Document Viewer page

NOTE: The Document Viewer (or Doc Viewer) is used by Recipient and Lender users. Another version of the tool which is used by submitter, Document Builder users, and settlement agents is called the "Document Editor".

Overview

When you access a document to review, that document displays on the right side of the document review page (the document viewer). Information about the document displays on the left. Below is an example.

Document Viewer page with callouts screenshot

Letter	Description
A	Package and document information displays here, including the name of the person who has begun reviewing the package.
B	Select the status to view the document action history. For more information, see Document activity history.
C	Select the Rejection Reason button to view details about a rejection. For more information, see Document rejection.
D	Use these tools to work with the document. For more information, see Document Viewer toolbar.
E	Hover your mouse pointer over a recording stamp place holder (in red). When the cursor changes to crossed arrows, you can press the left mouse button to choose and drag the stamp. NOTE: Stamp place holders are sometimes called ghost stamps.
F	To see a list of the types of all documents in the package, hover your mouse pointer over Document # of X at the bottom of the left side.

Tasks you need to perform also display on the left side of the document viewer. Below is a partial example.

Document Viewer page with callouts screenshot

Letter	Description
A	The Document List includes the main document and any supporting documents that should accompany the main document (such as a Declaration of Value or a Mortgage Tax Affidavit). It gives each document’s type. Be sure to select each document as needed until all have been reviewed.
B	Someone with the necessary permission can take control of a locked document.
C	Select the submitting company name or the submitting username to display contact information for that company.
D	Any information you need to verify displays below the Document list. Select arrows or plus/minus signs to expand/compress a section
E	Depending on your setup, you may be able to add text or additional types of stamps in this area.
F	Use the scroll bar to review all fields before you select the Accept button or the Reject button.

NOTE: If you have queues from other submitters with documents that have been waiting longer than documents in the current queue, a clock icon ( ) displays near the Accept/Reject/Done buttons. Hover the mouse pointer over the clock for more information. Select the icon to go to the queue with the oldest documents.

Depending on the type of document you review, you can change the indexing, reference, and property information that the submitter supplied. You can also change fees.

When you finish reviewing a document, you have the following three options, depending on what you found during your review.

Select this	If you found this
Accept	The document is complete, meets all recording requirements, and is ready to be recorded. An "Accepted" document moves out of the reviewing queue only after all documents in its package are accepted or rejected. Until that time, you or another Simplifile user can review and Accept or Unaccept a document.
Reject	The submitter needs to work with the document and resubmit it. A document might be returned to a submitter because of formatting errors, missing documentation that is required for the type of submission being made, missing signatures, or other issues. Each county supplies its own rejection list. IMPORTANT: If one or more rejected documents are part of a package, you must review all other documents in the package and accept or reject each one individually. Then Simplifile returns the package to the submitter. The submitter must correct the rejected documents and re‑submit the entire package. Based on your settings, you can then re‑review only the previously rejected documents, or review all documents again.
Done	The reviewer has finished working on the document, but is not ready to start the recording process for the document. When a reviewer clicks the Done button, the document is saved with any changes the reviewer made but is unlocked and returned to the reviewing queue so that another reviewer can finish the review.

Select this

If you found this

The document is complete, meets all recording requirements, and is ready to be recorded.

An "Accepted" document moves out of the reviewing queue only after all documents in its package are accepted or rejected. Until that time, you or another Simplifile user can review and Accept or Unaccept a document.

Reject

The submitter needs to work with the document and resubmit it.

A document might be returned to a submitter because of formatting errors, missing documentation that is required for the type of submission being made, missing signatures, or other issues. Each county supplies its own rejection list.

IMPORTANT: If one or more rejected documents are part of a package, you must review all other documents in the package and accept or reject each one individually. Then Simplifile returns the package to the submitter.

The submitter must correct the rejected documents and re‑submit the entire package. Based on your settings, you can then re‑review only the previously rejected documents, or review all documents again.

Done

The reviewer has finished working on the document, but is not ready to start the recording process for the document.

When a reviewer clicks the Done button, the document is saved with any changes the reviewer made but is unlocked and returned to the reviewing queue so that another reviewer can finish the review.

By default, Simplifile automatically loads the next document in the reviewing queue into your document viewer after you accept or reject a document. If you choose the Done button, the document remains in the viewing queue and the system displays a list of all of the documents in the package. You can then choose a different document in the package to review or continue reviewing the documents in order.

You can view documents or packages you have reviewed during the day. For more information, see Task tracking.

Document Viewer toolbar

A collection of tools displays in a toolbar at the top of the document viewer. Below is an example.

Document Viewer toobar with callout screenshot

Letter	Description
A	Hover your mouse pointer over a tool to view a description of the tool.

NOTE: A balloon with an exclamation mark ( or ) displays in the toolbar when the submitter has sent you a message. Select the balloon to view the message.

The tools let you do the following:

Icon	button	Description
	Download	Download a document as a PDF or TIFF. Be sure to mark the format you want to use.
	Print	Print a copy of the document.
	Thumbnail Grid	Display small images of multiple pages of a document at one time. You can select and hold the left mouse button and drag a page to change the order of the pages. To choose a single page, select that page. To choose more than one page, hold down the Ctrl key before you select the pages you want. To choose a range of pages (for example, to choose pages 3, 4, 5, and 6), select the first page in the range. Then hold down the Shift key and select the last page in the range. To un‑choose a page, select that page again. To un‑choose all pages, select any page to un‑choose all but one page. Then select the last page.
or	Sidebar Display	Display small images of the pages of a document in a fly‑out column. The sidebar remains visible until you select the icon again. Any changes you make affect only the pages you choose. Simplifile highlights a page when you choose it. To choose a single page, select that page. The page is outlined in the fly‑out and displays on the full-screen view. To choose more than one page, hold down the Ctrl key before you select the pages you want. The first page you select displays on the full-screen view. To choose a range of pages (for example, to choose pages 3, 4, 5, and 6), hold down the Ctrl key and select the first page in the range. Then hold down the Shift key and select the last page in the range. To un‑choose a page, hold down the Ctrl key and select that page again. You can remove the highlight from all of the pages. Use Select All or Unselect All to choose or un‑choose all pages in the document.
	Display Size	Select the plus or minus magnifying glasses to enlarge or shrink the display. You can zoom all the way out to the thumbnail grid, if desired.
	Page Navigation	If the document has multiple pages, display a different page of the document. Type a page number in the box to go to that page.
	Keyboard Shortcuts	Select this icon to display a list of keyboard shortcuts you can use in the document viewer. The shortcuts may include the following: ? Show / hide this help menu alt + t Toggle Thumbnail View ctrl + = Fit Image to Window Width ctrl + alt + = Fit Image to Letter Height ctrl + shift + = Fit Image to Legal Height pageup Go to the previous page pagedown Go to the next page + Zoom In ‑ Zoom Out home Go to the first page end Go to the last page NOTE: : If you have the Chat feature enabled, you can also start a Support chat from this icon. For information about setting up the Chat feature, talk to your Simplifile Account Manager.

Document Viewer page navigation

You can use several methods to choose pages where you want to perform an action such as applying a stamp. For example, you can select the hamburger menu icon ( ) or the thumbnail sidebar icon ( ) to open a fly‑out menu that displays all pages of a document on the right side. Below is an example.

Document Viewer page with callouts screenshot

Letter	Description
A	Pages you select have a border in the sidebar display.
B	Select here or here to display the sidebar.
C	Instead of selecting each page, you can select these buttons to choose or un‑choose all pages.

You can also select the thumbnail grid icon ( ) or use the zoom out tool ( ) to display and choose the pages where you want to make changes.

Document Viewer page with document content highlighted screenshot

After all documents in a package have been approved, Simplifile automatically approves the package for recording and moves it to the Record Queue. For more information about recording, see Package recording and storage. If you reject a document, its package is rejected automatically as soon as every document in the package has been either accepted or rejected. The package goes back to the submitter, who reviews the rejection reasons, makes changes in the rejected documents, and resubmits the entire package. Depending on your settings, you can then review only the changed documents in the re‑submitted package, or all of the re‑submitted documents.

If desired, you can review which documents or packages you reviewed during the day. For more information, see Daily work review.

NOTE: You may occasionally find it necessary to add a blank page at the beginning or at the end of a document. If you need this functionality, contact your Simplifile account manager to have it set up.

I want to ...

Review a document

QUICK TIP: Placeholders for official stamps are sometimes called ghost stamps. These placeholders display in red. You can drag them to change their position.

Open the Document Viewer.
Display the document you want to review. For more information, see Document review.
Review all pages of the document to make sure it meets the submission requirements. For example, you may need to verify that the page is legal or letter size, or that the text of the document fits within your prescribed margins.
Review and complete the fields and tasks on the left side, as necessary. For example, you may need to add information such as the tax ID number or address of a specific property.
Be sure to select arrows ( ) and plus signs ( ) to display all available information.
Verify that the fees are correct. When they are, mark The recording fees are correct.
To review or edit fees, select the displayed fee total. For more information, see Document review.
Make sure that any stamps are added and in the right positions. When they are, mark The stamps are positioned correctly.
For instructions on adding and moving stamps, see the Add a Stamp section below.
Do one of the following:
- If everything is correct and the document is ready to be recorded, select the Accept button.
- If you did not finish your review or want another reviewer to check the document, select the Done button. The system unlocks the document so that another reviewer can work with it.
- If a document needs to be returned to the submitter for any reason, select the Reject button and complete the Rejection Details window that displays. For more information, see the Reject a document section below.

QUICK TIP: If you have queues from other submitters and any of those queues have documents that have been waiting longer than documents in the current queue, a clock icon displays near the Accept/Reject/ Done buttons. Hover the mouse pointer over the icon for more information. Select the icon to display the queue with the oldest documents.

QUICK TIP: If necessary, Use these tools to work with the document. For instructions, see Document Viewer toolbar.

Fee verification (for recipients)

The estimated fees associated with a submitted document display near the bottom of the left column of the document display window. A document’s fees are estimated based on the fee schedule your recording county (or jurisdiction) provides to Simplifile. You should review the estimated fees and make any necessary changes. Below is an example of the fee details display.

You may be able to add to or edit the fees. In the example above, the fees have changed in such a way that the total increased from $20.00 to $24.00.

Clear Marks section and Fee Details section screenshot

Letter	Description
A	To review fee details (including the breakdown of fees), select the fee total.
B	You may be able to add to or edit the fees. In the example above, the fees have changed in such a way that the total increased from $20.00 to $24.00.

Add a Stamp

Simplifile offers tools that help you place stamps on documents. Below are examples of how the tools work.

Document Viewer page with Stamps tool and highlights screenshot

Letter	Description
A	Select the text icon to choose a font size and place a text stamp. Double‑select an existing stamp to edit it.
B	Select the stamp icon to choose a stamp. Then follow the instructions that display to place the stamp. You can add more than one stamp. You also select the stamp icon to remove or edit stamps. You can select and drag text. You can also rotate some stamps.

NOTE: The stamp icon is visible only if there are stamps available to be applied.

Instead of selecting the stamp icon and choosing a stamp, you can use the keyboard shortcuts listed in the Select a Stamp dropdown to add stamps. The Keyboard Shortcuts button or the trash can icon remove all stamps from the document.

Open the Document Viewer.
Open a document in the document viewer.
Select the Stamps button.
Select the stamp you want to apply from the Select a Stamp dropdown list. If desired, make a note of the keyboard shortcut so you can add stamps without first selecting the stamp icon.
Select the stamp mouse pointer where you want the stamp to display.
You can do this multiple times to add the same stamp in multiple locations.
QUICK TIP: Instead of selecting the stamp icon and choosing a stamp, you can use the keyboard shortcuts listed in the Select a Stamp dropdown to add stamps.
When finished, select the Done button.

Reject a document

If you reject a document, you must record the reasons for rejection in Simplifile. Then, when the system returns the package to the submitter, the submitter knows what he or she needs to do to prepare the document before re‑submitting the package. You or your administrator sets up the rejection reasons. For more information, see Setup tasks for recipients.

Below is an example of a list of rejections in Simplifile.

Rejection Details window with callouts screenshot

Letter	Description
A	Enter the numbers of the rejection reasons you want to include, separated by commas. You can also mark the boxes of the reasons you want.
B	Use the Comments box to add information you want to give to the submitter. For example, you can give specifics about a reason or, if none of the listed rejection reasons meet your needs, you can use the box to add a reason.

A document can always be rejected to the submitter. However, you may be able to choose additional rejection options. For example, you might be able to return a document to someone in your own organization, such as the treasurer, or to any office in the document’s workflow.

For more information, see the Reject a document.

QUICK TIP: You or your administrator set up the rejection reasons. For more information, see Setup tasks for recipients.

QUICK TIP: You can also unaccept a document. This returns the document to the reviewing queue so that you or another person at your organization can review the document again.

QUICK TIP: You can drag the Rejection Details window to a new position on the screen, if necessary.

Open the Document Viewer.
Review a document and find that it does not meet the requirements or standards in some way.
At the bottom of the left side, select the Reject button.
Do one of the following to add rejection reasons to the document:
- In the Reasons for Rejection box, enter the numbers of the rejection reasons you want to use from the list.
- Mark the boxes of the rejection reasons you want to use in the list.
In the Comments box, enter any comments you have about the rejection reasons. This can help the submitter understand what they need to do to fix the document so that it can be successfully submitted.
Select the Reject Document button.

Link Tray App

If you open the Document Viewer and the Tray app not linked window opens,

Link Tray app window screenshot

Do the following:

Select the Download Installer link.
Select the Simplifile_Utilities.exe that is downloaded. The following window opens.
Choose the wanted option:
- Anyone who uses this computer (all users)
- Only for me (Admin)
NOTE: If you are not the admin on the computer and you select to install for everyone you need to provide the administrator password.
Select the Install button.
NOTE: This window usually comes up in front of the browser window but sometimes it ends up behind the browser window. You should also notice that when it comes up you should see the Simplifile Utilities Icon the green Simplifile square in the SysTray at the bottom of the screen.
If the Simplifile Utilities Setup window open display "Simplifile Utilities is running. Select the OK button to close it.", select the OK button to close the Simplifile Utilities.
NOTE: This should only appear if you have the old Simplifile Utilities installed.
When the Completing Simplifile Utilities Setup is displayed, select the Finish button.
The Open Simplifile Utilities? window opens.
- If you are using Chrome, the window looks like:
- If you are using Internet Explorer, the window looks like:
- If you are using Edge, the window looks like:
Select the applicable button to open the Simplifile Utilities.
In the Simplifile Utilities Setup page, you should see a spinner next to he Link button. When the linking process completes, the page displays "Linking Successful".