Uploading and Managing Scanbacks
This guide details how to upload scanbacks and manage your documents on Notary Everyday, ensuring that all signed documents and IDs are properly submitted and organized.
Notary Everyday / Notaries / Uploading and Managing Scanbacks
Accessing the Docs Section
Log In: Visit www.notaryeveryday.com and sign in to your account.
Select an Order: From your dashboard, click on the specific order you want to manage. This opens the order view.
Open the Docs Page: In the top right corner, click "Docs" to access the documents page for that order.
Understanding the Documents Page
The documents page is divided into two main sections:
Documents: Displays the status of documents related to the order. If no documents have been uploaded by the signing service or escrow officers, you'll see a message stating, "No documents uploaded."
Scanbacks: The area where you upload the signed documents and/or IDs after completing a signing.
Uploading Scanbacks
Follow these steps to upload your scanbacks:
Locate the Upload Area: In the "Scanbacks" section, you'll see the prompt: "Drag and drop files here."
Upload Files:
Drag and Drop: Simply drag your scanback files into the designated area.
File Browser: Alternatively, click the upload area to open a file browser and select your files.
Monitor Upload Progress: A progress indicator will show the status of each file as it uploads. Successfully uploaded files will appear in the Scanbacks section.
Complete the Process: Once all required scanbacks have been uploaded, click the "Mark Scanbacks as Complete" button to notify the signing service that your submission is finalized.
URGENT NOTICE: Once all required scanbacks have been successfully uploaded, click the "Mark Scanbacks as Complete" button immediately. This final step is critical—not only does it notify the signing service that your submission is complete, but escrow is often emailed the completed scanbacks and may begin funding based on these scans.
Delays in marking your scanbacks as complete can jeopardize the certainty of closing, potentially impacting both escrow and lenders. Make sure to complete this step as soon as possible to ensure a smooth and timely closing process.
Managing Uploaded Documents
After uploading, you can manage your scanbacks with the following options:
Add a Description: Provide context or additional details for any document by adding a description.
Delete a Document: If a file was uploaded in error, you may delete it. Use this option sparingly, especially after marking the scanbacks as complete.
Look for the relevant icons or buttons next to each document to access these options.
Important Notes
Editing vs. Deleting: While you can delete a document, it’s generally preferable to upload a corrected version and add a comment explaining the change—particularly if you’ve already marked your scanbacks as complete.
Document Availability: All uploaded scanbacks, which are copies of signed documents and IDs, will be available to the signing service and the escrow officers to review or fund off of.
Best Practices for Managing Scanbacks
File Naming: Use clear, descriptive names for your files to simplify management.
Add Context: Include descriptions where necessary to provide helpful context for each upload.
Double-Check Your Files: Review all documents carefully before marking your scanbacks as complete.
Prompt Corrections: If you need to delete and re-upload a file, do so quickly and notify the signing service of the change.
Maintain Confidentiality: Always ensure that your documents are handled securely and remain confidential.
URGENT NOTICE: Before clicking the "Mark Scanbacks as Complete" button, take a moment to carefully review all your uploaded scanbacks. Common errors such as missing signatures, initials, or other required markings are often overlooked and can lead to delays in the closing process, jeopardizing the certainty of close for escrow and lenders. Ensuring that every document is complete and accurate is crucial for a smooth and timely closing.
For further support and to refine your skills as a notary loan signing agent, consider exploring resources like the Loan Signing System course, which offers expert guidance on best practices to avoid these common mistakes.
Properly managing your scanbacks is crucial for ensuring successful signings. If you encounter any issues during the upload or management process, please contact Notary Everyday support for assistance.
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