The Dashboard is the home page for the SmartMLS Sign platform. It is the screen from which you access all of the platform's features.
The quickest way to access the Dashboard is through the Signings widget on the connectMLS home page:
There is a lot happening on the Dashboard, so let's break it down and see how you can use it to leverage the power and simplicity of SmartMLS Sign:
There are three tabs going across the top of the Dashboard that provide access to the major features of the platform (we will cover each in detail later in this article):
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Signings- this section allows you to create, edit, manage and delete signings.
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Templates (Forms)- provides access to all the forms you are entitled to through your SmartMLS membership. If you are a member of CTR and/or a Board of Realtors that has its own forms library, those forms will be located here as well.
- Contacts- when you add participants (seller, buyer, attorney, etc.) to a signing, they are added to the Contacts section of SmartMLS Sign. The Contacts tab allows you access to all of these contacts.
Let's take a closer look at each of these three sections.
Signings
As mentioned earlier, the Signings tab is where you go when you would like to create a brand new signing, continue working on a signing you started earlier, check the progress of a signing you have already sent out, or review a signing that has been completed (all participants have done their part).
The Signings section is broken down into several tabs:
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In Progress allows you to keep track of any signings you have sent out that have not been completed by all participants:
You can see the signing's current stage, how far along it is (progress), when it was last updated and when it is set to expire.
There are also icons to the far right that provide additional actions:lets you resend the signing (if one or more participants have not received it via email).
lets you withdraw the signing.
allows you to duplicate the signing.
download a PDF copy of the signing.
edit the signing.
view the signing's details.
When you view the details of a signing (by clicking on any part of the signing to the left of the icons mentioned above), you can get an overview of the stages and participants through the Signing Details tab:
You can also click the Audit Trail- Chronology View tab for a detailed log of the entire signing process. This includes timestamps for when the signing email was sent out to each participant, when the emails were delivered, if/when participants clicked within the email, when a participant signed the document and much more. This eliminates any guesswork as to whether or not a participant has gotten their email, etc. You are kept in the loop every step of the way.
- The Drafts tab displays any signings you have started but have not yet sent out to the singing participants:
Much like with the In Progress tab, there are several action icons on the right side of the screen that allow you to interact with the signing:lets you delete the signing (sending it to the Recycling Bin tab).
- The Completed tab displays signings where all participants have completed their roles:
lets you forward a PDF version of the completed document via email.
- The Recycling Bin tab contains any signings you have deleted:
Templates (Forms)
At the top center of the SmartMLS Sign platform, you will see the Templates (Forms) tab. This is your access point to the forms you are provided through your SmartMLS membership. If you are a member of CTR and/or a Board of Realtors that has its own collection of forms, their forms will also be accessible to you within this section.
SmartMLS has gone to great lengths to set up the templates ahead of time to make the process of filling them out and preparing them for signatures as straightforward and efficient as possible. Part of this process is configuring each template with the appropriate roles based on the nature of the form and the specific people (buyers, sellers, etc.) whose signatures are required. These templates are pre-configured with signature and initial blocks that correspond to each signing participant, making it easy for all parties to know exactly where their signatures and/or initials are required.
Between the forms SmartMLS provides, those available to CTR members and those available to you through your local Board (if applicable), it could sometimes be a daunting task to find the exact form you are looking for. Thankfully, SmartMLS Sign provides several tools to assist you in narrowing your search so you can easily find the right form.
In the top left corner, the Smart Filters section provides quick access to any forms you have designated as favorites. There is also a filter that lets you quickly go through forms you use most frequently:
The Directory section (located beneath Smart Filters) can also help you locate the correct template by narrowing your focus to one or more forms directories. This can include Personal (forms you have uploaded into the SmartMLS Sign platflorm yourself), Smart (forms provided to all SmartMLS members), CTR (forms available to CTR members) and Board-specific forms (if you are a member of a Board of Realtors that provides its own forms library).
Note: not all Boards have their own forms. Users are not entitled to a specific Board's forms if they are not members of that Board:
Clicking on the name of a Directory will display all of the forms within it. You can select more than one Directory at a time, at which point your list of forms will get bigger (and possibly more difficult to search through). When you click on the desired Directory, it will turn a darker shade of orange to let you know it has been chosen. Click it a second time to deselect it (it will turn back to a lighter shade).
Underneath the Directory section, you will see a group of Tags. We use tags to group similar forms together to make them easier to find. For instance, there is a Disclosure tag that, if selected, will display all of the various disclosures we have:
As is the case with Directories, you can select multiple Tags while trying to find a form. As you select Tags, they will turn a darker shade of blue. Additionally, the list of matching forms in the center of the screen will get larger.
You can also use any combination of Directories and Tags to help you locate the desired form.
As previously mentioned, when you select a directory or tag, its color will darken to let you know it is being included in your search:
You can exclude it from your search by clicking it again. Its color will then lighten and it will look the same as the other unselected options.
There is also a Search bar that you can use in the upper right corner to look for forms:
You can use the search bar by itself or in conjunction with Directories and/or Tags.
Contacts
Contacts is the third tab at the top of the SmartMLS Sign Dashboard. This is essentially an address book for participants you have added to your signings within the platform:
Note: the Contacts section within SmartMLS Sign is separate from the contacts or clients sections of any other SmartMLS program (Matrix, connectMLS, ShowingTime, etc.). Contacts from other MLS programs are not imported into SmartMLS Sign.
The search window in the top right corner of the Contacts section is extremely flexible and useful when trying to find a specific contact. Regardless of what you enter in it (full names, numbers, partial words, etc.), SmartMLS Sign will search through every field in the Contacts database to find matches.
For instance, if you are searching for a contact you've added in the past and remember that they had a gmail email address, you can just enter gmail in the search bar and all contacts that have gmail addresses will come up:
Each contact has a couple of icons on the right side of the screen:
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allows you to edit the contact's information.
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lets you delete the contact.
There is also a green New Contact button in the upper right that you can use to add a new contact to your SmartMLS Sign database:
Click here for an article that covers the process of adding contacts in detail.
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