Dotloop Tips

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Tip#1: When creating each loop you must select a template and a status!

You can select which template to use very easily, these request for “apply template” can be located right under where you have placed your address or buyer’s name when you first create your loop.

*A list of template options can be found on page 4 of the Dotloop Agent Training Guide.

In addition to selecting a template, you will also need to select a loop status. This is located inside of your loop right under the address or buyer’s name and beside the type of file such as “Listing for Sale” or “Purchase.”

*A list of status choices can be found on page 6 of the Dotloop Agent Training Guide.

Tip #2: Choose Your View

The icon to use to switch between the different views is located right next to the “Sort by: Default” and directly below you profile icon.

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There are two views for your selection: Grid View & List View

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Tip #3: Select Your Role

Under the “People” section, located directly below the “Document” section, you will find your name.  Be sure and select your role, either “Listing Agent” or “Buying Agent.”

<h3 style=”text-align: center;”> Tip #4: Select Your Tasks</h3>

Directly below the “People” section is the “Tasks” section.  You can add tasks by clicking on  “Load Template.”

Then select the level  or task that you would like to load to your loop. Do not load the level templates until you are ready for the work to begin.

Selections are:
Listing File- Level 1
Listing File- Level 2
Listing File- Level 3
Listing File- Level 4
Sales File- Level 1
Sales File- Level 2
Sales File- Level 4
Listing Tasks
Sales Tasks

Level tasks will automatically populate with the assigned person and the due date.  Listing and Sales task, you the agent, will need to apply the person and due date.

 

Tip #5: Adding Documents

You can add documents to a loop using one of three methods: see Training Guide pages 11-15

Upload them from your computer

Use of the templates (access to the different libraries – Arizona Association of Realtors, Tierra Antigua Realty etc.)

If you forgot to apply a template when you created your loop, then once the loop is opened be sure, using the instructions above, to apply the template to your loop.

Email them directly into the loop using the email address

Documents that were emailed to you can be added to you loop directly by using the email address that appears inside of your loop when you click on “add document” and select “email.” Just copy and paste into the address bar of the email that you want to forward containing all of the documents.

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Click ‘Send’. The documents will now appear at the top of your loop.

Tip #6: Broker Review of Your Transaction

Just a quick reminder, whenever you have a document completed or executed please be sure and click “submit for review.”

Also, you will need to change your status from either “pre-listing” to “active listing” or from “pre-offer” to “under contract.”

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Tip #7: Submitting and Obtaining Broker Signatures

From Dotloop, you can easily submit documents to the office or for broker signature by sharing the document in either “view only” or “can sign” mode.

First, add the person that you want to share the document with:

*For status forms you would add Status Forms as the person and the email address of statusforms@tierraantigua.net

*For file completion you would add File Completion as the person and the email address of filecompletion@tierraantigua.net

*For Commission instruction you would add Kimberly S. Clifton and the email address of commissioninstructions@tierraantigua.net.

Complete the document that you want to “share” within your loop.

Then “share” the document with the person that you want to send it to:

You would send these forms in “view only” mode:
* Status forms
* File Completion

And this form in “sign only” mode:
* Commission instructions

For these forms, be sure and check the box “attach PDF to email” and click “share.”

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Tip #8: Changing Time Zone to Arizona

Be sure and set your time zone for Arizona. You can do this within you profile.
· Click on “my account” at the bottom of your profile
· Click on “settings” along the left hand side of the page
· Beside country in the personal information section you will find time zone
· Scroll down until you find “Mountain Standard Time – US Arizona” and click on it
· Click “save”

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Tip #9: Contract information and processing sheet and changing status

Contract information and processing sheet is a must have in Dotloop in order to “submit for review.”
Please make sure and completely fill out the form with all of the necessary information and be sure and select your level at the bottom of the form. This is very helpful during the broker review.
Be sure to change your status prior to clicking “submit for review.”

Change from:
-Pre-listing to Active Listing for your listing loop
-Active listing to Under Contract for your listing loop sale documents
-Pre-Offer to Under Contract for your sales representing the buyer only

Tip #10: Choosing the Correct Stage

During your submit to review process you will be ask to select a stage for your submission.
Please make sure and select the correct stage.
Selections are:
For listings-
· New listing – Agent input – this is if you, the agent, is inputting the listing into MLS
· New listing – Office input – this is if the office is inputting the listing into MLS
For Sales-
· Pending – this is not the status in MLS but is the status that is used for Dotloop submission

Tip #11: Selecting Templates and Replacement of Documents

Be sure and select a listing or sale template when you first create the loop or during creation of your sale folder within your listing loop upon execution of contract.

If you add document to the loop that you processed through another platform or have received from the other agent be sure to:
• Replace the document within your template with the document you added

Accomplish this by:
-clicking on the added document
-drag it into the placeholder you want to replace
-release
-if there is already a document in that placeholder it will ask you to confirm you want to replace it, click “yes” if that is the case

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Tip #12: Dual Agency and Dotloop

Dual agency is created whenever Tierra Antigua Realty is representing both the buyer and seller.

How do we process the loops for dual agency?

• If you are the listing agent and are personally representing the buyer and seller, then you will process your sale within your listing loop.

• If you are the listing agent and another agent is representing the buyer, then you will have your seller sale file within your listing loop and the buyer’s agent will have their own loop.

• If you are the buyer’s agent and are representing only the buyer, then you will process your sale within your own sales loop.

Tip #13: Tags: What is the meaning of S2016-45?

Along this same tool bar after “view details” you may see a tag indicating a level, listing in Sure Close, checked status, check release or the log number for ADRE (S2016-45 or L2016-45). These are placed on your file for managerial use only. When these are placed on the file, you may receive an email indicating this update. If so, please disregard or turn off your notification for tags.

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To turn off notification for tags, go to my account, scroll down to the bottom of the page to email notifications and uncheck the box “my office adds a tag to a loop or document.” Then click “save.”

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Tip #14: Rejected offer: How to handle them?

You write an offer for a buyer or receive one on your listing but the offer never progresses to an executed contract either due to the seller or the buyer response. Now what do you do?
If loop created was for the buyer’s offer or if the offer is in another folder within your listing loop, then you would change the folder name from “Sale Document” or “New Folder” to “Rejected Offer” and then click on the “submit to review.”
To change the folder name, you would click on the three dots to the far right of the folder name directly beside add document.

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Select “Rename” and then go the folder name and rename it.

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Now click “submit to review.” Once the manager has reviewed it, the manager, not the agent will archive it.

Tip #15: Commission Instructions, status and file completion

Commission instructions, status forms and file completion have recently been added to the template so that they are already a part of your loop from creation.

If you created your loop prior to this update, then please add them under people to your file:

For Commission instruction add Kimberly S. Clifton – commissioninstructions@tierraantigua.net
Add Status Forms – statusforms@tierraantigua.net
Add File Completion – filecompletion@tierraantigua.net

In addition to adding these people, be sure and add your escrow officer to your loop with their email address so the commission instruction can be shared with them as well.

Upon completion of these forms, save and share them with the appropriate “person.”
Commission instructions must be shared in “can sign” mode.
Be sure and check the box “attach PDF to email” prior to clicking “share”.

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Tip #16: Multiple folders and multiple loops

Multiple folders-
The only time that multiple folder should be used and added to your loop is within a listing loop for processing the offer.

Upon submission of an offer on your listing, create a new folder and name it “Offer Document.”
Upon contract execution, you would rename the folder to “Sale Documents,” apply the appropriate template either Residential Sale (Seller Only) if you, the listing agent, is only representing the seller or Residential Sale (Buyer or Both) if you, the listing agent, are representing both the buyer and seller and click “submit for review.”
If the offer is rejected, then you would rename the folder “Rejected Offer” and click “submit for review.”

Multiple loops-
If you mistakenly create multiple loops for the same property, please send a message to your manager with this request through the loop that needs to be “archived.”
It is very important, at this time, loops are only being created for “pre-listing” and “pre-offers.”

Tip #17

Copying document from one folder to another folder within your listing loop or moving them to another loop.
Check the documents that you need to copy of move, then along the tool bar click on “make a copy.”

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Then “copy as Dotloop document” and click to loop.

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Put the address number in the search bar, click on the loop title and copy. If there are multiple folders within your loop then chose the correct folder to which you want to copy the documents and then click “copy.” The documents will now appear at the top of the folder that you selected.

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Tip #18

Create a loop in 5 easy steps:
1. Log into Dotloop at www.dotloop.com
2. Click on the + sign in the grid view

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or the “create a loop” in the list view

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3. Name your new loop
A. If for new buyer prior to selection of property (pre-offer) then type in the buyer’s name
B. If listing or buyer is ready to make an offer on a property then type in the property address

4. Select a template
Choices for Listing:
A. Commercial Listing
B. Commercial Lease Listing
C. Gila Valley Listing
D. Gila Valley Vacant Land Listing
E. Rental (MLS Entry Only)
F. MLSSAZ Residential Listing (for Tucson, Green Valley and Santa Cruz listing)
G. MLSSAZ Vacant Land Listing ( for Tucson, Green Valley and Santa Cruz listing)
H. SAMLS Listing

Choices for Sales Template:
A. Commercial Lease
B. Commercial Sale
C. HUD/VA Sale (Buyer or Both); you are only representing the buyer and are not the listing agent.
D. HUD/VA Sale (Seller Only); you are only representing the Seller and are the listing agent and the listing file is currently in Sure Close.
E. New Construction Sale (Buyer or Both); you are only representing the buyer and are not the listing agent.
F. New Construction Sale (Seller Only); you are only representing the Seller and are the listing agent and the listing file is currently in Sure Close.
G. Residential Sale (Buyer or Both); you are only representing the buyer and are not the listing agent.
H. Residential Sale (Seller Only); you are only representing the Seller and are the listing agent and the listing file is currently in Sure Close.
I. SV Residential Sale (Buyer or Both); you are only representing the buyer and are not the listing agent.
J. SV Residential Sale (Seller Only); you are only representing the Seller and are the listing agent and the listing file is currently in Sure Close.
I. Vacant Land Sale (Buyer or Both); you are only representing the buyer and are not the listing agent.
J. Vacant Land Sale (Seller Only); you are only representing the Seller and are the listing agent and the listing file is currently in Sure Close.

5. Click on “Create a Loop”

Check out tomorrow tip on processing documents through the loop- filling out, adding and sharing.

Tip #19: Processing the loop

Obtain Agent Training Guide HERE

Now that you have created your loop, let’s talk about processing through the loop

If this is a new file for either a buyer making an offer or a seller listing a property, then the next step is to fill out the appropriate documents for the transaction.

· Place a check mark beside the documents that you want to open and fill out, click open.

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If you need to add a document that has not in the selected template or a template for your sale folder in your listing loop, you can accomplish this by adding them from:

See pages 12-17 of Agent Training Manual.

-Add From Computer by clicking on computer, searching in your computer for the document and then double clicking on it to submit it to the loop
-Template
-Scroll down to the template or library that contains the document that you need to add, please note the AAR, TAR, SV, Gila, GV and Tierra Antigua libraries are toward the bottom of the template. Using the left hand gray bar you can scroll down the list of template.
-Click on the library or template
-Check the document that you are looking to add or click select all if you are looking to add a template and then click copy

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-Email can be used to forward documents that you have received via email directly into the loop. Click on email, copy the link that appears. Go to email containing the documents, forward it by inserting the copy email address (link) into to, send.

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Once you have all of the documents inside your loop:
-Fill out the autofill document to assist in filling out the forms, if this does not automatically open when you click on open, you can access it by clicking on the autofill tab along the tool bar.
-Select person then scroll down to bottom and click add to add the people on this transaction
-Remember DO NOT “add to my team”

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-Select Level
-Ensure Property Address is filled in
-Continue down the form filling all of the information regarding the property, this information will then populate into the form thus saving you time.
-Click on autofill at the bottom of this page

• Now go to each document and fill in the information that is still needed to complete the document
• Upon completion click “Save”

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If you have added documents from another source such as your computer or email that have already been filled out then please drag and drop them into the placeholder of the same document in the template to replace the empty document with the completed one. It will ask you if you want to replace it, click yes. If there is not already a placeholder for your document, then name if appropriately and leave it.

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Also, if you have a number of documents attached a PDF, then you can easily split the document inside the loop by following these steps: page 17 of Agent Training Guide

• Open up the document that you are looking to split.
• Along tool bar click on file, scroll down to split document, click
• Input the number “split document in ____”
• Type in the name of document and indicate the pages of each document
• Split Document
• Upon completion go back to the loop and drag the drop the “split” individual document into the placeholder replacing the existing document within the template.

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Obtain electronic signature from client through “share”, page 19-24
• If you are initiating the original document inside the loop, upon adding the buyer if an offer or seller if a listing, as indicted above, then their initials and signature should auto-populate throughout the forms.

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• If not then you can add the client initials or signature to the document but clicking “add” along the tool and selecting initials or signature. Then click on the place that you are wanting to add the initials or signature, assign the person to those initials and signature. Continue through the document with this process.

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• Upon completion and obtaining the necessary initials & signature then:
-If a fully executed listing you would “submit for review”
-If an offer, a response to an offer or an executed contract then you would “share” it in “view only” mode with the other agent
-If an executed contract then you would “submit for review”