add order

Add Order Page

Create a new notary order for your clients.

Page Overview

The Add Order page allows you to create new notary orders with all necessary details in one streamlined form.

Main Sections

1. Basic Order Information

  • Title: Brief description of the service
  • Description: Detailed order notes
  • Company Selection: Choose existing or create new company

2. Fee Structure

  • Fee Amount: Standard notary fee
  • Rush Fee: Additional charge for expedited service
  • Total: Automatically calculated total amount

3. Scheduling

  • Scheduled Date: Appointment date and time
  • Duration: Estimated time needed
  • Location: Where the notarization will occur

4. Signer Information

  • Main Signer: Primary person signing
  • Additional Signers: Other signers if needed
  • Contact Details: Phone and email for communication

5. Location Details

  • Address: Service location
  • Special Instructions: Gate codes, parking info
  • GPS Coordinates: Auto-populated for mobile orders

Quick Actions

Company Management

  • Search Companies: Type to find existing companies
  • Create New: Add new company on the fly
  • Use Defaults: Company's standard fees and settings

Mileage Calculator

  • Calculate Distance: From your office to service location
  • Estimate Cost: Travel fee calculation
  • Save Details: Store trip information

Field Validation

Required Fields

These fields must be completed:

  • Company selection or new company name
  • Main signer first and last name
  • Main signer phone number
  • Fee amount
  • Service location

Smart Features

  • Auto-Save: Form data saved as you type
  • Duplication Check: Warns about possible duplicates
  • Default Values: Company defaults auto-populate
  • Address Validation: Checks address format

Creating vs Updating

New Orders

  • Select "Create Order" from menu
  • All fields are blank
  • Must select or create company
  • Full validation before saving

From Templates

  • Use previous orders as templates
  • Pre-filled common fields
  • Adjust as needed
  • Save time on repeat business

Integration Points

Company Information

  • Existing Companies: Search by name or email
  • New Companies: Quick create option
  • Default Settings: Auto-applied when selected
  • Contact History: Shows previous interactions

Calendar Integration

  • Availability Check: Shows notary availability
  • Scheduling: Prevents double-booking
  • Reminders: Sets up notifications
  • Sync: Updates external calendars

Payment Processing

  • Fee Calculation: Automatic total computation
  • Payment Type: Company's preferred method
  • Invoicing: Generates invoice automatically
  • Commissions: Calculates for assigned notary

Best Practices

Before Creating

  1. Search Existing: Check for similar orders
  2. Verify Company: Ensure correct client
  3. Confirm Details: Double-check information
  4. Check Availability: Notary schedule

During Creation

  1. Save Often: Prevent data loss
  2. Use Defaults: Company settings save time
  3. Be Specific: Clear descriptions help later
  4. Add Notes: Special requirements

After Creation

  1. Review: Check all details
  2. Assign: Choose appropriate notary
  3. Notify: Send confirmation to client
  4. Schedule: Set calendar appointments

Common Workflows

Standard Notarization

  1. Select company
  2. Enter signer info
  3. Set appointment time
  4. Add location
  5. Calculate fees
  6. Create order

Mobile Notary

  1. Calculate mileage
  2. Add travel time
  3. Include special instructions
  4. Prepare mobile kit
  5. Confirm directions

Bulk Orders

  1. Create template order
  2. Duplicate for each client
  3. Adjust signer information
  4. Batch create appointments
  5. Send confirmations

Error Handling

Validation Errors

  • Missing Required: Highlights required fields
  • Invalid Format: Shows format requirements
  • Duplicate Warning: Checks for similar orders
  • Availability: Scheduling conflicts

System Errors

  • Network Issues: Auto-save protects data
  • Server Errors: Clear error messages
  • Time Out: Session extends automatically
  • Data Loss: Recovery options available

Tips

Efficiency

  • Keyboard Navigation: Tab between fields
  • Quick Search: Use company shortcuts
  • Templates: Save common configurations
  • Bulk Actions: Create multiple similar orders

Accuracy

  • Verify Information: Double-check entries
  • Use Lookup: Search for existing data
  • Validate: Review before submission
  • Confirm: Send summaries to client