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.

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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.

eEdge on the GO!

What is eEdge on the Go?  Put simply it is our myKW eEdge section optimized for your mobile device.  Does not matter if you are using an iPhone or Android or any other smart phone, it will WORK!! Since I’m an iPhone user, these directions and pictures are going to be for an iPhone, and other than the app you use to surf the web, they will be the same.

eEdge on the Go, Home Screen

Start by going into your web search app, like Safari, then in the address bar, type mykw.kw.com and “go”.  This will take you to the login screen and enter your myKW login and password and type “login”.

Quick iPhone/iPad Tip: Once logged in, before you click on anything else, tap on the square with the arrow button and you will see a middle button showing “kw e” and below it says “Add to Home Screen”.  Once you tap on it, it will create an icon on your phone that all you need to do is tap on the button to get into your eEdge on the Go.

eEdge on the Go, Home Screen

 

Now that you are logged in, you will see 6 squares.  If you scroll your screen up to see the bottom, that is where you can switch market centers if you need to or click on the “myKW Full Site” if you don’t want the mobile version.

myLeads: This icon shows your number of leads in the top left corner.  When you tap on it, it will take you into another screen with New Contacts, New Messages (your eEdge messages), Search Contacts and Reminders.  Below that also lists eEdge on the Go! (back to the home screen), Add Contact or Go to Full Version.  This article is not about how to use each part of the system, so we are just going over the buttons.

myContacts to Go

myContacts: This button takes you to Search Contacts.  Enter the name, status, type, group, phone number or email and then tap the “search” at the bottom right.  To go back click on the top left corner.

Contact Messages: Straight into your eEdge messages!!  No more need to log into the system on a computer to check your eEdge mail!  Just tap on one of the messages and you will have the option for “file” or “reply”.

myActionPlans Tasks: This icon will open in a new window.  It looks like the myActionPlans in your myKW, but it is also mobile optimized.  In order to go back to eEdge on the Go, you will need to tap on the bottom right button with a number in it (number of windows open). Then scroll to the left (or right) to find the window with eEdge on the Go on it.eEdge Intranet

Market Center Intranet:  If you are in a business center, you will need to switch to your main market center for this to work.  It will show you all the features of the intranet, just in a scaled down and simple version.  The pictures will not display on posts however you can tap on the link or title and it will expand.  You can not create a post from the mobile version, but you can most certainly make a comment on an existing post.  The cool part is the calendar shows at the top under the menu and are easy to read.  This one also opens in a new window, so you will have to go back to the previous to get to the main menu.

myTransactions Tasks:  Coming Soon!  When the new myTransactions 2.0 comes out, you will be able to access your myTransactions/DotLoop Account, can’t wait!!!

There you have it, eEdge on the GO!  A new tool to use for your business so try it out today!

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

DotLoop Form Sets

A Form Set can be used to save you lots of time when listing a house or writing a contract.  Inside myTransactions, powered by DotLoop are Form Sets, which is what they call groups of documents pre-selected together.  You can create a Form Set in two ways.

Form Set Menu

The first way to create a form set is to go into the “My Account” section and on the middle right list of additional options, click on “Form Sets”.  Now you will see an “Add” button at the top right of each type of loop.  Once you click the “Add” button it will take you to the form list and attachment libraries.  Select the appropriate forms for the group of forms you want.  For example if you are putting together forms for a Residential FHA Contract, then you would want to add all of your state or board forms needed.  Not only can you select from your forms, but you can also select any attachments that you have loaded.  You will need to name your Form Set at the top.  Once you have added all of the forms and attachments to complete your Form Set, click “Save & Continue” at the bottom right. Once you have saved them it will take you back to the list of Form Sets.

Edit Form Set Defaults

Click on the same From Set again and you will see “Edit Defaults” next to the forms and attachments. You can go through each from and fill in the information that is the same on every contract or listing.  For example, you are always the selling agent on your own contract so you can fill in your information.  Don’t forget to “Save & Complete” after you are done with each form.  The attachments also allow you to add the signatures, initials, text boxes or checkboxes.  (TIP: You can also use the Layouts from your office, see the other blog post about Layouts)  Once you have made all your changes, “Save & Continue” at the bottom.

Form Set Selected

The second way to create a Form Set starts the same way you select one to use.  When creating a loop, before you select the loop type, there is a drop down below the loop type that will display the current Form Sets for that loop type.  Select one and then click the loop type to create the loop.  It will ask for the address and then take you to the form and attachment.  Select the forms that you want to add to your Form Set and check the “Save” box on the right.  Click “Save & Continue” at the bottom right and then you will have the forms selected for that loop and a Form Set created.  This is the faster way to create a Form Set that you are also going to use, but it does not allow you to edit the defaults here.  To edit the defaults, refer back to the previous paragraph on how to edit them.

Quick Save Form Set

The DotLoop Form Sets can also be added from the broker level, but as the agent you can not edit the defaults until you save them as your own Form Set.

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

myTransaction DotLoop Layouts for PDFs

One of the more recent updates in myTransactions/DotLoop are the option for “Layouts”. I’m sure you are wondering where and what is she talking about. If you have no idea what a “loop” or DotLoop is, watch this video:  This article is more for those of you that have already created a loop and are using the system, or at least a little familiar with it. Ok, so when you have a loop created, you have the option to add live documents or PDF’s. When you load a PDF into the DotLoop system it doesn’t know what the form is, just that it is a PDF.

After you have loaded the document you have the option to “edit” the form. You will see the standard options for layering on the features of: Signatures, Initials, Text or Checkboxes. The new option is the “Layout” button in the middle of the menu bar at the top of the document. The “Layouts” are added by your brokerage (in a later version the agent will be able to create Layouts). Select one that applies to your form and the fields you need will appear.Layout Options

For example, if you have a property disclosure for an offer you are about to write where a seller has already completed it and now you need to send it to the buyer. With a template created in the system for a standard disclosure for buyer’s signatures, you will click on the “layout” button and select the appropriate layout and apply. Once added you may have to adjust the boxes slightly if the scan is not exactly in the same place as the original, but it will at least put it close to where you need it. This is a great time saving idea. You might need to ask your office to create layouts for different forms. This option applies to not just 1 page forms, but with multiple pages. To help your staff, you might want to send an example form that you need a layout for.

In case you are wondering the reason they started this at the broker level is so the main layouts that multiple agents will use can be added at a broker level and subsequently reduce the number of individual duplicate layouts. It makes since to not bog down the system and when the agent level is released everyone will be able to create their own layouts.

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

myTransactions Includes an Upload Email!

myTransactions is a fabulous and one of my favorite parts of eEdge.  I would like to explain a little about myTransactions before telling you the new stuff.  The basic principle behind myTransactions is a platform based on a virtual conference table to negotiate.  I have been using this system for about a year and a half now and could not be happier.  This allows an agent to write contracts, negotiate, send and store documents all in one convenient place! If you’re reading this and don’t have any idea what I’m talking about, the rest of this article may not make much since to you.  For those of you experienced in myTransactions, let’s talk about one of the new features!

So we have all had times where we were not at a scanner and needed to load documents into our loops.  One of the new features just added to myTransactions and DotLoop is now you have your own email to send PDF’s.  The email is typically composed like this: firstname.lastname@upload.dotloop.com.  You can find your email by signing in and looking at the “Agent Home”, then “Attachment Library”, then the “Upload via Email” tab.  At the top of that screen will be your DotLoop uploading email address.

Snapshot Directions

Once you have this email address, you can send documents to yourself or give the address to your clients to send them directly to your DotLoop account!  Keep in mind that only PDF’s are uploaded, if a JPG or any other non-PDF document, the system will still send you an email with the other attachments, it just won’t upload it into your attachment library.  You are probably wondering where you find these documents once they are uploaded.  They come into your email address with a link that takes you directly into your account.  If you are logged into your myTransactions, from your “Agent Home”, click on the “Attachment Library” and then the “Uploaded via Email” and all of your documents will be listed.

Under the “Upload via Email” tab you have several options next to your documents.  Your first option is “Rename” and when you click on it the name of the document is editable.  You do not have to leave the “.pdf” extension at the end.  Your next option is “Copy to Loop”.  This one, when clicked on will bring up a window that asks what kind of loop and then check the box next to the loop to copy it into and click the “Copy” button.  The third option is “Download” and this will download it onto your computer.  Last but not least is the “Delete” button.  Once deleted, it asks you to confirm and once you confirm it, you can NOT undo this.

While you are out and a document comes into your email, remember you have this option.  Also a great idea to save this email address in your contacts so you can not only forward it quickly from your own email but also share the contact information with your clients and other REALTORS to send you documents.

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