Overview
This article explains how to configure key order and document settings in Appraisal Scope®, including File # and Invoice # naming, Document Upload options, and Predefined Messages. It helps admins standardize labels, templates, and system documents so teams can create, track, and communicate on orders consistently.
Order File Number Configuration and Tracking
The File # page gives AMCs a place to establish a nomenclature for order file numbers.
To establish a nomenclature for order file numbers, an admin user will enter an identifier in the Label text box, select Prefix or Postfix to denote whether this identifier will appear before or after the file number, enter the number that this nomenclature will begin with in the Start At text box, and then click Save.
After a nomenclature has been established, it will be visible under the column headers at the bottom of the File # page. Each new nomenclature that is established will be added to this list, which will provide a historic record of each nomenclature created. The value in the Next Value column will increase as orders are placed, and so this value at any given time will reflect the number of orders placed since the creation of a given nomenclature.
Order File Number Configuration and Tracking
The Invoice # page gives AMCs a place to establish a nomenclature for invoice numbers.
To establish a nomenclature for invoice numbers, a user will enter an identifier in the Invoice Label text field, select Prefix or Postfix to denote whether this identifier will appear before or after the invoice number, enter the number that this nomenclature will begin with in the Start At text field, and then click Save.
After a nomenclature has been established, it will be visible under the column headers at the bottom of the Invoice # page. Each new nomenclature that is established will be added to this list, which will provide a historic record of each nomenclature created. The value in the Next Value column will increase as invoices are generated, and so this value at any given time will reflect the number of invoices generated since the creation of a given nomenclature.
Document Upload
The Document Upload page is where an admin user will create labels to describe additional documents uploaded to an order, upload documents to be kept as system documents, and create templates. Users will also be able to edit or delete the elements accessible from this page.
Uploading system documents
To upload a new system document, an admin user will click Select File in the upper left-hand side of the Document Upload page and choose a file to upload from the file directory. Files uploaded in this manner will be listed under the System Documents section on the right side of the Document Upload page. These files will remain accessible there and will be removable at any time by clicking the Delete icon associated with the relevant file entry.
Creating new templates
To create a new template, an admin user will first click Create Document and enter the name of the new template in the Document Template Name text field. The user can select a tag if they wish from the Insert Tag drop-down list, which will draw text into their template from any of a variety of system locations, and then they can create the style and wording of the new template using the text editor box. To save the template in the system, the user will need to click Save. Templates created this way will remain accessible under the Templates section on the right side of the Document Upload page and will be editable or removable at any time by clicking the Edit or Delete icon.
Note: Tags represent data points drawn from an order or from the platform itself—for example, AMC company information.
Templates created here can be used for two different purposes. First, these templates can be created with information that’s intended to appear in a completed appraisal form (see the Client – Order Completion section for details regarding this template configuration). Templates created here can also be used to generate documents that will be attached to completed appraisal notification emails (see the Creating an Additional Document section).
Adding an additional document type
The Additional Document Type list, located at the top right-hand side of the page, holds document type options that can be selected by users when uploading additional documents to an order (see the Creating an Additional Document section for more details). Several document labels come preloaded in the Appraisal Scope platform. To make a document type label available for a vendor user to choose when uploading additional documents to an order, an admin user will select the Display To Admin, Display To Client, and/or Display To Appraiser check boxes associated with the document label entry in the Additional Document Type list. To exclude a document type label from the options available to all users, the user will leave all of these check boxes clear.
An admin user can add a new document type label by clicking Add New, to the right and just above the Additional Document Type header row. The user will then enter in the Document Label text field the label to be added, choose who will see it in the Document Type drop-down list on the New Appraisal order form by selecting the appropriate check boxes, and click Save. Document labels created this way will remain accessible under the Additional Document Type section on the right side of the Document Upload page and will be editable or removable at any time by clicking the Edit or Delete icon.
System Templates
The System Templates list, located at the bottom of the Document Upload page, displays the templates that are available by default in Appraisal Scope. These templates can be edited by clicking the Edit icon associated with the template to be edited.
Note: Appraisal Scope maintains a log of changes made from the Document Upload page. To see the log, a user will click the log icon, located in the top right-hand corner of the page.
Predefined Messages
The Predefined Messages page is where admin users can create and edit messages that will be accessible from the Email Office page associated with an order record. The predefined messages created here will populate the Select Predefined Message(s) drop-down list available when a user clicks Send a message from the Email Office page (see the Email Office section for more details).
Predefined messages can be created in any of three categories: General Message, Revision Message, or RCR Message. These categories correspond to the options in the Message type drop-down list.
To add a predefined message, a user will enter the message title in the Title text field, select the message category from the Message type drop-down list, and type the message out in the Message text box. The user can clear these fields before saving the message by clicking Reset, or save the message by clicking Add Notification.
A predefined message created here will be listed in the Predefined Message list that corresponds to its category. The General Messages list appears at the top right-hand side of the page, and admin users will have the ability to edit or delete the messages listed here by clicking the Edit or Delete icon associated with the relevant entry.
The Revision Message list will appear just beneath the General Messages list. Users will have the option to edit or delete messages that appear here as well, but they also have the option to configure how these messages display. A user will select the check box in the Display To Client field associated with the relevant message to have the message appear on a client user’s platform-version. If an admin user wants a message to display only to another staff user, then they will select the check box in the Display To Admin field associated with the pertinent message.
The RCR Messages list will appear beneath the General Messages list. Users will once again have the option to edit or delete messages that appear here. These messages pertain to vendors carrying out a RealCondition Report (RCR). They allow an AMC staff user to communicate directly with an RCR vendor from their platform-version.
Note: Where predefined messages appear as options in drop-down lists, they are listed by their title.
Outcome
When you finish these steps, your environment will be set up with consistent numbering conventions, document labels/templates, and reusable message templates. This reduces manual rework, improves order documentation, and helps ensure users can upload and share the right information at the right time.