shorewest.net Document Management

Transcription

1 shorewest.net Document Management Creating, ing and Printing Documents Document Management 9/20

2 Adobe Acrobat Reader To use Document Management in Shorewest.net, Adobe Acrobat Reader must be available on your computer. This will allow you to view PDF (Portable Document Format) files that Shorewest.net will create. PDF files are created on one computer and viewed with the Acrobat Reader on other computers and on other platforms, regardless of the type of computer or software used to create the file. Most computers will have Adobe Reader already loaded as a program. If you are using a Mac, please make sure Adobe Reader is set as your default PDF reader. Document Management will not work with the mac reader. If Adobe Reader is not on your computer, you can download a free copy of Acrobat Reader. Go to the Website Select the Adobe Reader button at the bottom of the page and follow the prompts to download. Once downloaded, double-click the file or the icon to install the program. When it is installed, Adobe Reader will place an icon on your desktop and allow you to read PDF files. Document Management 9/20 2

3 Document Management. From your shorewest.net homepage, click the Document Management link. YOUR PHOTO IS DISPLAYED HERE After clicking the Document Management link, the Document Management: Manage Folders screen will be displayed: (See page 4) This is where you select an existing or create a new document transaction folder. You will want to create a new folder for each transaction, the same way you would get a new paper folder for each transaction. Document Management 9/20 3

4 Creating a Transaction Folder. Enter the name of your new transaction folder. (i.e. Client name) 2. Enter the description of your new transaction folder. (i.e. Buyer, Seller, Address) 3. Click on the Create New Folder button. 4. Under Folder Inventory, you can Delete previous folders or edit an existing folder by clicking the Manage link. Using Manage allows you to open an existing folder to make changes or add additional documents when needed. You can also sort the folders by clicking on any of the underlined headings (Folder Name, Description or Created date) NEW FOLDER NAME HERE FOLDER DESCRIPTION HERE 2 3 After you click the Create New Folder button, the Overview screen is displayed. This page is just a summary and nothing is required on this page.. Click the Cover Sheet link. Document Management 9/20 4

5 Entering Cover Sheet Information After you click the Cover Sheet button, the Cover Sheet screen will be displayed. This screen is where you will enter information about the current transaction. Try to enter as much information as possible! The documents that you select later will then have many of their fields filled in using the data from this cover sheet. Note: If you do not enter data on the Cover Sheet, you can enter it manually in each document. If you already have the Buyer or Seller entered in Contacts in shorewest.net, you can click on the desired Find button. Enter the search criteria to locate your contact and select the contact you want to import into the cover sheet. Click on the Add Yourself to This Section buttons, in order to have your agent information added to the cover sheet. (See next page). After entering all of your data, click on the Update Cover Sheet button to save. (See next page) If desired, use the Find buttons to import Contacts from shorewest.net. (Cover Sheet screen continued on next page) Document Management 9/20 5

6 (Cover Sheet screen continued from previous page) If desired, use the Find buttons to import Contacts from shorewest.net or to find and import the listing information. If applicable, use these buttons to insert yourself into the appropriate sections. Document Management 9/20 6

7 . Click the Document Selection link. Document Selection YOUR NAME IS DISPLAYED HERE Using the packages is the easiest and fastest way to add documents to your folder. Checkmark the package you wish to use, this will automatically check all the documents needed for that listing/offer/buyer package. Alternatively you can scroll through the list of documents and select them manually. To find a particular document, hold down the Ctrl Key and press the letter F. This will open the Find box. Put the document or phrase you wish to find in the box and then hit next. It will show you where it is located on that page. Once you have the documents selected, click the Add Selected Documents button. When the documents have been added it will then show you the Folder Contents page. Use the listing package for your member MLS, all MLS use the same offer package. Document Management 9/20 7

8 Folder Contents The folder contents automatically sort last updated at the top of the page. You can resort by clicking on any of the underlined headings or assigning an alphabetical sort order to keep it in the same order.. If this is a newly added document, click the Add Cover Sheet Data link to copy the entered information from the Cover Sheet to the document. If you need to load all documents with the Cover Sheet data, click the Add Cover Sheet Data To All Documents. Note: If you Add the Cover Sheet Data to a single or all documents a second time, ALL previous Cover Sheet info and manually loaded data in those fields will be erased. 2. Click the Edit link to open the document in edit mode. A new window will open displaying the document and will allow you to type on it. 3. If you need to delete an existing document from the transaction folder, click the Delete link to delete the selected document. You will be asked, Are you sure you want to remove this document from this folder? Click the OK button to delete the document or the Cancel button to cancel the request. 2 3 Document Management 9/20 8

9 Add or Change Document Information When you open the document it uses Adobe Reader and you will frequently see a message at the top of the screen that says this document cannot be saved. You can save the document as long as you use the Save function shown on the next page. If you entered information on the Cover Sheet screen, all the corresponding data fields will be filled for you. In order to add other information, either click on the field or use your tab key to move from field to field, and type the information accordingly. Click the line or field where you want to enter or strike out information. Use the hyphen (-) to strike through text. Enter all decimal points, slashes or other special characters as needed. Use the tab key to move from field to field. Use the F7 key to Spell Check your document. Printing Documents. Click the Print Button. 2. In the print dialog box, select the printer, how many copies, etc. 3. Click the OK button. 2 Document Management 9/20 9 3

10 Saving Documents. Use the Click Here to Save Changes Button found at the top of all documents. It may be at the bottom of the page on some documents also. After you click the Save button, you will be asked Would you like to save your document? Click Yes to save the document or No to cancel. Wait for the page that says your document has been saved successfully. After saving, you will be asked to close the window. Click the Close link to close the window and return to the Folder Contents screen. (Note: This is only a portion of the document displayed) Document Management 9/20 0

11 Documents After clicking on the Documents link, the Documents screen will be displayed. It will not appear in your Shorewest as a sent item, so you may want to BCC: yourself, if you d like a copy of the .. To: Enter the address of your recipient. or Click the Address Book button and select from your Contacts. From: Your address will be automatically entered here. Enter the address(es) of your CC: or BCC: recipient(s), if needed. Enter the Subject: of the Attachment Format dropdown: Select one of the formats. Send in Single PDF (Packaged) OR Send as Separate Attachments. It is recommended to leave this box as Packaged. This option means the customer will receive only one attachment to open and will need to print only one time no matter how many documents you in the package. Message: Click in this box to enter your message. 3. Select the Send? box(es) for each document(s) you want to Click the Send button to send your documents Document Management 9/20

12 (Optional) Instead of printing each document as you work on them, you can print them all at once.. Click Print Package 2. Select the documents you want to print and click Create Package. 3. A link will display at the top called View Package. Click it. YOUR NAME IS DISPLAYED HERE 3 2 Manage Documents and Folders Add or Change Documents to an Existing Folder Find the Folder Inventory list at the bottom of the Manage Folders screen.. Click the Manage link to the left of the Folder name you want to add the new document to. The Overview screen is displayed. Go to Page 7-0 to add the new document to the transaction folder. Delete an Existing Document from a Folder Find the Folder Inventory list at the bottom of the Manage Folders screen.. Click the Manage link to the left of the Folder name that contains the document you want to delete. The Overview screen is displayed. Go to Page 8. Follow Step 3 to delete an existing document. YOUR NAME IS DISPLAYED HERE YOUR NAME IS DISPLAYED HERE Document Management 9/20 2