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table of contents:

introduction 4

registration and account setup 6

navigation 10

creating a loop 19

how to create a loop 19

loop navigation 20

initial loop setup 25

adding people to a loop 29

adding task lists 31

working with documents within a loop 33

editing PDF’s 40

organizing documents 44

make a copy 45

revision history 48

sharing documents 52

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client signing experience 56

co-op agent experience 61

submitting for review 63

making an offer 68

linking within the document 70

linking in view details 71

managing your listings 73

Easy Offer 75

global task section 82

global people section 83

global templates 86

in-house transactions 91

managing both sides of a transaction 92

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introduction:
Welcome to dotloop! We know you’re excited to get started, so let’s begin with a high-level overview
of what dotloop is, why agents are so excited to use it, and why their customers are asking for it.

what is dotloop?
As software, dotloop is an online workspace where over 700,000 real estate professionals share and
sign documents, collaborate, communicate, monitor, and manage the entire transaction start to close.

As a company, we believe in working better, together. We call this better way of working Peoplework,
because it focuses on providing a user experience that creates lasting impressions as well as
streamlined results. Once you start looping, you’ll know what it means to be a Peopleworker.

What is a loop?

In dotloop, every transaction starts with a loop. A loop is a place where you store everything relevant
to a transaction.

Everyone and everything is welcome in the loop – no limitations – making it perfectly simple to
collaborate and close a transaction. No loose ends, no missed details. A loop is also safe and secure.
Your data is encrypted and stored in the cloud. You’ll never have to worry about losing something
critical, knowing your files are safely stored in the cloud.

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success tips:
Tip 1: Being paperless starts here. Please consider NOT printing this manual. It has many color
screenshots that make it an easy read but a nightmare for your office printer!

Tip 2: We can teach you the features of dotloop, but we don’t know about all of your office’s specific
dotloop processes that may exist outside of this manual. Talk to your staff about specific guidelines.

Tip 3: dotloop is optimized for the latest two versions of all internet browsers, so a good place to start
is ensuring that you have the latest version of your preferred browser downloaded.

Tip 4: Have fun! Once you start looping, you’ll wonder how you ever got along without us.

Tip 5: If you ever have questions, let us help you. Unlike other technology companies that only offer
online videos or email support, we offer live phone support to our valued users 7 days a week!

contact support
support.dotloop.com

513-257-0551
Mon- Fri 8am- Midnight EST
Saturday & Sunday 8am- 8pm EST

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registration and account setup:

All registration starts at dotloop.com. Click Sign Up For Free.

Input your full name, email address and create a password. You can also choose your role and
select the appropriate state. Your office may have created a dotloop account on your behalf. In that
case, check with your office staff to see which email they used for your account. Click Sign Up For
Free once you’ve completed all of the information

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You’ll now be taken into your dotloop account to your loops homepage. Before going any further, you
need to go to your email inbox in order to verify the account you’ve just created.

You’ll select the Verify your Identity email and click on the Verify Email link which will direct you back
to your dotloop homepage. Once back on this page, you will notice whether or not you have been
attached to your company.

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To complete initial account setup, hover your mouse over your initials in the upper right corner and
select My Account from the dropdown.

This opens into your Account Settings page where you can edit things like your email address,
password and esign name. Once you save your information here, you’ll move to your Profiles page.

Here you’ll want to save all of the information relevant to your company. The more you store in the
Account Settings and Profiles page, the more will autofill into your loops and documents. On the
right you can add a profile picture, change the name of your profile, set a profile as your Login
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Default

You can also attach to your state or local association if we have an agreement with them. Most
associations we have forms agreements with will require NRDS validation and once you enter your
ID, it will be saved to your dotloop account and autofill for you as needed. If your association requires
an invitation code, you can call our support team to gain access to those forms!

The last thing you can do on this page is control your notification preferences. By default dotloop has
elected you receive all email notifications. We recommend testing this out for a bit before you
deselect anything. Once you’re up and running on the system, you can return to this page and
customize your preferences!
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Finally, in this section of dotloop you can also set your document preferences. Here you can save
your preferred font style, size and color that dotloop will default to when you place fields on
documents such as PDF files.

The UPGRADE tab is where an agent would go to upgrade their account premium. Since you’re
already a premium user, you don’t have to worry about this section!

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navigation:
In this section, we’ll give you an overview of the homepage and then take a look at the various
aspects of a loop.

All of the links in the upper blue bar are your global navigation icons. Starting from the top left and
moving right, let’s discuss each icon. For a more detailed look into each of the icons in your global
navigation bar, see the focused topics section of this manual.

The dotloop icon and loops icon (smiley face) will always take you back to the homepage where you
can find all of your transactions- or “loops”

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The tasks icon (check mark) complies all of the tasks from all of your loops into one place. This
allows you to quickly see everything that is due throughout all of your transactions.

The people icon (people) keeps a contact list of anyone you’ve ever added to a loop. If you work with
the same person on a loop in the future, dotloop will auto-suggest that person as you start typing in
their name or email address into your new loop.

The templates icon (documents) houses the documents or document sets that your brokerage or
association has made available to you. You can print blank documents from here, but if you would
like to edit a document or obtain e-signatures, you will need to create a loop and add the desired
document template from within the document section of that loop.

My account icon (your initials) allows to you to switch between profiles, manage your account
settings, or sign out of dotloop. You can also add a profile picture, manage your notification
preferences, and change your email/password.

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When you’re ready to create your first loop, the blue ‘+’ is where you will click. The circle to the right
of the ‘+’ is a sample loop that you can open to see how a completed loop works and looks.

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Clicking on Filter will display a dropdown of your filtering options. Each loop has a Review Stage and
a Loop Status. The review stage of a loop is controlled by your broker/admin and is discussed in
detail later. The loop status is like a filing system that you control. It helps you manage which loops
appear on your homepage. For example, if you only want to see the loops that you’ve labeled with the
loop statuses of Private, Active, and Under Contract, check those statuses and click the blue Filter
button on the right. Now your homepage will hide all of the loops that you have identified as Sold,
Leased, and Archived. Use the Archived status to remove practice loops or irrelevant loops from
your homepage. If you logout of dotloop with filters set, your profile will remember these filters for the
next time you login.

If you ever cannot find a loop, we recommend you clear all of your filters using the Clear All button
and then Filter. This will show all loops again and you can use the dynamic search bar to search for
any keyword of the loop name.

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The Activity Log link on the homepage will display the activities that have taken place throughout all
of your loops. If you would like to see the activity for a specific loop, just open any loop and the
activity log will be in the same place, but will only show that loop’s activities. The activity log is like an
audit trail of the actions taken in each loop. For example, you could go there to see when a folder was
submitted to the office for review, when a document was shared, when someone viewed a document,
when someone signed a document, when you created a loop, or when you added a person to a loop.

Clicking Sort By will display options that allow you to reorganize the order in which your loops appear
on your homepage.

Default: allows you to sort your loops in a way that dotloop has predicted will be the most helpful.
This is a combination of your last updated loop and the number of notifications within the loop, in
descending order.

Agent name: allows you to sort your loops by the agent who creates them. The agents will be sorted
in alphabetical order by first name.

Address: Sorting by address will sort your loops numerically first, then alphabetically, based on the
address you provided in the Edit Details of your loops, not the title of the loop. For example: 123
Main Street will display before 123 Wynne Place. On that same note, 1123 Main Street will display
before 123 Main Mainstreet. This is because dotloop looks at the first character, then the second,
then the third, etc. and sorts by those characters. Loops that do not have addresses entered in
the Edit Details will display at the bottom of the list.
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Last updated: Sorting by last updated is very straightforward. If anything has changed in a loop, at
all – document signing, review stages, people being added, messages sent, etc., the most recent
loop meeting these requirements will appear at the top of the list. Loops will display in descending
order based on the last change made within them.

MLS number: Sorting by the MLS Number is very similar to sorting by address. It is based on the
first, second, third, etc., character in the MLS Number. So, 11458973 would come before 18556, for
example.

Purchase price: Sorting by Purchase Price will display your loops in order by the dollar amount
entered in the purchase price field within a loop’s Edit Details page. The largest number displaying
first, the lowest displaying last. Loops without a purchase price in the Edit Details will be moved to the
bottom of the list.

Listed date: Sorting by Listed Date will pull the listing date from the View Details page of each loop,
displaying the loops with the newest listing date first. Loops without the listing date filled out in View
Details will display at the bottom of the list.

Expiration date: Sorting by Expiration Date will display loops that expire soonest or have already
expired, based on the expiration field under the Listing Information portion of a loop’s View
Details page.

Closing date: Sorting by Closing Date will display loops that close soonest or have already closed,
based on the closing date field under the Contract Dates portion of a loop’s View Details page.

Submitted for review date: Sorting by Submitted For Review Date will sort loops that were
submitted for review most recently, first.

The layout button (above), allows you to toggle between two different views of your homepage
(shown below). These different views are primarily a visual preference. Once you settle on your
favorite layout, dotloop will remember it when you logout.
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This is the grid view. This is the default view when you first create an account. If you have added a
picture to the loop, it will be displayed on the homepage. If you want to see the name of a loop, hover
over it.

This is the list view. It presents all of your loops in a vertical list, like an email inbox. It also has the
added benefit of a dynamic search bar (see arrow). This search bar is sensitive to any piece of the
custom loop name but will not search for loops that you have filtered out of your homepage.

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The blue flag on your homepage identifies all of the notifications that you have received throughout
your loops. These notifications will then be broken down on each loop. Some examples of
notifications include when a document was modified, when a document was signed, and when you
have a new message.

Pictured above is a loop as displayed on the grid view. The blue shaded section represents the
percentage of tasks that have been completed for this loop (the loop has a little more than 25% of its
tasks complete). The red circle with a ‘1’ in the middle means that this loop has one new notification.
Now let’s take a look at the inside of a loop.
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creating a loop:

how to create a loop:

Imagine a traditional paper transaction that you’ve organized into a manila folder so that you can drop
it off on your admin’s desk. Or maybe you’ve uploaded all of your transaction documents as an email
attachment in order to send them to your admin for review. Now you’ll be able to do all of these things
in dotloop!

To begin a new transaction, you will first need to create a loop. Click the blue ‘+’ sign to create a new
loop. Think of this step like grabbing a new manila folder, or clicking ‘compose’ in an email.

Name your loop and click the Create Loop button. Keep in mind that your office may have specific
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instructions on how they would like you to name your loop, just like you would in an email subject line
or manila folder heading.

loop navigation:

A loop is divided into three main sections: documents, people, and tasks. The first thing you might
notice is that you can still see your global navigation bar at the top of the loop. Ignore it! You can do
everything you need to do from below that blue navigation bar. This is what a loop looks like:

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At the top of the loop, moving from the left to right, you will see an Activity Log that is specific to this
loop. The Submit to Review link starts the file review process. It’s the virtual equivalent of turning in
your paper files.

Moving down the loop you will see the loop name with several items underneath. First, click on the
Transaction Type. In this example, we’ve selected that the transaction is a listing for sale.

Next, select the Loop Status. As an agent, this is your tool so you know exactly where you are in the
transaction. Selecting a status will also help make your listing searchable within the dotloop network

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(we will discuss this in detail a little later).

Finally, click on the View Details link. Clicking here will allow you to fill out basic information about
this transaction that will help you auto-populate the Interactive Templates that you add to the loop’s
document section. You will also be able to sort all of the loops on your homepage by certain fields of
the details section (i.e. expiration date, closing date, property address, etc.). This also helps create
some consistency within your loop so if you need to find specific information about a transaction later
it’s all in the same place.

Within the View Details section is all the relevant information about the loop you are working on. Fill
this out in as much detail as possible (keep in mind you can always come back to fill out and change
information as necessary).

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The Documents section of a loop is where you add and manage all of your folder and documents for
a transaction. In the example above, the listing agent has created a folder to manage the original
listing documents. He has also created a second folder and uploaded the offer that came in from the
buying agent. We recommend creating separate folder to manage each offer that comes in on your
listing.

In the People section of a loop you can add anyone that you would like to share documents, tasks, or
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messages with. Remember, the people that you add to a loop will only see what you’ve shared with
them.

The Tasks section allows brokers and admins to assign tasks to you. It also allows you to manage
your own lists. Creating a task list for your client is a great way to add value to their experience,
guiding them through each and every step of the buying process.

initial loop setup:

Now that we’ve created our loop, we’re ready to start working! Let’s head to the View Details page to
store information relevant to our transaction.

The View Details section of each loop houses specific dates and information about the transaction.
The information in View Details is used to auto-populate Interactive Templates. Let's open View
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Details and see all of our options.

You can always change the custom name of the loop by clicking on the current name of the loop.
Once you enter the property address into the details tab of a loop you can also select Use Property
Address, which will adjust the loop name to use a standard naming convention.

If you would like to add a photo to your loop, click the Upload A Photo in the blue bar at the top of
the View Details page. This photo will show in the loop from Grid View and at the top of the loop if
the loop is open!

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As you scroll through View Details, you will first see an overview of the people that you have added
to the loop. You can also add a new person from this section as well by clicking on Add Person. The
remainder of View Details tab acts as a cover sheet. The information that you input here, such as
property address, key dates, and MLS data, will populate into your Interactive Templates.

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Make sure to Save any information you add! Save can be found at the top right and bottom right of
the View Details page.

If you have more than one folder in your loop, you will see the Autofill Settings section in View
Details. This allows you to dictate which folder's documents may update View Details with new
information should the documents be modified at any time. Let's take a minute to discuss how View
Details and Interactive Templates communicate with each other.

View Details to Interactive Templates:

View Details will auto-fill information into an Interactive Template up to the point that you click save
while viewing that template. After clicking save, the template no longer auto-accepts new information
from View Details. If you forget to add your client's name or their role, which is required to auto-fill
their name into the correct text fields in the template, you can still back out of the template without
saving in order to make the necessary adjustments to View Details.

Interactive Templates to View Details:

An update you make directly to Interactive Templates will talk back to the View Details page,
keeping it current with all new information. This way, when you add any new Interactive Templates,
they will receive the latest information. Previously saved templates, however, will not be updated with
this new information. Why not? Well, when you understand that dotloop's Version-NOW document
technology clears any signatures on a document when a change is made, you can imagine the
consequences of allowing the View Details page to make these changes for you throughout your
loop.

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adding people to a loop:

To add a person to a loop, click Add Person.

The only necessary information to add a person to a loop is their full name, however if you intended
on sharing documents to them for signatures, they will also need to be entered with an email address.
Once provide that information and assign that person a role, this window expands to gather more
information, but the rest is optional.

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Remember the more information I store in this window, the more will save to my contact page.

In the screenshot above, if you click Add to my team, that person will have immediate access to
everything in the loop on an ongoing basis. You should only add someone to your team if they are on
the same side of the transaction and also in real estate, such as a co-listing agent. This cannot be
undone, so make sure this person should have the same access to the loop as you!

Simply click on Add Person to add them to the loop.

If you need to edit a person’s name or email, click the 3 vertical dots for that person. In this dropdown
you will also see a feature called introduce. Let’s take a look at this feature.

introduce people:

As a rule, the people you add to a loop will not be able to communicate or collaborate with the other
people added. Similarly, if someone you've added to a loop adds someone into their view of the loop,
you will not be able to collaborate with their person. Think about inviting in the other agent - you
wouldn't want that other agent having an open line of communication directly to your client, right?
Here's an example of when you might use the introduce feature:

Carol is your buyer who has not picked a house yet and does not know what she can afford. You, the
ever resourceful agent, add Dana (the trusted loan officer) to the loop. At this point, Carol and Dana
cannot see each other when they log in to their view of the loop. Let's introduce the two so that they
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can upload, share and collaborate on the required mortgage documents. Click the dropdown and
select Introduce.

Check the box next to your client and click Introduce Person.

adding task lists:

To add a new task list to a loop, you have a few options! If you are loading in a template created by
the office admins, you’ll select load template. If you are looking to create your own task list in this
loop, simply click on Add Task List. Clicking Move to top will place your entire task section at the top
of your loop, above the documents section. Let's click Add task list.

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As you can see, we are going to rename the task list to Client Tasks by clicking on the 3 vertical dots
and choosing to rename the list. You can also delete a task list or hide the task list from the drop
down. If you hide a task list, it will not be visible to your admins.

Once you’ve built your list, you’ll want to click on Unassigned and choose to assign it to the correct
person within the loop and the appropriate due date for the task. Assigning the task to a person and
a due date will trigger an email reminder to that person as well as provide them with a copy of their
assigned tasks within their loop.

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working with documents within the loop:

type:
There are two types of documents on dotloop, PDFs and Interactive Documents. The adding and
editing of documents are found in the advanced section.
- PDFs: Forms you bring into dotloop that are not interactive and have most likely been
completed by hand. These forms are not going to autofill, but you can place any interactive
fields on them you may need.
- Interactive Documents: Forms that are housed in dotloop which are typically provided by your
company or association. They are interactive, meaning they’re prepared for autofill and are
ready for e-signatures.

version-NOW:
Both interactive and PDF documents on dotloop are equipped with Version-NOW technology,
dotloop's patented document technology. It means that when you open up a document in dotloop, you
are always looking at the most current revision of that document.

It also means that your contract terms are secure. No changes can be made to a document without
all previous signatures being erased. Any time you do make a change, a copy of the previous version
is a conveniently filed away behind the scenes and is easily viewable and/or printable at any time.

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adding interactive forms:

In order to add your interactive documents, select Add Document to the right of whichever folder you
in the forms to be located in. Then, choose to add from Templates.

While selecting from your templates, you may see that your office has created document sets for you.
You can click each folder on the left in order to see the templates that are available for you to choose
from. Notice that there is always a search bar to help you quickly find any template. Also notice that
there is a Select all button. It may be easier to select all of the documents in a set and then deselect
the few that you do not need.

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After your documents have been added to the loop, you can either open one at a time by clicking
directly on the name of the document. You can also open multiple documents at once by placing a
check to the box to the left of the documents and then choosing Open from the options that appear
towards the top right.

When you open up a new set of Interactive Templates, you will be directed to the Autofill window.
dotloop’s Interactive Templates are designed to pull the information you stored on the View Details
page into their appropriate fields on the documents. Autofill will also assign all of the signature and
initials fields to the people you’ve added to the loop based on their roles. Choosing to autofill does not

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force you down an e-signature path. You can always download and print at any point, so we
recommend clicking autofill every time.

Once you autofill the documents you’ll see those auto filled fields highlighted in a yellow
background. Don’t worry- that yellow will return to white once you hit save! You can click or tab
through the document to fill out any remaining fields.

Anytime you click into an interactive field, a dark navy bar will appear at the top of the document.
From here you can assign that field to anyone that you’ve added to a loop, or you can view the history
of the revisions for that field. All of the other options have to do with font size, style, position, and
highlighting.

Once you are done editing your Interactive Templates, you can click Save in the upper right or Save
and Share if you are ready to share all of these documents with your buyers. For our purposes here,
click Save.

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working with PDF files:

If your documents are saved to your computer, then there are multiple ways to upload those forms
into dotloop!

How did the documents get onto your computer? Great question! You can scan your documents to
your email and then download them to your computer, or they may exist in your email already, in
which case you would download them as well.

Your first choice for uploading those forms into dotloop is to select Browse

After clicking Browse, locate the PDF documents and click Open. If you are uploading multiple
documents, hold ‘shift’ on your keyboard while you click them. Notice, this is the same process as
adding an attachment to an email – it’s that easy!

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You will now see your PDFs added to the folder. If you or your office would like the folder to be
renamed before it’s submitted for review, you can click the 3 vertical dots to the right of the folder and
select the Rename option. Similarly, if you need to rename a document, there are 3 vertical dots for
each document on the far right.

emailing documents into a loop:

Email-in allows you to move PDFs that are attached to an email directly into dotloop.

To email PDFs directly into a loop, click on Email.

Click on Copy to clipboard:

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The very long email upload address will be copied! You can then paste that address into the recipient
section of your email.

Instead of this document going into your Inbox, this document will be found within the folder of the
loop that you forwarded the email to.

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Each folder within a loop has its own specific upload email address. Go through the same steps
inside of each folder to send any PDFs into that folder.

editing PDF’s:

When you add a PDF to dotloop it will not be interactive and it cannot pull information from the details
tab, but it does have a helpful toolbar that will allow you to drag and drop e-signatures, initials,
checkboxes, and text fields.

Let’s say that there is an addendum that you need to fill out that has not been added to the templates
section by your brokerage. You can add this addendum as a PDF from your computer.

Click on Add Documents to the right of the folder and then select Browse in order to pull those
documents into the loop from your computer. Locate the document you wish to add and then click

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Open to add it to your loop.

Click on the name of the document to open it.

At the top of the document you will see your options for editing the PDF file.

In the File dropdown, you will see the actions you can take dealing specifically with the file such as
printing or downloading. Additional helpful options include split document for when you upload a
large file comprised of multiple smaller forms and rotate document for when another agent provides
you with a form in landscape, or even upside down.

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Once we’ve rotated or split our document, we’ll need to prepare it for signatures and initials. This
step is important, because without it our clients cannot sign on dotloop.

Let’s imagine a pen and paper example. If we shared the PDF as it stands right now with no
interactive fields on it, it is the same as if we printed the contract, handed to our client and asked
them to sign without giving them a pen. Without the interactive signature and initial fields, we are
providing them with no medium to sign the document.

The Add dropdown (see above) will give you a list of all the different types of fields you can add to
the document, such as checkboxes and initial fields.

You’ll notice at the bottom of page 1 we have a space for our seller’s initials. You’ll select add initials
from the Add dropdown and then click to drop the field over the desired area on the document.

If you need to resize the initial field hover over the bottom right corner of the box to trigger the colored
in triangle which will allow you to expand or shrink the box. To move the field, hover your mouse over
any edge of the field to trigger the four-way arrow allowing you to pick up the box and move it across
the document.

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Clicking onto the box will prompt you to either Assign Field or Sign Now. In this example, this field
needs to be assigned to my seller so I will select Assign Field.

This action brings me to the Assigned to dropdown in the upper left corner of the document. From
this list, I can select whoever needs to complete the field.

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I can also add any type of text field to the document. You can see I have placed one on line 8 in this
example. Once I’ve placed the box, an additional menu appears in a darker navy. In this menu bar,
what we refer to as the document editor I can select font type, size, alignment and color. I can also
choose to assign the text field to my client as I did the initial field if I need them to complete the
missing information.

organizing documents within your loop:

You can move a document up or down within a folder by click, holding, dragging and
releasing it into place. You can also move folders above or below other folders.

You can also replace documents in a loop with an updated version by clicking, holding and dragging
the new document onto the old document you want to replace.
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 Above, we can see I replaced the REQUIRED version of the Contract (which was pulled from my
Templates) with "My Version of Contract." You will be prompted to accept this replacement.

You can see just above, my contract's title has now changed to the title of the contract I replaced.
Notice that the document's status has changed from REQUIRED to NOT SUBMITTED, because
replacing counts as an update to a REQUIRED document.

Use this on placeholders and documents as necessary.

make a copy:

To move a document from one folder to another, you’ll need to use our Make a Copy feature. From
the documents section of your loop, click on the three vertical dots at the far right to access the
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document options and select 'Make A Copy'.

After clicking Make A Copy you will have the option to copy the document as an interactive form or a
flat PDF with no interactive fields. A dotloop document is an exact copy of the document that will
retain all of its information, signed fields, and interactive fields. A flat PDF is taking all the information
on the document and flattening it permanently on the document, almost like printing or scanning the
document.

We will now be taken to the next screen where we can search for the loop we wish to copy the
document to. You have the option to either browse through your loops or to utilize the search bar at
the top to narrow your results.

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You’ll select the loop that you’re currently working in to move the document from one folder to
another. If you needed to move a document from one loop to another you would use this method as
well!

Once we have selected our loop we can now see the folders within it. Select your folder and hit Copy
and you will have successfully copied the document!

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Also in the dropdown is an Archive option. If a document is ever added by accident or if a document
is ever taken out dotloop, revised and uploaded again, you will want to archive it. The document will
move to the bottom of the folder and next time you view the loop or refresh your page it will be gone.
In dotloop, archive is your reversible delete option.

If you ever need to un-archive a document, click Show Archived to the left of Add Folder and then
click UNARCHIVE from that specific document's dropdown.

revision history:

Anytime a change is made to a document on dotloop it will create a new version. The entire change
lifecycle can be viewed. The document's history can be pulled from 2 places:

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To view the document from the main page of the loop, click on the 3 vertical dots to the right of the
document.

To view the history within the document, click More and then Document History from the drop down.

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From the document history, you can view or download any previous revision. If you ever accidentally
clear signature from a document, don't worry! Just go to your revision history, download the previous
revision and add it to the loop. Remember to archive the other copy of the document so that your
admins can quickly identify the correct one while reviewing.

On Interactive Document, you have the added benefit of seeing the edits that were made to specific
fields. Click in any field and then select Field History.

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All changes are date and time stamped in the field history.

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sharing documents:
When you’re ready to obtain signatures from your clients, or send an offer over to the buying agent,
you’ll want to share the document! There are multiple places from where you share the document.

You can use the big share button located within the document, or you can share from your main loop
page where you see the list of documents. Simply check mark the documents you’re looking to share
and use the large blue share button to send those documents.

On the share screen, check the people who you would like to share these documents with, choose
the appropriate document privileges, add a custom email message if you would like, and then click
Share. In the screenshot above we have left the document privilege set to Can sign because we only
need our clients to e-sign. The available document permissions are:

View only – This privilege is given to any third party that needs to be able to view/print the
document.

Can sign – This privilege is given to clients who only need to e-sign documents. Once the
clients sign, a copy of the signed document will be shared back to you automatically.

Can fill and sign – This privilege is also given to clients. It is used when a client needs to fill
out and e-sign a document. Once the client is done with the documents, a copy will be shared
back with you automatically.

Can edit in private – This privilege is given to co-op agents that you would like to collaborate
with. It will allow the other agent to assign signature fields to their clients and make changes to
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 the documents in private. You will not get a copy of the changes until the other agent shares
the documents back with you but you will retain a copy of the version that you last shared with
the co-op agent.

Pro tip: You can also attach a PDF to the share document email which is very helpful when your
clients are not comfortable signing digitally, or if the other agent is not tech savvy or unfamiliar with
dotloop.

After you click Share, your share screen will become a confirmation screen, showing you that Carol
now has access to the documents. This means you client has received a separate email that they can
access at any time to e-sign from anywhere. Click Done.

You can see that both of your documents have been shared and are now Waiting on Others. Before
we show you how Carol signs, let’s show you what you can do with PDFs in dotloop.

sharing with the other agent:

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Now that you have a signed contract from your clients, you’re ready to share it with the
co-op agent. Of course, you could always hop off here. If the other agent is specifically
requesting a PDF attachment or fax, there is a download option in the document dropdown. Or,
review the premium upgrade section of this manual to see how you can fax and/or send a PDF
attachment directly from dotloop.

For now, let’s keep it in the loop and continue by sharing with the co-op agent.

To share with the other agent, check the box next to the document you would like send and then click
Share. If you need to share multiple documents, you can check more than one.

If you have already added the other agent to the People section of the loop, then all you need to do is
check her name, set the privileges she has to this document, enter an optional custom message, and

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click Share. If you have not added the listing agent yet, you can add them from the share screen
above.

We are giving the other agent Can edit in private privileges. This will allow the other agent to counter
or make changes to the contract and invite in their client for e-signatures. You will not see any
changes until the document is shared back by the other agent.

Any changes made by the listing agent will create a new version of the document, clearing any
previous signatures immediately. Those changes will be highlighted for you once the document is
shared back.

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client signing experience:

Understanding how your clients sign is helpful to know what they will expect. This is the process that
initiates after you have hit the share button and the document is waiting on others.

After you share your documents, Carol will both receive an email with a link to e-sign the documents.
Let’s see what Carol experiences while signing. Carol is on her laptop enjoying a Friday morning
espresso on her sundeck. She chose you because you’re tech-forward and flexible, which means she
doesn’t have to drive across town to drop off documents or find a scanner. All she has to do is open
up her email. Life is good.

Carol receives this email regarding the documents you’ve shared to her. It informs her of the property
address, any custom message you choose to include as well as your name, company and phone
number in the signature of the email. You can also choose to include your license number and any
tagline you use in this email signature. Once she’s read all of the information in the email, she’s
ready to start signing by clicking on View Document. This opens the document(s) in a new tab
where she can review them.
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Carol can read through the documents as necessary and when she’s ready, she will click Start
Signing in the top right corner. This button is flashing to really catch her attention!

Once she clicks Start Signing, Carol will be directed to the field that requires her attention. She will
also notice a few things in the menu bar at the top. In the upper left corner, she will see a fraction of
fields completed which will update as she moves through the forms. In the top right corner, she has
an option labeled I’m Done. Think of I’m Done the same way you think of saving. Selecting this
allows Carol to save any updates she’s made to the document and return to it later for completion.

To sign the first field dotloop has directed to, Carol simply needs to click in the orange box labeled
Click Here.

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A window will appear asking her to confirm how she wants her signature to appear. This is also her
opportunity to make any edits to her signature by clicking onto the line where her name appears in a
standard font. The changes she makes to this line will apply then to the script font below. She can
also choose to draw her signature.

If Carol decides to draw her own signature, as she has done here, she will need to click Adopt and
Sign to confirm this as her signature for the remaining fields she will click through.

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As long as there are more fields for her to complete, dotloop will zoom her forward to each signature
or initial field. If she were to miss one, dotloop would redirect her to that field. Once all fields are
signed, she will click on Finish Signing.

Although signature fields are highlighted and dotloop will direct your client to the correct places, they
can always click I'm Done if there is a signature field that they do not wish to sign. Remember, your
clients should still be instructed to read through all documents carefully and you should be available
to answer any questions they may have. Let your clients know that they can call you with questions
before signing any documents.

If Carol does not have a Dotloop account, she will be asked to create one. This is entirely optional,
however it is recommended if she would like to always have a place to view the documents online.
Your clients will see three fields for information. Two of the three will already be filled out with their

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name and email address. All they have to do is type in a password of their choice (must be at least 6
characters long with numbers and letters) and click the blue SIGN UP button.

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co-op agent experience:

Dana will receive a similar email from you that includes a link to dotloop. In order to work with the
documents within the system, Dana will need to make a dotloop account if she does not have an
existing one.

Dana will only see the documents you have shared with her in her view of the loop. Although she will
see your client’s name, she does not see or have access to their contact information, nor can she
send messages to them or share documents directly with them. When Dana clicks on the document,
she will have full modification privileges.

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As soon as Dana makes any text changes to the document, she will be notified that she is creating a
new document version, wiping any existing signatures from the document. If she is simply preparing
the document for her client’s signatures, she will be able to do this without losing the current
signatures.

Once Dana receives the signed document back from her clients, she will then need to share the
document back to you in order for you to see any of Dana’s client’s signatures.

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submitting for review:

Once everything is added and in order, click Submit to Review.

After you click Submit to Review, enter the property address and click Next. If you did not see this
step it is either because your office has deactivated this requirement or because you have visited the
details tab of the loop and have entered it already

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This final pop-up will display all of the folders you have created in this loop. Check the folder you
intend to submit, identify whether it is a Buying or a Listing file, add an optional message to the
reviewer for clarification or just for fun, and click Submit!

After the folder has been submitted, you will see the initial review stage next to the folder name.
Notice how the folder above says Listing Needs Review. This review stage will be updated by the
admin as they move the file though the online review process. Once the file is reviewed, the admin
will either change the folder review stage to Approved or Returned to Agent. If the file has been
Returned to Agent, it means that there are corrections needed or documents missing. Check for
messages, tasks, or tags from your admin to see what is required to correct the folder.

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Emails will be sent to you as an admin interacts with your file in dotloop, letting you know exactly what
needs to be done. Just think about how much faster your transactions can be processed when you
and your office staff are always in-the-know in real time! Each one of these emails will contain a link
that will bring you directly into the loop. After a while, you may decide that you do not need all of
these notifications. No problem, just visit your My Account section to adjust your notification
preferences.

If you log in to dotloop before checking your email or if you have turned off your email notifications,
you will still see an overview of any updates on your homepage. When you open your loop you can
easily see everything that has changed since you last logged in. Let’s click on 8909 Treeridge Drive
to see what our admin has done.

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Notice that our admin has tagged the training contract, added a message to the training contract, and
updated review stage to Returned to Agent.

So what’s next? You guessed it – all you have to do is make the necessary corrections and click the
Submit to Review button. This will change the review stage from Retuned to Agent to Listing Needs
Review once more.

To resubmit the folder after corrections, follow the same steps as before.

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 Now that the folder has been resubmitted, the review stage has changed back to Listing Needs
Review.

Now that we’ve made the necessary corrections and the file has been reviewed for the
second time, you’ll see that the review stage has been updated to Approved. If
you were to click on the notification center to view the update as we have done above, you will see
that the last notification explains that the admin has updated the review stage. Once you are paid, the
admin will move the file to its final review stage Closed. Congratulations – you’ve completed a loop!

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making an offer:

Previously, we created a loop starting from the grid view of the homepage. This time, we’ll create the
loop on the list view. Click Create a Loop button and we’ll start an offer.

Here we can link directly to the listing by searching the address in the window where we name our
loop. If the property is listed in dotloop you will see the agent's name below the address.

Note: If we link to a listing, the listing agent is not notified. As always, everything is private until
shared.

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If this listing is correct, select Import Data. The name of the loop will take that of the address you’ve
selected and then choose Create Loop (see below).

If we already have the loop set up we can also link via the document editor, or the View Details page.
We will first need to set our loop Transaction Type to Purchase. It is also suggested to set yourself
as the Buying Agent. Note: Any Loop Status can be chosen and will not affect our ability to make an
offer.

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We can now link to the property either by opening an interactive document, or in the View Details
section.

linking within the document:

To search via an interactive document let's first open the document. We will now be presented with
the New AutoFill window. Scroll down the window to the search bar for the property address and type
in the address or MLS number. You will be presented with all available listings.

Note: to ensure you are linking to a dotloop listing, make sure the address has the name of the Listing
Agent below the address, as shown below.

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When you select the proper listing, dotloop will ask if you are sure if you want to link to this listing.
note: this cannot be undone!

linking in the View Details page:

In the View Details page we can also search to link to the property if we have not done so within a
document.

This will again ask you to ensure this is the proper listing.

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Now that you have joined your buying loop with the listing agent's loop you can begin by sharing
documents or sending a message to the listing agent, introducing yourself.

Pro Tips
· Making an offer only gives you the listing information, as well as adds you to the listing agents loop,
and the listing agent to your loop.
· All documents on both sides of the transaction will remain private until shared.

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managing your listings:
Now that you know how to create an offer, let's talk about managing the listing paperwork and offers
that come in on your listings. Rather than recap everything we've already learned, we'll be taking a
few shortcuts along the way to get to the main points.

Let’s start by creating a new listing. Click the blue ‘+’’ to create a new loop if you are on the grid view.

Next, name the loop.

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Here's where we fast-forward a bit. In the loop above we have already added our client, signed the
original listing paperwork and submitted the listing folder review to the office. The office has approved
the folder and the listing is now active and ready for offers.

As you receive offers, you will want to create separate folders to manage the documents from each
potential buyer.

On the upper right hand side, you will see where you can click on Add Folder, a cursor will appear in
the name of the new folder for your adding for you to rename. You can also click on the three dots to
the right of the folder name to rename it.

Offers you receive will offer be sent to you as an email attachment if the buying agent is not yet using
dotloop. You can either download the attachment to your computer for upload into dotloop or you can
see the email features section of this manual to see how to email the files directly into the new folder
you’ve created for this loop.
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Easy Offer™:
You might be tempted to share the Seller’s Disclosures (and other applicable documents) with the
Buyer’s Agent directly from your Listing Documents folder, but a better option is to create a folder via
the Easy Offer link to share with anyone who might make an offer on your listing.

The Easy Offer™ feature will allow the Listing Agent of a loop to share a folder and its documents via
a public link. This will allow you to quickly and easily share information and documents on your listing
to any Buying Agent interested in making an offer on your listing.

Listing agent benefits

● Better market your listing--save time and create a better experience for interested parties.
● Track the names and emails of people who access your folders.
● Users can share this link easily with anyone who might be interested in those documents.
● Get a chart showing how many people are joining your loops through Easy Offer™.
● Rental agents can use this as a way to distribute applications and marketing flyers for the
property.

As a Listing Agent, the main objective is to obtain and solicit offers. Easy Offer™ allows you to quickly
share disclosures to interested buying agents so they can easily submit offers. These disclosures are
a package of listing documents shared with interested parties containing property details the seller is
obligated to disclose. This is also known as an “offering memorandum”.

Making Folders Public

As a Listing Agent looking to make folders available to Buying Agents, let us first start by changing
your role in the loop to Listing Agent, to make all Buying Agents aware of your role. Next, we will want
to ensure that we have the correct Transaction Type and Loop Status set for the loop.

To enable the link the loop must first contain the following Transaction Types:
● Listing for Sale
● Listing for Lease
as well as the following Loop Statuses:
● Pre-Listing
● Private Listing
● Active Listing

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 ● Under Contract

Once the loop fits these criteria you as the Agent must click on the Set up Easy Offer™ option at the
top right of the screen, next to the link for the Activity Log.

Once clicked you will be prompted with the Set up Easy Offer™ window. Here in this window you will
click on the checkbox to the left of the folder (or folders) that you would like to make public.

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Check marking a folder will automatically generate a shareable link that will display at the bottom of
the window. This link can then be copied via the COPY button to the right of the link and shared to
anyone you want to allow access to this folder, and its documents contained within, to anyone of your
choosing. When finished, make sure to press the SAVE button at the bottom right of the window. This
will make the link active for public use.

Note: the ‘Set up Easy Offer™’ option will only appear on the page when the loop fits the specific
Transaction Type, as well as the corresponding Transaction Status.

Another thing to note is that you can also select the listing agent for the loop. If you are the originator
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of the loop you will automatically be set as the listing agent. If you have multiple people on your team
in the loop with the role of listing agent then more options will be shown to select as the listing agent.

Once you have successfully enabled the folder(s) you will see Accessible Via Easy Offer™ to the
right of each folder name that was made public.

Note: once you make a folder public, you will not be able to share documents from that folder unless
you disable the link.

Disabling public folders

At any point you can disable your public folders quickly and easily. This can be done a few ways.

First, clicking on the Set up Easy Offer™ button, and navigating to the bottom left of the window, you

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can click on the DISABLE LINK option.

Also, changing the loop to any Transaction Type or Transaction Status will automatically disable the
link.

Once a link is disabled it will no longer allow any future users to access the loop, but anyone who has
previously accepted the loop will still have access.

Accepting public folders

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So you’re a Buying Agent and a Listing Agent has just shared a link with you to view documents in
their loop. To accept this loop and start making an offer we need to follow a few easy steps.

First, let’s click on the link. This will open the shared loop and display the folders, and documents
contained within, that are available to you. If you are already a dotloop member, make sure that you
are signed out before clicking on the link.

I’m a new user:

Once you’ve clicked on the page you will notice you are prompted with a few fields to fill out. Simply
fill in your full name, email address, password of your choosing, and select your role. Lastly, click on
the Sign Up for Free button and you will be ready to go!

I’m an existing user:

Not a problem! At the bottom of the window click on the link to Sign In, fill in your email and password,
and you’re ready!

Once you’ve accepted the loop into your account this will copy all the folders and documents from the
Listing Agent into your new loop, as well as all available details and MLS data for the loop. The
documents within the loop will be fully editable and private for you to work on, until you are ready to
share them back to the Listing Agent.

Receiving offers
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Once a buying agent has used your link to access the listing documents they will then share the
completed offer documents back to you. This will create a new folder within your listing loop. The
folder will have the same name as your listing folder, but will include the agent’s name so you can
easily navigate each offer.

As you receive multiple offers you will notice new folders appearing in your loop. Each new offer you
receive will create a new folder that will follow the same format of the folder name, followed by the
buying agents name who is making the offer. This will help keep each offer organized.

Pro Tips
● As the Listing Agent you can view the activity of any Buying Agent who has accepted your loop
via the Activity Log, or under the Dashboard charts.
● Any documents added to the folder you have made public will be instantly available to those
who have accepted your loop.
● All other loop folders, messages, and activity will still be private within your loop.

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global task section:

The task icon in your global navigation bar displays the tasks that you have created throughout all of
your loops. Let’s click on the task icon in white above to view our global task section.

By default, you will be looking at All Tasks. This means that you will see tasks that
you've created for your clients as well as tasks that your admins have created. Overdue tasks will
appear in red. You can also add a new task directly from this screen.

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global people section:

The people icon in your global navigation bar will keep track of anyone that you've worked within a
loop. Let's click this icon and take a look.

Your people section is going to open to Trusted Service Providers. dotloop has a built-in section
within your account where you can keep a rolodex of service providers you work with on a regular
basis. Adding your Trusted Service Providers means connecting your home buyers and sellers with
the service providers you trust and recommend. It’s like the list of service providers you already
provide to clients without the paper and hassle.

Adding your Trusted Service Providers is really easy! Choose the proper industry for your provider
and simply click for the add prompt. Enter their full name and email, then click Add Provider to send
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the invitation. Once the Trusted Service Provider has accepted your invitation, they will appear
within your loops!

If I want to see a list of everyone I’ve worked with in a loop, I’ll click on Contacts from my menu on
the left.

In this section, you can search for existing people, add a new person or delete a person. If you click
on a person’s name you can also store more information about that person. Let’s click on Beth
Buyer’s name.

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After clicking on her name, I can now edit her information or add additional contact information. Any
information I had provided about her within the loop she was a part of will also be completed in this
page.

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global templates section:

The templates icon houses the documents or document sets that your brokerage or association has
made available to you. You can print blank documents from here, but if you would like to edit a
document or obtain e-signatures, you will need to create a loop and add the desired document
template from within the document section of that loop. Let's click on the templates icon to see our
options.

On the left you will see all of the document folders available to you. You can upload and store PDFs
in your Personal folder and can even place interactive fields onto these PDFs to save them as a
reusable template in their loops.

All of the other folders contain Interactive Documents and PDFs that have been made available to
you by your brokerage or association. You can also create your own customized folders where you
can save default information onto your Interactive Documents and PDFs.

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The most basic email feature in dotloop involves forwarding PDF documents from your email inbox to
an inbox in dotloop. You will first need to copy and paste your upload.dotloop.com email address from
your templates section into your email contact list. This upload email address is specific to your
dotloop account and any documents that you forward will appear in your inbox on the left. Let's go to
our email to see how this works.

If you receive an offer via email and you would like to forward it to your dotloop inbox, click Forward.

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Next, paste your upload email address into the recipients, or 'To:' section of the email. After you do
this once, you should be able to select your upload email address from your contract list in the future.

The forwarded PDF will now appear in the inbox folder of your Templates section. You can copy this
document to a loop from here, or you can select the PDF from your Templates when you are in a
loop.

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Below your folders you will find your Tasks section which was previously discussed. This section is
where you can create and store task lists to bring into a loop.

Below your Tasks you will find Clauses. A clause is a phrase that you can create and save in order
to quickly insert it while editing documents. If there's any line or
paragraph of text that you find yourself typing over and over again, save it as a clause and you'll be
able to quickly insert it while filling out documents in a loop!

To make a new clause, click on +New Clause.

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 Type or copy any phrase in this window and click Add.

Clauses can be added one of two ways into a text field. They can be manually added by selecting the
clause icon with a text field selected.

Or by beginning to type the clause. We will suggest the rest for you. Only clauses that will fit within
the currently selected text field will be suggested.

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in house transactions:
There are a few best practices for working together in a loop with someone in the same office or
brokerage. The listing agent should already have a loop created for the original listing documents.
This means that any agent in your office who would like to make an offer on the listing should first
email or call the listing agent to be invited in. A good way to invite the buying agent into the loop
would be to share necessary disclosures. The buying agent can create a new offer folder in their view
of the loop and complete the purchase contract with their buying client. If the buying agent has
already created their own loop, we recommend that they copy their offer documents into the loop that
you invite them into. The buying agent would then archive their original loop.

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managing both sides of a transaction:
If you are managing both sides of a transaction you should already have a loop created with the
listing documents completed. Follow the steps below to add your buyers to the same loop and make
an offer.

Add your buyer and assign their role. You have probably already assigned your role as the listing
agent. This is fine, you can still assign the buying agent fields on any documents to yourself.

Go into View Details and add the new Offer Side information that you know. Create a new folder to
add the buying documents to and stay organized inside of your loop!

Let’s open the Contract to Purchase and see how our fields would autofill.

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Here you can see that signature fields are assigned to both types of clients. You are still assigned the
role of Listing Agent and there is no Buying Agent. You cannot be in a loop twice!

We are still fine though - if any document needs you to sign as the buying agent, simply click in the
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field that is assigned to the buying agent and re-assign it to yourself in the dropdown at the top of the
page. Once you have completed the offer documents, share them with your buyer. As soon as they
are signed, you are ready to share them directly with your seller.

You will also need to share the necessary disclosures with your buyer. You can share the original
disclosures that you have been signed by your seller, or you can copy the signed disclosures into the
offer folders. This technique ensures that you always have an original signed version of the
disclosures, just in the case this deal falls through and you need to have your disclosures signed by
the next buyer.

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