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FAQs - New User Activation

Aoife — Thu, 28 Feb 2019 03:58:15 GMT

Hi Community,

As part of PEXA’s ongoing security initiatives, we have simplified and enhanced the new user activation process.

Previously, new users were activated via a partially manual authorisation process, which could take up to two days to complete. From 4 March 2019, this process will be replaced and subscribers can activate new users with a digital signature.

Below are frequently asked questions about this new process. If your question isn’t listed below, please comment beneath.

Who can create a new user?: Any Subscriber Manager or Subscriber Administrator can create a user.
When a new user is created, they will remain in a status of ‘Pending’ until activated.

Who can activate a newly created user in the status of ‘Pending’?: New users can only be activated by Subscriber Managers or Subscriber Administrators with a valid digital certificate.

Do I need a special user permission to activate a user that has a status of ‘Pending’?: No. As long as you are a Subscriber Manager or Subscriber Administrator with a valid digital certificate you can activate a user.

Why has this change been implemented?: To enhance the PEXA Subscriber’s security when creating a new user. It will also:
• Simplify and enhance the new user activation process
• Greatly improve the efficiency and time to activate a new user
• Provide visibility around who created and who activated the user

Who will experience this change?: All PEXA Subscribers.

Can I activate multiple users at once?

Yes. From the Manage Users view, you will be able to select multiple users that have a status of ‘Pending’. Then activate these together.

See step-by-step guide here.

Will I be able to see the user in the Manage Users view?: Yes, you will be able to see users that have a status of ‘Pending’ in the view. You will also be able to see who created the user and the date created.

How do I create a new user?

From the Manage Users view, you have an option to select Create New User, fill in the required details and then select Save and Close. At this point the user has been created.

See step-by-step guide here.

Can I create and activate a user at the same time?: Yes. From the Manage Users view, you have an option to select Create New User, fill in the required details and then select Save and Activate. At this point the user has been created.

Will I be able to see activated users?: Yes, you will be able to see users that have a status of ‘Active’ in the view. You will also be able to see who activated the user and the date activated.

Will new PEXA users be notified?: Yes. New users will receive two notifications:
1. The first notification will advise them that they have been created as a PEXA user and are in a status of ‘Pending’.
2. The second notification will advise them that they have been activated as a PEXA user and can now use the platform.

General obligations of a PEXA Member

Aoife — Tue, 26 Feb 2019 00:50:19 GMT

Subscribers must ensure their Users are aware of the Participation Rules

While Subscriber Managers should be familiar with all the Participation Rules, their staff need only know those that are relevant to their use of PEXA.

It’s important that Subscribers have training programs in place for new staff to ensure this occurs, whether or not they have used PEXA before. A great starting point could be the free PEXA Certified program, but we do recommend organisations run their own follow-up, in-house sessions where internal procedures and expectations about how PEXA is to be used are made clear.

Although not an exhaustive list, internal training programs could cover elements of the Participation Rules such as use of the Client Authorisation (MPR 6.3), Right to Deal (MPR 6.4), Verification of Identity (MPR 6.5), compliance with jurisdictional requirements (MPR 6.15), user management (MPR 7.2 – 7.4), certifications (MPR 7.10) and compliance with PEXA’s Subscriber Security Policy (MPR 7.1).

Subscribers must protect information from unauthorised use, reproduction or disclosure

During a PEXA transaction, Subscribers will be provided with information from other Subscribers, their clients, the Registrar in their jurisdiction, PEXA or both. This could include residential addresses of parties and Subscribers must take reasonable steps to prevent its unauthorised use, reproduction or disclosure.

PEXA has facilitated an increase in flexible working arrangements for Subscribers and afforded many the ability to work outside of their office environments. However, this also raises the risk of people who are not PEXA Users (as defined) being able to see, for example, the contents of a Workspace, particularly in cafes, shared working environments and public transport.

Subscribers should have policies in place for staff using PEXA outside of their offices to minimise the possibility of information that should remain confidential.

6.12 Subscribers cannot transfer ELN subscriptions

Although the business name of a Subscriber is what is mentioned extensively in PEXA, the registration/subscription is referenced to the legal entity that owns the business, be this an individual, partnership, company or otherwise.

For each new registration, PEXA will check the relevant government registers to ensure that the legal entity noted on the registration forms does in fact exist, is the owner of the named business and is adequately insured. Post registration, we continue these checks at regular intervals to ensure nothing has changed.

In today’s world, it’s not unusual for businesses to restructure their ownership, such that a business once owned by an individual may transition to corporate ownership. In this instance, a new PEXA registration is required. The same applies where a business is sold. The existing profile cannot be transferred across to a new entity.

Subscribers must comply with the laws of their jurisdiction

Although PEXA is a national platform, the sale and transfer of property is regulated by state laws, and PEXA has not removed the need for state legislation to be observed.

In addition to nuances between documents, states have different rules about who may conduct conveyancing transactions, and who may digitally sign electronic registry instruments. For example, only legal practitioners are permitted to complete conveyancing work in Queensland.

ARNECC has produced a handy guide for practitioners summarising who may sign registry instruments in each jurisdiction. This may be found on its website here.

We recommend reviewing this information when ordering digital signing certificates for staff.

General obligations of a PEXA Member

Aoife — Tue, 26 Feb 2019 00:50:17 GMT

Subscribers must ensure their Users are aware of the Participation Rules

While Subscriber Managers should be familiar with all the Participation Rules, their staff need only know those that are relevant to their use of PEXA.

Subscribers must protect information from unauthorised use, reproduction or disclosure

Subscribers should have policies in place for staff using PEXA outside of their offices to minimise the possibility of information that should remain confidential.

6.12 Subscribers cannot transfer ELN subscriptions

Subscribers must comply with the laws of their jurisdiction

Although PEXA is a national platform, the sale and transfer of property is regulated by state laws, and PEXA has not removed the need for state legislation to be observed.

ARNECC has produced a handy guide for practitioners summarising who may sign registry instruments in each jurisdiction. This may be found on its website here.

We recommend reviewing this information when ordering digital signing certificates for staff.

General obligations of a PEXA Member

Aoife — Tue, 26 Feb 2019 00:50:14 GMT

Subscribers must ensure their Users are aware of the Participation Rules

While Subscriber Managers should be familiar with all the Participation Rules, their staff need only know those that are relevant to their use of PEXA.

Subscribers must protect information from unauthorised use, reproduction or disclosure

Subscribers should have policies in place for staff using PEXA outside of their offices to minimise the possibility of information that should remain confidential.

6.12 Subscribers cannot transfer ELN subscriptions

Subscribers must comply with the laws of their jurisdiction

Although PEXA is a national platform, the sale and transfer of property is regulated by state laws, and PEXA has not removed the need for state legislation to be observed.

ARNECC has produced a handy guide for practitioners summarising who may sign registry instruments in each jurisdiction. This may be found on its website here.

We recommend reviewing this information when ordering digital signing certificates for staff.

Eligibility Criteria of a PEXA Member

Aoife — Tue, 26 Feb 2019 00:46:33 GMT

As well as satisfying the eligibility criteria contained in the Model Participation Rules (MPR) to become a PEXA Subscriber at the point of activation, Subscribers must continue to satisfy the criteria during the lifetime of their membership with PEXA.

Subscribers must be of good character and reputation

Where a Subscriber (or their principal, director, partner, officer or Subscriber Administrator) is, for example, one of the following, they are deemed to be of good character and reputation, so nothing beyond maintaining your qualification or status is required –

Authorised Deposit-taking Institution (ADI)
Australian Legal Practitioner or Law Practice
Licensed Conveyancer

PEXA undertakes regular checks that practitioner members – lawyers and conveyancers – continue to be appropriately qualified. For lawyers, this means that the ‘principal’ or ‘full unrestricted’ practising certificate provided at registration remains in effect. If the lawyer who supplied their practising certificate at the point of registration has moved on from your firm, it’s important that PEXA is provided with a copy of another lawyer’s practising certificate. We do the same regular checks of conveyancing licences for conveyancers. Additionally, if a conveyancing business is owned by a company, we also confirm that the company continues to hold a licence.

There is an additional element to the good character and reputation requirement: Subscribers must take reasonable steps to ensure that its principals, directors, partners, officers and Subscriber Administrators (please find an explanation of user types here) have not been subject to any of the following:

an Insolvency Event within the past five years; or
a conviction for fraud or an indictable offence or any offence for dishonesty against any law in connection with business, professional or commercial activities; or
disqualification from managing a body corporate under the Corporations Act; or
any disciplinary action of any government or governmental authority or agency, or any regulatory authority of a financial market or a profession, which may impact on that Person’s conduct of a Conveyancing Transaction; or
any refusal of an application to subscribe to an electronic lodgement service.

It may be prudent, when recruiting staff, to engage an organisation that can conduct background checks of candidates prior to extending them an employment offer, to minimise the possibility of employing someone who has been subject to any of the above. Subscribers should also consider how they may satisfy themselves on an ongoing basis that their staff do not fall into any of the above categories at a later date.

Insurance

Subscribers must also comply with the Insurance Rules contained in Schedule 6 of the MPR. In summary, Subscribers must hold and maintain the following –

Professional indemnity insurance for an insured amount of at least $1.5M per claim, having an annual aggregate amount of at least $20M, and an excess no greater than $20,000 per claim.

Fidelity insurance for an insured amount of at least $1.5M per claim, having an annual aggregate amount of at least $20M, and an excess of no greater than $20,000 per claim.

So long as certain criteria are met, lawyers and conveyancers are deemed to comply with the Insurance Rules (see section 4, Schedule 6 of the MPR).

Training

Aoife — Mon, 25 Feb 2019 23:26:07 GMT

If more than the Subscriber Manager uses PEXA, these employees must be trained to enable them to comply with the PEXA Subscriber Security Policy.

Why?

An employee who receives the necessary training reduces the likelihood of security breaches and allows them to perform their job correctly. Ultimately, protecting your client’s asset(s).

How?

Provide in-house training
Attend PEXA training
Use resources on the e-Conveyancing Community
PEXA Certified

Reporting obligations

Aoife — Mon, 25 Feb 2019 06:45:02 GMT

A Subscriber Manager must immediately report a non-compliance incident to PEXA.

Why?

Reporting Breaches in a timely manner will help PEXA work with the relevant parties to resolve the incident and investigate issues.

Examples of breaches include:

Sharing accounts and passwords
Sharing DigiCerts
Not reporting compromised accounts etc.

Any breaches of the policy should be reported to:

Security@pexa.com.au
PEXA’s Support Centre

Reporting Non-compliance

Aoife — Mon, 25 Feb 2019 06:41:05 GMT

PEXA Subscribers must ensure employees who use PEXA report all suspected or actual breaches of the PEXA Subscriber Security Policy to their Subscriber Manager promptly.

If non-compliance isn’t reported on time, your clients’ transactions and your business could be impacted by a security breach.

We recommend implementing a procedure (anonymous if required) that allows users to report to the Subscriber Manager.

Workspace Monitoring

Aoife — Mon, 25 Feb 2019 06:23:52 GMT

Workspace Monitoring is monitoring of the usage of systems and activities of Users who are accessing PEXA to identify unusual or suspicious activities

Workspace monitoring is key to ensuring a safe and secure transaction for all parties involved in the process.

How?

Look out for Financial Line (‘FL’) items signed outside of business hours
Spot check FL items and the date/time they were added
Validate FL items before signing
Validate new user accounts

Managing Digital Certificates

Aoife — Mon, 25 Feb 2019 06:14:50 GMT

“The digital certificate is mightier than the sword”

Your digital certificate (DigiCert) replaces the need to physically sign documents on PEXA

If you share your DigiCert you are essentially letting someone else sign legally binding contracts on your behalf.

We recommend you:

Use PIN or passphrase - different to your log on credentials for PEXA
Disconnect it from the computer when no longer accessing the PEXA System
Do not leave it unattended
Keep it in a secure, lockable location
Disable DigiCerts that are not in use
Ensure each Signer has their own DigiCert

To find out more about DigiCerts, visit this page.

User Management

Aoife — Mon, 25 Feb 2019 06:09:34 GMT

Subscribers must perform regular checks of their User profiles and, where applicable remove inactive User profiles. Subscribers must regularly validate that details (including permissions, if any) relating to each of their Users are correct.

Accounts not used for a period of time on the PEXA platform are accounts, which if compromised depending on the level of access, will allow unauthorised parties access to change sensitive information such as financial line items.

If a Subscriber Manger becomes aware of an employee who has resigned or no longer works in the relevant business unit, disable there account in a timely manner.

We recommend you review these documents on our website:

https://community.pexa.com.au/t5/Help-Centre/PEXA-User-Responsibilities/ba-p/160

https://community.pexa.com.au/t5/Getting-Business-Ready/User-Types-in-PEXA/ba-p/210

Firewalls

Aoife — Mon, 25 Feb 2019 06:07:30 GMT

A firewall is barrier between your computer and the internet in an effort to safeguard your computer and information.

By having a firewall you can reduce the risk of an attacker compromising your computer and emails.

A firewall can:

Monitor outgoing information traffic
Monitor incoming information traffic
Keep updated about harmful applications and sites
Block attacks from outside threats like Trojans, hackers and viruses

The following software meets the requirements of the PEXA Subscriber Security Policy:

Symantec
McAfee
Trend Micro
Kaspersky Lab
Sophos

Virus Protection

Aoife — Mon, 25 Feb 2019 06:04:51 GMT

Viruses and Malware are malicious software introduced into an electronic device with the malicious intent of causing harm by compromising confidentiality, integrity and availability. Malicious software can be files attached to emails such as PDF files or web links which download malicious software.

Viruses and Malware can:

Record what you type
Record your screen
Steal documents
Learn your password(s)

We suggest to use a virus software which has :

the ability to identify and remove viruses;
the ability to identify and remove other types of harmful computer software, generally referred to as malware (or malicious software);
the ability to automatically receive anti-Virus updates from the relevant anti-Virus software vendors;
the ability to automatically scan for viruses and malware in documents on servers and workstations

The following software meets the requirements of the PEXA Subscriber Security Policy:

Symantec
McAfee
Trend Micro
Kaspersky Lab
Sophos

Patching

Aoife — Mon, 25 Feb 2019 06:00:21 GMT

Patching is a set of changes to a computer program or its supporting data. It updates, fixes, or improves the program or data and fixes security vulnerabilities and other bugs. For example, Google Chrome requires users to manually perform updates as they become available.

Why?

By patching known vulnerabilities you reduce your risk of becoming compromised. By Patching consistently you will reduce the risk of hackers exploiting vulnerabilities that have been remediated.

Patches are provided by the operating system\browsers and other applications. Most operating systems, by default, will automatically apply patches when a system is restarted

We recommend:

installing patches in a timely manner.
restarting your PC regularly

Where to check for the latest patches?

Visit:

https://www.catalog.update.microsoft.com/Search.aspx?q=windows+security+update+2018

Strong Passwords

Aoife — Mon, 25 Feb 2019 05:53:35 GMT

Strong passwords restrict access to a system, application or service to those who have memorised, stored and/or are authorised to use it. They are also called access codes, PINs or secret codes.

Strong passwords:

Protect you from financial fraud and identity theft
Reduce the likelihood of hackers breaking into your computer(s) by guessing weak passwords (very common)
Reduce the likelihood of intruders easily gaining access and control of your device(s)

How to maintain a strong password?

Don’t reuse a password twice
Don’t share your password
Don’t save your password in a browser
Use a passphrase instead of a password
Reset your password periodically
Change your password ever 6-8 weeks

Labour Day in Western Australia, 4 March 2019

JulieKhoo — Mon, 25 Feb 2019 00:13:18 GMT

Hi Community,

During the Western Australia Labour Day public holiday, financial settlement and lodgement will not be available in this state.

To help you prepare for the holiday period, planned outages and more, please refer to Calendar: Releases, Planned Outages & Public Holidays

Isolated PEXA signing outage - RESOLVED

Jarrod_McAleese — Mon, 18 Feb 2019 07:26:18 GMT

Hi Community,

PEXA is aware of an issue preventing certain users from signing on the platform. This is due to a small number of antivirus software providers marking the PEXA signing screen as ‘suspicious’ in error.

If you urgently need to sign and are currently unable to do so, please call the PEXA Support Centre on 1300 084 515 and a temporary workaround will be provided.

A resolution is expected be rolled out to amend the issue later today.

Kind regards,
Jarrod

Compliance

TJ — Tue, 12 Feb 2019 23:45:54 GMT

PEXA Projects (PoT & MoT) — Release 5.1.0 | 4 March 2019

Saysa — Tue, 12 Feb 2019 05:35:18 GMT

PEXA is pleased to present the release of PEXA Projects 5.1.0 (PoT & MoT), scheduled for business go live 4 March 2019.

Bendigo Bank Limited Transfer Checklist

TJ — Tue, 12 Feb 2019 05:00:19 GMT

Conversations

Please use PEXA conversation tools to contact us if there is an issue with a digital settlement. BBL response time for PEXA conversations is 8 business hours or 4 business hours if settlement is in 2 business days or less. Please do not respond to a conversation requesting completion of a task if the task is completed and visible in the workspace.

Escalation

If an issue is related to bank requirements for processing in the workspace on day of settlement, or escalation is required for NSW CoRD production, please call our PEXA Team on 07 3810 3601 Monday to Friday, 8:30am to 5pm Qld Time.

Transfer - Sale (Mortgagee on Title)

How to initiate a Sale Request

Please advise the client to attend their local branch of Bendigo and Adelaide Bank Limited to complete the Discharge Authority. The branch will then process and load to the internal system.
It is recommended that the tick box in PEXA is selected to notify when the Discharge Authority was sent to BBL. We will acknowledge receipt of the Discharge Authority via the relevant checkbox

PEXA Invitation Request

Please ensure the PEXA invitation is sent as early as possible or at least 15 days prior to settlement
Settlement days set shorter than 15 days may impact settlement times

Preferred Settlement Times (All States)

11.00am-3.00pm Qld Time
Please note that PEXA displays the settlement time in your local time zone. You may need to convert to AEST when planning settlement times.

Settlement Date Acceptance

The requested settlement date will not be accepted until the discharge authority has been received and all pre-settlement conditions have been met. e.g. loan restructures
Where documents or pre-settlement conditions have not been received within 5 business days of settlement, BBL may push the settlement date out.

BBL Payout Process

Final Payout Figures are confirmed on the morning of settlement by 10am
Please do not escalate unless final payouts are not in the PEXA workspace post 10am the day of settlement

Note:

BBL currently does not have service level agreements for indicative figures to be provided 2 days before settlement
Payout Figures added to a workspace are indicative until the financial settlement schedule has been signed off

Surplus Funds

Preference is for the practitioner to manage any surplus funds in PEXA.
If the client has provided written confirmation on the Discharge Authority for funds to be deposited to a Bendigo Bank account, we will add a destination line as “vendors funds” with $1.00 balance. Please provide the exact surplus funds amount via conversation as soon as the figure is available.

Transfer - Purchase (Incoming Mortgagee)

How to initiate a Purchase request:

Please accept our workspace invitation as soon as possible.

To avoid settlement delays please ensure an invitation request has been sent as soon as possible or at least 15 days prior to settlement and all the relevant customer information is provided up front.

Note: We will accept all invitations by default and will request additional information via a conversation if a customer file cannot be located.

Preferred Settlement Times (All States)

1.00pm – 3.30pm Qld Time
Please note that PEXA displays the settlement time in your local time zone. You may need to convert to AEST when planning settlement times.

Transfer of Land (TOL)

Please ensure the TOL document is in a "prepared" status as soon as possible, preferably at the time of workspace creation, or at least 5 business days prior to settlement to enable BBL to create and sign off on the Bank’s Mortgage.

Funds Available for Settlement

Available Loan Proceeds will be loaded as Source Funds. This amount is the total Loan Amount less our internal fees and charges only.
We will not be able to provide the available funds upfront in the following scenarios:

A condition of the customers loan contract requires an internal or external account to be paid with loan funds
The customers loan is progressively drawn and the first draw amount has not yet been advised by the Branch

Total Funds Required for Settlement & Loan Proceeds

Please provide ‘Total Funds Required for Settlement’ via the FSS as soon as possible or ideally 5 days prior to settlement or at least 2 business days prior to settlement to enable us to confirm and finalise loan proceeds on the day of

TFR Required for BBL = Total settlement funds required. If you are contributing funds on behalf of the customer, BBL will subtract that from the total TFR amount
Adjustments to the financial schedule on the day of settlement will result in delays due to funds required to be reconfirmed prior to settlement