Digital certification is used to legally sign and approve electronic documents and the Financial Settlement Statement within PEXA. All documents included in a Lodgement Case must be digitally signed before they will be accepted for Lodgement with a Land Registry.
Signing Documents and Financial Settlement Schedules
Documents and the Financial Settlement Schedule must be signed in PEXA in order to move to Ready status and commence Lodgement and Settlement. Also note that each Source Financial Line Item that is funded by a trust account will need to be “Authorised” by a user with the signing permission of “Signer – Trust Account Authorisation”.
Find your Workspace
To do this:
- Navigate to the PEXA Workspace you are required to Sign Documents/Financial Settlement Schedule
- You can use the filter to search for a Workspace
- In your Workspace Summary, under Outstanding Tasks, you will see Sign Financial Settlement Schedule and/or Sign Documents.
- Click on either of these links and you will be taken to the Signing page.
View all documents
The below screen will appear (and will vary slightly state by state).
Before you Sign any documents, please view them to ensure they are correct and that you agree to all certifications relating to that document. Treat digital signatures the same as wet signatures.
- Once you have viewed all documents, select the items for Signing and click Sign Documents
The Signing pop up box displays.
- Type in your password and press OK.
- Your documents/financial settlement schedule has been Signed.
Note: Remember that any changes made to the FSS or documents by another party may automatically Unsign it and you will need to re-Sign.
Digital PIN
The certifier must enter their PIN number. Once the maximum number of failed PIN attempts has been reached the user’s signing rights will be removed and subsequently you will receive a notification email message.
Two signatures
A subscriber can require that two signatures are needed when signing documents. If this option has been enabled then a document will not be considered to be approved by a subscriber until two of its certifiers have signed the document.
Digital signatures are used in PEXA for the following processes:
- Discharge of mortgage
- Incoming mortgage
- Transfer of title (single or multi-party transfer)
- Single party purchaser’s caveat
- Purchaser’s caveat
- Withdrawal of caveat
- Settlement
- Multi-party refinance
- Lodgement Instructions
Once all digital signatures required for the document are applied, the status of the document is updated to Approved.
Unsign Documents
Documents become unsigned when the record of signatures for the document are removed. The document status will revert to either Prepared or In Preparation according to how or why the signature was removed.
System generated un-signing is initiated automatically by PEXA when data in the signed document is changed in the Workspace. For example, if a document is added to the Lodgement Case this new document will be included in the Lodgement Instructions. If the Lodgement instructions were signed then they will be automatically unsigned since the data is the document has changed.
User generated un-signing is initiated when the signer clicks the un-sign button.
The Subscriber users who signed the document will receive notification that the document has become unsigned. The Workspace history log will state that the document has been modified in the Workspace, is unsigned and its status has changed.
How to manually Unsign Documents
There may be times where you are required to manually unsign documents.
To do this:
- Navigate to Documents
- Next to the relevant document, select Action Cog > Unsign
- Your document will now be unsigned. You will required to Sign the document again when appropriate.
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