Fam Fest 2020 – Day 2
All right, so here I am when we’re going to be speaking on how to go ahead and use DocuSign for your for your document signing purposes, and we’re going to go ahead and share on screen and talk about that. Take it away, Shonna, on your mic and you can go ahead and speak your mind.
Ok, all right. So this is our Zip Forms. This is where all of our transactions are are created. So any time you have a contract or an offer or anything, you’re going to do contract related. You find it always in zip forms. So zip forms is if you ever forget your username and password, you can always go to the vault. It is saved in the vault. This is where all of your all of your username and passwords are saved, but zip forms is saved in there at a future time. We are going to have this available in one place in our CRM for you to be able to at or through our website. You’re going to be able to access, but you just need to remember zip forms plus and username and password involved vault. So when you log into zip forms, you’re going to see, you’re going to log in and you’re going to be in the dashboard. And what you’re going to want to do to create a transaction is go to transaction.
And click new, you do not want to go into templates and do this, you want to always start with transactions and create new.
So when you do that, it’s going to give you some options that you can do. New listing. You can you can have a listing, could have a buyer, you can have a lease. And depending on what it is, that’s what you’re going to choose. So it for this purpose, we’re going to do a new listing. OK. And when you do this, I need you to enter the last name and you can see last name and then address. And then right here, you’re going to select what it is you’re creating. So is it a residential? Most of the time it’s going to be you click residential, it’s going to automatically insert the template for what you’re creating. OK, so you don’t have to go in and choose which forms that you you think you may need. They’re all going to exist in this file. If for some reason there is something that is not in there, let me know. But I believe everything that you will need will be automatically created in this template.
So then you have save in your transaction should come up.
It’s a little slow, sorry, OK, so sometimes you’re going to get pop ups that’ll come up import data. We detected data that can be imported from seller’s disclosure notice. So, yes, you can go ahead and do that. If you do see that, basically what that’s doing is updating anything that’s been changed or modified to the form, but that should automatically happen in the template anyway. So I don’t know. I’ve never seen that before.
Ok, so when you are in the transaction, it’s really important to put as much information as you possibly can in there. So this is a prospect. This is an active transaction here. And we have a couple of features that are going to help you that first, what you need to do is go in here and put as much information as you can. The street address, city, state. We all know you should have that in the county. Right. Some of these other things you may not know at the time. And that’s OK. Or the legal description. So you’re going to want to put as much information, like I said, in as possible. And then it’s going to then you can go to your documents.
So when you go to the documents, you’re going to have this is a listing.
So we’re going to start with our listing listing agreement here and what you’re going to see up here at the top. There’s two different buttons that we have access to. One is MLS Connect and one is record connect. So MLS Connect. What that does is it inserts information from the MLS into if you’re doing a contract that such as legal description, it’s going to come up with their names and information that you can click on and it’ll it’ll place it in here for you. This being a listing agreement, we don’t have an MLS number yet, so that’s not going to be valid.
So we would utilize the record connect. I didn’t put any of that straight information in, but say we put in one, five, six. I’m going to use my address here and then so address is in here. Now, when you have an address, you can use record connect. So you click record connect. I’m not sure what’s going on here. And it’s not working, so it’s in there. So what record Connect is going to do is going to do the same thing as MLS Connect, but it’s going to locate the sellers, the owners of the property, legal description and some other information that you that will insert into the into the form, which is very helpful.
Sometimes we don’t know the correct spelling of names. Sometimes there’s a spouse that you may not know of. This is going to pop up with the legal rightful owners of the property. Now, sometimes someone may don’t just use that as you know exactly what it is because it’s not going to know this is actually at the time of purchase. So if you have a client that maybe bought the home single and then they were married, you know, at a later time, it may not pop up with that person’s information. So just just know that you may not get all the information. The other thing is Zipp forms is really good, but they have a couple of quirky things within it that is just a little unusual. One of them is dates. Sometimes you can put a date in and it’ll come up like this. So if you use that calendar and it comes up like this, obviously that’s not a correct format. I don’t know why that happens. We’ve asked Zipp forms many times, but if that happens, just know any time that something strange comes up, you can always hit the space bar.
So you get you delete that, hit the space bar and then you can put in whatever it is. And I suggest that you do it in a format like this where you spell out the month, the date and the year, and then you’ll do the same thing when it expires. So utilize your space bar. So this is where, like I said, all the contracts go and are created. Now, we also have access to electronic signatures and we use DocuSign and there’s a few things that a few options that we have ones digital ink. It’s a free service, but we pay for DocuSign for a reason.
DocuSign is easy to use. It integrates with a lot of different other softwares and applications, and that is the one we chose to use. So the whole office has access to you sign if you don’t have access or if you have something that you need to upload that’s not coming straight through zipp forms, then you can find DocuSign in the vault. So you would go straight to DocuSign and just bypass Zipp forms altogether. So you can do that. In this case, we’re going to take this document. So we’re going to send this to our seller to sign how you do that as you go over here to sign. Click the button, you can name your packet, whatever you want, listing agreement for whatever, five, six, three one which would OK, signing services, donkey sign if it’s going to insert the one document, whatever document you were in and zipp forms, it’s going to automatically send that over. There’s obviously other documents that you may want to include.
When you do that, you select these documents and they’re right here, OK, once you have that selected, then you’re going to go to next.
When you utilize DocuSign through Zip forms, we have it already set up and integrated. There’s nothing you have to have to do separately. It should automatically feed it into DocuSign. You select your signing parties. Sometimes you may not have had all the right information in there, and this is where you would put it in, in this kind of transition, part of going from Zip forms to DocuSign, it’s going to allow you to put who the parties are.
Ok, and you’ve got your signing parties now, you’re ready to send it. So when you hit next, this is when all the the great things happen, it sends it straight to DocuSign. So when you say, like I said, when you send it straight from Z forms to DocuSign, it’s going to automatically place where that sinor that you’ve assigned needs to sign most of the time. Please always double check because it forms does, like I said, have some quirky, quirky things that not everything goes over and in, puts the initial in there for you or were to sign in there for you. The general information document that we have everyone sign, it doesn’t automatically insert the the signatures. So you will have to manually do that. If you have to manually do that, you go over here. Click and drag, I encourage you all we have these these are the applications that we use for contracts. They have tutorials available in DocuSign and in zip forms. So I encourage everyone, if you’re if you’re new or you’re not doing this this way, to go in and create a test transaction and kind of go through the process. So you become familiar with how it works on both of them. But they have many tutorials available. They have classes that you could take on Zipp forms, and it kind of gives you some tips on what to do.
But it’s pretty simple to to use and it was an asset. So once you do this, it’s going to automatically send to DocuSign. If you would like to add Stacy, maybe Stacy wants to get a copy of it or you want someone else to have a copy of it over here. You can edit the recipient’s or maybe you forgot somebody. But if you add somebody in here, this is an DocuSign. It’s not going to allow you to do that. And Zipp forms. But here you can add a recipient. You can put it you want to send a copy to me and then just click, receive a copy and they’ll get a copy of it once it’s completed. OK, mainly what I wanted to make sure everybody knew is how to log in here. I do get calls a lot of times on where do I get my username and password for Zipp forms, how do I create a contract? How do I do a lease? All these types of questions. So this is it forms. That’s what we use for contracts. It goes straight to DocuSign. Both username and passwords are saved in the vault. So if you have any other questions on that, you can let me know now. But I think it’s pretty self-explanatory, hopefully, and nobody’s seeing any issues with it.
