Process documentation for building a Dynamic document in Builder Version 2.

TABLE OF CONTENTS

• Preparing an order
  • Preparing a Dynamic Document
    • Closing Tab
    • Questions Tab
    • More Information Tab
  • Save and Build
  • Preview or Download after Save and Build on Preparation Tab
  • Open Preview while in Builder

Preparing an order

Dynamic documents are those that need to be "built" by the preparer.  They mostly are specific to the unit, but can sometimes be specific to the Community, they contain information that changes regularly.  Some examples of dynamic documents are:

• Statement of Accounts (Aka, Estoppel Certificates, Paid Assessment Letters, Resale Certificates)
• Resale Disclosure Certificates
• Lender Questionnaires 
• Refinance Statement of Accounts

Preparing a Dynamic Document

• Begin by checking any "Preparation instructions"
• Preparation instructions may contain nuances for either the Company or for the Community.  

• Scroll to the dynamic document(s), which will show a lightening bolt next to the document name.
• Click "Build V2", this will open the new builder screen.

• Document Builder will be full screen.
• The document type, order number, property address, seller type and the buyer type are listed at the top of the new builder screen. 
• If there are any Preparation Instructions they will automatically be expanded to view but they can be minimized by clicking on the section. 
• All 3 tabs will be in edit mode (Closing, Questions and More Information)
• Next to each tab, there will be a red badge with a number of edits of sections or questions listed that need action.

Closing Tab

• Click on "Closing Information" to expand and view the Closing Information. Changes can be made to the closing on this screen by clicking on the "Actions" button.

• The fees "Due to Company" (Fees due to the Management Company) will be viewable from the Closing tab. This will be the closing invoice.

• The fees "Due to Community" can be edited from the Closing tab.
  • Account Balance - This will be the only required field to be entered to remove the red badge next to the "Closing" tab.
  • Advanced Assessments, Working Capital, Etc.

• When a change is made to any of these fields, a message will appear next to the field as "Unsaved".
• Click on the "Save Changes" button below to save the changes or click on the clock icon next to "Unsaved" to undo the change.

Note: You don't have to click on "Save Changes" before moving to the next tabs (Closing, Questions and More Information.

• Once the account balance has been provided, the "Closing" tab will no longer show the red badge indicating an answer is missing.

Questions Tab

• The list of questions in the Questions tab is based on the template for the document, and includes questions from the community's questionnaire as well as questions specific to the order and/or unit.
• There will be a red badge at the top of the Questions tab showing a count of unanswered questions, and each unanswered question in the list will have a red flag next to the it.  

• After filling in any missing answers, a message will appear to the right of the question as "Unsaved".
• Click on the "Save Changes" button below to save the changes or click on the clock icon next to "Unsaved" to undo the change.

• As you save answers for unanswered questions, the count in the badge at the top of the tab will update accordingly, and the flags next to those questions will be hidden. In the screenshot below, all unanswered questions have been answered and the badge is now hidden.

More Information Tab

The More Information tab is used to provide information for a document that is not present in Community Archives. This is typically used for Refinance Statements of Accounts and some Custom Lender Questionnaires, and this information is in the "Custom Tokens" section.

In the previous version of Document builder, this information was located in the "Template Tokens" section of the Builder tab.

• There will be a red badge at the top of the More Information tab showing a count of unanswered custom tokens from the template.
• When you navigate to the More Information tab, the "Show only editable fields" toggle will be enabled by default, and this filters the list of tokens to show only those tokens that are editable. You can toggle this switch off to show all tokens from the template.
• For documents with multiple templates, users can select which template they want to use. Changing templates will refresh all the tokens for the document.
• Users can search this list by entering search criteria in the Search bar. As you enter search criteria, the list will filter based on the input.
• The "Refresh All" and "Refresh Default" buttons will be at the bottom of this page. These buttons work like they did in the previous version.

• When a change is made to any of these fields, a message will appear next to the field as "Unsaved".
• Click on the "Save Changes" button below to save the changes or click on the clock icon next to "Unsaved" to undo the change. After changes are saved, you'll see the tag "Manually entered."

Save and Build

• After all edits and changes have been made for each section select the "Save and Build" button at the top right. 

• You then will be brought back to the preparation tab of the order and will see that there is now a version of the document ready to be marked as "Prepared".
• Next to the version of the document you will see a "Build pending" tag. This means that the information entered in the previous steps has been saved, but the document itself hasn't been built yet.
• Click "Prepare" to select this version of the document for delivery.

• Once all documents in the order have been prepared, you would finish preparing the order as normal.
• The Dynamic Document will be built in the background automatically without having to build the document while preparing. 

Preview or Download after Save and Build on Preparation Tab

The ability to preview (build) the document after saving the dynamic document will still be an option. 

• Select the preview button next to the version of the document.
• A popup message will appear with "Building document". The dynamic document will be built in the background 

• Next to the version of the document you will see a "Build Complete" tag.
• Click "Prepare"

• Once all documents in the order have been prepared, you would finish preparing the order as normal.

Open Preview while in Builder

• The ability to preview (build) the document while preparing will still be an option. 
• Select the "Open Preview" button at the top right of the page.

• The document will appear on the right side of the page to preview.

• If any changes are made after the document preview has been opened, the updated information will need to be saved first by clicking on the "Save Changes" button at the bottom. 

• After you the changes have been saved, the "Save and build" button will be greyed out and a message will appear above the document preview with the below message.
  • "There are saved changes that are not reflected in the document below, please click the refresh icon above to update the document."
• Click on the refresh icon above the message to rebuild the document.

• After the document has been refreshed and rebuilt the option to "Save and build" will be available to select.
• Click on the "Save and build" button once finished. 

• You then will be brought back to the preparation tab of the order and will see that there is now a version of the document ready to be marked as "Prepared".
• Next to the version of the document you will see a "Build Complete" tag.
• Click "Prepare"

• Once all documents in the order have been prepared, you would finish preparing the order as normal.