Templates for Everything!

There is a template for everything! With the recent update to dotloop, you can now use any document and create a “template” to overlay onto another document. For example, if you receive a disclosure that is already completed and signed by a seller and you only need the buyer’s initials and/or signature you can load that document and save the fields that you have overlaid as a “template” to use again. Another use for this would be states that do not have documents in dotloop and this allows an agent or office to create an “overlay” template to allow the agents or clients to complete and sign them. Let me show you how to do it.Form Template

There are two ways this can be done, and I’m going to tell you about creating it from your “templates”.  First sign-into dotloop and go to “Templates”.  Once there, click on your documents and the folder (or create a new folder, for example: Form Templates).  Then click “Add Document” at the top right and select your document from your computer.  For this example I’m using a property disclosure.  With your document added, click on the document to edit it.  Using your menu options at the top, drag and drop the field that you want on the document for example: Initials and Signatures.  It also helps to assign the “roles” of who should be signing there.  Once you have the document the way you want it, click “Save” at the top right.  It will take you back to your templates and now your form template is ready for use.Form Fields

In order to apply the template, go into any loop.  Add the document that is part signed by the other side, in this case a disclosure.  Open the document and click on “more” at the top and then select “Apply Template”.  You will notice that you can also create a template from any form as well, but please note that specific document will then be stored in your templates.  Select the correct template and voila! The boxes could be a little off based on if the new document was scanned straight or is the same size as the original, but even if you need to make a few adjustments, this still saves you time!More Form Options

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

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Adding People to dotloop

Adding people to your dotloop account is pretty easy and a great way to have your clients and agents entered when you are ready to do business with them.  Keep in mind that you can add a person to any loop and they will automatically be added to your “people” in your account.  This is for adding someone that you have not done a loop with yet.

First sign into your account through dotloop.com and click on the “People” icon at the top 3rd one from the right (middle one).  If you are on your agent profile (not admin), you will see a title to the left that says “contacts”.  If you are on an admin profile for an office, you will see your office name and if you have multiple locations you will also see them listed below.  Have the one you want to add someone to highlighted/selected.Add Person Agent View

Click “Add Person” in the bar at the top right.  Enter their name (First, Middle, & Last) and email address.  If you are adding someone to the office, you will also have the option to type a message and make them an admin.  Checking the admin box allows them all admin privileges for the office you selected.  Offices can “Remove” or “Add/Remove Admin Rights” on the same people section by selecting the down arrow next to the person.  Admin’s can also see who is an admin and who is not by sorting the people which will also show you the last time your agents accessed their account.Add Person to Office

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

Offer This!

One of the new updates in dotloop allows an agent to search for listings of other agents!  This is huge because most of the time you do not want the listing agent to know that you are writing an offer until you are ready to send it.  This feature allows the buying agent to write an offer on another agents property and have the system auto-fill the information from the listing loop while also connecting them!

Here are some things to know.  First, for this to work the listing agent must do these things in order in their listing loop: 1. Assign themselves as the “Listing Agent” under the role in the people section. 2. Change the loop to “Active” status.  3. In “Edit Details” enter the MLS # and/or Address and click “Save”.  (I recommend both because sometimes it is hard to search for the address exactly correct.)  Once these 3 things are done, the loop is then searchable for other agents.

For the agent making the offer, you will need to sign into dotloop and create a new loop.  Name it anything you want.  Then go into the “Edit Details” and add the MLS # or address and it will pop up a list of options.  When you find the one you want, click “Yes, link my loop to this listing”.  Enter any other information you want in the edit details and click “Save” before you go back to your loop.  When you start adding documents, it will auto-fill the information from your edit details and the listing loop so you have less to enter!Loop Search

From here, once you have sent things to your client to sign and are ready to send to the listing agent, simply “Share” the documents you want to send to the listing side.  No duplicate loops and you are all connected!!!  *** This works across brokerages and states and makes no difference if they are in your office or MLS.  You can search for any listing with any company as long as they have a loop created in dotloop! ***

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

It’s Worth a Merge

Merging loops has been a common request and now it is here! There are a few things to know before performing this action. First, this action can not be undone. Second you may have an issue with merging two loops when you have documents that are waiting to be signed. That being said, this can be very useful when you are the listing agent and a selling agent creates a new loop and shares documents to the listing side. The listing side will end out with 2 loops. This is when you want to merge loops together. Another use for this is if you are trying to clean things up and want to put all of your “test” loops or “unaccepted” offers together. From an office perspective this can be used to combine loops on the admin side when you have two agents in the same office working together so you can have all of the “office” or “admin” files in the same loop. Compliance people are usually very excited about this so they are not looking in more than one place for forms and documents needed.Merge Loop Edit Details

So here is how you do it! Go into the loop that is the “secondary” or loop that has the name that you do not want to keep. Once in the loop, click on “Edit Details” under the loop name. Scroll all the way down to the bottom left corner where you see the “Merge” button. Click on the “Merge” and it will open a window and ask you which loop you want to merge it with. The loop you choose and the click “Merge” will then be the loop name when they are combined. That’s it!Merge Loop LinkMerge Loop MenuMerge Warning

One thing to note is that the folders in each loop will remain and if there isa folder in one and not in the other, the system will add the new folder. For Example if one of your loops has a folder named “Buyer Forms” and the other loop has a folder named “Contract Documents”, then the combined loop will now have 2 folders: “Buyer Forms” and “Contract Documents”.Merged Loop

Now you have a new larger loop combined into ONE.  Hope you learned something from “It’s Worth a Merge”.  Come back for more tips and tricks later.

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

Custom Document Folders

Creating a folder for the documents we use on a regular basis is a way to save time when we are ready to use them.  This applies to the agent and the broker level.  In dotloop, you are able to use your local, state and office forms (as long as you have permission to use them) for your real estate transactions.

Once you are logged into the system (dotloop.com), click on the “templates” at the top right (it’s the one that looks like papers).  To create a new folder, click on “Add Folder” and it will ask you to give it a name and click “Create Folder”.  Once you have the new folder, documents will need to be added to it.  Click on “Add Documents” at the top right.  This gives you the option for uploading them from your computer (PDF’s) or selecting from templates, which are your live forms.  When selecting from templates, select from the office name or “Version Now”.  AGENTS: If you are setting them up from an agent level, you will see the office name (example: Keller Williams Realty Advantage) or board name (example: Greater Tulsa Association of Realtors).  ADMINS: If you are setting them up from an office or admin level, you will see “Version Now” documents, which are the live forms that your office has loaded into the system.  Admin folder will also have to be “shared” with the office so that your agents can use the newly created folder of documents.  ALL: Once you have selected the forms you want to add, click “add documents” and they will now be in your folder.Document Templates Menu

If your forms have changed and new ones are in the system for existing folders, use the same process as listed above with the exception of clicking on the existing folder and modifying the list instead of creating a new one.Select Documents Menu

Now that you have your folders creating and don’t forget you can also set the default information on each form once it is added to your personal folder so that each time you pull in the document from that folder, it will have the defaulted information on it.  To do this, click on the document, edit it and then click “save”.  This is a great way to save time!  Happy Looping!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

Email Creates a New Loop

Some features completely change the way you do something!  This new option to create a loop by sending an email is one such feature.  It is pretty simple and here is how it works.

1. Create an email to your dotloop email address.  (Your email address is typically firstname.lastname@upload.dotloop.com.  It can also be found in the templates section at the top of the page.)  Sample Email new Loop

2. In this email, attach the documents you want to load into the loop and in the subject line type this: “new loop:”.  The colon is required.  If you do not add anything after the colon it will name it “This is your new loop”.  If you do add something after the “:” then that will be the name of the loop.  For example: “new loop: 1st Emailed Loop”, then your loop will be named exactly that, see the example below.

New Loop from Email

This does not submit it to the office for you, but it does create the loop for you.  This is a great option for agents that just want to turn in documents but not use all of the options of dotloop.

The second new feature to emailing into your dotloop account is that you can now add documents to a specific loop just by sending an email.  The email address to send it to can be found inside your loop under the “add documents” and it is the 3rd option on the right.  Please note: If you change the loop name, the “email files in” address will also change.email files in

It’s time for you to try!  Go create your own 1st Emailed Loop!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.

Creating New Loops

With the new DotLoop out there are some changes in the way the system works.  This is great news because it gives you more freedom to manage your business the way YOU want to!  Let’s get started on Creating New Loops!  Log into your dotloop.com account.  You can access it through your mykw.kw.com login and then click on the myTransactions in your eEdge dashboard.  Once on your DotLoop/myTransactions home page click on the big plus button to create a loop.

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Once you have created a new loop, you have several options on where to start and I’m going to take you through the “best practice” method.

1. Start with the “Edit Details” under the loop name.  When you complete the information listed in that section it will auto populate to your contracts and forms if that information is listed in the details.  I would much rather enter something once as opposed to entering it multiple times on multiple documents.

2. Add your People next.  You will also want to assign them a “role” so that the loop knows who they are to the transaction.  This will also save you time as you add documents and forms.

3. Next add your documents.  There are several ways to do this: a. Drag the file from another place on your computer and drop it in the box, b. “Select from your computer” and find the document on your computer and select it, or c. “Select from your Templates” is the best option because it allows you to use the interactive forms loaded into DotLoop.  These “templates” are your state or office forms that have been loaded and they can be grouped in folders by your office or yourself for organization and easy access.

4. The last section is for “Tasks”.  We truly did save the best for last because this is where you can manage your file.  This section allows you to create lists of things to do, calls to make, or things not to forget.  The system will automatically add an “Urgent Tasks” when you forget or chose not to sign a form.  This reminds you to go back into a document to complete it.  Once you have created your list, you can also “Create a Template” of that list so that you don’t have to retype it each time you want to use the same list.  Next time you will just select “Load Template” and you are good to go.

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If you would prefer to watch a video, click here to go to DotLoop’s training videos.

Well, that’s it for the basics of creating a new loop.  Just remember, you can’t break it, so it’s ok to create a sample loop and try things out!  Happy Looping!

I can be reached at Carolynt@kw.com, by phone or text at 918-951-9020 or visit my website at www.SearchTulsaHouses.com.