Overview
This article demonstrates how to search, create, and maintain partner companies and partner employees in Resware, and show the internal user roles required for specific functionality. This includes replacing partners that are duplicates or no longer necessary.
Internal User Roles
Admin/Internal Users
A user’s ability to search, add, edit, merge/replace, approve, and disable partners and their information is dependent on the internal user roles enabled. The following internal user roles define what a user can view, add, or edit on partners:
- Admin: Partners allows the user access the Admin/Partners panel:
- Search will locate a company or employee using all of the search criteria fields available including All Non-Approved and Configure Fees options. Use a % as a wildcard character to match any number of characters in a text field. For example %Fargo to find all companies containing Fargo.
- Edit an existing partner or employee or click New to add a new partner or employee.
- Company Name, Company Abbreviation, and Proper Company Name fields can be added or changed. Note: Company Name can be changed if it’s not already used on transactions. Also, if known, the PartnerID can be entered to locate the specific partner quickly.
- Fix Case, XML Config, Override Coordinators, and Override Ledgers options are available.
- The Enabled and Approved options are available.
- Vendor Management/Government Licensing area can be added and updated.
- The Courier Address area information can be added and updated.
- The Send Wire Confirmation Email option is available.
- The user can see the waiting company and employee approval notifications on the Homepage.
- For additional access in each area of the Admin/Partners panel, the following roles would need to be enabled:
- Admin: Partners: Auto-Add and Do Not Add Partners allows the user to edit items in the Auto-Add Partners and Do Not Add Partners areas.
- Admin: Partners: Change Name After Transactions Made allows the user to change the name of a partner, even if that partner has had transactions receipted or disbursed.
- Admin: Partners: Company Information allows the user to edit items in the Company Information area.
- Admin: Partners: Company Information: Tax ID allows the user to edit the Tax ID in the Company Information area when Admin: Partners: Company Information is enabled.
- Admin: Partners: Contact and Address Information allows the user to edit items in the Contact Information, Address, and Courier Address areas.
- Admin: Partners: Coverage allows the user to edit items in the Coverage area.
- Admin: Partners: Partner Types allows the user to add or remove partner types for the company partner.
- Admin: Partners: Partner-Type Specific Data allows the user to click and edit the Partner-Type Specific Data (Client, Client Products, Lender, Title Company, Underwriter, Searcher, Notary, and Closing Office).
- Admin: Partners: Send Documents As allows the user to edit items in the Send Documents As area.
- Admin: Partners: Website Information allows the user to edit items in the Website area.
- Admin: Partners: Vendor Management allows the user to edit items in the Vendor Management panel except Partner Fees.
- Admin: Partners: Vendor Management: Fees allows the user to edit Partner Fees on the Vendor Management panel when Admin: Partners: Vendor Management is enabled.
- Admin: Partners: Replace/Merge Partners allows a user to click Replace in both the Partner and Employee areas. Click here for further information and how to replace/merge partners.
When the Admin: Partners role is enabled, a user may also add and edit all employee information with the exception of the following, which require additional user roles as follows:
- Admin: Reset Partner Employee Password allows a user to manage password information for a partner employee, including:
- Generate allows a user to auto-create a password.
- Manually enter a Password if the Admin: Override Password role is also enabled.
- Enter a password expiration date if Admin: Override Password role is also enabled.
- Send Reset Email allows a user to send a password reset email to the employee’s email.
- Reset Security Questions allows a user to delete the employee’s security questions they have answered so they are forced to input again.
NOTE: This is only visible if Use Security Questions for Password Reset is enabled in Admin/General Setup/Resware Options/Web Password Reset.
- Buyer/Seller: Link Consumers/Partners allows a user to link a consumer or partner in the Linked Party area on the Buyer/Seller panel in a file.
- Homepage: Show ‘Partner’ Team displays a Partner tab on the homepage for actions that have been assigned to a partner to start/complete on the website.
- Ledgers: Override Partner Name/Address on Transactions allows a user to click Alt Name/Address to change the name and address on a disbursement.
NOTE: Changing the partner information affects all transactions for the partner on a file.
- Admin: Partner Types allows a user to manage partner types. It also allows a user to manage fee descriptions in the Partner Fees area.
- Partner Search: Override Locale Restrictions on Search Restricted Partner Types allows a user to update search criteria in the Restriction area on the Search/Add Partner panel when searching for a partner to add to a file when the partner type’s Search Restricted option is enabled.
- Partner Search: Override Partner Restrictions displays the Override Partner Restrictions option on the Search/Add Partner panel, allowing a user to override a Don’t Add Partner restriction set on a partner currently on the file.
NOTE: Override Client Restrictions is based on the Clients Covered set on the partner, and is not controlled with an internal user role setting. See Admin/Partner/Edit/Edit Clients to set up client restriction relationships.
- Partners: Add Client’s Clients allows a user to add Client’s Clients on a client partner when viewing the client on the View Partner panel, which is the panel that is displayed when viewing a partner from the General panel of a file.
- Partners: Add Partners of a Restricted Partner Type allows a user to add a partner to a file with a partner type that has the Restrict Adding option enabled in Admin/Partner Related/Partner Types.
- Partners: Allow Removal of Restricted Partner Types from Files allows a user to remove a partner from a file with a partner type that has the Restrict Removal from File option enabled in Admin/Partner Related/Partner Types.
When the role is disabled, the user will be notified that they do not have the permission to remove the partner from the file.
- Partners: Edit Comments allows a user to edit comments for partners and employees in the Comments/Special Instructions field on the Admin/Partners panel and when viewing a partner on a file. This field will be read-only if this role is disabled.
- Partners: Edit Documents allows a user to add, edit, and remove documents in the Documents area on the Admin/Partners panel and when viewing a partner on a file.
- Partners: Edit Partners of a Restricted Partner Type allows a user to override the Restrict Editing option set on Admin/Partner Related/Partner Types and edit the partner in Admin/Partners. If the internal user role is disabled, the user will get a message like what’s displayed below when attempting to edit a partner with a restricted partner type.
- Partners: Edit Responsibilities allows a user to edit the responsibilities for partners when viewing a partner on a file, even if they do not have the Admin: Partners: Vendor Management role.
- Partners: View Comments, when enabled, allows a user to view comments and special instructions for the partner and the employee on the Add/Edit Partner and Add/Edit Employee panels. With this role enabled, comments are also viewable on the File Wizard panel, View/File Partner Notes, and on the General panel in a file.
- View: Partner Search allows a user to search the partner directory by clicking on the Search icon on the navigation bar, using the Search/Partner Directory menu item, or by entering Ctrl+Shift+Y.
Search for a Company or Employee
Admin/Partners
Partners include companies and their corresponding employee(s). Partner companies will appear on the left side and, if partner employees exist on the selected partner, they will display on the right. Search criteria information is as follows:
- Any number of fields may be included simultaneously to narrow the search results.
- Use % as a wild card to match. For example, %bank entered in the Company Name field will return all partners with bank included in the name.
- Company Name, Abbreviation, Partner Type, and/or any Restriction field will return results for all companies matching all of the criteria entered.
- First Name, Last Name, and or Email/Username will return all companies that contain employees that match.
- A notation in green will appear showing how many companies are found based on the search criteria entered.
- The Search Results area will show a listing of all the companies found based on the search criteria entered.
- Clear will remove all search criteria entered.
- All Non-Approved will return partners that are enabled but not approved and approved partners who have one or more unapproved employees.
- Users with Admin: Partners role enabled will see a message on the home page declaring that there are partners and employees awaiting approval.
- Click All Non-Approved to display a list of any non-approved partners and non-approved employees.
- A notation in green will show how many companies were returned in the search result.
- An extra column in both partner and employee grids, File Number, will show in both partner company and partner employee tables that indicates the file number on which the non-approved company/employee is used.
- Users can configure non-settlement fees to be displayed in the search results using Configure Fees and enabling the desired fees to view. This functionality is helpful to compare partner fees when determining which partner to add to a file.
- Click Configure Fees to select criteria.
- From the Ledger dropdown, select which ledger’s fees should be included in the search results. The most recently selected ledger criteria will be included in the search results.
- Enable the fee to display in the search results. Each fee Name will display in its own column.
- Click Save.
- Perform a search, then click Display Fees to see any selected fees for the search results in fee column(s) in the grid. Fee columns will only display if fees are returned.
Partner Company
Admin/Partners
The Admin: Partners role allows the user to add, edit, and disable partners and employees. The user will be notified on their Homepage if there are new companies/employees that need to be approved.
A search is recommended prior to adding a new partner to ensure that a duplicate record is not created.
Add a Partner Company
- Click New in the Partner Company area to add a new partner.
- Enter the Company Name.
- Click Add to add the Partner Types this company will function as in Resware.
- Complete the additional information fields as needed, then click Save.
If the Company Name is entered and/or the Partner Type is selected (the two required fields to add a partner) prior to selecting New on the Administer Partners panel, this information will be pre-populated on the Add Partner panel.
NOTE: See Internal User Roles above to verify which role must be enabled to manage information in each area on the Add Partner or Edit Partner panels.
Edit or Disable a Partner Company
- Search and highlight the partner company, then select Edit.
- Edit the information as needed on the Edit Partner/Partner panel and/or Edit Partner/Vendor Management panel, then click Save.
- To disable the partner, uncheck the Enabled option.
- To approve the partner, check the Approved option.
A user with the Admin: Partners role as the only Admin: Partners… role enabled is limited to adding or editing company information to the following areas (See additional admin partner roles above to enable additional areas as needed):
Admin/Partner
- Proper Company Name, XML Config, Override Coordinators, Override Ledgers, Enabled, Approved, Courier Address, and Send Wire Confirmation Email
Admin/Partner/Vendor Management
- Government Licensing
NOTE: The user will also have the ability to view the Auto-Add Partners and Don’t Add Partners areas for each partner type available in the dropdown menus.
Partner Employee
A partner company must be created or already exist in Resware prior to adding employees.
Add a Partner Employee
- Highlight the partner company where an employee will be added. Click New in the Employee area.
- Enter the First Name and complete the additional information fields as needed.
- Select at least one office the employee has access to by checking the box in the Access column in the Office Access area.
- Click Save.
NOTE: See Internal User Roles above to verify which role must be enabled to manage information in each area on the Add Employee or Edit Employee panels.
Edit or Disable a Partner Employee
- Search and highlight the partner employee, then select Edit.
- Edit information as needed on the Edit Employee panel, then click Save.
- To disable the partner, uncheck the Enabled option.
- To approve the partner, check the Approved option.
Website Access
An Email Address must be entered to enable website access for partner employees.
- Click Enabled in the Website Access area.
- The Username will auto-populate with the email address provided.
- If a different username is desired, click Override Username, then enter a Username.
- Enter a Password or Click Generate to have a password auto-created that complies with password rules set in Resware.
- Website Roles will be auto-enabled based on default roles determined by the employee’s company partner types. These default roles are set at Admin/Partner Related/Partner Type Default Website Roles. Descriptions of each website role can be found by clicking Help on the Edit Employee panel.
Replace/Merge a Company or Employee
A partner company or employee cannot be deleted in Resware; however, duplicates can be merged together. This functionality requires the internal user role Admin: Partners: Replace/Merge Partners.
Partner Company
- Go to Admin/Partners and perform a search to locate the duplicate partner(s).
- Highlight the duplicate item or use Shift+ left click or Ctrl+left click to highlight multiple duplicates, then click Replace.
- The Select Replacement Partner panel will open.
- Search and highlight the partner into which the prior selections should be merged.
NOTE: A SystemID can also be entered in the Company Name field to be searched. This can be helpful when specifying the replacement partner.
- Click Select.
When replacing a partner company, there are two options:
- Click Yes to replace ALL instances: This will replace every instance of the duplicate companies with the selected partner in all files and merge the employees of the duplicate companies into the selected partner, then delete the duplicate companies. This is typically the desired action.
- Click No to replace instances ONLY on non-Closed/Cancelled/Fall Thru files: This will change the duplicate companies to the selected partner only on non-Closed/Cancelled/Fall Thru files. This action is normally used if it’s necessary to keep a record of the duplicate companies. For example, if partner A acquires partner B, this option may make sense. This way, all closed/cancelled/fall thru files will still show that the work was done with partner B, while all other open files will be changed to partner A, reflecting the acquisition. In this case, it is likely that partner B should be edited and disabled so that users can no longer select partner B.
NOTES:
- The number in parenthesis is the SystemID, so that each partner can be uniquely identified.
- If the partner to be replaced has any action group action partner restrictions, Resware will attempt to merge these restrictions to the replacement partner. If both the replace and replacement partners possess the same partner type, the action partner restrictions associated with this partner type will transfer over one-to-one. All remaining action partner restrictions (restrictions that define a partner type the replacement partner does not possess) will not transfer over to the replacement partner. If there are action group action partner restrictions that will not transfer over, Resware will show a second popup displaying the restriction partner types that will not transfer over.
- Click the Yes button to proceed with the replacement. The replacement may take a while to complete, as there are a lot of database tables that need to be checked and modified to complete each replacement.
- A client partner type can only be replaced with another client partner type in the same office.
- This action cannot be undone, so be careful!
Partner Employee
- Go to the Search Partner Directory and perform a search to locate the duplicate partner employee(s).
- Highlight the duplicate item or use Shift+ left click or Ctrl+left click to highlight multiple duplicates, then click Replace.
- The Select Replacement Employee panel will open.
- Highlight the employee into which the prior selections should be merged and click Select.
- Click Yes to proceed.
NOTES:
- The number in parenthesis is the SystemID, so that each partner can be uniquely identified.
- Click the Yes button to proceed with the replacement. The replacement may take a while to complete, as there are a lot of database tables that need to be checked and modified to complete each replacement.
- An employee can only be replaced with another employee within the same partner company.
- This action cannot be undone, so be careful!