GreenFolders Configuration Tutorial 

Configuation 

To begin your GreenFolders Configuration, sign into GreenFolders. Navigate to the top left and click the GF icon. Click Configuration. 

Once in Configuration, you will see a list on the left hand side. Navigate to your application (ex. Softpro, Streamline, TSS, etc). Click on Folder Type. 

Once you click Folder Type, you see one or more Folder Types load in the middle of the Configuration Screen.  

Navigate to your Folder Type and click Edit in the top tabs to edit your Configuration. Once in Edit mode, you’ll see a list at the top of the screen with tabs connecting the Configuration to General all the way to Notification Templates. The ones to focus on in setting up your custom Configuration are Attachment Types, Labels, Statuses, Priorities, and Tasks. 

Labels

Click the Labels tab to edit/add your Labels. 

Click New to add a new Label. Type in your Label Name and click add. 

 

Labels will be added into the Labels section once you click add. Once done, click save. Note: you can drag and drop by clicking and holding to rearrange the stacking order!

Attachment Types 

Double click on the Folder Type to get back into the Edit mode. To edit/add your Attachment Types, click the Attachment Types tab. 

 

Then Click New. 

Type the Attachment Type Name and Description if desired, add a Label to automatically Label any document that you add to GreenFolders that corresponds to the Attachment Type that you are creating. 

Once done, click the Predefined Names tab to add your Attachment Names if desired. Attachment Names will correspond to the Attachment Type that is chosen. Add as many Attachment Names as you’d like. Also keep in mind that your users will be able to edit their Attachment Names on the fly but will not be able to edit the Attachment Types on the fly within the Folders.  

Click Add. The new Attachment Type will now be added into the list of Attachment Types. To rearrange, simply drag and drop to create the filing order that you’d like from top to bottom. Click Save. Note: you can drag and drop by clicking and holding to rearrange the stacking order!

 

Note: When deleting an Attachment Type, all attachments under that Type will also be deleted. Before deleting, create the New Attachment Type that you’d like those attachment to move to. You will be prompted with this pop up below before confirming a deletion of an Attachment Type.

  

Statuses 

Double Click the Folder Type to go back into the Edit mode. Click on Status tab to edit/add your Folder Statuses.  

Click New. Type in your Folder Status Name and Description if desired. Choose a Folder Status color if desired - if chosen the Folders with that Status will show up as that color in a list of folder. Helps you organize by color if you’d like. Click Add once finished. Click Save. Note: you can drag and drop by clicking and holding to rearrange the stacking order!

  

Priorities 

Double click on the Folder Type to go back into the Edit mode. Click Priorities to edit/add Priorities. Click the Pencil next to Folder Priorities to change to Transaction Type if desired.  

Click New. Type the Name of your Transaction Type/Folder Priority depending on what you decided title the section. Add a description if desired. Choose a color if desired. Click add. Click Save. Note: you can drag and drop by clicking and holding to rearrange the stacking order!

Tasks 

Double click on the Folder Type to go back into Edit mode. Click Tasks to edit/add tasks. Click New under Task Templates to add a new task. Note: you can drag and drop by clicking and holding to rearrange the order!

Name your Task. Fill out its description if desired. Choose a Due Date (I.e. once the task is created it should be completed within X amount of time = Due Date). 

Choose who you want the Task to be assigned to by clicking Assign To. You do not have to assign Tasks to a certain individual if you don’t want to. If it is not assigned to anyone, whomever creates the task it will default to assign to that person.   

Once the Tasks are completed, you can then create Task Lists if desired. Tasks list can organize your different type of Workflows (I.e. Purchase, Refi, Etc.). To do this, click New under Task Lists. Type in the Name of your Task List and the Description if desired. Now hold the ctrl key and click all of the tasks that pertain to that Task List. Once all are highlighted, drag them to the right hand side under Selected Task Template. Once complete, click Add.  

Once the New Task List is created, click save.  

Rules: Automation & Workflow  

Rules can be created from multiple areas within GreenFolders, such as, Folder Statuses, Folder Priorities/Transaction Types, and lastly Tasks.  

Within the Task section, you can create Rules that will help automate you r workflows.  

Now that you’ve created the Rule, you’ll need to determine the action 

Once completed, you’ll see that the number next to Actions has changed from 0 to 1 showing you that you have one Rule in relation to the Task you are currently editing. Click Save.  

Repeat this process to create as many Rules as you’d like for Tasks.  

Folder Status & Priorities/Transaction Type Rules 

Follow the same steps as above but under the Statuses & Priorities tabs 

Some common uses for Rules in these categories are creating a Rule in relation to the Transaction Type that is chosen to automatically create the Tasks based on the Transaction Type. For Folder Statuses, you can create Rules that assign the Folder to a certain person automatically when it hits a certain Folder Status. 

Fields 

This is the area that shows the Fields available within your GreenFolders. Be careful when deleting a Field because it will Delete all the data associated with that Field. One thing you might want to edit in this section is the Quick Search capabilities. Every Field can be searched within the Advanced Search section but within Quick Search we usually only choose a few fields, such as, Property Address, Buyer Name, Seller Name, and file Number/Name.  

We recommend keeping Quick Search to only a few Fields, but you can update this by checking the box next to the Field that you’d like to have the capability to search via the Quick Search. The example below shows that the Field “date and time” is a Field that can be searched for within Quick Search because the box is checked. 

System Messages 

This message will show up on each users GreenFolders. You can update this in configuration under GreenFolders -> System Messages. Click on the message that may already be there to Edit it or create a New one. Here is one we recommend:  

Support Team: Email - titleiosupport@titleio.com | Phone - 801) 290-8585 x2 

Check out our Resources at https://desk.zoho.com/portal/titleio/ 

Licensing 

Update your Licensing whenever your account has been modified to add/remove users. Also access this area to Purchase Folders or setup Automatic Purchases. You can also view your Purchase History & Folder Usage History, as well as, see your status and Users number.  

Adding/Updating Groups & Users 

To begin your GreenFolders Configuration, sign into GreenFolders. Navigate to the top left and click the GF icon. Click Configuration. 

 

Once in Configuration, you will see a list on the left hand side. Navigate to locate Greenfolders at the top left. You'll then see Users and Groups underneath. 

 

Note: create your groups and update the Security Privileges within the Groups tab and then add your Users to Group so they automatically get the Privileges that the Group has. This will save you time so that you don’t have to continually update individual Users Privileges at a one-off bases and can instead just make them a member of a group.

How to create a New Group: 

• Click Groups 
  
• Click New 
  

• Name your New Group  
  
• Click "Can Group be Assigned items" if it isn’t already checked. If you do not want folders, task, etc. to be allowed to be assigned to the group then leave it unchecked. 
  
• Click Security Privileges at the top to update the Privileges you’d like the Members of this Group to have
• Now add your Users to the Group by clicking Members tab at the top 
  

• Click Add and click on each user you’d like to add. Hold the ctrl button to choose multiple at a time. 
  
• Once done, click OK, then click create/save 
  

How to add New Users:  

• Click on Users under GreenFolders within Configuration 
  
• Click New
  

• Add Username, Password, Display Name, & Email 
  
• Check the box next to “ password never expires” - Do this so your users do not have to continually update their password 
  

• Once done, click “Member Of” tab at the top 
  

• Add the New User to a Group to give the New User the Security Privileges that are set for that Group 
  
• Click create/save
  

Please contact Title iO Technical Support at 801-290-8585 ext. 2 or support@titleio.com for further assistance. Title iO, LLC and its successors and assigns makes no express or implied warranty respecting the information presented and assumes no responsibility for errors or omissions.