Investor Reporting Change Initiative: Test Document Repository (TDR) Reference Guide

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1 Investor Reporting Change Initiative: Test Document Repository (TDR) Reference Guide The Test Document Repository (TDR) is an online workspace on the Intralinks VIA platform that you will use to manage and document your Customer Integration Testing (CIT) experience for the Investor Reporting Change Initiative. Specifically, Servicers and vendors will use the TDR to: Upload and store test scenarios and other testing-related artifacts. Update and maintain the results of your organization s test execution. Escalate issues to Freddie Mac. Track issues and defects. Monitor defect resolution status. This reference guide: Questions? If you have any questions about the TDR after reviewing this reference guide, contact our Customer/Vendor Integration Team at Vendor_Integration@FreddieMac.com. For additional information about testing, refer to the Customer Integration Testing Strategy. Explains how and when you will be notified that your TDR account is ready to be activated. Provides examples of notifications you will receive when Freddie Mac shares a workspace with you or updates a file. Outlines the steps you must perform to access and log into the TDR. Explains how to use the TDR workspaces. Identifies the functionality associated with each icon on the TDR toolbar. Explains how to download artifacts from the TDR, including how to download the Test Scenarios & Results Tracking Template. Important! If your organization has internal security processes that prevent file downloads, contact our Customer/Vendor Integration Team for more information and assistance. Provides instructions on how to upload artifacts to the TDR, including how to upload your test scenarios. Outlines how to document your test results in the TDR. Explains how to escalate issues to Freddie Mac, including how to complete and submit escalation tickets, and correct or cancel previously submitted escalation tickets. Notification to Activate Your Account You will receive the following when your account is ready for activation. Click Activate Your Account Now and follow the system prompts to create a password and access the TDR. Note that you will receive the from Intralinks VIA, not Freddie Mac. June

2 Additional Notifications You will also receive additional notifications when we: Share a workspace with you. Upload a new file to a workspace. Upload an updated file to a workspace. Notification of Workspace Shared with You You will receive two notifications regarding shared workspaces one for the Global workspace, and one for the Servicer/Vendor workspace. Below is an example notifying a user that their Servicer/Vendor workspace is available. You will also receive notification of newly shared workspaces via the notification icon on the TDR toolbar. Notification of Updated Files Each time a new or updated file is uploaded to the Global or your Servicer/Vendor workspace, you will receive a notification via the notification icon on the TDR toolbar. If you have set your alerts to receive notifications for new or updated files, you will also receive an . Below is an example notifying a user that an updated file has been uploaded to their organization s workspace. June Page 2

3 How to Access and Log into the TDR After you activate your account, perform three easy steps to access and log into the TDR: 1 Access the TDR at 2 Enter your address and password. 3 Click Log In. For security purposes, you will automatically be logged out of the TDR after 60 minutes of inactivity. After You Log In After you log into the TDR, the following screen displays: Click Dismiss to continue. Click this box if you don t want to see this screen each time you log in. When you click Dismiss, this screen will display, prompting you to register a mobile device. Note: You do not have to register a mobile device to use the TDR. Click this checkbox if you don t want to see this screen each time you log in. Click No Thanks to continue, or Yes, Take Me to Register if you want to register a mobile device. June Page 3

4 Workspace User Roles There are three workspace user roles, which determine the activities you may perform in a given workspace: Workspace User Role Owner Editor Viewer Description The owner can add, move, and delete files and folders, manage workspace participants, and more, within all workspaces. Only Freddie Mac is assigned the owner role. Editors can view, download and upload files, and move and delete files that they have uploaded. Editors can also add comments associated with files in a workspace. You will be assigned the editor role in your Servicer/Vendor workspace. Refer to Servicer/Vendor Workspace in this reference guide for more information. Viewers can view and download files, and view and add comments associated with files in a workspace. You will be assigned the viewer role in the Global workspace. Refer to Global Workspace in this reference guide for more information. Assigned user roles display under each user s name within each workspace. For detailed information about user roles, access Intralinks online support via the TDR toolbar. June Page 4

5 Understanding the TDR Toolbar The TDR toolbar is located on the left side of the Workspaces page, and remains static as you move within the TDR. Use the icons on the toolbar to search the workspaces, view notifications, and more. The following table identifies and provides a description for each icon on the toolbar. Note that there are some icons that you will not need to use. Icon Description Returns you to the Workspaces page when you are in other areas of the TDR. Creates workboards. Workboards enable users to more efficiently manage multiple workspaces. Because you will be using only two workspaces in the TDR, you will not need to create workboards. Searches the folders and files within the TDR workspaces. Provides access to your notifications. Notifications are generated each time a document within the Global workspace or your organization s workspace is added or updated. A numerical value displayed next to this icon indicates the number of unread notifications you have. Provides access to your TDR profile. Your profile is comprised of three sections, as outlined below. Preferences Use this section to manage your notifications, language, and time zone preferences. If you want to receive notifications for updates made to the TDR workspaces, ensure the following check box in this section is selected. You must then access your alert settings for each workspace to indicate the specific alerts you want to receive. Password and Security Account Profile Access this section of your profile to change your password and manage your security settings. General account information such as your name, address, etc. Provides access to Intralinks online support. Provides access to Intralinks VIA TM Desktop Client and Mobile Apps downloads. This functionality is not needed to use the TDR. Logs you out of the TDR. June Page 5

6 TDR Workspaces When you log into the TDR, you will see two directories or workspaces a Global workspace, and a Servicer/Vendor workspace, showing your organization s name. This is your organization s dedicated workspace within the TDR. Click the left arrow to display a pick list that lets you choose how you want to sort the workspaces. Click the right arrow to sort the workspaces in ascending or descending order. Allows you to filter the workspaces displayed in this area, based on characteristics associated with each workspace. Icon Description Pins the workspace to a workboard. You will not need to create workboards, therefore this functionality is not needed to use the TDR. Displays the date the workspace was created. X Do not click this icon as it removes you from the workspace. If you inadvertently remove yourself from the workspace, contact our Customer/Vendor Integration Team at Vendor_Integration@FreddieMac.com. Turns the sync functionality on and off for the Intralinks VIA TM Desktop Client and Mobile Apps. This functionality is not needed to use the TDR. Identifies the workspace as a favorite in the TDR, so you can apply the Favorites filter to your workspaces. Note: This does not add the workspace to your web browser favorites. June Page 6

7 Global Workspace The Global workspace contains artifacts that Freddie Mac s CIT Team has made available to all participants. All Servicers and vendors participating in CIT have been granted viewer access to the Global workspace. You may view and download artifacts from this workspace; however, you may not upload new or updated artifacts. Access the Global workspace to: Download the Test Scenarios & Results Tracking Template spreadsheet, and other artifacts, as needed. View and/or download the Global Announcements and Defects spreadsheet. View and/or download other testing-related artifacts available to Servicers and vendors participating in Customer Integration Testing. Returns you to the Workspaces page. Displays workspace information and the URL for the Global workspace. Identifies the workspace as a favorite in the TDR. Note: This does not add the workspace to your web browser favorites. Not applicable to the TDR. Turns the sync functionality on and off. Access your alert settings for the Global workspace here. This icon displays if you indicated that you want to receive alerts in your profile. Click the left arrow to display a pick list that lets you choose how you want to sort the contents of the workspace. This area contains the files within the Global workspace. Click the right arrow to sort the contents of the workspace in ascending or descending order. Identifies the workspace owner and other users who have been provisioned to view and download content from the workspace. You may users identified in this space by clicking the envelope icon next to their name. June Page 7

8 Servicer/Vendor Workspace The Servicer/Vendor workspace is your organization s dedicated area within the TDR. Only Freddie Mac and authorized users within your organization can view, upload, and download artifacts to and from this workspace. Servicers and vendors are assigned the editor role in this workspace. Returns you to the Workspaces page. Your organization s name displays here. Use the File button to upload files. Do not use the +Folder button. Displays workspace information and the URL for the Servicer/Vendor workspace. X Identifies the workspace as a favorite in the TDR. Note: This does not add the workspace to your web browser favorites. Not applicable to the TDR. Turns the sync functionality on and off. Access your alert settings for the Servicer/Vendor workspace here. This icon displays if you indicated that you want to receive alerts in your profile. Click the left arrow to display a pick list that lets you choose how you want to sort the contents of the workspace. Click the right arrow to sort the contents of the workspace in ascending or descending order. This area contains the folders and files within the Servicer/Vendor workspace. Identifies the workspace owner and other users who have been provisioned to access and/or edit the content of the workspace. You may users identified in this space by clicking the envelope icon next to their name. Scenarios Folder Miscellaneous Escalation to Freddie Mac Description Upload your test scenarios and results tracking spreadsheet to this folder. Store items unrelated to scenario tracking or potential defect escalation in this folder (e.g., screen captures not related to escalation tickets, other documents related to testing etc.). Access this folder when you need to escalate a potential issue to Freddie Mac. Store screen captures that support escalation tickets in this folder. For additional information, refer to Escalating Issues to Freddie Mac in this reference guide. June Page 8

9 Downloading Files from the TDR You may download artifacts from the Global or Servicer/Vendor workspaces. How to Download the Test Scenarios & Results Tracking Template from the TDR After accessing the Global workspace, perform the following steps to download the Test Scenarios & Results Tracking Template from the TDR: 1. Click the download file icon or the Test Scenarios & Results Tracking Template filename. Note: If you click the filename, the spreadsheet will automatically download and open in a Web app. Proceed to step 3. The following message displays if you the clicked the download file icon: 2. Click Open to download and open the spreadsheet on your desktop. The Test Scenarios & Results Tracking Template displays. You may also select: Save As Cancel To: Download and save the document without opening it first. Follow the prompts to save the file. Cancel the download and return to your Servicer/Vendor workspace. June Page 9

10 3. Document your test scenarios on the Test Results tab in the Scenario Description column. Below is an example of how to document your test scenarios. 4. Save the file. After you document your test scenarios using the template, refer to How to Upload Your Test Scenarios and Other Files to the TDR in this reference guide. How to Download Other Artifacts from the TDR Download other artifacts the same way you downloaded the Test Scenarios & Results Tracking Template spreadsheet. 1. Click the download file icon or the filename that you want to download. Important! You must upload your list of test scenarios to the TDR no later than June 29, Note: If you click the filename, the spreadsheet will automatically download and open in a Web app. The following message displays if you click the download file icon: 2. Refer to the following table: Select: To: Open Save As Cancel Open and download the spreadsheet on your desktop. You may then preview, print, or save the spreadsheet. Download and save the document without opening it first. Follow the prompts to save the file. Cancel the download and return to the Global workspace. June Page 10

11 Uploading Files to the TDR You may upload files to the Servicer/Vendor (your organization s) workspace only. Examples of files that you may need to upload include, but are not limited to, your test scenarios, escalation spreadsheets and screen captures to support potential issues. How to Upload Your Test Scenarios and Other Files to the TDR Uploading your test scenarios and other files to the TDR is quick and easy. In the example below, we demonstrate how to upload your test scenarios; however, keep in mind that you will follow the same procedure when uploading other files to your workspace. 1. Access your organization s workspace on the TDR. Important! You must upload your list of test scenarios to the TDR no later than June 29, Drag and drop files from your computer directly into a selected workspace folder without opening it. Since we are uploading test scenarios in this example, drag and drop your test scenario spreadsheet onto the Scenarios folder. A message displays when your file has successfully uploaded. June Page 11

12 Additional Ways to Upload Files to the TDR There are two additional ways you can upload files to your organization s workspace in the TDR: 1 Drag and drop files into an open folder. For example, you can open the Scenarios folder in your workspace and drag and drop your test scenario file directly into it. The following message displays when your file has successfully uploaded. 2 Click the File button and select From Your Computer. Select the file you want to upload and click Open. The following message displays when your file has successfully uploaded. June Page 12

13 After You Upload a File to the TDR After your upload is complete, the file will be available in its folder. In the example below, the Servicer has uploaded their test scenario spreadsheet to the Scenarios folder. Click Files to return to your workspace. Position your cursor over this area to display the icons. Icon Description Downloads the file. Follow the system prompts to open or save the file, or cancel the download. Moves the file to another folder in your workspace. To do this, perform the following steps after you click this icon: 1. Select the folder to which you want to move the file. 2. Click Move when the following displays: The file will display in the folder you moved it to. June Page 13

14 Icon: Description Deletes the file. Note: When you delete a file, all versions of the file are deleted from the workspace. Allows you to rename the file. Displays the URL for the file so you can share the link with other participants in your workspace. Uploads another version of the file. Note: When you upload another version of the file, previous versions are retained for future reference. Enter a comment and/or display previous comments entered for the file. A numerical value displayed in this icon indicates the number of comments that have been entered. Displays previous versions of the file that were uploaded. Current version Previous version Click the icon again to hide the previous versions from view. Using the TDR to Document Your Testing Results As you test (and retest, if necessary) the scenarios you documented in the Test Scenarios & Results Tracking spreadsheet, you will perform the following steps to record the results: 1. Download your test scenarios spreadsheet from the Scenarios folder in your organization s workspace. 2. Record your results, using the last four columns shown below, as applicable. 3. Save the spreadsheet. 4. Upload the spreadsheet to the Scenarios folder in your organization s workspace. Repeat steps 1 through 4, as needed, to record and update your testing results. June Page 14

15 Escalating Issues to Freddie Mac When a test scenario yields results that are not consistent with expected outcomes, and you have verified that the issue is not a Servicer/Vendor defect, you may need to submit an escalation ticket to report the issue to Freddie Mac. For information about the defect management process, refer to the Customer Integration Testing Strategy. Before You Submit an Escalation Ticket Before you submit an escalation ticket, review the Global Announcements and Defects spreadsheet located in the Global workspace to ensure you are not reporting an issue that we are already aware of. If the issue is already documented on this spreadsheet, there is no need for you to submit an escalation ticket. Important! Review this spreadsheet before you submit an escalation ticket. How to Create and Submit an Escalation Ticket Access your Servicer/Vendor workspace, then perform the following steps to create and submit an escalation ticket to Freddie Mac: 1. Click on the Escalation to Freddie Mac folder. June Page 15

16 2. Click on EscalateToFreddieMac.xlsm. The following message displays: 2. Click Open to download and open the spreadsheet on your desktop. The Escalate to Freddie Mac spreadsheet displays. This spreadsheet contains two tabs: Escalation Form Escalation List You may also select: Save As Cancel To: Download and save the document without opening it first. Follow the prompts to save the file. Cancel the download and return to your Servicer/Vendor workspace. June Page 16

17 3. Click the icon shown below, located on the Escalation Form tab in the spreadsheet, to display the escalation ticket. 4. Complete the escalation ticket, shown below. Mandatory fields are identified with a red asterisk (*). June Page 17

18 5. Click the Submit Escalation button. The following confirmation message displays: Important! You must complete step 8 in this procedure to submit the escalation ticket to Freddie Mac. If any mandatory fields have not been completed, you will receive the following message: Click OK to highlight the remaining fields that you need to complete. 6. Click the Escalation List tab. The summary information for the escalation ticket you successfully completed will display. 7. Save the EscalateToFreddie Mac.xlsm spreadsheet. 8. Submit the escalation ticket to Freddie Mac. To do this, upload the EscalateToFreddie Mac.xlsm file to the Escalation to Freddie Mac folder in your organization s workspace in the TDR. Important: It is critical that you perform this step to submit the escalation ticket to Freddie Mac. Freddie Mac will not receive notification of the escalation ticket if you do not upload the new version of the spreadsheet. The escalation ticket is not considered submitted until you upload the file. 9. Upload any screen captures that support the escalation ticket to the Escalation to Freddie Mac folder in your workspace. Ensure that you name the file using the following format: (Escalation ID)_(Today s Date in mm.dd.yy format) Example: 2_ The confirmation message displays the filename you should use for any associated screen captures. June Page 18

19 After You Submit an Escalation Ticket After you submit the escalation ticket, monitor its status. To do this, view the Escalation List tab on the EscalateToFreddieMac.xlsm file within the Escalation to Freddie Mac folder. Freddie Mac s CIT Team will document any applicable comments as research progresses on the issue in the Freddie Mac Comments column. When our analysis is complete, and if it is determined that the issue is a Freddie Mac defect, we will change the status to Ready for Retest when a fix is deployed and is ready to be retested. If it is not a Freddie Mac defect, the CIT Team will document any applicable comments in the Freddie Mac Comments column and update the status to Closed. Below is an example of an Escalation List. Monitor the last two columns for updates from Freddie Mac. You will receive updates directly from Freddie Mac regarding comments and the updated status of any outstanding issues. Additionally, if you have indicated that you want an alert sent to you when files are updated in your organization s workspace, you will receive notification via Intralinks VIA when Freddie Mac uploads an updated version. Otherwise, monitor the notifications icon on the toolbar for updates. Ensure this check box is selected if you want to be notified via of updated files in your organization s workspace. Note that you will receive these notifications from Intralinks VIA, not Freddie Mac. June Page 19

20 How to Correct an Escalation Ticket To correct an escalation ticket that you have submitted, perform the following steps: 1. Complete a new ticket with the correct information included. In the Vendor/Servicer Comments section of the new ticket, document the Escalation ID of the ticket you are correcting. 2. Click Submit Escalation. 3. Click the Escalation List tab. The summary information for the escalation ticket you successfully completed will display. 4. Submit the escalation ticket to Freddie Mac. To do this, upload the EscalateToFreddieMac.xlsm file to the Escalation to Freddie Mac folder in your organization s workspace in the TDR. Important: It is critical that you perform this step to submit the corrected escalation ticket to Freddie Mac. Freddie Mac will not receive notification of the escalation ticket if you do not upload the new version of the spreadsheet. The corrected escalation ticket is not considered submitted until you upload the file. 5. Upload any applicable screen captures to support the new escalation ticket. How to Cancel an Escalation Ticket To cancel an escalation ticket that you have already submitted, send an to the Customer/Vendor Integration Team. To do this, click the link located at the top of the Escalation List. In the , ensure that you include the Escalation ID number for the ticket you are cancelling. This document is not a replacement or substitute for the information found in the Freddie Mac Single-Family Seller/Servicer Guide and/or terms of your Master Agreement and/or other Pricing Identifier Terms Freddie Mac June Page 20