Document Editor page

Open the Document Editor

Method 1 ‑ Open the Documentation Editor page from the Packages page

1. Open the Packages page.
2. If needed, use the filter to display the wanted package.
3. In the table, click the name of a package. The Package Details page opens in the right panel and the navigation bar changes to display the packages options with the Details item selected.
4. Do one of the following:
   • To edit an existing document in the package, in the Documents table, click on the blue document name.
   • To add a new document to the package, in the Add another document section, use the Select document type dropdown list to select the document type and click the Add Document to Package button.

   The Document Editor opens.

Method 2 ‑ Open the Documentation Editor page from the Package Details page

1. Open the Package Details page.
2. Do one of the following:
   • To edit an existing document in the package, in the Documents table, click on the blue document name.
   • To add a new document to the package, in the Add another document section, use the Select document type dropdown list to select the document type and click the Add Document to Package button.

   The Document Editor opens.

Method 3 ‑ Open the Documentation Editor page from the Search Results window

1. In the top‑level navigation, click Search. The Search window opens in the right panel.
2. Enter one or more search parameters in the fields.
3. Click the Search button. The Search Results windows opens.
4. In the Document column, click on the blue document name of the package you want. The Package Details page opens in the right panel and the navigation bar changes to display the packages options with the Details item selected.
5. Do one of the following:
   • To edit an existing document in the package, in the Documents table, click on the blue document name.
   • To add a new document to the package, in the Add another document section, use the Select document type dropdown list to select the document type and click the Add Document to Package button.

   The Document Editor opens.

Add a document to a package

1. Add a document placeholder, do one of the following:
   • Create a document package as described in the Packages page topic.
   • Click the name of a package on the Packages page. When the Package Details page displays, choose the type of document that you want to add from the Select document type dropdown list and click Add Document to Package.
   • On the Document Editor, scroll to the bottom of the page and click Save & Add New in the bottom‑left corner. Then choose a document type to add and click OK.

   The Document Editor displays.

2. If more than one document displays in the document list on the left side of the editor, click the type of document you want to add.
3. Do one of the following:

• Upload a document.
  1. Before you begin, find the digital copy of the document on your hard drive or server.
  2. On the display portion of the editor, click the gray Upload Document box, or to add pages, on the left side of the editor tool bar click the Upload button.
  3. Locate the document and click Open.
• Scan a document.
  1. Before you begin, be sure your computer can access a TWAIN scanner and that you can use the scanner software.
  2. On the display portion of the editor, click the Scan Document box or, to add pages, click the Scan button on the left side of the editor tool bar and follow the instructions that display. Be sure to choose a TWAIN scanner and mark any options you want to use.
• Drag and drop a document.
  1. If a drag‑and‑drop option displays, find the digital copy of the document on your hard drive or server.
  2. Drag the file to the Drag & Drop box on the display portion of the editor.

4. Do one of the following:
   • To save your work and add another document, click Save & Add New in the lower‑left corner of the left panel.
   • To save your work and continue later, click Done in the lower‑left corner of the left panel.

Add a document using the Document Editor’s Add New Doc button

1. Open the Document Editor.
2. In the left panel near the bottom, click the Add New Doc button. The Select Kind of Instrument for the New Document window opens.
3. Use the dropdown field to select the instrument type.
4. Click the Select button. The content in the left panel updates and the right panel is ready to accept the document
5. In the right panel, do one of the following:
   1. Upload the document image files from your computer.
   2. Drag and drop files from your computer.
   3. Scan documents directly
6. In the left panel, complete the information about the document and click the Done button at the bottom of the panel.

Applying a document edit

When you work in the Document Editor, the system may ask if you want to complete a change you make. In some cases, the system lets you make tool adjustments before you make a change.

You can use several methods to choose pages where you want to apply a change. For example, you can click the hamburger menu button (  ) or the thumbnail sidebar button (  ) to open a fly‑out menu that displays all pages of a document on the right side. Below is an example.

You can also click the thumbnail grid button (  ) or use the zoom out tool (  ) to display and choose the pages where you want to make changes. From this thumbnail display, you can choose a page, then drag it to a new position.

After you choose pages, you use the options at the top of the page display to apply changes to only the current page, the chosen pages, or all pages. You may also need to specify the adjustment you want to make. Below is an example.

Extract (copy) pages to create a document

If necessary, you can extract pages from one document to create a document of a type you choose. You can extract one or more pages, up to and including all of the pages. You do this from the thumbnail grid view.

You can extract pages to create a full document or a helper document for the document you are working on, if that document can have helper documents. The list of document types you can choose from lists only the documents or helper documents that can be appropriately created.

1. Open the document from which you want to extract (copy) the pages. Do one of the following:

   QUICK TIP: If appropriate, you can use the document navigation buttons on the left panel of the Document Editor to navigate to the new document.

   • Add to a package a multi‑page document you want to split. For more information, see Document Editor page.
   • On the Packages list:
     1. Click the package name of a package containing a multi‑page document you want to split.
     2. Click the document name to open it in the Document Editor.
2. In the View button section, click the thumbnail display button ( ).
3. Click to mark each page you want to extract. You can extract one, several, or all pages. A marked page has a thick colored border.
4. Right‑click one of the document pages to display the extract options.
5. Do one of the following:
   • To create a full document, click Extract page(s) into New Document.
   • To create a helper document, click Extract page(s) into New Helper Document. This option displays only if the document you are extracting pages from can have helper documents.
6. From the Select document type or Select helper document type dropdown list at the top of the document, choose the type of document you want to create from the pages you marked.
7. Click Extract.

   Simplifile removes each page you marked one at a time. If you marked all of the pages, the empty document shell displays. The new document displays in the Package Details Documents list.

Prepare a document for submission

1. Display a document in the Document Editor. Do one of the following:
   • Add a document to a package.
   • Click the name of the package that contains the document you want to prepare. When the Package Details page displays, click the name of the document you want.
2. If necessary, in the Document List on the left, click the name of the document with which you want to work.
3. Review the document:
   • Make sure the document is readable.
   • Make sure the document fits within the county’s margins (the green dotted lines).
   • If necessary, move any ghost stamps (stamp placeholders that display in red) to a clear place where they do not cover any document text.
   • Add text to the document.
4. Use the document management tools at the top of the document to get the document ready to submit. For more information, see Using tools in the left panel and Document Editor toolbar.
5. Make note of any required supporting documents in the Document table. You will need to scan or upload each one separately as part of the package.
6. Click the estimated fees amount and review the fees to make sure they are correct. If possible, make any necessary changes. When you are sure the fees are correct, mark the The recording fees are correct box.
7. Complete any county requirements that display on the left panel.
8. Complete any necessary fields on the left panel of the page.
9. When you are sure the document is ready to submit, mark the This document is recordable box. When all requirements are met, the system changes the document’s status to Ready.
10. Do one of the following:
    • To add another document to this package, click Save & Add New in the lower left corner of the left panel.
    • To return to the Packages page, click Done in the lower left corner of the left panel.

Print a document from the Document Editor

1. Open the Document Editor and choose the document you want to print.
2. In the right panel, click the Print button. The browser’s print tool opens in a separate tab.
3. Print the document using the browser’s print tool.

Scan or upload a document

After you have a document placeholder in Simplifile, you can do at least one of the following from the Document Editor:

• Upload a previously saved digital copy of the document into the placeholder.
• Scan the document directly into Simplifile. You may need to download and install Simplifile scanning software before you can do this. Your Simplifile administrator or IT team may need to help with this process.
• Drag and drop the document file from your computer to the Document Editor.

Follow these guidelines when you scan and save a document:

• Use a file resolution of 300 DPI.
• Scan in black and white, not color or grayscale.
• Scan as a document or text, not a photograph.
• Save the file as a TIFF or a PDF.
• Use a TWAIN driver.

You can choose scanning options if you click the large Scan Document box or the Scanning button on the left side.

You can choose any of the following:

• Show Scanner UI. Displays the scanner software when you begin a scan so that you can make choices about how the scan is performed.
• Scan Duplex. Tells the computer to scan both sides of any document. This option works only if your scanner supports duplex scanning.
• Scan Only 1 Page. Scans only the first page of a document.
• Set scanner to 300 DPI black and white. Applies the recommended 300 DPI and black‑and‑white settings to the scan.
• Page Size. Choose Automatic to let the system determine the size. You can also choose Letter or Legal size.

You may be able to set some of these options as defaults. For more information, see Set the scanning options.

You can upload multiple sections of a single document from the Document Editor. This combines the documents into one larger document. The first document you upload should display as the first part of the larger document, the second should display as the second part, and so forth. However, you should review the document to make sure the pages are in the correct order, and revise the order and remove unnecessary pages as needed.

Set Document Size (Complete Stamp Printing)

You can change the percentage of scale at which documents print for each county where you record documents.

This lets you choose how large the image should be before it prints. You may need to do this if you print a recorded document and find that the stamps did not print correctly. This can happen if a jurisdiction places stamps in the margins of the document. You may also work with jurisdictions that require you to scale documents before you print them, or find that a document does not fit within a county’s required margins for some reason.

For example, if you change the percentage of scale for a county to 95, Simplifile shrinks documents to 95 percent of their original size. This means that, after your document is recorded, the image shrinks by 5 percent before it prints. This can help assure that stamps are visible when you print a document.

1. In the navigation bar, click Counties.
2. If necessary, choose the organization whose documents you want to size.
3. Click the arrow beside the state of the county whose printed document size you want to change.
4. Click the number in the Print Scale column for the county whose printed document size you want to change.
5. In the Print Scale window that opens, enter the scale percentage you want.

   For example, to print a document at 75% of its actual size, enter 75.

6. To apply the percentage to all counties in all states, mark apply to all counties. If you have a large number of registered counties, this may take a few minutes.
7. When finished, use the navigation bar to open the part of Simplifile you want to use next.

Use Text Stamps

Sample toolbar with text stamp tool enabled:

Sample Text Stamp tool usage

Add a text stamp to a document

1. Begin preparing a document for submission.
2. Click on the Text Stamp tool to begin text entry. If the tool Is not displayed, the current recipient does not allow the use of text stamps.
3. Click on the document in the place where you want the stamp to display.
4. If needed use the Font Size selection menu to adjust the font size.
5. Enter the text you want to use to stamp the document.
6. To enter another text stamp, click on the document in another location where you want the stamp to display.
7. Click on the Done button to exit the Text Stamp tool, or click on the Clear Marks button to cancel the current operation and clear all existing text stamps.

Edit the text of a text stamp

1. Click on the Text Stamp tool. If the tool Is not displayed, the current recipient does not allow the use of text stamps.
2. Double‑click the stamp.
3. Enter the corrected text.
4. Click on the Done button to exit the Text Stamp tool, or click on the Clear Marks button to cancel the current operation and clear all existing text stamps.

Change the position of a text stamp

1. Click on the Text Stamp tool. If the tool Is not displayed, the current recipient does not allow the use of text stamps.
2. Move your mouse pointer over the text to display a double‑headed arrow cross.
3. Click and hold the mouse pointer on the text.
4. Click on the Done button to exit the Text Stamp tool, or click on the Clear Marks button to cancel the current operation and clear all existing text stamps.
5. Drag the text to the place where you want it to display.
6. Click on the Done button to exit the Text Stamp tool, or click on the Clear Marks button to cancel the current operation and clear all existing text stamps.

Rotate a text stamp

1. Click on the Text Stamp tool. If the tool Is not displayed, the current recipient does not allow the use of text stamps.
2. Move your mouse pointer over the text to display Rotate Left and Rotate Right buttons.
3. Click on the Rotate Left of Rotate Right buttons to rotate the text in the desired direction.
4. Continue clicking on the Rotate Left or Rotate Right buttons to rotate the stamp further.
5. Click on the Done button to exit the Text Stamp tool, or click on the Clear Marks button to cancel the current operation and clear all existing text stamps.

Delete a text stamp

1. Click on the Text Stamp tool. If the tool Is not displayed, the current recipient does not allow the use of text stamps.
2. Move your mouse pointer over the text to display an X button.
3. Click on the X button to delete the text.
4. Click on the Done button to exit the Text Stamp too l, or click on the Clear Marks button to cancel the current operation and clear all existing text stamps.