Using WinTOTAL and TOTAL Connect with off-site appraisers

This document provides the recommended workflow when using WinTOTAL and TOTAL Connect with off-site appraisers.

Document 5040  ¦  Last updated:  08/30/2013 MJY

The key to transmitting a WinTOTAL file using TOTAL Connect Pro plugins is to ensure that the report is created on the same system that you intend to deliver it with.  Since the most common scenario for this is a supervisory appraiser signing off and performing delivery for an off‑site trainee, we refer to the two systems as “supervisor” and “trainee” systems.  But, the two appraisers involved could just as easily be one appraiser sub​-​contracting work to another.

Instead of e‑mail, you can also use a shared Vault account to transmit the file — as many multi‑appraiser shops do.

Click a panel below to view the recommended workflow for each step of the process:

Sending from Supervisor to Trainee

  1. As the supervisor, you receive the order — typically one of three ways:
    • If the order is received through TOTAL Connect, your next step is to export the order.  Click here for instructions on exporting orders from TOTAL Connect to WinTOTAL.
    • If you receive an ORD file attached to an e‑mail, double-click the attachment to open it as a new report in WinTOTAL.
    • If you don't receive your orders using either of the above methods, simply begin a new report in WinTOTAL.
  2. Once you've opened your order or created a new report, you simply need to add any additional information and save it.  It can contain just the essential information, such as what was provided in the original order, or it can be a partially completed/merged report — giving a trainee a head start on the report structure or pre-filled neighborhood comments.
  3. When you're ready to send the report to your trainee or associate, click Share Report on the upper left and choose WinTOTAL Report via e‑mail.
  4. In the window that appears, be sure that the To: field displays the trainee appraiser's name or e‑mail address, and click Finish.
  5. Your default e‑mail application now appears to help you send the message.  Edit the subject and body of your message as needed, and click Send to deliver the file to your trainee.
    A locally installed e‑mail program (like Outlook, Thunderbird, or Windows Mail) must be installed and configured with your e‑mail address before using this delivery method.  Click here for instructions on configuring your e‑mail program with your CertMail account.  If you use something other than CertMail for your e‑mail, you must contact your e‑mail provider or a local computer technician for assistance with getting this set up. Or, click here for help sending reports using a third-party webmail (online e‑mail) account.

Working on the File as a Trainee

  1. Once the file is sent, on the trainee's end, retrieve the e‑mail from your inbox and open the attached report — displayed as a .ZAP file attachment.
  2. In the Select WinTOTAL folder window, select the folder where you want to save the report, make sure Open report is checked on the lower left, and click OK.

  3. As a trainee, work up the file as usual.  If given just sparse information, you can merge an existing template you've created to avoid re-typing information or manually adding forms.  (See the SmartMerge Forms & Data section of the WinTOTAL User Guide.)
  4. When you're finished and ready to send it back, click Share Report on the upper left and select WinTOTAL Report via e‑mail.  Then, make sure that the correct recipient is selected or entered in the To: field — in this case, it needs to be the supervisor’s e‑mail.
  5. Click Finish and send the file on its way using your default e‑mail program.
    A locally installed e‑mail program (like Outlook, Thunderbird, or Windows Mail) must be installed and configured with your e‑mail address before using this delivery method.  Click here for instructions on configuring your e‑mail program with your CertMail account.  If you use something other than CertMail for your e‑mail, you must contact your e‑mail provider or a local computer technician for assistance with getting this set up. Or, click here for help sending reports using a third-party webmail (online e‑mail) account.

Receiving the Finished Report as a Supervisor

  1. On the supervisor’s end, retrieve the e‑mail message from your default e‑mail program.  Once it comes in, double-click the attachment.
  2. Because the report was started on this machine, a message appears indicating that the report already exists.  Check the Open Report box and then click New to create a new, secondary copy, or highlight both reports and click Replace to overwrite the original with the newer version.

  3. From here, edit the report as necessary.  When it’s time to send, click Deliver to Client on the upper left, and follow the usual delivery process.

That’s it!  Once again, the main thing to note is we created the report on the system that is sending the final product using the TOTAL Connect Pro plugins.

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