Documents, contacts and notes

Documents

The Documents tab holds everything filed against the transaction, and the checklist of what is still wanted.

The checklist

Apply a document template to the file. Applying it again only adds what is missing, so it does not duplicate anything, and it does not bring back a document somebody deleted (the message names any it left out). When the property goes pending again and needs the whole set a second time, choose Add another set under the template instead. It adds every document in the template again, deleted ones included, and leaves the first set as it is. Each document type the checklist requires shows as Missing, in red, until a document of that type is on the file.

A document with no type does not count towards anything on the checklist.

Adding a document

1. Drop the files onto the tab, or use a folder's own Upload here button.
2. Find the new documents at the top of the tab, where anything not yet in a folder is listed.
3. Choose a folder for each one, or mark it as not part of the package. You can also press Rename on its row to rename it before you file it.

Each file can be up to 50 MB. PDF, Word, Excel, CSV and image files are accepted. The Dashboard shows documents that still need filing.

If an upload cannot start, the message gives the real reason instead of only "Could not start the upload". A file that is too large or of a type Yapii does not accept says so. If your email address is not verified yet, the message says that, and a Resend verification email button beside it sends the link again. This is true everywhere you upload a file to a transaction: the Documents tab, a newer version of a document, and the Properties list. See Verify your email.

Each folder's heading is a solid dark blue bar with white text, so a folder stands out from the documents inside it.

What you can set on a document

For each document you can set its type, folder and color, and add a newer version, for example when the signed copy comes back. The type list includes Disclosure, a general disclosure type that sits beside the seller, lead-based paint and closing disclosures.

Rename changes a document's name. You will find it on the document's row, beside the name in the panel that opens when you click the name, and under the picture for an image filed with the photos. Type the new name and press Save, or Cancel (or Escape) to leave it as it was. Anyone who can change the file sees it. A file you upload into a named checklist slot keeps the slot's name, so a slot called "Final Settlement Statement" keeps that name whatever the uploaded file was called. A newer version keeps a name you typed with Rename. A document still called by the name of the file it was uploaded as takes the new file's name instead. Use Rename if you want it changed.

You can also mark its status:

Group	Markers
Handling	Priority, Has notes, Excluded from package, Not received yet
Signatures	Broker, Buyer and Seller signed, and Fully executed
Client portal	Whether the buyer and seller can see it. Off by default

Previewing a document

Click a document's name to open its preview on the right. Hold Ctrl, Cmd or Shift while you click to open it in a new tab instead. On a computer the preview opens about half the screen wide. Drag the thin handle on its left edge to make it wider or narrower, or focus the handle and use the arrow keys. It never gets narrower than its starting width, and always leaves room for the document list. Your width is remembered for you on that browser. On a phone the preview is full width and has no handle.

Splitting a PDF

The scissors on a PDF's row opens Split, and so does the Split link under the document in its preview. It works the way Split does in Open To Close: the document is on the left, and a table is on the right with four empty rows. Press + Add Another Row for more.

Fill in one row for each document you want out of the PDF:

Column	What to put
From and To	The first and last page of this part. Each is one page number. Leave To empty for a single page.
Folder or File	Where the part goes. See the list below.
File Name	A name for the new document. It is off when you file the part as a newer version of an existing document, because that document keeps its own name.
File Role	The document type, if you want to set one.

A row is one run of pages. For pages like 1-3 and 7, use two rows, because a list such as 1-3, 7 in one row is refused. Rows may overlap, which helps when one signature page belongs in two documents.

Folder or File has these choices:

Choice	What happens
New Folder with File	Makes a folder on this file only, named after the part, and puts the part in it. A name already in use is refused.
Unapproved File	Leaves the part unfiled, so it shows in the list of documents that still need filing.
Folder: name	Puts the part in that folder.
File: name	Adds the part as the newest version of that document. This is how you fill a checklist slot.
Additional File: name	Adds the part as a separate new document in that document's folder, beside it. The checklist slot stays as it was, and the new document has no type unless you pick a File Role.

Tick Delete original file(s) after split if you do not want the original kept. Otherwise it is left as it was. A deleted original gets the same Undo and 30 days in the Archive as any removed document, as described below. Press Split File to finish, or Close to leave without splitting.

Pages you do not put in any row are left out, and Yapii tells you which, so you can check for a mistyped range. A new document is not shown in the client portal until you turn that on.

Signed documents work too. A PDF that comes back from an e-signature service can be split, and Merge PDFs now works on it as well. If a PDF needs a password to open, Split refuses it and says the document is encrypted. A PDF with only one page is refused too, because there is nothing to split.

Changing several documents at once

Select several documents to move them to a folder, set their color, Export them as one download, Merge PDFs into one document, Move to transaction to put them on another file, or remove them.

Getting a removed document back

Removing a document, or several, shows an Undo button for about 30 seconds. Undo puts them back as they were. Deleting a folder works the same way, and Undo files its documents back into it.

After that, the document is no longer listed on the Documents tab. It goes to the Archive in Transactions Settings for 30 days, and an owner or admin can click Restore there to bring it back. Only owners and admins see the Archive, so ask one of them. The Archive also keeps deleted tasks, notes, folders and contacts on a file, and deleted listings. A listing can be restored too. Any automation that came due while it was deleted is canceled instead of run, and the message after Restore says how many.

A removed document shows on the file's Log as Deleted document, with its name, who removed it and when. A document removed before Yapii started recording this shows on the Log without saying who removed it.

Google Drive

Once an admin connects Google and turns on uploads, in Transactions Settings > Google Drive, each transaction gets its own Drive folder. Documents are copied there as they are added, replaced with a new version, or renamed.

• Yapii makes two folders inside each transaction's Drive folder: Listing Documents and Photos. Documents added in Yapii go in Listing Documents. In a transaction's Documents tab, Add photos sends pictures to Photos and marks each one with a Photo badge. A picture you add any other way goes to Listing Documents. Yapii only puts its own uploads in Photos. It never reads, moves or removes anything else you or your listing team add there. Older Yapii-made folders get the two folders added for you.
• Only documents added after uploads are turned on are copied.
• Deleting a document in Yapii does not delete it from Drive.
• The Documents tab shows the Drive folder, which documents have reached it, and lets you re-queue one that has not.
• If your workspace has Use existing Drive folders switched on in Transactions Settings > Google Drive, Yapii makes no folder itself. Each transaction is linked to a folder you already have, with the Google Drive link at the top of its Documents tab, which opens Google's own folder chooser. Until it is linked, its documents wait and nothing is uploaded anywhere else. The owner or admin who connected Google can link a folder. When you can't, the tab says who can.
• A folder you linked yourself, or any folder in Use existing Drive folders mode, does not get the two folders. Uploads stay where they are.
• Once someone adds a file to the folder by hand, Google can refuse changes to who may open it. If a teammate you removed from the file still has Drive access, remove them in Google Drive yourself.
• Changing a file's display title (see Transactions) does not rename or move its Drive folder.

Sending documents to SkySlope from the transaction screen is not available yet.

Contacts and their roles

The Contacts tab lists everyone on the file, each with their role on it, such as Seller, Buyer's Agent, Title or Lender.

• Add contact asks for a role. The same person cannot be added twice in the same role.
• Filter the list, expand or collapse rows, edit a contact's details, or archive a contact. An archived contact stays on the file's record and can be restored.
• Put them in order. Until somebody arranges the list, Seller and Tenant contacts come first, then everyone else, each oldest added first. People who can edit the file see a grip on each row (only when the file has more than one contact). Drag a contact by its grip up or down, for example to put a lender above the title company or to choose which seller comes first. The order belongs to the file, so everyone on it sees the same one, and it is the order emails and merge fields name people in. Dragging never changes anybody's role. To change a role, edit the contact.
• Assign Contact Group adds a saved group of people to the file in one go. Groups are set up in Transactions Settings > Contact Groups.

What you can do from a contact's row

• Email them.
• Text them.
• Call them, and record what happened, such as Connected, Left a voicemail or No answer. Beside Call now, a Call from menu picks which of your allowed numbers the call comes from. It starts on the automatic choice. Call now places the call from your browser phone, or through your phone when the browser can't call. For a person linked to a contact in Yapii it dials the number on the contact's record, and says so when the file shows a different one. For a person typed onto the file with no contact, it dials the file's number from your browser and creates no contact. A contact marked Do Not Contact is called like anyone else, and the usual refusals (opt-outs, do-not-call lists) still apply. An archived contact, or a person with no number, can't be called from here.
• Add a note, which goes on the file's note history.
• Send them a client portal invitation. Owners and admins only.

Where the role lists are kept

All three are under Transactions Settings:

List	What it holds
File Roles	The document types
User Roles	Job titles and task owners
Portal Roles	The roles used for the client portal

Include on every deadline calendar invitation can be ticked on a contact, and the tick is saved. Sending those invitations is not available yet.

Notes

Add a note to the file from the Notes tab.

• Type @name to notify a colleague. Yapii tells you who was notified, and flags any @name that reached nobody, for example a misspelled name or someone who cannot open the file.
• Mark a note HIGH, MED or LOW. Only HIGH is highlighted.
• Pin a note to the top, drag notes to reorder them, or edit a note. Earlier versions are kept.
• Select several notes to delete them together.

Notes never appear in the client portal.

Private notes

Notes marked private in Open To Close come across restricted to owners, admins and managers, so they stay private. Marking a new note private in Yapii is not available yet: new notes today are visible to everyone who can open the file.

The Log: who changed what

Open the file's More tab to see its Log. It records notes, documents added or removed, emails and texts, what triggers did, intake forms, field changes, contacts added, archived or removed, tasks completed, and what went to Google Drive and SkySlope. Each entry says who did it, or that an automation did.

• You see only what you are allowed to see. Notes kept for managers, and changes to fields hidden from your role, are left out.
• A removed document appears as Deleted document, with who removed it and when.
• If part of the history could not be loaded, the Log says so, rather than showing a shorter list.