Notarization using the Notarize Platform - Part 1

2 things about the Initial Here Tool

1. Applied on the document when the signer's initials are needed. 2. It can allow you to help facilitate sessions when the signer is not very tech savvy.

In many states, a notary's journal is a ______________ ________________ and must be made available for ______________ ________________. This means if an authorized individual requests a copy of a record in your journal for a lawful purpose, you are required to provide it to them.

1. public record 2. lawful inspection

Notarial Acts You Can Perform (5)

Acknowledgements Jurats Verification of Fact Oath or Affirmation Copy Certification

What should the notary first do when they receive a request for an excerpt or a copy of their notary journal from an outside party?

Confirm that the requesting party is entitled to the specified journal entry.

How can you remove a Loose Leaf Certificate or change the type of Loose Leaf Certificate?

De-select the Loose Leaf Certificate by removing the check mark and clicking "save."

A witness traditionally signs on a _______________, but may be on other documents as well. If the document is not pre-flagged for witnesses, the notary can add a witness.

Deed

The Pointer Tool

Direct the signer to a specific place on the document

What is the purpose of Penholder Field Tools?

These allow you to place designations or flags on documents so signers can fill them in.

The Notary's Commission State Tool

This is the 2nd part of the venue.

What should you use to review the available types of Loose Leaf Certificates on the Notarize platform?

Use the Notarize Knowledge Base.

Once you identify the relevant record in your notary journal, you can export a copy of it by clicking on the selected record by selecting _____________________ and ________________ ____________________ _______________.

export, selected journal entries

Checkmark Tool - 2 things you need to know

1. Allows the notary to make selections on documents 2. Both signers and notaries have the tool.

2 things about the Date Signed Tool

1. Allows you to direct the signer to apply the date. 2. Applies the date of the notary's time zone.

2 things about the Sign Here Tool

1. Applied on the document when the signer's signature is needed. 2. It can allow you to help facilitate sessions when the signer is not very tech savvy.

In what 4 ways can you search your notary journal?

1. By start and end date 2. By date range 3. By the name of the principle signer 4. You can also export a selection over a certain date range.

Once you have completed a document, you should do the following 2 steps.

1. Click the "Lock" button to lock the document. 2. Click the "Complete" button to end the call.

4 Steps to Adding a Witness

1. Click the 3 dots to open the Tools menu 2. Click "Add a Witness." 3. The signer receives a prompt to fill out 4. The witness will then appear as a signer on the left sidebar. They can now be selected to hold the pen and sign.

The Text Tool - 4 things you need to know

1. Create a text box in the document 2. Can make corrections by placing letter "xxxxx" over top of text you wish to remove or correct. 3. It does not wrap to the next line. 4. Signers cannot use your text box you created, but they have their own text tool.

Notary Notes are used to provide special instructions for the notary. They are most often used to convey special instructions for the following 3 things:

1. Signing some or all of the documents in the package 2. Requests to reach out to certain contacts when a closing starts 3. Various other requests regarding the customer experience

What information will be displayed in the queue when a signer is presented?

1. The customer's name 2. The time showing how long the customer has been waiting

The Notary's Initial Tool

Applies the notary's initials

How do you apply the Quick Stamp Tool?

Place the cursor on a blank place on the document and move the elements to the places where they belong.

Use the Seal Tool to ...

Select the appropriate notarial act (your responsibility)

Can you or the signer remove penholder field tools?

You can remove them if the signer hasn't altered them. If the signer has clicked and used them, only the signer can remove, apply, or delete them.

Disclosure Tool keyboard shortcut

"0"

Notary's Commission State Tool keyboard shortcut

"1"

Notary's Current County Tool keyboard shortcut

"2"

Penholder's Printed Name Tool keyboard shortcut

"3"

Notary's Title Tool keyboard shortcut

"5"

Notary's Name Tool keyboard shortcut

"7"

Notary's Commission Number Tool keyboard shortcut

"8"

Notary's Commission Expiration keyboard shortcut

"9"

Checkmark Tool keyboard shortcut

"C"

If a notary forgets to complete a note or mark it as "read," what reminder will they see when attempting to complete the meeting?

"Hmm, looks like you're missing requirements..."

Notary's Initial Tool keyboard shortcut

"I"

Seal Tool keyboard shortcut

"N"

Pointer Tool keyboard shortcut

"P"

Signature Tool keyboard shortcut

"S"

Text Tool keyboard shortcut

"T"

N/A Tool keyboard shortcut

"Z"

Date Tool keyboard shortcut

"d" or "f"

What 8 things are applied using the Quick Stamp Tool?

1) state 2) county 3) your name 4) signature 5) commission expiration date 6) commission number 7) seal 8) disclosure

The Date Tool - 2 things

1. Add the date to the document using your time zone. 2. There are 2 formats available and you choose which format to use.

What should you do if the automated system was unable to fully validate the signer's credential?

1. Confirm the signer is the person shown on the credential. 2. Compare the Credential Analysis information to the information on the credential in the photo 3. Select "information matches" if, indeed it does. 4. Click "Complete ID Validation."

Step 2 of validating the signer's identity is Validating the Credential. Automated analysis makes a decision. What are the 2 choices?

1. Credential Validated 2. Unable to Fully Validate

What are the 4 incoming caller queues?

1. General Retail Queue 2. Business Customer Queue 3. Title Customer Queue 4. Lender Customer Queue

The N/A Tool - 2 things you need to know

1. It is used to quickly mark options as not applicable. 2. The signer has this annotation option.

What are the components of Notarize's Multi-Factor Authentication?

1. Knowledge-Based Authentication - The signer correctly answers 4 of 5 questions in 2 minutes 2. Credential Analysis - The signer uses the Notarize platform to take a photo of the front and back of a valid government issued ID. 3. Identity Verification - You must confirm the person appearing is the same as in KBA and as shown in the credential (ID) The Notarize platform verifies credential authenticity and presents it to you for validation (of ID).

Since your notary journal belongs to you, you should do the following 2 things.

1. Make a backup copy 2. Be able to take it with you when you leave Notarize

3 Steps to Adding a Loose Leaf Certificate

1. Navigate to the top of your notary dashboard and click on the document page number. 2. Click "Manage Loose Leaf Certificates." 3. Choose the appropriate Loose Leaf Certificate and then click "save."

If the photo is too blurry to read the information or identify the person shown as the person appearing before you, you may not proceed with the notarization. What should you do?

1. Select "Information Does Not Match." 2. Prompt the signer to "Retake" or "Mobile Retake."

Acknowledgement - what are you verifying? (3)

1. The signer acknowledges they signed the document. (You don't have to witness them signing it) 2. There must be an acknowledgement certificate. 3. The signer personally appeared before you.

Oath/Affirmation Process - what are you verifying? (4)

1. The signer personally appeared before you. 2. You positively identified the signer via personal knowledge, ID, or witness 3. You watched the signer sign the document during the notarization. 4. The signer verbally swears or affirms that the statements in the document are true. (You must administer and oath or affirmation).

View the photo of the signer's credential by clicking in the 3 dots next to the signer's name. Then select, "Check ID." What are the 4 steps to viewing the credential?

1. Use the tools next to the credential to rotate the image, zoom in or out, or to pop it out and view it in another window. 2. Examine the front and back of the ID and verify you can decipher the information without any help from the signer. 3. Visually inspect the ID to look for potential alterations or redactions. 4. Confirm the ID presented is acceptable identification in your state.

The notary journal is an important tool that provides a written record of the notary's official acts. It contains details of the transaction in case of the following 3 events.

1. a notarial document is lost 2. a notarial document is altered 3. if facts concerning the notarization are challenged in court

Please be aware that the Penholder's Printed Name Tool applies the name that the signer used when ___________________________________. It may be different from the signer's name on the ____________________________ or on the __________________ itself. As the notary, it is your responsibility to ensure that the signer's name is properly written and represented on the ____________________________________.

1. logging into the platform 2. notarial certificate 3. document 4. notarial certificate

Purpose of the Notary's Title Tool

Allows the notary to add their title to the documents. (Many states require this).

Purpose of the Disclosure Tool

Allows the notary to note that the notarization was performed remotely via audio video communication. (Many states require this).

The Penholder's Printed Name Tool

Applies the name the penholder typed into the platform when logging in.

The Notary's Name Tool

Applies your name as commissioned

If the notary attempts to lock and complete a document, but is missing designations, the notary will receive the following warning message: "Hmm, looks like you're missing requirements." What should the notary do for corrections?

Choose the looped arrow button to the right of the "Lock" symbol to unlock the document and make any appropriate changes. The document can then unlock and the "Lock" button can reactivate.

What option appears if the automated analysis was unable to fully validate the credential?

ID Readable - You must compare their license to the credential information on your screen before clicking this.

Where can a notary find the notes if a transaction has these associated with it?

In a sidebar on the left entitled "Notes" The notary can view notes at any time by selecting the icon in the bottom right corner to expand the notes.

The Fill In Here Tool

It is used to guide the signer to a place on the document that requires information.

What is the purpose of annotation tools? (section 1)

Makes it easier to complete signing sessions

What should a notary do once they complete what was requested in a note?

Mark it as "read" by checking the checkmark under the note.

3 Types of Electronic Notarizations

R.I.N. = Remote Ink Notarization E-Notarization (Electronic Notarization) R.O.N. = Remote Online Notarization

What county do you use for the Notary's Current County Tool?

The county you are in at the time of the notarization

Click "Notary Journal" on the notary dashboard to view your journal. You can add notes to your journal by clicking the __________________________ button under Notes.

add note

The Signature Tool

applies your official signature to the document

Date Signed Tool keyboard shortcut

ctrl d

Initial Here Tool keyboard shortcut

ctrl i

Sign Here Tool keyboard shortcut

ctrl s

Fill in Here Tool keyboard shortcut

ctrl u

When a meeting is unable to be completed, the Notary will choose the _____________________ button in the top left corner.

terminate

What button should the notary click to reject a document in a package?

the "X" button

The state may also authorize you to certify that the copy of your notary journal is a _______________________________________________________________.

true and correct copy of the record in your journal