Instanet Training The e Deal: Transaction Management

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1 Instanet Training The e Deal: Transaction Management Instanet Solutions provides everything you need to manage your real estate business online and go paperless. It allows you to create, store and manage all your listings, sales, and lease files online. You can access your most critical business information anytime, anywhere with our DocBox2Go," even from your Smartphone or ipad. Today s Goals Overview of Instanet Quick Start Groups Transaction Wizard Transaction Overview Authentisign Instanet Forms InstanetFax DocBox DocBox2Go InstanetForms2Go Access Instanet from the links tab in Matrix Once you are logged into to CVRMLS you will not need a password Works on all browsers Works on ipads and Droid Tablets

2 Always work in the Pro Version When you first Log in be sure to work in the Pro version Overview of Instanet Instanet Login Screen You can change the page that you see upon login from the Settings Tab. Know where to find help Bottom Menu Bar has several help options Live Support System Messages Online Chat Messages on new features (during business Free Training hours) Live and Recorded Webinars Online Help Searchable Library of terms Keyword Search Main menu bar Quick links to important information

3 Contacts DocBox InstanetFax InstanetForms Transactions Authentisign Fax Log Five Main Tabs Home Start a new transaction with the transaction wizard Work with existing transactions Work with forms Desktop Today s calendar Recently accessed transactions Recently accessed documents Settings Customize Instanet Branding Create Quick Start Groups Create Custom clauses Create Share Groups Calculator Help Settings Tab Become familiar with the options under the settings tab

4 Pre-flight System check Run the Pre-Flight System Check Prepares all the software needed for Instanet Allows your browser to accept popups from Instanet Problems? Call Instanet Tech Support Preferences Set login page Create signatures Personalize settings Change Font Size Create Notification Settings Information on other tools Doc Box Print Driver DocBox2Go Top Producer Settings Branding Upload your company logo and picture Brands all s sent from Instanet Brands Fax Cover Sheets

5 Custom Clauses Create a personal library of clauses Access Broker-created clauses Insert Clauses directly into forms using the form editor Create a Share group Share a transaction with another agent within the same office. Perfect for teams Perfect for Mentoring Programs Use to create a Transaction Coordinator Program Brokers have the broker tab and can access agent transactions directly

6 Quick Start Groups Quick-Start Groups are electronic groups of forms that pertain to a particular type of transaction. Agents may create custom Quick-Start Groups for use in the transaction wizard Brokers may create office Quick-Start Groups from Broker Tab Creating Quick-Start Groups From Settings Tab choose Quick-Start Groups Choose Create a New Quick-Start Group Name your Quick-Start Group Add a description Select Automatically add this Quick-Start Group to new Transaction of type Click on hyperlink to Add Transaction Type Create a personal transaction type: Bob s listing transaction o Using a system generated Transaction Type may result in duplicate forms if your Broker has already used the same Transaction Type. Save Quick-Start Group Adding Forms to Quick-Start Group Once the Quick-Start Group is saved, Choose Add Forms to Quick Start Group With the control key held down, select the forms for your Quick Start Group Once you have all your forms selected, click Add Selected Forms

7 Finalizing your Quick-Start Group Put your forms in order of importance Disclosures First Contracts Least used last When done, save the Quick-Group Group Types of Quick Start Groups Purchase Listings Property Management Leasing Always consult your Broker about which forms are required for your office on a particular type of transaction Advanced Features Transaction Templates For use when you have the same contacts, forms, and document for every transaction Combines all features of Instanet including Quick-Start Groups, Activity Plans and the Providers Feature. Great when dealing with same client such as builder or bank Launch from the Transaction Wizard Activity Plans Specific to the type of transaction Create a personalized activity plan Reminds you or another agent within your office of a particular task involved during a transaction Can launch from the Transaction Wizard or from the Transaction Overview Task Templates Task Templates are used to allow you to insert multiple tasks into a transaction with one click. These tasks can be assigned to anyone including termite inspectors, lenders, lawyers, or staff. Instanet provides default templates but users have the ability to create and modify their own templates

8 The Transaction Wizard Accessible from the Home Tab Eight Step Wizard that creates any type of transaction With MLS number, imports MLS data when creating a purchase contract Auto-populates all information into the required forms When choosing the appropriate Transaction Type it accesses the appropriate Quick-Start Group of forms. Quickest Way to create a transaction in Instanet Step One Name your Transaction Choose the Correct Transaction Type o This tells Instanet which Quick-Start Group to use Add a description If creating a contract, click import from MLS and then selection the property type and input MLS number o This will import from MLS the property data o Don t click when creating a listing o Check box to save named entered above Select Use the Transaction Wizard Select your role in the transaction (Listing Agent/Selling Agent) Click Start Transaction Only click once and then wait. Clicking multiple times will create multiple transactions

9 Step Two If a MLS number is used in Step 1 Property Information will be displayed Otherwise input property information and choose property type (residential, townhomes, condo, etc) You can fill out any appropriate fields You can also wait until you are in the form editor to fill out data such as deposits, list price, and offer price. This information will auto-populate into all forms Step Three Enter any appropriate information Any information input here will show up in the date s section of the Transaction Overview. Information can also be added in the Form editor.

10 Step Four Choose Add a New Transaction Contact Select type of contact and click continue Input client info and save Save everyone as an individual contact This will put each name on the appropriate signature line Step Five Your Quick-Start Group will appear You can delete or add additional forms You can reorder your forms Brokers can lock forms in place so that they cannot be deleted at this point

11 Step Six Upload a document into your transaction such as: Property Disclosure Lead Based Paint Any other seller signed disclosure Step Seven Share your transaction with another member of the same office or staff with an Instanet Account This can be done at any time Grant Read, Write, or Full Access Will notify by the person with whom you are sharing the transaction Step Eight (final step) Launch predetermined Activity Plan or Add Tasks from the Task Templates These are considered to be a bit of advanced features for experienced Instanet users. When done, save and exit and you will be in the Transaction Overview page.

12 Transaction overview This is where you work in Instanet! Contains links to everything: Forms Documents Contacts Tasks Calendar Authentisign Form Editor To edit a form, click the form you wish to access and that will open the form editor. Edit forms Save work often Insert Custom Clauses Tab through forms and complete To change forms, click on the form you want from the right side menu Once you save your work you can fax, or print your selected forms or click exit form editor and return to the Transaction Overview and create an electronicsignature session with Authentisign

13 Authentisign The Authentisign system automatically routes documents, then gathers signatures and distributes fully-executed documents once all parties have signed. And it's "foolproof signing," since regular signature blocks must be signed in order for it to be considered complete. Signers can't miss a signature or initial block. An electronic sign session can be created from the Transaction Overview of an actual transaction or from the menu bar by click on Authentisign Authentisign Wizard Step One A five-step Wizard guides you through Authentisign. Sign In-Line sends a signing session to the first signer and once done, to the second and so on. Simul-Sign sends documents out to everyone at the same time (best option). Do not set expiration dates since this is the expiration date of the signing session not of an offer. Authentisign Wizard Step Two Add contacts to the signing session Add someone as a: o Remote signer o In-person signer o Reviewer o CC Instanet can create an In-person signing session for use on an ipad or Tablet

14 Authentisign Step Three Select the documents you wish to add to the signing session. You can upload documents from your Quick- Start Group. You can upload documents from your computer as well as from other sources Step Four Prepare Documents Select the correct signing party Drag and drop signatures or initial blocks to the appropriate spot. There are tools to add text and draw lines. Step Five Review and send to signers Review signing details Edit participant information Add a message to the signing Go back and add more documents Or if everything looks good Finalize and Send to Singers

15 Instanet Forms If you need a single form to print out or to edit and print, the InstanetForms link on the main menu bar will give you access to all the forms in the Instanet Library including forms from: CVRMLS VAR AN INDIVIDUAL REAL ESTATE FIRM o For a fee Instanet will upload Broker documents so that they are completely editable in Instanet Anytime a firm is updated, the new form will automatically appear in Instanet InstanetFax Looking for a quick way to convert a paper file into a condensed PDF? Do you need to another agent a contract but you are at home and only have access to a fax? Instanet Fax turns any home or office fax machine into a scanner. From the main menu bar choose InstanetFax and you can quickly create a Fax Cover Sheet that when used will route your fax to a recipient s .

16 The system creates a bar-coded fax cover sheet that can send a fax to: Your Multiple s A specific transaction in Instanet Your InBox in DocBox The Intelligent Offline Instanet Fax Coversheet can be downloaded to your PC for use anytime. This program can separate one fax into four separate PDF attachments. In the Settings Tab you can choose to create a FaxBack Coversheet unique for each transaction. By doing this, any fax sent using that coversheet will go directly to the transaction folder as well as to your . TIP: Print several generic InstanetFax Coversheets with you as the recipient. Keep them by your home fax. When you need to scan something in, use the coversheet to send the document to your . This is a great way to have a high quality home scanner that converts your document to a correctly sized PDF file. When the comes to you, the file is attached as a PDF and the coversheet is gone.

17 DocBox DocBox is your Instanet Hard Drive. You can access DocBox from the main menu bar as well as other places. DocBox has an InBox for receiving faxes. DocBox has individual files for each transaction. You can also create personal folders in DocBox for storing anything you like. DocBox2Go DocBox2Go provides mobile access to your forms, files, transactions and contacts from your SmartPhone or ipad. You can fax and documents right from your mobile device. To access DoxBox2Go type in your devices browser and enter your first and last name and CVRMLS password (Also your Instanet Password). Once you login, create a short cut on your device desktop for quicker future access. InstanetForms2Go When using a PC with a Chrome browser, a MAC, a tablet, or a SmartPhone, you will be automatically directed to IF2Go. This is not an app, but a mobile friendly device just as the case with DoxBox2Go. You can now edit forms, create Authentisign sessions, and manage your Real Estate Business right from your SmartPhone or mobile device.