The Documents tab will display all of forms for your transaction.

The Actions dropdown shows the following selections.

Click on a title for it's detailed instructions.







ADD FORM FROM LIBRARY


To add documents to a transaction, click the “Actions” menu at the top-right corner of the page, within the transaction, then click “+Add Form from Library”.





You can type the first few letters in the search box to only show the forms that match your search.


Or, click on the group of your desired form to see the dropdown list of forms.





Select the form(s) you want to add to your transaction. 





Scroll to the bottom and click “Save".




Your form(s) will now be added to this transaction.



RERUN WIZARD


The "Rerun Wizard" is a feature within the Actions section of a transaction. It allows you to reload the initial transaction wizard questions, facilitating updates and modifications to your transaction based on the latest developments.


Benefits of Using Rerun Wizard:

  • Efficiency: Quickly update transactions without starting from scratch.
  • Accuracy: Ensure all necessary forms and checklists are included as per the latest transaction status.
  • Flexibility: Adapt to changes in the transaction (e.g., a listing going under contract) seamlessly.


How to Use Rerun Wizard:


1) Access the Transaction:

Navigate to the specific transaction you wish to update.


2) Locate Rerun Wizard:

In the Actions section of the transaction, find and click on the "Rerun Wizard" button.


3) Answer Updated Questions:

The transaction wizard will prompt you with a series of questions. Answer these to reflect the current status of your transaction.


4) Review and Confirm:

Once you have answered the questions, review your selections for accuracy and completeness. Complete the transaction wizard to apply these updates to your transaction.


Use Case Example:

If you have a listing that just went under contract and needs a different set of forms, simply use the "Rerun Wizard" to update the transaction. This eliminates the need to create a new transaction or manually add forms.



UPLOAD PDF


To upload a document to your account, click the “Actions” menu at the top-right corner of the page, then click “Upload PDF”.




Read the disclaimer that pops up and click the box if you agree.  Then, click “Upload”.



Drop or browse for the file(s) on your device.


Click "Upload"



The system will go through the process of Processing and Saving.

Once completed, the uploaded document will be at the top of the Documents list.



MERGE PDFs


This feature allows you to merge forms that are in the Editing status.  

Click “Actions” then “Merge PDFs” at the top-right corner of the “Documents” tab.





Type in a name for your new merged document. 

Select the documents you would like to merge by checking the boxes.  
























Once you’re done, click the box that says “Archive Documents on Merge” if you would like to archive the old documents. Click “Submit” to create your new document.


























Your new merged document will now be listed at the top of the Documents tab.



CREATE SUMMARY PDF


You have the ability to generate a Transaction Summary PDF. This document will present all pertinent financial details associated with the transaction. The content of the summary varies based on the user's role:


Non-Manager Agents: The PDF will display only the commission information relevant to the individual agent who generated the document.

Office Managers: The summary will include commission details for all agents involved in the transaction, excluding any commission information pertaining to the brokerage itself.

Brokerage Managers: The document will encompass comprehensive commission details from the commissions tab, covering all participants in the transaction.


You also have the option to download the summary to your computer directly. This might be preferable if you choose not to add the summary to the transaction's document tab, especially when dealing with sensitive information. Vendors with balanced credits and deductions (resulting in a net zero) will not be featured in the Summary PDF.


To create this PDF, navigate to the transaction and go to the actions button at the top right of the page and click on Create Summary PDF.





Choose one of the following:


Add to Transaction: 

Add a summary document to the Documents tab. Any sensitive financial data contained in the document, such as agent splits, will be visible to all participating agents.

Download: Directly download a summary document for this transaction.


Then, choose either the Standard Summary PDF or the Simple Summary PDF. 


Standard Summary PDF:


This gives you the option to include the Agent's net income for the entire year and add in Transaction Financials. In addition, you can choose to generate this summary for a specific account, so only commission information for that agent will be visible without any other managerial or other agent commission information.



The Simple Summary PDF has a less detailed breakdown of the commissions. 

When selected, each agent and vendor on the transaction will appear below. 

You can select the checkmark "Disburse Funds to Brokerage" to mark them as payable to the brokerage. 

You also have the option to override a vendor detail so that it only appears on the generated simple summary PDF. 

It will not replace the vendor detail on their Vendor page, just on the summary PDF. 

A use case of this would be if you have a detail called "Wiring Instructions," you could leave it blank on the Vendor page and override it upon each transaction summary with the specific wiring instructions. The detail and the option to override will only appear if the relevant Vendor Detail user field is marked to appear on the Transaction Summary PDF.


Below is an example of a standard Transaction Summary:

It will have an initial field for the broker to sign on the bottom of every page and a signature field on the last page.



Below is an example of a Simple Summary PDF: 



SEND DOCUMENT PREVIEW


TotalBrokerage allows you to share previews of Documents in Editing Status with external parties, such as clients or vendors. 

This feature provides a viewing link that recipients can use to view and download the document preview. 


Note that this is different from the Share Documents feature, which is used for Documents in Signed Status.


STEPS TO SEND A DOCUMENT PREVIEW

1. Access the Document Preview Feature

  • Navigate to the Documents tab within a transaction.
  • Click “Actions” in the top-right corner.
  • Select “Send Document Preview.”



2. Select Documents to Share

  • Choose the documents you want to share.
  • Reorganize the document order by dragging the 4-way arrow on the right.




3. Choose Recipients

  • Select the contact or vendor to share the documents with.
  • To add more recipients, click the “Add” button and select additional contacts.


4. Send the Document Preview

  • Once all documents and recipients are selected, click “Send Email.”
  • Each recipient will receive an email with a viewing link, allowing them to view and download the document preview.