Document Preparation FAQs

What are the file size and format requirements for uploading documents?

• ​Documents must be uploaded in PDF format, ideally created directly from a digital source to ensure clarity and legibility.
• ​Each individual file must be under 30MB, and the total size for all documents in a single transaction must not exceed 500MB.
• ​Avoid uploading digital photos of documents, as high-resolution images can make text appear too small or unreadable after notarization. If you have a physical document, it's best to scan it as a PDF or resize the image before uploading.
• ​Note: To receive a valid notarization, you must upload full documents, not just the signature page.

Can my customers upload documents?

Title Pro only allows your customers to upload documents as part of an EasyLink workflow.

Can I prepare or tag the documents for my customers?

Yes. On Proof, users can prepare and tag documents before sending them for notarization by adding fillable fields (such as signature, date, or text boxes) to guide signers and notaries through the document.

Fields can be manually placed using the Document Preparation window or set up in advance with reusable templates for frequently used forms.

Does Proof support white-text tagging?

Yes. Proof supports white-text tagging, allowing organizations to embed invisible placeholders directly into documents. When the document is uploaded, the system automatically applies the appropriate fields, streamlining the preparation process.

This feature is available upon request. Please reach out to Proof Support for access.

Can I replace or merge documents after uploading them?

Yes. On Proof, businesses can replace or merge documents after uploading them as part of the transaction creation process.

Replacing documents: Users can replace documents in draft transactions or templates without deleting the original file. The platform automatically retains and reapplies all existing signer and notary fields to the new document in their original positions. This feature is particularly useful when updating a document that has already been prepared or tagged.

Merging documents: Users can combine two or more uploaded documents into a single file within draft transactions or templates. The merged document adopts the name and requirements of the first document in the list, though users can reorder or rename files as needed.

What is an EasyLink?

An EasyLink is a customizable link that businesses can use to automatically route customers into a transaction on the Proof platform. EasyLinks are ideal for high-volume or repeat workflows where the documents and process are consistent.

Instead of sending transactions one by one, businesses can share a reusable EasyLink that lets recipients start the process themselves. There are three types of EasyLinks:

• ​Signer Upload: The signer uploads their own documents for signature or notarization.
  • ​Use case example: A law firm allowing clients to upload and notarize custom legal documents.
• ​Identify: The signer completes an identity verification without submitting documents.
  • ​Use case example: A real estate company verifying the identity of a signer before initiating a wire transfer or loan application.

Once a transaction is completed through an EasyLink, documents and supporting artifacts like audit trails and identity reports are available under the My Closings tab.

How do I create, share, or manage an EasyLink?

Title agencies can share EasyLinks as a link, button, QR code, or co-branded PDF (for in-person identity verification).

You can create, edit, or deactivate EasyLinks by visiting the EasyLinks tab under Tools.

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Incident Priority and Resolution

Priority Levels and Conditions

• ​Level 1: Critical Business Impact. The incident seriously affects the functionality of the services (or component thereof) and cannot be circumvented such that most of the significant functionality of the services (or component thereof) is available.
• ​Level 2: Significant Business Impact. The incident partially affects the functionality of the services (or component thereof), but can be circumvented so that most of the significant functionality of the services (or component thereof) is available.
• ​Level 3: Minimal Business Impact. The incident can be circumvented such that the services (or component thereof) can be used with only slight inconvenience. The problem can be considered insignificant and has no significant effect on the usability of the services (or component thereof).

Conditions for Closure of Help-Desk Ticket

• ​Level 1: The incident is considered resolved and closed when an incident resolution has been fully implemented.
• ​Level 2: The incident is considered resolved and closed when an incident resolution has been fully implemented.
• ​Level 3: The incident is considered resolved and closed when one of the following occurs: (i) an incident resolution has been fully implemented, or (ii) 10 business days have elapsed since Proof’s communication of the information that Proof reasonably believes will resolve the incident (communicated by email to subscriber’s designated contact for such incident), and subscriber has not responded to Proof. The incident can be reopened later if it has not been resolved.

On-Demand Notary Availability Downtime (per calendar month)

• ​Up to 240 minutes: No On-Demand Notary Downtime Credit
• ​241-360 minutes: 1%
• ​361-480 minutes: 3%
• ​481-600 minutes: 5%
• ​601 minutes or greater: 7%

Platform Availability Percentage (per calendar month)

• ​99.9% or higher: No Platform Downtime Credit
• ​97% - 99.9%: 1%
• ​95% - 97%: 3%
• ​93% - 95%: 5%
• ​Below 93%: 7%

Incident Priority Response Times