etrac Client Module Guide

Transcription

1 etrac Client Module Guide Version: 2.0 Publish Date: 05/06/2014 Global DMS, 1555 Bustard Road, Suite 300, Lansdale, PA , All Rights Reserved.

2 Table of Contents etrac System Requirements... 4 Logging In... 5 Client User Self Registration... 5 Setup User Fields... 8 Logging into the Client Module... 8 Submitting a Request Order Form Fields Reference Information Client Info Borrower and Subject Property Info Assignment Info Billing Info Property Access / Contact Info Import Fannie Mae Order Link Finishing and Saving the Form Credit Card Payment Type Uploading a File Viewing Open Orders Accepting a Bid Request Viewing Order Details Sending Office s File Inquiries Viewing Completed Orders Downloading Completed Appraisals Viewing Cancelled Orders Global DMS etrac Client Module 2

3 Viewing All Orders Searching Orders Reports Help Viewing the Daily Dashboard Modifying Notifications Changing Your Password Logging Out Global DMS etrac Client Module 3

4 etrac System Requirements Computer / Processor Operating System Browser Requirements Hardware Requirements Display Peripherals Internet Access Minimum System Requirements for etrac Recommended minimum 1Ghz CPU Core 2 or higher. Windows XP Windows Vista Windows 7 Windows 8 Internet Explorer 7 Internet Explorer 8 Internet Explorer 9 Internet Explorer 10 Internet Explorer 11 is not currently supported. Apply all Microsoft software updates. Note these restrictions: In IE 10, Compatibility View is required. See Configuration Recommendations. Must use the most recent stable version. Mozilla Firefox etrac makes every effort to test and support the most recent version of Firefox. See Configuration Recommendations. Must use the most recent stable version. Google Chrome etrac makes every effort to test and support the most recent version of Chrome. Google Chrome applies updates automatically; etrac makes every effort to test and support the most recent version. There are no configuration recommendations for Chrome. Apple Safari, versions 5.x and 6.x on Mac OS X There are no configuration recommendations for Safari. Apple Safari on ios is not supported. Note: There are no Java requirements nor are there any ActiveX requirements. However, Javascript must be enabled in the browser. 1 gigahertz (GHz) 32-bit (x86) processor or 1-GHz 64-bit (x64) processor Windows Vista 1 GB of system memory 128 MB of graphics memory (minimum) 40 GB hard disk that has 15 GB of free hard disk space 1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor Windows 7 1 gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit) 16 GB available hard disk space (32-bit) or 20 GB (64-bit) 1 gigahertz (GHz) or faster with support for PAE, NX, and SSE2 processor Windows 8 1 gigabyte (GB) (32-bit) or 2 GB (64-bit) RAM 16 GB (32-bit) or 20 GB (64-bit) available hard disk space 2GB of memory Mac OS X 8GB of available space Only some Mac models supported Note: Memory and hard disk requirement depend on the Operating System. Minimum Super VGA (1024 x 768) strongly recommended Mouse, or compatible pointing device, and keyboard. High speed Internet Access (Cable, Fios, DSL, or xdsl, T1, T2, T3, T4) strongly recommended. Global DMS etrac Client Module 4

5 Logging In In order to log in, you must have the URL that was sent to you via by the Appraisal Company, AMC, or Lender. You will also need the associated Username and Password. Once you are logged in, the system will allow you to view, track, and update all of your orders. NOTE: The path specified in the URL varies depending on the company ID. Client User Self Registration NOTE: You can only self register if you are an existing client with no current log in. To register yourself with a username and password, click on Click here if you do not have a user name and password. Enter the Client Code and Location Number that you retained from the Appraisal Company, AMC, or Lender. When you are done, click Register. NOTE: These fields may be labeled differently than Client Code and Location Number. After you input the Client Code and Location Number, the system will have you verify that the matching Client is indeed the one you work for. If the information is correct, click Continue. Global DMS etrac Client Module 5

6 You can now create a username and password that will allow you to track and place orders. All the remaining fields are required. When you are done filling out the fields, click Finish. Please view the Setup User screen on the next page. Global DMS etrac Client Module 6

7 Global DMS etrac Client Module 7

8 Setup User Fields Client Name: This field will be automatically populated and will contain the name of the Client that the Client User is registering for. First Name: Enter the Client User s first name. Last Name: Enter the Client User s last name. User Name: Enter the username that the Client User will enter when accessing the Client Module. Password: Enter the password that the Client User will enter when accessing the Client Module. Address: Enter the Client User s address that they want to receive notifications with. Phone: Enter the Client User s phone number. Cell Phone: Enter the Client User s cell phone number. Fax: Enter the Client User s fax number. Company Name: This field will allow you to search for Client Users by their company name. Select Bids: This will allow the Client User to select bids once they have been entered into the system. Notifications: These will be the notifications that the Client User will receive once an order is updated to a particular status that you selected. It is required to select at least one notification when creating the Client User profile. Logging into the Client Module Open your web browser and type the URL link into the address bar that was given to you by your Appraisal Company, AMC, or Lender. If they have it set up, you can also click the Client Login button on your Appraisal Company, AMC, or Lender s website. Click on Log in to connect with the login page if you are typing the URL link into the address bar. Type in your username and password that you either received (via ) or that you created with the Client Self Registration. Click the Log in button. If you forgot your username and/or password, select the Click here link next to the Forgot your password? prompt and follow these instructions: Enter your address in the field provided, and click the Send Info button. Your login information will automatically be sent to you via . Global DMS etrac Client Module 8

9 NOTE: In order to use the Client Module, you must have cookies enabled in your browser and have Internet Explorer 7 or greater. After successfully logging in to the Client Module, a Welcome page is displayed. On the Welcome page, click the Client Menu link to enter the program. This opens the Main menu and lists all currently open orders. Global DMS etrac Client Module 9

10 Submitting a Request Click the Main tab at the top of the page. The Main menu then displays along the left-hand side of the page. From the Main menu, click the Place an Order button to open the Request Form page. Global DMS etrac Client Module 10

11 Order Form Fields Reference Information Loan Number: This field is used to enter the Lender s loan number. (This field is optional) Case Number: This field is used to enter the Office s case number. (This field is optional) Client Info Client: This allows you to see your Client by name. (This is a required selection on all order forms) Processor: This is the primary Client contact person that will receive status notifications and the uploaded appraisal file. (This selection is optional) Processor2: This is the additional Client contact person that will receive status notifications and the uploaded appraisal file. (This selection is optional) Ordered By: This field tracks who ordered the appraisal, and is only needed if the Client Users are NOT utilized. (This field is optional) Client 2: This list allows you to select a second Client (if necessary) by name and address based on the available client types. (This selection is optional) No notifications are sent to Client Users under Client 2. Lender: This allows you to enter a Lender s name, if applicable. (This field is optional) Borrower and Subject Property Info Name: This is the borrower contact name. (This field is required on all order forms) Property Address: This is the address of the property to appraise. (This field is required on all order forms) City: This is the city location of the property to appraise. (This field is required on all order forms) State: This is the state location of the property to appraise. (This field is required on all order forms) Zip: This is the ZIP code location of the property to appraise. (This field is optional) County: This is the county location of the property to appraise. (This field is optional) Legal Description: This is the Legal Description of the property. (This field is optional) Borrower This is the borrower s address, which you can use to forward them important files. (This field is optional) Global DMS etrac Client Module 11

12 Assignment Info Property Type: This list allows for the selection of a property type. (This is a required selection) Available property types: Condo Coop Farm Manufactured Mobile Home Multi (2) Multi (3) Multi (4) Multi-Family Other Prefab PUD SFR Townhouse Report Type: This dropdown menu allows for the selection of the primary appraisal report needed for the order. (This is required field when adding a new order) Report Type 2: This dropdown menu allows for the selection of an additional appraisal report needed for the order. (This selection is optional) Report Type 3: This dropdown menu allows for the selection of an additional appraisal report needed for the order. (This selection is optional) Report Type 4: This dropdown menu allows for the selection of an additional appraisal report needed for this order. (This selection is optional) Report Type 5: This dropdown menu allows for the selection of an additional appraisal report needed for the order. (This selection is optional) FHA: This dropdown menu indicates whether the order is an FHA appraisal. (This selection is optional and defaults to NO) Intended Use: This dropdown menu lets you describe how the appraisal will be used. (This selection is optional) Loan Type: This dropdown menu lets you select the type of loan for the property. (This selection is optional) Occupancy: This dropdown menu lets you indicate who occupies the property. Settlement Date: Allows you to specify the date of closing of escrow. Global DMS etrac Client Module 12

13 Billing Info Payment Method: This dropdown menu indicates how the Client will pay for the appraisal. (This is a required selection) Property Access / Contact Info Name: Specifies the name of the person (or persons) to contact to gain access to the property. Home Phone: Specifies the home phone number of the person (or persons) to contact to gain access to the property. Work Phone: Specifies the work phone number of the person (or persons) to contact to gain access to the property. Other/Mobile Phone: Specifies the alternative phone number of the person (or persons) to contact to gain access to the property. Specifies an address for the property contact. Import Fannie Mae Order Link You may also click the Import Fannie Mae Order link at the top of the screen to import an already completed Fannie Mae form directly into the order form. Finishing and Saving the Form When you are done completing the form, click the Save button at the bottom of the page. This displays a confirmation page, where you can: Print the order by clicking the Print Order button Upload files by clicking the corresponding Click Here button Schedule an appointment by clicking the corresponding Click Here button NOTE: You may or may not see the Click Here options, because these are options that are controlled by the Staff User. If you need to make changes to any information, click on your browser s Back button (arrow at the top left corner of your screen) to return to the Request Form page. Make your changes, and click the Save button. Global DMS etrac Client Module 13

14 Credit Card Payment Type If you are using the Credit Card Payment Type, please follow these directions to enter in the credit card information. Select Credit Card from the Payment Method dropdown menu under the Billing Info tab. NOTE: This is also a place where you can enter the Truth in Lending date. After selecting Credit Card as your Payment Method, new fields will be provided that you must fill out. After filling out all the required information, you can submit the order by clicking the Submit button at the bottom of the screen. NOTE: Even if the credit card information is filled out improperly or can t be charged, your order will still be submitted, but may not be processed until payment is received. Global DMS etrac Client Module 14

15 Uploading a File If you decide to upload a file and you click the corresponding Click Here link, scroll down to the bottom of the page until you see the following upload box: To upload the file that you want, click Browse and locate the file on your computer. Once you locate the desired file, double click on the file or click Open. The selected file name will appear in the Enter file name to upload field. Click the Upload File(s) button to upload the file to the order. It will then be attached to the order and available under the Files Available For Download page for future reference. NOTE: There are two browse buttons so you can upload two files at the same time. Global DMS etrac Client Module 15

16 Viewing Open Orders Click the Main tab at the top of the page. The Main menu will then be displayed along the left-hand side of the page. From the Main menu, click the List All Open button. This opens the All Open Orders page. The top of this page shows you how many open orders there are in total. If there are more open orders than can be shown on the current page, there will be a Next link at the bottom of the page that you can use to view the additional open orders. Global DMS etrac Client Module 16

17 Accepting a Bid Request Click the Main tab at the top of the page. The Main menu will then be displayed along the left-hand side of the page. From the Main menu, click the List All Open button. This opens the All Open Orders page. Click the View Bids link (located to the far right of each order) that s next to the order you want to receive a bid response from. A pop-up window will appear that shows all the bid responses that the order has received so far. Click Select (under the Actions tab) to select the bid response that you want. This will automatically update the order s status to Bid Accepted. NOTE: This entire process requires Global DMS Commercial Bidding Application, which must be activated within your account by the Staff Administrator (Appraisal Company, AMC, or Lender). Global DMS etrac Client Module 17

18 Viewing Order Details Click the Main tab at the top of the page. The Main menu will then be displayed along the left-hand side of the page. From the Main menu, click the List All Open button. This opens the All Open Orders page. Locate the order that you want to view, and click on its File Number (located to the far left and highlighted in blue). The form will then open so you can view the details. The lower section of the form displays its current status information. Global DMS etrac Client Module 18

19 Global DMS etrac Client Module 19

20 Sending Office s When viewing the Detail page of an order, an icon will be available in the main window area. Click on the icon to open the form window. NOTE: Depending on your access level, you may or may not be able to see both the Log icon and the Appraiser icon. This icon will allow you to send any questions or comments to the Appraisal Company, AMC, or Lender. This icon will allow you to see any s that you have sent to an Appraisal Company, AMC, Lender, or individual appraisers. This icon will allow you to send any questions or comments to individual appraisers. Click the Office or Appraiser icon to launch the Form window. After sending an , a confirmation page is displayed. Global DMS etrac Client Module 20

21 File Inquiries Use the following procedure to either request an amendment or insert a special request for a file: Click the Main tab at the top of the page. The Main menu will then be displayed along the left-hand side of the page. From the Main menu, click the File Inquiries button. In the File Number field, enter the number of the file that you want to amend. Click the Search button. When the record is displayed, click the File Number link to open the File Inquiries page. Enter your request in the text box provided, and click the Send button. A confirmation message will inform you that your message has been sent. NOTE: You may also submit a file inquiry directly from the order by accessing the Order Detail screen. Scroll down to the bottom of the page, and click the File Inquiries link. Global DMS etrac Client Module 21

22 Viewing Completed Orders Click the Main tab at the top of the page. The Main menu will then be displayed along the left-hand side of the page. From the Main menu, click the Completed Orders button. This opens the All Completed Orders page. If desired, you can click the File Number link (located to the far left and highlighted in blue) on any record in the list to view the details of that order. You may also click the red arrow to go directly to the completed appraisal s Files Available for Download page to review the PDF. Global DMS etrac Client Module 22

23 Downloading Completed Appraisals Click the Main tab at the top of the page. The Main menu will then be displayed along the left-hand side of the page. From the Main menu, click the Completed Orders button. This opens the All Completed Orders page. To view the uploaded file, click on the file number (located to the far left and highlighted in blue) and scroll down to the bottom of the file until you see the Files Available for Download button. Click on the Files Available for Download button, and it will show you all the files that have been uploaded to that order. Click the file name to open the uploaded file. Global DMS etrac Client Module 23

24 Viewing Cancelled Orders Click the Main tab at the top of the page. The Main menu will then be displayed along the left-hand side of the page. From the Main menu, click the Cancelled Orders button. This opens the All Cancelled Orders page. If desired, you can click the File Number link (located to the far left and highlighted in blue) on any record in the list to view the details of that order. Viewing All Orders Click the Main tab at the top of the page. The Main menu will then be displayed along the left-hand side of the page. From the Main menu, click the All Orders button. This opens the All Orders page. If desired, you can click the File Number link (located to the far left and highlighted in blue) on any record in the list to view the details of that order. Global DMS etrac Client Module 24

25 Searching Orders The Client Module includes a flexible search utility so you can locate orders by file number, address, borrower, and/or loan number. Click the Search tab at the top of the page. The Search menu will then be displayed along the left-hand side of the page. From the Search menu, click on the type of search you want to perform. Search Term File Search Description Enter the exact file number you are looking for in the Enter File Number text box, and then click the Search button. File searches will only find results that exactly match your search criteria. For example, searching for 12 will NOT return file #112. Address Search Borrower Search Loan Search Super Search Enter all or part of the address you are searching for in the Enter Property Search text box, and then click the Search button. Enter all or part of the borrower s name that you are searching for in the Enter Borrower Name text box, and then click the Search button. Enter the exact loan number you are looking for in the Enter File Loan # text box, and then click the Search button. Loan searches will only find results that exactly match your search criteria. For example, searching for 10 will NOT return loan #1102. Either enter the File Number, Address, Borrower, or Date Assigned for the order that you are searching for, and then click the Search button. NOTE: Searches can be as general or specific as you want, and they are NOT case sensitive. For example, if you are searching for a borrower and enter rob as your search word, it will find any borrower whose name includes those letters such as Robbie, Roberts, and/or Jarobski. After you click the Search button, any files that match your search criteria will be listed. The top line of the report shows you how many results were found. Global DMS etrac Client Module 25

26 Reports The reporting feature lets you instantly view a report of either your open payables or your closed payables. Click the Reports tab at the top of the page. The Reports menu will then be displayed along the left-hand side of the page. From the Reports menu, click on the type of report you want to view. NOTE: You must have a certain access level to view these reports, which is setup by the Staff Administrator (Appraisal Company, AMC, or Lender) Payables Open The Payables Open report will list all the reports that have been billed, but are unpaid. Payables Closed The Payables Closed report will list all the reports that have been recent paid. Global DMS etrac Client Module 26

27 Help You can access online help information about the Client Module at any time by clicking on the Help button, which is located at the top of every page. The help feature is context sensitive, meaning that it will only provide help information about the menu or page that you are currently viewing. For example: if you click on the Reports tab and then click on the Help button, the help system will only display information about the Reports page. Viewing the Daily Dashboard The Client Module makes it easy for you to get an overview of the order pipeline. To access your Daily Dashboard, click on Tools (located at the top of the screen). The Tools menu will then be displayed along the left-hand side of the page. From the Tools menu, click on Daily Dashboard. Global DMS etrac Client Module 27

28 Modifying Notifications Click on Tools (located at the top of the screen). The Tools menu will then be displayed along the left-hand side of the page. From the Tools menu, click on Change Status Notifications. Global DMS etrac Client Module 28

29 Changing Your Password Click on Tools (located at the top of the screen). The Tools menu will then be displayed along the left-hand side of the page. From the Tools menu, click Change Password. Logging Out When you are finished using the system, you should always log out so no one else can access your account. To log out of the Client Module, click on the Log-Out tab (located at the top of the screen). You may now close your browser window. Global DMS etrac Client Module 29