User Manual - USA Digital Solutions
Contents
1. Steve Wilks Your Name or Opens an Sends files to the Current the persons name existing file so County Status who is currently that you can add Recorders Office signed on documents or rescan all Menu options are as follows File New Opens a new file or an existing file for scanning documents Open Opens an existing file so you can view the documents that were scanned Exit Exits the ERS program and returns you to your desktop Help About Displays the about screen Note depending on your access level not all of the options explained later may be available to you Page 2 03 03 2000 Electronic Recording System User Manual Entering a New File Click on the toolbar button L or do File New the following will be displayed Electronic Recording System OF x File Tool Help New File Escrow Number Escrow Officer J Recordable Cancel Ready Steve Wilks 03 02 2000 NUM INS LAPS 4 Now enter your file number and press the TAB key If your system is configured for integration with Impact 32 then the escrow officer name will be displayed otherwise the escrow officer name will be blank Now press the scan button If your system is configured for integration with Impact 32 the system will verify if an email address exists in the address book for the escrow officer If the address does not exist the address book will be displayed allowing you to2. Address Bo Date OsfOs 2000 Debbie Willis Dee Shelia Watson SwE D Davee Total E Mail Addresses To print the report press the icon To maximize the preview window click on the Maximize i button Page 19 03 03 2000 Electronic Recording System User Manual Sending Email Notifications If ERS has been configured to send email notifications to the escrow officers when the files are sent to the County Recorders Office then you don t need to use this function it is done for you automatically If you wish to use this function then press E on the toolbar this will display the following screen Send E Mail Notifications Select one or more dates shown below to send e mail for Cancel OF Select the dates by clicking on the date and press OK when you are done Press Cancel to return to the desktop Page 20 03 03 2000
3. Address Book Cancel Shelia Watson D Davee New Modify Print Delete Cancel Returns you to the desktop New Allows you to enter new names and email addresses Modify Allows you to modify the selected name entry Print Prints the address book Delete Deletes the selected name Adding a new name To add a new name press the New button this will display the following 2 Address Book Edit x Hame E Mail CY Enter the name and e mail address then press OK to add the name or Cancel to cancel the entry You will be returned to the address book screen Page 18 03 03 2000 Electronic Recording System User Manual Modifying a Name To modify a name first select it by clicking on the name then press the Modify button this will display the following screen 2 Address Book Edit x Hame E Mail E Make your changes then press OK to save them or press Cancel to cancel you changes You will be returned to the address book screen Deleting a Name To delete a name first select the name then press the Delete button You will then be asked to confirm the delete press Yes to delete it or press No to cancel the delete You will be returned to the address book screen Printing the Address Book From the Address book screen press the Print button this will display a Crystal Reports print preview window as shown below Bie Es a 4 1 of 1 p 1 m 100 Total 3 100 Electronic Recordi
4. enter the email address Escrow Officer D Davee E mail address Cancel Page 3 03 03 2000 Electronic Recording System User Manual If your system is not configured for integration with Impact 32 then the address book will be displayed so that you can pick a name 8 Address Book Darel ae ccccccssssssesssseessestasie Cancel Debbie willis Shela Watson Select a name and press the OK button To cancel without selecting a name press the Cancel button The system will ask you if you wish to exit To add a new name to the list then press the New button 2 Address Book Edit x Name E Mail fT sss Enter the name and e mail address and press OK when done Page 4 03 03 2000 Electronic Recording System User Manual Scanning a document Once you have entered your file number and setup the email address if needed the scanning screen is displayed Electronic Recording System Scan Documents gt gt File la x OSSA ala Escrow Humber TEST Scan Document Number 1 Document Options Type of Document Select the document options If the document is an affidavit of Property Value you can check the Affidavit of Property Value box which will automatically set the type of document to Affidavit of Property Value You can select the type of document by clicking on the type of document pull down or you can simply type the description or title of the document in
5. Electronic Recording System User Manual Table of Contents Getting Started Entering a New File Scanning Moving a file to another queue Printing a file Refreshing Sending Files to The County Recorders Office Address Book Adding a new name Modifying a name Deleting a name Printing Sending Email notification USA Digital Solutions Inc 10835 N 25 Avenue Suite 350 Phoenix AZ 85029 Phone 602 866 8199 Fax 602 866 9525 Web address www digisolaz com Electronic Recording System User Manual Getting Started On your windows desktop locate the Icon that looks like this Now double click on it this will launch the Electronic Recording System program Electronic Recording System OF x File Toole Help Ci ca a User Hame Password Cancel S HU Il 1 03 02 2000 NUM INS LAPS g Enter your name and then press the tab key Now enter your password Note as you type you will notice asterisks appearing instead of the letters you are typing this is okay Press enter or click on the OK button Page 1 03 03 2000 Electronic Recording System User Manual Once you have successfully signed in you will see ERS Desktop Electronic Recording System IO File Tool Help Access the ERS email address Fi Il TT d i notifications to Josvoze2o00 NUM fins cars lascrow
6. and select print this will display the following Print 00000464 E4 Select tems to print Deed of Trust Specification Sheet Left click on each item you wish to print and the press the OK button Refreshing the queues The queue display is refreshed automatically at 1 minute intervals however you can press the F5 key to refresh the display at any time Page 16 03 03 2000 Electronic Recording System User Manual Sending files to the County Recorders Office When you are ready to send the files that are in the To be sent to County queue then click on the A button on the toolbar this will display the Send screen as follows Electronic Recording System OF x File Tool Help Select one or more files shown below to send to the County Recorder s Office EscrowH Docs Pages List of all files Select All Cancel OF 7 S 03 03 2000 NUM INS Sree To select a file simply left click on the file number to not select a file left click again To select all the files press the Select All button When you have selected the files to send press the OK button After a few minutes depending on the number of files being sent the system will display Send Complete press OK and you will be returned to the desktop Page 17 03 03 2000 Electronic Recording System User Manual Address Book To access the address book click on the i button on the tool bar this will display the address book
7. et C Recording Desk Date Downs C To Be Sent to County Page 12 03 03 2000 Electronic Recording System User Manual If we want to see information on the file itself we can left mouse click on the folder titled 00000404 and the information will be displayed Electronic Recording System Queues sae OCOL ACIE Specification Sheet C Recording Desk J Date Downs C To Be Sent to County Page 13 03 03 2000 Electronic Recording System User Manual If we want to see a document that has been scanned we can click on the title of the document Electronic Recording System Queues AGOUECK Specification Sheet 9 Recording Desk J Date Downs C To Be Sent to County If the you want to view a single page simply left click on the page and it will be enlarged to return to the thumbnail view click on the page Page 14 03 03 2000 Electronic Recording System User Manual Moving a File to another Queue If you would like to move a file to another queue simply right click on the file number and the options menu will be displayed Ec ROMe Recording a ystemi Levert AEOUECK Select Move To then click on the queue you wish to move the file to If you select the Hold queue you will be asked to supply a reason that the file is being placed on hold Page 15 03 03 2000 Electronic Recording System User Manual Printing a file If you wish to print right click on the file number
8. i er eee eee eee ee E Page 8 Allows you to change the display size of the document 03 03 2000 Electronic Recording System User Manual To see additional information about the file you can click on the Eile Info tab Electronic Recording System Display Documents E loas AECL PAA Page width 1 rpin T rmn 1i 19 ie eee eee eee mna d n a k Page 9 03 03 2000 Electronic Recording System User Manual To see the queues make sure that you are at the ERS desktop and click the a button on the toolbar Electronic Recording System Queues es Bt La C Recording Desk C Date Downs C To Be Sent to County Page 10 03 03 2000 Electronic Recording System User Manual If a plus sign is next to the name of a queue you can click on the and that queue will be expanded to show you what files are in the queue In the above example if we click on the next to Scanned this is what we see Electronic Recording System Queues H OCOL ACIE C 00000464 9 Recording Desk C Date Downs 0 To Be Sent to County Page 11 03 03 2000 Electronic Recording System User Manual Now it shows us that file number 00000404 has been scanned Note that there is plus sign next to 00000404 if we click on the plus sign we will see a list of the documents that have been scanned on this file Electronic Recording System Queues a OCOL es G Specification She
9. ng the document If you need to rescan the document you can press the Rescan button If the document is scanned to your satisfaction press the OK button this will save the scanned document and allow you to scan another document on the current file If you are through scanning for this file press the Done button This will save all the documents on this file in the database and return you the file selection screen Note All scanned documents are placed in the scanned queue These documents will then need to be reviewed and when approved they need to be moved to the Send to County folder before they will be sent to the County Recorders Office Page 6 03 03 2000 Electronic Recording System User Manual Opening an existing file To access a file that has been scanned but not yet recorded by the County Recorders Office you need to return to the desktop and select either File Open or click on the l button on the toolbar Electronic Recording System OF x File Toole Help ACTE Escrow Number Cancel OF jeez my INI ll 1 Ready Steve Wilks 03 03 2000 NUM INS LAPS CIL Enter the escrow number and press enter or click on OK This will display the Display Documents screen Page 7 03 03 2000 Electronic Recording System User Manual Electronic Recording System Display Documents JL loole Page width Joint Tenancy Deed a ee ol ee Ld a ee ee ee ba loM 1 rpn T rmn 1
10. the type of document pull down When you have entered the type of document you can press the Scan button this will display your scanners setup page select you options and press the Scan button this will begin the scanning When the scanner has scanned all the pages of the document you will be returned to the Scan Documents Screen The right side of the screen will show you thumbnail shots of each of the pages you have scanned Page 5 03 03 2000 Electronic Recording System User Manual Now that the document has been scanned you have several options Deleting a page First click on the page to be deleted and then do a right mouse click this will display the options menu now select Delete You will be asked to confirm the deletion of this page Press Yes to delete it or Press No to return to the thumbnail view Rotating a page First click on the page to be rotated then do a right mouse click or press the rotate button each time you select rotate the document page is rotated 90 degrees Viewing a single page Left click on the page you want to view this will change the display from thumbnail to page view If you need to change the zoom factor to increase or decrease the size of the image click on the Zoom Factor pull down at the top of the page You can also rotate the page by following the Rotating a page_ instructions above When you are through simply left click on the page and you will be returned to the thumbnail view Rescanni
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