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How to use the client fill-in feature

The client fill-in feature allows agents to send specific sections of a document (such as a Form 6) to a client for them to complete before they sign. This streamlines the information-gathering process and improves accuracy.

 

 

Please Note: The feature described currently applies to specific forms used in Queensland (QLD) and New South Wales (NSW).

Step 1: Create and Generate the Document

  1. Navigate to the relevant campaign from your dashboard.
  2. Select the Sign tab, click Create, and choose the required document (e.g., Form 6) from the dropdown menu.
  3. Complete the sections of the form with the information you already have.
  4. Click Finish to generate the document for sending.

Tip: The client will only be able to edit specific sections, such as their personal details, solicitor details, and certain property information.

Step 2: Send the Client Fill-in Request

  1. Once the document is generated, click the Remote Options button.
  2. Locate the client who needs to complete the information.
  3. First, tick the Sign checkbox.
  4. Next, tick the Fill-in checkbox. You can also select Verify at this stage to request a Verification of Identity (VOI).
  5. Click Send Request(s).

Step 3: The Client's Experience

  1. The client will receive an email request prompting them to click Review & Sign.
  2. They will be taken to a secure online portal where they can edit specific fields.

Editable Sections for the Client:

  • Client Details: Update their personal details or add another client.
  • Property Details: Check or enter Lot, Plan, and Title references.
  • Property Features: Edit details like the number of bedrooms and bathrooms.
  • Solicitor/Conveyancer: Add their legal representative’s details.

After filling in the details, they complete the signing process as usual.

Agent Notifications and Monitoring

The agent who sent the request will be kept informed automatically. You will receive email notifications when the client has:

  1. Opened the link.
  2. Completed and submitted the online form.
  3. Signed the document.

The status will also be updated on the document's tracking page within Realtair.

Important Rules and Signing Order

Please review these rules carefully before using the Client Fill-in feature.

  • "Sign" Must Be Selected First: The "Sign" checkbox must be ticked before the "Fill-in" option becomes available.
  • Feature Limitations: The Fill-in feature cannot be used if:
    • The document has already been partly signed.
    • The document has been manually altered using custom options (e.g., adding text boxes, strikethroughs, or extra signature fields).
  • Single User Only: The Fill-in request can only be assigned to one client per document.
  • Signing Sequence: The client assigned the "Fill-in" task will always receive the request first. Once they have completed the form and signed, the signing request is automatically sent to all other clients.

Example: There are three clients: Client A, Client B, and Client C. You assign the Fill-in task to Client A and also select Client B and Client C to sign.

  1. Client A receives the request to fill in the form and sign.
  2. Only after Client A submits the form and signs does the system automatically send signing requests to Client B and Client C.