DOCSS 2.0 MANUAL
Contents
1. 38 KB TL Transaction Guide pdf S 7 2012 11 41 AM Adobe Acrobat D 7 KB 5 2 2012 5 03 PM Adobe Acrobat D 2 376 KB ANA_120502_508140997 pat CD 105515 TIF Cross_Agent_Dr pg 17 Helpful Hint To select multiple files you can hold the shift key and then click on the first and last file in the list or you can hold the control key and click on individual files to include in the upload ey vet nal D2 280454 Documer rEQ 0 FileBound Document Managemer ne ager rt 5 Windows Internet Explores 4 _ __ Transaction Center Inbox D i li Jenkins Team S Mengle B Divider New Transaction Sales Files Upload Documents CD 105515 TIF Cross_Agent_Detail97 P amp S Agreement pdf Thumbs db Transaction Guide pd XNA_120502_508140997 13 Choose Save and wait for the documents to upload When the upload is complete the Files will appear in the viewer with each document identified as you named the file NOTE The file names are determined by you and it will now be easier to identify items within the viewer _ tae Buetiasn MAAS A __ Transaction Center Inbox 12 10 2011 20 02 2064932770 Jenkins Laurie 3 Master Sheets A i NEW TRANSACTION LISTING t aa 22K LISTING AND OR O SALE ea Agent Detail oo Transaction Center Fax 253 838 0310 email chdacontractsigmail com ea Form 17 Named Files E am Leadbased Paint CBDA CONTRACT amp Matual Acceptance Date Ss Closing Date2. Hover over the buttons on the toolbar to see the options available for you Below is an example of the notes as seen in DOCSS 4 Reviewed Contracts 4 sample Mengle Pauline S B Master Sheet __ __ _ Master Sheets amp amp FILE NOTES eea 7 SALES FILE 7 12 17 2010 11 17 05 ee ee ee D E AM __ LISTING FILE 4 i a E 6 26 2008 9 53 52 AM Transaction Center Items Received Sales File Complete 6 26 2008 8 54 31 AM Pauline Mengle CD sent to escrow 6 26 2008 8 30 56 AM Transaction Center Complete Form 22K Receipt for Deposit of EM 6 25 2008 10 02 55 AM Items Received Listing File Complete F document 2 notes GD into 22 signature Transaction Center pg 8 IMPORTANT NOTE FOR FIRST TIME USERS Once you have opened the viewer you will see the Toolbar found below 1 To set up the viewer for ease of seeing your contracts click on the gear icon on the upper right corner 2 Then check all the boxes that are displayed in the screenshot below Treeview settings Automatically expand all file nodes Automatically expand all branches Show first document when opening viewer Display Document Counts in TreeView Use document physical name as the page name when importing General Settings Prompt to confirm Workflow Queue checking Disable viewer confirmation prompts ES SEED pg 9 HOW TO UPLOAD CONTRACTS TO THE TRANSACTION CENTER There
3. and upload them together The screenshot below shows the files on your computer that you selected for upload 2 em Name Date modified Type Size CD 105515 TIF 5 23 2012 12 17 PM TIFF image 30 KB p Cross_Agent_Detail9753 pdf 5 21 2012 12 48 PM Adobe Acrobat D 149 KB F amp S Agreement pdf 20121142 AM Adobe Acrobat D 2 316 KB amp Thumbs db 5 7 2012 4 07 PM Data Base File 38 KB Transaction Guide pdf 5 7 2012 11 41 AM Adobe Acrobat D 67 KB pdf 5 2 2012 5 03 PM Adobe Acrobat D 2 376 KB a gt Helpful Hint To select multiple files you can hold the shift key and then click on the first and last file in the list or you can hold the control key and click on individual files to include in the upload 10 Choose Save and wait for the documents to upload FileBonaed gt _ yT v X CS Se we ee n RE S O fee fee Yew ipoe Toot bhe AINT O huton Dec sment Manugerent iner a Workspece a Assignments Search Transaction Center Inbox File Entry Jenhins Leune Scan documents Ms Upload Documents tan oa J Recycle Bin m File Entry Upload Documents New Transaction Listing Files 22K pdf Agent Detail pdf Form 17 Upload Files Loacbased Paint pdf Legal pdf Upioad Documents 63 6J CJ Gd Ge pg 12 11 When documents have finished uploading they will appear on the File Detail screen as shown below You can view any of the uploaded files by clicking
4. on the Viewer Icon pe Let ew Ipin Joh Sele Gites Ge WB Workspace Add Content file Detail i Assignments Search Pa err Viewer es eee Add Content File Entry Jenkins Laue Scan ooouments Manglo Upload Documents 3 Mi Recycle Bin 6 12 2012 8 01 00 PM Laune Jenkins Total 7T Document s To Page Document Name User Filed Date Filed 1 Lenin 6612 2012 BOE PM 1709990 12 00 00 AM k z l nks G12 2012 O29 PM 4 17190 12 00 00 AM E iG iB ljenkans 6 12 2012 201229 PM U11990 12 00 00 AM ljenkins 6 12 2012 B01 29 PM 1 0 0 12 00 00 AM lenking Brida O29 PM 1 7390 12 00 00 AM jenkins OTL 2012 R019 PM 1A119900 12 00 00 AM Hover over the buttons in the toolbar to see the functions available to you pg 13 12 The following screenshot shows the Transaction Guide viewed in the system Chono e a e lt a amp Files Jenkins Laurie H _ MASTER SHEETS NEW TRANSACTION LISTING FILES 12 16 2011 28 02 2064932778 JANE KIM PAGE 61 16 TRANSACTION GUIDE A LISTING AND OR O SALE Transaction Center Fax 253 838 0310 email chdacontracts g CBDA CONTRACT Mutual Acceptance Date Closing Date Sales Price 689 000 Earnest Money Deposit Due Date COMMISSION is based on Property Address 1634 2nd Ave West City Seattle Zip 98119 MLS 301779 Short Sale Yes BNo CBDA Agent is the Short Sale Negotiator OYes No CBDA Listing Qualifies for Previews QYes ZiNo Lead Ro
5. 0 AM Changed By Mengle Pauline Workflow Actnaty Current Overdue All 8 Open the viewer by clicking on the Viewer Icon on the top right window 9 Click on Add Content Add Content button in the toolbar in upper left hand window __ Transaction Center Inbox D Jenkins Team S Mengle B pg 16 10 Choose the appropriate Divider from the Drop Down Your choices are g New Transaction Listing Files h Follow up listing files i New Transaction Sales files j Agent note your own personal notes k Property Management l Commercial 11 Click the Browse button and select the appropriate files on your computer a Transaction Center Inbox t o Bagai Anil S Mengle B Divider Upload Dac uird Follow Up Letting Files Pira Trav ad homo bled Filet Fallavs Up Sabra Fiti agent hate m uE oE 12 Click the Open button on your system NOTE You can select multiple files and upload them together The screenshot below shows the files on your computer that you selected for upload F Select file s to upload by cbdanforth filebound com Look in r 105515 7 E i E Ei Name z Date modified Type Size B CD 105515 TIF 5 23 2012 12 17 PM TIFF image 30 KB Cross_Agent_Detail9 53 pdf 32172012 14 48 PM Adobe Acrobat D 149 KE P amp S Agreement pdf T2012 lL42 AM Adobe Acrobat D 2 316 KB amp Thumbs db 5 7 2012 4 07 PM Data Base File
6. DOCSS 2 0 MANUAL COLDWCLL BANKCR C DANFORTH Redefining Full Service June 2012 TABLE OF CONTENTS General Information amp Helpful Hints How to Sign Into DOCSS 2 0 What to Expect After You Log In To See Your Reviewed Contracts Important Notes for First Time User How to Upload Contracts to the Transaction Center Method 1 Upload Files Method 2 Upload Files What to Expect After Documents are Uploaded Transaction Center Review Notes pg 2 Page 3 Page 5 Page 6 Page 7 Page 9 Page 10 Page 15 Page 19 Page 20 GENERAL INFORMATION amp HELPFUL HINTS Browser Internet Explorer is the current browser of choice Antivirus and Pop up Notifications Depending on which product you use you may get a pop up or notification that would require you to accept the use of DOCSS Either your browser security or your antivirus is set to notify you when opening certain sites Adding https cbdanforth filebound com to your trusted sites should stop further pop ups Scan Image Size To decrease the time in uploads and save space set your scanner as follows PDF format DPI 300 Black amp White Other file formats can be used on a case by case basis Font Size Setting In Windows display settings use standard size for font settings Larger settings will cause difficulties in viewing within DOCSS Preparing Contracts for Upload into DOCSS Please try to put the contract in order and all pages right si
7. Sales Price S 689 000 0000 bor Sil Earnest Money Deposit Due Date COMMISSION is based on S Property Address 1634 2nd Ave West City Seattle Zipesi19 MLS 301779 Shor Sale GYes No CBDA Agent is the Short Sale Negotiator OYes BNo CBDA Listing Qualifies for Previews OYes SiNo Lead Router 20 Referral Due to Office GYes DNo GPS Escrow is requested by listing agent as preferred escrow Office to attach CB300 to this a OYes QNo wereeeee PTT Ter rea SOC CC CRT eee eens SEER SORT Hee eee eee ee EE OH Ee B aa Listing gay Transaction Guide Seller Mary Kaiser Bayer Address 1634 2nd Ave West Address City Seattle WA Zip 98119 City Phone Cell 206 390 3927 Phone E mail kaiserm comeast net E mail Listing Office CR Danforth Office 1085 Selling Office Listine Agent Jane Kim Lag 24847 Selling Agent Document x Notes v Info e Signature Plugins a pg 18 WHAT TO EXPECT AFTER DOCUMENTS ARE UPLOADED The documents are now in the workflow process for Transaction Center Review Remember you must have your file into the Transaction Center within 2 business days and then staff has 5 business days to complete the review process Review and Notification from the Transaction Center Upon completion of Transaction Center Review you will receive an email with a link to the file We will no longer be sending out coversheets or typing separate notes in an email Clicking on the link in the email will take you to the corr
8. are 2 ways to upload documents to the Transaction Center Method 1 Uploading files not formally named Click on the Add Content P Add Content on the left side of the screen Select the Transaction Center Inbox on the Project Drop Down Select your name or team name from the Agent Drop Down Enter Seller last name If entering a sale you can enter the buyer last name in the appropriate field Change the bubble from File Entry to Upload Documents in the Options line PARP a FileBound Document Ma age Solution Windows Internet Explorer E ar ie https cbdanforth filebound com 4 9 x a Google File Edit View Favorites Tools Help e FileBound Document X 1 W Favorites gg 14 Bryon Mengle ee BOCES BANKCR O DANFORTH Redefining Full Service WB Workspace Add Content File Entry Assignments 1 Search Project Transaction Center Inbox 2 Indexing Queue File No 0 copSoani i Agent La Jenkins Laurie INNS Seller s Last Last Mengle File Entry om Di Use Upload Documents PARA E ili Reports Options C File Entry pg 10 7 Choose the appropriate Divider from the Drop Down Your choices are a New Transaction Listing Files b Follow up listing files c New Transaction Sales files d Agent note your own personal notes e Property Manageme
9. de up Complete explanations for the following 2 methods of uploading will be found later in the Manual To use method 1 for uploading documents you can scan the complete contract as one file Found on page 10 of the Manual To use method 2 for uploading documents you would separate the file prior to scanning into the following suggested divisions Found on page 15 of the Manual Listing Files Sales Files Listing Agreement Purchase amp Sale Agreement Form 17 Form 17 Transaction Guide Transaction Guide Legal EM Receipt PC sec Etc Scan each document and name the file for ease of identification Naming Clients When Uploading When adding documents only use the last name of your clients If there are multiple buyers or sellers on the same side of a transaction separate their names with amp Example of transaction with two sellers with the names of Fred Jones and Sally Smith would be input as Jones amp Smith pg 3 PSA s on your Listings Only listing paperwork goes into the New Transaction Listing When you have mutual acceptance on your listing upload those documents into the New Transaction Sales Duplicate Files Files entered into the system after June 2012 should not have duplicate file numbers Should you see a duplicate number and wish to have it corrected please send the file number to the Transaction Center Simply send the file number with a request to combine the file to cbdacontracts gmai
10. e Transaction Center A Ta Document Notes fy Info RB Signature Every time you send something to the Transaction Center you will receive another email upon completion of the Review Until you receive an email the file will remain in the Transaction Center Inbox Project This indicates that staff has not reviewed the document The file will move to the Reviewed Contracts Project when staff has completed the review and notified you via email pg 20
11. esponding file in DOCSS You may need to log in to see the file me a ajah File aAa fil Subject FileBound link File 103495 E mail Document s from FileBound httos cbdanforth filebound com Output Viewer ashx ShowFileViewer 1L amp F When files are complete the subject line will read Sales or Listing File Complete and will also identify the file number pg 19 TRANSACTION CENTER REVIEW NOTES If you do not see Sales or Listing File Complete in the subject line of the email then you must click on the link to see the File Notes Once you are logged into DOCSS the File Notes will be found under the tab called Master Sheets Click on Master Sheets in the left pane and the File Notes will appear on the screen This will display a list of missing items As you turn in the required items the list will be updated to reflect only those items that are still needed to complete the file A __ Reviewed Contracts A L sample Mengle Pauline S B M ad ste r S h eet _ Master Sheets E amp FILE NOTES ae _ SALES FILE 7 oe ee Dave Danforth AM __ LISTING FILE 4 File Closed 6 26 2008 9 53 52 AM Transaction Center Items Received Sales File Complete 6 26 2008 8 54 31 AM Pauline Mengle CD sent to escrow 6 26 2008 8 30 56 AM Transaction Center Complete Form 22K Receipt for Deposit of EM 6 25 2008 10 02 55 AM Items Received Listing File Complet
12. he dark gray bar that corresponds with your desired sort i FieBoued Dear d Tearen N F nat SaR a Y j een mre pee ced GP Hrach T le Est e Fgecenes Joh bey Favorites AG Febin Dorumest Manazerert Sehiiee BANKER L DANFORTH f Lagged in as Laurie Jenkins ameter L i Search Results B Assignments Found 129 Fiie s in Reviewed Contracts oA mM 4 Search an File Hos Agent Last First Seller Last Name Buyer Last Name Changed Sort B ar Add Content T ows Jenkins Laune Odegaarc Lippert TEP 05 2077 622000 PM ia Workspace 100084 Jenkins Laurie Sanford 1 28 2000 6 10200 PA Oo Recycle Bin Miller amp Waddell TEA TP 2000 12 40 00 PM Jenkins Laurie Sanford t ioue 700084 100084 2 0 2011 4 21 00 PM Jenkins Laurie Sanford Kotor 2 7 2011 5 10 00 FM Sanford Miller Jenkins Laurie 2 12 2000 1 18 00 PMA Jenkins Laurie Pruett T 100161 3 Once you have located the correct file click on the viewer icon sa immediately hs following the empty check box White rectangle with blue square ii pg 7 This will open the viewer Now you can see your documents as well as the notes entered by the Transaction Review staff File Notes are found under Master Sheets https cbdanforth filebound com WebViewer WebView MultiD 6034 amp DocumentD 0 4 MW Reviewed Contract Reviewed Contracts Toolbar
13. ick Save ae SS FileBound Document Management Solution Windows Internet Explor G ce 7 hitps cbdanforth filebound com File Edit View Favorites Tools Help Uy Favorites FileBound Document Management Solution yA a zL O BANKER DANFORTH Redetining Full Service Add Content File Entry Workspace s MuAssignments 6 Hisearch Project Transaction Center Inbox ppexms Queue 2 File No Clipboard 1 Agent Last Jenkins Team Vela onten Seller s Last Last File Entry oan Upload Documents Remember FAE i i Reports Options File Entry C Upload Documents IJ Recycle Bin save be Save and Add Another O cancer pg 15 7 As shown below there are no documents listed on the File Detail screen TE rotons cen agp Sacer Wa Gas E hipe cherie eboundicon E pe E Fgvertes Toots BS a H Bryon Menge E Ficbourd Docume a X BANKER D Co E s i DANFORTH Logged in as Si Pipeetiraeag Fae Baers WB Workspace Add Content File Detail i Assignments 71 a Search Project Transaction Center Inbox 2 Indexing Queue File No Giipboard 1 Agent Last First Jenkins Team ato tot j Seller s Last Last Mengle File Entry Scan documents Buyer s Last Last Upload Documents All Reports Recycle Bin Last Changed 6 15 2072 11 52 0
14. l com Staff will merge the two files for you Archive Files 2007 2009 We have moved 2007 2009 files to storage The file numbers will continue to be searchable in DOCSS 2 0 However there will be no documents found under the file number If you need access to an archived file you will need to email the request to staff at cbdacontracts gmail com Viewing DOCSS 2 0 User Manual Unless you are using two screens or have set up split screen on your computer we suggest that you print out a copy of the DOCSS 2 0 User Manual and have it handy for easy access while you are in DOCSS 2 0 the first few times Troubleshooting If you are having a problem with DOCSS 2 0 please explain the issue in an email and send it to us at brokerquestion cbdanforth com pg 4 HOW TO SIGN INTO DOCSS 2 0 On CBD s Wheel of Resources click on the DOCSS 2 0 icon or type into your browser https cbdanforth filebound com CBDA S WHEEL OF RESOURCES Enter your user name and password These have not changed from the original DOCSS Your User Name is your first initial followed by your last name Your Password is the last six of your social security number Hit Enter or click on Login On occasion the Login button has not worked in Internet Explorer however using enter will get you into the system fee Be liiJks BANKCR O DANFORTH Redefining Ful Service User Name e pmengie Password 4 TITTI FileBound version 6 1 1 Copyright 2012 Marex Grou
15. nt f Commercial m Cet jee poia Toon chip Sop Pamei igh Fefe Cannes Dliia Gabri BANKER L DANFORTH AE e TE E i Petcare Pal Tee E Workspace Add Content File Entry i Assignments Search Project Transaction Center Inbox C cuptoare 1 File No Add Conten Agent Last First Baga Anil File Entry z Seller s Last Last Menge Scan documents Upload Documents Buyer s Last Last Remember Fields Ostions C File Entry a Upload Documents Other Jptions Divider New Tranaacten Listing Files Folow Up Listing Files Kew Transaction Sales Files Folow Up Sales Files Ageri Notes Property Managenmeni Commercial 4 Upload Documents Save and Add Another 8 Click the Browse button and select the appropriate files on your computer Fenced Do crt iape idivtion irda Intrenet Tagor ee Cn Ge i ye poia Jo hp cop Premte A FlieBrond Destemiest iiaia Fahrer DANFORTH I S Logged in at Bagai Anil Pametireng Pal learns WM Workspace Add Content File Entry i Assignments Search Transaction Genter Inbox File Ho Agent Last First Baga Anil File Entry s Selleris Last Last angis Scan documents Upload Documents Buyers Last Last Ramember Fields pi Ostions C File Entry F Upload Documents i Hh ae if tpi ions Divider New Transaction Sales Files Upload Documents Save and Add Another pg 11 9 Click the Open button on your system NOTE You can select multiple files
16. p Inc pg 5 WHAT TO EXPECT AFTER YOU LOG IN Your home page will come up as Project Search There are 2 Projects in the system that you can access Whichever project you used last will be displayed in the Project Drop Down Menu e Reviewed Contracts contain all files that have completed the Transaction Center review process e Transaction Center Inbox is used by you to upload files and will automatically move the files to the appropriate staff member to complete the review process e Agents is not available for your use at this time It 1s however the screen that will appear on your very first log in Switch the project to Reviewed Contracts or Transaction Center Inbox Project Search Project Reviewed Contracts Reviewed File No Agent Last First Seller Last Name Buyer Last Name 3 Advanced Search Options ED wy Project Search Project Transaction Center Inbox File No Agent Seller Buyer Advanced Search Options ED pg 6 TO SEE YOUR REVIEWED CONTRACTS 1 Select Reviewed Contracts in the Project Drop Down Project Search Project Reviewed Contracts File No Agent Last First Seller Last Name Buyer Last Name Advanced Search Options gt CED cE 2 Click on Search A list of all files you have in the system will display You can sort the files by File Number Seller Buyer or Changed Date To sort simply click on the title in t
17. uter 20 Referral Due to Office OYes YNo GPS Escrow is requested by listing agent as preferred escrow Office to attach CB300 to this listing OYes QNo aaa TTT TT TTT TTT TT TIT Pertti titi iit tic tect kt tT Pee E A E E E E E E Seller Mary Kaiser Buyer Address 1634 2nd Ave West Address City Seattle WA Zip 98119 City Phone Cell 206 390 3927 Phone E mail kaiserm comcast net E mail Listing Office CB Danforth Office 1085 Selling Office Listing Agent Jane Kim Lag 24847 _ Selling Agent C O Listing Agent Lag __ C O Selling Agent x W Details Notes 5 Document Notes Info gt Signature Plug Ins Using Method 1 for uploading will display each uploaded file as a Page in sequential order see above NOTE At this time you can right click on each page and rename the document This is not required but will make it easier for you to identify the individual documents within the transaction as displayed in the system NOTE TO EXISTING USERS The Page is what identified the file in our old system and all existing files will continue to show in this manner pg 14 Method 2 Uploading Files Named by You Click on the Add Content Add Content on the left side of the screen Select the Transaction Center Inbox on the Project Drop Down Select your name or team name from the Agent Drop Down Enter Seller last name If entering a sale you can enter the buyer last name in the appropriate field Cl
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