On the first run of Notary Manager you will need to enter your company's information (This only needs to be done once on each computer). If installing on more than one system the company name MUST match on all computers. (You can always verify spelling on the original computer Notary Manager was installed on by going to "Maint" then "Options" in Notary Manager. You will see your company name at the top). Some important points to take note of:
Notary Manager is a 2 part system that consists of both the software you are downloading as well as your own personal website portal for your clients and notarys to login, view and update orders, as well as upload/download documents securely.
Make sure you use a valid email address, your new website link will be emailed to you within an hour of first installing the software (you can then login as one of your clients or one of your notarys using their username/password. You can locate this in Notary Manager under "Maint" then "Customer" or "Notary".)
It will take a few minutes to build your database the first time you install and run Notary Manager. Time depends on your connection but usually takes 2-4 minutes. Once you database is built you will get the login screen. You can now login using the username and password you created in the first screen. Should you have ANY issues installing Notary Manager please email us Using this link and we will be happy to assist via Go To Meeting.
Notary Manager™ is a trademarked, copyright protected software digitally signed by JNJ Software, LLC with Veri-Sign code signing certificate, however some third party anti-virus programs may prevent Notary Manager from checking for updates properly or allowing Crystal Reports to install (This is needed for your confirmation letters). It is suggested that you disable/ pause any anti_virus software (Except Windows Defender) when installing the software. After installing you can add Notary Manager to your Anti-Virus safe list. Should you have ANY issues installing Notary Manager please email us Using this link and we will be happy to assist via Go To Meeting.
Once downloaded, navigate to where you saved the install file and double click to open it. (In some browsers you may choose to "Run" directly from the download link). Follow the on screen prompts to install Notary Manager and SAP Crystal Reports.
1. Depending on your version of Windows, you will likely get a security popup, click on “More Info” on the left side then….
2. Click on “Run anyway”
3. You will see 2 of these EULA’s, one for Notary Manager and one for Crystal Reports, click Accept, then a text file will open (So you can save the EULA if desired), close the text file to continue.
4. If you get this security warning, click install.
5. At last! You should now see the app installing. You should see SAP Crystal Reports, then Notary Manager install, IF you DO NOT see SAP Crystal Reports install then you have an anit-virus program that is blocking it. You will need to cancel, uninstall (through control panel) and reinstall after you have paused your anit-virus.
6. If you got this security warning earlier, you will likely see it again, go ahead and click install
7. Notary Manager will now install, create a desktop shortcut and open
The main screen shows todays orders by default. There are 4 tabs to allow you to quickly switch views. The "custom" tab has a "date to" and "date from" so you can choose a range of dates to view orders.
A count of new orders are shown at the top in red. This updates automatically
The data is set to automatically refresh anytime a change is made to an order, customer, or notary and also every 3 minutes. The data is refreshed in the background and a green status bar in the top will show whenever the data is being refreshed. The ONLY time you should need to click the refresh button is when using the search boxes or changing dates in the custom tab. Clicking refresh multiple times when not needed will only slow down the refresh.
When sorting using the "customer", "assigned to" or "status" checkboxes, the grid will refresh automatically as you make your choices.
To send emailed confirmation letters, highlight the order then click on the appropriate button below the grid. (See more in the "How To's" Menu)
Double clicking on an order will open up the "order edit" screen. (See more in the "How To's" Menu)
You can reorder and resize the fields as you like, to save go to the menu at the top and click "view" then "save dataview". The 4 grids are independent of one another so you can save different views in each tab the same way.
After clicking the "Assign Notary" button in the order edit screen a new window opens with notaries within the area of the signing (within 20 miles initially).
Here is where you can choose a Notary by highlighting the Notary then clicking the "OK" button. As you scroll/highlight each notary the information boxes on the right will show you info for that particular Notary. The following features are available in this screen:
Highlight the order you want to send the email and confirmation to, then select the appropriate button. (N = Notary Confirm, C = Customer Confirm, Cx = Cancelled, Co = Completion / Invoice)
The email screen will open and will auto populate most info needed (email addresses, etc.). The following features are available in this screen:
You can (and should) add your company's logo and name/address to your confirmation letters.
To do this go to "maint" then "options" in the top menu of the main screen.
Order docs can be accessed in multiple places throughout Notary Manager, On the main screen, highlight the order then in the top menu click on "Orders" then "Documents"
When editing or adding an order there is also a "Documents" button on each one of these screens.
From the main screens top menu, go to "Maint", then "Users".
Finance screens can be accessed in the main screen of Notary Manager, On the main screen, in the top menu click on "Finance" then choose the window you would like to open (i.e. Receivables, Payables, Sent Checks, Received Checks, Print Checks).
On the main screen, in the top menu click on "Finance" then choose "Sent Checks".
On the main screen, in the top menu click on "Finance" then choose "Print Checks".
If you have a check printer you can print checks directly from Notary Manager if needed.
On the main screen, in the top menu click on "Finance" then choose Receivables.
On the main screen, in the top menu click on "Finance" then choose Payables.