Using dotloop for the compliance piece of your brokerage or team involves reviewing documents from your admin profile. Compliance and Submitting for Review relies on workflows and review stages. In order to review documents you will need to have your workflows set up, this can be done on your own or with the guidance of a success manager.
The easiest way to confirm you are in your admin profile is to look in the top left for “Teams” or “Business+”.
Click on the name of the loop that holds the documents you need to review.
There will be a banner toward the top of the loop letting you know how many documents you have to review. Click on the Open All button to view all of the documents that need to be reviewed.
Now that you have opened all of the documents that need to be reviewed. You will see a review toolbar at the top. From left to right:
- Review Stage
- Document name
- Ability to send a note to the agent
- Approve the document
- Return the document
- Next
Scroll through the document(s) to approve, return, and send notes as needes. Once you have approved or returned the document you can send a note to the agent, think of this like sticking a post it note on the document letting them know why it was returned. If you don’t need to send a note then click Next.
Note: You can also use the More dropdown menu to show your task list while you are viewing the document or review all of the notes for the documents.
Once you have reviewed all of the documents your Next button will change to Done.
In this window we can see how many documents have been approved and returned. We can also update the review stage.
Note: Review stages are customizable by each office and team.
Click the Finish button to complete the review. This will notify the agent that submitted for review that their loop has been reviewed and whether it was approved or returned.
If a folder has been returned then the agent will need to update the document in order to submit for review again. This could mean collecting a missing signature or updating the information on the document. When an agent does submit a returned folder for review you will only need to review the documents that have been updated. Everything that is already approved will not need to be reviewed.
Agents can also submit an approved folder if they have added or updated documents. Think about a listing termination or a price change document, even if the folder has already been approved this document has not. If an agent submits an approved folder for review you will only need to review the new documents.
Note: If you have set up your filters to only view loops that need to be reviewed then you will no longer see the loop that you just reviewed.
Note: As an admin, you can also update the review stage manually to the left of the folder name.