Document templates will be used everyday by the agents in your office, so it only makes sense that we give you all the tools you need to make the most out of them. Your document templates are folders prepared by you or another admin, that the agents in your office can access, pull into their loops, and even add to their own document sets for individual convenience and use.
When we first enter the templates page, we'll see all of the document sets available to us. Let us first focus on the document templates section.
You will always have your PERSONAL, INBOX and the DOCSPOT folder. The INBOX folder contains any PDF documents you uploaded via email to your admin profile templates section. You can find the location of this email address located here:
Next, we have the DOCSPOT folder. Use the DOCSPOT folder when you have any documents that need to be made interactive for you and your brokerage. These documents can be any state or local documents that have not been previously set up by your association, or are not already available in your templates library.
Upload these PDFs to your DOCSPOT folder, you can pull them from your computer or email them into your inbox and copy them into the DOCSPOT folder. Once you have loaded in all the documents you need, you will request that they be made interactive. Navigate to the menu to the top right of the DOCSPOT folder. From this menu, select REQUEST DOCUMENTS TO BE SETUP.
IMPORTANT: You must submit only ONCE. Submitting multiple times will cause your request to be reset in the queue. Make sure you are only submitting when you have all of your documents ready.
If you need to add more documents after submitting, create another, second Docspot folder (named Docspot 2) and submit the documents within that folder separately.
You will then be prompted to confirm your submission.
The dotloop forms team will now make these documents interactive for you.
If you would like to organize your forms into separate folders, document template folders are perfect for this. Creating your own template folders is as easy as clicking the NEW FOLDER button on the blue search bar in your document templates sections.
You will be prompted to name your new folder. Once you've given your folder the proper identifiable name, you will want to click the blue CREATE FOLDER button on the bottom right of the prompt.
You will immediately be placed in your empty folder. From here, select to add your documents either from another TEMPLATES folder, or you can choose the BROWSE option to upload any document from your computer.
For the example above, we've selected TEMPLATES. You will now be prompted to select any of your created folders, and checkmark documents from within that folder you wish to pull into your newly created folder. Once you've selected all the documents necessary simply click the COPY button on the bottom right of the window.
You will now see your documents displayed in your new folder.
If you wanted to add more documents, simply click the large ADD DOCUMENT located at the top right within the folder and follow the previous steps.
Each document added to the new template folder is now editable. If you wanted to add default information to your document - information that will appear on the document automatically each time it's pulled into your loop - just open the document here within your document template folder, make the necessary changes. Save your changes.
You can also add details to your documents. These details will provide a brief message or description to your agents about each document. To edit the description, choose the EDIT option in the document menu.
You will now be presented with the option to type a brief description of the document.
Once saved, your new description will appear under the document's name.
However, if you do not wish to display the details on the documents in a folder, you can do so by choosing the HIDE ALL DETAILS option.
By default, your agents cannot see the new folders you create within your business admin templates. Once you're ready for them to use your new folder you must share it with your office. This is as easy as navigating to the folder title in your templates section and clicking the menu button to the right of the title. Choose SHARE from the menu. This folder and all of its contents are now available to every agent attached to your office.