dotloop Enhancements

Dotloop made some really great enhancements last night that will help with core functionality of the system.

  1. When a client opens up a document to sign, they’ll see a more robust START SIGNING bar flashing.  The client will now be able to click to access Messages, Download/Print if they’d like to read over it prior to signing, or save and close.  I like that they can download and print on this screen in case you didn’t include the pdf attachment or if the pdf was too large to attach.start signing screenshot
  2. After the client clicks start signing and then clicks the first signature/initial field, they get the Adopt Your Signature pop-up.  Sometimes clients couldn’t figure out where to click to change how they want to sign their name (especially if changing from LLC to actual name or for POA situations).  They were often clicking the cursive signature instead of the printed name spot.  Dotloop adjusted this to make it much clearer where clients click to change their name.  They changed it to say Confirm Your Name above where they can type and changed the script (non editable) section to say Signature Preview and Initials Preview.adopt your sig screenshot
  3. Someone who is signing on a touch screen device is now able to pinch to zoom in and out of the document.  If they zoom in, when they are bounced to the next signature/initial spot, it will remain at the same zoom level.
  4. They’ve added some new keyboard shortcuts to save time when dragging and dropping onto a pdf:- To copy fields CMD+SHIFT+C or CTRL+SHIFT+C
    – To paste fields CMD+SHIFT+V or CTRL+SHIFT+V
    – To label fields CMD+SHIFT=L or CTRL+SHIFT+L
    – To save document CMD+SHIFT+S or CTRL+SHIFT+S
  5. They redesigned the toolbar that is visible when a document is opened for editing (much easier to navigate!)doc editor toolbar

    – Expanded menus will no longer be cut off and below the fold
    – The name of the document will be visible in the left corner
    – Underneath the name will be the current document permission (Can Sign, Can Fill & Sign, etc)
    – The toolbar will now have: File, Add, Autofill, More, Save, Share
    – File contains: Print, Download, Split PDF, Rotate, Save as template
    – Add contains: Add signature, add initials, add date, add name, add checkbox, add radio button, add strikethrough
    – More contains: Messages, show tasks, document history, host in person signing, hide hotkeys (hotkeys will be displayed beside the document)

 

Please let jennifer@homesale.com know if you have any questions.

Dotloop FAQ

The Basics…
Create loop, name loop, go to View Details.  On the Details page, select a Transaction Type, Loop Status, and select a Role for yourself.  Then add your clients and anyone else involved in the transaction.  The Details page is what autofills info to your forms so fill out as much as you can.  When finished, Save, Go Back to Loop and start working on Documents.  Click Add Documents, Add From-Templates, Fill Out Forms and then Print or Share for Esignatures.

How do dotloop accounts get set-up for new agents?
An office admin adds incoming agents to the dotloop office dashboard using their name and email address.  This triggers an automatic email from the system to the agent.  The agent clicks “Learn More” in the email and is then able to create a password.  Their login info is their email address and whatever password they just created.

Who sets up new agent accounts?
Lancaster Region- each office admin
Harrisburg Region- Marilyn Myers
York Region- Chris Thomas
Maryland Region – Pat Windisch
Wyomissing- Sherri Kaminski
Schuylkill Haven- Breana Martin

What happens if the agent deletes the email to create their account?
The office admin can check in the people section of the office dashboard to see if the agent has logged in yet.  If they haven’t logged in, the admin can remove them and then add them back; this will resend the email allowing them to create their account.

Where do I go to login?
There is an icon on HomesaleCenter.com or they can go directly to http://dotloop.com.

What happens if I forget my password?
They would need to go to dotloop.com – click Sign In – click Forgot Password to reset it.

What is the best browser to use?
https://support.dotloop.com/hc/en-us/articles/205790848-Browser-Maintenance
Google Chrome- Windows 10, Windows 7, Mac OS,
Microsoft Edge – Windows 8

Is there an app?
They currently have an ipad and iphone app.  They’re still working on the android app; for now use the Google Chrome browser.

What if an agent’s contact info and office info isn’t populating on their forms?
Their office information pulls from their profile.  To access their profile they hover over their photo (or the far right person icon if their photo hasn’t been uploaded) and then click My Account.  This is where they fill in Company Name, Office Phone #, and Office Address.  On the left side under Settings is where they put their name and their cell phone number.  Once they create a loop, they need to be sure they’re selecting their role as Listing Agent or Buying Agent.

How does an agent hand in their file to the office admin?
Once all signed/finalized documents are in the loop (all old versions are archived) and they’re ready to hand it in, they click Submit for Review (top right corner of their loop).

I can’t find a loop, it’s gone…
https://support.dotloop.com/hc/en-us/articles/202789913-My-loops 
Loops are not gone because they can’t be permanently deleted; they can be archived or marked as sold.  Loops are stored in an agent’s account for 5 years (that is our company purge policy).  Filters control which loops agents are seeing.  If they can’t find a loop, they need to go to Filter and adjust the Loops Statuses that they have checked.  The ones that are checked is what they’re opting to see in their account.

Where does the client’s mailing address go?
Click View Details.  Then go to Add Person and put in your client name and Role then click Add Person.  Once your client has been added, click More and fill in their mailing address.  This is also where you put the Broker name and office info if you’ve added the Co-op Agent.


Documents in my loop are gone..

https://support.dotloop.com/hc/en-us/articles/204105376-Documents-in-my-loop-are-missing-not-visible
Documents in a loop can’t be deleted; they can only be archived.  Click Show Archived to see them.  If you need to restore a document, click the drop down to the right and click Unarchive.  Then click Hide Archived to return to the normal view of your loop.

What types of files can be uploaded to dotloop?
Only pdfs.  If the file is a jpg, word doc, etc it needs to be converted to a pdf.  It can be printed and then scanned back in or a pdf converter can be used.  These are two free options: PDF 995 or Bullzip

My Client isn’t seeing the email with the docs that I shared..
Have them check their spam/junk folder.  Go into your loop, and check the Activity Log to make sure you shared the documents.  Then, scroll to the people section and double check that you typed the email address in correctly (click on the current email address to edit and fix it if needed).  Select the docs that you Shared, click Share, click the drop down to the right of your client name and click Reshare to push the email out again.

My clients can’t sign..
https://support.dotloop.com/hc/en-us/articles/204105276-My-clients-cannot-sign
Check in the people section of your loop that their Roles are accurate (Buyer or Seller). Then select the docs that you shared, click Share and make sure they have Can Sign permission.

I’m working with another agent, lender, title person, inspector, etc that doesn’t use dotloop and prefers to receive a pdf, how do I do that in dotloop?
https://support.dotloop.com/hc/en-us/articles/204105386-How-do-I-send-a-PDF-from-my-loop-to-other-people-
Select the docs, click Share, select the person that you’re sending them to, click Show Options (bottom left corner of share screen), then check next to Attach PDF to email.  Click Share to send.

What is the difference between a PDF and an Interactive Document in dotloop?
https://support.dotloop.com/hc/en-us/articles/204105366-What-is-the-difference-between-a-PDF-and-an-interactive-document-in-Dotloop-
Interactive documents have been made available to you by your brokerage and are in the office templates in dotloop; you can type on an interactive document and fill it out.  With a flat pdf, you need to drag and drop fields to make it interactive.

I have a pdf in my email, how do I add it to my loop?
Open the email with the attached pdf and click Forward.  Go into your loop, click Add Document, Add From-Email.  Go back to the email that you are forwarding and in the To: spot, paste.  Click Send to send the email.  Go back into your loop and refresh your screen.

How do I make changes or edits on a flat pdf that is in my loop?
https://support.dotloop.com/hc/en-us/articles/202789543-Upload-and-edit-your-PDFs
Once you open the pdf in your loop, you’re able to drag and drop text fields, signature boxes, initial boxes, etc to make your pdf interactive.

How do I move documents from one folder to another or one loop to another loop?
Select the documents, click Copy To, To Loop, select the loop that you want the document in, select the folder, click Copy.

How do I convert a dotloop interactive document to a flat pdf?
Select the documents, click Copy To, change to flat pdf, To Loop, Select Loop, Select Folder, click Copy.

How do I have a POA sign using dotloop?
Put the seller’s name in with the Seller Role and use the POA’s email address.  Share the document.  Once the POA clicks View Documents and clicks the first signature/initial field, they will get an Adopt Your Signature pop-up.  They will change it the client name from John Smith to Jane Smith POA and then start signing.  (this is the same process for an LLC)

I’m the agent and the client, how do I do this in dotloop?
https://support.dotloop.com/hc/en-us/articles/204105286-I-m-the-agent-and-the-client-what-is-the-best-way-to-do-this-in-Dotloop-
You’re only able to have one role in a loop.  Assign yourself as one role and then when you open the document, manually click the signature/initial spots for the other role and sign them.

I misspelled my someone’s name or email address, how do I fix this?
https://support.dotloop.com/hc/en-us/articles/204105176-I-misspelled-someone-s-name-email-How-do-I-fix-this
Go into your loop and scroll down to the people section.  Click on the current email address to edit it.  To edit their name, click the drop down to the far right and click Edit.  If they haven’t created a dotloop account, you’re able to edit and fix their name.  If they’ve already created a dotloop account then they need to login and go to My Account-Settings and change it.  If you need the name fixed on your forms, next you want to select all of those docs and click Open.  Go to Other Actions – Autofill.  Double check that the correct info is on the pop-up and then click Autofill.  On the next pop-up click Overwrite.

I have a typo in the address, need to change the price, a date, etc…
Go to View Details, change the necessary field.  Then open the documents that need updated.  Go to Other Actions – Autofill.  Double check that it is updated on the Autofill pop-up and click Autofill.  On the next pop-up click Overwrite.

New dotloop Function: Ability to overwrite document fields on multiple documents

Great news, dotloop just released a new function that you will love!

Right now, you create a loop, fill out the details page (this auto fills info to your forms), and then add documents to fill out.  If you need to make a change once you’ve filled out the documents (client name typo, address typo, price change, etc), you need to manually update that field on each form.  Pretty time consuming and not an easy process…

Dotloop just released a way to make changes and then force an overwrite on any/all forms at the same time.  With this new function, you will be able to go back to the details page, make a change, open any/all documents that need updated, click Other Actions-Auto Fill, and then click Overwrite.  This will overwrite any updated fields on all documents that you’ve opened.  Any documents that weren’t opened, will remain unchanged.

EXAMPLE:

Let’s say that you’ve filled out the details page and put 2% as the Sales Commission Rate.  You then opened your documents, filled the rest of them out, and saved them.

Now you need to change that 2% Sales Commission Rate to 1%.  Here’s how:

  1. Go to View Details.  Change the Sales Commission Rate to 1%, click Save, click Back to Loop.  (you could also skip this step and start by opening the documents that you need changes- Step#2)1 percent sales commission
  2. Check the boxes next to all documents that need updated to select them and then click Open (above the documetn folder).  Any documents unopened will remain unchanged.open docs
  3. Go to Other Actions – AutofillOther Actions Auto Fill
  4. On the Autofill pop-up you’ll see that Sales Commission Rate now says 1%, click Auto Fill because we changed it on the details page.  If you skipped that step, you can change it now.auto fill pop up for 1 percent
  5. On the Overwrite existing fields pop-up, click OverwriteOverwrite
  6. You’ll now see any/all updated fields highlighted in yellow so you know that they’ve changedupdated field

dotloop Update: Textify Has Launched

dotloop has released the function Textify.  When you create your loop and enter the price into the Details Page, it auto-fills to your forms for you.  Textify then takes the price that fills to your forms and converts it to the written dollar amount so that you no longer need to type it into the next field.  If you bypass the details page and manually type the price onto the form, it will also textify for you.

textify

This is now working on:

Maryland Forms:

Exclusive Right to Sell
Residential Contract of Sale
Residential Dwelling Lease

Pennsylvania Forms:

Standard Agreement for the Sale of Real Estate
Agreement for the Sale of Commerical Real Estate
Standard Agreement for the Sale of a Mobile/Manufactured Home
Standard Agreement for the Sale of New Construction
Standard Agreement for the Sale of Vacant Land

dotloop Tip: Keyboard Shortcuts/Hot Keys for More Efficient Document Editing

Dragging and dropping fields onto PDFs can be time consuming. In an effort to make working with documents on dotloop as simple as possible, they have created hot keys.  If you’re not sure what a hot key is, here is an example: hold down the SHIFT button on your keyboard, click ADD SIGNATURE in the toolbar, and then click numerous spots on your screen to place multiple signature fields without having to drag and drop from the toolbar each time.

Here is a list of the current hot keys:

(Mac users replace “ALT” with “Control+Option”)

SHIFT + CLICK = Select multiple fields/Unselect field if selected

SHIFT + ARROW = Move all selected fields by 1 px

CTRL + SHIFT + ARROW = Move all selected fields by 10 px in direction of arrow

ALT + ARROW = Resize field by 1 px (Left=shrink width, Up=shrink height, Right=grow width, Down=grow height)

SHIFT + ALT + ARROW = Copy field and focus new field (Copies in the direction of the arrow)

SHIFT + CLICK PAGE = the field width will grow/shrink so that the right or left side of the field is now at the site of the mouse click

SHIFT + Delete =  delete all selected fields

Fields will be replaced on the last mouse click:

ALT + C = Add checkbox

ALT + R = Add radio button

ALT + T Add text box

ALT + N = Add name field

ALT + S = Add signature field

ALT + I = Add initial field

ALT + K = Add strikethrough

ALT + Z = Add date field

dotloop Tip: Sending a form as “Can Sign” but having selected fields that can be filled in

Have you ever been leery of sending a form to your client using “Can Fill & Sign” permission (since they’re able to fill in all available fields) when you only needed them to fill out a few fields or check a few boxes?  This would be helpful when having forms such as the Consumer Notice (CNT), Buyer (Tenant) Agency Contract (PAR BAC), MD-Understanding Whom Real Estate Agents Represent, etc signed and filled out electronically.

You are able to send a form with “Can Sign” permission and allow them to fill out specified fields, here’s how:

  1. Assuming that you’ve already: created your loop, filled out the details page, added your clients, and added documents from Templates….Go into your loop and open your document(s)
  2. Click in one of the text boxes that you’d like your client to fill in or on a check box that they need to check.  In the black toolbar at the top, assign the field to your clientassigning field to client
  3. Share your document with “Can Sign” permission.  Since you’ve assigned the field to them, they will be able to fill it out, even though you’re sharing the document with “Can Sign” permission instead of “Can Sign & Fill”can sign

Here is what your client will see:

  1. They’ll get the dotloop email and click VIEW DOCUMENT
    DL EMAIL
  2. Next, they’ll click the flashing bar that says “Start Signing” and be prompted to fill in or check any fields that were assigned to them (along with any they need to sign or initial).
    assigned field
  3. Once finished, they’ll click CONFIRM SIGNING