Within your dashboard account you can quickly and easily upload forms to be set up as interactive templates. We have provided all the tools to accomplish this right from your admin profile! Orders must fall within the document submission guidelines, which are outlined
Submitting your forms to docspot
The easiest way to confirm you are in your admin profile is to look in the top left for “Teams” or “Business+”.
Click on Templates in the top right.
From the documents section, click on the DOCSPOT folder.
Note: If you do not see a DOCSPOT folder you can create a new folder and name it DOCSPOT.
Click on Browse to upload PDFs that you need dotloop to make interactive.
- All contracts/forms should be in a separate PDF file, not merged into one.
- All pages on the PDF file should follow the same upright orientation.
- Content on the PDF cannot be covered up or altered in any way. Please ensure that any space requiring and interactive field is clear of any preexisting content.
Click on the overflow icon to the right of the PDF you uploaded. Click on Edit to add details about this document.
- Text alignment
- Text color
Once you’ve uploaded all of the PDFs that need to be made interactive click on the overflow icon (three vertical dots) to the right of +New Folder.
Click on “Request Documents to be Setup” to notify our Account Operations team that you have documents that need to be set up.
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 a second Docspot folder (named Docspot 2) and submit the documents within that folder separately.
Dotloop will ask you to confirm your order before submitting your request to our Account Operations team.
An email will be sent to the email address on the account that submitted the documents. This email will confirm how many documents were submitted, the turnaround time, and your project number.
Document submission guidelines
When documents are submitted to dotloop for setup, they are subject to rejection on legal and functional basis. Below are the guidelines for these restrictions.
1. Ziplogix copyright information: This is usually found in the footer of a document on one or more pages.
2. Documents submitted with copyright information pertaining to the exclusive by an individual or in a system other than dotloop will be rejected:
- A. Accepted
- B. Rejected: exclusive use of individual
- C. Rejected: states can only be used by Realcomp Subscribers
3. Packets of contracts: When multiple contracts are submitted as a single PDF document, we will reject it and request that the user split each contract into a separate PDF file. If multiple contracts make up a single PDF, they cannot be separated once they are interactive.
Under the Digital Millennium Copyright Act (https://www.copyright.gov/legislation/dmca.pdf), splitting up a PDF, arranging pages, or merging documents all fall under the edit category and dotloop is prohibited from doing so on behalf of the user.
4. Corrupt PDF: If a PDF is unreadable in any way, we will reject it. This includes lines cutting through text, unreadable text, and overlapping images.
5. Transaction Specific Information: If a document contains any information specific to a contract such as property address, client names/information, etc., dotloop will not cover it with blank fields. Please ensure that any space requiring an interactive field is clear of any preexisting content. Text such as the submitting brokerage name/contact information is okay, but we recommend a blank document for consistent appearance.
6. Submitted in a folder other than docspot: All blank documents should be submitted in the docspot folder. If you have more documents to submit after already submitting a project, please create a new folder named docspot 2 and place the documents in there. Any documents submitted in any other folder (Listing folder, Buying folder, Master folder, etc.) will be automatically rejected.
Legal Restrictions – the Digital Millennium Copyright Act
The DMCA prevents dotloop from editing the content and impacting the integrity of a submitted document in anyway. All changes must be done before submitting to dotloop. (https://www.copyright.gov/legislation/dmca.pdf) The edit category prohibits dotloop from:
- Splitting up a PDF;
- Arranging pages;
- Merging documents;
- Changing wording, font, or spacing on a document;
- Adding logos.