Overview
This guide provides step-by-step instructions for manually creating transactions on the Notarize platform.
Procedure
1. New Transaction
Navigate to your Notarize portal and click 'New Transaction' or 'Place Order'. This depends on if your team has chosen to utilize Notarize Closing Operations.
2. Determine Recording Location by Address
Based on the address you enter, our system will determine whether or not we have an eRecording location. You will then see the available closing types to choose from for that property address.
Enter the full address of the property listed on the closing package, including the zip code. Google may also provide suggestions and assist in locating the address. Once properly filled in the Recording location will populate below the address. Note: This will be a non-editable field as this is determined by Pria.
3. Select Closing Type - Based on Property Address Entered
It is very important this is accurately depicted for record purposes. Depending on the Recording location you may not have the option to complete an “Online Closing.” If you feel the inability to complete an Online Closing is an error, please contact our Customer Support team at support@notarize.com. See Online Closing Eligibility for more information on Closing Types available on Notarize.
4. Provide Transaction Details
You will then be prompted to fill in the appropriate details of the transaction. Note: If the Underwriter you are using does not show as a selectable option, you must change your underwriter to one that is listed as available.
5. Connect Your Team to the Closing
You will have the option to add additional contacts you would like to stay informed throughout the closing. These contacts will also be provided to your customer so they can reach you with any questions throughout their closing. You can add as many contacts as you’d like. They will receive email and/or text updates as the Closing progresses. Note: You should add yourself as a contact if you would like a personal notification once your closing is complete.
When you select “Yes” a form will appear for you to input the contact information. You will first select the role and then the appropriate email and/or phone number to reach them. The phone number is optional but strongly recommended for your customer’s to easily reach out if a question is needed.
5. Provide Signer Details
Here you will provide the information for each signer who will be signing the documents through Notarize. Only signers who are added to this section will have the ability to sign the documents.
Their name must be prepared in this section as how it is prepared on the documents to ensure they are properly signed. It is very important the email and phone number provided are accurate as this gives access to the documents and a link to complete their transaction through Notarize. Phone numbers are not required but provide your customer updates so they easily know when their transaction is available to sign. They will receive an email as well.
To add multiple signers to the closing, you will select “Yes” on requiring additional signers to complete additional signer profiles. You can add up to ten signers on a Closing. Note: If you are completing a Hybrid Closing, you must provide unique emails for each signer.
6. Provide ID Requirements
If you will require the signer/s to provide more than one form of valid acceptable identification, you will determine that here.
7. Select Your Closing Date/Access
Next you will select when you want your signer(s) to be able to sign and meet with the Notary. You will have two different access options, Date Window and Scheduled Closing Date. See How to Set a Closing Window vs Scheduled Closing Date on a Transaction for more information.
8. Add Your Closing Documents
Next you will add your documents to the Closing. Notarize will automatically place in your documents section an eSign Consent Form that is required to sign by all customers completing a closing through Notarize. Click “Add Documents” Button.
Document packages can be uploaded in two ways:
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Each document uploaded as its own file. Multiple files can be uploaded at the same time by using the “Shift” button.
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Upload a bookmarked pdf package. Uploading a bookmarked pdf package will automatically split the whole pdf package into individual documents.
Note: If you do not upload the documents in either of these formats:
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You will not be able to properly tag your documents for the signer/s or notary.
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If your signer/s for any reason need to pause their closing, all documents they have signed up until that point will have to be re-executed. Uploading individual documents or a bookmarked pdf file allows the Notary to save progress for each document signed.
Once documents are uploaded, you will see them listed as their individual files. Select “Add Documents To Transaction” to begin preparing them.
9. Prepare Your Documents
Next you will be prompted to to prepare your documents with the proper toggles and designation flags to complete your closing.
Toggles
- You will be able to set markers on documents to help ensure your signer/s and Notary meet the proper requirements on the documents.
- You will find the toggles for each document in the top right corner of the document preparation view.
- As you move from document to document preparing, you’ll want to set the requirements for each document.
See below each toggle’s function and when it is appropriate to use:
You can also easily assign the appropriate access toggles on the Transaction Creation page by selecting the appropriate option for each document. When a toggle is enabled, it will turn to a color, when turned off it will be grayed out.
Hybrid Wet-Sign Toggles
- If you choose to use a hybrid closing, instead of the E-Closing toggles you will see the ability to turn on “Wet Sign” toggles for each document to denote which documents you need wet inked signed by a mobile notary.
- When this feature is turned off, it will allow them to esign any documents you do not have turned on for Wet Signing. Note: Notarize only provides E-Notaries in the Notarize Network and does not provide Mobile Notaries. The Title Agent must schedule that outside of Notarize.
Document Tagging
- In addition to assigning the appropriate toggles, you are able to place various flags for both your signer/s and Notary. Below you will find descriptions of each flag and it’s purpose.
- By clicking on the editing tool or flag of your choice when you bring your mouse/pointer over the document you will be able to place that tool/flag in any location you’d like.
Clicking where you would like the flag to appear enables the flag on the document.
To disable a flag, you can hit the “esc” button or click a new flag to change the selection on your mouse/pointer.
If you have multiple signers, you can easily change who you are flagging for by selecting the correct name from the drop down menu in the “Signer Flags” section.
To navigate from document to document, your navigation tools are at the bottom of your screen.
You can also get a full view of all documents in your package by using the document tray button at the top of your screen.
Document Editing Flags
The following are flags you can set on documents:
Signer Flags
The following are signer fields you can set on documents
Notary Flags
The following are Notary flags you can set on documents:
Completed Tagged Document Example
When you have completed your document preparation choose the “Save & Close” button in the upper right corner.
10. Add Special Instructions
Here you are able to provide special instructions/custom messaging to both the Signer/s & the Notary.
Send Your Signer/s a Custom Message: You can choose to add a custom message to your signers that will appear in the email with the link to access their closing. Helpful information to relay here is a confirmation of the closing date, important contacts to use or information to complete at closing.
Example Message:
Leave a Note for the Notary: Here you can leave any special instructions for the Notary.
Example Message to the Notary below:
11. Send Closing to Signer(s)
Once you have completed all the steps, you are ready to send your transaction. Choose the “Send Transaction” button at the bottom of your screen. You may see 'Place Order' or 'Send to Title Agency' depending on your workflow and account set up.
Once your transaction is sent, it will be located on your title homepage and listed with a status of “Sent”
If for any reason you are not ready to send the transaction, you can choose the “Save & Exit” button which will keep your closing in a “Draft” status until you are ready to send it. You must reopen the transaction and choose “Send Transaction” for the closing to be sent to the signer(s).
12. Recall Transaction (Edit Closings Post Sent)
If you need to make changes to a closing after it has been sent, you can easily recall your transaction, make the appropriate changes and resend to the signer/s. See How to Recall a Transaction for more information.
Choose the “Recall Transaction” button at the bottom of your screen to place the closing back in draft mode and therefore allow changes to be made. Once changes are complete, remember to send the transaction back out to the signers. Note: If the signer/s have already completed their closing, or partially signed documents with the Notary, you will not be able to recall the transaction and must create a new one.
13. Cancel a Transaction
If you would like to completely cancel/delete a closing, you can do so if the signer and Notary have not completed the closing process. See How to Delete a Transaction for more information
Note: If you plan on executing this closing at a later date, it is recommended to recall and not cancel as you can easily remove and add new documents without re-adding all the transaction details.
14. Contact Support
If at any time you need to reach support you can do so by live chatting by enabling the Chat Bubble on the lower right corner of your screen or emailing support at support@notarize.com.
Still have questions you can't find answers to? Click the chat icon in the corner of your screen to start a chat with us or send us an email at support@notarize.com!
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