DocVelocity FAQs & Tips

Transcription

1 DocVelocity FAQs & Tips July 16, 2018

2 How do I get documents into DV faster? 4 1. Open the FT360 loan file 2. Launch the DocVelocity window 3. Order your Services (i.e. AUS, Fraud, Compliance, LDP/GSA) or drop your documents into the appropriate folder aa_upload or ADR_Off 2 4. Immediately Save the loan file 2 5. Refresh the document list in DV 5 NOTE: You might need to wait a couple of minutes and click the refresh button multiple times before the documents appear. Do not print out another copy to DV otherwise it will create a duplicate.

3 I kept losing documents that were uploaded in Doc Velocity. Why are the missing? 1. The documents are not lost, they are hidden from the view. On this particular incident, DV had the Show Latest Revisions Only filter checked Make sure you also go back to and check your filters Often times, one of the filters is checked so you don t see all of the documents. 3. Make sure you also go back to and check your stacking orders. NOTE: Do not upload another set of documents into FT360 efolder. This will create duplicates. 1

4 Scenario 1: I can t seem to find documents that I know are in the file? 1. Make sure that when you are in the document list view 2. Make sure you don t have any stacking order selected Make sure you don t have any filter selected 4. Make sure you are viewing All Documents 1

5 Scenario 2: I can t seem to find documents that I know are in the file? 1. Make sure that when you are in the document list view and have sorted by status that you didn t accidentally minimize the list of documents in a particular status 2. For example the carrot on the right for Ready to Ship was clicked which is currently hiding the documents 3 3. Clock the carrot again and the list of documents will appear 2

6 Uploading PDF Documents with Bookmarks: 1. Drag and drop the files into the document list panel 2. You will see that some documents are grouped together with the page count (You can rename these files) You will see that some documents are broken apart into individual pages. This is due to bookmarks in the PDF file. i.e. tax returns 4. You can merge them after the documents go into DV (recommended) or you can try and merge and rename them in the popup window 5. Uncheck the ADR box at the top Click Send

7 Uploading PDF Documents with Bookmarks (continued): 1. Print (not Save As) the PDF to a PDF document and name the document 1 2. Drag and drop the file into the document list panel 3. Rename them in the popup window 4. Uncheck the ADR box at the top Click Send 3

8 Uploading PDF Documents with Bookmarks (continued): 1. Alternatively, you can take the original PDF and Print to a new PDF and save to your desktop. This will create a new PDF with the bookmarks removed 1 2. Do not Save As a new PDF. This only renames the current document and will not remove the bookmarks 3. Upload to new PDF document to DV and it will not split the pages apart

9 What do I do when my document upload looks like this? 1. When you drag and drop a document and the upload window pops up you might see a message like the one in the image. 2. This means that the PDF you are trying to loan is not a viable PDF.

10 What do I do when my document upload looks like this (continued)? 1. Open the original PDF document 2. The PDF you are trying to load could be secured or a fillable form and these types of PDFs can t be loaded into DV 3. You must print out the document and then scan it if you do not have the ability to print to a new PDF that removes the fillable form requirements

11 TIP: Creating a PDF with Specific Documents in a Specific Stacking Order: There are times when you need to create a PDF for an outside party with specific documents and specific stacking orders. For example in the case of the USDA, it is not always the same documents or the same stacking order you need to send in. In these cases, following the below instructions will allow you create the required PDF In the main Document screen highlight the needed documents: 3 2. Right click on the documents you need to include 3. Select Open in New Window

12 TIP: Creating a PDF with Specific Documents in a Specific Stacking Order (continued): 4. In the new window you will need to sort by Document Name 5. Under Stacking Orders choose No Stacking Order 5 5 4

13 TIP: Creating a PDF with Specific Documents in a Specific Stacking Order (continued): 6. You will now be able to move the documents around by dragging the documents in the order you need 6

14 TIP: Creating a PDF with Specific Documents in a Specific Stacking Order (continued): 7. When the documents are in the order you need, highlight all of the documents 8. Right Click on the document list to access the control menu 7 9. Click Save Document as a PDF 9

15 Why can t I seem to arrange the documents in the order I want to export to a PDF? 1. Make sure that you do not have a stacking order selected. The stacking order will prevent the rearrangement of documents in the list view If you attempt to rearrange the documents when a stacking order is selected, you will not be able to move the documents and instead a red circle with a line through it

16 If a Loan Officer is still putting documents in the unassigned area of the efolder, is DV pulling those in? Documents should not be placed in the efolder Unassigned, they should be placed directly into DV. If there are documents in the Unassigned folder, refer back to the following slides to get the documents into DV. 1. Retrieving Documents the Borrower Uploaded to the efolder with ADR Turned OFF 2. Retrieving Documents the Borrower Uploaded to the efolder with ADR Turned ON 3. Uploading Borrower Documents Individual Files with ADR OFF 4. Uploading Borrower Documents Bulk File with ADR ON

17 Why can t I merge/split/rename documents in Sort Mode? 1. Check to see if the documents are Accepted (green check) or Decision (yellow lock) Accepted or Decision documents cannot be altered by the processor, only by the underwriter. 2. Check the status/colors of documents Documents in 2 different status colors cannot be merged together, only by the underwriter 3. If Steps 1 and 2 do not apply, support@prmg.net to open a ticket 2 1

18 What happens when I see DVLIS1 is currently in the file? 1. DVLIS1 means that DocVelocity is currently in the file indexing or retrieving documents 1 2. If DVLIS1 is in the loan file longer than minutes, support@prmg.net to open a ticket for assistance

19 What do I do when all of my documents are showing grey with a red X? To determine if this is an issue caused by Doc Velocity or Encompass, please perform the following steps 3 1. You will have to log out of Encompass 2 2. Quit DV by Clicking the up arrow next to your time/date on the task bar 3. Right click on the DV icon and choose Quit 4. Relaunch DocVelocity 5. If the issue persists, support@prmg.net to open a ticket for assistance 3

20 What do I do when my DV screen has been showing Initializing for a long period of time and I can t get in? To determine if this is an issue caused by Doc Velocity or Encompass, please perform the following steps 1. Open Task Manager by right-clicking in an empty spot in the task bar and choose Task Manager 2. Once it is open, highlight DocVelocity Desktop 1 3. Click End Task 2 4. If this does not work, reboot your computer 5. If the issue persists, support@prmg.net to open a ticket for assistance 3

21 What happens when my DocVelocity Screen looks like this? The various different panels are currently hidden. The view or hide the panels click to show and click to hide. There are 4 panels: 1. Document List 2. Document Thumbnails 3. Document Pages 4. Document Properties

22 How do I go and find a document that went into DV but I accidentally deleted it to the recycle bin or I can t locate it? 1 3 Anyone with DV access can go into the received mail and file the individual mail items again. It will even keep the original upload date. 1. Click Received Mail Select the mail items with the documents you want to refile 3. Click Sort/Annotate/File 4 4. Rename and status the document if needed and deleted documents not needed 5. Click Save and File

23 Do you know why the 1010 ID would show up as missing in the UW Conv Stacking order when the 1010 ID document is there?? 1 1. In this example, we compared 2 loans and one has it appearing (not missing) and the other one shows it is a missing document in the stacking order. 2. When you hover over the X it states that it is a restricted document. The X means that it is in the stacking order list but not in the document dictionary aka a legacy document In this case, the document was renamed from Borrower to Borrower(s) but the stacking orders were not updated. This particular document had been labeled the previous name prior to the name being changed in the document dictionary.

24 Do you know why the 1010 ID would show up as missing in the UW Conv Stacking order when the 1010 ID document is there? (continued) 4. A legacy document type is simply any document name in your system that, for various possible reasons, cannot be used by users when renaming documents. For example, this situation can arise when a site-defined document type was created, the name used for some time to name documents, and then the document type was later deleted. No new documents can be named with the legacy name, but there are still documents in the system with the old name. Alternatively, a master document type which has been used but later subordinated can be considered a legacy document type. 5. You can relabel the document so it uses the updated name and appears in the stacking order

25 I duplicated/copied a loan in FT360 and my disclosures didn t go into DV and they are not in the efolder placeholders? Disclosures go into the Unassigned File Manager after they are retrieved/ downloaded from FT360 if there are no disclosure placeholders auto created in the duplicated/copied loan Create a new placeholder in the efolder 2 2. Click OK to Add a new document 3 3. Label AA_Upload from the drop down menu 4. Click File Manager

26 I duplicated/copied a loan in FT360 and my disclosures didn t go into DV and they are not in the efolder placeholders? (continued) 8 5. Highlight all of the documents 6. Drop all of the documents into the AA_Upload folder 5 7. Click Close 8. Save the Encompass file 6 7

27 I duplicated/copied a loan in FT360 and my disclosures didn t go into DV and they are not in the efolder placeholders? (continued) 9. Refresh the DV document list (Import could take a couple of minutes) 10. Sort by Upload Date or Document Date Highlight all of the documents that were just uploaded Right click and Select Open in a New Window 1 2

28 I duplicated/copied a loan in FT360 and my disclosures didn t go into DV and they are not in the efolder placeholders? (continued) Sort the documents by Unique ID by clicking the column until the carrot is pointing up Click Sort Filed Documents

29 I duplicated/copied a loan in FT360 and my disclosures didn t go into DV and they are not in the efolder placeholders? (continued) Put the documents back together that got split apart by dragging the thumbnail page to the appropriate document 16. Label any listed Unknown Disclosures correctly Status the disclosures appropriately 18. Save when exiting Sort Mode

30 I duplicated/copied a loan in FT360 and my disclosures didn t go into DV and they are not in the efolder placeholders? (continued) 19. Save the Encompass File again 20. Go back into the efolder and the disclosure placeholders will all be there 2 0

31 Adding DocVelocity Folder ID Column to your Pipeline View: 6 1. Right click on any column header and choose Customize Columns 2. Type DocVelocity Folder ID in the search box and click Find Make sure you have the box checked & click on OK at the bottom right of the pop-up screen 4. The column will be put into your pipeline view all the way over to the right of your screen 6 5. Highlight the DocVelocity Folder ID column header and move it to the left with your cursor so it is next to the loan number so it will be easy to see on your screen 6. Don t forget to save your pipeline view Revised 7/11/2018

32 Why does my DocVelocity screen look different than the training material?: 1. If your DV screen looks like the image to the right and you do not see the various colors, that means you are using the web version and do not have the desktop version of DocVelocity installed 2. Contact support to open a ticket to have the DV desktop version installed to your PC/Laptop

33 TIP: Bulk Status Signed Disclosures: 1. In the document search box, type in disclosure 1 2. Highlight all of the signed disclosures you want to status Ready to Ship Right click and select Document Properties Select Status 5 5. Select Ready to Ship 6. Alternatively, you can status the documents in the Document Properties panel on the far right of the screen

34 TIP: Bulk Delete Unsigned Disclosures: 1. Enter Sort Mode 1 2. In the document search box, type in disclosure 3. Highlight all of the unsigned disclosures you want to delete Click the delete button on your keyboard Click Save to save your work and exit sort mode.

35 TIP: Instructions for Removing DocVelocity from a Loan: NOTE: DPA 2 nd liens do not need to have DV associated with the file and therefore a special request needs to be made 2 1. Go to DocVelocity 2. Enter Sort Mode 3. Highlight all Documents and click delete so they all go to the master recycle bin 4. Click Save Request to main DV contact requesting removal of DV 3

36 TIP: Instructions for Removing DocVelocity from a Loan (continued): 1. Go to efolder 2. Click the Documents Tab 3. Click on Document Manager Once you open the document manage, highlight all of the documents in the top left that need to be converted 4 5. Click Convert 5