Here, the Brokerage Manager will create the default settings for all Transactions.
Go to Setup > Transactions to create your transaction settings.
Click the name of any tab to jump to detailed instructions:
GENERAL
Default Name for New Transactions
You will see that there are two different default transaction names. One is used if you create the transaction from within a contact, and the other is used if you create a transaction from the View Transactions page.
For the one used within contacts, you can automatically merge in account name information, contact name information, what side you represent on the transaction, and the transaction ID. Use the insert menu to the right side and choose the information you want to merge. The text input field is your transaction name.
These menu items will add text to the input in brackets "[ ]." When the transaction is created, these fields will automatically be replaced with the information from your account or contact.
Transaction default names for transactions created without a contact are similar to the ones with a contact, except you cannot merge in contact information.
Always be sure to click Save
TRANSACTION SETTINGS
Require Wet Ink Signing for In-Person Signatures: This setting will require that the signer use their cursor to sign (or their finger if signing on their phone). Typing their signature or initials will not be available. If this is NOT selected, there will be the option to require this within the transaction signature request process.
Require Signers to Share Their Location for Signature Requests: Selecting this will require that all signers share their location to sign their documents.
Auto-Populate Checklist: Selecting this will automatically add the Compliance Checklist to the transaction.
Only Managers, Accountants, and Transaction Coordinators Can Create the Transaction Summary Document: This document is a complete summary of the transaction information and is formatted to include the Broker's signature. Select this option to allow only these roles to create the document.
Only Managers, Compliance Officers, and Transaction Processors Can Archive Checklists. This means the Agent will not be able to archive a checklist. Only these roles can do so if archiving a checklist is necessary.
Add the Brokerage's address to the Transaction Summary PDF: This is especially helpful when providing the Transaction Summary PDF to the Title Company before ensuring that Brokerage checks are sent to the correct address.
*If selecting this option, please verify that the Brokerage Address has been added to Setup > Brokerage > Address.
Disable Bonus Commissions: Selecting this will remove the Bonus Commissions tab from transactions. You should disable this option if Bonus Commissions are not commonly offered in your market.
Disable Earnest Money: Select this option if you remove the Earnest Money tab from transactions.
Hide Transaction Splits from Participating Agents: Selecting this will hide the commissions to each agent if Additional Agents have been added to the transaction, thus keeping their respective commission splits private.
Automatically Add Date and Time to Signatures and Initials: Add the date and time to all Signature and Initial blocks.
Lock Transaction Type: This will lock the transaction type created during the transaction wizard so Agents cannot change it. Managers, Accountants, and Compliance Officers can modify the Transaction Type within a transaction.
Require Locked Commissions for Certain Statuses: Commissions must be locked by a manager or accountant before a transaction's status can be changed to one that affects agent contributions for commission plans. If not locked, users will receive an error message and cannot proceed with the status change.
Once you've made your selections, click Save
STATUSES
The following statuses have been created: Active, Pending, Closed, Rented, and Dead.
- SETTINGS
You can edit the permissions of the existing statuses or disable them by clicking on them or the < on the right side.
By unchecking the "This status is enabled" box, you will no longer be able to use that status for transaction but transactions with that status will keep it.
- Users can share documents for the transaction: If this is the status, the user will have permission to share documents for this transaction.
- Users can add documents to the transaction: If this is the status, the user will have permission to add documents to the transactions.
- Users can request signatures for the transaction: If this is the status, the user will have permission to create signature requests for the transaction.
- Managers and accountants can synchronize the transaction to QuickBooks. If this is the status, the user will have permission to synchronize the transaction commission information with QuickBooks.
- The transaction will appear in Transaction Reports by default (when no statuses are specified). If this is the status, reports will automatically include it if no statuses are specified when pulling the report.
- Users can edit the transaction details: If this is the status, the user will have permission to edit the different tabs of the transaction (not including commissions tabs, as this is a separate permission).
- Managers and accountants can edit the financial details of the transaction and the transaction commission tabs if this is the status.
- The transaction will appear in the results of a basic Transaction Search. If this is the status, the basic search will include statuses with this status as part of the basic search.
- Transaction counts toward agent contributions for commission plans: If this is the status, the transaction commissions will apply toward tier commission plans. (We suggest this is only used for status that means closed)
- Only managers can change the transaction to this status: If this is the status, only managers can change to this transaction status.
- Once the transaction has this status, only managers can change its status: If this is the status, only manager can change from this status to another.
- Only transaction coordinators can change the transaction's status once it has this status.
- Only transaction processors can change the transaction to this status.
- Events for the transaction will not appear on the Dashboard calendar: If this is the status, the transaction events will no longer appear on the dashboard calendar.
- Tasks for the transaction will not appear in the Dashboard to-do list: If this is the status, the transaction tasks will no longer appear on the dashboard to-do list.
- The transaction will appear in Compliance and Lightning Queue by default.
- Transactions with this status will not appear in the daily email.
You can change the color using the color picker at the bottom.
- REORDER
You can reorder the statuses using the 4-way arrow and dragging the status to the desired location. Please note that the first status in the list will be used by default when creating transactions.
- ADD NEW STATUSES
You can also add new statuses by clicking the bottom green add a status button. Please note that once a status is saved, it can never be removed, only disabled.
Here is an example of a custom status.
You can choose the user's permissions on this status from the list described above.
Remember to click Save when you are done.
CHECKLISTS
- EDIT OR VIEW A CHECKLIST
- Click on the Checklist name or click View.
- Add or edit steps as needed.
- Click Save at the bottom when done.
- ARCHIVE A CHECKLIST: Click 'Archive' to remove a checklist from the list. Once archived, it will no longer appear as a selectable option but if it is already on a transaction it will remain there.
- ADD A CHECKLIST: Go to the bottom right of the page, and click on the “Add a Checklist” to create a new checklist.
Upon creating a New Checklist, you will be taken to a page where you can edit the following:
Owner: Choose who can use this checklist. You can choose the entire brokerage to access this checklist or a specific office.
Title: The name of the checklist.
Person Type (Buyer, Seller, Landlord, Tenant) will be represented for this list.
Transaction Type: Select a transaction type that the checklist applies to. Transaction Types are configured in Setup → User Fields → Transaction Types.
Checklists will only be applicable to transactions with both the corresponding person and transaction type.
IMPORTANT: If you’ve set up transaction types in the 'Who Do You Represent' question within the transaction wizard, you must also assign these transaction types to your checklists.
Failing to do so will result in the checklists not appearing when the wizard is used.
To create a new item for the list, simply click on the green "+Add" button.
Description examples:
- Please add a link to the Property record to the Notes section in the General tab
- Upload the fully executed Agreement and Addenda
Type:
No Review Required: This is a task for the agent to do.
Select Documents: An agent will be required to select document(s) for review before checking off the item as complete.
Request Review: An agent will be required to request a review to compliance before they can move forward in this checklist. All items must be completed or marked as not applicable prior to this review before the review can be submitted.
Require Property Information: Requires the Property tab of a transaction to be saved at least once.
Require Financial Information: Requires a specified field within the Financial tab of a transaction to be completed. If this option is selected, another dropdown will appear below to specify which financial information is required.
Require Date Information: Requires a specified field within the Calendar tab of a transaction to be completed. If this option is selected, another dropdown will appear below to specify which date is required.
Require Commission Information: Requires the Base Commission tab of a transaction to be saved at least once.
You can choose to make the item required (which means they must complete it), and/or choose to make it active (if your want it to show up in the checklist).
Please note that task types of Require Information will have the required checkbox locked on.
You can also edit the order (using the up and down arrows, or delete the ITEM (click on the red “x”).
Make sure to click on the blue "Save" button when you're done.
WIZARD QUESTIONS
Wizard Questions dynamically guide agents through the transaction creation process by tailoring forms based on their responses. This ensures that only the relevant forms are included, streamlining the entire workflow.
To use the Wizard Questions for forms, you first need to create a "Group(s)" located in the Transactions >Forms Library. Click Here for more information.
Wizard Questions use clear, step-by-step language to simplify the transaction process. Each answer provided by the agent maps directly to the appropriate forms, ensuring accuracy and efficiency.
Once the questions are configured:
Agents are automatically provided with all the necessary forms.
Manual selection of forms is eliminated, saving time and reducing errors.
EDITING WIZARD QUESTIONS
If you want to view or edit questions for the entire brokerage, simply click on the brokerage name or click View (next to the brokerage name).
To view or edit questions for a particular office, you can either click on the office's name in the Question Set column or click "View" to the right of the office you want to edit. Those questions will be appended under the brokerage questions for the applicable office.
ADD A NEW WIZARD QUESTION
Click the green “+ Add Question” button to begin.
You’ll be taken to the Edit Question screen, where you can create your question by typing it into the text bar.
To automatically organize the selected forms into a folder within the transaction, check the box labeled:
“Create a folder in the transaction that contains the forms selected by this question. The folder name will be the form group name.”
This helps keep your transaction documents neatly organized based on the form group selected.
Click "+Add Answer", then type the answer to your question.
In order to save the question, click "Confirm Changes" and "Save".
To edit existing questions, click on the white "Edit" button to the right of the question (which will also allow you to edit answers).
To delete a question, simply click on the red "Delete" button to the right of a question.
To change the order in which the questions will appear, you can use the up and down arrows (to the right of the question).
If you want to undo the changes you made to an existing question (before you hit the blue "Save" button), you can select the gray "Discard Changes" button.
If an option is checked, agents will be able to enter the checked information (property, date, and financial) for a transaction from within the wizard.
Make sure to click “Save” at the bottom when you’re finished.
DEFAULT VENDORS
Here you can choose the number, and which vendors will automatically be a part of transactions according to the type of transaction (i.e. Seller, Buyer, Landlord, Tenant).
To change the number of vendors for a particular person type, simply use the up or down arrow to the right of the person type.
Select the Vendor Type from the dropdown menu on the left.
Choose a specific vendor from the options on the right.
NOTE: The vendor selection on the right will only display vendors that have been previously added to the CRM with the Brokerage as the owner.
Make sure to click "Save".
