Chapter 5
Low-Rise - Purchase Agreements, Conditional Offer
!! You don't need this type of agreement? See our other Low-Rise project chapters:
Chapter 4: Finalize Low-Rise Purchase Agreements with Firm Offers,
Chapter 6: Finalize Low-Rise Lease Agreements.
Or Our Chapters for High-Rise Projects
Chapter 1: Finalize High-Rise Purchase Agreements with Firm Offers.
Chapter 2: Finalize High-Rise Purchase Agreements with Conditional Offers.
Chapter 3: Finalize High-Rise Lease Agreements.
Introduction:
The Transaction Management App allows users to finalize, sign, act and manage Agreements (Lease, Rental, Purchase and Sale) in a very efficient way.
Bildhive’s Transaction Management App makes the process more efficient because it:
Integrates with the rest of the Bildhive Apps, allowing the sales agent to pull information automatically from the other applications to populate contracts
Integrates with DocuSign for Real Estate SKU to route, sign, and securely store all contracts
Complies with the most stringent global security standards
Generates agreements that are lawful and admissible in a court of law
!! The Transaction Management App, Home Model Configurator, Site Plan Configurator, and Contract Configurator, all work together.
In the Home Model Configurator, you enter all the Details about your home model (including floorplans).
In the Site Plan Configurator, you enter the information about each Lot (including which Models can be built in it, any Premiums, etc.)
The Contract Configurator allows you to configure all the Contract fields.
The Transaction Management App pulls in Information about the Home Models, the Lots, and the Contract containing all the fields. After that, you fill out the Contract with the Transaction Information. Lastly, you Send the Contract to all parties for Approval, Signature, or Review.
!! Heads-Up
Our Table of Contents links might occasionally land you Just Below The Target Section. If this happens, a Simple Scroll Up to the Previous Section will get you right where you need to be.
TABLE OF CONTENTS
- Get Started
- Define your Settings
- Add a Transaction
- E-Signature and Combined E-Signature+In-Person (signing method) / Purchase Agreement (type of agreement) / Conditional (type of offer)
- Step 1 – Provide Transaction Information
- Step 2 – Provide Participant Information
- Step 3 – Provide Product Details
- The 15-Minute Lot Timer
- Step 4 – Finalize the Document
- Step 5 – Set Up Signing Order
- 20. Indicate if the Transaction Owner Needs to Review the Contract
- 21. Review and Adjust the Signing Order
- 22. Define Each Participant’s Action when Receiving the Contract
- 23. Create an Access Code to Add an Extra Layer of Security
- 24. Define Who Signs Online and Who Signs in Person
- 25. Add More Recipients
- 26. Preview the Sign Route
- Review and Send
- Signing E-Signature and Combined Transactions Electronically
- Signing Combined Transactions in Person
- View the Transaction’s Details on the Details Screen
- Documents Tab
- 33. The Transaction Documents Tab
- 34. Review the Transaction’s Information and Documents
- 35. Add Amendments and Additional Documents that Require Approval or Signature
- 36. How to Upload a Signed Amendment or Document
- 37. Add, Download, Delete Additional Supporting Document Templates
- 38. Upload, Additional Supporting Documents
- Details Tab
- Purchaser’s and Rep's Tab
- Internal Participants Tab
- Notes Tab
- Timeline Tab
- Print & Sign (signing method) / Any Type of Agreement / Any Type of Offer
- Access your Transactions from the Left Navigation Bar
Get Started
1. Launch the Transaction Management App
Go to the project’s Workplace,
Under Customer & Transaction Management, find the Transaction Management App
Click on it
Info: When you enter the app, you land on the All Transactions List. The first time you use the App, you will not see any transactions.
Define your Settings
!! Define your Settings Before Adding Your First Transaction.
This isn't mandatory, but it's a good idea. In Settings, you can Integrate with DocuSign (required only for signing with E-signature and combined E-Signature + In-Person ), add Default Participants or Signers, add Inclusion Information, and Default Deposit Structure.
2. Integrate with DocuSign
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon
From the Navigation Bar, select Settings
On the Settings Submenu, select Integration
If you are not Linked to DocuSign, Click on the Integrate with DocuSign button
If you already have an Account, Log Into DocuSign
Otherwise, Create an account and Log In
To Disconnect, go to the bottom of the DocuSign Integration Section and click Remove Integration
!! Warning: This is a MUST READ before Using the E-Signature Signing Method.
E-signature transactions WILL FAIL if the recipient's Email Address is Invalid, so always double-check it.
We advise those who wish to use Bildhive's E-signature Signing Method to do two things after creating a DocuSign account:
First, Log Into their DocuSign account and create a Ticket to Enable Event Recipient Autoresponded to receive Notifications in Bildhive when a transaction fails due to a Bad Email Address.
Next, contact their DocuSign Account Manager and ask them to allow the Envelope Correct Function so that changes to the Purchasers’ and the Reps' Information can be made directly from Bildhive (only while the transaction is Pending).
3. Add, Edit, and Delete Default Participants or Signers
!! Who are Considered Default Participants?
Default Participants are those on the vendor's side whose signatures are Always required for a transaction to proceed (CEO, Accountant, etc.). If you already know who they are, enter their names.
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon
From the Navigation Bar, select Settings
On the Settings Screen, select Default Participants
At the Bottom of the New Participant section, click Add New Participant
In the Edit Participant pop-up, fill In the information of the First Default Participant: Name *, Email Address *, Company, and Role
Click Create
Repeat the steps to add the rest of the Default Participants
To Edit or Delete a Participant, go to the Action Column to the Right of the Participant and click the Pencil or Delete icon
Make the edits and click Update or Delete
* Mandatory fields.
4. Adjust a Default Participant’s Info After You’ve Sent the document
Info: Default Participants who are Signers in a document are considered Internal Participants in that transaction. It is possible to edit an Internal Participant's information from the Settings, but there are restrictions.
The TRANSACTION OWNER is the ONLY person who can Edit the Internal Participant’s Information
DocuSign has to have the Envelope Correct Function enabled
Transactions need to be Pending and have No Signatures
You can’t adjust Transactions that are Completed or that are Pending and already have Signatures
To Adjust the Information, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon (Three horizontal lines)
Once the Left Navigation Bar opens, select Settings
From the Submenu, select Default Participants
Go to the Action Column to the Right of the Participant and click the Pencil or Delete icon
Make the edits and click Update or Delete
As long as you followed the restrictions, the Participant should receive a New Document from DocuSign with the Adjusted information
5. About Inclusion Information
Info: The Inclusion Information lists any Upgrades, unique elements, or services included in the Contract.
Examples of inclusions are Hardwood Flooring or Smooth Ceilings.
To Add Inclusions to a contract in the Transaction Management App, you must first set up a Field for inclusions in the Contract Template (using the Contract Configurator).
6. Add an Inclusion to the List
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon (Three horizontal lines)
From the Navigation Bar, select Settings
On the Settings Submenu, select Inclusion Information
To Add your first Inclusion, go to the bottom of the section and click Add Inclusion
Give the inclusion a Title* and a Legal Text or Body*
Click Create
Repeat these steps per each Inclusion, up to 20 in Total
To Edit or Delete an Inclusion, go to the Action Column to the Right of the Inclusion and click the Pencil or Delete icon
Make the edits and click Update or Delete
* Mandatory field.
!! Do you need to Add Inclusions to your Contract Template?
Follow These Steps.
7. Add Deposit Structures
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon (Three horizontal lines)
From the Left Navigation Bar, select Settings
On the Settings Submenu, select Deposit Structures
At the bottom Left of the Main Stage, click Add New Deposit Structure
In the Add New Deposit Structure pop-up, enter a Name* for the Structure
Click Create
If Different Products have different deposit structures, Repeat the process for each of your Products
To Edit or Delete a Deposit Structure, find the Action Column next to it and click the Pencil or Delete icon
Make the edits and click Update or Delete
Now, you need to Add the Number of Installments for each of the Deposit Structures; Follow These Steps.
!! Heads -Up. You MUST Link your Deposit Structures to your Contract Template
Once you have set your Deposit Structures and Installments in the Transaction Manager, go to the Contract Configurator and Link your Template to the correct Deposit Structure.
8. Add the Number of Installments per Each Structure
To add the Installments for a Deposit Structure, first, select it (selected items appear in orange)
At the Bottom Right of the main stage, click Add New Deposit
The Add New Deposit pop-up opens
In the Deposit Date field, enter the number of days after Signing the Offer for the first Installment*
Enter an Amount
Slide the Amount Type slider to select Dollars or Percentage
Click Create
Repeat these steps per each one of the Installments in each one of the Deposit Structures
To Edit or Delete an Installment, go to the Action Column to the Right of it and click the Pencil or Delete icon
Make the edits and click Update or Delete
* Mandatory field.
!! Heads -Up. You MUST Link your Deposit Structures to your Contract Template
Once you have set your Deposit Structures and Installments in the Transaction Manager, go to the Contract Configurator and Follow These Steps to Link your Template to the correct Deposit Structure.
Add a Transaction
9. Start a New Transaction
If the Left Navigation Bar is not open, go to the top-left of the page under the Bildhive logo and Click the Hamburger Icon
From the Navigation Bar, select All Transactions
To add your first transaction, on the All Transactions Screen, go to the top right and click Add New Transaction
Fill in the Information according to the Kind of Transaction you are processing
Info: About Types of Transactions.
The Signing Method (E-Signature or Print and Sign), whether it is a Purchase of Sale transaction or a Lease transaction, and the Offer Type (Firm or Conditional) determine the Type of Transaction. There are four types, and we describe each in a separate article:
E-Signature and Combined E-Signature+In-Person (signing method) / Purchase Agreement (type of agreement) / Conditional (type of offer)
About Condition Precedent and Condition Subsequent
!! Condition Precedent
Is an escape clause that applies to deals that are Not Yet Firm. These deals are conditional upon a condition and will not be considered firm until the condition is met within a defined period of time (Grace Period).
!! Condition Subsequent
Is an escape clause that applies to Confirmed deals which include an Escape Plan (or a plan to terminate the contract) that is valid for x number of days (Grace Period), after which, the contract will become Firm and can not be escaped.
Read This Before You Start Your E-Signature Transaction
!! Integrate with DocuSign before using E-Signature Signing.
Click Here for instructions on how to Integrate with DocuSign.
!! We advise you to do these two things when using DocuSign:
Log into your DocuSign Account and Activate Event Recipient Autoresponded to receive Notifications in Bildhive when a transaction fails due to a Bad Email Address.
Contact your DocuSign Account Manager and ask them to allow the Envelope Correct Function so that changes to the Purchasers’ and the Reps' Information can be made directly from Bildhive (only while the transaction is pending).
!! WARNING. Double Check the Recipient's Email Address.
If the recipient's email address is Invalid, the E-signature Transaction WILL FAIL.
!! Are you Setting up a Combined E-Signature and in-Person Transaction?
You must select E-Signature as your Signing Method in Step 1 and indicate Who Signs Online and Who Signs in Person when you Define the Participants’ Actions in Step 5.
Step 1 – Provide Transaction Information
!! Can some Participants Sign Digitally and Some in Person?
Yes, but you MUST select E-Signature as your Signing Method and then, in Step 5, indicate Who Signs Online through DocuSign and Who Signs in Person when you Define Each Participant’s Action when Receiving the Contract.
10. Provide Signing Method, Transaction Type, Offer Type, and Conditional Type
If at least one participant is going to sign digitally, Select E-Signature as your Signing Method*
From the Transaction Type dropdown, select Purchase Agreement if it has not been prefilled
In the Offer Type section, select Conditional
Define the Conditional Type by clicking Condition Precedent or Condition Subsequent
Enter the number of days for the Grace Period
From the Agreement of Purchase Contract Template dropdown, select a Contract Template
Click Next
!! WARNING: Make sure your contract has all the fields you need.
When using DocuSign, the Contract Template that you set up through the Contract Configurator will be automatically Populated with the data you input into the Transaction Manager. Keep in mind that any fields that are not configured in the template will not appear in the contract, even if you fill out the information in the Transaction Manager.
!! Can’t Find Your Purchase Contract Template in the Dropdown?
You will only see contracts that were added with the Contract Configurator.
Step 2 – Provide Participant Information
11. Introduction
Info:
There are Three Types of Participants: The Purchaser, the Purchaser’s Lawyer, and (if applicable) the Purchaser’s Agent.
!! To Auto-populate the Purchaser's information, you can scan their Driver's License or Passport.
You can Scan it on a Tablet using the tablet's Camera.
If you are on a Computer, you can Upload a Picture of the License or Passport, and Bildhive will auto-fill the fields.
If scanning isn't possible, you can always Enter the Information Manually.
!! WARNING. The E-signature Transaction WILL FAIL if the recipient's email address is invalid, so double-check it. There are two Actions users are advised to take:
Log into their DocuSign Account and Activate Event Recipient Autoresponded to receive Notifications in Bildhive when a transaction fails due to a Bad Email Address.
Contact their DocuSign Account Manager and ask them to allow the Envelope Correct Function so that changes to the Purchasers’ and the Reps' Information can be made directly from Bildhive but only while the transaction is Pending.
12. Scan the Purchaser’s License or Passport on a Tablet
Click Add Primary Purchaser
From the Dropdown menu, select Scan Driver’s License or Scan Passport
For License, click on the Front Photo Scan Button
Once the Tablet’s Camera opens up, Scan the Front and upload it
Repeat this process with the Back of the License
For Passports, scan the Page where the Photo appears
Click Next
Review the Information in the Add Primary Purchaser’s field and manually adjust or fill in any missing fields
Click Add
Repeat the Process until you have the Purchasers that you Need
The Number of Purchasers you can add is Limited to the same Number of Purchasers included in your Contract Template
To Increase the Number of Purchasers, the Contract Configurator and Add the necessary Fields
!! You don’t have a license or passport on hand? It's no problem.
Follow these steps to Manually Enter the License, Passport, or Other ID Information.
!! Is the information not coming in Properly?
Try Rebooting the tablet.
13. Upload a Picture of the Purchaser’s License or Passport from a Computer
Click Add Primary Purchaser
From the Dropdown Menu, select Scan Driver’s License or Scan Passport
For License, click the Front Photo Scan Button
Once your File Finder opens up, Locate the image of the Front of the License, Select it, and Click Open
Repeat this process with the Back of the License
For Passports, upload a picture of the Photo page
Click Next
Review the Information in the Add Primary Purchaser’s form and manually adjust or fill in any missing fields
Click Add
Repeat the Process until you have the Purchasers that you Need
The Number of Purchasers you can add is Limited to the same Number of Purchasers included in your Contract Template
To Increase the Number of Purchasers, the Contract Configurator and Add the necessary Fields
!! You don’t have a license or passport on hand? It's no problem.
Follow these steps to Manually Enter License, Passport, or Other ID Information.
14. Manually Enter Purchaser’s License, Passport, or Other ID Information
Click Add Primary Purchaser
From the Dropdown menu, select Create Manually
Fill in all the (mandatory) Fields in the Form
Click Next
If you have Secondary Purchasers, repeat these steps to add them
Click Next
Follow these steps if you want to Upload a Copy of the ID to the Supporting Documents
Repeat the Process until you have the Purchasers that you Need
The Number of Purchasers you can add is Limited to the same Number of Purchasers included in your Contract Template
To Increase the Number of Purchasers, the Contract Configurator and Add the necessary Fields
!! If the Purchaser’s Data is already in the CRM, you can Autofill their Information.
Just enter the first few letters of their name into the Search For a Contact field, then select the Name from the Dropdown Menu.
!! WARNING. The E-signature Transaction WILL FAIL if the recipient's email address is invalid, so double-check it. There are two Actions users are advised to take:
Log into their DocuSign Account and Activate Event Recipient Autoresponded to receive Notifications in Bildhive when a transaction fails due to a Bad Email Address.
Contact their DocuSign Account Manager and ask them to allow the Envelope Correct Function so that changes to the Purchasers’ and the Reps' Information can be made directly from Bildhive (only while the transaction is Pending).
Info: What is the purpose of Purchaser's Tags?
A tag allows you to Target a specific Email Broadcast to a group of Buyers or potential buyers.
For Example, During the Grand Opening, you can use the Walk-in Tag to identify new clients who are interested in a property after walking into a Sales Office. The new contacts have not been included in previous email campaigns because they are new contacts. You can send these buyers targeted email broadcasts using the Walk-In Tag. After step 5, the new purchasers will be added to your contact list in the CRM.
Step 3 – Provide Product Details
!! Heads-Up. The fields displayed by your transaction manager may vary from those listed in this document.
This is because the displayed fields are Dependent on the Fields that you have Set Up in the Contract Template.
15. Provide Home Details, Price, and Dates
From the Select Lot dropdown, Select a Lot*
From the Select the Model Elevation dropdown, select a Model*
If available, select a Brick Package
If a Suggested Price was added in the price field of the Home Model Configurator, it appears in the Suggested Price field (MRSP)
Select Closing Type (Tarion)
Select an Irrevocable Date* from the Calendar
If the Irrevocable Date is Not Applicable, select the Not Applicable field
The Closing Date will appear if previously entered in the Site Plan Configurator but can be Adjusted at this point
If not entered in the Site Plan configurator, select a Closing Date* from the Calendar
Save as Draft or click Next
The 15-minute Lot Timer gets activated, and you have 15 Minutes to complete your Transaction before the Lot becomes Available again
The 15-minute Lot Timer appears at the Top of your Screen
If it is Not Possible to Complete your Transaction in the Allotted 15 Minutes, Save it as a Draft.
!! TIP: About Navigating the Calendar
The Single Arrow next to the date Advances the calendar One month at a time. The Double Arrow Advances the calendar One year at a time.
!! About MSRP, Irrevocable Date, and Closing Date
MSRP is the Manufacturer’s Suggested Retail Price.
Offers cannot be Canceled before the specified Irrevocable Date.
Closing Date is the date on which the Final Payment on a home is made, and the Ownership is Transferred to the buyer. They can’t fall on Holidays or Weekends.
16. Save the Transaction as a Draft
You can Save your Transaction as a Draft at any point after you enter the Purchaser's Information (Step 2)
To Save your Transaction, go to the Bottom of the Screen and click Save As Draft
A Notification appears indicating the Draft was Successfully Saved
Once the Transaction Window closes, you are redirected to the All Transactions List, where your Transaction Draft is Listed
If you saved a transaction as a Draft after Step 3, the 15-minute Lot Timer is Activated
17. Complete, Edit, Archive, or Void a Saved Draft
To Edit, Archive, or Void a Saved Draft, first, Locate your transaction on the All Transactions List or on the Drafts List
To Open the Lists, go to the Top Left of your screen, Click the Hamburger Icon (three horizontal lines), then select either All Transactions or Draft
Locate the Draft on the List, and select it to Complete the Transaction
Otherwise, click the Three-Dot Action Menu, and select Edit, Archive, or Void Transaction
If the sale cannot be completed, the salesperson MUST VOID the saved transaction, Releasing the Property
!! TIP: You Can’t Complete Your Saved Transaction Within 15 Minutes? Do this.
Open the Transaction Draft
At the Bottom of the screen, click Next until you get to Step 3
Save it as a Draft again
A New 15-minute Timer will be Activated
The 15-Minute Lot Timer
18. About the 15-minute Lot Timer
As soon as a Sales Person completes Step 3 of a transaction, the 15-minute Lot Timer gets Activated
Once the Timer starts, the LOT IS PUT ON HOLD FOR 15 MINUTES giving the Sales Team time to Finalize the Transaction
Any member of the team trying to Transact a Lot ON HOLD will receive a Notification message indicating another member of the team is transacting that Lot
After 15 minutes, even if the Status still appears as ON HOLD, if the salesperson Did Not Complete the Transaction, the lot becomes Available Again
Step 4 – Finalize the Document
19. Review Details, Select Inclusions, and Check Custom Fields
If applicable, Checkmark the Inclusions that apply to this transaction
The Inclusion Options that appear in this Section were set up in the Contract Configurator as Field #1, Field #2, etc.
Add MSRP and Elevation Price, if applicable
Add Purchase Price (Offer)*
Review the Deposit Structure and make adjustments if necessary
If you have added Custom Fields to your contract template, they will show here
You can also select the inclusions that apply to this transaction from the Dropdown located in the Custom Fields Section
The Inclusions Dropdown that appears in this Section was created as a Custom Field / Inclusion List in the contract Configurator
Once you are done entering all the information, click Next: Signing Order
* Mandatory field.
!! Would you like to Add more options to your Inclusions List?
Follow these steps to Add Extra Inclusions.
!! About Deposit Structure Calculations
As a result of the Deposit Information input in the Settings and the Product Price defined in Step 3, Bildhive calculates the Deposit Amounts, the Date for each deposit, and the Balance Due on Closing Date and displays them in Step 4. If necessary, you can Adjust the information manually.
Step 5 – Set Up Signing Order
Introduction:
In this section, you will find, from top to bottom, left to right):
The option to require a Rep (the transaction Owner) to review the contract before it is sent
A list of cards, one per Participant
A number to the left of each card indicating the order in which the participants will sign the contract
The Additional Recipients button that allows you to add more Recipients
The Sign Route Preview. The icon on the top right of each circle indicates the responsibility of each participant. Roll over the icon to see each person’s role
20. Indicate if the Transaction Owner Needs to Review the Contract
To have the Transaction Owner Review and Make any Final Adjustments to the contract before sending it to be signed, go to the top of the section and select Requires Rep to Review Contract
Once you select this option, the Transaction Owner is placed at the Top of the Signing Route and is assigned Number Zero in the Signing Order
The Transaction Owner gets the contract through DocuSign
There can make the necessary Adjustments and then send it to the rest of the Participants to be Signed
!! The ONLY people who can review contracts in DocuSign are the Transaction Owners.
Info: Reviewing the contract before sending it is particularly useful for omissions.
As an example, if the buyer selects upgraded floorplans and they appear alongside the standard floorplans, you can add a Textbox saying "Not Applicable" over the standard floorplan.
21. Review and Adjust the Signing Order
Locate the Number to the Left of each signer’s card
If the order needs to Change, Roll Over the number and use the up or down Arrows to adjust it.
22. Define Each Participant’s Action when Receiving the Contract
Use the Dropdown menu to the Right of the participant's Name to select the action they need to take once they receive the contract, including, Sign, Receive a Copy, Approve or Don’t Send a Copy to this Participant
23. Create an Access Code to Add an Extra Layer of Security
Locate the Card of the Participant to whom you want to assign an Access Code
In the Access Code field, enter a Code, such as a series of numbers, a word(s), or a combination of letters and numbers
Share the code with the Participant
To Skip this step, Leave the Access code field Blank
Participants who have been Assigned a Code must Enter it to Access the contract
Participants who Don’t Receive the Code will get a Notification to Contact the Sender (Rep) to request it
24. Define Who Signs Online and Who Signs in Person
At the bottom of each signer’s card, Locate the Signing Process buttons
!! Can some Participants Sign Online and Some in Person?
Yes, but ONLY If you selected E-Signature as your Signing Method in Step 1.
Make sure to indicate Who Signs Online and Who Signs in Person when you Define each Participant’s Action in Step 5.
25. Add More Recipients
Scroll to the bottom of the Signing Order section, click Additional Recipients, and Repeat the previous steps
26. Preview the Sign Route
The signing route appears on the right side of the screen
Roll over the icon on the top right of each circle to see what action each participant needs to take once they receive the contract
Changes to any information in this preview must be made on the Participants' Card to the left of the signing order
Once the information is correct, Scroll to the Bottom Right and click Next: Review and Send
Review and Send
27. Preview the Contract and Send it to All the Recipients
!! Be Patient; it Takes a Few Minutes to Generate the Preview of the Contract.
Once ready, the preview might open in a new tab. Make sure to Review the Contract Carefully. To Navigate the pages, click the Thumbnails on the Left Navigation Bar.
Once the Preview of the contract Opens, navigate through the pages to Review the Contract
Once you are done, close the Preview Tab
To Email the contract to All Recipients, click Send Contract
To make Adjustments, scroll to the bottom of the screen and click Back
!! Heads-Up When Using a Tablet
When using a Tablet, the Review and Send Screen opens up in a new Tab. Once you finish reviewing, you can close the tab.
A Safari or Chrome browser will provide better Performance.
Signing E-Signature and Combined Transactions Electronically
28. How to Sign Electronically
Once the contract is sent, Participants should go to their Inbox
Open the email with the words Via DocuSign contained in the subject line, and click the Button inviting them to Sign, Review, Approve, etc.
They will be redirected to DocuSign
They must Sign in if they haven’t done so and then follow the Prompts to complete their required Action (Sign, Review, etc.)
!! Emails are sent according to the Sign Route that was defined in Step 5. In the Detail Tab, under the Progress Column, you can see who has signed, reviewed, etc., and who still needs to sign, review, etc.
Signing Combined Transactions in Person
29. Select the Participants who Need to Sign in Person
Once you send out the contracts, you are redirected to the Transaction’s Detail Page with the Documents tab open
If one or more of your participants need to sign in person, find the Action column to the right of the Document, and click the Three-Dot Action Menu
From the Dropdown, select Process in Person Signing
The In-Person Signing Pop-up opens
From the Select Signer dropdown, select the Name of the person who needs to Sign, then click Process
You are Redirected to DocuSign
Sign in, if you haven’t done so already
!! Are all of your Participants signing in Person?
Then follow the Print & Sign Signing Method.
30. Open DocuSign and Download the Document
Once the Document opens in DocuSign, go to the Top Right and click Other Actions
From the dropdown, select Print & Sign and select if you would like to Upload or Fax the Document once it is Signed
Then Download the Document and follow the prompts
31. Have the in-Person Signers Sign the Document, then Upload or Fax it to DocuSign
Have the Downloaded Document signed, then click Return Document, and follow the prompts
If it is not possible to sign the document immediately, you will need to repeat Steps One and Two, then click Return Document, and follow the prompts
!! Make sure to Upload or Fax the Document that contains all the signatures.
!! Don’t forget the Cover Page
If you are Faxing the Document, make sure to include the Cover Page provided by DocuSign.
View the Transaction’s Details on the Details Screen
32. The Transaction’s Detail Screen
Info: Once the contract has been sent, you will be redirected to the Transaction’s Details Screen. This screen has several tabs:
Details
Purchasers & Reps
Documents
Participants
Notes
Timeline
!! Can’t see the tabs? Scroll up, as they may be hidden.
The Documents tab is selected by Default. To Navigate between the tabs, click on them.
Documents Tab
33. The Transaction Documents Tab
Introduction:
All the Documents for this Transaction are Housed in this Tab: the Contract Template (in this case, Agreement of Purchase), any Amendments (documents that require Approval/ Signature), Add-Ons Contracts (Parking Spots, Lockers, and Bike Racks), and Supporting Documents (a passport, if this was used to identify the user).
34. Review the Transaction’s Information and Documents
Type of Agreement (in this case, Agreement of Purchase) top left
Offer Type (in this case, Conditional) top right
Document Name (name of the template used)
Transaction Owner
Date Created
Progress (Delivered, Pending, Completed, Archived, Voided, etc - see note below)
Action, if Pending (Click the Three-dot Action Menu and select to Resend, Void Transaction, Process in Person Signing, or Preview the Contract)
Action, if Complete (Select to Download a signed Zipped file with the pdf of the signed document or to Preview it)
Refresh (at the very top right of the screen)
Download PDF (next to the Refresh button, this downloads a PDF of the Details Screen and attaches the Licence or Passport if scanned)
!! Does the Progress Column show 1/2 Signed or something similar?
1/2 Signed means that One out of Two people has signed. 2/3 Signed means that Two out of Three people have signed. Hover over the Text to see who Has Signed and who has Not Signed Yet.
35. Add Amendments and Additional Documents that Require Approval or Signature
Info: In this section, you can create additional Documents that require a Signature or Review, such as Amendments. These documents are created similarly to transactions.
At the bottom of the Amendments section, click Create Amendment/Document, then complete the Three Steps:
Step 1 Choose Template
Select Signing Method
If already configured, Select the Amendment or Document Template* from the Dropdown; otherwise, Configure it using the Contract Configurator and then select it from the Dropdown
In the Document Type Field, select between Amendment or Documents
Fill in any required Fields
Click Next
Step 2 Signing Order
Review and Adjust the Signing Order
Select whether the participant Needs to Sign, Receives a Copy, Needs to Approve, or if they don’t need to do any of the above, select Do not Send a Copy to this participant
Add an Access Code if Necessary
Below the participant's email address, locate the Signing Process Section and select whether they must sign Online Through DocuSign or in Person
Add any Additional Recipients if Necessary
Move the Slider to Preview Signing Route
Hover over each Participant to reveal their Signing Information
Click Review and Send
Step 3 Review and Sign
The preview opens in a new Tab, Review the Contract
Close the Preview
If all is okay, click Send Contract
Otherwise, click Back and make the necessary adjustments
* Mandatory field.
36. How to Upload a Signed Amendment or Document
Scan the document to your computer or on your phone using one of the scanning apps (for example, Scanner) and save it as PDF
To Upload the pdf of the signed document to the Transaction Manager, go to the Transaction’s Detail Screen
Make sure you are in the Documents Tab, then scroll down to Supporting Documents
Locate the Action column, Roll over the 3-dot Action menu and select Upload
Confirm that the file is the Signed Copy of the transaction and Upload it
Under the Progress column, the document will appear as Complete
37. Add, Download, Delete Additional Supporting Document Templates
To add a Supporting Document Template, go to the bottom of the section and click Add Document
In the Create Supporting Document pop-up, click the Dropdown and select a Template
Click Review & Create
In the Document Type section, Select Amendment or Document
Fill in the Information if necessary
Click Review and Create
Review the Document and click Save Document
To Download/ Delete, locate the document in the Supporting Documents List
At the End of the row, click the Three-dot Action Menu and Select Download/Delete
To delete in Bulk, select more than one Document, and, at the top right, click Bulk Actions, and select Delete Selected Documents
Confirm Delete
38. Upload, Additional Supporting Documents
To Upload a file, go to the Top Right of the Supporting Document section
Click Upload File
Select a File from your computer (like a picture or copy of a passport)
Click Open
To Download or Delete, locate the document in the Supporting Documents List
At the End of the row, click the Three-dot Action menu, and Select Delete
To delete in Bulk, select more than one Document, and, at the top right, click Bulk Actions and select Delete Selected Documents
Confirm Delete
!! You can upload a picture or scan of the purchaser's ID here.
Details Tab
39. View the Transaction Details
A Summary of the Offer Details
The Purchasers Details
The Deposit Structure
Product Details, including Floorplans
The labels at the Top Right of the screen provide Transaction Details like All Contracts Signed, Sold, etc.
At the very top right of the screen, you can Refresh the screen
Next to the Refresh button, you can Download a PDF of the Details Screen and the Licence or Passport if scanned
Purchaser’s and Rep's Tab
40. View and Edit Purchasers’ and Purchasers’ Rep’s Info or Add New Ones
To Edit the Purchaser’s or a Rep’s Info, click on the Pencil Icon
Adjust the Information in the Edit Pop-Up
Click Update
To Delete a Purchaser’s or a Rep’s Info, click on the Delete Icon
Click Delete
To Add a Purchaser, Agent, or Lawyer, click Add Purchaser, Add Agent, or Add Lawyer
Provide the Information
Click Add
!! You can’t Edit the Purchaser’s or Rep’s Info?
Only the Transaction Owner can edit the Purchaser's and Purchaser Rep's Information, and only While the Transaction is Pending. It is Not Possible to edit the information after the transaction has been Completed.
!! Why is it Locked?
Participants who are Signers of a contract cannot be Edited or Deleted.
Internal Participants Tab
Info: Internal Participants are the Default Participants that Sign the document.
41. View, and Edit Internal Participants
To Edit or Delete an Internal Participant, locate their Card
Click the Three-Dot Action Menu
To Update Participant’s information, select Edit, adjust the info, and click Update
Updates will be reflected in all New Transactions and all the Pending transactions in which the participant participated as long as these have No Signatures yet
You can also Change the Internal Participant’s Information from Settings
!! Things to Know About Editing the Internal Participant’s Info.
The TRANSACTION OWNER is the ONLY person who can Edit the Information about Internal Participants
DocuSign has to have the Envelope Correct Function enabled
Transactions need to be Pending and have No Signatures
Adjustments can’t be made to Transactions that are Completed or that are Pending and have Signatures. You’ll need to create an amendment in order to indicate any changes.
!! Why is it Locked?
Transaction Owners cannot be Edited.
Notes Tab
Info: The Notes tab allows you to make Notes. They will be Listed with their subject and the date they were created.
42. Add, Edit, and Delete Notes
To Add a Note, Click on Add New Note
In the Add New Note Pop-up, Provide a Subject*
Fill in the Body of the note
Click Create
To Edit a note, Locate the Note in the Notes List
Click the Pencil Icon at end of the Row, make the edits, and click Update
To Delete a note, click on the Delete Icon and confirm Delete
* Mandatory field.
Timeline Tab
43. See the Activities of this Transaction
Info: This Tab displays a Detailed Timeline of the transaction's activities from the time the transaction was created.
Print & Sign (signing method) / Any Type of Agreement / Any Type of Offer
!! Download, Print, Sign, Scan, and Upload
To use the Print & Sign signing method, you must Download the Completed Agreement, get all parties to Sign it, then Scan the Document to your Computer, and Upload the scanned signed document to Bildhive.
44. Prepare a Document for the Print and Sign Signing Method
You Do Not Need to Integrate with DocuSign
In Step 1, select Print and Sign as the Signing Method
In Step 2, Add the Purchasers' and Reps’ information
In Step 3, provide Product Details
In Step 4, enter Inclusions, Pricing, Deposit Structure, and other necessary information, then click Next: Review & Download
Review the contract carefully and click Create Transaction
!! Don’t Forget
You must DOWNLOAD THE DOCUMENT and get it Signed by all Parties.
45. Download the Document to be Signed by all Parties
To Download the main document, make sure you are in the Documents tab, locate the Document in the list of documents, go to the Top Right, and select Download
Print the downloaded document
Have it signed by all parties, then, Upload the Document
To Download any other document, make sure you are in the Documents tab, locate the Document in the list of documents, go to the Action Column, click the Three-Dot Action Menu, and select Download
Print the downloaded document
Have it signed by all parties, then, Upload the Document
46. Upload a Signed Document
Scan the document to your computer or on your phone using one of the scanning apps (for example, Scanner) and save it as PDF
To Upload the pdf of the signed document to the Transaction Manager, go to the Transaction’s Detail Page
Make sure you are in the Documents Tab and scroll down to the Document
At the end of the row, locate the Action column, click the Three-dot Action menu, and select Upload Signed Contract
Select the Signed Copy of the Document and click Upload
On the Confirm Upload pop-up, click Continue
Once uploaded, the document will appear as Complete under the Progress column
!! Stop. Confirm Before you Upload.
Make sure the file you are uploading is the Signed Copy of the transaction.
Access your Transactions from the Left Navigation Bar
Introduction:
From the left navigation menu, you can access your settings and the different Transactions Lists, which include:
All Transactions (where all your transactions are Listed)
Pending (Transactions that have been sent and are in the process of being signed)
Completed (where your fully signed transactions are Listed)
Drafts (where your Saved Drafts are Listed)
Voided (where your Voided transactions are Listed)
Archived (where you can see a list of your Archived transactions and notes explaining the reasons why they were archived)
47. Open the Left Navigation Bar
To Open the left Navigation Bar, go to the Top Left of the screen and click the Hamburger menu (Three horizontal lines)
48. Switch from the Card View to the List View
By Default, the transactions lists open in the Card View
To switch to the List View, go to the Top Right Corner of the screen and click the List View Icon
Unlike the Card View, which uses the Load More button at the bottom of the screen to View More Transactions, the List View uses the Page Navigation Menu at the Top Right of the screen
To select How Many Transactions to display on a Page in the Card View, click the 10/page Dropdown and Select a Number
49. Rearrange the Order in Which Your Transactions Appear in the Lists
To change the order in which the Transactions are listed, go to the Top Right of your screen
Locate the Newest First dropdown
Click and Select one of the following Options:
Newest First
Oldest First
Price: Low to High
Price: High to Low
Lot Order Ascending
Lot Order Descending
Status in Ascending (Completed, Pending, Draft, Voided)
Status in Descending (Voided, Draft, Pending, Completed)
!! Tip. The ‘List View Doesn't Show the 'Newest First' Dropdown.
So, FIRST Select the Order you wish to view on the Card View, then switch to the List View.
50. Download Transactions in Bulk
To Download Some or All of the Transactions in the All, Pending, Completed, Draft, or Voided Transactions Lists, open the List that contains the transactions you wish to download
To Download All the transactions, go to the Top Left of the Screen, click the Bulk Action dropdown, and select Download All
To Download a Selection of Transactions, Select the Transactions you wish to Download
Go to the Top Left of the Screen, click the Bulk Action dropdown, and pick Download Selected
You will receive a Link to download the selected transactions Via E-mail
Click on the Link to Download a Pdf of the APS
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