VICFORMSONLINE USER GUIDE

Transcription

1 VICFORMSONLINE USER GUIDE Date: 27/05/2009 Author: REIV Version: 1.0

2 CONTENTS 1 INTRODUCTION Features overview GETTING STARTED Accessing VicForms Things to check before starting Pop-ups Google Toolbar Internet Explorer PDF Reader Logging in for the first time Agency information Getting help MY INFO MY CLAUSES Creating a clause Editing a clause Remove a clause CONTRACT TEMPLATES Creating a contract MY CONTRACTS Search Advanced search Most Recent Editing a contract Editing contracts that are purchased Inserting a clause Previewing the contract Downloading the contract a contract MY ACCOUNT User Guide 2

3 1 INTRODUCTION Welcome to VicFormsOnline the online service that provides a convenient way of completing and purchasing real estate contracts. 1.1 Features overview VicFormsOnline offers a wide range of services including: Ability to access all required contracts relating to real estate eg. Exclusive Sales Authority, Exclusive Auction Authority, etc. Contracts can be filled online and previewed as a PDF sample contract to clients Option to include agency specific clauses Contracts are branded with agency logo and details Purchase contracts Manage and view past previous contracts 2 GETTING STARTED Before using VicFormsOnline, there are a few requirements that need to be met before using the service and these include: Internet access Microsoft Internet Explorer (IE) version 6 or above (Windows default internet browser) Adobe Acrobat Reader 6 or above VicFormsOnline was designed to run on a Windows based PC using Internet Explorer (version 6 or above). While VicFormsOnline may work on other types of computer system, the REIV does not provide support for Apple hardware, nor for alternative Internet browsers such as Netscape, Mozilla, Opera, or Firefox. 2.1 Accessing VicForms VicFormsOnline is accessible via: You will be provided with one username and password to access VicFormsOnline from our support team. 2.2 Things to check before starting Pop-ups In order for VicFormsOnline to work in Internet Explorer, it is necessary to enable pop-ups. Follow the below instructions to enable pop-ups: 1. From Tools menu, point to Pup-up Blocker and click on Pop-up Blocker Settings. 2. Type *.reiv.com.au in the box Address of Web Site to allow and click Add. 3. Click Close. 4. Restart Internet Explorer Google Toolbar In addition to Internet Explorer s built in popup blocker, another popup blocker tool commonly found installed is Google Toolbar: User Guide 3

4 To enable popups for REIV in Google Toolbar do the following: 1. Browse to 2. You will notice the Pop-ups blocked icon: Click on the drop down arrow next to this icon and select Always allow popup-ups from vicforms.reiv.com.au. 3. The Pop-ups blocked icon will now be changed to Internet Explorer 8 In addition to the pop-up blocker configuration for all Internet Explorer browsers, with Internet Explorer 8 it is also necessary to set it to Compatibility View. This is because with the release of IE8 and the way in which it renders websites different to its predecessors, it is necessary to view VicFormsOnline s website under compatibility view. To do this follow these steps: 1. Close all existing Internet Explorer instances 2. Open a new Internet Explorer instance 3. Browse to VicFormsOnline 4. Click on the icon to the right of the address bar 5. A message will appear to indicate that the website is now viewed in compatibility view: PDF Reader All contracts in VicFormsOnline are generated as PDF and hence it is necessary to have software that is capable of reading PDF documents. Although there are a wide range of PDF reading software, it is recommended that you install and use the latest version of Adobe Acrobat Reader (which is free) to view PDF contracts in VicFormsOnline. To get Adobe Acrobat Reader browse to and follow the instructions on the screen. User Guide 4

5 2.3 Logging in for the first time Figure 2-1: Download the latest version of Adobe Acrobat Reader. When logging in for the First time you will be asked to read the End User License Agreement (EULA). To read over the terms of the agreement, scroll down the page. If you agree with the terms of the EULA, confirm and proceed by clicking Accept button. This will take you to the My Info Setup page. Note: The EULA is a legally binding agreement between your company and the REIV if you do not understand the agreement or do not agree to any of the terms, it is important that you click Decline and contact the REIV for further clarification Agency information After accepting the License Agreement you will be presented with your agency and contact details. Please ensure that the information is checked and verified as these details will be used in all contracts that you generate and provide to your clients. Please update any information that is incorrect. In addition you will be given the opportunity to change the password set by default. The password must: contain at least 1 alphabetic character (a-z) and at least 1 numeric character (0-9) and be 6-10 characters in length Once you are satisfied with the agency details and password, click Continue to proceed to using VicFormsOnline. 2.4 Getting help If you find yourself stuck and require assistance, a good place to start finding help is the Support section. There you will find links to accessing user guides and contact details for support. User Guide 5

6 3 MY INFO The My Info page lists your agency details and allows you to amend them if necessary. It is recommended to begin here if it is your first time logging into the system as the details specified here will be used in all contracts that you generate and provide to your clients. In addition, here you can upload your agency logo so that it will appear on all contracts and contracts created. In order to use your own logo, the image used must: Be of a.jpg,.bmp or.wmf format Must have dimensions of 40 x 18.5mm Must not be any larger than 100kb in size To use your logo, tick the use own logo check box. You will then be shown the criteria and also be prompted to find you picture. To locate your logo: 1. Click the button market browse. 2. A dialog box will appear, locate the logo on your computer. 3. Click open. Once you have selected the logo to use, click upload button. Once successfully uploaded, the logo will be displayed. User Guide 6

7 Furthermore, if you are using an inkjet printer select the yes option under Printer Settings and click save. This will adjust the contracts to ensure they print well on your printer. 4 MY CLAUSES My Clauses section allows you to manage agency clauses that are to be used in contracts. 4.1 Creating a clause To create a new clause: 1. Click on the Add tab 2. Enter in a title and details of the clause 3. Click save 4.2 Editing a clause To edit a clause: 1. Select the clause to edit by clicking select 2. Amend the clause as required 3. Click save User Guide 7

8 4.3 Remove a clause To remove a clause: 1. Select the clause to edit by clicking select 2. Click remove button 5 CONTRACT TEMPLATES The Contract Templates section allows you to create a contract based upon your requirements. 5.1 Creating a contract To create a contract, simply: 1. Select one of the contracts available from the left panel of available templates. Note The contracts are separated into categories, click on each available category to view additional contracts. User Guide 8

9 2. Once a contract has been selected, enter in a contract name and click Create. Note Clicking Create does not mean you are purchasing the contract. You will not be charged the fee at this point. 3. You will be redirected to My Contracts Edit Contract section to enter in contract details. User Guide 9

10 4. Fill in all contract details and mandatory fields marked with an asterisk and click save on the right. 5. At this point, the contract has been successfully completed. Once a contract s details have been filled in and the contract is saved, it is stored onto the system and can be searched, modified or purchased whenever. 6 MY CONTRACTS The My Contracts area allows you to manage, view, modify or search for contracts that are in progress or have been completed. 6.1 Search The search option allows you to search for specific contracts. Simply enter in the contract name in the Keyword text box and click search. Once a search has been completed, the results will be displayed. With the results, you can view or modify a contract by clicking its select button. It is also possible to delete a contract by ticking the contract s checkbox and then clicking on the delete selected button. Note It is not necessary to delete a contract once you are completed with it, you can leave it in the system for reference at a later date Advanced search In addition to the basic search is an advanced search with additional search criteria to provide more refined search results. To perform an advanced options search, tick the Use advanced options checkbox, fill in the additional search criteria and click Search. User Guide 10

11 6.2 Most Recent Figure 6-1: An example of an advanced options search. The Most Recent tab displays contracts that have been completed, modified or created today. 6.3 Editing a contract Once a contract has been created, it can be edited and purchased at anytime. In addition there are a number of features available that can be used to interact with the contract including: Previewing the contract Downloading the contract as a PDF the contract to clients Deleting, saving and copying a contract Insert agency clauses Purchase a contract To modify a contract: 1. Locate the contract 2. Select it for editing by clicking select User Guide 11

12 3. Amend the required fields and click save. Note With contracts that have been purchased (status being completed), it is only possible to amend fields that are not marked with an asterisk Editing contracts that are purchased In order to amend contracts that have already been completed, follow these steps: 1. Locate the contract 2. Select it for editing by clicking select 3. Click copy button 4. Provide a name for the contract copy and click submit A new contract will be created with the same information from the original copy and all fields will be editable Inserting a clause Some agencies have additional clauses that are required to be inserted into their contracts. To do this, it is necessary to first have the clauses added to the system in My Clauses section (see section 4 MY CLAUSES). Once the clauses have been added, follow these steps to add them to a contract: 1. Locate the contract 2. Select it for editing by clicking select 3. In the contract, go to the field you want to insert the clause and select it 4. Click clause button on the menu to the right User Guide 12

13 5. Search or select the clause you want to insert and click insert 6. The clause will now be inserted into the selected field Previewing the contract To view a sample of a contract in progress prior to purchasing or view the contract after it has been purchased, follow these steps: 1. Locate the contract 2. Select it for editing by clicking select 3. Click view button on the menu to the right User Guide 13

14 4. Select the desired settings and click view 5. The contract will be generated as a PDF. Note The Sample Only water mark will not appear in the purchased version Downloading the contract To download a contract simply: 1. Locate the contract 2. Select it for editing by clicking select User Guide 14

15 3. Click download button on the menu to the right 4. Select the desired settings and click download 5. A security warning will appear, click on the security warning and select Download File 6. A dialog window will appear, click save. 7. Select a location on your computer to save the PDF and click Save. User Guide 15

16 a contract Once a contract has been filled in with the appropriate details and saved, it can be ed to clients as a sample for review (the contract will be ed as a PDF attachment). To do this, follow these steps: 1. Locate the contract 2. Select it for editing by clicking select 3. Click on button on the menu to the right 4. Fill in the required details and click submit 7 MY ACCOUNT This section allows you to view you re account details which summarizes: Contracts that have been purchased within a month The costs of each contract Total costs of all contracts purchased User Guide 16