Document templates is your “filing cabinet” of forms that you provide your agents and admins on dotloop. Document templates are organized into folders prepared by you or another admin that agents in your office can access, pull into their loops, and even add to their own document sets for individual convenience and use.
The templates icon is located in the top navigation bar, to the left of your profile icon.
Note: Make sure you’re in your admin profile! It should say Business+ or Teams in the top left.
After clicking the Templates icon, Documents appears in black on the left hand side of the screen. Within the Documents section are folders setup for you by default. These can be changed or edited. A couple folders will never change in the Documents section: Inbox and Docspot.
Note: If your association provides a library of forms on dotloop, you will always see that folder at the bottom of the Documents section. This folder cannot be changed or edited as it is provided and managed by your association.
Inbox
The Inbox folder contains any PDF documents you upload via email to your admin profile Templates section. Learn how to email files to your Inbox folder here.
Docspot
Use the Docspot folder when you have documents that need to be made interactive for you and your brokerage. Learn how to submit your files to be made interactive here.
The folders that are already in your dotloop dashboard might be exactly what you need, however, if you do want to add further folders - you absolutely can! From any document folder you are already in, click on +NEW FOLDER on the right hand side of the search bar. This will open a window to name your new folder and then click CREATE FOLDER. Your new folder is now added to the document template folders you see on the left hand side of your screen.
Add documents to the new folder the same way you did to a folder that was already created in your account - via TEMPLATES, BROWSE or dragging and dropping.
Once you’re ready for agents to see the new folders you’ve created and added documents to, click on the folder name to see an overflow menu particular to the selected folder. Within this menu you will see options to SHARE/UNSHARE, DUPLICATE, RENAME or DELETE.
SHARE/UNSHARE the folder. Sharing the folder allows all agents that you’ve added to your dashboard access to that template folder and the documents within. If the folder is already shared, you can also unshare the folder so only admins can see the documents within.
DUPLICATE allows you to copy the entire folder and documents within and creates a copy of the folder in your Document Templates. This copied folder can be edited the same as any other document template folder.
RENAME allows you to change the name of a current document template folder.
DELETE will remove the entire folder from your document templates.
Note: If you delete a shared folder, you will see a window to confirm you want to remove documents that your agents can see within the Document Templates section. Click OK to delete the folder or CANCEL if you decide you want to keep it.
Most likely, your Document Templates section is setup with folders already created outside of your DOCSPOT and INBOX folders. These folders are typically titled “YOUR BROKERAGE NAME” MASTER DOCUMENTS, LISTING DOCUMENTS, BUYING DOCUMENTS, LISTING FOR LEASE DOCUMENTS, LEASE DOCUMENTS and AGENT ONBOARDING.
If your association or board provides a library of documents on dotloop, you will already see some of the association documents in the folders mentioned above. This is a great jumping off point - but not the end all be all of how these folders can be organized!
Click on the folder you wish to add documents to on the left hand side of your screen. If the folder does not have any documents already in it, you will see three options from which to select documents to add to the folder. A TEMPLATES option to add documents to the folder from the interactive documents that are already available to you, a BROWSE option to to upload documents from your computer or an option to “DRAG & DROP FILES HERE” from a folder you may have open on your computer. If the folder already has forms but you would like to add further documents, click ADD A DOCUMENT in the right hand corner of the folder to see the same three options to add documents.
When you choose to add interactive documents from TEMPLATES to the folder you are in, you will see the same folders that have already been created in your account in a new window. Documents can be selected using the checkbox to the left of any of the documents from any of the folders and copied into the folder you are editing. 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 selected documents displayed in your folder.
You can choose to move these documents into a more preferred order by clicking and holding on the document and dragging them around. There is also an overflow menu located in the Folders’ search bar with which you can sort the documents in your folder by DATE ADDED, ALPHABETICAL, or LAST UPDATED. This can be changed folder by folder depending on how you want agents to view the documents. From this same overflow menu you can also DOWNLOAD or DELETE documents you have selected in the folder using the checkboxes to the left of each document name.
Using the overflow menu found to the right of each document name in your template folder, you can EDIT, REQUIRE TO SUBMIT, MAKE A COPY, DOWNLOAD, RENAME or DELETE the document.
EDIT will add details to your documents. These details can provide a brief message or description to your agents about each document directly below the document name in the template folder.
REQUIRE TO SUBMIT will let your agents know, if they add this document to a loop, they have to fill it out in order to submit the loop for review.
MAKE A COPY will open a window to prompt you to copy the document either to somewhere else in your Document Templates section or directly into a loop. You can also choose to keep the form as an interactive dotloop document or make a copy of the document as a PDF that no longer has the interactive fields. If you select to copy TO TEMPLATES, you will then be able to choose a folder to copy the document to then click COPY. If you select to copy TO LOOP, you can search and select a loop then click COPY. Both options will also allow you to create a new folder or new loop respectively.
DOWNLOAD will save the document on your computer as a PDF.
DELETE will allow you to remove the document from the template folder. If the folder is shared, you will be asked to confirm if you’re sure you want to delete the document. Click OK to continue or CANCEL to keep the document in the folder.
Note: If you delete a document from your MASTER FOLDER it will be removed from all template folders you’ve copied the document into. You will not be able to delete documents from any association folder.