Decision First Lawyer Existing Members

Transcription

1 Decision First Lawyer Existing Members User Guide Document Reference: DF 1 Document Version Number: 3 Compiled by/document Owner: Issue Date: Approved by: Nicola Wrighton/ Victoria Gould Tom Lees/ Claire Adams Distribution: Decision First DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

2 CONTENTS Introduction... 4 Data Migration Existing Panel Members... 5 Existing Members Registration Process... 6 Setting Password and Security Questions... 8 First Time Login... 9 Forgotten Username and or Password Forgotten Username Forgotten Password Locked Accounts Annual Fee Direct Debit Home Page Permission levels Top Navigation Bar Mortgage Documents Contact Us Help Log Out My Account Central Navigation Bar Home Update Firm Details Firm Details Practice Details Bank Accounts Locums Indemnity Policies Insurance Claims Mergers & Acquisitions Documents Offices Office Details Panel Rejections/Removals Documents Lawyers Personal Details Job Details Documents Previous Addresses Business Association Disciplinary History Previous Employers Panel Rejections/Removals Declarations Lawyer Completing the Declaration Submit Firm Details Incomplete information Complete Information Making Amendments DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

3 Panels Messages New Messages Received Sending a Message Day Checks Annual Compliance DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

4 Introduction This manual will assist in understanding how your current details held on the Santander Online System or LBG Lender Exchange will be transferred across to the new system. It will also detail the work that you will need to undertake as well as validation checks which need to be done. This manual should be used alongside the new members manual, which will explain in full detail how to navigate the site. PLEASE NOTE: The Lender Exchange system is optimised for use with Internet Explorer Version 7 and above, Firefox, Safari, Opera and Chrome. You may find you are unable to use the system with other browsers and will need to upgrade to one of the above to continue. If you have difficulties using the system in the recommended browsers, please contact the Decision First Helpdesk. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

5 Data Migration Existing Panel Members You should by now have received a communication about the changes in how the panels of Santander and Lloyds Banking Group will be managed. If you are currently on Santander s panel all lawyers listed in the current system will have been asked to provide consent to transfer their information from the current system to Lender Exchange. If consent has not been provided by those currently on the Santander s panel then the following will apply. For those on the LBG only panel and those who haven t provided the consent as described above, it is not possible to transfer over all of the information currently held. Only data available in the public domain will be transferred across to the new system, for everything else this will have to be manually added to the new system as part of registration. Any firms currently on both Santander and LBG s panel who have provided consent as above will have their data merged into one record on the Decision First database. Please note if there are differences between the data held on both systems, the information held by Santander will be the data used for the transfer. Further information and/or documentation will be required on the new system to complete the registration process. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

6 Existing Members Registration Process You will by now have received an with a url link to the new system, in addition a PIN code will be issued in the post, both of which are valid for 30 days. On receipt of both of these you will need to access the site by clicking the link in the and entering the PIN code. On successful validation of these two pieces of information you will be asked to confirm the name of the firm. If you confirm this to be correct, it will then allow you to continue the registration process. If you answer No it will ask you to contact the Decision First helpdesk. Please note at this stage the name of the firm displayed maybe as it is held in any existing database so if you have not updated this previously please proceed as Yes as you will be able to correct this in the next stages. The first screen you will see is for the details of the person who will be responsible for completing and maintaining the firm s details (the administrator user) and (of applicable) the details of the person who will be responsible for competing the Direct Debit for the annual fee payment on behalf of the firm and approving any amendments or future applications (the approver user) prior to submission. IMPORTANT - if you do not have authority to complete Direct Debit mandates on behalf of the firm you must add the details of an approver user who does have this authority. To add an approver user tick the box to enter the details of this person. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

7 Once the above screen has been completed you will be taken to the below screen wherein you need to re-accept the Terms and Conditions of the lenders whose panel you are already a member of and also you will need to accept the Terms and Conditions of Decision First. The previous screen wording and where you are navigated to next will vary depending on whether the address entered for the administrator user matches the address where the initial url link was issued. If the address matches then you will now be navigated to the account verification screen with the username whereby you will then be asked to set up your password and security questions. If the address entered for the administrator does not match then the details entered will need to be verified by Decision First helpdesk initially before a further with a url link and a further PIN code letter will be issued to allow the password and security questions to be set up. In all cases the approver user will need to be verified by the Decision First helpdesk as above and a further e mail and PIN code letter be sent before they can proceed. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

8 Setting Password and Security Questions You will now enter your chosen password, which must meet the criteria as stated at the top of the screen and verify it. You will also be required to complete the security questions, which will be used at a later date in the event of you forgetting your password. Once completed please ensure you take note of your username and then click on submit. You will then be taken to the login page. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

9 First Time Login The individual will use the username (provided on the previous screen) and password you have just created to login to the website. Forgotten Username and or Password On the Login Page if you have forgotten your username and or password you will be able to click on the appropriate option and proceed as confirmed; Forgotten Username If a user has forgotten their username they can select the Forgot your Username? option on the login screen. They will see the following screen: DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

10 You will then need to contact the number provided whereby the Decision First Helpdesk will run through some verification details with you following which an will be issued confirming your username. Forgotten Password If you have forgotten your password you will be prompted to enter your username in the screen below and also to verify the user you will now be asked to insert the unique security code exactly as it appears, using lower and upper case as applicable. Once done if you now select continue you will be asked to confirm the answers to both of your security questions which you confirmed when setting up your account (Instead of stating Question 1 and 2 it will detail your selected questions). Once completed you will then receive an with your new temporary password, which when entered will again prompt you to change this as if you are a new user. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

11 Locked Accounts You will get three attempts to confirm your password after which your account will now be locked, you will see the confirmation of this below advising you to now contact the Decision First helpdesk who will be able to unlock your account and will you a temporary password if you cannot remember your existing password. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

12 Annual Fee Direct Debit You will now be directed to set up the Direct Debit for payment of the annual fee, you will not be able to access the rest of the site until this has been completed. This will be collected 60 days after the new system goes live. The next payment will be taken on the annual payment date. If this hasn t been completed within the 60 days, once completed the payment will then be collected 10 working days later. The annual fee is calculated based on the number of partners, directors, business owners and members within the firm. Size of Law Firm - No of Partners Annual Fee Sole *Fees scales correct as at May 2014 and are subject to review. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

13 Bank details for your office account should be confirmed as to where the annual payment will be collected from. These details can be amended at a later date by the lawyer representative, or approved person. In addition to the bank details you will need to confirm the address of where the account is held, once completed click on Save. Once saved and the system has updated, if you have not selected dual signatory, the screen on the next page will confirm the payment amount for the rest of the year, and when the annual subscription will be taken. If you have selected dual signatory then a paper direct debit mandate must be completed. In this instance the screen shown on the following pages will be displayed. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

14 Once you select Next you will see the screen below Important If you are not the authorised person to set up the DDM you will need to click End from above and a paper DDM form will need to be completed. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

15 When selecting End the screen will change as below: As stated click Yes to download the form and send in the post or No to continue with an online DDM where applicable. Where dual signatory has been selected on Office details screen the screen below will be seen: You need to click the link to download the DD form before printing, completing and returning this by post to the address given on the mandate. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

16 Where you select the paper DDM you will not be able to proceed any further with the application until the DDM has been received and checked by the helpdesk. You will receive an once the necessary checks have been completed, so you can then proceed further with the application. In all other instances, click on Next to complete the online DDM submission. Please ensure you verify the details, if they are incorrect you will be able to select Change Bank Details below: If the information is correct select Next You will then see a completed copy of the electronic DDM form. Once you have checked this and ensured the information is correct again click on Submit. You can print this for your own records but it does not need to be sent to Decision First. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

17 By selecting Submit from the above screen you will be taken to the remaining DD screens and the DD will be electronically submitted to Decision First. By selecting Cancel you will need to start the DDM process again. Once submitted you will also be given the option of receiving the DD confirmation by post. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

18 If you select the option of post you will be required to enter an address as to where this should be sent as below: DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

19 Once Next is selected you will have the option to print the DD guarantee and finally select Done to proceed further. You will receive an confirming a message is in the Decision First system. Upon accessing this you will be advised where the DD confirmation is if you have not chosen to receive this via post. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

20 Home Page Once you have accessed the site you will be taken to the home page, which appears as below: You will be able to click on the + above to expand the items on the screen to see exactly what s required for the application. When you do access each section that requires an action you will see different coloured screens which are explained above. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

21 At the top right hand corner of the screen you will have the top navigation bar. Below this you will see the central navigation bar. Permission levels There will be two user levels for the law firm to allow the designated person to access the site and submit the requested information and documentation, Lawyer Administrator User and the Lawyer Approving User who will be required to set up the Direct Debit and approve the application. In some instances this could be one and the same person dependant on who in the firm is authorised to set up direct debits for the firm. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

22 Top Navigation Bar The top navigation bar options allow you as the user to manage your account and amend details as required. Mortgage Documents This will show all documents available for the lenders with whom you hold panel membership, therefore this won t be accessible until you have been accepted to at least one panel. This allows you to have access to the most up to date documentation. For each document you have two options to view and/or download as required. Contact Us Should you encounter any problems click on the contact us option and you will be provided with the Decision First helpdesk and telephone number. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

23 Help This will navigate to a page where you can access the help manual. Log Out On selecting this you will end the session you are currently on, to access the site again you will need to re-enter your username and password. My Account This page is where a user can change their own password and/or security questions. You will be able to select from the left hand side what it is that you require changing and you will then be taken to the same screens to complete the information as when you first logged in. In addition if you want to change the account where the DD comes from for your annual fee, select the final option, which will ask you to complete a new DD form, and follow the procedure as you did when first setting this up. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

24 Central Navigation Bar The central navigation bar allows the lawyer representative to complete and manage details of the firm, offices and lawyers. Home When clicking on the home option of the central navigation bar you will be taken to the Home page as can be seen below: Update Firm Details This screen allows you to provide all the required data and documents to complete the registration process. Post registration these screens will be used to update information as required due to changes at the firm and/or offices and lawyers. The following screens will all be partially populated with information and documents as per the Data Migration section earlier in this manual. As part of the registration process you must tick each of the checkboxes in the Firm Details, Offices and Lawyers screens as below: DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

25 When selecting Update Firm Details from the central navigation bar you will see many additional sections within here. Firm Details This screen allows you to view the firm name together with the practice constitution confirmed at the registration stages. If the firm is a Limited Company, LLP or LDP company registration details are also required. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

26 Practice Details This screen will allow the user to provide general details relating to the practice as a whole. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

27 DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

28 In addition to the questions asked, if you have any additional information you need to provide us with, please confirm in the additional information free text box. Bank Accounts This screen allows you to review and/or add any client bank accounts for each office at the firm (at least one per office). DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

29 Any client account information that has been migrated will be listed on this screen. To add client bank details click on Add and enter the information. You will be able to confirm for which office you are entering the details and also which lender this is to be used for. Bank information needs to be entered in the top section of the screen. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

30 The bottom section of the screen allows for further information. In addition to providing the details you must upload supporting evidence of the account. Acceptable evidence would be a client account statement, a welcome letter or a letter from the bank confirming the sort code and account number. The document must be dated within 3 months. Once done select Save & Upload. This needs to be repeated for each client account being added. Once this has been completed you will see the details provided as below: To access the account and check the information provided click on the required account and the details will appear.. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

31 Locums This screen will allow details of any standing arrangements with locums to be added and must be provided if the firm is a sole practice. To enter the details of a locum click on Add in the screen above. You will then add the information about the locum including their personal address. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

32 You will then confirm the qualification of the locum and their regulatory body ID number. In addition confirm which lenders panel(s) they are a member of. The above needs to be repeated for each firm with whom a standing arrangement exists and to amend the details simply click on their name which will now appear in the list to make the necessary changes. Indemnity Policies This screen allows you to review and/or add all indemnity insurance policies to the site. To add a new policy simply click on Add from the screen above. You will need to enter the required information as can be seen overleaf, and then upload a copy of the policy certificate and schedule. Once you have selected the name of the insurance company from the dropdown list it will automatically confirm the address for the insurers. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

33 The above needs to be repeated for each indemnity insurance policy held. Insurance Claims This will allow users to provide a list of any insurance claims the firm has made against the policy, if applicable. PLEASE NOTE: during the registration process for existing panel members you will only need to provide information of insurance claims made in the last 12 months and this can be done either by entering the information in the below screens or by uploading one claims summary document in the Firm Documents section (see earlier). DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

34 To add details of a claim click on Add, then enter the requested information and select Save. This needs to be repeated for each claim made. ** Where your firm has multiple claims you may add a claims summary to the documents section rather than listing each individual claim here. Mergers & Acquisitions This screen will allow you to list any mergers the firm has gone through in the last four years. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

35 To add information about any mergers click on Add and a screen will appear for the information. Once you have entered the information click on Save. You will then need to access the details of the merger or acquisition once the details have been added and the following screen will appear for confirmation of former partners and whether they have left the firm or not. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

36 Remember on the above screen to use the Add option for each former partner and enter the required information onto the screen as shown overleaf: Finally remember to repeat the above for each merger the firm has been through in the last four years, and all former partners. Documents This shows any documents that have been uploaded in relation to the firm. You can either view, download or add in this screen. If the firm is a Limited Company, LLP or LDP a copy of the Certificate of Incorporation will be required here if not already provided. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

37 When you click on the Add option, you will then see the screen below which will allow you to upload additional documents as required. Once you have selected the document click on Save & Upload and repeat the process for each required document. Offices When selecting offices this will show you the details of offices already on the system as per the Data Migration section earlier. Please note the firm is required to provide details of all offices associated with the firm (irrespective of whether they conduct conveyancing). DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

38 To view the office click on the entry in the list above and the information will now be displayed. This screen will also allow you to input all the firm s offices, to add a further office select Add from the above screen. When you view the office details already entered it will expand with the options as follows: Office Details The first section of the screen shows the office name, confirming whether this is the main office, trading name (if applicable), regulatory body and ID. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

39 Please note that the address of the office cannot be amended once you have submitted registration, so in the event you change an office location, you will need to add a new office with the relevant address details. The address of the office can be seen at the bottom of the screen. Please confirm further details of the office as overleaf: DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

40 Finally confirm the position with the deeds storage facility and confirmation of the client bank account details for this office. Once completed select Save & Next to save the information for this office. This will need to be repeated for each office of the firm. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

41 Panel Rejections/Removals This screen allows you to enter the details of any lender panels the office has been rejected and/or removed from (if applicable). To add information of the office rejection and/or removal simply click on Add, and the screen below will appear to enter the details: Once added click on Save, this needs to be repeated for each office rejection or removal. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

42 Documents This shows any documents that have been uploaded in relation to the office. You can either view, download or add in this screen. When you click on the Add option, you will then see the screen below which will allow you to upload additional documents as required. Each office will need to upload a specimen of their letterhead and copies of utility bills as stated. Once you have added a document it will appear in the documents section, you can now view, download or delete as required. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

43 Lawyers In this screen the user can now add or view details of lawyers, including details of the employee role and job title. The firm is required to add all partners, members, directors and business owners irrespective of their area of law and also qualified people working within conveyancing and will need to review on a regular basis as employees join and leave the firm. If the firm has six partners or less, there is also a requirement to add any individual who is authorised to sign a certificate of title (COT). We would suggest that you provide the Lawyer Checklist (which is available on the website) to those in the firm that are required to provide the information to assist you in the data gathering process. Once you have received their details and applicable information you can then individually add the employee s information to this section of the site or update the details of the existing listed people. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

44 When you view an individual lawyer the options will open up, showing the information required. Personal Details This screen shown overleaf will allow you to enter the personal details for each individual. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

45 DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

46 You also have the facility to type in additional notes you feel are required to accompany the details of the individual lawyer. Once finished remember to click on Save & Next. Remember the above needs to be repeated for all qualified personnel working in conveyancing and all business owners, directors, partners and members of the firm. It is crucial that the information is entered correctly; otherwise this will cause delays with the application. Job Details This screen will allow you to confirm the job details for each individual added to this section, it will confirm the person whose details you are entering at the top. Once completed select Save & Next, and repeat this for each individual. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

47 In the top right hand corner you will notice the following three options, in some instances they will be greyed out: Approving User Administrator User Secondary Contact The approving user is the person who can authorise the DDM and has to approve any applications or amendments to the firm s data. The administrator user is the person who is responsible for managing the information held on the website for the firm, office and lawyers. The secondary contact will receive copies of s sent to the administrator user but will not have access to the system. For anyone that is not the administrator or approving user the options will be greyed out, and are set at the point of registration. The number of secondary contacts is at the firm s discretion. Documents This screen allows the user to load documents for each lawyer, including the practising certificate and some form of photo ID such as a passport or photocard driving licence (this should also include the counterpart licence). Remember this should have been provided to you electronically; ensure it s saved to your PC/network to allow you to upload it to the site. Once you have selected the lawyer you want to upload the documents for click onto Add. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

48 After uploading each document click on Save & Upload, you should have a minimum of one document per individual. The above needs to be repeated again for each document and also for each lawyer added to the site. Previous Addresses This screen allows you to enter the previous addresses for each lawyer where they haven t lived at their current address for at least three years. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

49 Click on Add to enter the first previous address and the screen below will appear. This will need to be repeated for each previous address until three years worth of addresses have been provided for the lawyer. Business Association This screen allows you to enter the details of other businesses each lawyer has associations with confirming what type of business it is. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

50 Click on Add to enter the details of the first business association for the lawyer and the screen below appears: Once you have entered the information along with the business address select Save and repeat the above where there is more than one business association. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

51 Disciplinary History This screen allows you to enter details of any disciplinary action against the lawyer, either current or historical and whether from current or previous employment. Select Add to enter the information of a disciplinary and the screen below appears: You will also have the opportunity to provide evidence of the disciplinary in the screen, once completed click on Save & Upload, and again repeat the above for each disciplinary action both at this employment as well as previous employment. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

52 Previous Employers This screen allows you to enter the lawyer s previous employers for the last 4 years where they have worked at your firm less than 4 years. PLEASE NOTE: during the registration process for existing panel members you will not need to provide the details of previous employers where current employment is less than 4 years however once registration is completed you will be required to add this in before being able to apply to other lenders panels. To add information select Add from the screen and enter the information below. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

53 Once completed click on Save and repeat the above for each previous employment, until history employment has been provided for the last 4 years. Panel Rejections/Removals This screen allows you to enter details of any panels their previous employers have been rejected and/or removed from. To enter details of rejections and/or removals click on Add above and enter the information onto the screen shown below: DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

54 Once you have entered the information select Save and repeat the above for each rejection and/or removal. Declarations This screen is to be completed by each individual lawyer rather than the representative inputting the information onto the website. Once the application information has been completed the administrator user will send declaration request s to the individuals (see below). During registration for existing panel members declarations will only be required from additional individuals added or any individuals migrated from the previous system who did not previously complete the declaration provided earlier in As the lawyer representative you can complete your declaration, if required, this can be done whilst you are logged in as follows: DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

55 Once the above has been completed, to allow the other lawyers to proceed to complete their declarations you will need to access the home page from the central navigation bar. You will see in the bottom right hand corner that you have the option to Send for Declaration Acceptance. If no lawyers need to complete a declaration this button will not be visible and this part of the process does not apply, in this instance please proceed to Submit Firm Details section of the manual. On selecting this it will send a link to all the lawyers detailed on the system via for them to proceed to complete the declaration. Please ensure you notify them to expect this. They will need to enter their Date of Birth to action this request. Once you have done this, the screen will confirm in green that this has been sent successfully; DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

56 It will also show all lawyers that have yet to complete the declaration before you can proceed further to submit the application. The lawyer will have 7 days in which to complete this before a reminder is issued to you to chase any outstanding declarations. If the authorised person attempts to access the declaration on behalf of any of the lawyers there will be no option present to accept the declaration, as can be seen below there is only the option for this to be printed. Please note however declarations can only be completed electronically. The print option is to allow a copy to be retained by the firm/lawyer only. Lawyer Completing the Declaration When accessing the site from the url link they will be expected to enter their date of birth which must be correct to access the site. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

57 Where the date of birth is recorded incorrectly on the site the lawyer representative will need to correct the records before the lawyer will be able to proceed. They will be linked directly to the declaration page and will not have permission to do anything else on the website. They will now need to read the declaration and confirm their approval to the first option, the second is optional, once they have clicked the necessary options they will need to select Save. Once completed they will now be asked to close their browser as there is nothing more for them to complete. The administrator user will get an once all lawyers have completed the declaration. The approving user will have three points to confirm on their declaration, as per below: Submit Firm Details On selecting the Home page from the central navigation bar you will be taken to the Home section of the site. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

58 You will be able to either update the firm details or once you have completed all of the required information and uploaded all documents, submit the firm details. Incomplete information If you access this before inputting all of the information about the firm, offices and lawyers you will see the sections below in red. You can either click onto the appropriate section, to navigate to that part of the site or alternatively you can select Update Firm Details and then the appropriate menu item. Complete Information In any instance where you have completed all the required fields you will no longer see the sections in red you will simply just have the two options at the bottom of the screen as can be seen below: DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

59 You will need to tick to confirm that all relevant individuals have provided their consent by placing a tick in the box and then select Submit Firm Details. If you are not the approving user the above checkbox will not be visible and an will be sent to the approving user asking them to log on and approve the information to be submitted. The home page will now appear as follows; Once the registration is submitted you will either receive an confirmation that registration is complete immediately or this may follow in a few days when any data changes you have made have been reviewed and confirmed by the Decision First helpdesk. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

60 Making Amendments If at any stage you need to make an amendment to the firm, office or lawyer you will be able to access the home page on the central navigation bar and click on update firm details to do this, and then once completed select Submit Firm Details. The option Submit firm details can only be submitted by the authorised person. If the amendment made was to add a lawyer again it will trigger the about the declaration covered in an earlier section of the manual. Important It is your responsibility to ensure that all information held on the site is accurate and up to date. In the event of wrong information being held this could lead to removal or suspension of the firm from the lenders panel. Panels On selecting Panels from the central navigation bar you will be taken to the screen overleaf which confirms the status of the firm or office within the panel, you will also be able to apply for membership of an office to any lenders registered with Decision First that they are not already a panel member of. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

61 If this is accessed before panel membership is confirmed you will see the screen as below: When accessing this option after panel membership has been approved you will see confirmation of which office is on which lenders panel. You can then see at the bottom of the screen all lenders you can apply for. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

62 On selecting one of the other lenders from the list to be added to their panel you will see the following: You will now need to read the Terms and Conditions for the lender and tick the box to accept them and then select Ok. If you decide not to go ahead with this lender click on cancel to return to the previous screen. Messages This allows you to see messages that have been sent from the lender and the helpdesk directly to you. This may be in instances where additional information and/or documents have been requested to process the application further. New Messages Received When you receive a new message you will be notified instantly by and on the central navigation bar as shown below: When you click onto messages you will then see the screen below showing you the messages in order of receipt with the newest messages at the top of the screen. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

63 On selecting the message you want to read you will then be provided with the contents of the message and further options to reply, forward or mark as unread. Sending a Message If you decide to send a message to the help desk and/or lender simply click on the new message option and the screen below will appear: Confirm who the message is to be sent to along with the details and once done click on Send. Alternatively you can send a message by replying to a received message in the same way. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68

64 90 Day Checks Every 90 days you will be required to access the site to confirm whether any changes have occurred. This will include bank accounts, changes to employees, offices that have opened and/or closed, insurance claims, etc. You will receive an advising you this needs to be completed. It is crucial that this is completed promptly every 90 days to avoid suspension from the panel. Annual Compliance On an annual basis you will be expected to validate the information still held on the database. You will need to ensure that all partners and lawyers are up to date. In addition you will need to obtain copies of the up to date practising certificates for everyone on the site, these will need to be uploaded for the helpdesk team to check. In addition to this you will need to provide a current copy of the PII. It is crucial that this is completed promptly to avoid suspension from the panel. At this point a payment will also be collected for your annual fee, please note this may have changed for example where you have amended the number of partners within the law firm. DecisionFirst - Lawyer - Existing Member - User Guide V 3 owner:naw August of 68