etrac Guide Automated File Transfer Global DMS, 1555 Bustard Road, Suite 300, Lansdale, PA , All Rights Reserved.

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2 Table of Contents Introduction to Automated File Transfer... 3 Accessing File Delivery Configuration... 4 Configuring Automated File Transfer... 5 Automated File Transfer and System Settings... 7 Automated File Transfer and the Workflow Engine... 8 Automated File Transfer and e2e Global DMS etrac Guide to Automated File Transfer 2

Introduction to Automated File Transfer The etrac Automated File Transfer app streamlines the file delivery process by establishing the default visibility flags (Viewable by Vendor, Viewable by

3 Introduction to Automated File Transfer The etrac Automated File Transfer app streamlines the file delivery process by establishing the default visibility flags (Viewable by Vendor, Viewable by Client) for each File Type Description in the System. Configure Viewable by Client When the selected File Type(s) are uploaded to the System, the Viewable by Client flag will be set to Yes, and the file(s) will immediately be available to Client Users in the Client Module. Configure Viewable Vendor When the selected File Type(s) are uploaded to the System, the Viewable by Vendor flag will be set to Yes, and the file(s) will immediately be available to Vendor Users in the Vendor Module. The configuration set on the Configure File Transfer screen will apply globally to file uploads across all orders. The Automated File Transfer app will determine file visibility for files that have been uploaded by Staff, Clients, Vendors, and files that have been generated by the etrac System, such as Invoices and AVM files. It is, therefore, very important to plan the implementation of the Automated File Transfer App prior to adding it to the etrac System. Adding this App without configuration could result in workflow disruptions. By default, no file types are visible to Clients or Vendors. Full List of File Types Appraisal/Final Report Find Vendor Results Audit File Invoice Exchange 385 Appraiser Independence Certificate Attachment Vendor Invoice Collateral Review Unsecured PDF Special Instructions ENV File Invoice XML Purchase Agreement Borrower Receipt Other AVM Original Appraisal for Review Market Conditions Report UAD XML MARS Review Cover Letter Vendor Attachment Order Form Client Attachment AI Ready XML Vendor Upload Attachment ACI Appraisal File (.ACI) Delivery Document UCDP Submission Summary Report Credit Card Receipt QC/Review Form Workflow Attachment MLS Pages Data Analytics Global DMS etrac Guide to Automated File Transfer 3

4 Accessing File Delivery Configuration If Enhanced User Permissions are not on the System, then all Administrator Staff Users will be able to access the File Delivery Configuration page. If Enhanced User Permissions are present, Staff User access to File Delivery Configuration can be controlled. Staff User settings can be accessed from Setup, and Manage Users. Click on Edit adjacent to a Staff User. From the Staff User Profile page, locate the Enhanced User Permissions link. Click on Click here for enhanced User Permissions to access the specialized permissions for the Staff User. The specific setting for Configure File Transfer can be found within the Setup section. To allow a Staff User to access the Configure File Transfer configuration screen, the corresponding option must be selected. If the checkbox is deselected, then Configure File Transfer will no longer be available to the Staff User. Save any changes to the Enhanced User Permissions by clicking on the Save button. Global DMS etrac Guide to Automated File Transfer 4

One set corresponds to file visibility for the Client. The second set of selection boxes corresponds to file visibility for the Vendor. 2.

5 Configuring Automated File Transfer 1. Navigate to the Automated File Transfer page in etrac: Setup Configure File Transfer There are two (2) sets of selection boxes on the Configure File Transfer screen. One set corresponds to file visibility for the Client. The second set of selection boxes corresponds to file visibility for the 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. Multiple File Types can be selected by using Shift + Click or Ctrl + Click functionality, or by clicking in the left box, and dragging the mouse over the selections to be added. Global DMS etrac Guide to Automated File Transfer 5

6 3. After adding File Types to the configuration box on the right, a success message will appear. With these defaults in place, the Viewable by Client/Vendor flags are set when files are uploaded to the System. The Automated File Transfer configuration is intended to streamline the delivery process, but visibility can be changed at the order-level at any time. The default visibility flags can be changed manually by clicking on the Enable link in the respective Viewable by Client or Viewable by Vendor columns of the Files Available For Download table. Visibility flags will also be automatically updated to viewable for non-selected File Types when using the Forward to Client or Forward to Vendor forwarding options on the Files Available For Download screen. Changing the File Type Description for an uploaded file using the Wrench tool will also defer to the file visibility configured on the Configure File Transfer screen. Recommendation for Configure File Transfer Configuration Screen We strongly recommend that you review your configuration carefully to ensure that you are not inadvertently hiding necessary files, or exposing unnecessary ones! Global DMS etrac Guide to Automated File Transfer 6

7 Automated File Transfer and System Settings The Automated File Transfer configuration takes precedent over other settings designed for automated file visibility. The Mark all UAD XML files as Viewable by Client when uploaded in either the Staff or Vendor Module? System Setting will be ignored. The Make files uploaded by Staff/Client/Reviewer viewable by Vendor System Setting will be ignored. Global DMS etrac Guide to Automated File Transfer 7

8 Automated File Transfer and the Workflow Engine There are two (2) Actions in the Workflow Engine dedicated to file visibility. Although the Automated File Transfer app will dictate default file visibility for all uploaded files the Mark Files Viewable by Client and Mark Files Viewable by Vendor Workflow Engine Actions can be utilized to change any File Types set to non-viewable via the Automated Files Transfer configuration to viewable upon status change. Mark Files Viewable by Client The Mark Files Viewable by Client Action will mark the selected File Types as visible to the Client when an order moves into the configured status. Mark Files Viewable by Vendor The Mark Files Viewable by Vendor Action will mark the selected File Types as visible to the Vendor when an order moves into the configured status. (See screen shot on the following page) Global DMS etrac Guide to Automated File Transfer 8

The Mark Files Viewable by Client and Mark Files Viewable by Vendor Workflow Actions will only change visibility flags for files uploaded to the Files Available For Download screen prior to when the

9 The Mark Files Viewable by Client and Mark Files Viewable by Vendor Workflow Actions will only change visibility flags for files uploaded to the Files Available For Download screen prior to when the Workflow Action is triggered. The Deliver Files Workflow Action can also modify the visibility of files delivered to the Client or Vendor Recipients if the files were uploaded to the Files Available For Download prior to the Workflow Action being triggered. Global DMS etrac Guide to Automated File Transfer 9

10 Automated File Transfer and e2e Configuring Automated File Transfer can be very helpful in e2e relationships. File(s) uploaded from the Parent Staff Module will adhere to the Automated File Transfer configuration for Viewable by Client and Viewable by Vendor Flags. Viewable by Client Applies to Parent s Client (Client1 on the Parent order) Viewable by Vendor Applies to Child (Vendor on the Parent order) File(s) uploaded from the Child Staff Module will adhere to the Automated File Transfer configuration for Viewable by Client and Viewable by Vendor Flags. Viewable by Client Applies to Parent (Client 1 on the Child order) Viewable by Vendor Applies to Child s Vendor (Vendor on the Child order) File ownership still applies in the e2e relationship: The Child cannot delete, hide or change the File Type on Parent-owned files. The Parent cannot delete, hide or change the File Type on Child-owned files. The Delete functionality on the Files Available For Download page will only allow the owner of the document to delete the file from orders. In the screenshot below, a file has been sent to the Client. The Delete option is not available. If the file is uploaded in the Parent System, visibility flags for the Client and Vendor (Child) will be determined by what is configured within the Configure File Transfer screen in the Parent System. At the time when the file appears in the Child System, the visibility flags for the Child s Vendor will be determined by the Child s Automated File Transfer configuration. If the file is uploaded in the Child System, visibility flags for the Client (Parent) and Vendor will be determined by what is configured within the Configure File Transfer screen in the Child System. At the time when the file appears in the Parent System, the visibility flags for the Parent s Client will be determined by the Parent s Automated File Transfer Screen configuration. Global DMS etrac Guide to Automated File Transfer 10

e2e etrac to etrac Setup and Configuration

e2e etrac to etrac Setup and Configuration Version: 1.5 Publish Date: 05/29/2014 Global DMS, 1555 Bustard Road, Suite 300, Lansdale, PA 19446 2014, All Rights Reserved. Table of Contents Introduction to