Back Office Submission Guide for Back Office Staff
- Julian Castellanos
When your agents submit documents for review, you can see those documents and/or activities in either the activities tab or the transaction viewer tab.
Activities
In the activities section you can search by any filter that suits you best.
A list of incomplete activities will be displayed to the right of the Activity filter.
The activity information can also be displayed by expanding it when clicking on the arrow located to the left of its status.
The transaction, client and reviewer information will be displayed as well as the notes related to the activity, the document that was submitted and some additional features.
By clicking on the PDF file, the document will open up in a new window so it can be reviewed.
In this case, here is an example of the APS that was submitted.
Once the document has been reviewed and you are ready to take action. Click on the “Review option“ right under the activity’s status.
You can either “Accept“ or “Reject“ the document. In this case, as a first reviewer, the document will be accepted.
Both reviewers will have to accept the document and then save the changes for the next phase.
In a situation in which the document is incomplete, hence lacking any information. Instead of accepting it, one would “Reject it“. Adding a reason for its rejection and then clicking on Save.
The agent will have to check your review in the Activities tab, and then re-submit the correct document so you can review it again.
Transaction Viewer
You can search those activities based on their status in the trade record by typing the latter in the Status search bar.
You can also search your activities by filters i.e. All fields, Address, Agent name, Transaction name or Client name.
After selecting any filter and using it to broad your search, a list of all transactions linked, in this case, to the agent “Support” will appear.
You’ll be taken directly into any transaction’s trade record when clicking on its name.
You can see the activities that have been submitted for this transaction by pressing on the Activities section.
In this case, an agreement of purchase and sale has been submitted for review.
The green colour to the left of the activity serves to inform that it has been submitted.
The document can be opened directly from the activity section by clicking on the PDF.
If the document is complete, you can select the green option labelled “Accept“.
If the document is incomplete, you can select the white option labelled “Return“.