Instanet Training The e‐Deal: Transaction Management

 InstanetTraining
Thee‐Deal:TransactionManagement
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
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Overview of Instanet
Quick Start Groups
Transaction Wizard
Transaction Overview
Authentisign
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Instanet Forms
InstanetFax
DocBox
DocBox2Go
InstanetForms2Go
Access Instanet from the links tab in Matrix
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Once you are logged into to CVRMLS you will not need a password
Works on all browsers
Works on iPads and Droid Tablets
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
 Online Chat
 1-800-668-8768 (during business
hours)
 [email protected]
Online Help
 Searchable Library of terms
 Keyword Search
Main menu bar
Quick links to important information
System Messages
 Messages on new features
Free Training
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Live and Recorded Webinars
Contacts
DocBox
InstanetFax
InstanetForms
Transactions
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
Authentisign
Fax Log
Pre-flight System check
 Run the Pre-Flight System Check
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Prepares all the software needed for Instanet
Allows your browser to accept popups from Instanet
Problems? Call Instanet Tech Support
1-800-668-8768
Preferences
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Set login page
Create email 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 emails sent from Instanet
 Brands Fax Cover Sheets
Custom Clauses
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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
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
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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
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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”
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
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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
The Transaction Wizard
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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
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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
Step Two
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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
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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.
Step Four
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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
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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
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 email the person with whom you are sharing the transaction
Step Eight (final step)
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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. Transaction overview
This is where you work in Instanet!
Contains links to everything:
 Forms
 Documents
 Contacts
 Tasks
 Calendar
 Authentisign
To edit a form, click the form you wish to access and that will open the form editor.
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, email or print your selected forms or click “exit
form editor” and return to the Transaction Overview and create an electronicsignature session with Authentisign
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
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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
Authentisign – Step Three
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Select the documents you wish to add to the
signing session.
You can upload documents from your QuickStart Group. You can upload documents from
your computer as well as from other sources
Step Four – Prepare Documents
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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
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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
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:
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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 email 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 email.
The system creates a bar-coded fax cover
sheet that can send a fax to:
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Your email
Multiple Emails
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 email 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 email.
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 email. This is a great way to have a
high quality home scanner that converts your document to a correctly sized PDF
file. When the email comes to you, the file is attached as a PDF and the
coversheet is gone.
DocBox
DocBox is your Instanet Hard Drive. You can access DocBox from the main menu bar
as well as other places.
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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 email documents right from your mobile
device.
To access DoxBox2Go type www.docbox2go.com 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.