Jointly creates compliance checklists for team members based on the team default documents and answers to property specific questions.
Completing CDAs (Commission Managers) (UPDATES COMING SOON, STILL IN PROGRESS)
Setting Up (For Team Admins Only)
To start using the Guided Compliance Review, an Admin on the team needs to select the Guided Compliance Review option in the Team Transaction Approval Settings as shown below.
Next, select whether or not the representation documents need to be submitted in advance (If "No" is selected, the representation documents will not be able to be submitted until the deal is executed and all required contract documents have been added).
Also, select if the agent should submit a commission request to the Commission Manager (If "No" is selected, agents won't have to input the information required to generate the CDA/Invoice).
** Be sure there is someone assigned to the Compliance Manager and Commission Manager roles on the team.
Submitting Representation Documents
**Note** - If you're Team Admin didn't select that the representation documents need to be submitted in advance, you won't be able to submit them until you have an executed contract and all contract document requirements have been met as well.
The representation documents compliance checklist is created from your team default documents. Once the Buyer Representation Agreement is completed, you will see a yellow box indicating the Rep Docs have not been submitted.
Click the yellow REP DOCS NOT SUBMITTED button and select Submit for Review from the dropdown menu.
If you have any incomplete documents, you will see this notice.
Documents that are "In Progress" will need to be completed (e.g., all fields filled, and all necessary signatures obtained) prior to submitting for review."
Once all required documents have been completed and you submit for review, the yellow box will turn gray and show REP DOCS IN REVIEW and the Documents page will show PENDING REVIEW next to the documents until they have been approved or rejected.
Submitting Contract Documents
The contract document checklist is created by your team default documents and the property specific questions answered on the contract document. The offer status must be executed in Jointly to submit for review (Click the current status indicator (e.g., DRAFT) near the offer title and update it to EXECUTED.")
Once the status is Executed, you will be prompted to answer the questions related to the contract details. Please answer these questions accurately, as your responses determine the required compliance checklist for this transaction.
The review status will show "NOT SUBMITTED FOR REVIEW"
A list of placeholders for the required documents you need to provide will appear on the Contract Documents page. This list is based on your answers to the contract information in addition to the default documents your brokerage requires.
Be sure all required documents have been added/uploaded. If you click on the requirement, you can upload directly there or you can Request an Exemption
Click the Yellow "NOT SUBMITTED FOR REVIEW" drop down menu and select "Submit for Review". Confirm the final acceptance date and the closing date (this will be prefilled based on what was entered on the contract, but you can change if needed).
Verify nothing has changed with the contract information
Confirm if there were any contract amendments added. If "Yes" is selected you will need to complete the information for the Amendment
If all document requirements were met your transaction will show In Review
Request an Exemption
If there is a required document that is not necessary for your transaction or you need to request an exemption for another reason, click on the required document and select "Request Exemption" and enter the reason for the request in the "Add Note" prompt that appears.
This will change the status of the document placeholder from Required to Exemption Requested.
To undo the exemption request, open the document and click "UNDO EXEMPTION REQUESTED".
Draft a New Document
If you need to create a new required document that you don't have:
Click on the placeholder requirement
Select "Draft New".
This will open the document task in your "Tasks" page for you to complete.
After completing and marking the document ready, you will need to assign the document to your clients and then submit to the other agent or party for signatures. If all parties sign in Jointly, the document will automatically appear in your "Documents" page, and the requirement will be completed. Otherwise, you will need to upload the copy to the requirement placeholder.
Upload a Document and Select Type to Meet Requirement
If you upload a document from the "ADD DOCUMENT" button, you will need to select the document type to have it appear in the required documents list.
Click the Add Document button and upload the document from your computer
Be sure the Map box is not checked if you are uploading a completed, signed document. Check the 'Map' box only if you need to prepare the document for e-signature by adding signature fields within Jointly or to map an execution date.
If you upload a document using the general Add Document button (instead of uploading directly to a specific placeholder), it will show in your Inbox folder until it is categorized by selecting a document type.
Click on the document to open it and then click 'Select document type' to see the list of documents to choose from. You can scroll through the list or start typing in the name to search for the document.
Click the checkmark once you've selected the correct document.
Now you will see the document has moved from the Inbox folder to the placeholder in your checklist.
Selecting the document type will also archive an open task for that document and remove it from your tasks page.
Reviewing Documents (Compliance Managers)
Where to Find Documents Pending Review
Click Pending on the left sidebar. Once in the Pending view, click on the Transaction Approval tab.
There you will see a list of all deals and their status. Click the filter icon to only see what is pending review.
If you hover over the Pending Review button, you will see which documents need to be reviewed.
Click into the deal to start reviewing.
Approving Representation Documents
Click on a document to review.
If the document meets the requirements, click "APPROVE"
You can add a note for the agent here. These notes are internal and visible only to you and members of your brokerage
Once all Representation Documents are approved, update the review status to "Mark Rep Docs as Approved" by clicking the drop down menu on the 'REP DOCS IN REVIEW' button.
This will update the review status on the deal to 'REP DOCS APPROVED' and also update the status in the Pending view for Transaction Approval.
Approving Contract Documents
When approving contract documents, follow the same steps used to approve representation documents, as outlined above. The difference is that you will only have the option to Send Back to Agent if documents are missing or rejected, or Withdraw Submission if the submission needs to be resubmitted to include additional documents for review.
**Note - only Commission Managers can update the review status to 'Ready for Closing' once the CDA/Invoice has been completed.
Rejecting Documents
If a document needs to be corrected, click the REJECT button.
You will automatically be prompted to add a note and notify the agent of what needs to be corrected.
After reviewing all of the documents, click the drop-down menu from the 'REP DOCS IN REVIEW' button and select 'Send Back to Agent'. You will be prompted to send an email to the agent and you can add anyone else to the email. This will also update the review status to 'MISSING OR REJECTED DOCS'.
Completing CDAs (Commission Managers)
If your team Transaction Approval settings are set for agents to submit a commission request to the Commission Manager, the agent will need to complete the request in order to submit the file for review and the task will then be in your queue.
Where to Find CDAs Pending Completion
Click Pending on the left sidebar. Once in the Pending view, click on the Transaction Approval tab.
Click the 'FILTER' option and select 'Pending' under the CDA/Invoice section
Click the deal name to go to the deal.
Click 'Contract Tasks' to view the CDA task.
Completing the CDA and Submitting to Title
Click the CDA from the Contract Tasks page. The CDA will be prefilled with the information entered by the agent. You can make changes or click the Save button to complete each section.
On the Financials section, the Settlement Charges will be who is paying the commission (Seller, Buyer, Listing Broker or combination of all). Click the pencil icon to edit the amounts/people. Click the trash can to remove parties that aren't paying. Click Add row to add another charge.
The Payouts section is who is receiving the commission and these amounts need to match the Settlement Charges. Edit the section to enter amounts. If they don't match, you will see an error notice.
Once each section is saved, you will be prompted to sign the CDA. Sign and click Save & Submit.
The CDA will now be ready to submit to Title. Click Submit to draft the email. You can delete the Go to Jointly link if you wish and add the CDA as a PDF attachment prior to sending email.
Once completed, the CDA/Invoice status in the Pending Transaction Approval tab will be updated to 'completed' status.
Editing a Completed CDA
If you need to make changes to a completed CDA, add a new one by clicking the ADD DOCUMENT button, select from forms library and search for commission. Completing a new one will archive the original in your Contract Documents page.
