Vendor Comply Quick Start Guide v1.0 March 2016
Vendor Comply Quick Start Guide 1 Contents How to Access Vendor Comply... 2 How to Log into Vendor Comply... 3 Initial Login... 3 Forgotten Password... 3 Resetting a Password... 4 Password Requirements... 4 How to Set Up Email Maintenance... 5 How to Create an Action Item in Vendor Comply... 6 Creating a Related Action Item... 7 How to Copy an Action Item from a Client (for Outsource/Forwarder)... 8 Relaying Information from the Agent to the Client (for the Outsource/Forwarder)... 8 How to Share an Action Item with a Client (for Outsource/Forwarder)... 10 How to Create and Send a Task... 11 Responding to a Task Note... 12 Adding a Resolution... 13 Completing Tasks and Action Items... 14 Completing Action Items Lender Approval... 14 How to Create Reports... 16 Auto Reporting Set-up... 17
Vendor Comply Quick Start Guide 2 How to Access Vendor Comply To access Vendor Comply, log into Recovery Connect. Select the VC App by clicking the Active button in the app. Click the Vendor Comply from the left side menu of the VC App in Recovery Connect. Once the VC Login page opens, right mouse-click anywhere on the page. Click, Install Vendor Comply Application onto this computer. A shortcut will automatically be saved to your computer s desktop. Ensure you always access VC through this shortcut so all VC functionality is available.
Vendor Comply Quick Start Guide 3 How to Log into Vendor Comply This section will provide basic instructions on logging into VC for the first time, what to do if a user forgets their password, and how to reset a password. Initial Login When a user logs into VC for the first time, they will be required to accept the Vendor Comply End User License Agreement (VCEULA) to gain access to the system. Click I Accept. Forgotten Password If the user cannot recall their password, they can request to reset it and receive a temporary password via email. On the Recovery Connect Login interface, click Forgot Password. A dialogue will display requesting the User Name. Enter the user ID and click Send My Info. The dialogue will confirm that the email was sent. Click OK to return to the login page while waiting for the password reset email to arrive. The email will have a temporary password to be used when resetting the password. Go to the VC Login page, enter the User Name and temporary Password, and click Login. Enter the Old Password, create a New Password, re-enter it in the Confirm Password field, and click Submit. Re-Enter the new Password in the VC Login page and click Login.
Vendor Comply Quick Start Guide 4 Upon successful login, the Vendor Comply Main Interface will display. Resetting a Password When a user s password has been reset by an administrative user for any reason 1 use the following procedure to reset a password: 1. Go to the VC Login page 2. Enter the User ID and previous Password. a. If when resetting the user s password, the administrative user created a temporary password for the password reset, use the temporary password. 3. Click Login. 4. Enter the Old Password, create a New Password, re-enter it in the Confirm Password field, and click Submit. Upon successful login, the Vendor Comply Main Interface will display. Password Requirements When creating a password for access into RCD the following default criteria will apply 2 : 1. Password must be between six (6) to 15 digits long 2. Password cannot use the same character three (3) times in a row 1 This procedure does not apply to situations where the user has forgotten their password, in such cases use the Forgot Password feature on the login interface. See the Forgotten Password section for more detail. 2 These are the default requirements for a generic company. Password requirements may differ based on a specific company s setup.
Vendor Comply Quick Start Guide 5 How to Set Up Email Maintenance The Email Maintenance menu selection displays on Vendor Comply Main Menu interface and allows users to set up individuals to receive automated email notifications for specific actions that take place during the complaint management process. From the Main Menu, click the Email Maintenance selection. The Email Maintenance interface will open and will display the Create Email List and Auto Email Setup fields. First create your distribution list by selecting the Company (your own or a Client company), the recipients First and Last name, and the recipient s Email Address. Then click the Add button to add the information to the grid. Repeat this process to build a distribution list. Once your distribution list is built, add recipients to the Auto Email Setup by selecting a recipient from the Email Address dropdown and selecting the Priority and Notification type options. Click the Add button to add the selected information to the grid.
Vendor Comply Quick Start Guide 6 How to Create an Action Item in Vendor Comply To create an Action Item, access the Vendor Action Log from the VC Main Menu. Click the New Action button. When the Create Action Log interface opens, start by searching for the assignment. To do so, enter either the Assignment ID# or the VIN# and then click the corresponding Search (magnifying glass) icon. Select the assignment from the Assignment Search Results grid by clicking the Select button. Available assignment information will auto-fill most mandatory fields. Complete the additional required fields (highlighted in red) and click Save. The new Action Item (AI) is now created and given an auto-generated AI #.
Vendor Comply Quick Start Guide 7 Creating a Related Action Item If there are multiple complaints being filed, click the Relate Item button in the middle of the Edit Action Log interface to create separate but related Action Items. The Create New Related Action Item interface will open. Notice much of the complaint information from the original Action Item is already auto-filled. Fill in the new red highlighted fields and click Save. Work through this Related AI as you would the original.
Vendor Comply Quick Start Guide 8 How to Copy an Action Item from a Client (for Outsource/Forwarder) In the Edit Action Log interface (complaint created and sent by the Lender) click the Copy Action Item button at the top of the interface. The Copy Action Item interface will display. 1. Select the Repossession company from the Company dropdown. 2. Select a Location 3. Select a User 4. Click Save. The interface will close and a new Edit Action Log interface will display allowing communication to be sent to the Repossession Agent. Relaying Information from the Agent to the Client (for the Outsource/Forwarder) To relay the information gathered through Tasks between the Outsource/Forwarder (O/F) and the Agent, back to the Lender, the O/F must use the Copy Notes to Clipboard icon in the Edit Task Item interface of the Copied AI. Close this Task item and the AI.
Vendor Comply Quick Start Guide 9 Open the original (parent) AI from the Lender and open the Edit Task Item interface for the corresponding Task. Place the cursor in the Note field and press Ctrl + V on your keyboard to paste the information copied to the clipboard into the field. Click the Create New Notes icon to add the information to the conversation grid below.
Vendor Comply Quick Start Guide 10 How to Share an Action Item with a Client (for Outsource/Forwarder) In the Edit Action Log interface (complaint created and sent by the Repossession Agent) click the Share with Client button at the top of the interface. The Select the Client interface will appear. Use the dropdown to select a Client with whom to share the AI, then check the Select to Share checkbox. The interface will disappear and the lettering in the Share with Client button on the Edit Action Log interface will appear orange in color to designate that the AI has been Shared.
Vendor Comply Quick Start Guide 11 How to Create and Send a Task To communicate and gather information in the complaint management process, use Tasks. Start the Task creation process by clicking the Add Task button. The Create Task interface will display. Fill in the highlighted fields and add documents (if necessary). It is also recommended to enter the recipient s email address in the Email Addresses field, to inform them via email that a Task has been sent to them through VC. Once the fields are filled in, check the Share checkbox at the bottom of the interface. This will ensure the Task and email notification are sent to the recipient s VC account and email. Click Save to send.
Vendor Comply Quick Start Guide 12 Responding to a Task Note When a Task Note requires a response, open the AI using the Edit Action Item icon in the Action Log grid (AI s created by other companies will appear in the Shared tab of the Action Log grid). Open the Task by clicking the Edit icon in the Task field in the Edit Action Log interface. When the Edit Task Item interface opens, review the notes and any attached documents, type the response in the Note field, and click the Create New Notes icon to add the response to the grid. Click Update.
Vendor Comply Quick Start Guide 13 Adding a Resolution To add the Resolution, simply fill in the mandatory Resolution Type, Resolution Date, and Notes fields and click Update. Then make the Complaint Validation/Controllable selections and click Update once again. These two steps can also be Updated at the same time rather than separately.
Vendor Comply Quick Start Guide 14 Completing Tasks and Action Items All Tasks must be completed before completing an Action Item. Open the Task to be completed and check the Completed checkbox in the lower left corner of the interface, then click Update. Close the Edit Task Item interface. The Task now shows as Completed in the Tasks grid. Now the Action Item can be completed. This is done in the same manner as completing the Task. Select the Completed check box on the lower left corner of the Edit Action Log interface, then click Update. Completing Action Items Lender Approval If the Action Item was created by the Lender, the Lender may have the Vendor involved in the complaint work through the Action Item as if the Vendor had created it. However, since the Lender created the AI, the they will take the final steps in completing the AI. Once the Vendor checks the Completed checkbox in the Edit Action Log interface, a pop-up message will appear, informing the Vendor the AI requires Lender Approval and that a notification has been sent to the Lender.
Vendor Comply Quick Start Guide 15 Once the Lender receives the email notification, they will find the AI in their Manager Review tab. The line item in the grid will have the word Approval in the Completed column. The user will open the AI, review the information, make any edits, then check the Completed checkbox.
Vendor Comply Quick Start Guide 16 How to Create Reports Open the Reports interface by clicking the Reports button from the Vendor Comply Main Menu. The Vendor Action Log History Report interface will display. Make selections from any of the available dropdowns and set a Date Range. The Date Range default is set for a 31-day maximum range. If a range of greater than 31 days is necessary, check the Historical checkbox. This will allow a range of up to 366 days. To create more detailed or customized reports click the Modify Columns button. In the Select the Columns interface, make selections of desired columns by unchecking Standard Columns and checking Non-Standard Columns check boxes. Close the interface. When the report is populated, the selected columns will appear. To create the report, click the View Report button in the Vendor Action Log History Report interface. The option to either View of Save the report will then be given. Make the desired selection.
Vendor Comply Quick Start Guide 17 Auto Reporting Set-up Access the auto reporting functionality by clicking the Auto Reporting Setup button from the Vendor Comply Main Menu. The Create Auto Report interface will display. To set up an auto report: 1. Make a selection from the Client dropdown. 2. Select a time frame from the Please select the Time Frame dropdown a. Determines the frequency between generated reports. 3. Enter the Email Address of the intended recipient of the report. 4. Select a Start Date. 5. Click add + button. A line item with the selected information will be added to the grid.