Inviting Participants - helpful hints

[AaronG]

When inviting another party into a workspace the invitation should contain enough information for that party so that when they receive the invitation they know what matter it is for. If you do not complete the invite with any (or enough) information, the party receiving the invite may waste valuable time searching for the correct matter or even worse, decline the invite!

See below a helpful guide to what you can put into your invites!

Sending an invite to a Proprietor on Title

1. Participant - type or search for your intended Participant.
2. Role - select "Proprietor on Title" from the drop down list.
3. Party Represented - Click into this field and select the relevant name/s contained in this field. (Note: the registered proprietors name/s will appear so that they can be selected to populate this field)
4. Notes - Please insert the property address, their file reference/matter number and any other information or message that you would like to include.
5. Select Send Invitations. 

Sending an invite to an Incoming Proprietor

1. Participant - type or search for your intended Participant.
2. Role - Select "Incoming Proprietor" from the drop down list.
3. Notes - Please insert the Purchaser's names, the property address and their file reference/matter number and any other information or message that you would like to include.
4. Select Send Invitations. 

Sending an invite to a Mortgagee on Title

1.  Participant - type or search for your intended Participant.
2. Role - Select "Mortgagee on Title" from the drop down list.
3. Mortgage - This field will automatically populate with the Mortgage number.
4. Party Represented - Click into this field and select the relevant name/s contained in this field. (Note: the Mortgagee on Title's name will appear so that it can be selected to populate this field)
5. Customer Account/Loan Number - Please insert the borrowers customer account or loan number.
6. Notes - Please insert the borrowers full names and any other information or message that you would like to include.
7. Select Send Invitations. 

Sending an invite to an Incoming Mortgagee

1. Participant - type or search for your intended Participant.
2. Role - Select "Incoming Mortgagee" from the drop down list.
3. Customer Account/Loan Number - Please insert the borrowers customer account or loan number.
4. Notes - Please insert the borrowers full names and any other information or message that you would like to include.
5. Select Send Invitations. 

Happy Inviting!!!!

[MarcusLiley]

Hi AaronG

Very good suggestions. Unfortunately, in my experience, few practitioners are adding the suggested information to Notes.

Is there any way PEXA can encourage this behaviour (via required input fields/boxes)?

[BrettCS]

Hi @MarcusLiley

Yes, we could look into putting in some more optional fields to help in the acceptance of the invitation...From your perspective, what specifically would you be looking for that would help fast track how you process the invitations?

Thanks

Brett

[MarcusLiley]

Cheers Brett

No more optional fields needed.

However, for invites to Incoming Proprietor the Notes should at a minimum include the buyer's name. This should be a required field.

In the absence of anything in Notes all we have access to is C/T details. We then have to search the registry to find out the Proprietors name/s so we can join the dots to find out the buyer's name/s. The same probably applies to invites to the OP.

Also...

I had to ring support this morning because (after an invite from Incoming Proprietor) I could not see or create Outgoing Proprietor Client profiles. Turns out that when creating the workspace the OP did not request Land Title info. Once I did, the system created the Client profiles that I could then represent.

Would be better if Land Title info was requested/uploaded automatically when WS is created. I know this costs PEXA money on workspaces that get abandoned, but its inefficient for practitioners to work out why something isn't working when the answer is not obvious!

[BrettCS]

Hi @MarcusLiley

Awesome feedback, thanks.

Ok, I'll gather the product owners together and start the discussion on how we might be able to improve the invitations. 

For invites to Incoming Proprietor, the invitation should at a minimum include the buyer's name. This should be a required field.

And on your note, around the workspace without Land Title information, that is a great example of how we can improve the solution with some better on screen messaging, to all parties of the workspace. This would also help avoid any requirement for you to call support. I'll look into this a bit further. Again, great feedback, thank you for taking the time.

Brett

[mm]

So far we have been inviting the other solicitor in. As to the bank we have been going the route of sending the signed client authority through their email system the old paper way. Is this step  now  to be eliminated?

[BrettCS]

Hello @mm

Yes, you can look into eliminating that step from your process. There is no requirement to send your client authority form to any other party, it is a part of your client file. Once it has been completed, keep it on file and do not send it to the Land Registry or the bank.

I hope this helps.

Thanks

Brett

[AaronG]

Hello @mm

I just wanted to clarify the authority that you are talking about?

Client Authority Form - Is a form that is signed by your client giving you the authority to sign Titles Office documents, either in paper or on PEXA, on their behalf. This is a document between yourself and your client which can be kept on file.

Discharge/Release Authority - Is a form that is signed by the Borrowers and given to their bank/lender to initiate the Discharge of Mortgage process. The Discharge Authority form is required to be sent to the Lender regardless of a paper settlement or PEXA settlement.

I hope this answers your question.

[DMc]

One Tip I have found; Is after clicking on "Add Another Participant" (labeled 1. in the picture) I then have to use the keyboard to TAB into the Participant field (labeled 2.) rather than click straight in that field, otherwise, that name entry (typing) will not work.

Another workaround is to move the focus away from that tab/window and back again before typing in that additional 'Participant' field entry will work.

[AaronG]

Hi DMc

Thanks for letting us know.........and for the workaround. I will see if we can have a look at that.

Cheers

Aaron