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Actions

Contents

Overview

Actions are an integral part of Resware.  Each action is a necessary step in the process of a file.  Actions are contained in action groups and action groups are used to make up action lists. Action lists are assigned to products to drive the flow of files.  

The total concept of actions and how they work together is most easily understood as a hierarchy, working from the inside out.

  • Transaction Types (e.g. Purchase, Refinance, Search Only)
    • Product Types (e.g. with Lender, Cash, 2ndMortgage)
      • Action List (e.g. Purchase, Refinance, Title Only)
        • Action Groups (e.g. Order Entry, Search, Exam, Processing, etc.)
          • Global Actions (e.g. Review Order, Perform Search)
            • Coordinator Types (defines how users are assigned to a file; coordinators can be identical to teams or team groups)
            • Email Templates (when an action is started or completed, the associated email is sent)
            • Note Templates (when a user is attaching a note to an action, provide templates from which to choose)
          • Affects (when an action starts or completes, start or complete another action)
          • Triggers (when something happens on the file, start an action)

Adding Teams and Team Groups

Admin/Teams/Teams/Add

  • Enter a Team Name.
  • If website users should not be able to send notes and/or documents to this team, check Don’t Allow Website User To Send Notes To and/or Don’t Allow Website User To Send Documents To.
  • Enter an Order Number to change the order in which the team’s actions are displayed on the website.
  • Select a Notification Coordinator Type, if desired.  This coordinator overrides who will receive notifications when a note or document is attached to a file by a website user.
  • If an Email Address is entered, the address will show in the Send Information panel and can be selected as the Reply To option on an email being sent.
  • If an Email Signature is entered, this signature will be attached to an email being sent if the sending email address selected is the team’s email address.
  • Click Save.

  • Repeat for all teams that need to be created.

Admin/Teams/Team Groups/Add 

Team groups are used to group teams together that have the same roles but are responsible for different geographical areas or different partners. When an action list is assigned to a file, the proper team is selected from the team group based on the parameters entered.

  • Enter a Name.
  • Select Teams that make up the team group by clicking the Add button.
  • To set teams by state:
    • Highlight a team, select a state from the State dropdown menu, and check the Enabled box for the counties for which the highlighted team will be responsible.
  • To set teams by partner:
    • Highlight a team and select a partner for which the team will be responsible by using the Search function in the Base On Partner area.
  • Click Save.

  • Repeat for all team groups that need to be created.

Adding Coordinators

Admin/Action Lists/Coordinator Types/Add

Coordinators are used to assign actions to teams or team groups.  A coordinator type is assigned to each action.

  • Enter a Name.
  • The Display Name, which is displayed on the file, will default to matching the value in the Name field.   If the Name and Display Name should be different, enter a Display Name.
  • If there is more than one office in the system, select the appropriate Office for the coordinator.
  • Select a Default Team/User.  This is the default team or team group that will be assigned as the responsible party on the file for the coordinator’s actions.
  • Enter an Incoming Email Assignment, if desired.  The email address in the incoming email assignment field will be monitored and all unassigned actions will be created if the email plugin is in use and the specified email address receives an email without a valid Resware file number.
  • Click Save.

Adding an Email Template

Admin/Action Lists/Email Templates/New

  • Enter a Template Name.
  • Select a Send Action.
    • No email sent
      • This option is often used when administrators want to automatically create and attach a document to a file, but do not want to send the document to anyone.
    • Ask user if they want to send
    • Automatically send (no user interaction)
    • Ask, then display send panel
    • Don’t ask, but display send panel
  • Enter an Email Subject, if desired.  The subject will automatically populate when the email is sent.
  • Enter text in the Email Body, if desired.  The body of the email will automatically populate with the entered text.
  • Choose a Reply To selection.
  • Choose a partner in the Send To area by clicking the Select button and checking the Select box for the desired partner(s).
  • Use the Partner Specific options to restrict the usage for this email template.  This is useful if certain emails should only be sent when specific partners are on the file.
  • Use the Attach by Template and/or Attach by Document Type options to Select Templates and/or Select Doc Types, respectively, which should be attached to the email.
    • Attach Most Recently Created Document Only will cause only the most recently created document of the selected type(s) to be attached to the file.  If this box is not checked, all the documents of the selected type(s) will be attached.
    • Do Not Repopulate will send the document as it was the last time it was generated, instead of refreshing merge field data before sending.
    • Auto Print Word Templates is only available when No email sent is selected.   If this is selected, the document(s) will be automatically printed to the user’s default printer.
    • Use Combine and Send as PDF those Documents with Ordering Weight Set to merge multiple documents into a single PDF and determine the order in which they appear.
      • The value in the PDF Name will be used as the name of the combined PDF.
      • The selected document type in the PDF Type field will be used as the type of the combined PDF.
      • If Password Protect is selected, the combined document will not be able to be opened by the recipient without a password.  The password will be sent to the recipient based on the settings in Admin/General Setup/Resware Options/Protected Document Email Template.
    • Transmit via XML will cause the document(s) to also be sent by XML if the receiving partner has Resware to Resware capabilities enabled.

To use an email template to generate documents, utilize the Document Generation tab.

  • Select documents to generate by checking the box next to the name of the document.

Adding a Note Template

Note templates are used to prompt users to enter requested information at specific points in the file, when actions are started or completed.  Users can be prompted to select one of the templated notes or can be allowed to free type this information and it will associated with the action and be added as a note to the Notes tab to the file.

Admin/Action Lists/Note Templates/Add

  • Enter a Subject for the note.
  • Enter information to populate the Body of the note.
  • Click Save.

Adding a Global Action

Admin/Action Lists/Global Actions/New

  • Enter an Action Name.
  • If the name displayed to the user should be different than the value in the Action Name field, enter a Display Name.
  • Enter a Description, if desired.  Information in this field will be displayed to the user if (s)he hovers over the action on a file.  A description is useful for elaborating on what should be done in order to complete the action.
  • The Enabled box will be checked by default, which means the action can be used in action groups and on files.
  • Check Internal Only to prevent the action from being displayed on the website.
  • Check Hidden to hide the action on the user’s home page and on the website.  Hidden actions will not appear on the file unless the user has the View Hidden box checked.  Hidden actions are useful when the action’s sole purpose is automation, such as actions that are auto-started and auto-completed because they only send out emails or an action that is on the file for the sole purpose of having a notification appear when a user opens a file.
  • Check Show on Homepage even if status is Cancelled/Closed/Fall Thru/Hold if the action should appear on a team’s/user’s action list, regardless of the file status.  Typically, actions from files whose status is cancelled, closed, fall thru, or hold are not displayed in the action list(s) on the homepage.
  • If certain documents should be on a file before the action is started and/or completed, use the Add button in the Starting Requires Documents and/or Completing Requires Documents sections and select the appropriate document(s).
  • If an email template should be used on the start and/or the complete of the action, select Add in the Starting Email Templates and/or Completing Email Templates sections and select the appropriate email template(s).
  • If a note should be required on the start or complete of the action, check the appropriate Require Note On box and enter a Prompt to User.  To provide note templates to users, click Add in the Note Templates area and create a template.
  • To display a popup on the file related to this action, select when the note should be displayed by checking the box next to If action is started but not completed, If action is completed but not started, or If action is either started or completed and enter the note text in the box below the selection.  Popups will be displayed on the General tab when a file is opened.  If the note should be displayed on a different tab, select the Selected Tabs option, click Add, and select the tab(s) where the note should display.

Creating an Action Group

Admin/Action Lists/Action Groups/New

  • Enter an Action Group Name.
  • If the action group should only be used when certain partners are on the file, select Selected in the Partner Specific area and click Add to select the partner(s).  If the action group should not be used when certain partners are on the file, select All Except in the Partner Specific area and click Add to select the partner(s).
  • If the action group should only be used in specific states and counties, select the Selected radio button in the Add if Property Located in section and select the states and counties where the group should be used.
  • If users should only be allowed to add this action group to files in specific offices, select the Selected option in the User Can Add this Action Group to Files in Offices section and click Add to add the offices in which the group can be added.

Admin/Action Lists/Action Groups/Edit Actions

  • Click Add Action.

  • Select a Coordinator or Partner Type as the Responsible Party in both the Start Task and Complete Task areas.
    • Coordinators as responsible parties point the action to team groups and teams.
    • Partner types as responsible parties point the action to partners.
  • An action should be marked as Dynamic if it should not be on the file when the action group is added and should only be added to the file if something else causes it to be added, such as a trigger or another action.
  • An action should be marked as Keep Alive if it should stay live on the file if multiple instances of it are added to the same file.  This is not typical.
  • If the start or complete of an action should be due at a specific point in the file’s lifetime, set the Initial Due Date Offset in the Start Task and/or Complete Task section(s).
    • Due dates can be set based on:
      • When action is added to file
      • Estimated settlement date
      • Started Date of… [another action]
      • Completed Date of… [another action]
  • If the action should not be started and/or completed until another action is started or completed, click Add in either the Start Depends on Action section or Complete Depends on Action section.
    • This will prevent the action from being started or completed if the selected action start and/or complete contingencies aren’t met.
  • If the action should be partner specific, select the appropriate option in the Partner Specific section.
    • All is the default selection and means the action will be used regardless of the partner(s) on the file.
    • Selected means that the action will only be added to files when the selected partner and partner type is on the file.
    • All Except means that the action will not be added to files when the selected partner and partner type are on the file.
  • If the action should be geographically based, select the location in the Add if Property Located in section.
    • All is the default and means the action will be used regardless of where the file’s property is located.
    • Selected allows for a state and counties to be selected.   If this is used, the action will only be added when the file’s property is in one of the selected counties.

To add an “affect” on an action, highlight the action and click Edit Affects.

  • Affects move the file through the process and can be used to start or complete other actions, set due dates on other actions, create actions, send XML, and add documents, fees, or partners based on an action being started or completed.
    • When an action is highlighted in the Edit Action Group Actions panel, the Selected Action is Affected By section at the bottom of the screen will display which actions are affecting the selected action.  This information can be used to determine what is causing the selected action to be started, completed, created, or have due dates set.

 

  • If the affect should be executed on the start of the selected action, click Add in the Start Task Marked Done Affects section.
    • The most common use of start affects is to set due dates for the completion of the selected action.
  • If the affect should be executed on the complete of the selected action, click Add in the Complete Task Marked Done Affects section.
    • The most common use of complete affects is to create and/or start other actions to move the file through the flow of the action list.

The affect options are as follows and can be used singularly or in tandem with each other:

  • 1 – Marking Done Creates Action
    • This affect will cause an action from an action group to be created and added to the file when the affect is executed.  If this is the desired behavior, select the Group and Action that should be created.
    • If this option is used, it is common to use option 3 in tandem, so the added action is also started.
  • 2 – Marking Done Creates Group
    • This affect will cause an entire action group to be created and added to the file when the affect is executed.  If this is the desired behavior, select the Group that should be created and the Create Type that should be used.
      • The Create Type will default to Always Create.   The options are:
        • Always Create: The option will always create the group, regardless of whether or not it’s already on the file.
        • Ask before creating if live group is already on file (Default to Create): This option will provide a question to the user about whether or not to create the group if the group is already on the file and live.   If there isn’t a user in the file to answer to question or the affect is being fired from the website, the default is to create the group.
        • Ask before creating if live group is already on file (Default to Don’t Create):  This option will provide a question to the user about whether or not to create the group if the group is already on the file and live.  If there isn’t a user in the file to answer the question or the affect is being fired from the website, the default is to not create the group.
        • Don’t create if live group is already on file: This option will cause the group to not be created if it already exists and is live on the file.
  • 3 – Marking Done Affects Action
    • This affect will cause the selected action to be affected.   If this is the desired behavior, select the Group and Action that should be affected and the Task that should be performed.
      • The Task selections are:
        • Start, Mark Done – this will cause the selected action to be started when the affect is executed.
        • Complete, Mark Done – this will cause the selected action to be completed when the affect is executed.
        • Start, Due Date Offset – this will cause the selected action to have its due date set when the affect is executed.   Due dates can be set based on when the affect is executed or the estimated settlement date set on the General tab of the file
        • Complete, Due Date Offset – this will cause the selected action to have its due date set when the affect is executed.
        • Override an Existing Due Date – if a due date is already set on the action that’s being affected, selecting this option will cause the due date to be overridden with the new due date.
        • Clear an Existing Due Date – if a due date is already set on the action that’s being affected, selecting this option will cause the due date on that action to be cleared.
  • 4 – Marking Done
    • This affect will cause a value to be set on a file.  This affect can be used to change a file’s status, trigger an action on a piggyback file, lock or unlock the settlement statement, or add or remove a partner.
  • 5 – Marking Done Sends XML
    • This affect will cause an XML to be sent when the affect is fired.  If this is the desired behavior, select the XML and Send To options that should be utilized.  All available partner types can be set to receive the selected XML by selecting “All” in the Send To dropdown.
  • 6 – Marking Done Creates Recording Document
    • This affect will cause a recording document to be created and added to the file.  If this is the desired affect, select the recording document that should be created when the affect is executed.
  • 7 – Marking Done Creates Curative
    • This affect will cause a curative item to be created and added to the file.  If this is the desired affect, select the pre-closing or policy curative that should be created when the affect is executed.
      • If the curative shouldn’t be created if it’s already on the file, check the Only if Doesn’t Already Exist option.
  • 8 – Marking Done Marks Curative Internally Cleared
    • This affect will cause a curative item to be marked as being internally cleared when the affect is executed.  If this is the desired affect, select the pre-closing or policy curative that should be created when the affect is executed.
  • 9 – Marking Done Adds Non-Settlement Ledger Fees
    • This affect will cause all partners on the file of the specified partner type to have their fees for the specified ledger type added to the file.  If this is the desired affect, select the ledger type and partner type that should have fees added when the affect is executed from the dropdown menus.
      • NOTE: This affect only works if the office option Accounting: Ledger Fees: Populate Non-Settlement Ledger Fees When Partner Added to File is disabled.

Admin/Action Lists/Action Groups/Edit Triggers

Triggers allow external things, such as adding documents, changing statues, dates on the General tab, etc., to affect actions in Resware and move the file through its processes.  They can be used to start or complete actions, set due dates on actions, create actions, change the file’s status, lock or unlock the settlement tabs, trigger actions on a piggyback file, or remove and add partners.

  • To add triggers to an action group, highlight the group that should have the trigger, click Edit Trigger, and click Add.

  • Select the desired External Trigger from the dropdown.  A full list of the triggers and what they do can be found by clicking the Help button on the Add External Trigger Affect panel.

When the select trigger is executed, it can do the following things singularly or in tandem with each other.

  • 1 – Marking Done Creates Action
    • This affect will cause an action from an action group to be created and added to the file when the affect is executed.  If this is the desired behavior, select the Group and Action that should be created.
    • If this option is used, it is common to use option 3 in tandem, so the added action is also started.
  • 2 – Marking Done Creates Group
    • This affect will cause an entire action group to be created and added to the file when the affect is executed.  If this is the desired behavior, select the Group that should be created and the Create Type that should be used.
      • The Create Type will default to Always Create.   The options are:
        • Always Create: The option will always create the group, regardless of whether or not it’s already on the file.
        • Ask before creating if live group is already on file (Default to Create): This option will provide a question to the user about whether or not to create the group if the group is already on the file and live.   If there isn’t a user in the file to answer the question or the affect is being fired from the website, the default is to create the group.
        • Ask before creating if live group is already on file (Default to Don’t Create):  This option will provide a question to the user about whether or not to create the group if the group is already on the file and live.  If there isn’t a user in the file to answer the question or the affect is being fired from the website, the default is to not create the group.
        • Don’t create if live group is already on file: This option will cause the group to not be created if it already exists and is live on the file.
  • 3 – Marking Done Affects Action
    • This affect will cause the selected action to be affected.   If this is the desired behavior, select the Group and Action that should be affected and the Task that should be performed.
      • The Task selections are:
        • Start, Mark Done – this will cause the selected action to be started when the affect is executed.
        • Complete, Mark Done – this will cause the selected action to be completed when the affect is executed.
        • Start, Due Date Offset – this will cause the selected action to have its due date set when the affect is executed.   Due dates can be set based on when the affect is executed or the estimated settlement date set on the General tab of the file.
        • Complete, Due Date Offset – this will cause the selected action to have its due date set when the affect is executed.
        • Override an Existing Due Date – if a due date is already set on the action that’s being affected, selecting this option will cause the due date to be overridden with the new due date.
        • Clear an Existing Due Date – if a due date is already set on the action that’s being affected, selecting this option will cause the due date on that action to be cleared.
  • 4 – Marking Done
    • This affect will cause a value to be set on a file.  This affect can be used to change a file’s status, trigger an action on a piggyback file, lock or unlock the settlement statement, or add or remove a partner.

Creating an Action List

Admin/Action Lists/Action Lists/New

  • Enter an Action List Name.
  • To override the coordinator type that should receive notifications when a note or document is attached to a file on the website that uses this action list, select that coordinator in the Notification Coordinator Type dropdown menu.
  • If use of this action list should only be used within a specific range of loan amounts, enter that range in the Min and Max fields in the Restrict to Loan Amount area.
  • To see the course of the action list, click View Flow.  This is useful for seeing actions, triggers, and affects for the entire action list all in one place.
  • Website options:
    • If the client can create a policy on the website, click Client may Create Policy.
      • NOTE:   There may be additional costs and licensing features that must be enabled for this to work.
      • If the client is the only partner that should be able to create the policy one files using this action list, click Only Client can Create Policy.  This option is only enabled if Client may Create Policy is selected.
        • If a policy should only be able to be issued by the client on the website for files using this action list and this should only be allowed if the file’s status is set to Clear for Policy, select And only if File is “Clear for Policy.”  This option is only enabled if Client can Create Policy and Only Client can Create Policy are both enabled.
    • If the client is the only partner type that should be able to create a commitment on the website, select Only Client can Create Commitment.  Typically both the Commitment Preparation and Searcher partners can create commitments, depending on their user rights.
      • If this option is selected, the Commitment Preparation partner can enter and edit commitment information, but cannot generate a commitment.
      • Note that there may be additional costs to use this feature.
    • If website users should be able edit information on completed recording documents, select the Recording Documents: Allow Editing Complete Documents option.  A completed document is a document that has all of its fields populated.
      • The web user must also have the Recording Documents: Allow Editing Complete Documents web role enabled.
  • Coordinators can be overridden on the action list by changing the Default Assignment setting for the Coordinator Type that should be overridden.  If there are multiple offices, the correct office needs to be selected in the dropdown, as this setting is office specific.
    • Default means that the action will assign based on the coordinators default assignment in Admin/Action List/Coordinator Types.
    • This setting overrides what’s on the action group, but can be overridden by a partner, if a partner on the file also overrides the same coordinator type.
  • If partners of specific partner types should be automatically added on file creation, select the partner type(s) in the Auto-Add Partner Types On File Creation section by clicking Add and selecting the partner type(s) that should be added (e.g. Underwriter or Closing Company).
    • Only partners that have been approved will be automatically added to files.
    • Partners will be selected based on where they’re enabled, their weight, if a weight is set, their priority status, if a priority status is set, and the name of the partner, alphabetically.
  • If partners of specific types should be manually added at file creation, select the partner type(s) in the Manually Add Partner Types On File Creation by clicking Add and selecting the partner type(s) that should be added (e.g. “Revenue Branch”).   When manually adding partners, at least one of the following options must be selected:
    • Request on Winforms: This option will require the user creating the file to select a partner of this type when creating the file in Resware.
    • Request on Website: This option will require the user creating the file to select a partner of this type when placing an order on the website.
    • Request Ordered By On Website: If selected, an additional option will be displayed below the partner type dropdown on the website to allow the user to select who ordered this partner.
    • Request On Website As Inspector: If selected, a partner of this type will be requested on the website as an “Inspector.”
  • If policy curatives should be added to files using this action list when the file is created, click Add in the Auto-Add Policy Curative Items On File Creation area.
    • Policy curatives can be set to be added for specific states and partners by selecting the curative item, clicking the Limit button, and selecting the appropriate limitations for the curative item.
  • When all the desired options are set, click Save.

Admin/Action Lists/Action Lists/Edit Action Groups

Action groups need to be added to action lists for actions to populate on files.

  • Highlight the action list and click Edit Action Groups.
  • Click Add Group(s) and select the groups that should be added to the file.

  • If any action groups should be included on the action list, but may only be added to the file under certain circumstances, such as a trigger, action affect, or optional process, check the Add to Action List as Optional box when adding the action group to the action list.
    • These groups and the actions contained within these groups will be available for users to manually add or to be added by some sort of automation (i.e. trigger or affect), but they will not be on the file at file creation and will have to be added in some other way.

  • Use the Move Up and Move Down buttons to put the groups in the appropriate order.  The groups and the actions contained within these groups will display on the file in the same order as they are displayed on the Edit Action Group panel.
  • When the list has the correct groups and is in the correct order, click Save.

Creating a Product Type

Admin/Action Lists/Product Types/Add

  • Enter a Name.
  • If something different should be displayed to users, enter a Display Name.
    • This field will default to what’s entered in the Name field, but can be overridden.
    • The Display Name is what will be displayed to users both inside Resware and on the website.
  • Select the Action List that should be used when a file using this product is created.
  • Select a party in the Services For field.  The options are Buyer, Seller, or Customer.
    • This determines the primary transactee on the file, which is required at file creation.   It is also the name that’s displayed for the file in the Recently Accessed Files section on the homepage and what’s displayed in the subject line of outgoing emails originating from Resware.
  • If the product should have a default property type, select it from the Property Type dropdown.  If this is selected, it will be populated on the Policy tab when the file is created.  This field is required on the Policy tab before a policy can be generated.
  • If custom information should be pulled into a Word document for this product type, that information can be entered in one of the Pull Field fields.
  • If the searcher should be provided with specific information or instructions when viewing a file with this product type on the website, enter this data in the Searcher Instruction on Website field.
  • If an accounting code should be associated with this product, enter it in the Accounting Code field.
    • This is informational only and typically used for exporting information to a 3rd party accounting system.
  • An Abbreviation for the product can be entered, which can be used in the file number format as a prefix for files using this product type. Spaces and ampersands cannot be used as part of the abbreviation.
  • If any XML integrations will be used on files with this product type, select them by clicking the Add… button in the XML area.
    • If the XML should be sent on file creation, highlight it and click Toggle Send on New File.
  • File Creation Options– these options allow data to be required, hidden, or displayed on file creation.
    • Require SSN
      • If selected, the user creating the file will be required to enter the social security number or tax ID number of any buyer and/or seller added to the file.
    • Require Sales Price
      • If selected, the user creating the file will be required to enter a sales price.  If a sales price is not provided, the file will not be created.
    • Require Loan Amount
      • If selected, the user creating the file will be required to enter a loan amount.  If a loan amount is not provided, the file will not be created.
    • Require Loan Consideration
      • If selected, the user creating the file will be required to enter the loan consideration.   This field is only visible on the website if a display name has been set on the Optional Display Names tab.
    • Require Loan Number
      • If selected, the user creating the file will be required to enter a loan number.  If a loan number is not provided, the file will not be created.
    • Request and Require Cash Out Amount
      • If selected, the user creating the file will be required to enter a cash out amount.
    • Piggyback File
      • If selected, this indicates that this is a “piggyback” product and will require the user creating the file to enter a file number onto which the new file will be “piggybacked.”  These two files will be linked together.  This is common option for 2nd mortgage products.
    • Hide Seller
      • If selected, all fields related to the seller will be hidden on order entry.  This option is common on refinance products, as there is not a seller on a refi.
    • Hide Sales Price
      • If selected, the field for the sales price is hidden on order entry.  This option is common on refinance products, as there isn’t a sales price on a refi.
    • Hide Loan Amount
      • If selected, the field for the loan amount is hidden on order entry.  This option is common for cash products, as there isn’t a loan amount if the buyer is paying with cash.
    • Hide Loan Number
      • If selected, the field for the loan number is hidden on order entry.  This is common on cash products, as there isn’t a loan number when there isn’t a loan.
    • Hide Mortgages
      • If selected, the mortgages are hidden on order entry.
    • Hide Keybox/Access Info
      • If selected, the field for Keybox/Access Info is hidden on order entry.
    • Apply Statute Of Limitations To Liens
      • If selected, the statute of limitations will be taken into account when adding liens to files using this product type.
  • Website Only File Creation Options – these options are similar to the File Creation Options, but only affect files that are being created on the website.
    • Deny Duplicate Orders
      • If selected, orders with the same property address submitted by the same client will not be accepted.  The office options for Misc: Duplicate Address Reporting and Website: File Creation: Action List will also need to be enabled.  If the office option for File Creation: Don’t require property ZIP Code or City is enabled, this option will not work.  This option will only look at files that do not have any existing receipts or disbursements or whose file status is not Fall Thru, Cancelled, or Policy Issued.  If any of these criteria are met (e.g. there is an existing file, but the status is Cancelled), the new file will be created.
    • Don’t Require Buyer/Seller
      • If enabled, the user creating the file won’t be required to enter a buyer or a seller on the website.  If this information isn’t supplied, Resware will use “TBD” as the primary transactee.
    • Don’t Require Buyer/Seller Address
      • If enabled, the user creating the file won’t be required to enter an address for the buyer or seller if the buyer or seller name is entered.  If the buyer or seller is not required, the address will not be required, regardless of this option.
    • Show Broker Fee
      • If enabled, a field for Broker Fee is displayed on the website.  This information is added to the file as a note.
    • Show Payoffs
      • If enabled, fields for payoff information are displayed on the website.  Information entered into these fields is entered on the file as a note.
    • Show Earnest Money
      • If enabled, a field for Earnest Money is displayed on the website.  The information provided is added to the New Loans tab.
    • Show Listing Agent
      • If enabled, a field for Listing Agent is displayed on the website.  The entered information will be added to the file as a note when the file is created.
    • Show Selling Agent   
      • If enabled, a field for Selling Agent is displayed on the website.  The entered information will be added to the file as a note when the file is created.
    • Show Lender
      • If enabled, a field for Lender is displayed on the website.   The entered information will be added to the file as a note when the file is created.
    • Show Mortgage Broker
      • If enabled, a field for Mortgage Broker is displayed on the website.  The entered information will be added to the file as a note when the file is created.
    • Show Preferred Escrow Officer
      • If enabled, a field for Preferred Escrow Officer is displayed on the website.  The information typed into this field will be added to the file as a note.
    • Show Parties Attending
      • If enabled, a field for Parties Attending is displayed on the website.  The information typed into this field will be added to the file as a note.
    • Show HOI Binder
      • If enabled, the HOI Binder fields are displayed on the website.  The information typed into these fields is added to the file as a note.  If a mortgage partner is selected, that partner will be added to the field.
    • Disable for Online Ordering
      • If this option is enabled, the product will not be an option on the website.  Products with this option selected will have to be created within Resware.  This option may be used for internal files, like files created to invoice for document copies.
      • If users should be notified when newly created files have the same addresses as files that have already been created, utilize the Fire Duplicate Address External Trigger option.  This option, when enabled, fires the Duplicate Order Review trigger and will affect any actions associated with that trigger. The options for this are:
        • Always – all of the files whose product uses this selection are searched, which is the default selection.  Any duplicates cause the trigger to be fired.
        • Never – none of the files whose product uses this selection are searched.  This trigger would never be fired for this product.
        • Sometimes – if the product type on the file being searched is set to Always or Sometimes, files with corresponding settings will be included in the results.
  • Miscellaneous Options– these options apply to files using this product type after the file is created.
    • Underwriter as Settlement Agent
      • If enabled, the underwriter on the file will automatically be set as the selected partner in the Settlement Agent dropdown on the Settlement/Reports tab.  This is displayed on the settlement statements.
    • Require Primary Contact
      • If this option is checked, a primary contact will need to be selected for the client when the file is being created.
    • Policy: Ready To Be Remitted
      • If this option is selected, policies are generated in a Ready status.  This means that they will be exported to the next remittance report that gets generated.   If this option is not selected, they will be generated in an Issued status, which means they will not be exported on remittance report until their statuses are changed to Ready. This option is enabled by default.
    • Show Additional 2010 HUD Dates
      • If this option is selected, additional fields will be made available where the user can define and enter additional dates to be displayed on the 2010 HUD.  These fields and dates will be available on the Settlement/Reports tab.
    • Disburse through Website
      • If this option is enabled and the web user has the user right for Approve Disbursement, the user will be able to check a button on the website for Disbursement Approved, which will fire an external trigger that can be used to create or affect an action.
    • Show Additional CPL Address
      • If this option is selected, an additional field for lender information will be made available. Any information entered in this field will be added to the file as a note.
    • Exclude from Client-based File Auto-Cancellation
      • If this option is selected, files with this product type will not be cancelled based on settings on the client.
    • Property Address: Only Require State and County
      • If this option is selected, only the state and county will be required when creating a file.
    • Show 2010 HUD Settlement Date as Closing Date
      • If this option is selected, the 2010 HUD will have “I. Settlement Date” rather than “I. Closing Date.”  This is only for the 2010 HUD and will not affect the old HUD or the CD.
    • Escrow File
      • This option enables the Escrow tab on files using this product type.  Most of the title charges lines will be set to Net1 instead of using the settlement type default grouping settings and the Document preparation, Notary fees, Settlement or closing fee, and any miscellaneous escrow charges will be displayed on the Settlement/Escrow tab instead of the Settlement/Title Charges tab.
    • Sub-Escrow File
      • If this option is selected, files using this product type will have a Sub-Escrow tab instead of a Settlement tab.  Sub-escrow is utilized in California, where duties are split between a title company and an escrow company.  Sub-escrow files allow for title charges, recording charges, and payoffs to be entered and disbursed.
    • Website: Require Search Data ParcelID
      • If this option is selected, the ParcelID field will be required in order for the user to change the search data information on the Search/Commitment Data page on the website.
    • Dormant Files after
      • If a number is entered in this field, this number will be used to determine when the Dormant File Has Funds On Hold trigger will fire.   A file is considered to be dormant when it has been the number of specified days after the disbursement date or the last date of the deposit on the file, whichever is later, and the file has a status other than Cancelled, Fall Thru, or Hold.
    • Auto-Cancel Files after
      • If a number is entered in this file, this number will be used to determine when a file’s status should be set to Cancelled. A file will be automatically cancelled if an action hasn’t been started or completed, a document hasn’t been created, and a note hasn’t been created within the number of specified days and the file doesn’t have any ledger entries on it.   This setting will override client-based auto-cancellation settings.
    • Default Payoff Padding
      • If a number is entered in this field, payoffs will be padded based on this number.  The number of paid days will be added to the disbursement date to calculate interest.
    • Disbursement Date Padding
      • If a number is entered in this field, the disbursement date on the General tab will be padded this number of days when the Actual Settlement Date is set or changed.   This is common for refinance products, when there is a three-day right of rescission period between closing and funding.
    • Prorations – Date Based Off
      • The selection in this dropdown will determine the date that’s used when calculating prorations.  By default, the Actual Settlement Date is used for the proration calculation, but Disbursement Date is an available option.
    • Settlement Statement Version
      • The selection in this dropdown will determine which settlement statement to use when creating files and on the website estimator.  The Default setting will use the CD for any file created or estimate obtained after October 3, 2015.
    • Allow settlement statement override externally
      • If this option is selected, users creating a file or obtaining an estimate on the website will be able to select the settlement statement to be used on the file or the estimate.

Add-on Products

  • If additional add-on products are set on the product type, these products will be presented as options to users when creating a file of the main product type.  If add-on products are selected, each add-on product will have its own file created and associated with the main file.  Files will be created with -A, -B, -C, etc. suffixes.

Optional Display Names

  • If certain field names should be something other than the default in Resware, as may be useful for reverse mortgages, the names can be changed on the Optional Display Names tab. Enter the alternate field name in the box next to the current Resware field name and, when this product type is on the file, the alternate name will be displayed.
  • If the consideration amount should be used to calculate recording fees, as may be the case for reverse mortgages, click the Use Consideration to Calculate Recording Fees check box.  If this option is checked on a product, the loan consideration amount will be used to calculate the recording fees, rather than the loan amount.

Creating a Transaction Type

Admin/Action Lists/Transaction Types/Add

  • Enter a Name for the transaction type.  This will be visible to users.
  • Click Add and select product types that are associated with this transaction type.
  • If recording documents must be on files using this transaction type for the policy to be issued, add them in the Recording Document Types Required on File to Change File’s Status to ‘Clear for Policy’ section.
  • Click Save.

Enabling Products for Clients

  • Enter a Name for the client product group.  This will only be visible to administrators and is used for identification purposes only.
    • NOTE: A client can only have one product group assigned at a time.
  • Click Add to select transaction and product combinations for this group.
  • Highlight each transaction/product combination and enable it in the state and counties where applicable.  Clicking the blue Enable link will enable the selected transaction/product combination in all states and counties.
  • If optional action groups should be made available on the selected transaction/product combination, click Add in the Optional Groups section and select the applicable optional action group(s).
  • Enable the optional action group(s) in the applicable state and counties.  Clicking the blue Enable link will default the optional action group to selected during file creation when the product is selected in the specified state.
  • Choose whether to display or hide the optional action group in the applicable state and counties. Clicking the blue Display link will cause the selected group to be displayed as an option during file creation in all states and counties.

Admin/Partners/Edit Client

  • To associate the product group with a client, go to Admin/Partners, select a client, edit the client, and click the Client Products button.
  • Select the product group from the Client Product Group dropdown menu.
    • All the products in this group will be available when the specified client is used on a file.
  • Click Save.

Utilizing Optional Actions

Optional actions are useful to allow users to determine a direction for a file at specified points.   With option actions, users can be asked what should happen next and can select an option or options for the next step; they can be used to control the flow of the file.

Admin/Action Lists/Action Groups/Edit Actions

  • Add all of the actions that could be affected by the selected options to the action group and check the Dynamic option for all of them.
    • NOTE: This is only necessary if it is desirable to see the option selected displayed as an action on the file.  The benefit of creating an action is that it will show the option the user selected on the file, making it easy for other users to see at a glance.  If this is not desired, skip this step.
  • Depending on the rest of the set up, it may make sense to have select Auto-start when Added to File or Auto-complete when Added to File.

This is an example of what it will look like when the actions are added to the group:

Admin/Action Lists/Action Groups/Edit Actions/Edit Affects

  • Select the action that should provide the options and click Edit Affects.
  • In the Complete Task Mark Done Affects section, click Add.

  • Check the Optional box
  • Enter the name in the Display Name field.  This is the option that will be displayed to the user.
    • If this name needs to include a merge field, use the Insert Merge Field button to place the merge field in the appropriate location.
  • In 1 – Marking Done Creates Action, select the Group and Action that should be created if this option were chosen.
    • NOTE: This is not necessary if looking to add an entire group of actions.  The benefit of creating an action in this case is that it will display the option the user selected on the file, making it easy for other users to see at a glance.  If this is not desired, do not select anything in 1 – Marking Done Creates Action and the actions in the first step do not need to be created.
  • In 2 – Marking Done Creates Group, select the action group that should be completed when this option is chosen from the Group dropdown.
    • The Create Type will default to Always Create.  The options are:
      • Always Create: The option will always create the group, regardless of whether or not it’s already on the file.
      • Ask before creating if live group is already on file (Default to Create): This option will provide a question to the user about whether or not to create the group if the group is already on the file and live.  If the isn’t a user in the file to question or the affect is being fired from the website, the default is to create the group.
      • Ask before creating if live group is already on file (Default to Don’t Create):  This option will provide a question to the user about whether or not to create the group if the group is already on the file and live.   If the user isn’t in the file to question or the affect is being fired from the website, the default is to not create the group.
      • Don’t create if live group is already on file: This option will cause the group to not be created if it already exists and is live on the file.
    • NOTE: At least one action on the group that’s being added should be set to auto-start when it’s added to the file.

  • Repeat for all options that should be provided to the user. NOTE: It is not necessary for the option to add an action or an action group.  It is possible that the option results in nothing happening, which could look like this:

  • The result on the Edit Action Affects panel for the action providing the options could look something like this:

Example on a File

  • Highlight the action that should provide the options and click Mark Completed

  • The Select Optional Items box will appear.  Select at least one optional item and click OK.

  • The actions and groups for the selected items will add to the file:

 

Action Visualizer (Coming with Resware 10)

The initial release of the Action Visualizer will be launched with Resware 10. This demo is a sneak peek that shows initial functionality (aired July 19, 2022).

Updated on July 19, 2022

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