Document Creation

Revised September 17, 2009

Description

Create documents within BT or upload documents from other applications to the Document Management module. Assign folders, types, HBHP defaults, and create templates for use throughout the BT application.

Notes

Folders and Permissions are created and assigned in Admin > Company Setup > Document Folders and Document Roles.
Document Type - Each document will be attached to one of the document types below. The document type controls where the document can be accessed. Certain document types can be further customized by the use of Tags, such as campaign emails, campaign letters, and sales contract documents.

General - Documents used throughout the BT application, which do not pre-populate information.
Sales Contract - A document used in the Sales Module with pre-populated sales contracts and addenda. All documents with Sales Contract document type will be available when generating and viewing sales contracts.

SR > Prospect > Workup > View/Print Contract
SR/SM > Buyers > Agreement > View/Print Contract

Sales Letter - A document generated from the Sales module which may or may not pre-populate information from BT fields. All documents with Sales Letter document type will be available when creating sales letter task types in campaigns or generating letters in To Do tasks.

SR > To Do or Prospects tab > Generate Letter

Sales Email - An email generated from the Sales module which may or may not pre-populate information from BT fields. All email templates with Sales Email document type will be available when creating sales email task types in campaigns or generating emails in To Do tasks.

SR > To Do or Prospects tab > Generate Email

Service Email - An email generated from the BTService module that may or may not pre-populate information from BT fields. All email templates with Service Email document type will be available when generating service emails to owners or trade partners from the CS module. (See CS - Sample Email Templates Best Practices)

CS > Owners/Lots or Requests or Items > Email this Owner
CS > Service Orders > Open > Email
CS > Trade Partners > Select Trade Partner > New Email

Broker Agent Email - An email generated from the Sales Rep module or Directory which may or may not pre-populate information from BT fields. All email templates with Broker Agent Email document type will be available when creating Broker Agent email task types in campaigns or generating emails in To Do tasks.

SR > To Do or Broker Agent/Mortgage Co List tab > Generate Email
Directory > To Do > Generate Email

Broker Agent Letter - A document generated from the Sales module which may or may not pre-populate information from BT fields. All documents with Broker Agent Letter document type will be available when creating sales letter task types in campaigns or generating letters in To Do tasks.

SR > To Do or Broker Agent/Mortgage Co List tab > Generate Letter
Directory > To Do > Generate Letter

Mortgage Company Email - An email generated from the Sales Rep module or Directory which may or may not pre-populate information from BT fields. All email templates with Mortgage Company Email document type will be available when creating sales email task types in campaigns or generating emails in To Do tasks.

SR > To Do or Broker Agent/Mortgage Co List tab > Generate Email
Directory > To Do > Generate Email

Mortgage Company Letter - A document generated from the Sales module which may or may not pre-populate information from BT fields. All documents with Sales Letter document type will be available when creating sales letter task types in campaigns or generating letters in To Do tasks.

SR > To Do or Broker Agent/Mortgage Co List tab > Generate Letter
Directory > To Do > Generate Letter

Tags in Sales Letters and Sales Emails work differently from tags in Sales Contracts. Tagged Sales Letters and Sales Emails read Prospect information only; they cannot pull details such as lot number and price that are associated to a Workup or Agreement for a Buyer. Tagged Sales Contract documents pull information from both the Prospect / Buyer demographic data AND Workup / Agreement associated data.
Since Broker Agent and Mortgage Company records are managed at the Company level, Project and Prospect/Buyer tags are not available for use in Email Templates and Letters addressing these entities. Broker Agent and Mortgage Company tags listed in Document Management > BuildTopia Tags are available for use in the Broker Agent and Mortgage Company documents.
'User' tags listed are available for use throughout the application. User tags are suggested for use in any case where company level entities are addressed, such as Broker Agent and Mortgage Company emails and letters. Data associated with the user generating the email or letter will display in the generated document.
Emails - You can either compose an email within the BT application or you can upload an HTML document and set the document type to Sales Email.
Document List - Last Modified Date is the date on the DM Document List and Document Profile Screen that display the last date a document was uploaded, replaced or properties edited. If interested in checking the last time a document was uploaded or replaced the document log on the profile screen provides this information.

Primary Task

Upload Documents

Compose Email Template

Tasks	Steps
Upload Documents Back to Top	Navigation Path DM > Upload Document counter [throughout BT] > Upload HBHP > Service > Request# Attachments > Upload BTTradeNetwork > Bids/Contracts/Lots/Purchase Orders/Service Orders > Document counter > Upload Steps Select the Upload link. Use the text field to enter the Document Name. Use the text field to enter the Document Description Select the Document Folder. Select Document Type. See above for explanation of document types and access locations. Select Yes or No radio button for document protection. [A Protected document may only be replaced, removed, or have its information edited by the authoring user or a user with Administrative permission for the document folder.] Select Hidden or Visible HBHP Default setting. [This setting controls which documents are initially added to the Homebuyer Homepage for a new Buyer: when a new Buyer is created, all documents for their project that are set to "HBHP Default Visible" will be automatically included. Document visibility is further controlled on a Buyer by Buyer basis at the individual Buyer's HBHP setup. Documents that are not set to Visible can be added or removed at any point.] Note: Users are unable to delete any document that is a HBHP photo associated with one or more HBHP. Select Hidden, View, or Edit Trade Partner setting. This setting overrides the permission level established by their role. You may or may not have permission to edit this setting. Hidden - All documents added will be hidden from online trade partners View - All documents added will be visible for online trade partners Edit - All documents added will be visible and editable for online trade partners Select browse and choose document to upload. Select Project(s) for the document to be associated with [see Notes below]. Select Save, Save & Exit, or Cancel. Notes: Selecting Project(s) at this step does not ADD the document to the Project, rather limits the Projects where the document can be viewed, if searching from the Project level. Note that documents added to other entities (Plans, Options, etc) at the Data Library level will still be associated with those Plans, etc. at the Project level but will not display when searched for within Document Management module with the Project filtered.
Compose Email Template Back to Top	Navigation Path DM > Compose Email Template See CS - Sample Email Templates Best Practices Steps Select the Compose Email Template link Use the text field to enter the Document Name Use the text field to enter the Document Description. The description can be useful to other users to understand the purpose of this document. It is displayed when the user selects the Profile link. Select the Document Folder. The document folders are created by the company's administrator. Select one of the email Document Type: Sales Email Service Email Broker Agent Email Mortgage Company Email Note: See above for explanation of document tag types for email templates. Select Yes or No radio button for document protection. [A Protected document may only be replaced, removed, or have its information edited by the authoring user or a user with Administrative permission for the document folder.] Use the text field to enter the Subject. Use the text field to compose the Body of the email template (using tags where needed). The default email format is HTML. If you wish to send a Text Only email, select the Text radio button. Select Project(s) for the document to be associated with Select Save or Cancel The HTML Editor Explained The editor is a lightweight text editor to help you create HTML emails with ease. It provides most of the commonly used functions from desktop editors like Word. We've provided some additional explanation below. Also, by hovering over the buttons you can see a definition of each button. Note: Adding images to HTML messages. With HTML email, you need to host all your images on your server, then use absolute paths that point back to your server. It is possible to add images to HTML messages within BT. The instructions below are for users that have a basic understanding of HTML. You will need to host the images on a server that is accessible to the web. If your company has a website, you could store the images there - or you could use an online tool such as PhotoBucket.com. Once you have the pictures stored somewhere online you will then add HTML similar to this in the source code view. <a href="http://URL ADDRESS GOES HERE" target="_blank"><img src="http://http://URL ADDRESS GOES HERE" target.jpg" border="0" alt="New Homes"></a> Tags System Date Company Information Project Information Prospect and Co Prospect Information

Contact Customer Support: 1-800-411-2020 Option 4 or support@buildtopia.com