Add & Fill Documents (Buyside)
Below we'll guide you through the two ways to add documents in a deal room, then how to fill/complete each. GIC
There are two ways to add documents into a Deal Room:
1. Add a DORA Document (Recommended):
These are state documents added through GIC, which is recommended because it allows you to auto-fill available data
from the MLS, public records, and the ERS if available. Auto-fill significantly reduces the time required to
manually fill a contract.
2. Upload a PDF Document:
This can be used to upload any important transaction documents already created outside the system. You'll be
prompted to identify the document type, which parties have signed it, and enter some crucial data (if applicable).
Note: Be sure to enter the requested data to ensure the system can auto-fill these details for you later and track
dates and deadlines accurately.
1. Add a DORA Document (Recommended)
Guide to Adding Colorado DORA Docs in a Deal Room
https://www.loom.com/share/067ae5ffb0854e699a75dee44fda2989
1. Add a DORA Document (GIC System Document)
- Click Add DORA Document in your Quick Actions.
- This launches the Document Quickstart browser.
- View and select the desired DORA document to add.
- For this example, we'll select Contract to Buy and Sell Residential and click Add.
2. Edit and Auto-fill the CBS
- The document will appear in the deal room documents. Click the name to open it in a new tab.
- Using Autofill
- Click Autofill at the top right of your screen to access available data sources. Autofill will populate data
from the MLS, public records, and from listing side documents (ERS) where appropriate.
- Click Apply to autofill; fields with autofilled data will turn green. Unfilled fields will stay blue.
3. Managing Dates and Deadlines — D&D Helper
- At the top of the document, you have a Document view and a PDF Preview. Next to these, you'll see the Dates and
Deadlines tab. Click this to open the helper.
- Here you can easily adjust your contract dates and deadlines, with bulk edit options to streamline the entry
process:
- Choose from options like MEC, or Contract Date, and the system will support you with dynamic adjustments.
- Select 'Skip Holidays and Weekends' for the system to automatically adjust any deadlines to the next business
day.
- Note: If you require the CBS to display hard dates, select manual dates or use the Contract Date + selection.
GIC will automatically convert any 'Contract + X' dates into hard dates when you send the offer to the listing
agent.
- After entering all dates, click Save Dates and Deadlines to insert them into the contract.
- Return to the Document view to see the inserted dates, and to continue filling out the contract.
4. Clear Signatures
- If you or one of your clients has signed a document, but you need to make changes / corrections, open the More
drop-down menu at the top right of the screen and click Clear Signatures to unlock for editing.
- Note: once a document is fully executed by you and your clients, or sent to the other side of a transaction, you
will no longer be able to clear signatures.
2. Upload a PDF Document
Guide to Uploading and Managing an Externally Created CBS
https://www.loom.com/share/3f3097a940fe43be877bbf28ea9157cf
1. Upload the PDF Document
- If you already have a CBS created and signed by clients, you can upload it as a PDF.
- Click on Upload PDF Document in Quick Actions.
- Drag and drop the file, or click to open the file browser and select it.
- Next, specify the document type (e.g., Contract to Buy and Sell).
- Confirm the version of this document type (e.g., Residential vs. Land).
- Select which parties have already signed the document:
- Choose 'buy side' if only your clients have signed (most common for buyer's agents).
- Choose 'no signatures' if no one has signed on either side.
- Choose 'all parties' if all parties have signed and you are under contract.
- Click Continue to proceed to data entry.
2. Input Contract Data
- Enter important details from the contract (e.g., Offer Price, Earnest Money, etc.) and click Next.
- Input Dates & Deadlines as they appear in your contract. This information helps the system accurately track
deadlines for you and autofill later documents.
- Select how to calculate dates from drop-down options: MEC, Contract Date, Manual Date, Closing Date, etc. For this
example, we'll choose 'Contract Date'.
- Note: if you make any errors in the dates you enter, you can correct or change them in the Dates & Deadlines Helper
after upload.
3. Finishing the Upload Process
- After entering all necessary details, click 'Finish'. The uploaded PDF will open for review.
4. Editing the Document
- To rename the document:
Click the edit icon next to the filename, make changes, and click the checkmark to save.
- To edit the dates and deadlines:
Go to the Dates & Deadlines tab at the top, make changes, and click save.
- To add signature boxes:
Click the Configure Fields button to launch the editor. In the blue panel on the left, select the identity of the
person and then click the type of field you want to add (e.g. signature, initial, etc.). Drag to resize the box.
Click Done Configuring when complete.
- Note: Do not add custom fields for the other side's clients - their agent will be able to configure fields for
their clients after you share the document with them.
Next Lesson — Share Documents with Client & Request Signatures →
