Sending Document Requests (Manual & Automatic)

One of the great features within Scarlett Mortgage this ability to automate sending document requests to your clients.

Customizing Auto-Doc Settings

1) Within the deal, click on the "Documents & Forms" tab.

2) Click "Tools" and select "Request Documents".

3) Here we have the option to create a document list manually by clicking the "Create New Request" button, or we can have Scarlett do the work for us. Click "Auto Generate Document List" to have the document list auto-populated based on the application contents and your auto-doc rules.

4) In the popup window, choose your applicants and select whether you want a separate request for each applicant or a single request for all applicants. Click "Generate & Send" to immediately send the request to your applicants, or click "Generate" to preview the request. We will click Generate.

5) On our document request list now we will see that the request has been created, but not yet sent. Let's click "Open".

6) This opens the document list that was auto-generated. In this window you now have the ability to remove documents or add documents as you require. We can remove unnecessary documents by clicking the "Delete" button next to that document

7) To add a document, click on the "Add Document" button in the upper left corner.

8) This launches the Add Document pop up window where you can select the document type and also add any notes that you deem necessary. For purposes of this demo, we'll go under General and select Active Home Insurance Policy and then click okay.

 9) As you can see, the document has been added to the list.

10) Once satisfied with the list of documents, click "Send Request".

11) This opens a new window. As you can see, the recipients have already been pre-populated. We also have the opportunity to add a CC, BCC, and an access code if you wish.

12) Select your agent profile to populate the document link and your signature.

 13) Click "Send" to send the request to the client.

When you send a document request to a client they will receive an email like the below:

The link within the email takes your client to the document upload page. An easy page where your clients have the option of dragging documents directly onto the page or uploading them through the dropdown menu. Clients also have the opportunity to add notes by clicking on the notes tab.

When they upload their documents and click submit, their portal changes to show those documents now in submitted status.

You receive an automated upload notification. As you can see in this email, it lists the documents and also provides a link directly back to the deal.

To review these documents follow these steps:

1) Within the deal, select the "Documents and Forms", click on "Tools" and "Request Document(s)". This will bring you back to your list of document requests. Click "Open" to view the document request.  

2) You can click the eyeball next to the document to preview it.

3) Then click "Mark as Satisfied" or "Mark as NOT Satisfied" based on your needs.

4) To explain why the document is being rejected, you can edit the comments on this document by clicking the "Edit" in the document note.

This will cause a pop-up where you can enter the new note.

5) To notify your client that one of the documents has not been satisfied, click on the "Send Request" button in the upper left. This launches a new notification pop up window where you can advise your client that one of the documents did not satisfy the request.

Note: you do not have to send a new request. If you have reminder settings on, the client will be automatically notified of any documents in Pending or NOT Satisfied status on the schedule you have set.

When your client re-visits the document portal, they will see the updated status.

 As before, the client can simply drag and drop onto the page or upload it from the dropdown menu and hit submit.

There you go. That is how you send a document request to your client.

Another great feature within Scarlett Mortgage is the ability to totally automate document requests to your clients.

1) In the deal dashboard go to the Settings tab on the left side and select Mortgage Module settings.

2) Click "Mortgage Application Settings"

 3) Select your application link that you want to automatically collect documents.

4) Select "After Application Submission" to have an email requesting the documents go out to your clients immediately after submission.

5) This will open a pop-up allowing you to select your request options. You can have the request go out separately to each applicant, or jointly for all applicants. You can also chose to have documents requested for all applicants, or just the primary applicant group. You also have the ability to add an email address to the CC line.

6) Below this, you can enter the body of your email. The document link will be inserted below the contents of what you write in this box.

Don't forget to save your new selections.