Assets

Assets are various pieces of content that you can use in templates, like your office or team logo, esig or email attachments. Assets are used by adding their respective merge variable in other assets or content templates like emails. Merge variables are defined by any bracketed text like “{Team:Loan Officer eSignature}” and will automatically populate the corresponding asset they’re associated with -such as in the example above, the loan officer’s email signture. Anything that is static and critical to a company, team or Loan Officer should be considered for asset usage. That way if information changes, it only has a singular location that needs to be updated.

An instance where assets can be crucial -Say your company updates their logo, which was also an asset in your Whiteboard account. This asset could be used in 100’s of templates. Instead of having to update each template individually, updating the asset itself effectively updates every template or location the asset was ever used.

There are 4 primary levels for assets.

Office: Office level assets typically represent the company or corporate entity.

Team: Team level assets represent the Loan Officer and/or team.

Global: Global level assets are derived from My Account, Office and Team setting’s views.

Forms: Form level assets represent the form’s fields across all for types of Client, Partner and Mortgage).

Accordingly, there are technically 4 different types of Office and Team assets:

Content Assets: Primarily consist of text, but can incorporate other merge variables to populate images

Image Assets: Are used when graphics are needed and are not just limited to logos and head shot portraits
(Supported image types: *.png | *.jpg | *.jpeg | *.gif)

Attachment Assets: Only used when email attachments are required
(Support attachment types: *.png | *.jpg | *.jpeg | *.gif | *.pdf)

Missing Assets: These are assets that have been deleted, but are still called upon by existing templates. It’s highly recommended to

Content assets could represent a Loan Officer’s eSignature, NMLS ID, Branch locations, motto or email disclaimer, etc. Content assets should be considered text based assets only.

Image assets could resent a team picture, logo or Loan Officer’s headshot/portrait. Attachments are used only on email related actions in Whiteboard.

Attachments assets could be marketing flyers, a rate sheet or a general needs list. Any asset that is deleted, but still tied to a template or other area of Whiteboard will go into the Missing Assets view (team assets only). Your only options are to recreate the asset with the same name, or you may re-assign the deleted asset with an active asset. Please do so with caution and great care -as this process cannot be reversed.

Key Points:

Be wary of typing in static information to a template. If the information you are using in templates has the chance of changing (like company contact information), either use an asset or create a new asset for it instead.

Think outside the box with assets. Don’t be limited to only what you see. Examples:

Our provided sample eSignature is single asset built from several different assets from various asset levels.
Content assets can be hyperlinked to 3rd party sources like an online loan application or hosted web video.
Content assets can be loaded with

Attachments are great to have as assets -but if it’s important enough to you that the client sees it immediately upon opening an email, consider uploading image version of it instead. Your image can now be used in a template to represent the body of your email and prevents the recipient from having to download the attachment for review.

Whiteboard only allows one email attachment per email action. If you are wanting to send multiple PDFs -you will need to merge your desired PDFs into one before uploading as an asset.

Assets

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