Orders Management

Orders Management Guide

Complete guide to managing notary orders from creation to completion.

Table of Contents

1. Creating New Orders
2. Bulk Order Import
3. Order Dashboard
4. Order Details
5. Assigning Orders
6. Managing Documents
7. Order Status Workflow
8. Mobile Notary Orders

Creating New Orders

Quick Create

1. Click "Create New Order" from the dashboard
2. Fill in essential information:
   • Client details (search existing or add new)
   • Service type
   • Basic location information
3. Click "Create" to save

Detailed Order Creation

1. Navigate to Orders → Create Order
2. Complete all sections:

Client Information

• Select existing client or create new
• Verify contact details
• Note any special requirements

Service Details

• Title: Brief description of the order (e.g., "Real Estate Closing - Smith")
• Description: Detailed notes about the service required
• Tracking Number: External reference number (optional)

Location Information

• Service Address: Where the notarization will occur (with autocomplete)
• Property Address: Optional separate property address for real estate closings

Bulk Order Import

Import multiple orders at once from CSV exports provided by external platforms.

Supported Sources

Import Process

1. Navigate to Orders → Import
2. Select Source (e.g., NotaryGadget)
3. Upload CSV File (drag & drop supported)
4. Preview parsed data
5. Execute Import - receives email when complete

What Gets Imported

• Signer names and contact info
• Appointment date/time
• Service location
• Fee amount
• Provider/customer info
• Loan details (if applicable)

Duplicate Detection

Orders are automatically skipped if they match an existing order by:

• Date + Time + Signer Name

This prevents duplicate orders from repeated imports.

Imported Order Status

All bulk imported orders receive the "imported" status:

• Easily identify imported orders
• Filter by status to review
• Update status as you process each order

CSV Requirements (NotaryGadget)

Required Fields:

• SigningDate - Appointment date (M/D/YYYY format)
• Signer1First or Signer1Last - At least one signer name

Common Optional Fields:

• SigningTime - Appointment time
• Signer1Phone1, Signer1Email - Contact info
• Address, City, State, Zip - Service location
• Customer - Provider name (AMROCK, Navy Federal, etc.)
• SigningAmt - Fee amount

File Limits

• Maximum size: 10 MB
• Format: CSV only
• Rows: Up to ~1,000 orders per file

Import Results

After import completes, you'll receive an email with:

• Created: Number of new orders added
• Skipped: Duplicates that already exist
• Errors: Rows with validation issues (with row numbers)

Best Practices

1. Test First: Import a small sample (5-10 rows) before full file
2. Clean Data: Remove empty rows and fix formatting first
3. Review Preview: Check parsed data before finalizing import
4. Check Duplicates: Verify existing orders to avoid conflicts

For complete details, see Order Import Guide.

Order Dashboard

Views and Filters

• All Orders: Show all orders regardless of status
• My Orders: Only orders assigned to you
• Unassigned: Orders needing notary assignment
• Today's Orders: Orders scheduled for today
• This Week: Orders scheduled for this week

Search and Sort

• Search: By order number, client name, or address
• Sort Options: Date, status, client, amount
• Date Range: Filter by creation or appointment date

Quick Actions

• View: Open order details
• Edit: Modify order information
• Assign: Assign to a notary
• Schedule: Set appointment time
• Complete: Mark as finished

Order Details Page

Header Information

• Order Number: Unique identifier
• Status: Current order status
• Priority: Normal, High, or Urgent
• Created: Order creation date

Tabs Overview

Details Tab

• Complete order information
• Client contact details
• Service requirements
• Location and timing

Documents Tab

• Upload client documents
• View uploaded files
• Mark documents as verified
• Generate notary certificates

Schedule Tab

• Appointment details
• Calendar integration
• Rescheduling options
• Reminders setup

Communications Tab

• Client communication history
• Internal notes
• Email logs
• SMS history

Financials Tab

• Fee breakdown
• Payment status
• Invoice generation
• Commission tracking

Assigning Orders

Automatic Assignment (On Creation)

Orders can be automatically assigned when created if enabled in agency settings:

1. Go to Settings → Agency → Automation
2. Enable "Auto-Assign Orders"
3. Optionally select a "Default Notary" for assignments
4. How it works:
   • When a new order is created, the system automatically assigns it
   • Assigns to the first available user with "notary" role
   • Or uses the configured default notary if set
   • Both notary and client receive notification

Manual Assignment

If auto-assign is disabled, assign manually:

1. Select order from Unassigned list
2. Click "Assign" button
3. Choose notary from dropdown
4. Consider:
   • Current workload
   • Location proximity
   • Client preferences
   • Special expertise needed

Assignment Notifications

When an order is assigned (automatically or manually):

• Notary receives email notification with order details
• Calendar updated automatically with appointment
• Client informed of assignment via email

Reassignment

To change assignment:

1. Open order details
2. Click "Reassign" in Assignments tab
3. Select new notary
4. Confirm change
5. Original notary notified of reassignment

Managing Documents

Document Upload

1. Navigate to Documents tab in order
2. Click "Upload Documents"
3. Select files from computer
4. Add descriptions
5. Choose visibility settings:
   • Client can view
   • Internal only
   • Public document

Document Types

• Client Documents: ID, agreements, forms
• Notary Documents: Certificates, journals
• Supporting Documents: Photos, receipts
• Templates: Reusable document templates

Document Verification

1. Review uploaded documents
2. Verify completeness and accuracy
3. Mark as "Verified"
4. Add verification notes
5. Set expiration dates if applicable

Order Status Workflow

Status Transitions

Imported → Scheduled → Assigned → In Progress → Documents Received → Documents Verified → Payment Pending → Payment Completed → Completed

Note: The "imported" status is used for orders bulk-imported from external sources (NotaryGadget, etc.). Update to "scheduled" or appropriate status when processing the order.

Status-Specific Actions

Pending

• Confirm order details
• Verify client information
• Check document requirements

Assigned

• Contact client to confirm
• Prepare necessary documents
• Schedule initial consultation

Scheduled

• Send appointment reminders
• Prepare mobile notary kit
• Verify location details

In Progress

• Perform notarial act
• Collect all signatures
• Complete journal entries

Documents Received

• Upload signed documents
• Verify completeness
• Create notary certificates

Documents Verified

• Quality check on all documents
• Ensure compliance requirements
• Prepare final package

Payment Pending

• Generate invoice
• Send to client
• Track payment status

Completed

• Archive documents
• Update client record
• Request feedback

Status Change Rules

• Some transitions require specific conditions
• Status changes create notifications
• Audit trail maintained for all changes

Mobile Notary Orders

Special Considerations

• Travel time and distance
• GPS integration for navigation
• Mobile equipment requirements
• Weather contingency plans

Mobile Order Process

1. Initial Assessment

   • Calculate travel distance
   • Estimate travel time
   • Check for mobile coverage

2. Preparation

   • Pack mobile notary kit
   • Print necessary forms
   • Charge electronic devices
   • Map route

3. Execution

   • Check in upon arrival
   • Verify client identity
   • Perform notarization
   • Collect payment if required

4. Follow-up

   • Update order status from field
   • Upload photos if needed
   • Mark as completed

Mobile Order Tools

• GPS Integration: Real-time location tracking
• Mobile Check-in: Confirm arrival at location
• Field Updates: Update status from mobile device
• Photo Upload: Document condition photos

Best Practices

Order Accuracy

• Double-check all client information
• Verify document requirements
• Confirm appointment details

Communication

• Keep clients informed of progress
• Respond promptly to inquiries
• Document all communications

Time Management

• Schedule buffer time between appointments
• Account for travel time
• Have backup plans for delays

Quality Control

• Review documents before completion
• Ensure all signatures collected
• Verify compliance requirements

Troubleshooting

Common Issues

• Client No-Show: Document attempts, reschedule
• Missing Documents: Request additional items
• Payment Issues: Contact billing department
• Technical Problems: Contact IT support

Escalation Process

1. Try to resolve independently first
2. Contact supervisor for guidance
3. Involve management if necessary
4. Document all steps taken

Related Articles

• Client Management
• Document Management
• Scheduling Guide
• Payment Processing