BM Solutions Mortgage Portal Document upload - Case tracking - Secure messaging Mobile technology User Guide 15 January 2018 V3.0
KEY BENEFITS Moving forward together with secure online document upload BM Solutions Mortgage Portal offers you a simple and secure way of providing BM Solutions with all documentation required to support your client s new mortgage or further advance applications placed via BM One Minute Mortgage Our solution allows you to upload multiple documents per application eliminating the need to repeat critical customer information per item The process offers a high level of security with unique login and password, so only you and our processing team can view your client s documents, safe in the knowledge that you re complying with UK data protection requirements Access to the document upload process is available online anywhere, any time, from any location, through a highly available cloud based platform A mobile view is available providing you with an optimised viewpoint ensuring you can conduct the same action items as on the desktop version Once uploaded, documents are received by our mortgage processing team in real-time, so as soon as you upload a document our processing team can access it For each submission, you ll receive a red tick notification/prompt on the screen, giving you confidence that the documents have successfully uploaded and an email alert once the documents have been reviewed and accepted Note: Existing pipeline cases on the previous Intralinks document upload system will remain on that system. You will continue to access them in the normal way via the old URL (https://services.intralinks.com). If you have logged into the new Mortgage Portal, you should open a new browser window to log into the previous Intralinks system 2
CONTENTS Registration 4 8 Logging in / off 9 10 Uploading documents 11 12 Case tracking 13 Secure messaging 14 Email alerts 15 Forms 16 Useful information 17 Mobile view 18-19 Minimum system requirements 20 Appendix changing your profile settings 21 3
REGISTRATION You will receive a Welcome email inviting you to the BM Solutions Mortgage Portal. The Welcome email will refer to: Username this will be your email address and form part of your login details Existing users - you will continue to use your existing Intralinks password New users you will receive a separate email directing you to log in using a temporary password Portal URL a hyperlink to the main login page will be included in the email. You will need to save the URL to your browser favourites for future use and ease of access Retrieve ID/Password a hyperlink that takes you through the forgotten password process for existing users. After completing the security questions you will be directed to Check Your Inbox where you will receive a Reset your Password email. Click the link in the email and follow the onscreen instructions. At the end of the process you will be directed to click a link to go to the login page (see page 8) Note: A hyperlink to this user guide is included in the welcome email. The URL www.bmsolutions.co.uk/mortgageportal/ is also displayed at the bottom of each screen within the Portal. 4
REGISTRATION If you re experiencing difficulty in receiving the welcome or temporary password emails, you may wish to consider adding our sender address to your safe sender recipient list within Outlook. You can do this in 4 easy steps: 1. Within Outlook, select Junk E-mail from the main Home tool bar (or select Tools, Options, Preferences, Junk E-mail) 2. Click the Safe Senders or Safe Recipients tab 3. Click Add to enter email addresses from the following Intralink domain email addresses welcome email address: welcome@intralinks.com temporary password and key milestone alerts email address: publications_comments@intralinks.com 4. Click OK Done you will now receive document upload related emails and alerts to your main mailbox. 5
REGISTRATION New users only As part of the document upload registration process, new users will receive an automatic email asking you to Log in using temporary password Follow the link in the email to set a new password for your account. This is a one time set up process Your password will need to be set within 7 days of receiving the email, or you ll need to contact support@intralinks.com or call 0208 068 4800 to request a new password After clicking Log in using temporary password you ll be presented with the Intralinks End User Agreement. Click Accept to continue with the registration process 6
REGISTRATION New users only After accepting the End User Agreement you ll be prompted to specify a New password and a Challenge question which can be used to unlock your account should you forget your password in the future We also recommend your Language Preference is set to English (International) You will not need to change the Time Zone option as this will automatically pick up the time from your local device settings 7
REGISTRATION New users/forgotten password only If at the end of the registration/forgotten password process you are presented with the PLEASE CLICK LINK OR LOGIN BELOW TO ACCESS THE MORTGAGE PORTAL splash page, click on the URL or the grey Login button as instructed to be directed to the Login page for our new portal Note: When working through the registration or forgotten password process, a separate window (as shown below) is open in the background. Once you have set your password, this window can be closed. Click X or Logout (located in the top right of the screen). 8
LOGGING IN You will need to log in to upload documents in support of an application you have placed via BM One Minute Mortgage To launch the Login page, click on the URL https://slo.intralinks.com/bm included in your welcome email or saved to your favourites within your internet browser. Enter your email address and password Click Log In 9
HOME SCREEN There are four sections on the Home screen. You can navigate the four sections by clicking the icons on the red menu or by clicking on the grey tiles The blue banner is a message bar which will be updated periodically with key messages To Log out click 1 0
NEW APPLICATION Uploading Documents Upon selecting New Application you will be prompted to enter the Application Number and Applicant. These are mandatory fields. Complete them using the following format: Application Number BM account numbers are 11 digits long (usually starting 200.). If you have submitted a paper based application and have not yet received an application number, then type Paper application. This will be corrected by us once the application number is known Applicant 1 first and surname of primary applicant (e.g. Jane Smith) Applicant 2 first and surname of second applicant (if applicable). If there are three or four applicants, the additional names can be added later via the Existing Applications screen see page 14 Click Create to open the New Application screen at this point a new case is created to upload the documents to Note: You create one new application on the BM Solutions Mortgage Portal per mortgage application (whether you have one, two, three or four applicants). You can create an application onto the portal without uploading documents. This allows you to benefit from the case tracking and secure message functions as detailed later in this guide A great feature of the new portal allows you to take a photo of a document and upload via the mobile view of BM Solutions Mortgage Portal 1 1
NEW APPLICATION Uploading Documents To upload documents either click on Upload Documents to open a browse window or utilise the drag and drop area Note: Multiple documents can be selected from the browse window, by holding down the Ctrl key on your keyboard and clicking the required documents to highlight them. You can upload up to 20 documents at a time The documents you have uploaded for submission will be displayed in the drag and drop area with the same file name as you have saved locally. Uploaded documents are autosaved in the portal To delete a document uploaded in error, click on the document and a prompt will appear. Select Delete and then click Yes on the confirmation message Click Finish (at the top of the screen) to finish. The Existing Applications screen will be displayed 1 2
EXISTING APPLICATIONS Case Tracking Once documents have been uploaded, the case (document submission) will be listed in the Existing Applications screen with the most recent on top Here you will be able to see when ALL documents have been accepted and view the Status of the application A key to the status symbols is located at the bottom of the list A search box is located at the top of the list to assist in finding an application easily where you can search by lead applicant name (full or partial) or application number To open a case, double click on the relevant row (see next page) Items automatically drop off the list, 30 days after the application moves to Mortgage Completed status or is classified as Not Proceeding Note: Last Updated updates with all changes made by yourself or by our internal colleagues. 1 3
EXISTING APPLICATIONS Secure Messaging Upon opening a case you can view documents uploaded, documents processed and messages sent/received Clicking on the pencil next to the Applicant name allows you to add up to 4 applicant names. Click Save to save the additional names From here you can also upload further documents, click on a document to delete it (providing it has not yet been reviewed) or send a secure message To send a secure message to us click New Message or click Reply to answer an earlier message. Once you have typed your message, click Send Click Exit to return to the case list 1 4
EMAIL ALERTS Email alerts will keep you informed when a BM Solutions mortgage centre colleague has accepted these documents If the mortgage centre requires further documents or more information, they will send you an email via the secure messaging within the portal. The email will contain a direct link to open the case on the portal where you can create a reply to the message if required You will receive further email alerts (as listed below) as the mortgage application moves through the various processing stages to completion: Valuation received Mortgage offer Mortgage complete Should a file with a virus be uploaded you will receive an alert email to inform you. Clicking on the file will result in an error message being displayed to inform you of the virus status. You can delete the file and upload again when virus free Remember to add publications_comments@intralinks.com to your safe email list so the notification emails/alerts do not go into Spam. 1 5
FORMS Our range of mortgage forms are now available here as well as on our BM Solutions website 1 6
USEFUL INFORMATION Here you will find a copy of this User Guide together with Frequently Asked Questions From time to time additional reference documentation may be added to the list 1 7
MOBILE VIEW BM Solutions Mortgage Portal is available for use on mobile phones and tablets as well as desktop and laptops. Please avoid using emojis in the portal as this can impact the display of text you have keyed The mobile view provides an optimised viewpoint ensuring you can conduct the same action items as the desktop version. Save the URL as a favorite within the Internet Browser on your device Safari (ios) Tap the Share button at the bottom of the screen. Select Add Bookmark. Edit the title of the bookmark as required and tap Save when done. Chrome Tap the Menu button and then tap. Edit the Name of the bookmark as required and tap Save when done. Internet Explorer Tap the Favorites button in the address bar. Tap the Add to favorites button. Edit the Name of the favorite and tap Add when done. Note: BM Solutions Mortgage Portal is not accessible via the Intralinks app. Access is via the URL included in the Welcome email. 1 8
MOBILE VIEW Searching Existing Applications When selecting to view Existing Applications on a mobile device, your document upload cases will be listed as shown opposite in figure 1 The Lead Applicant s name is not displayed in this list on the mobile view as the available viewing space on a mobile does not allow the room to display the characters required for a name field You can however search by the lead applicant s name as shown in figure 2. Once you have clicked the search icon, the view refreshes to display the matches as shown in figure 3 Once the application is opened only the lead applicant name is displayed Note: In the Existing Application screen on mobile devices, you will not be able to add additional applicant names. This can only be done in the desktop view. 1 9
BM SOLUTIONS MORTGAGE PORTAL Minimum desktop system requirements In order for you to use the online document upload system, your PC or laptop computer must meet the following minimum standards: Microsoft Windows: Operating system: No specific requirement, but must be able to support a supported web browser Screen resolution: 1024 by 768 dpi or greater Web browser: Microsoft Internet Explorer 10 or above, Firefox 27, Google Chrome 30 Apple Macintosh: Operating system: No specific requirement, but must be able to support a supported web browser Screen resolution: 1024 by 768 dpi or greater Web browser: Safari v5 on ios and v7 on OS X, Firefox 27, Google Chrome 30 Minimum mobile requirements Android: Android OS version 7, Chrome version 62 ios: Latest ios version 11, Safari or Chrome version 62 2 0
APPENDIX: Changing your Profile settings Should you need to change any of your Profile settings such as your Password, challenge question, response, telephone number etc., you will need to do this via a different URL. Type https://services.intralinks.com/login into your browser The login page will look different on this URL Key in your normal log in details (email address and password) The Splash screen opposite will appear. Do not follow the instructions on the splash screen. Instead click the blue Agree button at the bottom. You will then be presented with the screen below. Click on My Profile A pop up window will appear where you can scroll down and amend your Intralinks profile information Click OK when finished to close the window Click Logout to finish 2 1