Task-based Dashboard Filters

Task-based dashboard filters organize orders in the Snapdocs Notary Connect dashboard by pending tasks – before and after signing. These filters make it easier for you to track needed actions across all your orders. Organizing orders this way helps your team be proactive instead of reactive. The filters help to surface potential issues before they negatively impact the signing (e.g., the Needs docs downloaded filter shows upcoming orders where the notary hasn’t yet downloaded the required paperwork).

Indicating needed actions on each order also helps your team perform more efficiently. No need to sift through every order to identify what’s needed. Teams can also more easily operate with specialized roles. For example, if you have a team member who is responsible for getting documents added to orders, they can simply work out of the Needs documents filter. 

Check out how it works:

Filter Details

Some sections have filters that group orders by the “next needed action.” These will be found in the All upcoming section. If an order fits the criteria of multiple filters, it will appear in all of them. For example, an order will appear in Needs documents and Needs appt confirmation if it does not have documents and the notary has not confirmed the appointment time with the signer.

There are filters for post-closing tasks. These orders that have been marked as Signing complete and can be found in the Signing complete section.

The Needs signing status, Did not sign, On hold, and Closed sections do not contain additional filters but help organize your orders that fall into these categories.

All Upcoming Section

This section includes the following filters:

• Needs notary: Shows upcoming orders where no notary has been assigned. Note: Orders will show up here when the automator is still in progress.
• Needs appt confirmation: Shows upcoming orders where the assigned notary has not indicated that they confirmed the appointment with the signer.
• Needs documents: Shows upcoming orders where no documents have been uploaded (as long as no document status – such as Docs at closing – has been set).
• Needs docs downloaded: Shows upcoming orders where we have sent an alert to the notary that documents are ready, but they have not yet downloaded them.
• Needs reschedule: Shows upcoming orders where the notary has not confirmed that they’re available for the new appointment time set by the scheduler.

When the All upcoming section is selected, you can select the double arrows to sort by All upcoming, Signing today, or Signing tomorrow. This may help you understand how much volume to anticipate in the days ahead, so you can staff accordingly.

Did not sign and On hold Section

In these sections you will find orders that your team or the notary has updated the signing status to Did not sign or the order has been placed On hold.

Needs signing status section

This section includes:

• All orders with an appointment time more than 2 hours in the past and no signing status set.

Signing complete section

This section includes the following filters:

• Needs scanbacks:
  Shows orders marked as Signing complete that have a scanbacks requirement but no scans have been uploaded more than 1 hr after the signing status was set.
• Post-closing QC:
  Shows orders marked as Signing complete where the uploaded documents (scanbacks) can be “approved” or “rejected” and tracked for errors. This filter is only available for some customers. Review this article for more information: Post-Closing Tools on Snapdocs.
• Not yet shipped:
  Shows orders marked as Signing complete where:
  • document delivery is set to FedEx - Priority Overnight or FedEx - First Overnight.
  • more than 5 hours have passed since the appointment start time.
  • no shipping info has been added to the order OR the auto-generated FedEx label has not been scanned by the courier.

Closed Section

This section contains all orders created that have been marked as Closed, Invoice sent, or Order canceled.

Using the Search Function 

At the top of the dashboard, there is also a search function. Select from the options in the drop down menu, the parameters you would like to search by:

If you would like to search by multiple criteria (i.e. First and Last name), select one parameter first, type in the contents and select search. Once you have searched, you should see an option to add a field:

Select the + button and a new search field should appear with the same drop down menu:

Fill in the contents of the second search field, select search and you should see the results narrow. 

Here is what each search parameter means:

• Last Name: this is the last name of the borrower/signer 
• First Name: this is the first name of the borrower/signer
• City: this is the city/town in which the signing is occurring
• State: this is the state in which the signing is occurring
• Client: this is the client company attached to the order
• Client Contact Last Name: this is the last name of the client user on the order
• Product: this is the type of product on the order
• Order owner: this is the person at your company who is assigned to the order.
• Order #: this is the number that is applied to each of your Snapdocs orders. This is generated by Snapdocs and usually starts at 10000 and goes up from there.
• File #: this is the escrow number or file number that comes directly from your client or the lender. 
• Notary Last Name: this is the last name of the notary assigned to the order.
• Status: this searches the text entered into the Status box on the order page. This does not search for the completions status such as did not sign, completed etc.
• Signing Status: this is the completion status of the order
• Lender: this searches by Lender which is input on the order create page. 
• Appointment date: this searches by the date signings are scheduled.