You can use TotalBrokerage to edit and send documents in letter-size or legal-size format for e-signature.


This article demonstrates how to edit a document within a transaction. You will learn to add various fields to the document, including text fields, checkboxes, signatures, initials, strikethroughs, and highlights. You will also learn how to map text boxes to autofill specific items within the transaction, such as transaction dates, property, people, and financial information.


Please select any topic within the table of contents below to navigate to that section of this article.


TABLE OF CONTENTS


Opening the Document Editor



On the left sidebar within TotalBrokerage, select Transactions → View Transactions. Locate and click on the name of a transaction to open it.


You can add a Quick Access widget on your dashboard to navigate to a particular transaction with one click. To learn more about widgets, click here.




Select the Documents tab within the transaction.



Within the Documents tab, you will see a list of all documents that were added to the transaction. Select the name of the document you wish to edit. The form editor will then open.




Note: You can only edit documents that are in the Editing status. If you need to modify a signed or archived document, you must make a copy of it by selecting the Operations button on the right side of document table, and choose Copy. You will then be prompted to select whether you want to Amend or Copy. Amend will allow you to modify the document with any current signatures/initials, and copy will revert the document to what it was before it was sent for signature.

Toolbar Overview


You will see a toolbar at the top when you open the document editor. This toolbar will allow you to perform various actions on the document.



Add: Add a field to the page, such as a text box, checkbox, initial, or signature.


Assign: When a text box is selected, Assign will allow you to map the text box to information in the transaction. When a signature, initial, or signature date/signature date & time is selected, Assign will allow you to choose the person to whom it applies.


Font: Adjust the font style of the selected text box.


Size: Adjust the size of the selected text box.


Font Color: Adjust the color of the text within the selected text box.


Bold: Bold the text within the selected text box.


Italic: Italicize the text within the selected text box.


Justify Options: Left, center, or right align text within the selected text box.


Add: Add an additional line to a text box or group multiple checkboxes.


Lock Text: Lock the selected text field so it cannot be moved or altered.


Delete: Delete the selected field.


Delete all fields: Delete all TotalBrokerage overlays (text boxes, checkboxes, initials, signatures, strikethroughs) from the page you are on.


Preview Mode: Preview what the document will look like when it is sent for signature.


Assigned Field Information:  Add or adjust information related to a mapped text field.


Signer Options: Choose Fill Out Now for you to fill out an item on the document editor before requesting for signature, Optional for Signer, or Required for Signer.


Left and right arrows: Navigate to different pages within the document.


Save: Save the document.


WARNING: There is no autosave for the document editor, so we encourage you to click Save as often as possible to avoid losing your progess if you leave the page. Also, there is no undo button. You can refresh the browser page to revert the document to its previous save state.


Right-Click Overview


Right-clicking your mouse on the document will open a context menu. When selecting a text box, you will have the following options.




Add: Add an additional field to the page. You can choose from the same field options from the green Add button in the toolbar. It will place the field relatively close to where you right-clicked.


Convert: Convert the field to a different field type of your choice. For example, you can convert a text box to a signature or checkbox by using this option. It is quicker than deleting the field, then adding the other field separately.


Delete: Delete the selected field.


Duplicate: Creates another field of the same type relatively close to the selected field.


Copy to All Pages: Copy the element, so it is in the same location on every page of the document. For example, if your document requires an initial on the same location on every page, you can set the initial on one page, and choose this option to copy it to all pages.


Split: Half the text box into two. For example, if your document has a single line for all parties, and you have two people that need to be within that line, you can create one text box to fill the line, then choose split to create two text boxes of equal length within that line.


Signer Options: Choose Fill Out Now for you to fill out an item on the document editor before requesting for signature, Optional for Signer, or Required for Signer.


Font Color: Adjust the color of the text within the selected text box.


Clause: Use a pre-saved clause to fill in the text box or save the text as a clause for your account.


Fields: Save the entire mapping for all pages of the document as a template that you can apply to other documents, or import a previously saved template.


Actions Overview


You will see an Actions button on the top right of the page. Selecting this button will show you the following options:



Use Condensed Toolbar: Condense the toolbar. When selected, the toolbar will be shortened to these options: 


Use Expanded Toolbar: When the condensed toolbar has been selected, choose this to revert back to the expanded toolbar.


Request Signatures: Send documents for signature. For more information on the e-signing process, please click here.


View Rendered: All text will be rendered on the page, and you will be able to view and print the document.


Download: Download the rendered document to your computer.


Save Fields as Template: Save the entire mapping for all pages of the document as a template that you can apply to other documents.


Import Fields from Template: Import a previously saved template.


Adding a Text Box


Click the green Add button on the toolbar, then select Text. A text box will appear on the page.




Alternatively, you can right-click anywhere within the document and select Add → Text to add the text box close to your mouse.

Moving a Field


Position your mouse to the side of a field. Your mouse will have four arrows indicating that the field can be moved. Then, click and drag to the desired location.






Extending a Field


Position your mouse on the corner of a field. Your mouse will have one arrow indicating that it can be extended. Then click and drag to the desired length.



Typing in a Text Box


Click inside a text box. Then, you can type.


Adding Multiple Lines for Text


Select a text box. Then click the + icon in your toolbar to add an additional line. You can add as many lines as needed. When you type, the text will roll over to the next line.



Inserting and Adding Clauses


If you have a common clause you use for your text boxes, you may find value in using a clause so you won't need to retype it on all your documents. To learn more about clauses, click here.

Mapping a Text Box to Transaction Information


When a text box has been added, you can assign it to autofill transaction information, such as financial information, a specific date, contact, and property information.


1) Click on the text box to select it.


2) Select Assign, and move your mouse along the dropdown to choose what you want the text box mapped to.



Changing or Unassigning a Mapped Field


To change a previously assigned field, click the edge of the text box to select it, then change what you want it mapped to by selecting the Assign button in the toolbar.


To unassign a text box, click inside the text box to open the field information. Click Unassign Field and choose Yes. This will convert the mapped field to a blank text box that you can type in.


Adding a Checkbox

Click Add and choose Checkbox. To toggle on the checkmark yourself, double-click the checkmark to turn it on or off.



Grouping Checkboxes

To add multiple grouped checkboxes so that only one checkbox within the group can be chosen, use the + icon after selecting a checkbox.


Or, if you want the option to select multiple checkboxes, use the Duplicate function by right-clicking.


Adding Signatures


Select Add and choose Signature. Then, select Assign and choose the signer.


Adding Initials


Select Add and choose Initials. Then, select Assign and choose the signer.


Adding Signature Date or Date & Time


By default, the date and time are embedded within every initial and signature. This is a setting that the brokerage can configure. If your document requires an additional spot for the Date or Date & Time, you can add them separately.


Select Add → Signature Date, then choose the signer to which the signature date applies. Choose Signature Date and Time if you also want to include the time.


The signature date and signature date & time options are not the signatures. They display the date or date and time when the signer signs the document.


Signer Options


By default, all text boxes and checkboxes are set to Fill Out Now, meaning that those fields are for you to fill out before sending for signature. If you want the signer to fill out information or complete a checkmark, you can adjust the signer options to Required for Signer or Optional for Signer. You can set initials and signatures as optional through the Signer Options.


When a field has been marked as optional, it will have a dashed outline. 



Adding a Strikethrough


Select Add and choose Strikethrough. A strikethrough bar will appear, allowing you to place it over any line of text.



Adding a Strikethrough Box


Select Add and choose Strikethrough Box. A strikethrough box will appear, allowing you to strike out large paragraphs of text.





Adding a Highlight Box


Select Add and choose Highlight Box. A highlight box will appear, allowing you to highlight sections of text.

Preview Mode


Select the Preview button in the toolbar to see the rendered document before requesting for signature. This can help you identify improperly assigned fields or other errors with the document. 


If a mapped text field appears as No Text in Preview Mode, this means that the information has not yet been added to the transaction. You can select the text box to add the relevant information.