1. KELLER WILLIAMS REALTY myTransactions – The Basics
NOTES TO TRAINER:
For best results, we recommend showing the live myTransactions system when you deliver this training to your agents.
These slides are intended to guide your live demonstration of the system. They include:
Screen shots to help you find your place
Speaking notes to support your demonstration
Training Tips:
Preparing for your class:
Have address available when you demonstrate inviting in the client. (ex. )
Have a pdf attachment ready to use for the loop
Use Explorer for one view (agent) and Firefox/Chrome to sign into client - you can don’t have to sign out to show the client view.
If you are using a computer other than yours for the training class make sure you check in advance to make sure it has everything you need (two browsers, attachment sample document, etc).
Learning Time Management:
To keep participants attentive and not distracted when delivering the training, ask all participants to close their laptops and not follow along. When participants are allowed to follow along you will generally get distractions of those that ask “How did you get to that screen”; Hold on I need to log back in”, and “My screen doesn’t look like yours”. After the demonstration have them then access their account and do a sample loop to reinforce what they have learned.
It is usually best to ask that they write down their questions and hold them until the end.
We will start at 2:00 PM (Central Time)

2. Manage your loops the way you manage your business.
myTransactions
Manage your loops the way you manage your business.
Keller Williams Realty and DotLoop are introducing a completely redesigned version of myTransactions to take the way you do business to a new level; you can manage your loops the same way you manage your business.
Now, you have more control—you can organize items in the order that you want them (e.g, certain times you want to send docs to the other agent first or change some things around).

3. Loop Index: The “Home Page”
Grid View
List View
When you access myTransactions from your eEdge Control Panel, you’ll see the “Loop Index Page”, also called the “Home Page”. It has been designed to give you a quick view of the status of your transactions.
When looking at the Loop Index, you have two viewing options. Grid View and List View
Each loop is represented graphically to help you determine your current priorities.
The outer circle represents the percentage of completeness on the tasks involved in this loop.
The number in the bubble on the upper right of the loop represents the number of new notifications you have for that loop.
You will also have the option of uploading a photograph to better remember each property.
In the upper right corner, you will find the icon to switch back and forth between Grid and List Views.

4. Loop Index: The “Home Page”
While we are on the home page, let’s take a look at the navigation and controls you have on this page.
In the upper right you will find the global navigation items. From left to right they are: Loops, Tasks, People, Templates, and Profiles.
Loops takes you to the loop index view from wherever you are in the system.
Tasks takes you to the tasks page where you can see all tasks across all loops.
People takes you to your list of clients and vendors you have in myTransactions.
Templates takes you to the templates page that houses your Version Now documents, attachments library, form sets, and other templates used in myTransactions.
Below those icons you will find the items that control what you are viewing on the page.
Filter allows you to set what loops to display. You can filter on items such as loop status, tags, compliance status and more.
Activity Log will take you to your global activity log that displays the activities across all loops.
Sort by gives you the option on how you want your loops sorted.
The flag icon is your global notifications; click the flag to see all new notifications for all loops.
Click search to find a loop based on the name of the loop.
Click the loop completeness meter or the loop name to access the loop.

5. Loop Index: The “Home Page”
Filtering lets you control which loops are displayed on your screen.
Click Filter to open the filter window and then select the items you want to see on the screen.
You can filter by:
Loop status
Your broker’s compliance status
Tags
For instance, you may want to see all the transactions listed in the Returned to Agent for both Listing and Buying statuses. Select those two statuses and then click Filter to update the view on your screen.

6. Create Loop There are three ways to start the loop creation process:
Directly from your contact list by clicking the “Start myTransaction” icon
Using the Start New Transactions under [more options] of the myTransactions tab on the eEdge Control Panel.
If you are already in myTransactions, you can click on the Create a Loop button
Creating a loop is simple steps.
Click the “new loop” icon.
Name the loop. *
Click Create Loop.
You are now taken to your Loop Summary Page.
* Best practices:
Name the loop based on the address of the property. The loop name can be changed.
Buyers agents will start by naming the loop something like “Buyers Docs for [client name]”, later changing the name to the address once an offer is made on a property.

7. Create Loop
You can filter your loops by status and tags, to see what you want to see, when you want to see it.
(CLICK TO ANIMATE)
Let’s click on one of the loops to take a closer look.

8. Create Loop
The Loop Summary page is the location where you will manage most of the loop process.
This page is divided up into three sections:
Documents
People
Tasks.
You can add and manage each section as you need to in your business. Some agents may start with tasks, where others will go straight to adding people. And then there are others that will want to add documents first.
With the understanding that you can do these in any order, we will start with adding the documents; show you how to add people “on the fly” as you assign signature fields to your clients, and share documents with other agents. We will then look at what you can do with tasks.

9. Adding Documents
There are three ways to get documents into your loops.
Select from your document library. This would be for those that have Version Now interactive forms or those who have documents stored in their attachments library.
Select from your computer. For this you have two options”
Traditional method of browsing for and selecting a file from your computer.
Open the location on your computer and drag and drop the PDF documents to the appropriate folder.
Copy documents from your uploaded attachments. Every agent has address. Any PDF document ed to that address will show up in your ed documents section of the forms library.

10. Editing Documents – Version Now
You can open documents one at a time, or you can open multiple documents at one time. You can also open interactive “Version Now” forms at the same time as you open attachments.
Editing documents is fast and easy. For Version Now documents the fields have already been applied to the forms. You just need to complete the document. Signature Fields are also already applied to the document and will need to be assigned to specific people. This gives you flexibility in the forms. When you access an interactive from the system will prompt you to assign people in the loop to the various signature roles already applied to the form. You might see signature fields for both the buyer and seller. If you only have one side of the transaction you need only assign the fields for your clients, the agent on the other side of the transaction will be able to assign the signature field for their client.
You also have the flexibility to load multiple copies of the same form, assigning the signature field of one document to one client and the signature field of the other document to the second client. You can then to share both documents with both clients or share them separately depending on your transactional needs.

11. Editing Documents – Version Now
Each field is interactive. This allows for online collaboration, tracking of changes for compliance purposes, and final documents as clean as the original. Each field has its own history attached to it, allowing users to see changes. And the documents are stored for seven years, with all parties having access.
You can assign specific fields to different individuals for them to complete. If you do assign this for someone else to complete, keep in mind that any signatures will be removed once the field is completed and saved. Any time a form is modified, it will save a new version of the form, then remove all signatures due to the change of contract terms.

12. Editing Documents – Attachments
For attachments, you can add Signature, Initial, Text, and checkbox fields.
You will see Signature and one other option when you first access the form.
For the other two options click the down arrow under MORE to show additional options.
After you add a field, you can resize it. Place your cursor in the lower right hand corner, and click and drag.
Once Signature and initial fields have been added, you will need to assign the fields to the appropriate party to sign in that location. The fields will default to Assigned to Anyone when you first place them on the document. Click next to the Anyone to open the menu to see other options. All people in the loop will be listed to be assigned to. If the person is not already added to the loop, click on add person to add them on the fly. All you need is the Name and address. Once signed you will see the signature date below the signature or initial text. You will also be able to see the signature verification code.
On text boxes you have the option of assigning the field to allow someone else to complete the form. If you do assign this for someone else to complete, keep in mind that any signatures will be removed once the text box is completed by them and saved. Any time a form is modified, it will save a new version of the form, then remove all signatures due to the change of contract terms.

13. Signing Documents
myTransactions has a new one-click eSignature. The first time that you sign a document you will be presented with a confirmation window to verify your name and initials. By default, your signature will be in the standard system font. If you desire you can click on the draw and create your own signature with your mouse, or draw one with your finger if you are on a tablet. Once confirmed click confirm and sign.
All signatures will be one-click from that point on. Click on any box assigned to you to sign.

14. Share Documents
Once you have completed your documents, click Back to Loop. You’ll be prompted to save any changes, and then to share the document. If you are not ready to share the document at that time, just click No; you can share later from the Loop Summary page.
To share from the Loop Summary page, place a checkmark next to the documents you wish to share, then click the Share button.

15. Share Documents
Whether you initiated this process from the forms window, or from the loop summary page, you’ll be prompted to select or add the person with whom to share the document. Anyone who has fields assigned to them will be checkmarked by default. You can override this if you wish, or you can add others that don’t have fields assigned.
You’ll choose whether to share the document with View, Fill out or Modify permissions. View would give them the ability to see the document for review, but the cannot make changes (The document will then be auto shared back to you). Can fill out would give them the ability to complete fields on the form and sign the signature fields assigned to them (The document will then be auto shared back to you). Can modify rights would allow complete editing capability, including signature assignments (Reserved for other agents). If the individual has signature fields assigned to them they will automatically get signature rights when shared with them.
You also have the ability to attach PDF copies of the documents to the share invitation. Click on the Show Options, then select “Attach PDF to ”.
NOTE: Be sure to choose “Can Modify” for those with whom you are negotiating!

16. Client View
When you send the documents to your client, they will receive an with a link to their own DotLoop page. Their screen will look very similar to yours, but without the KW branding. Because they have the same screen as you, it is easy to walk them through the signing process.
Your client will click on the form to open it, or select several forms and use the Open option next to the Share button.

17. Client View
Your client can now sign the forms. They can choose to scroll through and read the document as they sign, or if you have already gone through the contract with them, click Go To First Field (in the upper right corner).
They will click to sign.
The first time they sign, the signature confirmation box will appear. Once they confirm the signature, the rest of the signatures and initials will be one-click to sign or initial.
After clicking they can click Jump to the next field that appears below the field they just completed or scroll through the document looking for the red boxes to sign.

18. Cooperating Agent View
After sharing with the agent on the other side of a transaction, the co-op agent will get an inviting them to collaborate online.
If you are using the Version Now documents, the other agent will be able to make changes to the contract based on their client’s request. Those changes are all stored in the history of the document and the online negotiation process starts to take place.
If the other agent makes changes, a new version of the form is created to maintain the history. Since changes have taken place, all signatures that were on the document are removed and the agent’s clients can now sign the document. When that is sent back to you from the other agent you have options.
Your client could accept the terms, or …
You can make changes to the document. Any changes you make will result in the signatures being cleared and allowing you to sent to your client for new signatures. This process continues until all parties sign an unchanged document, which will then lock the document and not allow any more changes.
NOTE: Any negotiations after an accepted contract should be done in accordance with standard procedures which include amendment documents most of the time.

19. Loop Details Page
The Loop Details Page contains transactional data that is generated either from the completed forms or manual entry.
From this page you can:
See important dates regarding your transaction
Load a photo for easier recognition of the loop.
Start your Greensheet using the “Submit to Greensheet” button.

20. Submit for Review
When you are ready to submit your documents for review, click Submit for Review in the upper right corner of your loop.
Keep in mind as we submit the documents the system doesn’t actually send anything. The status of the folder is updated based on your market center’s settings on their broker dashboard. Each folder has its own compliance status.

21. Submit for Review
The next screen that appears allows you to specify which of the folders you are submitting. Only the statuses of the indicated folders will be updated.
You can submit just one or several folders at one time. You will then specify the type of documents that are in the folder. This tells the system which of the Broker Dashboard workflows to use for that particular folder of this transaction.
Once you have selected your folders and folder types, click Submit.
You will be required to have an address on the loop details before you can submit a loop. If you have not yet completed the address fields you will see box asking for that information prior to completing the submission process.

22. Loop Summary Global navigation
In the upper right corner of the Loop Summary page is the global navigation bar. It’s divided up into three categories:
Tasks
Documents
People
Your Loop Summary connects tasks, documents and people so that at any time, you can get the answer to this question – “What's going on with my transaction?”

23. Loop Actions Progress Meter Messages Loop Details Notifications
On the Loop Summary page, you can take the following loop actions:
The Edit Details button allows you to access and edit the page where key information of the loop is stored. This is also the location to start your Greensheet.
The progress meter shows you the “completeness” of a loop. This is based of the number of tasks. For example, if you have 7 of 10 tasks complete, you will see the circle shaded in at 70%.
The notification (flag) icon shows you how many new notifications you have for this loop. This could be documents being added or signed. Click the flag icon for see a menu of notifications.
The messages icon indicates the number of new messages on this loop. Messages appear in a text/instant messenger format in which you will see the conversational thread. Clicking the icon will allow you to view your messages for this loop or send a new one.

24. Folder Actions Create folder Folders
The first section in your loop summary is “Documents.”
The Documents section is organized with folders. As you can see, you can organize documents in a loop into as many folders as you wish. For example, if you have a listing and you receive multiple offers, the listing documents would be in one folder and each offer should have its own folder in the loop. Each folder has a compliance status associated with it and can be submitted to the office independent of the other folders. This folder style view lets you manage the entire transaction from one loop.
Beside the Share button is a drop-down button that lets you create new folders or manage whether archived items are shown.
From this menu you also have the option to open, download, or fax forms.

25. Folder Actions Folder Options
Each folder will have an Add Documents option as well as a drop down menu.
For each folder you can:
Rename the folder
Duplicate the folder
Archive the folder
BEST PRACTICES:
Update your folder names based on the status, especially for the offers that come in.
Add (Primary) to the folder you are currently negotiating
Add (Withdrawn), (Rejected), (1st Offer) (2nd Offer) and other titles to remind you the order and status of an offer.
Once an offer is rejected or withdrawn you could archive that folder from view. Remember you can choose whether archived items are visible or hidden.
Drag folders to change their order on your screen. You might prefer the listing documents folder on top with the primary offer right below that and then the rejected or withdrawn offers even further down.

26. Document Actions Status Tag
For Documents, you can see the tags that your office applies as well as see the system status of the documents. Along with this you have a drop down menu for each document.
You can open, rename, copy to, view history, download, or archive a document.
As with the folders you could use the name to rename forms. As an example if you have multiple amendments to a listing for price drops or extensions you could modify the name to include items such as (1st price drop) (2nd price drop) (1st extension) in the form name.
Additionally, you can drag the forms in the order either you or your office prefer them.
The history options lets you see the changes and different version of the document.

27. Share Documents Document shared with Document messages
Once you have shared the document, you’ll see the number of people it’s been shared with. Click on that icon to bring up the sharing window for that form.
There’s also an indicator letting you know if you have any messages regarding the document (replaces the old “Notes” feature).

28. Loop Summary: People
Back to the Loop Summary page, if you scroll down below the “Documents” section, you’ll see the “People” section.
You can truly bring anyone you want into a loop. All you do is enter their address, and then tag them with a role (e.g., Buyer, Seller), which will send them an inviting them into the loop.
NOTE: If you add a person to a loop, they will not see any documents in the loop until you share something with them. They will also not see any other people in the loop you introduce them to each other - like a virtual handshake. That allows them to collaborate with each other and not have to use you as the middleman. Just click the dropdown menu next to their name and select “Introduce”. The popup window will list out all the people you can see that this person cannot see. Select someone and go.
The “role” on the right hand side is the title that you can assign to remind them how they relate to this loop.

29. Messages
It’s easy for the people in a loop to communicate with each other:
Notifications help you know what needs your attention.
Messages give members of the loop the ability to communicate with each other.

30. Loop Summary: Tasks
Scrolling down to the bottom of the Loop Summary page, you’ll see the Tasks section.
Tasks tie people and documents together, so that everyone knows what needs to be done, and who’s doing what. You can create and share tasks (and task lists) with anyone in the loop.
All users can create tasks for themselves as well as task checklists to share with other people. You can even assign tasks to other people with due dates.
Some tasks are automatically generated for you (e.g., if someone assigns a signature field to you, a task to sign that document is automatically created)
At any time, you can see a history of all that’s happened with a loop by clicking Activity Log at the top of the Loop Summary page.

31. Activity Log
All messages, notifications, and tasks are stored in the activity log.
Every document is updated with a document status and added to the activity log so you always know where your documents are and where they have been.

32. Global Tasks
Best Practice: Check the “Global Tasks” page when you come into myTransactions to see a list of what’s been done and all that needs to be done across all of your loops.

33. Permissions and Access Rights
4 simple rules:
Anyone can add people, documents, tasks to a loop.
Anything you add to a loop is private until you share it.
Anyone can share anything that they have access to.
No one can see who you invite to a loop or share with (unless you introduce them).
Best Practice: Check the “Global Tasks” page when you come into myTransactions to see a list of what’s been done and all that needs to be done across all of your loops.

34. Account Conversion What you need to know:
When you upgrade, all data is carried over intact.
All loop types are converted to one simple loop type, with offer loops converted into document folders under the parent listing loop.
The conversion is one-way; once you upgrade you can’t revert back.
If you don’t upgrade but engage with someone who has – either by inviting them into a loop or being invited into a loop – you will both be working inside the upgraded loop type for that loop.
If you upgrade your account it only affects your account. If a broker dashboard user in your office upgrades their account, it will affect everyone in that market center.
Best Practice: Check the “Global Tasks” page when you come into myTransactions to see a list of what’s been done and all that needs to be done across all of your loops.

35. Mobile App
Additionally, DotLoop will be releasing a mobile app in the weeks following the release of the updated myTransactions desktop version. It’s an iOS app, so it will work on your iPhone, iPad, iPad Mini and iPod Touch. More details on an Android app as soon as we have them.
The mobile interface is consistent with the desktop interface—everything you can do in your office can be done on the go.
One feature that is exclusive to the mobile app is the ability for people to complete documents with a “wet signature.”

36. Mobile App (CLICK TO ANIMATE SIGNATURE)
By “wet signature” we mean that when you are with a client, they can sign with their finger or stylus, just as they would with pen and paper. No address is required.

37. Support Resources Edge myTransactions Roadmap
myKW.kw.com > Technology > eEdge > Roadmap > myTransactions
KWRI eTraining Webinars
Live: myKW.kw.com > Technology > KW Tech Ambassadors > Webinars
On-Demand: kwconnect.kw.com > Agents > Technology Training > eEdge-myTransactions
eEdge Leadership Page (includes Upgrade Guide download)
myKW.kw.com > Technology > eEdge Leadership
Weekly Technology Update s
Look for these at the beginning of every week, sent from “KWRI: Technology Team”

38. myTransactions
Coming Spring 2013