ERS v4.0.1 User Manual - USA Digital Solutions
Contents
1. Ee Scanned Sj 00000099 Sy 00123456 TJ Affidavit of Property Value Agreement For Sale d Assignment d Builder Special Warranty Deed Gs d Death Certificate H MPAGE E Recording Desk ECO Date Downs KR To Be Sent to County e On Hold User Nick Moeller SC Electronic Recording System v4 0 1 User Manual Page 37 of 53 1 25 2007 Tools Menu View Enlarged Thumbnail Image To view an enlarged version of a thumbnail image click on a thumbnail image of a document page Electronic Recording System OR Fil Tools About T Ee scanned 9 00000099 C H 00123456 hel d Affidavit of Property Value Agreement For Sale d Assignment L Builder Special Warranty Deed TJ Death Certificate CH MPAGE Z Recording Desk SZ Date Downs User Nick Moeller SC Electronic Recording System v4 0 1 User Manual Page 38 of 53 1 25 2007 Tools Menu To return to the thumbnail view of a enlarged image click on the enlarged image Electronic Recording System 0 File Tool About Scanned KH b How many p d Affidavit of Property Value d Agreement For Sale D d Assignment A UI er ari F Builder Special Waranty Deed 1 Hrs Certificate L isf th a d o Recording Desk i Date Downs C E g e User Nick Moeller SC Electronic Recording System v4 0 1 User Manual Page 39 of 53 1 25 2007 Move Document To Queue All scanned d2. If an incorrect document was imported simply click on Import Again and select a different TIF file Electronic Recording System v4 0 1 User Manual Page 26 of 53 1 25 2007 File Menu Save a Successful Document Import When the document is imported to your satisfaction click on the Accept Document button to save the imported document page s clear the document preview area and also clear and update the Scanned Document Options area of the screen to reflect that the Document Saved and that ERS is ready to import another document Depending on the company s configuration the Type of Document that is selected may require that an amount be entered into the Consideration Amount field When the Accept Document button is clicked a red icon will be displayed to the right of the Consideration Amount field if it does not contain a valid number Normally this field will be left blank unless ERS interfaces with software at a County Recorders Office that uses the amount in this field to calculate documentation fees Electronic Recording System DI x File Tools About New File Electronic Recording System Package ID 2 File UO UA County All Options AP H of Documents 1 Document Options Type of Document E mn an Ga Consideration Amount Import Done Cancel Document Saved User Nick 2 If applicable click on Import to import more documents for this package Electronic Recording System v
3. LI File name 464 1 2 2 N Files of type TIFF files TH ll Cancel E Highlight the appropriate TIF file then click on Open or simply double click on the file Electronic Recording System v4 0 1 User Manual Page 22 of 53 1 25 2007 File Menu When ERS has completed importing the page s of the document the New File screen will be displayed again If the TIF file contains more than one 1 page then the right side of the screen will show a thumbnail image of each of the pages otherwise the right side of the screen will show a full page view of the single page Electronic Recording System i z oj x File Tools About New File Electronic Recording System Fackage ID jis File 00001020 County All Options AP H of Documents UO Document Options Type of Document Abstract of Judgement Consideration 4mount Import Dong Cancel Scanned Document Options Import Again Accept Document User Nick a Electronic Recording System v4 0 1 User Manual Page 23 of 53 1 25 2007 File Menu Imported Document Options After importing the document page s from the Tagged Image File TIF format file you can delete rotate or view the page s If an incorrect document was imported simply click on Import Again and select a different TIF file After determining that the document is satisfactorily imported it can then be saved Delete An Imported Page Click on the
4. 1 package for an escrow file ERS creates this unique Package ID in order to differentiate between these packages if at another time a different package for the same escrow file is submitted to the County Recorder s Office File Humber JUUUUO003 Counte coulder CO S ERS will verify if an e mail address exists in the Impact SQL address book for the escrow officer associated with the escrow file if your system is configured for integration with Impact SQL If the escrow file exists then the escrow officer name associated with the escrow file will be displayed in the Notify field otherwise the Notify field will be blank Click on the County drop down list arrow to select the correct County Recorders Office or press TAB to move to the County drop down list then press F4 and use the down or up arrow keys Click on the OK button to continue to the Select Parties to Notify screen or Cancel to exit back to the ERS desktop Electronic Recording System v4 0 1 User Manual Page 11 of 53 1 25 2007 File Menu The Select Parties to Notify screen will be displayed Address Book Parties to Notify Joe Bob jb tthernan cam John Capa John Capatsignon org Kathy kKleetdigisolaz com Mark McGwire homerun com new Mewiornev com new entry Inewtoncool com fe New Entry Tnewioenbru com Nick Moeller nmoellenidigisolaz corn stef stehastef corn Stefanie scopastdigitolaz com Remove O
5. Book and Queues tool bar icons and the Tools menu will have available the Show Desktop Change Queue Queues Address Book Reprint Documents Send to County Recorder Recording Fees Change My Password and Error Log options Electronic Recording System v4 0 1 User Manual Page 9 of 53 1 25 2007 The ERS Desktop Tool Bar The tool bar gives quick access to several commonly used ERS functions Hold the cursor over a icon on the ERS tool bar to see its description Tool Bar Icons And Quick Key Alternatives The following table describes each of the tools that can be found on the ERS toolbar and the Quick Key alternatives should you not want to use the mouse Open Package CTRL O Options CTRL P Send to County Recorder CTRL E Address Book CTRL A Queues CTRL Q Reprint Documents CTRL R Electronic Recording System v4 0 1 User Manual Page 10 of 53 1 25 2007 File Menu File Menu New There are four 4 ways to create a new ERS file e Use the ALT F to activate the drop down menu then N to open the New File selection window e Click on the File menu with the mouse then click on New e Use the shortcut icon on the tool bar New File e Use the CTRL N Quick Keys In the File Number field of the New File dialogue box type in an escrow file number and then press the TAB key For this File Number ERS will create a unique Package ID in the ERS database Because some counties allow the submittal of more than one
6. Enter your password and click OK Alternatively if you do not want to use the mouse to click OK you can hit the TAB key until OK is highlighted and hit ENTER lf you don t want to continue click on Cancel instead This will cause the Logon dialogue box to close and the ERS application will not be opened KEEP YOUR PASSWORD PRIVATE You should not share your password or log on to the system and let someone else then operate under that session The initials of the user logged on to the system will attach to transactions entered and you will only want to be responsible for your own activity If you forget your password the administrator of the ERS application must assign a new one Electronic Recording System v4 0 1 User Manual Page 8 of 53 1 25 2007 The ERS Desktop The ERS Desktop Electronic Recording System Desktop The Electronic Recording System will display a desktop as shown below when a user signs into the ERS application User Nick Moeller Zz For example a user with the Scanning Department access level enabled will have access to the New File Open Package and Address Book tool bar icons and the Tools menu will have available the Show Desktop Address Book Reprint Documents Change My Password and Error Log options A user with the Scanning Department and Send to County access levels enabled for example will have access to the New File Open Package Send to County Recorder Address
7. new ERS password or Cancel to abort the password change Change My Password Enter Password Ys Confirm Password fs Cancel Error Log The Error Log opens a screen with a listing of critical errors that have occurred in the ERS Electronic Recording System v4 0 1 User Manual Page 52 of 53 1 25 2007 About Menu About Menu To determine the ERS application version and build number select this menu option Please have this version number information available when calling the Help Desk for assistance Gei Electronic Recording System J Copyright 2005 USA Digital Solutions Inc WARNING This computer program is protected bw copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of ik maw result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law Version 4 0 1 Build 18 Version number information Electronic Recording System v4 0 1 User Manual Page 53 of 53 1 25 2007
8. to display the calendar tool and then click on the desired date or alternatively use the up and down arrow keys to increase or decrease the highlighted month date or year value Use the right and left arrow keys to move between the month date and year areas of the Begin Date field Recording Fees Ea Begin Date Wednesday U2 2005 ad End Date Wednesday Februar Oz 2005 sl County Boulder C0 E Cancel lf appropriate change the date in the End Date field in the same manner as in the previous step Depending on company configuration the County field may be pre filled with a default County name and be deactivated dimmed out If not deactivated to select a County name use the function key F4 for accessing the drop down list box or you may click with the mouse on the down arrow NOTE The only counties shown on the drop down list are those with ACH or Draw Down selected as the Payment Type on the County Details screen See the Counties section in the Electronic Recording System Administrator Manual for details Click on OK to print or Cancel to abort any changes and return to the ERS desktop Electronic Recording System v4 0 1 User Manual Page 51 of 53 1 25 2007 Tools Menu Change My Password To change your password type in a new password containing a least six 6 characters in the Enter Password field Retype the new password in the Confirm Password field Click on the OK button to accept your
9. 4 0 1 User Manual Page 27 of 53 1 25 2007 File Menu If you are finished importing documents for this package click on the Done button ERS will save all the documents for this package in the database and return to the New File dialogue box new i o File Number 00000000 oe e o ee County sst LE E SE ees If you click on the Done button and later more documents must be included in the package before it is sent to the county an entirely new package must be created File gt New Once a new package is Done note its Package ID then go back and delete the incomplete package it has a different Package ID since it was replaced with the new package NOTE All imported documents are placed in the Scanned queue Electronic Recording System v4 0 1 User Manual Page 28 of 53 1 25 2007 File Menu Open To access a package that has been scanned but not yet sent to the County Recorder s Office select either File gt Open click on the Open Package icon on the toolbar or use the CTRL O Quick Keys lolx File Tools About Open Package User Nick Moeller Enter a number in the File Number field and press TAB then ENTER or click on the Find Packages button More than one 1 package may exist for this File Number highlight the correct Package ID and then click on OK or just double click on the Package ID number File Number mmm D Find Packages SE County Queue 1731720056 9 19 05 A amp M cop
10. 6 of 53 1 25 2007 General Information And Helpful Hints ERS Entry Mode F4 You may use the function key F4 when accessing a drop down list box or you may click with the mouse on the down arrow Tab Use TAB to move forward from one entry field to the next entry field Use SHIFT TAB to move backward from one entry field to the previous entry field Execute When you see a button with dots on the face you can press ENTER to execute that command rather than clicking on it with the mouse as the button already has the focus Press TAB to move the focus to the other button s Move to Queue i Hold Cancel Button with dots on the face Press ENTER to execute OK Electronic Recording System v4 0 1 User Manual Page 7 of 53 1 25 2007 Logon Logon Access to the Electronic Recording System ERS application is controlled by a user rights table administered by a limited set of user name s that have sufficient authority granted to them This is a very important control and should be carefully managed Depending on the access level assigned to a user they will have access to various pieces of the ERS application but generally not complete access ERS will require a user to logon after the user double clicks on the ERS icon on their desktop ERS XS Electronic Recording System User Name Password C000 ca _ Enter your User Name in the first field and then TAB to the Password field
11. ERS desktop ERS will immediately update the list to reflect the new status of the moved package If appropriate repeat this step for any listed package Change Queue File Number 000001 00 Find Packages Package ID DateScanned ScannedBy County freer 17317 2005 3 19 scopas Boulder To Be Sert to County Move to Queue ll Recording Desk Date Downs To Be Sent To County bk Dn Hold Electronic Recording System v4 0 1 User Manual Page 32 of 53 1 25 2007 Tools Menu If the destination of the package is the Hold queue a reason for placing the package on hold must be entered in the text entry field of the pop up dialogue box Press ENTER or click on OK to continue alternatively click on Cancel to exit back to the queues screen Reason why the file i being placed on hold Cancel Because lf Cancel is clicked or the text entry field is left blank ERS will display an Action cancelled alert box lf a File Number is moved from any queue to the To Be Sent to County queue these documents must then be reviewed and approved by a designated person before ERS will send them to the County Recorder s Office See the Send Files To County Recorder section below for details Are you sure vou want to send this package to the county No gt Electronic Recording System v4 0 1 User Manual Page 33 of 53 1 25 2007 Tools Menu Queues Select e
12. F Cancel The Select Parties to Notify screen enables you to select names that should be notified of the status of the scanned package If the New File dialogue box had the escrow officer name displayed in the Notify field then you can add additional names to notify if applicable from this screen If there was not an escrow officer name displayed in the Notify field then add all names to notify from this screen If an appropriate name is listed in the Address Book list on the left highlight the name and then click on the gt gt button in the middle of the screen to include the name on the Parties to Notify list on the right If applicable repeat this procedure for any additional name s to include To remove a name from the Parties to Notify list on the right highlight a name then click on the Remove button To cancel without selecting a name in the Select Parties to Notify screen press the Cancel button to continue to the screen used for scanning a document See the Scan A Document section below for details To use the name s listed in the Parties to Notify area click on the OK button Electronic Recording System v4 0 1 User Manual Page 12 of 53 1 25 2007 File Menu lf an appropriate name is not listed in the Address Book list on the left and you wish to add the person to the Address Book enter the appropriate e mail address in the Send Email To field at the top of the screen and click on the Add button A confirmat
13. Menu View a Single Scanned Page Double click on a thumbnail image of a page to change the display size from a thumbnail view to a full page view To change the zoom factor to increase or decrease the size of the image displayed click on the Zoom pull down list arrow in the Scanned Document Options area of the screen If needed the image can be rotated by following the instructions above When you are finished viewing the image of the document page click on the image to return to the thumbnail view Rescan The Document Page s If the document was scanned unsatisfactorily and should be rescanned click on the Rescan Document button to rescan the entire document Electronic Recording System v4 0 1 User Manual Page 18 of 53 1 25 2007 File Menu Save a Successful Document Scan When the document is scanned to your satisfaction click on the Accept Document button to save the scanned document page s clear the document preview area and also clear and update the Scanned Document Options area of the screen to reflect that the Document Saved and that ERS is ready to scan another document Depending on the company s configuration the Type of Document that is selected may require that an amount be entered into the Consideration Amount field When the Accept Document button is clicked a red icon will be displayed to the right of the Consideration Amount field if it does not contain a valid number Normally this field will be left blan
14. Office Then electronically the County Recorder s Office either sends back the recorded package or a memo if the package was unable to be recorded Recorded documents can then be printed This manual will explain all of the functionality contained within the ERS application and discuss how each tool might be used As each company functions in its own unique way there are some functions that may not be utilized but you are encouraged to examine and consider all of them to ensure you are getting the most out of ERS There are a number of configuration options that can affect the functionality of the system These variations are discussed in the Electronic Recording System Administrator Manual Electronic Recording System v4 0 1 User Manual Page 4 of 53 1 25 2007 General Information And Helpful Hints General Information And Helpful Hints This manual will progress through the functions in the Electronic Recording System ERS in the order that they appear on the menus within the application This will not be how you will work with the product as that will depend on your responsibilities and the structure of each individual business as well as the configuration of ERS at each business Before discussing the system functionality in detail there are some general features that you should be aware of These are discussed below Some formatting conventions used in this manual are e When you need to press the Enter key you will see ENTE
15. Phoenix Fresno a DIGITAIMSOLUTIONS INC Electronic Recording system Version 4 0 1 User Manual e LD KAS Introduction To The Electronic Recording SySteim cccessecsseeeeeeenseeeeeseneeenees 4 General Information And Helpful Hints ccccessecesseccensesceneesenseesenseesenseeseneees 5 REENEN 6 ERS ENUY lee 7 eege T RE Le MEN T er T LOGOM BE 8 TNE BRS Dee EE 9 Electronic Recording System Desktop 9 TOOLBA EE 10 Tool Bar Icons And Quick Key Alternatives c cccccccceccsecceeeceece esse eeaeeeeeeseeeseeess 10 WURTH LI EE 11 KI 11 SCANLAN Biel nn EE 14 Scanned DOCUMENT OPlIONS kipro ronen er E OEE 16 Delete a Scanned PAGE cccceccsscceseceecceeeceeeceeceueceeceecaeesueeeeeseueseeeseeeseeeges 16 ROlale a Scanned e 17 vewa lte scanned Pade EEN 18 Rescan The Document ageet 18 Save a Successful Document can 19 IMPORT Re Lei Dunn E 21 imported Document E ee AE 24 Delete An Imported Page EE 24 Rotate An Imported Hage 25 VIEW a Single Imported PAGE vs ccscsevacevseevacerdecvascedecesserdeerscerdeeraeerdecvaccedecvacctaees 26 Import The Proper Document Dages 26 Save a Successful Document IMPOFt cee cecceecceeeeeeeeeteeeeeeeeeteeeeeeseeeeeeaes 27 ODEN EE 29 EE 31 MOONS NIG PG NEE 32 SMOW ID SSK OD EE 32 Change Quel E 32 TEE 34 View File Number Information ccccceccceeceeeceeteeeeeeseeteeeeseteeeeeeseeeeeeeaeteeeneess 36 IB
16. R in this manual e When you see text displayed on a menu or window such as the words File or Cancel you will see File or Cancel in this manual e File gt Open means that you select File from the main menu and then select Open from the next menu Electronic Recording System v4 0 1 User Manual Page 5 of 53 1 25 2007 General Information And Helpful Hints Quick Keys Quick Keys can quickly accomplish tasks by using short cut keys instead of using the mouse to click on selections Quick Keys are one or more keys you press on the keyboard to complete a task For example press and hold the Alt key and also the F key This ALT F key combination opens the File menu just as clicking on the File menu at the top left of the Electronic Recording System ERS screen opens the File menu To determine if a Quick Keys combination is available press the ALT key to have ERS underline the Quick Keys letter in all options that have a Quick Keys combination available You can use the Quick Keys alternative to using the mouse for example use the ALT T Quick Keys to drop down the Tools menu because the T in Tools is underlined Pressing the ALT key to display the underlined letter is a visual aide These Quick Keys can be used at any time even when the option does not have a letter underlined Electronic Recording System ALT T opens the Tools menu Electronic Recording System v4 0 1 User Manual Page
17. T Ce Ce ee eee ee ee ee 36 View Thumbnail Image s Of Document 37 View Enlarged Thumbnail Image 38 Move Re leie 40 Refresh The Queues Gcreen 41 Address BOOK EE 42 KEE 43 Electronic Recording System v4 0 1 User Manual Page 2 of 53 1 25 2007 DOIG TO ct creda eee eal dle le cp eg 45 CANCE geegent Ee 45 PRED FINE DOCUMEN arice a a E TE T O ORO 46 Send To County Recorder cccecccecceeeceeececeeeeeeeeceeeceeescesueeseeeseeceeseeeseeeseeeaeesanes 48 RECOrdING ME 51 Change MY PASSW ONG cestiny eng 52 E Or LOO e A AA 52 Leed ATTEN 53 Electronic Recording System v4 0 1 User Manual Page 3 of 53 1 25 2007 Introduction To The Electronic Recording System Introduction To The Electronic Recording System The Electronic Recording System ERS application directly interfaces with software at the County Recorder s Office in order to electronically send documents to be recorded and also receive recorded documents ERS has options for customization and several user access levels ERS enables the scanning in of one or more documents that will be sent as a package and recorded at the County Recorder s Office If appropriate once a document is scanned pages can be deleted and rotated ERS creates useful tracking and other information associated with every document package These document packages can be easily organized and moved into various queues and are stored there until ready to be sent electronically to the County Recorder s
18. as Boulder To Be Sent to County D cancel Electronic Recording System v4 0 1 User Manual Page 29 of 53 1 25 2007 File Menu Click on the plus sign or double click on the File Number to expand the listing to show the names of the scanned documents directly below The right side of the screen will display various Information for Package No associated with the File Number County that was selected from the New File dialogue box Date that the Package Name of the User that was sent to the County scanned the Package Recorder s Office Electronic Recording System oj x File Tools About SS onnonnon mMlInformation for Pakage ID 44 vol gl Release of Federal Tax Lien County Zoulder Date Scanned 20 2005 12 41 23 PM Scanned By Hiel Date Gent to Recorders Office 1 20 2005 12 49 37 PM Sent to Recorder By Hell Document Count Fage Count Current Queue Scanned blemo Delete Package User Well poof E If the Package is in the Rejected Total Number of pages queue then any memo from the scanned for all of the County Recorder s Office will be here documents Number of documents scanned Electronic Recording System v4 0 1 User Manual Page 30 of 53 1 25 2007 File Menu Exit Select either Exit from the File menu or use the CTRL X Quick Keys to close the ERS application and return to the Windows desktop You should Exit out of ERS when you are leaving your desk for an extended period or are goin
19. clicked or the text entry field is left blank ERS will display an Action cancelled alert box lf a File Number is moved from any queue to the To Be Sent to County queue these documents must then be reviewed and approved by a designated person before ERS will send them to the County Recorder s Office See the Send Files To County Recorder section below for details Are you sure vou want to send this package to the county ce e m d d i Lj Refresh The Queues Screen The queue screen can be refreshed manually by pressing the F5 key Electronic Recording System v4 0 1 User Manual Page 41 of 53 1 25 2007 Tools Menu Address Book To access the address book click on the Address Book icon on the tool bar or use the CTRL A Quick Keys gt Electronic Recording System File Tools About NZ 7 d A K J i ey a d S m i Address Book Electronic Recording System v4 0 1 User Manual Page 42 of 53 1 25 2007 Tools Menu New Click on the New icon on the Address Book tool bar to add a new name and an e mail address Address Book x Mew Entry newientn com Nick Moeller nmoellendigizolaz com test Iezitoitest Com Test User asdtdsttht asdt com Thor Fjell thelltadigitolaz com thor test asdhddtdit asd com whatever tadontkrow com Enter a name in the Name field and a properly formatted e mail address in the Email Address field then either click on OK to add the name to th
20. e 35 of 53 1 25 2007 Tools Menu View File Number Information To view information related to a File Number click on the number to display this information on the right side of the screen ERS automatically assigns a Package ID number that groups the scanned documents into a package that will be sent to the County Recorder s Office as a unit package Electronic Recording System oj sl File Tools About Information for Package ID 653 Dee Scanned OOOO N04 County All Options Ss F Release of Federal Tas Lien ly 00005005 ai H OOOOS006 Recording Desk Date Downs Date Scanned fff 2005 11 59 19 4M Scanned Hu Scopas Date Sentto Recorders Office 7 Sent to Recorder By Documen Count Page Count Current Queue Scanned Mera Delete Package User scopas a Delete A Package Click on Delete Package on the lower right corner of the screen to delete the package A confirmation dialogue box will pop up Press ENTER or click on Yes to proceed Electronic Recording System v4 0 1 User Manual Page 36 of 53 1 25 2007 Tools Menu View Thumbnail Image s Of Document To view a document file that was scanned click on the title of the document for example click on Agreement For Sale to display the thumbnail images of each document page scanned to the Agreement For Sale document file Electronic Recording System Of x File Tools About
21. e Address Book or Cancel to cancel the entry If an e mail address is entered using an incorrect format a red icon will be displayed to the right of the Email Address field Address Book Entry X Name Chelyabinsk Vladivostok Email 4ddress Omek3Smolensk ru R Please enter a valid email address in the format addresstidomain com Cancel Electronic Recording System v4 0 1 User Manual Page 43 of 53 1 25 2007 Tools Menu Modify Highlight an name on the list then click on the Modify icon on the Address Book tool bar to change a name and or email address O AX ze Name emall ddressidoman orges Joe B heman com Mark McGwire homerun com new entry newiacoonl Com Nick Moeller amoellenaidigitalaz Com test teshithesh com Test User asdbdefttoasdt com Thor Fjell thelltadigisolaz com thor test asdhddtditasdr com Enter a name in the Name field and a properly formatted e mail address in the Email Address field then either click on OK to save these changes to the Address Book or Cancel to cancel the entry Address Book Entry x Email Sddress John Capatsignon org If an e mail address is entered using an incorrect format a red icon will be displayed to the right of the Email Address field Address Book Entry Ed Name Chelyabinsk Vladivostok Email 4ddress Omek3Smolensk ru R Cancel Please enter a valid email address in the format addresstdomai
22. ection or press TAB and then F4 then use the down or up arrow keys to make your selection Press TAB to have the documents listed below the County field Click on each document to be printed A check mark will be displayed to the left of each item selected To unselect a checked item click on the checked item again A document selected for printing will have a check mark next to it Reprint Documents File Number blank for all packages File Nymber Find Packages County Boulder LU J BOULDER O0000 02 540 540 1 P1 TIFF P BOULDER O0000702 540 540 1 P1 TesT BOULDER OO000702 540 540 1 P2 TIFF wi BOULDER OO000702 540 540 1 P2 TXT BOULDER 00000703 541 541 1 F1 T FF _ BOULDER OO000703 541 541 1 P1 TXT Pay BOULDER O0000703 541 541 2 F1 TIFF BOULDER Q0000 703 541 541 2 P1 TAT Cancel Learg Click on a document to select it for printing The document name consists of the name of the county a dash the File Number a dash the Package ID a dash and various other numbers used by ERS Click on the OK button to print the selected documents Electronic Recording System v4 0 1 User Manual Page 47 of 53 1 25 2007 Tools Menu Send To County Recorder To send any ERS file which is listed in the To Be Sent to County queue click on the Send to County Recorder icon on the tool bar or use the CTRL E Quick Keys Electronic Recording System File Tools Abo
23. eturn to the ERS desktop A confirmation dialogue box will pop up Press ENTER or click on Yes to send the selected files alternatively click on No to return to the Send to County Recorder screen PRS eee xj d Are vou sure vou want bo send these items to the County Recorder el e Electronic Recording System v4 0 1 User Manual Page 49 of 53 1 25 2007 Tools Menu After a few minutes depending on the number of files being sent the system will send a notification to the e mail addresses selected in the Select Parties to Notify dialogue box See the New description in the File Menu section above for details about the Select Parties to Notify dialogue box To check on the status of any package select File gt Open then type in the escrow number in the File Number field press TAB double click on the Package ID and then view the Information for Package on the right side of the screen See the Open description in the File Menu section above for details about the Information for Package No area of the screen Electronic Recording System v4 0 1 User Manual Page 50 of 53 1 25 2007 Tools Menu Recording Fees select Recording Fees to create a report that lists the County Recorder s Office fees that have been incurred for the recording of submitted documents based on the date range selected including both dates for the selected county To change the date in the Begin Date field either click on the drop down list arrow
24. eturn to the New File dialogue box Rotate a Scanned Page Click on the thumbnail image of the page to be rotated and then double click on the image When the right area of the screen displays only a single document page the Scanned Document Options area of the screen will display four 4 options Click on the Rotate Image button Each time that Rotate Image is selected the image of the document page will rotate clockwise an additional 90 degrees i P Electronic Recording System Els Tools Eje Tools Sot ji D ss 8 ann CSC e a a el D D D D D D z EEE KEE o Es Get o F p Tas d i z i k i sl D D b Kar Ce L Gen 1 Vos n Set d P W 3 GE S P a ee ese E kl nm L ve New Fi Electronic Recording System ae ID 244 E SE E SE Ee gek File momgo EE SEN County SC Boulder vm EE Le e of Documents 0 EE SC SE S S E E Document Options L L SE E Type of Document _ Satistactior of Mortgage sl S Consideration Amount E Se Tikan B n Pee E Va s T U a le nasa side eben i Se ee A IA ll ERR an EE Ann lace J 5 Zeg kd Gi SCT i P LU d E Bair r GA d F eg G be Cancel LI Gelee H hc ds Ak H All IF W D Let Z ell bet Eames Katie 4 ge ee as ares de ACTER F T Ma Been Document Accept Document a Zoom drop down list Rotate Image button Electronic Recording System v4 0 1 User Manual Page 17 of 53 1 25 2007 File
25. g home for the day Always Exit out of ERS at the end of each day before logging off of your computer If you leave your ERS session logged on others will have access to your rights and this could raise security concerns Electronic Recording System v4 0 1 User Manual Page 31 of 53 1 25 2007 Tools Menu Tools Menu Show Desktop Select Show Desktop from the Tools menu to clear the screen and return to the ERS desktop or use the CTRL D Quick Keys Change Queue Select either Change Queue from the Tools menu or use the CTRL C Quick Keys to view the Change Queue screen All scanned document packages are placed in the Scanned queue To move a Package to another queue use the Change Queue option as an alternative to the Queues option The Change Queue option is especially useful if a file number has several packages that may not be located in the same queue since the Change Queue screen lists the queue in which each package is located To move a package to another queue enter a file number in the File Number field and then click on Find Packages Highlight the correct package from the resulting list displayed below the File Number field Click on the Move to Queue drop down list arrow to select the correct destination queue or press TAB to move to the Move to Queue drop down list then press F4 and use the down or up arrow keys Click on the OK button to move the package to the destination queue or Cancel to exit back to the
26. ge of the document page will rotate clockwise an additional 90 degrees Electronic Recording System ol x File Tools About Ain New File Electronic Recording System Package ID 2 8 Ee File 00001020 ege County All Options AP H of Documents OU Document Options s Directory Mruclurs Type of Document Abstract of Judgement sl Consideration Amount Fxamyp c Arvest a 1998 foe Man of Import Done Cancel Directory ait Tibeni Directory will be cloged off at att le Coop Lige Win te fl 2 Days O 31 a File Strochie Scanned Document Options Papa Humscrteumber cz Pages Numa oft tects Import Again Accept Document ae Mioriker 12345 urbe oF Pape Io Humber of Piles 6 oom 403 hal Rotate Image Scoquane of File 2 e IS t Zoom drop down list Rotate Image button Electronic Recording System v4 0 1 User Manual Page 25 of 53 1 25 2007 File Menu View a Single Imported Page Double click on a thumbnail image of a page to change the display size from a thumbnail view to a full page view To change the zoom factor to increase or decrease the size of the image displayed click on the Zoom pull down list arrow in the Scanned Document Options area of the screen If needed the image can be rotated by following the instructions above When you are finished viewing the image of the document page click on the image to return to the thumbnail view Import The Proper Document Page s
27. image of the page to be deleted then right click on the image to display a menu with several options and then select Delete Page Electronic Recording System i iol sl File Tools About Electronic Recording System 4 P ss rb dh zoom In Package ID ER File 00001020 E County All Options AP Hof Documents 0 Document Options Type of Document Abstract of Judgement Consideration Amount Import Done Cancel Scanned Document Options Import Again Accept Document User Nick a A confirmation dialogue box will pop up Press ENTER or click on Yes to proceed or click on No to return to the screen with the thumbnail images Electronic Recording System v4 0 1 User Manual Page 24 of 53 1 25 2007 File Menu To delete a imported document consisting of only one 1 page click on Import Again to replace the existing document by importing a new document or click on Cancel If Cancel is selected a confirmation dialogue box will pop up then press ENTER or click on Yes to return to the New File dialogue box Rotate An Imported Page Click on the thumbnail image of the page to be rotated and then double click on the image When the right area of the screen displays only a single document page the Scanned Document Options area of the screen will display four 4 options Click on the Rotate Image button Each time that Rotate Image is selected the ima
28. ion dialogue box will pop up Press ENTER or click on Yes to add a new entry to the Address Book alternatively click on No to use the e mail address for only this package and not add it to the Address Book list SS t i i Would you like bo add this entry into the Address Book lf Yes was selected enter the person s name in the Name field and then click on Ok Address Book Entry l x Email Address John Capatsignon org Cancel The person s Name and Email Address will be added to the Address Book and the Parties to Notify list on the right but the Address Book list on the left side of the screen will not be refreshed with the new entry until later Electronic Recording System v4 0 1 User Manual Page 13 of 53 1 25 2007 File Menu Scan A Document Once the File Number and e mail address if applicable information is entered the New File screen is displayed On the New File screen depending on system configuration you will either see the Scan button right below the Document Options area of the screen or you will see the Import button If the Import button is displayed then see the Import A Document description in the section below for an explanation of this screen Package ID File Number County L SE Recording aysen File Tools About ee EE New File EE Electronic Recording System Package D SE SE a E C Gi Gi CS Ca E SC EE wm e County SE Boulder ie of D
29. ither Queues from the Tools menu the Queues icon on the tool bar or use the CTRL Q Quick Keys to view the queues screen Electronic Recording System File Toole About Desk Date Downs User Nick Moeller If a plus sign is to the left of a queue name click on the plus sign to expand the queue listing to show the File Numbers within that queue for example if the Scanned queue has a plus sign to the left of it click on the plus sign to reveal any File Numbers listed in the Scanned queue Electronic Recording System v4 0 1 User Manual Page 34 of 53 1 25 2007 Electronic Recording System File Toole About fy 00000099 Sy 00123456 Sy MPAGE Recording Desk Date Downe User Nick Moeller Tools Menu The queue listing shows the File Numbers within that queue Click on the plus sign to the left of a File Number to list the scanned document s for example if 00123456 has a plus sign to the left of it click on the plus sign to reveal any scanned document files listed for the 00123456 File Number If any File Numbers are listed more than once then remember that each has its own unique Package ID Fil Tools About SOx Ee Scanned Sy 00000099 y 001 23456 L RI Affidavit of Property Value d Agreement For Sale p Assignment L Builder Special Warranty Deed ee dl Death Certificate H E MPAGE Recording Desk Date Downe User Nick Moeller Electronic Recording System v4 0 1 User Manual Pag
30. k unless ERS interfaces with software at a County Recorders Office that uses the amount in this field to calculate documentation fees Electronic Recording System 4 Oo x File Tools About Electronic Recording System Package ID 20 File OOOO O20 County All Options AP H of Documents 1 Document Options Type of Document Mortgage Consideration Amount Scan Done Cancel Document Saved User Nick 2 If applicable click on Scan to scan more documents for this package Electronic Recording System v4 0 1 User Manual Page 19 of 53 1 25 2007 File Menu If you are finished scanning documents for this package click on the Done button ERS will save all the documents for this package in the database and return to the New File dialogue box new i o File Number 00000000 oe e o ee County sst LE E SE ees If you click on the Done button and later more documents must be included in the package before it is sent to the county an entirely new package must be created File gt New Once a new package is Done note its Package ID then go back and delete the incomplete package it has a different Package ID since it was replaced with the new package NOTE All scanned documents are placed in the Scanned queue Electronic Recording System v4 0 1 User Manual Page 20 of 53 1 25 2007 File Menu Import A Document Once the File Number and e mail address if applicable inf
31. n com Electronic Recording System v4 0 1 User Manual Page 44 of 53 1 25 2007 Tools Menu Delete Highlight an name on the list then click on the Delete icon on the Address Book tool bar to delete an name from the Address Book Ad ess Book ES OFX Name emal ddressdoman orgss i Deletehn com Mark McGwire bometanm Com new entry newmgconl Com New Entry pmewG erdrm com Nick Moeller nmoelleridiqizalaz com est testtattest com Test User asdbdsfftoazd Com Thor Fjell thelltadigisolaz com thor test asdhddftditasdt com A confirmation dialogue box will pop up Press ENTER or click on Yes to proceed ERS EN d j Are you sure you want to delete new newmnewn com Cancel Click on the Cancel button at the lower left corner of the Address Book to return to the ERS desktop Electronic Recording System v4 0 1 User Manual Page 45 of 53 1 25 2007 Tools Menu Reprint Documents To reprint a recorded document click on the Reprint Documents icon on the tool bar or use the CTRL R Quick Keys Electronic Recording System File Tools About Reprint Document Electronic Recording System v4 0 1 User Manual Page 46 of 53 1 25 2007 Tools Menu To display a list of packages for a specific File Number enter the number in the File Number field otherwise leave the field blank to retrieve a list of all packages Click on the County drop down list arrow to make your sel
32. ocument packages are placed in the Scanned queue To move a File Number to another queue right click on the File Number click on Move to Queue and then click on the destination queue For example a File Number can be moved to the Recording Desk or Date Downs queue if the Recording Desk or Date Downs department is still working on the escrow file Also a File Number can be moved to the Hold queue if the escrow is placed on hold for any reason The File Number will remain in that queue until moved by a designated person to the To Be Sent to County queue Check with your company on the policy for queue assignment a Electronic Recording System File Tools About Elan Scanned ty 00002000 By OOOO 9 00020000 dis Recording Desk RA Date Downs Gs To Be Sent to County zo ED On Hold Move to Queue Electronic Recording System v4 0 1 User Manual for Package ID 652 County All Options Scanned E Recording Desk 2 4 2005 a Nick Moelle To Be Sent to County Sent to Recorder By Document Count Page 40 of 53 Tools Menu 1 25 2007 Tools Menu If the destination of the package is the Hold queue a reason for placing the package on hold must be entered in the text entry field of the pop up dialogue box Press ENTER or click on OK to continue alternatively click on Cancel to exit back to the queues screen Reason why the file i being placed on hold Cancel Because lf Cancel is
33. ocuments ae Document Options S Ae Type af Document Fatisfaction of Mortgage M Consideration Amount Cancel scan or Import Number of scanned Type of Document button documents drop down list In the Document Options area of the screen click on the Type of Document drop down list arrow or use the down or up arrow keys to make your selection Electronic Recording System v4 0 1 User Manual Page 14 of 53 1 25 2007 File Menu After selecting the Type of Document confirm that the document pages are correctly inserted into document scanner Click on the Scan button to open the TWAIN interface to your scanner s setup page Refer to the documentation that came with your scanner for instructions on its use Select the appropriate options for your scanner if needed and click on the Scan or similar button to begin scanning the document pages When the scanner has completed scanning the page s of the document the New File screen will be displayed again If more than one 1 page was scanned then the right side of the screen will show a thumbnail image of each of the pages that were scanned otherwise the right side of the screen will show a full page view of the single page Po Electronic Recording System PR Toole About ea A F La Kee Ee d sen eecht eem GR New File Electronic Recording System Package ID ae Add S Hie i E SE A a ai a SE a ER SEH EE Ch ocument D pti
34. ons e i S S Type of Document e Satisfaction of Mortgage J S E Consideration Amount SE SEH a Scanned Document Options lescan Document Accept Document Electronic Recording System v4 0 1 User Manual Page 15 of 53 1 25 2007 File Menu Scanned Document Options After scanning the document page s you can delete rotate or view the page s The document can also be rescanned if applicable When the document is satisfactorily scanned it can be saved Delete a Scanned Page Click on the image of the page to be deleted then right click on the image to display a menu with several options and then select Delete Page E Electronic EL Ge S Electronic Recording System Package ID Ma File opp County Boulder cay Document Options SS T oe ee a ee Type af Document Baistacion of Mortgage a Consideration Amount SC SE Ee t of D eigent Scanned Document Options A confirmation dialogue box will pop up Press ENTER or click on Yes to proceed or click on No to return to the screen with the thumbnail images To delete a scanned document consisting of only one 1 page click on Rescan Document to replace the existing document by scanning a new document or Electronic Recording System v4 0 1 User Manual Page 16 of 53 1 25 2007 File Menu click on Cancel If Cancel is selected a confirmation dialogue box will pop up then press ENTER or click on Yes to r
35. ormation is entered the New File screen is displayed On the New File screen depending on system configuration you will either see the Scan button right below the Document Options area of the screen or you will see the Import button If the Scan button is displayed then see the Scan A Document description in the section above for an explanation of this screen Package ID File Number County Electronic Recording System 7 iol x He Took e OO O O O y New File ey Electronic Recording System Package ID 14 File 00001020 County All Options AP H of Documents O Document Options Type of Document Abstract of J udgement Consideration Amount Import User Mick Scan or Import Number of scanned Type of Document button documents drop down list In the Document Options area of the screen click on the Type of Document drop down list arrow or use the down or up arrow keys to make your selection Electronic Recording System v4 0 1 User Manual Page 21 of 53 1 25 2007 File Menu Click on the Import button to open the Select Files to Import screen from which you can browse the network or workstation drives and folders and then select the appropriate Tagged Image File TIF format file to import into ERS Check with your company on the policy for the TIF file naming conventions and file location s Select Files to Import My Recent Documents Deskto D Mu Documents WI e My Computer e
36. ut Recording Desk Send to County Recorder Date Downs ELE To Be Sent to County fy 00020001 1 4 On Hold User Nick Moeller E Click on the County drop down list arrow to select the correct County Recorder s Office or press F4 and use the down or up arrow keys Select a County Cancel Click on OK to continue to the Send to County Recorder screen To cancel click on Cancel and then at the blank Send to County Recorder screen click on Cancel again Electronic Recording System v4 0 1 User Manual Page 48 of 53 1 25 2007 Tools Menu To select an ERS file on the Send to County Recorder screen click on the file number in the File Package area of the screen Because ERS automatically assigns an ERS internal Package No identification number in order to group the scanned documents into one package the ERS file is listed on the screen below as the file number a dash and the Package No for example ERS file number 00123456 with Package No 4 assigned to the ERS file will be listed as 00123456 4 Click on each file to be sent to the County Recorder s Office A check mark will be displayed to the left of each item selected To unselect a checked item click on the checked item again Send to County Recorder Select one or more tiles show below to send to the County Recorder s Office File Package OF Cancel Click on the OK button to send the selected files or Cancel to r
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