Utilizing templates while working within dotloop is fundamental in getting the most out of your account. If you are connected to a brokerage or association that has an agreement with dotloop, you can import all necessary documents for your particular transaction into the loop. Following the necessary steps when working with templates will save you countless hours allowing you to close more deals.
- The templates section
- Adding templates to your loops
- Creating template folders
- Emailing files to templates inbox
- Clause manager
- Pro tips
When logged into your dotloop account clicking the icon second furthest from the right will take you to the templates section. On the left side of the page all of your templates folders are listed with your two default folders, Personal and Inbox, listed at the top. Anything added to your personal folder is viewable on your account only. The inbox folder will house any PDF you have sent to your unique dotloop upload email address found under the Templates heading on the left side of the page.
If you're already connected to your brokerage and/or association, the folders that have been shared with you will appear below. Clicking the title of a folder on the left will then display all documents included in that folder. If you want to search for a particular document just click Search, next to the magnifying glass on the left side of the blue bar that goes across the page. If the title of the document is too long to be displayed, simply hover your cursor over the title of the document to show the full title. You will not be able to modify any documents shared to you by your brokerage or association because these are blank copies available to everyone associated. In order to fill out these documents they must first be added to a loop.
Adding templates to your loops
To add templates to your loop click Add Document, to the right of the folder you wish to add your template to, and choose the Templates option below Add From. Once clicked, a window will then appear listing all of your template folders on the left and the documents included in the folder you have selected on the right. Just like the templates section, you can select a folder on the right and then use the search bar at the top to locate particular documents. Click the checkbox or boxes corresponding with the documents you wish to add, then just select COPY on the bottom right.
Alternatively, you can either click on the three vertical dots to the right of the document from within your templates section and click MAKE A COPY:
Or to select multiple documents by checking the boxes to the left of them and choosing the COPY TO option that appears at the top:
We can copy the documents as dotloop documents, or as flat PDF's. A dotloop document will leave the document interactive and able to be autofilled, whereas a flat PDF will flatten all interactive fields. Once you have chosen the appropriate option, choose the TO LOOP option.
Then select the loop, and the folder you wish to copy the document(s) to, and choose COPY.
If you are a premium member of dotloop you have the ability to create your own folders to include documents specific to any type of transaction you work with. To do so, click New Folder on the right side of the page on the blue bar. In the window that appears, type the name of your folder, then select Create Folder on the bottom. Once created, you now have the ability to add documents either from your computer or other template folders. Once documents have been added, you can change the manner in which they are sorted by clicking the white down arrow to the right of New Folder, and select to sort by Date Added, Alphabetical, or Last Updated. Within this drop down you may also download all documents within the folder, or delete the folder.
Any documents you add from template folders provided by your brokerage or association are able to be modified within this folder. Any information applicable to all of your transactions, like your name or NRDS ID, can be entered into these templates. When adding documents to your loop if you choose to add the document from the folder you created, any of the information you had previously filled in will be automatically included in the document.
Emailing files to templates inbox
An easy way to add documents to your templates is to upload them via email. This is most beneficial when you are emailed documents and would like to immediately move them to Dotloop.
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To see your upload email address, you will have to navigate to your templates section.
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You can get to the templates section by selecting the icon that looks like two stacked pages in the top right hand corner of the screen.
On the top left hand side of the screen and underneath the word Templates, your own personal Dotloop upload email address will be listed.
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Any .pdf attached to an email that is forwarded to that upload email address will appear in the folder titled INBOX in your templates.
A common example would be an agent sends you an email with a PDF attached, and you would like to automatically upload that document to your templates. You can simply forward that email, and enter your upload email in the recipient field of the email.
Once you have uploaded a document via email, you will receive an email confirming that that the process was successful, or there was an issue with any of the documents and could not be uploaded.
With the Clause manager, you can save your commonly used text for easy use later. These clauses will work alongside your templates when you are working within documents.
If you have commonly used clauses, and find yourself typing them in over and over, then clause manager is for you! Create your frequently used clauses in the clause manager under your templates section and each time you fill out a document you have the option to enter a clause in the text fields.
Create your new clause by typing in the default information you wish to save and populate each time and save.
Clauses can be added one of two ways into a text field. They can be manually added by selecting the clause icon with a text field selected, or by beginning to type the clause. We will suggest the rest for you. Only clauses that will fit within the currently selected text field will be suggested.
As an admin, you have the ability to share a clause out to your agents. To do so, click on the menu icon next to the clause and click SHARE.
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The only file type that can be uploaded is a PDF. That PDF must be attached to the email and not in the body of the email.
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If you have multiple profiles, you will have a different upload email address for each of those profiles.
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The upload email address that is assigned to your account is determined by the name you sign up to Dotloop with and cannot be changed.
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Make sure to read the confirmation email you receive, as it may give a reason describing why a document could not be uploaded.
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