⏱️ Upload quickly — and get it right the first time. Scanbacks should be uploaded as soon as possible after the signing, typically within 2 hours of the scheduled appointment time. Escrow and lenders often fund directly off your scans, so both speed and quality are critical. Clear, complete, accurate scans uploaded fast keep the closing on track; blurry images, missing pages, or missing signatures and initials can delay funding and jeopardize the close.
Accessing the Docs Section
Log in — Visit www.notaryeveryday.com and sign in to your account.
Select an order — From your dashboard, click the order you want to manage to open the order view.
Open the Docs page — In the top-right corner, click Docs to access the documents page for that order.
Understanding the Documents Page
The documents page has two main sections:
Documents — Shows the status of documents related to the order. If the signing service or escrow officers haven't uploaded anything yet, you'll see "No documents uploaded."
Scanbacks — Where you upload the signed documents and/or IDs after completing a signing.
Uploading Scanbacks
Aim to upload your scanbacks within about 2 hours of the scheduled signing time. Follow these steps:
Locate the upload area — In the Scanbacks section, look for the prompt "Drag and drop files here."
Upload your files — Either:
Drag and drop your scanback files into the designated area, or
Click the upload area to open a file browser and select your files.
Monitor progress — A progress indicator shows each file's status. Successfully uploaded files appear in the Scanbacks section.
Review before finalizing — Confirm every page is present, legible, and properly signed and initialed before you finalize.
Mark as complete — Once all required scanbacks are uploaded and checked, click Mark Scanbacks as Complete to notify the signing service that your submission is finalized.
⚠️ Urgent — finalize promptly. As soon as all required scanbacks are uploaded, click Mark Scanbacks as Complete. This step is critical: it notifies the signing service, and escrow is often emailed the completed scans and may begin funding based on them. Delays in marking scanbacks complete can jeopardize the certainty of closing and impact both escrow and lenders, so complete this step as quickly as possible.
Managing Uploaded Documents
After uploading, you can manage your scanbacks with these options:
Add a description — Provide context or additional details for any document.
Delete a document — If a file was uploaded in error, you can delete it. Use this sparingly, especially after marking scanbacks as complete.
Look for the relevant icons or buttons next to each document to access these options.
Important Notes
Editing vs. deleting — You can delete a document, but it's generally better to upload a corrected version and add a comment explaining the change — especially if you've already marked your scanbacks as complete.
Document availability — All uploaded scanbacks (copies of signed documents and IDs) are available to the signing service and escrow officers to review or fund from, so quality and accuracy matter at every step.
Best Practices for Managing Scanbacks
Upload fast — Submit your scanbacks as soon as possible, ideally within 2 hours of the scheduled signing, since escrow and lenders may be waiting to fund.
Prioritize quality — Scans must be clear, legible, complete, and correctly oriented. Confirm every required signature, initial, and date is present before uploading.
Name files clearly — Use descriptive file names to simplify management.
Add context — Include descriptions where helpful for each upload.
Double-check your files — Review every document carefully before marking your scanbacks as complete.
Make corrections promptly — If you must delete and re-upload a file, do so quickly and notify the signing service of the change.
Maintain confidentiality — Always handle documents securely and keep them confidential.
⚠️ Urgent — review before you finalize. Before clicking Mark Scanbacks as Complete, carefully review every uploaded scan. Common errors like missing signatures, initials, or other required markings are easy to overlook and can delay closing, jeopardizing the certainty of close for escrow and lenders. Making sure every document is complete and accurate is essential for a smooth, timely closing.
Properly managing your scanbacks — uploading quickly and ensuring high quality — is crucial to successful signings and on-time closings. If you run into any issues during upload or management, contact Notary Everyday support for assistance.