Background: The Documents Library is the Core of your SecureClose V3 account. This is where you can program document templates to be used in your signings, including placing Signatures, Initials, Text Entry fields, Checkboxes, dates, and Avatar Explanation videos. If you plan to send a document to be explained and signed more than once, it should be programmed as a template. Each document should be programmed individually (meaning a single PDF containing only one document).
1. Click on the Documents Tab from the main menu on the left.
2. Click on the + Add a Document button on the top-right. If you have multiple locations available to you, choose the correct location for this document from the dropdown menu.
3. Click on the Drag and Drop a file or Upload section to navigate to the Document you’d like to program on your local system, alternatively, drag the file into the highlighted area. Once you have selected your file, click Upload.
4. The document will be displayed in the Document Programming Stage. Start by clicking on the Settings button on the top-right to give this document template a name.
5. In the Document Settings Window, type in the name of this document template. In the Document Tag dropdown, see if any of the available tags describes this document. If not, leave this section blank. There are also three options for Vehicle Information Collection, including VIN, Vehicle Make, Model, Year, and Stock Number. If any of these data points will appear on this document, leave these options checked. This helps pull accurate data for tracking in your vault.
6. Add an Avatar Explanation Summary (Optional). There are two main types of Avatar Explanations available for you to program. Summary scripts allow you to introduce the document to your signers, and give an overview of what it’s purpose is, along with their responsibilities. Many documents in SecureClose ONLY use Summary Scripts! The second type is a Detail script, which we will show later. Detail scripts allow you to call out a specific part or section of the document to highlight it’s importance. To add an Avatar Summary Script, click on the Add Avatar Document Summary (Optional) link just above the document. SecureClose offers many Summary script options in our Standard Script Library, along with many detail scripts for the Retail Installment Contract. Since this is a Used Car Buyers Guide, I am going to navigate in the Standard Script Library until I find the Buyers Guide script, and select it.
7. Review the script – Once you have selected a script from the library, it’s text will populate in the Type Avatar Script text entry field for your review. You can leave it as-is (recommended) or make any changes your legal counsel suggests to better suit your needs! Once you are happy with the script, you can click back onto the document itself to close the Properties Drawer and continue progrmaming your document.
8. Add an Avatar Detail Script (optional) – If you would like to call attention to a specific section, you can click and drag the Avatar widget element from the left-hand menu onto the stage. Click on the blue highlight section on the stage, and resize it as necessary to cover the portion of the document the Avatar is going to talk about. In the properties drawer, you have a few options: Required means that the signer must listen to the Avatar explain this section in its entirety at least once before they will be allowed to complete the signing. Avatar Highlight Section determines whether or not the section will be highlighted for your signer as the Avatar talks through it. In the text entry field, type in the script you’d like the Avatar to read (or choose a script from the script library if one applies). When you are satisfied with the script, click back onto the document to close the Properties Drawer.
9. Place any required Signatures or Initials – If the document you are programming calls for a signature or initial to be placed by a signer, click on the appropriate widget from the left-hand menu, and drag it onto the stage. Once placed, you can click on the element, resize it, and adjust its properties. For a signature, you can choose which signer you’d like it to apply to (Signer 1, Signer 2, Signer 3, Signer 4, Company). You can choose whether placing this signature is Required or optional. You can also toggle the Show the Date option if you’d like to automatically insert the date next to the signature when placed. Lastly, you can make the element part of a Conditional Group which will be covered in a separate guide.
10. Once all elements are placed, Click Save. When you are satisfied with the template, click on the Save button on the top-right. If there are Avatar Scripts on the document that need to be rendered, you will see a notification at the bottom-right letting you know the process has started. While the creation and rendering is happening, you will see the Generating AI Avatars bubble on the bottom-middle of the screen.
11. Finish! Once all avatar scripts are finished rendering you will get a notification on the bottom-right of the screen. You can now click on the Back button on the top-left go back to your document library.
