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| NTREIS Transactions Newsletter- April 2008 |
Volume 1, Issue 1 |
⇒ Electronic Filing: A Paperless Society
⇒ Archiving Your Transactions
⇒ Helpful Hints: Archive Report Tool
⇒ Get Started Today!
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| Electronic Filing: A Paperless Society |
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| More and more agents are wondering about the ability to save all records electronically. With emphasis for a paperless society from all sources, going to online/CD storage for files and records will soon be expected and even demanded by more people. NTREIS is ahead of the curve and offers all agents a system for online/CD transaction storage as part of your MLS fees. | | | | |
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| Archiving Your Transactions |
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The new version of NTREIS Transactions can not only give the agent the ability to save documents online, to your desktop, or to a CD, but now is able to save the whole transaction, including:
- A Transaction Cover Page complete with Agent and Office branding
- All Documents – Current and Previous Versions, Document Audit Logs and Comments
- Participant information
- The To Do List – to document the agent’s actions on the transaction
- All Service Orders- (home inspections, title services, appraisals etc)
- File History
- Messages created within the Transaction software
Why is this so important? It creates a “real-time” diary to document that agent’s action in any given transaction. The agent will be able to prove when the client opened version 4 of the contract- even years later. While our memory may fade and pieces of paper with little notes get lost- the Archive Report will not. | | | | |
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| Helpful Hints: Archive Report Tool |
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There are several types of Archive Reports:
- Your View: - The report will contain all of the information that your role(s) has access to view within the transaction file. This could be for your permanent IRS files or real estate business.
- Buyer View – The report will contain all of the information that a user with the role of a Buyer has access to view within the transaction file. There will be a “branding” option for the agent or office for each report. You may include your information to leave behind with your client.
- Seller’s View – the report will contain all of the information that a user with the role of a Seller has access to view within the transaction file. (The branding option will be available here too)
- Other View – The report will contain all of the information that a user with the role of your choice has access to view within the transaction. This may be used as a broker’s report, so your broker might also store all office paperwork online or on a CD.
- If you choose to create an Archive Report for your client, why not take it a step further and place it on a CD that will allow you to print on the cover. Your local computer store will have user friendly software, and printers that includes a CD printer tray. If you are ready to update your printer equipment check out this easy way to leave your business card on your client’s most important purchase they will make. Agents build their business on referrals and repeat clients. You know a client will not throw away their closing documents – Why not have your picture and information on the cover of the CD. It can make a nice little closing gift for very little investment and time.
- For the agent’s convenience Your View report can have the home and client’s information, to be sorted out quickly and make future reference easy to access.
- If the agent uses Outlook or another email product for client correspondence but wishes to document those emails also, simply cut and paste those emails into a word document and save as a document in your document package. You may create a user defined document- where you choose the title and security settings- save all emails and still only allow access to whomever you choose.
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| Get Started Today! |
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When beginning to utilize the Archive Report you will create your own shortcuts and options. If you have thought of another advantage or use for the Archive Report, share your shortcuts with us! Please send your ideas to transactions@ntreis.net. It just may appear as a new enhancement next month! Do you have any other tips that we can share with agents? We would love to hear your feedback!
The Upload Options allows the user to store the report as a document in the Transaction or the report can be saved to the user’s hard drive –giving the ability to transfer to a CD.
The Archive Report is created in a PDF format. Each section of the transaction file is bookmarked in the report making it easy to access each section of the report quickly and easily.
As always, for your convenience you may go to http://www.ntreis.net/technical/transactions.asp and view our Quick Reference Guides with simple steps and screen shots. Click on Creating an Archive Report for detailed directions.
It is still not too late to get started. The expression of “save a tree” can really mean save time, money, and space also. | | |
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If you have any questions regarding the contents herein, please contact your MLS Provider.
Comments? Suggestions? Testimonials? Email your feedback to uneeta@ntreis.net
©2008 North Texas Real Estate Information Systems, Inc.
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