. Next to the tasks you will find only two options under the 3 amazing dots which are rename and delete, both exactly what they say. The other items next to the task are to “assign” it to someone which is listed as “unassigned” until you select a person and a date that auto fills but can be changed to any date or can be tied to another task for example, if you want one task to be due after another task is completed.

That’s the basics of the “3 Amazing Dots”. It looks like a lot, but it just a matter of clicking the 3 little dots to find out what options are available so go check out the 3 Amazing Dots and explore what you can do!

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my real estate website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

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Attach My Association

You might be using Dotloop because your offices uses it or you might be an individual that chose to use it for your business and either way you may want to know how to attach an office or association to your account. Start by signing into your account and then click on your picture (or people icon if you have not added a photo) at the top right of your screen.

my-accountThen go to the “My Account” link. This will take you to your personal account information. On the left side of the screen you will see the word “Profiles”, click on that and go to profile that you want to attach to an office or add an association. If you only have one profile, that’s an easy choice. If you have more than one, then one could be connected to your office and the other could be personal or say “Default”. You can also change the names of each profile on this page.

profile-selectionOnce you have the profile selected, scroll down a bit until you see “Add Association” or “Add Brokerage” (if not connected with an office). You can attach only 1 Brokerage or company per profile, but you CAN connect more than one association to a single profile. For this example, we are going to attach an association since that is the most common.

add-associationsearch-associationsClick “Add Association” and a window will appear with the default search to be the state you are located in. You can delete the state name and type whatever name you are looking for. Keep in mind if you are used to calling an association by the acronym you should search the full name for example: GTAR should be Greater Tulsa Association of REALTORS®. You can also search for a commission or state board. Once you find the one you are looking for you may notice a green check mark next to the name. This means that they association, board or commission has provided those forms to Dotloop and they will typically be updated when new forms come out. If you do not see the check mark, that’s ok, you just may not have all the forms or they may not be updated.

nrds-verificationinvitation-code-required

The next screen you will see will be one of two things: 1. It will ask for your NRDS ID (National REALTOR® Identification Number) or your MLS ID and it will also auto fill your last name. This is to insure that you are a member in good standing with the board or association and have the rights to use those forms. If you are not licensed in that state, it will not give you access to the forms. 2. It will ask for an invitation code. This is another way for associations to control who has access to their forms. In this case, you will need to contact the association or board to get the invitation code. They will then give it to you if you are a member in good standing.

association-forms-in-templatesOnce you have entered the appropriate information, you will have the library of forms connected to the association or board that you just added. The forms can be found in your “Templates” and will be listed usually with the name of the association or board you added. You will not be able to edit the forms in that library folder, but you can copy any of the forms to your own folder in templates which will allow you to then customize the forms to suit your needs. For information about customizing forms click here.

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my real estate website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.

What Filter?

Ok, so one of the most common support questions that people have concerns “Filters”. In class, I explain it as, “Have you ever thought you lost a loop?”. What I mean by that is that, you can’t seem to find it, but you remember creating it. It is usually a matter of clearing your filters and it appears.

list-view-searchFirst I would recommend you toggle to the “list view”, circle at the top right below your photo with 3 lines in it or if you are on the list view it will have 4 boxes in the circle. Another way to know you are on the list view is that you will see a search bar at the top.

clear-filtersNow that you are on the list view and can see the search bar, type in something in one of these categories which applies to the loop you are looking for. Categories are: street number, street name, city, state, zip code, MLS #, or Loop Name. Every time you are searching in the search bar, the system is looking through these 7 categories. If your loop is still not listed, then click at the top under the main menu items on the “filter” and the top will expand and show you what things you are being filtered for currently. Click the “clear all” button on the right and then click “Filter” and it will show you every loop regardless of status or category. Poof, they should appear. If your loop is still not there then change the text to are searching for or if you are using more than one account or profile, it could be on another account or profile, in which case you will need to toggle to the other profile and repeat the search and clear the filters again.

Once you are done and ready to go back to the original search list, just select the items you want to view, for example, I check all except: sold, leased, archived or done.

I can be reached at CarolynTechPertise@gmail.com, by phone or text at 918-951-9020 or visit my real estate website at http://www.SearchTulsaHouses.com.  For technology training or consulting assistance visit http://www.iCarolyn.com.