Document and Transaction Management 101

October 24 2014

documentsDocument management and transaction management represent two distinctly different product categories. However, many companies have chosen to offer solutions that combine the two categories into a single solution. That's why we are discussing them together here today.

Borrowing from our previous article on this very subject, here's a quick review of these product categories.

  • Document management technology is intended to help real estate professionals manage documents with functions that support: digitally storing documents, sharing documents with other interested parties, organizing documents, tracking the status of documents, and (in some instances) electronically signing documents.
  • Transaction management products are intended to help real estate professionals manage a transaction through functions such as: contact management, a calendar tool, some degree of document management, and a wide variety of other features. It provides a collaborative space for working with all the parties to a transaction through tasks (for instance ordering home inspection, coordinating mortgage, etc.).

Forms management is a component of products that often falls into this category, as well.

Choosing the Right Tool

If you're in the market for a document or transaction management platform, there are questions you can ask to evaluate which option is right for you, like:

  • Do I want a transaction management tool, document management tool, or forms management tool?
  • Will this product "talk to" or work with the products I already use for CRM, electronic signature, forms, etc.?
  • Can I pull property information from my MLS into this document management or transaction management solution?
  • Are the documents encrypted? Are there any security guarantees? Will the vendor manage the legal notification requirements in the event of a security breach where consumer information is compromised?
  • Does your E & O insurance provider offer a discount for using the product?
  • Does the product have a digital signature solution included or will it work with the solution you're already using?
  • What kind of customer service and training programs are available? Are there webinars and, if so, are they recorded so you can view them at any time? Is the vendor's online help sufficient? What are the telephone support hours?
  • Is this technology Web-based? If it is, how much functionality will be available when the tool is being used offline.
  • Will it work on my iPad or other mobile device?

Find more questions to ask in our 2014 Technology Guide2014 Technology Guide. It's a free resource for real estate professionals who want to learn more about the technology products available to them.

Here are four document and transaction management solutions highlighted in the Tech Guide:

 

  • CoreLogic: choose CoreLogic's Document Manager, Transaction Manager, and/or Fax Manager – all with an intuitive interface and other features that help you get the job done with superior customer service.
  • DocBox2Go: Simple to use unlimited "cloud" document storage for listing, sale and lease files, and other critical documents. It's fully compatible with all devices and seamlessly integrated with TransactionDesk™, InstanetForms™ and Authentisign™ from Instanet Solutions.
  • TransactionDesk2Go: Access and manage all your real estate forms, contracts, documents, E-Signings and contacts from any device. It features full integration with the Instanet Solutions suite of products.
  • myShortTrack: Cloud-based and paperless, myShortTrack connects all parties to a transaction with controls that allow you to define what they see. This transaction management solution becomes your one stop for emails, documents, tasks, notes and activity. Brokerage management tools are available.
  • Sequent Systems: EZ Coordinator is more than transaction management. The solution, which includes a CRM, is built to support moving leads more effectively from introduction to a completed transaction.

 

For more information on the option above, download the full guidefull guide. For a full list of reputation management solutions, visit our Product Directory.

More in the "Tech 101" Series

This is the latest in a series of articles that explores the spectrum of technology products available to real estate professionals. Each post covers what a specific type of technology does, how to evaluate solutions in that category, and available options. Here's what we've covered so far:

Stay tuned for more!

Other articles of interest: Settlement Room by Emphasys | Track My File