Overview
This demonstrates how to enter information from a title search performed on a property, enter the chain of title information, enter property tax details, and how to generate (or regenerate) the commitment.
Version History
| Version | Date | ID | Description |
|---|---|---|---|
|
Pre 8.26 |
12/05/2019 |
Information and screenshots created in version 9.10 |
Entering General Search Data
Search Data/General
- Enter the Proposed Insured: This field is pre-populated one of two ways:
- By default, this field is pre-populated with the Proper Company Name of the lender on the file or, if there is no lender, the Proper Company Name of the Client’s Client on the file.
NOTE: If the proper company name of the lender/client’s client is changed, the proposed insured will not be updated with the new name.
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- Alternatively, this field can be pre-populated with the names of primary buyers/sellers on the file. To have the proposed insured populated with the buyer/seller name, enable the office option for Search Data: Pull Vesting From Transactee into Search Data/Proposed Insured Field.
NOTE: If the names of primary buyers/sellers are changed, the proposed insured will be updated with the new names.
- Enter the property owner’s name in the Vesting field. Hotkeys can be utilized to enter the vesting. Use Ctrl+Alt+B to enter the buyer and Ctrl+Alt+S to enter the seller.
- The Property Address is auto-populated with the primary property address from the Property panel on the General panel. It can be manually changed here; however, changes made to the address will not update the Property panel.
- The Parcel ID is auto-populated with the Parcel ID on the primary address from the Property panel on the General panel. It can be manually changed here; however, changes made to the Parcel ID will not update the Property panel.
- Enter the legal description of the property address. Use Ctrl+D to enter the degree symbol into the Legal field.
- Enter a Commitment Effective Date. The date can be typed or be entered by clicking the dropdown menu and selecting a date from the calendar.
- Select the title holder’s Interest type from the dropdown menu.
NOTE: If Leasehold is selected, then enter the description in the Leasehold field.
- Enter the Loan Amount. If the loan amount was already entered on the file, the amount will automatically populate. The loan amount can be manually changed here. Changes made will update the loan amount of the first loan on the New Loans panel and recalculate the related settlement amounts on the file.
- Enter the Loan Number. The loan number can be added or changed here. Changes made will update the loan number of the first loan on the New Loans panel.
- The Typed Date populates automatically with the date that the commitment is generated.
- Enter the names of the First Mortgagee and Second Mortgagee, if applicable.
Easement and Restrictions
- Click Add in the Easements & Restrictions area. The Add Easement/Restriction panel will open.
- Select a Type from the dropdown menu.
- Based on the selected easement/restriction type, fields used in the language are made available. The Populated language automatically updates as fields are completed.
- Select the Subcategory for the easement/restriction. The Subcategory dropdown menu is only available if lien/easement subcategories have been defined by a Resware administrator.
- If an existing item’s type needs to be changed, the current language can be retained by checking Keep Language When Switching Type.
- When Use Uppercase is selected, the Populated Language will be displayed with all uppercase characters.
- The language can be modified in the Template field. The final version will be shown in the Populated field.
- Use Ctrl+I to insert a tab into the language.
- Use Ctrl+D to insert a degree symbol into the language.
- Use Shift+Return to insert a soft return into the language. Using a soft return will not cause a new numbered item to appear if a numbered list in Word is used.
- Use Crtl+N to move the cursor between underscores (____).
- Click Insert Hyperlink to add a hyperlink to a document.
- Enter any additional information required by the easement/restriction language template.
- Click Add To in the Policies grid to add the easement/restriction to existing policies.
NOTE: When the office option Policy: Auto-add Easements and Restrictions to Policy when they are Added to Search Data is enabled, all checkboxes will be checked by default. Otherwise the user will have to select the policies manually when needed or add on policy on the Policy panel.
- Click Save or Save, New if additional easements/restrictions are needed.
Liens and Requirements
- Click Add in the Liens & Requirements area. The Add Lien/Requirement panel will open.
- Select a Type from the dropdown menu.
- Based on the selected lien/requirement type, fields used in the language are available. The Populated language automatically updates as fields are completed.
- Select the Subcategory for the lien/requirement. The Subcategory dropdown menu is only available if lien/easement subcategories have been defined by a Resware administrator.
- When the lien is a tax item, the Tax/Lien Association dropdown menu will be enabled. When this is enabled, an existing tax can be selected or a new tax can be created by clicking Add Tax.
- Only taxes that aren’t related to other liens will be available in the Tax/Lien Association dropdown menu.
- When a lien is associated with a tax, the tax’s Total Annual Tax will be copied to the lien’s Amount, and the tax’s Taxing Entity will populate as the lien’s Holder, and the Amount and Holder fields will not be editable.
- If a tax is updated, the associated lien will also be updated. If a linked tax is deleted, the user will be asked if they wish to remove the related lien/requirement as well. If a linked tax item is deleted on the website, they will not be asked if they wish to delete the linked lien/requirement. The lien will not be deleted, but the link between the two will be deleted.
- If an existing item’s type needs to be changed, the current language can be retained by checking Keep Language When Switching Type.
- When Use Uppercase is selected, the Populated Language will be displayed with in all uppercase characters.
- Check Statute Exceeded when the lien date exceeds the statute of limitation set for the lien type.
- Check Flag to pull the language of this lien/requirement into a document using the SearchDataLiensAndRequirementsFlagged merge field.
- The language can be modified in the Template field. The final version is shown in the Populated field.
- Use Ctrl+I to insert a tab into the language.
- Use Ctrl+D to insert a degree symbol into the language.
- Use Shift+Return to insert a soft return into the language. Using a soft return will not cause a new numbered item to appear if a numbered list in Word is being used.
- Use Crtl+N to move the cursor between underscores (____).
- Clicking Insert Hyperlink will add a hyperlink to a document.
- Enter any additional information required by the lien/requirement language template.
- Click Add To in the Policies grid to add the lien/requirement to existing policies.
- Click Save or Save, New if additional liens/requirements are needed.
Chain of Title Information
Search Data/Chain of Title
- Click Add in the Chain of Title area. The Add Chain of Title panel will open. Fields in bold are required.
- Select the Deed Type from the dropdown menu.
- Enter the name(s) of the Grantors and the Grantor’s Interest.
- Enter the name(s) of the Grantees and the Grantee’s Interest.
- Click Add to enter the book/page recording information.
- Enter the Instrument number.
- Select the date the deed was Dated.
- Select the Recorded date of deed.
- Enter the Consideration amount on the deed.
- The Notes field can be used to include additional information about the deed and a hyperlink to the document itself can be added by using the Insert Hyperlink button.
- Click Save or Save, New if additional deeds are needed.
NOTE: When entering subsequent chain of title items, if a Dated or Recorded date was supplied on a previous item, the Grantor will be automatically populated with the Grantee of the item with the latest date (or if date is empty, the latest recorded date), under the assumption that the user is entering the chain from oldest to newest.
Tax Information
Search Data/Chain of Title/Taxes
- Click Add in the Taxes area. The Add Taxes panel will open. Fields in bold are required.
- Select a Tax Type from the dropdown menu.
- Enter the Calendar/Fiscal Year for the taxes.
- Enter the Tax ID Number.
NOTE: If the Tax ID number was entered as a parcel number when the property was entered on the General panel, the value can be selected in the dropdown menu.
- Additional information for the Tax ID Number field can be entered in the Tax ID Number Described field.
- Enter the State ID Number, if applicable.
- Select the Taxing Entity partner from the dropdown menu.
- If a partner is selected from the dropdown menu, the address information will be populated with the partner’s address information.
- If the partner isn’t on the file, select Add Partner to add the partner or manually enter the name of the Taxing Entity in the field.
- Entering a ZIP code will automatically populate the City, State, and County fields. If either the city or county is not correct, check the Override checkbox to select them manually.
- Enter the Total Annual Tax amount.
- Select a Payment Frequency from the dropdown menu.
NOTE: The Tax/Lien Association will show if the tax is related to a lien. Linking a lien to a tax item is done in the lien on the Search Data/General panel.
- The Net Valuations calculates the taxable value as (Land + Improvements) – (Exemption (Mortgage) + Exemption (Homeowners) + Exemption (Homestead Supplemental) + Exemption (Additional)) + Other.
- In the Notes area, enter additional information about the tax which may include a hyperlink to the document itself by clicking Insert Hyperlink.
- Enter the installment details for the tax.
NOTE: At least the first tax installment must be entered.
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- Check Estimated if the amount of the installment is an estimated amount.
- Enter the Amount of the installment.
- Select the Status of the installment.
- Partially Paid: If the installment was partially paid, enter the amount that was paid.
- Paid
- Due
- Delinquent
- Enter the Taxes Out date. This is the date when the taxing entity sends out the tax statement with installment amounts and dates.
- Enter the Discount Expires date as the date the discount for paying the installment before the due date expires.
- Enter the Due date of the installment.
- Enter the Delinquent date of the installment.
- Enter the Good Through date as the date through which the installment amount is valid.
NOTE: After this date, the installment amount may be different.
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- Enter the Paid date of the installment.
- Repeat for each installment as needed.
- Click Save when done or Save, New to enter a new tax type.
Generating the Commitment
Search Data/General
- Verify that all required search data information, including the vesting, commitment effective date, interest, liens and requirements, easements and restrictions, legal description, chain of title, and tax information has been entered.
- Click (Re)generate Commitment to generate the commitment. Resware will open the commitment template with any merge fields in the template populated based on information from the file.
- Click Add-Ins in the Word toolbar to open the Resware tools.
- Use the Add-In tools, proof, edit, and complete all necessary details for the template.
NOTE: Do not edit anything within a merge field or the change within a merge field are not saved back to the file and will be overwritten.
- Save the commitment by clicking Update Doc on Server, Update All Docs & Close icon in the Resware toolbar, or the X in the upper right corner of the template.
- When closing the commitment template, a pop-up window will appear to update the document on the server.
- Click Yes to save a copy of the completed commitment to the Documents panel.
- Click No to exit the document without saving.
- Click Cancel to return to the document.
- The commitment will save to the Documents panel of the file.
Emailing the Commitment
Search Data/Documents
- Select the commitment document and click Send. The Send Information panel will open. Fields in bold are required.
- Enter a Subject for the email. This will be the description field of a fax cover sheet if a fax is sent.
- When Include Property is checked, the property address will be part of the subject.
- When Include Transactee is checked, the transactee’s name will appear in the subject.
- When Include Client’s File # is checked, the client’s file number (from the General panel) will follow the file number.
- In the Note area, enter the body of the email.
- Select Spell Check to run a spell check on the text in both the Subject and Note areas. This button is visible only when the note is editable.
- Select Reply To from the dropdown menu to determine who receives the replies.
- Check Include Email Signature to append an email signature to the email/fax. The signature consists of the user’s name, email address, position, office name, office website, phone number, and fax number.
- When Internal Only is checked, the note is not available on the website.
NOTE: This field is not editable when creating the email from the Notes panel.
- The commitment document is displayed in the Attachments section. Click Add Doc to add additional documents.
- Check the Password Protect checkbox to password protect a document in .doc, .docx, .xls, .xlsx, or .pdf format.
NOTE: If a document doesn’t currently have a password, one will be auto-generated. If multiple documents are password-protected, the same password will be used for all the documents. If a document is already password protected, it can’t be deselected.
- Check the Track Delivery checkbox to receive notification when the recipient receives the document(s).
NOTE: Each document marked for tracking will be sent as a link, rather than an attachment to the email. If one or more documents are marked for tracking, each recipient will receive a separate email with a unique web-link for the tracked attachments. When the recipient downloads a tracked document, an audit entry is made on the file and the Tracked Document Downloaded trigger will be fired.
- Select at least one recipient from the Send To options.
- RMail Options will display if enabled and users are allowed to send secured emails via RMail Encryption and registered email Track & Prove features. See the RMail article for further information.
- Click Send to send the outgoing email.
- The sent email is saved on the Notes panel of the file.
