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Article updated November 13th, 2024

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A new option has been added. This will allow you to define, for example, whether the document must be provided exclusively by the listing broker, the collaborating broker, both jointly and/or by the referent.

If you do not make any changes to your current configuration. All required documents will be associated with the role: Enroller and Collaborator.

The role determines who is responsible for providing this document and who will be notified for this missing document.

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Old files - the role will automatically be LISTING AND COLLABORATOR.

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We have changed the list of required documents and the role, this affects that the new folder created after saving the new configuration

To change the role to whom the document is required:

To Change or setup a Role for Required Documents by agent role:

Navigate to: Administration > Setup > Mandatory Documents > Mandatory Document Configuration

Mandatory Document Configuration

Save

Select the following options:
- Context: Choose between Listing or transactionTransaction.
- Listing or Transaction typeType: Make a selection from the dropdown list.
- Building Style: Make a selection from the dropdown list.
- Condominium Type: Devided or UndevidedChoose either Divided or Undivided (New)
  - When we receive the board feed import for the listing, the Condominium Type information will be automatically added if entered in the feed.
  - When a transaction is linked to a listing containing this information, the Condominium Type field will be pre-selected. If the information is not available, agents can manually choose the condominium type when creating the transaction
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Select your the document, choose the requisition type of requisition (Optional or Required), and select assign the appropriate agent role (Collaborator, Listing, Listing and Collaborator, or Referent).
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Once the configuration is complete, select Save
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Note

This agent role allows you to define which roles are responsible for providing specific documents. For example, you can specify whether the document must be provided exclusively by the listing broker, the collaborating broker, both jointly, and/or by the referent.
If no changes are made to your current configuration, all required documents will remain associated with the Seller and Collaborator roles.
The assigned role determines who is responsible for submitting the document and who will be notified if the document is missing.

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For existing files, the role will be automatically set to Listing and Collaborator.

Once you've completed your selections, click Save to apply the changes.
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Note: Be sure to save each section you've updated. If you change the context or type of document before without saving you’ll loose your work, your changes will be lost.

This update will help ensure that documents are assigned to the correct roles and allow for more efficient document management across your listings and transactions.