SoftPro Live User Guide

January 2019

History

Date Version Details

07/2016 1.0 Initial User Guide

01/2019 2.0 New functionality to capture documents published to Live in Order Notes

Contents

History ................................................................................................................................................................... 2

Contents ................................................................................................................................................................ 2

Welcome to SoftPro Live ....................................................................................................................................... 1

Introduction ............................................................................................................................................................... 1

Key Features .............................................................................................................................................................. 1

About This Guide ....................................................................................................................................................... 1

The Basics .............................................................................................................................................................. 1

Who Uses What? ....................................................................................................................................................... 1

Overview of Your Dashboard .................................................................................................................................... 2

Get Started ............................................................................................................................................................ 6

Open the SoftPro Live Administrative Tool ............................................................................................................... 6

Apply a Template ....................................................................................................................................................... 7

Share a Document ..................................................................................................................................................... 9

Published Documents written to Order Notes ........................................................................................................ 10

Set Up Who Can See Who ....................................................................................................................................... 10

Share a Task ............................................................................................................................................................. 11

Send Messages ........................................................................................................................................................ 12

Ready to Post? ......................................................................................................................................................... 15

Additional Info You Should Know ........................................................................................................................ 16

More about Templates ............................................................................................................................................ 16

Troubleshooting ...................................................................................................................................................... 19

Your Customers View to Order Information ........................................................................................................ 21

First Time Users ....................................................................................................................................................... 21

Existing Users .......................................................................................................................................................... 22

Viewing Orders on SoftPro Live ............................................................................................................................... 23

Welcome to SoftPro Live

Introduction

SoftPro Live is a secure portal that can be used by all parties associated to a real estate transaction. From the Selling

Agent to the Listing Agent, users can login to SoftPro Live to view the status of a file, messages on the order, and

contact information of each person that plays a role in the sale of a home.

ProForm users control access to Softpro Live by using the SoftPro Live Administrative Tool. Here you can upload

contact information, documents, and the status of each order’s tasks to SoftPro Live quickly and easily, directly from

the order within ProForm. This eliminates the need to rekey any data. Create a personalized experience by setting

up automatic email notifications for each contact and change the permissions for who can see who. Using the

SoftPro Live Administrative Tool will allow you to give an insight to the order without the need of emailing a contact

anytime something changes.

Key Features

• Provide all appropriate parties involved in the Real Estate transaction (buyer, seller, Real Estate agent,

settlement agent, lender, etc.) with access to a secure portal, so they can check the real-time file status of a

transaction(s) at any given time.

• Permissions on each setting will allow you to customize access for each user.

• Quickly and securely upload documents for everyone to download and view.

• Keep your customers updated with e-mail notifications regarding the order status.

• Allow your customers to communicate securely with you and have messages and documents flow back to your

ProForm Order.

About This Guide

We hope this guide helps you utilize SoftPro Live to the fullest. Here you will discover how to use the SoftPro Live

Administrative tool and setup templates to quickly apply permission settings. In addition we will demonstrate the

Softpro Live portal, the tool that gives insight to the order to your customers.

The Basics

Who Uses What? Your customers will access SoftPro Live by opening an internet browser and entering the URL given during

implementation. Here a user may login and view information regarding any order in which they have been granted

permission to view.

As a ProForm user you will manage your customer’s access to SoftPro Live by using the SoftPro Live Administrative

Tool. This allows you to customize who can see who, upload a document, add a message, or view the activities

associated to an order.

The following section describes the SoftPro Live Administrative Tool. To get more details on the Softpro Live Portal

used by your customers go here in this guide: Your Customers View To Order Information

Overview of Your Dashboard When you first open the SoftPro Live Administrative Tool, the dashboard will give a visual overview of the number

of documents, tasks, and messages associated to a single order. Here you can confirm all the contacts are properly

set up with permission to view each other. Use a template to apply specific rules and settings to an order which in

turn will allow you to spend less time setting up an order and more time servicing your clients.

Post Summary

The Post Summary will show you the number of documents, contacts, tasks, and messages that will be available on

the SoftPro Live Portal after posting. It includes items that may have already posted to the site and items that will

be available after pushing the Post button.

Navigate

Choose a tab to make changes to a particular area.

Order Number

Know what order you are working with.

Apply a template

Post faster by auto applying a template to your order.

Ready to apply your changes? Press this button to post your changes to the SoftPro Live Portal.

See what they see

The permission summary will give you a single place to confirm everyone is set up properly.

Post Summary

Number of items for a particular order available on the SoftPro Live Portal after posting.

Permission Summary

Check the permission summary to confirm each contact’s permissions have been applied and set properly. This

overview combines all the permissions set on each tab in a single place, so you can quickly scan each contact.

This column shows the number of documents each contact can view.

This column shows the number of contacts each contact can view.

This column shows the number of checklist tasks each contact can view.

This column shows the number of requested tasks each contact can view.

This column shows the number of messages each contact can view.

An envelope icon indicates the contact has been granted at least one permission to

receive email updates.

Click this icon to drill into the specific details of documents, contacts, tasks, and messages a

contact can view.

More about the

From each tab in SoftPro Live notice the icon to left of a contact inside the permission summary grid. By clicking

this button, you may change the view and email settings of all documents, contacts, activities, and messages for a

single contact currently given to the user.

Get Started

Open the SoftPro Live Administrative Tool Access to the SoftPro Live Administrative Tool can be found in two places in SoftPro Select ProForm.

Select users.

Option 1. From the 360 tab, click Publish. If the order is already open, the SoftPro Live Administrative tool will

open order directly. If no orders are open a dialog box will launch where you can type the order number

that you would like to post to the SoftPro Live portal.

• NOTE: New users must register an account with SoftPro 360. Follow the steps from the login prompt

to setup a new account. Existing users may be required to re-login if the previous session was

closed.

Option 2. From the 360 tab, click Services. A side window will open from the window on the left where you can

double click SoftPro – Live. A dialog box will open where you can select an order that is open in the

background or feel free to type another order number that you would like to post to the SoftPro Live

portal.

Enterprise and Standard Users.

Option 1. Click the 360 Icon to launch the SoftPro 360 Console.

Option 2. Click the Services Menu and then click the SoftPro 360 Console.

Apply a Template Templates can be set up in advance to save time when publishing an order to SoftPro Live. Depending on the

type of order, a template can automatically be applied, so you don’t have to remember which template needs

to be added.

From the Order dashboard make changes to a template by clicking one of the buttons in the bottom left of the

window. Discover how to set up rules and edit templates in this guide here: More about Templates

WARNING: Editing a template or deleting a template will affect all orders currently associated to the template.

This could result in removing all permission settings to every order for every user using SoftPro Live in your

company. Be very careful when changing a template. Once a template is deleted, it cannot be recovered and

must be reapplied individually to every orders used to make a change to a template without starting from

scratch.

Edit template settings.

Click here to change the name, create/edit a rule, or change the order type of a selected template.

Create a new template.

Create a new template by clicking here. New templates contain no preset data.

Copy the selected template

Copy a selected template by pressing this button. T his can be

Delete the selected template. Click here to delete a template. NOTE: When deleting a

template, orders associated to this template will default to

NONE.

Apply After selecting a template, press apply to set the template and

settings to the order.

Share a Document The documents tab will give you a central place to manage all the documents that are posted to the SoftPro Live

Portal. Here you will find all ProForm order documents have been uploaded and can be shared with your contacts,

or if you choose to only share with specific contacts, you may make those changes as well. Also you may upload new

documents securely from the SoftPro Live Administrative Tool. Once you post the order any new document will be

added back to your ProForm order.

Post a new document and share with your contacts

1. When viewing the documents tab, click Browse in the bottom left of the window and navigate to your

document.

2. The document will be added and selected in the list of documents on the left.

3. Any rules set in a template will be automatically applied to the new document.

4. While the document is selected, view the Permissions grid to change the settings applied from the template.

a. To overwrite a permission setting applied from the template, simply click the checkbox to the right

of the contacts name within the permissions grid. This will change the access to view a document

or receive email notifications when the document is edited. Repeat this step for each document

individually.

Want to change a document?

Rename. Select a document from the list on the left and click the “rename” hyperlink in the summary window. A

dialog box will open to allow you to change the name of a document. NOTE: Changing a name of a document will

only apply to the SoftPro Live website. This will not rename the document in your ProForm order.

Remove. Select a document from the list on the left

and click the remove hyperlink in the summary

window. The document will be removed from the

website and cannot be accessed by any contact

until it has been reposted.

NOTE: This will not remove the document from

your ProForm order.

Repost. Once a document has been removed you

have the option to repost it. NOTE: After reposting

a document, only the template settings will be

applied. If you made any changes to the permission

settings outside of the template, you must reapply

those settings to the reposted document.

Published Documents written to Order Notes Documents shared with contacts are captured in the Notes section of the Order with the following information:

1. Created: Date & Time document(s) were published from ProForm to SPLive

2. Last Modified: Name of user that published the document(s)

3. Note: Name of each document and email address for each recipient of the document

4. Category: “Integration” category is automatically checked for all 360 related notes. NOTE: If a “SPLive”

category exists in SPAdmin, then the “SPLive” category will also be checked.

* Standard/Enterprise versions do not incorporate categories for notes.

Set Up Who Can See Who With the SoftPro Live Administrative Tool you can easily define which contacts can view who by clicking the Contacts

tab. Here a list of all the contacts associated to an order will be listed on the left. You can change who can view a

contact by following the below steps.

1. Select a contact from the list on the left. Notice the panel on the right will change based on the contact

selected.

2. Add a checkmark in the view column of any contact that may have permission to view the information of

the selected contact.

3. Uncheck contacts that should

not view the selected contact.

For example it may be

unnecessary for the insurance

agent to view the contact

information of the listing agent,

so while the listing agent is

selected from the list on the left,

go to the permission settings,

and uncheck the view option to

the right of the insurance

agent’s name.

4. Use the email column to check

with contacts should receive an

email notification when specific

contact’s information has

changed. For example if you

want the sellers to receive an

email when the listing agent’s contact information has been changed, select the listing agent from the list

on the left and check the email checkbox to the right of the seller’s name in the permission grid.

Other Tips:

• Remove a contact. When a contact has been selected, in the top right you have the option to remove a

contact. Remove a contact to remove their contact information and name from the SoftPro Live Portal. This

will remove all access for each user from viewing the contact on an order. NOTE: This will not remove the

contact from the ProForm order.

• Buyer/Seller contact info. The buyer and seller’s contact info will always be protected and hidden from all

contacts on the SoftPro Live portal. Only the buyer and seller’s name will appear when viewing an order.

Share a Task Use the Activities tab to share the activities associated with an order to the order’s contacts on the SoftPro Live

Portal. Checklist tasks are activities that must be completed for the order to be complete. Requested tasks are

activities outside of your office that must be completed by third parties associated to the order. Change permission

settings here on who can view a task or receive an email when a task has changed.

Need to associate a document to a task?

Documents can be attached to a task and made available for your contacts to view. Follow the steps below to attach

a document:

1. When viewing the activities tab, select a task from the list on the left side of the window.

2. Above the permission grid, click Order Attachment to attach a document already posted to the order.

Documents that have not been uploaded to SoftPro Live can also be added by clicking the browse button

and navigating to the file on your computer.

3. The document will be added to the grid called Linked Documents.

4. Add another document to a task by clicking the Order Attachment or Browse button again and follow the

prompts.

Other Tips

• Documents can be unlinked or renamed by clicking the icons to the left of the document name

after it has been associated to a task.

• Click the contact icon to view or change the permission settings of a document while linking it to a

task.

• Remove a task. Select the task from the list on the left and click the remove hyperlink in the top right of the

window. The task will be removed from the SoftPro Live portal and cannot be accessed by any contact until

it has been reposted. NOTE: This will not remove the task from your ProForm Order.

• Change the permissions. While the task is selected, view the permissions grid to change the settings applied

from the template.

o To overwrite a setting applied from the template, simply click the checkbox to the right of the

contact’s name within the permissions grid to change the access to view a task or receive email

notifications when the task is edited. This must be done for each task individually.

Send Messages You may send messages to the contacts in the ProForm Order from the Messages tab. From this tab a message can

be added or removed, and you can change the permission to who can view a message or receive an email when a

message has been modified.

Add a Message

When viewing the Messages tab, you can add a message to the SoftPro Live website by clicking the link in the bottom

left. A window will open where you can type in your message. Once you press OK, the message will be added and

any permission setting from the template will be automatically applied. After posting the order to the SoftPro Live

Portal, the new messages will be added to your ProForm order.

Need to associate a document to a message?

Documents can be attached to a message and made available for your contacts to view. Follow the steps below to

attach a document:

5. When viewing the messages tab,

select a message from the list on the

left side of the window.

6. Above the permission grid, click Order

Attachment to attach a document

already posted to the order.

Documents that have not been

uploaded to SoftPro Live can also be

added by clicking the browse button

and navigating to the file on your

computer.

7. The document will be added to the

grid called Linked Documents.

8. Add another document to a message

by clicking the Order Attachment or

Browse button again and follow the

prompts.

Other Tips

• Documents can be unlinked or renamed by clicking the icons to the left of the document name

after it has been associated to a message.

• Click the contact icon to view or change the permission settings of a document while linking it to

a message.

• Remove a message. Select the message from the list on the left and click the remove hyperlink in the top

right of the window. The message will be removed from the SoftPro Live portal and cannot be accessed by

any contact until it has been reposted. NOTE: This will not remove the message from your ProForm Order.

• Change the permissions. While the message is selected, view the permissions grid to change the settings

applied from the template.

o To overwrite a setting applied from the template, simply click the checkbox to the right of the

contact’s name within the permissions grid to change the access to view a message or receive

email notifications when the message is edited. This must be done for each task individually.

Other Tips

• Remove a message. Select the message from the list on the left and click the remove hyperlink in the top

right of the window. The message will be removed from the website and cannot be accessed by any contact

until it has been reposted. This will not remove the message from your ProForm Order.

• Change the permissions. While the document is selected, view the Permissions grid to change the settings

applied from the template.

o To overwrite a setting applied from the template, simply click the checkbox to the right of the

contact’s name within the permissions grid to change the access to view a message or receive

email notifications when the message is edited. This must be done for each message individually.

• Enterprise and Standard users only. Messages do not prepopulate from ProForm to the SoftPro Live

Administrative Tool. If you would like to share messages, then these must be added separately using the

tool.

Any message added will also be added to your ProForm order after posting to SoftPro Live.

Ready to Post? After applying a template and setting the view and email permissions for all the contacts associated to the order, it

is time to Post. Push the Post button to apply the settings and publish the Order on the SoftPro Live Portal for your

customers. Customers can now login and view the order. You can feel confident the permission settings established

in the SoftPro Live Administrative Tool will grant or restrict your contacts’ access to the order information. More

about setting up a Softpro Live account and accessing the portal can be found in the following sections.

Other Tips

Email notifications. By pressing post an email notification will be sent to each contact in the order with a valid email

address and permission to view all or a part of the order. To confirm each user has a valid email address check that

each contact has a mail icon to the right of the contact’s name in the permission summary on the Order

Dashboard or click the icon and confirm the address was typed correctly in the ProForm order.

New Users. New users will receive an email invitation to create an account in the SoftPro Live portal after the order

has been posted to SoftPro Live. They must create an account to login and view the order information.

Additional Info You Should Know

More about Templates Templates are used to automatically apply permission settings for similar orders. This will save you time by limiting

the amount of setup work involved in posting an order to the SoftPro Live Portal. For each template you can set up

Rules unique to the template based on several different variables including the type of transaction, the type of

contacts associated to an order, or the type of documents uploaded to SoftPro Live.

Create a new template

The steps below highlight creating a new template but you can also add rules to existing templates by clicking the

Edit button.

1. While viewing the Order tab of the SoftPro Live Administrative Tool, click the New Template button in the

bottom left of the window.

2. The Template Editor window will open where you can name the template and choose an order type to

automatically apply the template to.

a. NOTE: Only one template can be automatically applied to an order type. For example only one

template can be set as the default for Purchase Orders. To create a new template that should be

automatically applied to a specific order type, open the template that is currently applied to the

order type and change the automatically apply to dropdown to None. This will make the order

type previously defaulted available to be selected in the new template.

3. After naming the template, it’s time to set up a rule. Follow the next section to discover how to create rules.

Set up a rule in a template

Rules are used to individually define the settings that should be applied to an order when posting to SoftPro Live.

Follow the steps below to create a rule.

1. When viewing the template editor, notice the 5 tabs correspond with the types of records viewable in the

SoftPro Live Administrative Tool.

2. Click the tab for the type of record in which you would like to apply a rule.

3. Click the blue hyperlink directly under the 5 tabs to add a rule. For example when viewing the Documents

tab, click Add Document Rule…

4. After clicking the blue hyperlink, a new row is added in the rule pane. The rule pane will list all of the rules

associated with the record type for a template.

5. After the rule is added make sure it is selected in the rule pane and complete the setup with the options on

the right side of the window. (See examples below.)

6. Push the Save button to keep your changes and close the Template Editor.

Remove a rule in a template

1. When viewing the Template Editor, the rules will be listed in the rule pane.

2. Remove a rule, by pushing the minus sign which can be found to the right of the rule.

Rule Example 1

“I want every document that starts with Order Summary to be viewed by the buyer, seller, and their agents. In

addition if I change a document, an email will be sent to them as a notification that something has changed.”

1. Add a Document Rule to a template.

2. Change the Operation to Starts With.

3. In the Query field type the name of the document. For example: Order Summary

4. Check the View and Email, so the contacts can view the document and receive an email notification when

it is changed or is added.

5. Select the users that should be given access to view the document and receive the email notification. For

example: Buyers, Sellers, Listing Agent Brokers, and Selling Agent Brokers.

Rule Example 2

“I want both the buyers and sellers to be able to view the contact information for the Listing Agent and receive an

email when the agent’s contact information is changed.”

1. Add a Contact Rule to a template.

2. Choose the contact type for the rule. In this example choose Listing Agent Brokers.

3. Check the View and Email, so the contacts can view the contact information and receive an email

notification when it is changed or is added.

4. Select the users that should be given access to view the contact and receive the email notification. For

example choose buyers and sellers.

Rule Example 3

“When I add a Requested Task that contains the word Payoff, I want an email notification to be sent to the Payoff

Lender.”

1. Add a Requested Task Rule to a template.

2. Change the Operation to Starts With or Contains.

3. In the Query field type the name of the task. For example: Payoff

4. Check the View and Email, so the contacts can view the task and receive an email notification when it is

changed or is added.

5. Select the users that should be given access to view the document and receive the email notification. For

example: Payoff Lender.

Troubleshooting

Duplicate Message. You cannot create a duplicate message in

the SoftPro Live Administrative Tool.

Blank Message. You cannot create an empty message in the

SoftPro Live Administrative Tool.

Duplicate Document Name. You cannot rename a document

with the same name of a document that already exists.

Duplicate Template Name. You cannot rename a template with

the same name of a template that already exists.

Deleting a Template. Deleting a template will affect all orders

that are associated to the template. Removing it will default all

orders associated to the template to None. Any user applied

settings will be erased.

Template Not Found. If a user opens an order that had a

template applied that was deleted, the user will receive a

warning message alerting them that the template is not

found.

Reset Manual Permissions. When the user applies a

template to an order with permissions modified manually by

a user, the user will receive a message to reset manually set

permissions before applying the template. By clicking Yes, all

manually set permissions will be removed. By clicking No, all

manually set permissions will be saved.

File Type Not Supported. Only supported file types can be

uploaded to Softpro Live.

File type extensions of documents supported in SoftPro Live.

.asc .bmp .doc .docx .dotx .docm .dotm

.eps .fnm .gif .htm .html .ics .jp2

.jpe .jpeg .jpg .pct .pdf .pic .pict

.png .ppt .pptx .potx .ppsx .ppam .pptm

.potm .ppsm .ps .rtf .rtx .tif .tiff

.tr .txt .xht .xhtml .xls .xml .xlsx

.xltx .xlsm .xltm .xlam .xlsb .xps .zip

Your Customers View to Order Information Once you have posted an order to the SoftPro Live Portal, each contact with a valid email address will receive an

email notifying them to login and view the order. To access the SoftPro Live portal each contact will either click the

link in the email or may open an Internet Browser and type https://softprolive.com in the URL address.

First Time Users New customers who have not previously used SoftPro Live will receive an email invitation to create their own

account. They may click the link in the email to create an account with a password and security question. NOTE: The

password and security answer are case sensitive. After the user creates an account, he or she will immediately be

logged into to SoftPro Live.

To send the email to first time users: Simply set up the contact in ProForm with a valid email address and use the

SoftPro Live Administrative Tool to give the contact access to the appropriate areas of SoftPro Live. By pressing the

Post button in the SoftPro Live Administrative Tool, an email will automatically be sent to instruct the user how to

set up an account and get access to the portal.

Existing Users Customers who have already set up an account with SoftPro Live will receive an email notification when the order

has been posted or updated. The link in the email will open an internet browser and ask the user to login with their

SoftPro Live account.

• Users who forgot their password may click the Forgot password link.

• Users who forgot their username may use the email address associated to the contact record in the ProForm

Order to login.

Viewing Orders on SoftPro Live After a user logins to the SoftPro Live Portal, they will have access to all the orders associated with their email

address that they have been granted permission to view. If a customer works with another user or company that

also utilizes SoftPro ProForm, these orders will be listed on the site as well.

View an Order. Users can click View to Open an Order in a new tab. Here they will find all the information about the

order including the address, order date, and names of the buyer and seller.

View Messages. Users can view messages associated to an order from the tab section below the Google Map view

of the property’s address. Click View to open view all of the message’s text. Contacts may only view messages in

which they have been granted View access from the SoftPro Live Administrative Tool.

View Tasks. Users can view Tasks associated to an order from the tab section below the Google Map view of the

property’s address. Click View to open any documents associated to the tasks. Contacts may only view an activity in

which they have been granted View access from the SoftPro Live Administrative Tool.

View Contacts. Users can view contacts associated to an order from the tab section below the Google Map view of

the property’s address. Expand the contact or click view to view additional info about the contact for this order.

Contacts may only view other contact information in which they have been granted View access from the SoftPro

Live Administrative Tool.

View documents. Users can view documents associated to an order from the tab section below the Google Map

view of the property’s address. Click view to open any documents or download to download the document to the

local computer. Contacts may only view documents in which they have been granted View access from the SoftPro

Live Administrative Tool.