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Important: Before you proceed it is important to know that when you email a CONTRACT/DISCLOSURE/DOCUMENT for the first time to any participant, their email server might think that it is Junk Mail. This happens frequently with an email from unknown sources.
In that case you have two options:
1. The solution to this junk email issue is to set www.ctmsoftware.com as a recognized Sender in your mail server.
2. Ask your client for an alternate personal email address such us Hotmail, AOL, etc. It will go to the junk folder also, but they can retrieve it.
To email CONTRACTS/DISCLOSURES/DOCUMENTS, just click on EMAIL Contracts which is located on the right- side of the Detailed Transaction Page just above listed documents. Or you can click on the blue Prepare to Email Documents button in the lower right of your documents listed in Docs Management.
First select the person(s) you wish to be the recipient(s) of the emailed documents. A user can be pulled in from your Client/Contact List or your Team Members List by using the appropriate icons.
NOTE: If you use the My Contacts/Clients icon you will just highlight the name/email address of the individual. You can select multiple individuals from the list by holding down the CTRL key on a PC and the CMD key on a MAC. The names/email addresses WILL NOT populate into the Send To field. When you send the email, the highlighted Contact/Client will be included as a recipient.
Email addresses can also be typed into the Send To box. Separate Multiple Email Addresses with semi-colons.
You can change the Subject if you wish.
You can Cc and Bcc recipients. You can also Cc or Bcc yourself.
You can type your message in the text box and change the font size using the radio buttons on the left side of the message.
You can add your Photo, eSignature, Co Logo, and Personal Message by checking the boxes associated with each item. You can also create a global default for these settings under Utilities, Account Personal Info.
If a client’s email address was entered into the PARENT CONTRACT, there is no need to enter it again. There will be a checkbox right next to the client’s email address located below the message box. Just check this box. You can also request a delivery confirmation by checking the box: Request a Read Receipt Confirmation.
NOTE: Some recipient’s email systems will not send you a receipt confirmation because they don’t have this feature, such us Hotmail, Gmail, Yahoo, and free AOL, etc.
Select the CONTRACTS/DISCLOSURE/DOCUMENTS to be emailed by checking the appropriate boxes to the right of the document. Finally, click Email Selected Docs to SEND.
Important: The recipient of this electronic contract will only be able to View, Print, Sign or Forward the document and will NOT be able to modify anything in the document.
In a Transaction:
1. Click on the eContracts link from the Detailed Dashboard
2. Click EMAIL Contracts at the top of the page
3. Type in the email address or put a check in each box for the participants
4. Scroll down to the bottom of this email client and put a check in the box to select the document(s) that you want to send
NOTE: If you have electronic CONTRACTS/ DISCLOSURES/ DOCUMENTS with similar names, be sure you are selecting the items from Docs Management.
5. Click the blue button labeled Email Selected Docs
In Miscellaneous Docs Management:
1. Check the box(s) to the right of each document found below the Email column
2. Click the blue button Prepare to Email Documents
3. Add the email address you want to send the document to
4. Check the box to select the document(s) that you want to send
5. Click the blue button labeled Email Selected Docs
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