Introduction

 

Sharing documents within a loop can be accomplished a few ways. We are able to share single documents, or we are able to share multiple documents at once as a group. Each of these methods has been outlined below:

 

Using This Guide

 

Scroll down the page in order to review all sections of this tutorial. Or, if you're looking for something specific you can skip to a particular section by clicking on its name. BACK TO TOP links which will bring you back to the top of this page can be found in-between the sections.

 

Article Sections

 

Sharing one document

 

To share a single document let's first open the document and ensure it is set up correctly for sharing. To do so, click on the title text of the document within the loop.

 

 

This will now open the document. If it is the first time opening the document, and it is an interactive PDF, you will be prompted to Autofill the document. If so, fill out all information in this window, and click on the Autofill button at the bottom.

 

 

Once within the document, let's review and ensure everything is set up correctly. Once we have looked through the document, we will click the SHARE button at the top of the page. In situations where you have made unsaved modifications, this button will say SAVE & SHARE.

 

 

We will now be taken to the share window. Let's take a second to break down the features available here. If you already have fields assigned to your receiving party, they will be automatically check marked and the appropriate permission selected. If you would like to change the permission, simply click on the down arrow to the right of the share permission and select the appropriate option.

 

Also, if you would like to send a PDF attachment, you can do so by checking the box below labeled ATTACH PDF TO EMAIL. Once everyone is checked and the appropriate share permissions are selected, let's click SHARE.

 

 

You will now be notified that your document has been shared. If you wish to review the permissions, reshare, or remove the share, click on the option RESHARE AND MORE OPTIONS to the right of the WHO HAS ACCESS section.

 

 

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Sharing multiple documents

 

To share multiple documents at once, we will want to be on our loop page looking at the list of documents. Ensure first that each document is set up correctly (as outlined in the last step) and then check mark each document you wish to share.

 

 

We will now see a list of options appear. These options are used to perform group actions on the selected documents, but for now let's click on the big SHARE button.

 

 

We will now be taken to the share window. Let's take a second to break down the features available here. If you already have fields assigned to your receiving party, they will be automatically check marked and the appropriate permission selected. If you would like to change the permission, simply click on the down arrow to the right of the share permission, and select the appropriate option.

 

Also, if you would like to send a PDF attachment, you can do so by checking the box below labeled ATTACH PDF TO EMAIL. Once everyone is checked, and the appropriate share permissions are selected, let's click SHARE.

 

 

You will now be notified that your document has been shared. If you wish to review the permissions, reshare, or remove the share, click on the option RESHARE AND MORE OPTIONS to the right of the WHO HAS ACCESS section.

 

 

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Sharing permissions

 

Permissions are given to people when you're sharing with them. You're effectively communicating with dotloop that these people can only do this action with these documents. Also, it is important to note that recipients can never share the document to others with any permission higher than the one they were given. For example: If I share a document with co-op agent Bob with VIEW ONLY permissions, Bob can only share that document with VIEW ONLY to his people. If I shared a document with Bob with CAN SIGN permissions, Bob can share that document with VIEW ONLY or CAN SIGN permissions with his people. Keep this in mind. just because you don't want that particular person to sign a document, doesn't mean you should give them VIEW ONLY permissions, they may need to share that document with their clients to sign, so they will need at least CAN SIGN permissions to then share with their clients.

  • View Only. VIEW ONLY will allow the recipient to only view the document. They cannot sign this document, they cannot make any changes to it. They can however print or download the document.

 

 

  • Can Sign. This is the permission you'll be using when you only need to obtain signatures/initials, and/or have the recipient fill out fields specifically assigned to them. CAN SIGN will allow the recipient to view the document and also dotloop will walk them through their assigned fields, making an intuitive experience for the recipient to sign, initial, and/or fill assigned fields on the document(s).  Also, this permission will notify you and send the signed document back to you automatically after the recipient clicks the FINISH SIGNING prompt.

 

 

  • Can Fill & Sign. This permission is for documents you need filled out and signed, but you don't want the recipient to actually alter field sizes or add fields to a document.  A Seller's Disclosure is a good example of a document that would be sent with this permission.  We will walk the recipient down the document to each blank field and request their input, including initials/signatures.

 

 

  • Can Edit in Private. CAN EDIT IN PRIVATE is the permission used when you want the recipient to make any necessary changes to a document without restriction, as well as share to their clients.  When you pull a document out of templates, or upload a document into your loop, you automatically have the CAN EDIT IN PRIVATE permission. That is the highest permission for a document, meaning you can change whatever you want on it (everything tracked of course in dotloop), alter field size, delete or place additional fields, and fill out anything you want. Any changes made to a previously signed document, by design, will wipe out signatures ensuring no one is agreeing to term edits made after signatures were placed. This permission is ideal when sharing with co-op agents using dotloop. 

 

NOTE: When sharing with CAN EDIT IN PRIVATE, you may receive notifications of documents being signed, but you will not be able to see any changes until the other party has shared the document(s) back to you.

 

 

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Send as PDF

 

Sending a PDF attachment is easy. This will allow you to attach a PDF version to the email that is sent to your recipient. From the share window click ATTACH PDF TO EMAIL prior to sharing.

 

 

The recipient will now receive an email letting them know you have shared a document. Within the body of the email will be an attachment to download the PDF(s)!

 

 

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Share statuses

 

Once a document is shared and you have returned to the loop, it will display a status for the stage it is currently in. These statuses are WAITING ON OTHERS, SIGNED, and PART SIGNED. If you have not shared the document(s), or have modified them, they will simply display NOT SHARED.

  • Once a document is shared with a member of the loop you will see WAITING ON OTHERS. Hovering over this status will show additional information such as who has already viewed the document and who it's still waiting on. 


 

  • Once a document is signed the status will update to SIGNED. 

 

 

  • If by chance a field or fields were missed when signing, dotloop will let you know that the document was only PART SIGNED.

 

 

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Re-sharing documents

 

There may be times when you need to reshare a document in dotloop. If you have already shared a document, or documents, with a recipient then you can share again using the reshare function.

 

Here are common scenarios where resharing may be useful:

  • Your recipient requests documents to be shared with a new email address
  • You have shared documents, but the recipient has not received the email
  • Your recipient cannot find the email shared and would like a new email sent to them
  • Your recipient has only part signed a document

 

If you are resharing a document to a new email address, you must first change the clients email address within the people section of the loop. 

 

Now that we are ready to reshare click on the RESHARE AND MORE OPTIONS link at the top right of the share window.

 

 

This will now take us to the next window where we can check the person we wish to reshare with and then click on the reshare button at the bottom right.

 

 

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Revoking a share

 

In some cases you may wish to revoke a share. This is possible through the RESHARE AND MORE OPTIONS section of the share window. Here, you can hover over the person's name and click the small X that appears.

 

 

It's that simple! We will note however that this cannot remove the email that has already been shared to this user. If the user has not yet opened the document they will have no access to view the document. However, if they have opened the document, they will have access to that version of the document, but will not be able to modify the document, or see any future updates made to the document. When they open the document, it will prompt them with this:


 

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Fax

 

Faxing in dotloop is accomplished in just a few easy steps. The document(s) you wish to fax will need to be in a loop. Checkmark the documents that need to be faxed, then select the FAX option from the documents menu, as pictured below.

 

 

When you click on FAX, you will be prompted for a fax number (if you are not prompted for a fax number, please refer to tips below). Simply type in the recipient's fax number. You also have the option to write a short message which will be added to the fax's cover sheet.


 

After sending the fax, dotloop will begin tracking the status of the fax. You can view this within the loop's ACTIVITY LOG. As soon as you click send, a STATUS: IN PROGRESS log will be added, at the time you sent the fax. Depending on the success of the fax, we will add a second log to the loop's ACTIVITY LOG. This is either STATUS: SUCCESS or STATUS: FAILED. Please see the tips below if your fax has failed.

 

 

Tips

  • If you clicked FAX and you were prompted to PREPARE YOUR DOCUMENTS. This is okay, dotloop is simply letting you know this is a document that has not been filled out in any way yet, as far as dotloop knows. You can choose SKIP if you do not want to add any fields to your document and you'll proceed with faxing, or PREPARE if you do want to add fields to your documents.
  • If your fax failed. There are some parameters your documents must fit within to be sent via fax. If your total fax is beyond 20 MB, your fax will not send successfully. This is easily remedied by sending less documents at one time. If you have one document that is larger than 20 MB you will need to download that document and compress it. There are many third party options for this.
  • It is also possible that your fax is too long, dotloop can fax 100 pages as a maximum. There is a limit of 100 pages per month that can be faxed.

 

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Pro tips

  • If you are receiving an error when trying to share after checking ATTACH PDF TO EMAIL you may be over the size limit that can be sent in an email. Try unchecking a document or two, and then sharing with a PDF attached.
  • Not all documents will present you with the Autofill window. This will only be the case for interactive templates.
  • If CAN SIGN is greyed out and cannot be chosen as a sharing permission, this is because there are no fields assigned to the individual you would be assigning CAN SIGN to. Go back into your documents and double check your signature and initial fields, this will then allow you to select CAN SIGN.
  • An individual's share permission will default to CAN SIGN if that individual has signature/initial fields assigned to them within the document/documents you are sharing.
  • While re-sharing, to the right of the persons name you have more options. You can click on their share permission to change it if needed, as well as click on the X all the way to the right side to remove the share from said person.
  • If your clients are not receiving documents you can check the status of the share via the ACTIVITY LOG. If there is an issue with the share you will see a log entry stating STATUS: SOMETHING WENT WRONG. CHECK WITH THE RECIPIENT OR RESHARE THE DOCUMENT. This typically means that either the email address is misspelled, or that the client's email client is bouncing the emails back.

 

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