e2e etrac to etrac Setup and Configuration

Transcription

1 e2e etrac to etrac Setup and Configuration Version: 1.5 Publish Date: 05/29/2014 Global DMS, 1555 Bustard Road, Suite 300, Lansdale, PA , All Rights Reserved.

2 Table of Contents Introduction to etrac to etrac - e2e... 3 The e2e order Process... 4 Establishing the e2e Connection... 6 Accepting e2e Invitation... 6 Configuring the e2e Connection Parent System... 9 e2e Status Mapping... 9 Automated File Transfer Vendor Communication Settings Configuring the e2e Connection Child System Client-Level e2e Settings Additional Details for Client-Level e2e Settings Copy UCDP Doc ID to Parent order? Receive Credit Card data on e2e orders? Which Client should be used for On appraisal and Do t Use lists? Copy Borrower File Delivery Info to Parent order Allow e2e Parent to update order status to Completed? Delivery Address The Order Process Accepting Products on Incoming Orders Order assignment Locating e2e Orders Order Status Updates by Parent Order Status Updates by Child Communication Deleting e2e orders Appendix Reporting and e2e Appendix Settings for e2e Appendix Child Order Form Fields Appendix Parent Order Form Fields Global DMS etrac To etrac Guide 2

3 Introduction to etrac to etrac - e2e The etrac to etrac (e2e) feature is utilized in instances where a Global DMS company submits an etrac appraisal order to a Vendor who is also utilizing an etrac system. This feature allows the appraisal order to be completed in the Vendor s Staff Module, rather than require that the Vendor log in to individual Vendor Module accounts for each etrac company that they service. etrac to etrac can enhance efficiency and automation, client self-sufficiency, and reduce redundancy of manual data input by: Passing required order information that would typically be supplied to Staff by Clients across shared e2e appraisal orders. Automatically update order status between e2e Parent and Child systems based on configuration settings across shared e2e appraisal orders. Option to automate file sharing and transfer between e2e Parent and Child Systems based on configuration settings across shared e2e appraisal orders. communications are logged between e2e Parent and Child systems. Term etrac to etrac or e2e Company Client Parent Vendor Child e2e status Mapping Product e2e Product Mapping Definition Functionality that enables the shared appraisal orders of two Global DMS companies to be managed more efficiently between their etrac systems. Global DMS customer with an etrac System. Customer accounts are distinguished by a unique etrac Company ID. Submits the appraisal order request to the Parent within the etrac system. The Client on the appraisal order assigned to the Child. The Parent s etrac to etrac status Mapping Configuration will be recognized on etrac to etrac appraisal orders. Fulfills the appraisal order request for the Child within the etrac System. The Vendor assigned to the appraisal order in the Parent System. The Vendor initiates status updates on the appraisal order. Status changes on the Parent order Form will be dictated by the Parent s etrac to etrac status Mapping Configuration. The configuration settings that enable the Parent to control how incoming status updates from the Child are managed on e2e orders. The Service requested on the e2e order. The Child will be able to designate how incoming Products will align with their existing Products. Enables the Child to establish how Products on incoming e2e orders are mapped to each of their existing Products. Global DMS etrac To etrac Guide 3

4 The e2e order Process The customary appraisal order process can exist between different types of companies with varying processes. Illustrated below is an example of an order lifecycle. Two additional relationships will also be examined. The customary appraisal order process is maintained with an etrac to etrac connection: The Parent performs the typical Client functions: Initiates the appraisal order request Receives status updates throughout the order process The Child performs the typical Vendor functions: Facilitates the completion of the appraisal order request Updates order status throughout the order process Delivers completed reports A standard e2e Order Process Workflow is detailed below. A number of settings allow the relationship to be customized to suit the needs of both the Parent and Child. 1. With the e2e integration in place, the Client that places the order is the Client of the Parent. Typically, a Client User initiates an order within the Client Module. 2. From within the Staff Module, a Staff User will assign the order to a Vendor. Parent will assign the order to a Vendor to complete the appraisal Report. In the e2e relationship, the Staff Module that originates the order becomes the Parent, and the Staff Module that receives the order becomes the Child. 3. The Child receives the order, and assigns a Vendor (Appraiser) to perform the appraisal on the Subject Property. 4. The Vendor performs the appraisal, and prepares the appraisal Report. The appraisal Report is submitted to the Child for review. 5. The Child reviews the appraisal Report, delivers the appraisal to the Parent. 6. The Parent can then provide the appraisal Report to the Client User. 1. Client places Order with Parent 2. Parent Assigns Order to Child 3. Child receives Order, and Assigns Order to Vendor 6. Parent delivers documents to Client 5. Child reviews Appraisal, and delivers to Parent 4. Vendor performs Appraisal, and delivers to Child Global DMS etrac To etrac Guide 4

5 Any e2e relationship can exist between different types of companies with varying processes. Illustrated below are two distinct examples of e2e Order Process Workflows. Example of e2e relationship Lender to AMC An e2e relationship can be established between a Lender and an AMC. A number of settings allow the relationship to be customized to suit the needs of the Parent and Child. In this diagram, we see the order flow between a Lender and an AMC. In this scenario, the Lender is the Parent, and the AMC is the Child. Client User places Order with Lender Lender Assigns Order to AMC AMC receives Order, and Assigns Order to Appraiser Lender delivers documents to Client User AMC reviews Appraisal, and delivers to Lender Appraiser performs Appraisal, and delivers to AMC Example of e2e relationship AMC to Appraiser An e2e relationship can be established between an AMC and an Appraiser or appraisal Company. A number of settings allow the relationship to be customized to suit the needs of the Parent and Child. In this diagram, we see the order flow between an AMC and an Appraiser. In this scenario, the AMC is the Parent, and the Appraiser is the Child. Client User places Order with AMC AMC Assigns Order to Appraiser Appraiser receives Order AMC delivers documents to Client User AMC reviews Appraisal Appraiser performs Appraisal, and delivers to AMC Global DMS etrac To etrac Guide 5

6 Establishing the e2e Connection An e2e connection must first be established between the Parent and Child Systems before orders can be successfully submitted from one System to the other. Sending e2e Invitation The e2e relationship begins with the Parent. The process is initiated from the Vendor Profile. To establish an etrac to etrac connection, the Parent must first add the Child as a Vendor, if they have not already been added to the Parent s system. New Vendors can be added by clicking Setup Manage Vendors Add Vendor. From within the Parent etrac System: 1. Navigate to the Vendor Profile in etrac: Setup Manage Vendors Update Vendor Edit. 2. Locate the Enable etrac to etrac button at the bottom of the Vendor Profile. 3. Click on the button to send an e2e invitation to the address stored in the Vendor Profile. The Vendor will receive an with an invitation to establish the e2e connection. Accepting e2e Invitation The Child must complete the e2e connection via the invitation that the Parent initiated. When the recipient clicks on the link in the , a new browser window will appear requesting the Staff User s associated Company ID and user credentials. Three (3) data points are required: Staff User User Name Staff User Password etrac Company ID for the Child company Global DMS etrac To etrac Guide 6

7 The Child completes these actions: 1. Enter the User Name 2. Enter the Password 3. Enter the Company ID 4. Click on the Submit button If the Username and Password are valid, a success message will appear. The Child Staff User will then be prompted to select the Parent as a new Client, or associate them with an existing Client. To establish the e2e connection with an existing Client: 1. Select the appropriate Client from the drop-down menu. 2. Click on the Update Selected Client button to complete the association. 3. A success message will appear, and the e2e connection is complete. Global DMS etrac To etrac Guide 7

8 To establish the e2e connection with a New Client: 1. Click on the Add as New Client button 2. A success message will be displayed: 3. A new Client Profile will be created in the Child System with basic information from the e2e Parent. 4. The Child Staff User can complete additional information regarding new Client as required. If an e2e connection has already been established with the Parent that initiated the invitation, a message will display to the Child Staff User: If the e2e connection is successfully made, the etrac to etrac Enabled column of the respective Vendor and Client tables in the Parent and Child systems will be flagged as enabled. Vendor Table in Parent System Client Table in Child System Global DMS etrac To etrac Guide 8

9 Configuring the e2e Connection Parent System In order to customize the e2e connection to support the Parent s specific Order Process Workflow, the following optional configuration solutions are available: e2e Status Mapping (app required) Automated File Transfer (app required) System settings related to Vendor Communications e2e Status Mapping The e2e Status Mapping app maintains the system workflow configurations established by the Parent on etrac to etrac orders. This app will map the default and custom order statuses of the Parent to the default order status available to the Child within their etrac system. This mapping of order statuses between the Parent and Child systems will prohibit undue workflow deviations for Global DMS Enterprise companies sharing etrac to etrac appraisal orders. NOTE: If e2e Status Mapping is not configured, status updates from the Child will only be reflected in the Parent system for those statuses configured via the Allow Appraisers to change orders to/from the following status points in the Appraiser Module system setting. 1. Navigate to the Vendor Profile associated with e2e Child: Setup Manage Vendors Update Vendor Edit 2. Locate the Configure e2e Status Mapping button adjacent to the e2e Status Mapping field on the Vendor Profile. 3. Click on the Configure e2e Status Mapping button to view the configuration page. The left column displays all etrac standard order statuses. The right column provides a drop-down list of etrac standard order statuses, as well as any custom statuses that you may have created. By default a Standard Configuration set will already be applied. The Standard Configuration will send all order status updates from the e2e Child to the e2e Parent until a custom e2e status Mapping is configured. Global DMS etrac To etrac Guide 9

10 4. For each potential incoming status, select how the status will be handled in your System. You can select any status from the drop-down menu, or you can elect to ignore the incoming status by selecting Do t Update. If a mapping for a status is not configured, than the default selection (same status) will be mapped. Example: Same Status In this scenario, the Vendor will send the Accepted by Vendor status to the Parent order. The Parent has configured the mapping to the same Accepted by Vendor status. In the event that the Vendor updates an e2e order to the Accepted by Vendor status, then the Parent order will reflect the Accepted by Vendor status. Example: Different Status In this scenario, the Vendor will send the Completed status to the Parent order. The Parent has configured the mapping to update orders to the In Review status. In the event that the Vendor updates an e2e order to the Completed status, then the Parent order will reflect the In Review status. This scenario is an example of when the Parent does not always want the Vendor to control the order status in the Parent System. While the Vendor may have completed their part of the order process, the Parent may want to review the appraisal Report and other files prior to finalizing the order. Example: Do t Update In this scenario, the Vendor will send the Delivered to Client status. The Parent has configured the mapping to Do t Update. In the event that the Vendor updates an e2e order to the Delivered to Client status, then the Parent order status will not change. The Do t Update option should be selected in those instances where an order status update should NOT be made in the Parent system, when the e2e Child updates the corresponding order status. notifications to the Parent will not be triggered if this option is selected. Global DMS etrac To etrac Guide 10

11 5. Enter a title for the Mapping Set that you have created in the Save As field. The Save button will become available when text has been entered in the field. This will save the Mapping Set for future use on other Vendor Profiles. 6. Clicking the Assign Selected Mapping Set button will populate the newly created mapping set in the e2e Status Mapping field on the Vendor Profile. Existing mapping sets can be selected directly from the e2e Status Mapping dropdown menu on the Vendor Profile. 7. You will be redirected to the Vendor Profile screen. Click the Save button to save the e2e Status Mapping selection to the Vendor Profile. te: If an e2e Status Mapping is not assigned to the Vendor Profile, the e2e Child will only be able to update the order status in the Parent system based on the Vendor Status Permissions established via the Parent System Setting: Allow Vendors to change orders to/from the following status points in the Vendor Module. Global DMS etrac To etrac Guide 11

12 Automated File Transfer The Automated File Delivery configuration option allows you to streamline the e2e file delivery process by configuring the visibility flags (Viewable by Vendor, Viewable by Client) for each File Type Description. If the visibility flag is set to for Viewable by Client, then any file that your Staff Users or Appraisers upload to the order will immediately be available to your Client Users in the Client Module. If the visibility flag is set to for Viewable by Vendor, then any file that your Staff Users or Clients upload to the order will immediately be available within the Child system. 1. Navigate to the Automated File Transfer page in etrac: Setup Configure File Transfer There are two (2) sets of selection boxes on the e2e Configuration page. One set corresponds to file visibility for your Client. The second set of selection boxes corresponds to file visibility for your Vendor. 2. Select the desired File Types from the left, and click the Add >> button to add the File Types to the selected box on the right. You can select multiple File Types by using Shift + Click or Ctrl + Click functionality. Global DMS etrac To etrac Guide 12

13 3. After adding File Types to the configuration box on the right, a success message will appear. Global DMS etrac To etrac Guide 13

14 With these defaults in place, the Viewable by Client/Vendor flags can be changed manually or by using the Forward to Client function on the Files Available for Download page. The e2e Configuration is intended to streamline the delivery process, but visibility can be changed at the order-level at any time. The Delete functionality on the Files Available For Download page will only allow the owner of the document to delete the file from etrac-to-etrac orders. In the screenshot below, we see that a file has been sent to the AMC. The Uploaded By shows that the file is populated here due to e2e, and the Delete option is not available. Recommendation for File Delivery Configuration Page We strongly recommend that you review this configuration to ensure that you are not inadvertently exposing unnecessary files. For instance, the Vendor does not need access to the Invoice, and the Parent does not need access to the Vendor Invoice. Global DMS etrac To etrac Guide 14

15 Vendor Communication Settings The System Settings configured for Vendor Communication will apply to the established e2e Connection with the Child. Configuration Type of Setting System Would you like the order to be marked as invoiced when the status is set to completed? This saves you the trouble of having to manually invoice a completed order and it automatically becomes a receivables. Would you like the order to be marked as invoiced when the status is set to completed? This saves you the trouble of having to manually invoice a completed order and it automatically becomes a receivables. Would you like to be notified when the Vendors update the order status and/or upload files? Place the default address you would like to be notified of a new status from Vendor s in the box. This is the Vendor status tification Address, and is also used as the default address for Web Forms delivery. Include Accept and Decline order links in to Vendors? If, make sure the setting "If the Vendor changes in an order, do you want the Date assigned to change to the current date and time?" (Configure order Form section) is set to "" System Setting System Setting System Setting System Setting System Setting Parent Parent Parent Parent Parent Would you like to hide Office tes from Vendors? System Setting Parent Would you like to automatically send an to the appraiser when the order is assigned? Allow Vendors to change orders to/from the following status points in the Vendor Module: Lead Time: Date Due From Appraiser should be how many days prior to Date Needed? System Setting System Setting System Setting Parent Parent Parent Global DMS etrac To etrac Guide 15

16 Configuring the e2e Connection Child System To customize the e2e connection to support the Parent s specific Order Process Workflow, the following configuration solutions are available: Client-level e2e Settings Automated File Transfer (app required) System settings related to Client Communications Client-Level e2e Settings The Client Profile will include a new section that includes all e2e settings. In the e2e Related Info section on Client Profile, several settings are available to customize the e2e experience with the specific Parent. Global DMS etrac To etrac Guide 16

17 Setting Description Options Copy UCDP Doc ID to Parent order? Receive Credit Card data on e2e orders? Which Client should be used for On appraisal and Do t Use lists? Copy Borrower File Delivery Info to Parent order? Allow e2e Parent to update order status to Completed? Allow e2e Parent to update order status to Request for Revisions/Addenda? Allow e2e Parent to update order status to Cancelled? Allow e2e Parent update order status to On Hold? In instances where the Child performs the UCDP submission, the UCDP data can be pushed back to the Parent order form. This provides real-time UCDP information to the Parent. In instances where the Parent requires the Child to process the Credit Card, this setting allows the payment information to be forwarded to the Child through the e2e connection. This setting determines if Client1 or Client2 on the e2e order should be used as the On appraisal Client. This can affect Vendor selection, as the Find Vendor selection list, and auto-assignment can be configured to be based on the Client that is selected as On appraisal. This setting will also determine Vendor selection based upon the Do t Use list that is associated with the selected Client on the order Form. This setting allows the Child to push all data related to Borrower File Delivery to be sent back to the Parent order form. The Child can elect to allow the Parent to modify the Child order status to Completed. The Child can elect to allow the Parent to modify the Child order status to Request for Revisions/Addenda. The Child can elect to allow the Parent to modify the Child order status to Cancelled. The Child can elect to allow the Parent to modify the Child order status to On Hold. On appraisal Client Client 1 Client 2 Additional Details for Client-Level e2e Settings Copy UCDP Doc ID to Parent order? Some Parents may require the Child to maintain UCDP submissions. Utilizing the UCDP setting on the Client Profile, the Child has the option to automatically send UCDP status updates directly to the Parent order. The UCDP for e2e setting must be configured to allow the information to pass between the Parent and Child etrac Systems. Receive Credit Card data on e2e orders? Some Parents will require the Child to process the Borrower s credit card. Utilizing the e2e connection, the Child can configure the Client Profile to retrieve the credit card information from the Parent order. Global DMS etrac To etrac Guide 17

18 Which Client should be used for On appraisal and Do t Use lists? By default, this setting will represent the Client 1 option. This means that any Approved Appraiser and/or Do t Use lists that are associated with Client 1 on the e2e order will be used in the Appraiser selection process. This Client-level setting overrides the System Setting: In Find Appraiser, use the On appraisal Client for the approved lender list filter. When the Client 2 option is selected for this setting: On incoming e2e orders, etrac will search the Child System for an exact match for the Client 2 Name, to pull any uploaded Do t Use lists or Approved Appraiser assignments. The Approved Appraiser and/or Do t Use lists will be utilized for the Client Profile that matches Client 2 on the e2e order. The following System Setting will be overridden: In Find Appraiser, use the On appraisal Client for the approved lender list filter? te: if set to, Client 1 is used. te: For any incoming Client 2, there must be a matching Client Profile within the Child System. For instance, if an e2e order includes ABC Bank as the Client 2, then the Child must have a Client Profile that has ABC Bank as the Client Name. When the Client 1 option is selected for this setting: The Approved Appraiser and/or Do t Use lists will be utilized for the Client Profile that matches Client 2 on the e2e order. The following System Setting will be overridden: In Find Appraiser, use the On appraisal Client for the approved lender list filter? te: if set to, Client 1 is used. Copy Borrower File Delivery Info to Parent order By default, this setting will be set to, and the Borrower File Delivery information will not be updated in the Parent System when the Child forwards appraisal files to the Borrower from the Files Available For Download page. te: If set to, the Borrower File Delivery Receipt can still be forwarded via the Automated File Transfer app. When this setting is set to, and the Child forwards appraisal files to the Borrower from the Files Available For Download page, then the following information will be sent to the Parent: The Date Last Sent to Borrower field. The Files Delivered to Borrower report, accessed from the View Borrower File Delivery History link on the order. This report tracks multiple fields. All of the fields will be updated within the Parent System. Global DMS etrac To etrac Guide 18

19 The Parent status History will be updated to include the event. The Borrower File Delivery Receipt will be available on the Parent order Files Available For Download page. Allow e2e Parent to update order status to Completed? If the Allow e2e Parent to update order status to Completed? Client-level setting is set to then the Parent will be able to update order status in Child system to Completed. The Parent will not need to select the tify Vendor checkbox on the Parent order to update the status in Child system. However, if the Parent intends to include additional notes about the status update, by entering text in the New Current status field, then the tify Vendor checkbox must be checked when the order is updated. When the Child order is updated to Completed, an notification will be sent to the Child with the status update. The will be sent to the address located on the Parent Vendor Profile that is associated with the Child. If any Workflow Engine Actions are configured for the Completed status in the Child System, these events will be triggered when the Parent updates the e2e order status to Completed. Global DMS etrac To etrac Guide 19

20 When the Child order is updated to Completed, etrac will observe the Child System Setting Would you like the order to be marked as invoiced when the status is set to Completed?. If this Setting is configured to automatically invoice Completed orders, the following actions will occur: An Invoice will be generated. The Date Invoiced field will be populated on the order Details screen in Child System. Child order Form status History When order status is updated to Completed by a Staff User in Parent System, the status History in Child system will display: Date Column: Date/Time of the status update in Parent System. This will be displayed in the Time Zone that is configured within the Child System. status Column: The status column will display the Completed status. Message Column: The Message column will display notes from the Parent order, if the Parent selected the tify Vendor checkbox when updating the Parent order. User Column: The User column will display the Company Name of the Parent. Typically, this column displays the Username of the Staff, Client, or Vendor User that initiated the change. Child order Form Date Fields When order status is updated to Completed by a Staff User in the Parent System, several date fields on the Child order Form will be modified in the Time Zone that is configured within the Child System. The Completed field on the order Details screen. The Date Completed field on the Update order Form screen. The status Last Updated field on the order Details screen. Delivery Address In the Delivery Address field on the Client Profile enter: contact@ .com Global DMS etrac To etrac Guide 20

21 The Order Process In an e2e relationship, the order will automatically appear in the Child System, as though it were entered through the Child Client Module when the Parent assigns the order to the Child. Incoming e2e orders will follow the process to which Child Staff Users are accustomed. Documents from Loan Processors will be attached to the order. All documents from the Loan Processor can be found on the Files Available For Download page. Examples: Purchase agreement, Original appraisal, or other supporting documentation required for the Appraiser to complete the assignment. On etrac to etrac orders, the Parent Company will be displayed in the "Client" field of the Child Company order, with the "Bill To" and "Send To" fields selected. The Parent Company s "Client" will be displayed in the "Client 2" field on the Child Company order with the "On appraisal" radio button selected. For e2e orders, Client 2 will represent the Branch, or Client, that originated the order. Global DMS etrac To etrac Guide 21

22 Accepting Products on Incoming Orders On incoming e2e Orders, the Child Staff User has the option to either map products on incoming e2e orders to an existing product in their system, or add the product to their product list. Adding a product will make the product visible to all clients in the Child s system. If etrac cannot find an exact Child Product Name match for the Product on the e2e Order, then the Child will have the option to create a new Product with the Product Name from the Parent, or map the Parent Product to an existing Product in the Child System.. If the Child selects a current Product to map, and clicks Save the Product selected will take effect on the Order and for every subsequent e2e Order with the same incoming Parent Product. This is a one-time setup for each Product. Global DMS etrac To etrac Guide 22

23 Order assignment The order assignment process will not change for e2e orders. Based on the Client-level Settings configured for the e2e Parent, the On appraisal Client, Client 1, or Client 2 can be utilized for Appraiser assignment. Approved Appraiser and Do t Use lists can be used to determine Appraiser assignment for manual or auto-assign processes. Manual Appraiser assignment Incoming orders will appear on the Unassigned order screen within etrac. Standard assignment procedures apply. Auto-assignment Incoming orders will be Auto-assigned according to the Child System configuration. An Appraiser will be selected based upon the criteria that have been configured. The assignment process will occur immediately upon the order arriving in the Child etrac System. Locating e2e Orders An e2e File Number search field is available in the Reference Information section of the Staff Module Super Search. This search field allows Child Staff to locate an order using the Parent File Number. Global DMS etrac To etrac Guide 23

24 Order Status Updates by Parent The etrac Order lifecycle is driven by Order Status updates. As Orders move through the workflow, it is imperative that the Child updates the Order Status. Order Status Updates by Parent The order Status History is updated dependent upon e2e Status Mapping configured on the Vendor Profile for the Child. The message depends on the Child clicking tify Client. Parent notification is dependent upon System Setting. The following fields will be automatically updated in the Child system when the corresponding order form fields are updated in the Parent system after order assignment. Child Order Fields Updated from Parent Order e2e File Number (File # on Parent order) Address 2 Intended Use Loan # City Loan Type Case # State Occupancy Tracking # Zip Sale Price (dependent on setting) Requires UAD Compliance Flag Township/Borough Estimated Value (dependent on setting) Client 2 (Client 1 on Parent order) County Loan Amount (dependent on setting) Lender Township/Borough Settlement Date Borrower Name Legal Description Contact Name Co-Borrower Name Property Locations Contact Relation Mailing Address Property Type Contact Home Phone Mailing Address 2 Report Type 1 Contact Work Phone Mailing City Report Type 2 Contact Other/Mobile Phone Mailing State Report Type 3 Contact Mailing Zip Report Type 4 Date Needed (Date Due from Vendor on Parent order) Borrower (s) Report Type 5 Date Inspection Scheduled Mail Hard Copy to Borrower Client Fee (Vendor Fee on Parent Order) tes and Special Instructions (dependent on setting) Address FHA Office tes (dependent on setting) Order status updates by the Parent are dependent upon the following Client-level settings in the Child system: Client Profile e2e Settings in the Child System Allow e2e Parent to update order status to Completed? Allow e2e Parent to update order status to Request for Revisions/Addenda? Allow e2e Parent to update order status to Cancelled? Allow e2e Parent to update order status to On Hold? Global DMS etrac To etrac Guide 24

25 The tify Vendor? checkbox must be checked in the Parent system when updating to a configurable status (Completed, Request for Revisions/Addenda, Cancelled, On Hold) in order to include any associated status comments in the order status update to the Child Status History and trigger an notification to the Vendor Address configured for the Child. Unchecking the tify Vendor? checkbox in the Parent system when updating to a configurable status (Completed, Request for Revisions/Addenda, Cancelled, On Hold) will NOT display status comments in the order status update to the Child Status History nor will an notification be triggered. Global DMS etrac To etrac Guide 25

26 Checking the tify Vendor? checkbox in the Parent system when updating the order to a status other than a configurable status, will display the status comments in the Message column of the Child Status History but will NOT update the order status. The prior order status of the Child will be maintained. An notification displaying the Child s current order status and the Parent s status comments will be delivered to the Vendor Address configured for the Child. Parent Child status update functionality will adhere to the following Parent System Settings: Parent System Setting Would you like to remove the Borrower Name from Status tification s? te: this also applies to various other s. Would you like to remove the Loan # from Status tification s? te: this also applies to various other s. Would you like to remove the Property Address from the Status tification s? te: this also applies to various other s. Parent Child status update functionality will adhere to the following Child System Settings: Child System Setting Would you like the order to be marked as invoiced when the status is set to Completed? This saves you the trouble of having to manually invoice a completed order and it automatically becomes receivables. Would you like the invoice to be automatically ed to the client when you invoice the order? Global DMS etrac To etrac Guide 26

27 Order Status Updates by Child The etrac Order lifecycle is driven by Order Status updates. As Orders move through the workflow, it is imperative that the Child updates the Order Status. Order status updates by the Child are dependent upon the e2e Status Mapping configuration established on the Vendor Profile in the Parent system (or the Parent Vendor Status Permissions system setting, if no configuration has been established). The Parent order status will be updated according to the mapped order status configuration. The tify Client? checkbox must be checked in the Child system in order to include any associated status comments in the order status update to the Parent Status History and trigger an notification to the Vendor Status tification Address configured in the Parent system. Unchecking the tify Client? checkbox in the Child system will NOT display status comments in the order status update to the Parent Status History nor will an notification be triggered. Global DMS etrac To etrac Guide 27

28 Checking the tify Client checkbox in the Child system on a Do t Update status (or a status that is not selected in the Parent Vendor Status Permissions system setting, if no configuration has been established) will NOT update the Parent Status History nor update the Parent order status. An notification will not be triggered in this instance. Child Parent status update functionality will adhere to the following Child System Settings: Child System Setting Would you like to hide Declined by Vendor and Accepted by Vendor status history items from Clients? Would you like to hide Appraiser Status Comments from Clients? te status will be displayed not the comments Would you like to show Accepted by Vendor with Conditions Vendor comments from Clients? te: if set to, the Client will still see the status but not the comments. Child Parent status update functionality will adhere to the following Parent System Settings: Parent System Setting Place the default address you would like to be notified of a new status from Vendors in the box. This is the Vendor Status tification Address, and is also used as the default address for Web Forms delivery. If you would prefer a different address to be notified when a Vendor updates an order's status, please select one of the other options listed here. Global DMS etrac To etrac Guide 28

29 The order Details page displays a summary of the order fields, but the fields cannot be changed from this screen. Click on the File Number to enter the edit mode of the order. Most interactions with order will occur from this screen. Appraiser assignment status Changes Fee adjustments After making any changes to the order, click on the Update order button at the bottom of the order to save the changes. After clicking on the Update order button, the page will refresh. The status History section of the order will reflect any changes in status and Workflow Actions that were triggered. The updated status will be sent back to the Parent order. Global DMS etrac To etrac Guide 29

30 Communication An will be sent to the address that the Lender has configured for the AMC. The will also be copied to the Log in your etrac System. Your Log will populate with s from the Lender. Most Comments added to the status History will not be visible to the Parent. This is acceptable for maintaining inneroffice notes, but it is ineffective for communicating with the Parent Client User. communication can be used to request fee increases, due date extensions, and other items that require input from the Loan Processor. From the Child System, correspondence can be sent to Parent Client Users by clicking on the Client icon on the order. This will be logged in the Logs on both the Child order and the Parent order. From the Parent System, correspondence can be sent to the Child by clicking on the Vendor icon on the order. This will be logged in the Logs on both the Child order and the Parent order. Global DMS etrac To etrac Guide 30

31 Deleting e2e orders If the Parent sets an order status to Deleted, then the order will be affected in the Child System. The order in the Child System will be modified to Cancelled status. If the Parent performs a hard delete on an order, then the order in the Child System will be updated to the Cancelled status. An notification regarding the deletion/cancellation by the Parent will also be triggered to the Vendor Address configured for the Child. If the Child moves the order to the Deleted status, then the Parent can control how the incoming status is handled using the status Mapping configuration. The Parent can configure the incoming Deleted status to be mapped to any status, including a Custom status. If the Child performs a hard delete on an order, then the Child order will be completely removed from the System, but the Parent order will NOT be affected. Global DMS etrac To etrac Guide 31

32 Appendix Reporting and e2e Fields representing e2e relationships are available in the etrac Report Builder. These fields can be used to build custom etrac Reports. Field Name Description Report Type IsE2E E2ECompanyID IsE2Eorder e2errrnumber IsE2E E2ECompanyID E2EMappingSetName This is a True/False indicator. This can be helpful in the Child System to determine which Client Profiles are e2e Parents. This represents the etrac Company ID of the Parent that is connected to the Client Profile within the Child System. This is a True/False indicator. This can be helpful in both the Parent and Child Systems to determine which orders were sent via the e2e connection. This field displays the database file number, or backend identifier for an e2e order. This is a True/False indicator. This can be helpful in the Parent System to determine which Appraiser Profiles are e2e Children. This represents the etrac Company ID of the Child that is connected to the Vendor Profile within the Parent System. This represents the name of the e2e status Mapping Set that is applied to the Vendor Profile. Clients Report Clients Report General Report General Report Appraisers Report Appraisers Report Appraisers Report Global DMS etrac To etrac Guide 32

33 Appendix Settings for e2e This is a list of all etrac Settings that can affect how e2e functions. The Type of Setting column indicates where the setting is located, ie: in the System Settings, on the Client Profile, etc. The System column indicates which etrac System controls the setting in the e2e relationship. Child Settings in the e2e Settings section of the Client Profile: e2e Setting Copy Borrower File Delivery Info to Parent Order? Copy UCDP Doc ID to Parent order? Receive Credit Card data on etrac-to-etrac orders? On e2e orders which Client should be used for Approved Appraiser and Do t Use lists? Allow e2e Parent to update order status to Completed? Allow e2e Parent to update order status to Request for Revisions/Addenda? Allow e2e Parent to update order status to Cancelled? Allow e2e Parent to update order status to On Hold? Description Allows Staff to determine whether Borrower File Delivery information should be copied to the Parent system when appraisal files are forwarded to the Borrower in the Child system. Some Parents may require the Child to maintain UCDP submissions. Utilizing the UCDP setting on the Client Profile, the Child has the option to automatically send UCDP status updates directly to the Parent order. The UCDP for e2e setting must be configured to allow the information to pass between the Parent and Child etrac Systems. Some Parents will require the Child to process the Borrower s credit card. Utilizing the e2e connection, the Child can configure the Client Profile to retrieve the credit card information from the Parent order. Allows Staff to select which client s Approved Appraiser and Do t Use lists will be used for assignment on e2e orders received from the Parent. te: For Client 2 selection, an exact name match is required in Child system. Allows Staff to determine whether Parent updates to Completed status on e2e orders should be reflected in Child system. Allows Staff to determine whether Parent updates to Request for Revisions/Addenda status on e2e orders should be reflected in Child system. Allows Staff to determine whether Parent updates to Cancelled status on e2e orders should be reflected in Child system. Allows Staff to determine whether Parent updates to On Hold status on e2e orders should be reflected in Child system. Global DMS etrac To etrac Guide 33

34 e2e orders adhere to the following Child System Settings: Child System Setting Would you like to copy the Loan Number to the File # when an order is added in the Client Module? te: this is recommended only if you do not use Auto-Increment. Would you like to allow clients to view the estimated delivery date for completed orders? You can give the Appraisers the option to update the estimated delivery date in step #6. Would you like to allow clients to view Office tes? Office notes is a text field that can be hidden so only the office and Vendors can see them. NOTE: If set to, office notes will display in the e2e Child Office tes field on the Order Form in the Parent system. Would you like to allow clients to view estimated delivery date for Completed orders? Would you like to remove Estimated Value from Client Order forms? Would you like to remove Loan Amount from Client Order forms? Would you like to remove Sale Price from Client Order forms? Would you like the order to be marked as invoiced when the status is set to completed? This saves you the trouble of having to manually invoice a completed order and it automatically becomes a receivables. Would you like the invoice to be automatically ed to the client when you invoice the order? Would you like to hide Declined by Vendor and Accepted by Vendor status history items from Clients? Would you like to hide Appraiser status Comments from Clients? te: the status will be displayed, just not comments Would you like to show Accepted by Vendor with Conditions Vendor comments to Clients? te: if set to, the Client will still see the status, but not the comments Global DMS etrac To etrac Guide 34

35 e2e orders adhere to the following Parent System Settings: Would you like to hide Office tes from Vendors? Parent System Setting NOTE: If set to, office notes will display in the e2e Parent Office tes field on the Order Form in the Child system. Would you like to hide tes/special Instructions from Vendors? Would you like to hide Estimated Value from Vendors? Would you like to hide Loan Amount from Vendors? Would you like to hide Sale Price from Vendors? Would you like to remove the Borrower Name from status tification s? te: this also applies to various other s Would you like to remove the Loan # from status tification s? te: this also applies to various other s. Would you like to remove the Property Address from the status tification s? te: this also applies to various other s. Would you like the order to be marked as invoiced when the status is set to completed? This saves you the trouble of having to manually invoice a completed order and it automatically becomes a receivables. Would you like the invoice to be automatically ed to the client when you invoice the order? Place the default address you would like to be notified of a new status from Vendor s in the box. This is the Vendor status tification Address, and is also used as the default address for Web Forms delivery. If you would prefer a different address to be notified when a Appraiser updates an order's status, please select one of the other options listed here: Include Accept and Decline order links in to Vendors? If, make sure the setting "If the Vendor changes in an order do you want the Date assigned to change to the current date and time?" (Configure order Form section) is set to "" Would you like to automatically send an to the appraiser when the order is assigned? Allow Vendors to change orders to/from the following status points in the Vendor Module: te: This setting only applies if e2e Status Mapping is not configured. Lead Time: Date Due From Appraiser should be how many days prior to Date Needed? When new order s are sent to your Vendor s, where should the come from? te: Estimated Value, Loan Amount and Sale Price field values will only transfer on e2e orders if BOTH Parent and Child system settings are set to display values. Global DMS etrac To etrac Guide 35

36 Appendix Child Order Form Fields This table identifies the fields that are transferred from the Parent Order Form to the Child Order Form. The Updated? column indicates the fields that will be automatically updated in the Child system when the corresponding order form fields are updated in the Parent system after order assignment. All updates are recorded in the Message column of the Child Status History. The Child order status will not be updated. Child Order Form Field Updated? System Setting Dependent? REFERENCE INFORMATION File Number Child System Setting: Would you like to copy the Loan Number to the File # when an order is added in the Client Module? te: this is recommended only if you do not use Auto-increment. Loan Number t Applicable Case Number t Applicable e2e File Number t Applicable Tracking Number t Applicable Requires UAD Compliance t Applicable CLIENT INFORMATION Client 1 (Parent Company) N/A t Applicable Client 1 Bill To Child Client-Level Setting: Bill To Client? Client 1 Send To Child Client-Level Setting: Sent To Client? Client 1 On Appraisal To Child Client-Level Setting: On Appraisal Client? Client 2 (Parent Company Client 1) t Applicable Client 2 Bill To Child Client-Level Setting: Bill To Client? Client 2 Send To Child Client-Level Setting: Sent To Client? Client 2 On Appraisal To Child Client-Level Setting: On Appraisal Client? Ordered By (Parent Company Staff User) Back End Setting: Will Display as Parent Company Ordered By Client User when enabled. te: Displays NULL on Auto-Assigned Orders Global DMS etrac To etrac Guide 36

37 Child Order Form Field Updated? System Setting Dependent? Ordered By (Parent Company Staff User Address) Back End Setting: Will Display as Parent Company Ordered By Client User Address when enabled. te: Displays NULL on Auto-Assigned Orders Lender t Applicable BORROWER INFORMATION Borrower Name t Applicable Co-Borrower Name t Applicable Borrower Mailing Address t Applicable Borrower Mailing Address 2 t Applicable Borrower Mailing City t Applicable Borrower Mailing State t Applicable Borrower Mailing Zip t Applicable Borrower t Applicable Mail Hard Copy to Borrower t Applicable SUBJECT PROPERTY ADDRESS INFORMATION Address t Applicable Address 2 t Applicable City t Applicable State t Applicable Zip t Applicable County t Applicable Township/Borough t Applicable Legal Description t Applicable Property Locations t Applicable ASSIGNMENT INFORMATION Property Type t Applicable Report Type t Applicable Report Type 2 t Applicable Report Type 3 t Applicable Report Type 4 t Applicable Report Type 5 t Applicable Fee (Parent Company Vendor Fee) t Applicable FHA t Applicable Intended Use t Applicable Loan Type t Applicable Occupancy t Applicable Sale Price Parent System Setting: Would you like to hide Sale Price from Vendors? Global DMS etrac To etrac Guide 37

38 Child Order Form Field Updated? System Setting Dependent? Estimated Value Loan Amount Settlement Date t Applicable BILLING INFORMATION Payment Method Truth in Lending Date CONTACT INFORMATION Contact Name t Applicable Contact Relation t Applicable Contact Home Phone t Applicable Contact Work Phone t Applicable Contact Other/Mobile Phone t Applicable Contact t Applicable VENDOR INFORMATION Date Needed (Parent Company Date Due From Vendor) Parent System Setting: Would you like to hide Estimated Value from Vendors? Parent System Setting: Would you like to hide Loan Amount from Vendors? Parent System Setting: Would you like to hide the Billing Method from Vendors? Child Client-Level Setting: Receive Credit Card data on e2e orders? Child System Setting: Show Truth in Lending date on standard Staff and Client Module order forms? t Applicable Inspection Scheduled t Applicable STATUS INFORMATION Rush Order t Applicable tes / Special Instructions Office tes Parent System Setting: Would you like to hide tes/special Instructions from Vendors? Parent System Setting: Would you like to hide Office tes from Vendors? Global DMS etrac To etrac Guide 38