The features outlined here are currently available to MLS' that are partnered with our Docs+ platform.
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When an agent switches brokerages, any transaction documents from their old Remine Docs account remains with their previous brokerage. When the agent logs into Remine under their new brokerage, they will now see a brand new Remine Docs account. In the past, when an agent moved brokerages, members of the Remine support team manually sent the agent's old documents to the previous broker. It would be up to the agent's old broker to share those forms at their discretion. Now, brokers and admins have the capability to access these documents themselves!
Accessing Agents' Transaction Documents:
It is important to note that old transaction documents can only be downloaded, rather than viewed in-app
Select 'Users' from the left side menu, then click 'Select' in the top right
Enter the agent's email address in 'Email' field. Once the email is entered, you'll have the option to select the agent from the drop down.
You will need to have the email address that the agent was using while at your brokerage. This is how you will search for their documents associated with your office.
*Should the email address the agent was using at your brokerage not populate results, use the current email address the agent now has on file with the MLS.
The 'Group' will automatically populate your parent office for your brokerage and cannot be changed. This will not affect pulling the agents documents if they were not in the parent office itself.
Under 'Section', select 'Transaction'.
Clicking 'confirm' will populate the agent's documents that they created when they were with your brokerage.
You can then click 'select all' from the top left if you want to download all the transaction folders at once OR you can select them individually by checking the empty boxes next to each transaction.
Clicking 'download' in the top right will start the downloading process of the transactions selected.
The downloading of the transactions can take a few minutes, depending on the number of transactions and documents that you've selected. The system will automatically break up the transactions into multiple zip files if needed for you to save upon completion. If the download is taking longer than a few minutes, you may want to select to download a smaller number of transactions at a time.
When your download is ready, there will be a quick notification pop-up to let you know.
Your download will be available in the 'downloads' button in the top right. These will come through as a zip file once completed and all documents within the zip file will be in PDF format. These PDF documents can be uploaded to a new account if necessary via the upload feature within Docs+.
Transferring Transactions + Documents
Documents and transactions can be transferred to the originating agent or they can be transferred to a different agent within your same office if they are taking over the previous agents transactions. To transfer documents, you will select the transactions by either clicking 'select all' or selecting only those you are wanting to send. Once transactions have been selected, you'll see a 'send' option appear in the top right.
Clicking this will populate the send screen to add in the email address of the person you wish to send the documents to. If you are sending to the originating agent, it is important to note you must have their email address being used at their new office; this may be different than their email address used while at your brokerage. If this is unknown, searching the MLS or one of the agent's listings will provide you the current email the agent is using. Once the recipients email has been entered, click 'send' to complete the transfer. The transaction files will then show in the agents new account under an 'EXPORT' transaction. Depending on the number of files being sent, this may take some time.
Document Audit Reports:
You'll likely not require the extent of information contained in an audit report, but if you do, know that you can run an audit report for any transaction that you can dig up in the 'Users' section. To do so, you'll select either the transaction as a whole or individual documents within the transaction. Once these are selected, you'll click 'Audit Report' in the top right and then select 'Ensure'.
Once the report(s) have finished running, you'll receive a pop-up 'Summary' letting you know how many were ran. To access them, go into the transaction. You'll see an audit report PDF for each document you selected to run a report for. These can then be downloaded and saved to your computer.