Set clear scanback expectations with these two fields: Scanback Return Deadline & Preferred Scanback Return Method. In the initial signing request, notaries will clearly see the order’s preferred scanback return method and scanback return deadline, before they even accept the job. This article shows you the options for these two fields and how to access them through the order creation or editing process as well as on the Product page with creating or editing a signing product.
Scanback Return Deadline
Indicate how quickly stakeholders need signed documents. In an ideal signing, scans are returned as soon as possible, which is why each option starts with ASAP and ends with the latest possible deadline. Choose the best option that fits the order’s time constraints. Keep in mind, it may be tougher to schedule a notary that can accommodate a quick turnaround time.
Note: The requirements selected in each scanback field will populate onto the notary invite text/email. Setting a strict method and deadline could reduce the number of notaries available for a signing.
Scanback Deadline Time Frame
If you set a time frame for the scanback deadline the exact time the scans are due will appear on the request.
Example: If you set the time frame for 6 hours after the appointment time and the appointment is at 11 am, the Scanbacks deadline section on the order will note the scanbacks are due at 5 pm.
Preferred Scanback Return Method
Tell notaries how scans should be returned including upload to snapdocs, email, fax, other, or not specified. Snapdocs highly recommends choosing Upload to Snapdocs as your preferred scanback method. This option will immediately notify all stakeholders that signed documents are available. Unlike email and faxing, documents uploaded into the scheduling portal are safe and secured from outside parties.
Allow additional return methods? can be used if there are multiple ways the notary is permitted to provide scans.
Locating the Settings
Default scanbacks settings can be set for a specific product. When that product is selected, the default scanback settings will automatically populate in the order form. You can update a current product’s scanbacks requirement by selecting the specific product from the Products page. Or create a new product and set the requirement by selecting the +Add a Product button on the Products page.
Creating a New Product
After entering all of the product’s details:
- Turn on Require notary to upload scanbacks after appointment in the Require Scanbacks? section.
- Choose the deadline and return method requirements and add any additional instructions needed.
Select the Create Product button to save the product.
Editing a Product
- Turn on Require notary to upload scanbacks after appointment in the Require Scanbacks? section.
- Choose the deadline and return method requirements and add any additional instructions needed.
- Select the Save Product button to save the product.
Creating or Editing an Order
Default scanback settings can be changed on an order by order basis by editing the order directly during Create Order or Edit Order.
Who can see these settings and instructions?
The scheduler or client user are the only ones that can view the settings. All stakeholders will have the ability to view these instructions.
Here are their views:
- Notaries and clients will see these instructions in the confirmation email and on the order detail page.
Notary confirmation email:
Notary’s order detail page:
Client confirmation email:
Client’s order view:
Notaries will receive an automated reminder as a comment on the order after the signing has been completed if docs have not been uploaded. If a time frame is Not specified or it is set to ASAP - before same-day cutoff, the reminder will be sent 3 hours after the appointment time.
Schedulers will see these instructions on the Search Agents/Automator message and order detail page.
