First Scottish Online Ordering User Guide

Transcription

1 First Scottish Online Ordering User Guide

2 TABLE OF CONTENTS Getting Started Page Introduction 3 Minimum system requirements 3 Support details 3 Password protection 3 Login name and password 3 Bookmark the Order Centre 3 Registration 4 Creating an Instruction Create instruction 6 Attach document 10 Preview instruction 15 Confirmation 16 Tracking an Instruction Overview 19 Description of column names 20 Finding an instruction 21 Results 23 View instruction 25 View invoice 25 Copy function 26 Update 27 Example Draft 30 View Fees Online View fees online 32 Account Maintenance Account maintenance 34 Change details 35 Forgotten password 37 Hide Instructions 39 Sign Out 40 Frequently Asked Questions 42 Additional information on services Plan Services 45 2

3 GETTING STARTED Introduction Welcome to the First Scottish Online Ordering User Guide. Here you will learn how to use our new online facility for instructing Searches and Reports. You can access the Order Centre by visiting or alternatively bookmark the site see Bookmark the Order Centre for details. Minimum System Requirements To use our Online Order Centre you will need to be running Windows XP or Vista and we recommend that your screen resolution is 1280*1024. Your Internet browser will need to be Internet Explorer V6 or above to access the Website, You will have to have Java Script enabled and also Cookies Enabled. In order to view the online output of your instructions, you will also need to have Adobe Acrobat Reader which we recommend that you use the latest Version, V9, there is a link to download this on our website. In Order to use the Not Registered? And Update functions you will require to have Microsoft Office Outlook open as these links will send s direct from your client, also your completed reports will be sent directly to your Inbox as well as being available online. Support Details If you experience any problems using our Online Order Centre, please call or our Customer Liaison Team on :- Telephone: Password Protection Our secure Online Order Centre is password protected and is also protected by encryption software so that your personal details and the details of your clients remain confidential. Login Name and Password To obtain your personal Login Name and Password you will need to visit click on Searching Services then select Order Centre, follow the prompts until you come to the Online Order Centre. Here you will find the Not Registered button. Click on this and an prompt will appear so that you can submit your details to us. We will then issue you with your unique Login Name and Password within 2 hours. You will also see that there is a Forgotten Password option. This will ask you for either your Username or your address. Fill this in and you will be able to send you out a new password. Bookmark the Order Centre In order to access the Online Order Centre Login Page quickly, you might want to add this link on your desktop customerservices@firstscottish.com 3

4 STEP ONE - Registration Please enter your Login Name Please enter your Password Click Submit Usernames and password are issued after your registration details have been processed. To register, you will need to click on the Not Registered? button or you can call our Customer Liaison Team on and they will issue you with your unique Username and Password. If you would like to view the Stewart Title web page then you can click the link on our page. 4

5 Creating an Instruction 5

6 STEP 1 CREATE Select Create Instruction from the Main Menu 6

7 STEP 2 SELECT PRODUCT Select the Product you require Click Continue 7

8 STEP 3 - Search Details Part 1 Post Code Software: Enter Post Code Click Search Button Select House/Flat from dropdown The address will be inserted into the correct fields. If correct flat location not found by post code software then enter manually If you do not have a postcode enter address in fields provided manually 8

9 STEP 3 - Search Details Part 2 Please fill in all information into relevant fields. NOTE: Any field marked with a blue arrow is mandatory and must be filled in before you continue. If you need to attach a Plan or document for additional information then please do not click Next until you have done this. Attaching a document is detailed in the next section. If you do not require to attach another document and you have entered all information please click Next to continue or Cancel to delete request 9

10 STEP 4 - Attach Document Part 1 If you require to attach a Plan or any other document to give us more information. Please click Attach NOTE: This can only be done after all Mandatory Fields have been filled in. 10

11 STEP 4 Attach Document Part 2 Click Browse to look for the file you wish to attach 11

12 STEP 4 Attach Document Part 3 Locate the document on your PC and click Open 12

13 STEP 4 Attach Document Part 4 The file name will now be filled in. Click Upload to attach this file. Files can up to 10mb in size. The file name cannot be more than 16 characters. 13

14 STEP 4 Attach Document You will receive a message stating the file has been uploaded. Click Back to return to your Instruction. If you attached a file you can replace with another but can t delete. 14

15 STEP 6 - Preview Instruction At this stage review all information entered, if you wish to edit any information use the Back button to Navigate to previous screen. If you wish to Save your request this will save your entered information, until you are ready to submit this will show on the Track Instruction Screen as a Draft which can be edited or deleted when required. You Must Save every time you go into edit even if you do not add or amend any information. If you are satisfied with the information entered click Submit, this will send the request to us which we will deal with. You will get the confirmation screen below and this instruction will now appear in the Track Instruction section. 15

16 STEP 7 - Confirmation On the Confirmation screen you have the option of :- New - This will return you to the Create Instruction Screen to select a new product. OR View List which will take you to the Track Instruction Screen, see next section. 16

17 Tracking an Instruction 17

18 STEP 1 - Track Instructions This is where you can track reports you or your company have ordered via the web Click on Track Instructions on the Main menu 18

19 STEP 2 - Track Instructions Overview You have the choice to view only the instruction you have ordered if you select My Instructions or if you want to view instructions ordered by other members of your firm select All Instructions. Please see overleaf for detailed description of the sections contained in this view. 19

20 Track Instructions Overview Description of Column Names You have the choice to view only the instruction you have ordered if you select My Instructions or if you want to view instructions ordered by other members of your firm select All Instructions. Below is an overview of everything that is viewable on this page: COLUMN COLUMN NAME DETAILS OF INFORMATION STORED NAME DETAILS OF INFORMATION STORED Instruction Number This is the First Scottish reference Client Reference This is your reference Results Number click on this to view Reports Order Date Product Date the instruction is ordered Code for the type of Search or Report requested Tick box click to view Combined Report Client Name Your client s name Invoice View click to view invoice Search Address Status Subjects/Company/Person for Searching Processing the instruction has been received In Workflow the instruction is in our production system Completed your Search is ready to view Pending Update Update ordered Draft Draft instruction not yet submitted for processing Action Code Copy copy details for new product Update request Update for Search Edit Edit report held as Draft (Always re save your instruction once you have edited or all information will be lost) Delete Delete report held only as Draft and not yet submitted This is the product code and is for First Scottish internal use only. Instruction View click to view instruction details 20

21 STEP 3 - Track Instructions Finding an Instruction You can restrict your list by filtering:- type a key word or phrase i.e. Street/Name/Reference Number then you will view only instructions including your chosen filter. Enter text into search box Click Search 21

22 STEP 4 - Track Instructions Finding an Instruction This will give you a much more manageable list to work from. To remove the filter click on Show All 22

23 STEP 5 - Track Instructions Results Click on the Check-box in the Results Column against the relevant row. This will download your results in PDF format. NOTE: You will need Adobe Acrobat to view these files. If you do not already have this then please click on the Get Adobe Reader link at the bottom left of our website. Fig 1 23

24 STEP 5 - Track Instructions Results - continued To view your results: Click on View against the relevant line This will download your report in PDF format. 24

25 25

26 STEP 6 - Track Instructions View You are also able to view the Instruction details, at any point, and the Invoice, when your Instruction is completed. Instruction Click on View in the Instruction column and this allows you to view your Instruction Details. Invoice Click on View in the Invoice column and this downloads your invoice. 26

27 STEP 7 - Track Instructions Copy This action can be used to duplicate information entered on one instruction when you wish to order another product with the same information. Click on Copy This will take you to the Create Instruction Screen where you will choose a new product and then all of the information will be duplicated onto the new product which you can edit before submitting. For example, MULTISEARCH ordered but additional searches required for the same client. 27

28 STEP 8 Track Instructions Update There are 2 ways of ordering your update for your Multisearch This action allows you to order an update of your previous Search (this is only available on certain products) Click Update This opens an Fill in information required on the Send Continued Over 28

29 1.Draft Required If you require to exhibit a draft to the other side for revisal then you can use the Copy function Find Multisearch on Track Instruction Screen Copy Instruction Number Click Copy Under Action Header Select Multisearch Update Click Continue Paste Instruction Number into Previous Instruction Field 29

30 The information from the original Multisearch will be copied over including the original parties to be searched for the Inhibitions. Additional names to be searched can be added. This can then be printed/saved as a draft until ready to submit. (See next page for Draft example) At this stage the Update Multisearch (WMSU) can be tracked. Once submitted the update Multisearch will disappear and will be shown as Pending Update against the original instruction. 2. No Draft Required See Step 8 Track Instruction (Page 27) 30

31 Example Draft The Draft gives you the opportunity to fax or the information to the otherside for approval It can then be Submitted or Edited and Submitted from your Track Instruction screen. Each time you go into the Draft Instruction to Edit you MUST SAVE each time or the information will be lost and the instruction no longer appear on your Track Instruction Screen. 31

32 View Fees Online 32

33 View Fees Online To view your fees for online products click Table of Fees. If this is not an option on your screen please call our Customer Liaison Team on who will be able to activate this option. 33

34 Account Maintenance 34

35 STEP 1 - Account Maintenance This allows you to change your password Click Account Maintenance 35

36 STEP 2 - Account Maintenance Click on Change if you wish to change your Username or Password 36

37 STEP 3 - Account Maintenance Fill in required fields Click Submit to confirm Click Back to cancel any changes You can now Sign Out and log back in using your new password 37

38 STEP 1 - Forgotten Password Click Forgotten Password? 38

39 STEP 2 - Forgotten Password Enter Username or Address Click My Password To Me You will shortly receive an containing your username and your Password, use this to login. 39

40 STEP 1 Completed Instructions You have the facility under Account Maintenance to hide/archive old search instructions, this helps to keep your instruction list more manageable To do this go into Account Maintenance and choose the number of days you want to view instructions. This can range from between 0 and 999 days. Click Change Enter number of days Click Submit You will only be able to view instructions within this time period, any instructions out with this time period will be archived. If you require an instruction out with this period, simply alter the time period as above and this will allow you to view the instruction again. 40

41 Sign Out When you have finished instructing your Searches, you simply have to click on to Sign Out and this will log you out of the Online Ordering part of the site. If you wish to sign out and go back to the First Scottish Group website, all you need to do is click on the link on the bottom banner entitled First Scottish Group. 41

42 Frequently Asked Questions 42

43 My colleague is on holiday will I be able to access the information contained in their workflow on the Online Order Centre? Yes. Go to the Track Instruction screen and click on All Instructions rather than My Instructions and you will be able to view all web instruction from your company. Does the Online Order Centre offer a faster service for my instructions? Yes. As you are entering your client s details straight into our production system, there is no double-keying of information, so our turnaround times will be even faster. Can I still diarise my Searches and Reports? Yes. This facility is still available. How do I know that my personal information stored is safe from hackers? Our Online Order Centre is a fully encrypted and is protected by SSL Certificates so all the personal information you enter onto our site is safe. Who do I contact if I m having problems with the Online Order Centre? Our Customer Liaison Team have an in-depth knowledge of our system so please call them for advice on I have lost my password what do I do? Simply click on Forgotten Password which can be found on the front page of the Online Order Centre. An with your password will then be sent to your inbox. Further details on account maintenance can be found on page 3 of this Guide. What if I submit an instruction in error? Call or our Customer Liaison Team and they will be able to delete your instruction from the system Can I attach documents/plans for your information? Yes. When you create an instruction there is an attach button which allows you to attach one document for our information. Further details on attaching plans can be found on page 9 of this Guide. How big a file can I attach via the web? Plans or Files to be attached to an instruction can be up to 10mb. 43

44 Can I do a draft of my instruction? Yes. Once you have filled in all information required the last screen has the options Back, Save, Submit or Print You can click Print which will allow you to fax or to the other side then Save which will hold the instruction in your Track Instruction Screen. I have deleted the containing my report in error can I get another copy? Yes. Go to the Track Instruction Screen, Results Column, click on the number then print or . You can also view and print a copy of the Invoice and your instruction document form the Track Instruction Screen. How do I find an old instruction? You can use the Search facility on the Track Instruction Screen, click in the search box and type part of the address, client name or instruction number then click the search button this will filter all your instructions to list only instructions within your search criteria. Can I make my list of instructions more manageable? Yes. See Completed Instructions (page 37) you can reduce or increase the number of days your completed instructions will show, all drafts or instructions not yet completed will still show. This will only restrict your view not the view of other users in your company. How long can I be in the Order Centre before I am locked out? You do not get locked out but you do have to refresh your screen to see up to date information (F5). Does your site use cookies? Yes. We may obtain information about your use of our site by using a cookie file, which is stored on the hard drive of your computer. This helps us improve our service to you. You can disable the cookies we attach if your browser supports this. However, this may result in you being unable to use some parts of our site. Please visit our Privacy Policy on our website for further details 44

45 Additional Information on Services 45

46 FEATURED SERVICES Plan Services First Scottish now offers a full and comprehensive Deed Plan Service. Our experienced plans team can prepare deed plans that meet The Registers of Scotland s criteria for First Registration. Our plan service covers all aspects of plan work, ranging from residential properties to large commercial sites. We also provide Jigsaw Plans whereby we can show any number of titles referenced in different colours/delineations to illustrate how the various areas lie in relation to one another and to the Ordnance Survey Map. Our plans team has over 15 years experience in plan preparation and as such understands the need for fast, accurate plans. Our turnaround target for the majority of our instructions is 48 hours; however we can offer an expedited service whereby we can fast track requests and in most instances have the plan ed back within the day. All our plans are based upon the most up to date Ordnance Survey data available and can be printed at various sizes up to and including A0. Should you require further information regarding this service then please contact Rick Stewart on or by on richard.stewart@firstscottish.com 46

47 Scotland s leading independent firm of professional Searchers First Scottish Group Limited, St Davids House, St Davids Drive, Dalgety Bay, Fife, KY11 9NB, T: