PEXA Release 9.1.1 | 4 March 2019

[Saysa]

PEXA is pleased to present a maintenance release of the PEXA System, Release 9.1.1, scheduled for business go live 4 March 2019.

• UPDATE: There is no expected outage during the rollout of this release.

Key Highlights

• Digital signature required to activate new user (Updated 4 March 2019)
• Additional financial checks on the Document Signing screen
• Release of the first residual document (VIC) (Updated 7 March 2019)

Other Highlights

• Dashboard button (Added 19 February 2019)
• Enhancements to Ready to Sign for Manual Allocation
• Auto Justification extended to Panel Member representing MoT (Updated 13 February 2019)
• Improvements to the Search tool (Added 13 February 2019)
• Revamped Notifications Screen (Added 8 February 2019)
• Settlement Accepted notification for Panel Members (Added 8 February 2019)
• Account re-entry for manually entered account numbers (Updated 18 February 2019)

Digital signature required to activate new user

As part of our ongoing security initiatives, we’ve simplified and enhanced the new user activation process. Previously, new users were activated via an internal authorization process, which could take up to 2 days to complete. This process has now been replaced and subscribers can activate new users by using a digital signature. This greatly improves efficiency and ensures that new users are approved from a secure source.

By default, when new users are created, they will appear with a 'pending' status and will remain 'pending' until they’ve been activated. Only Subscriber Managers or Subscriber Administrators who hold a digital certificate are authorized to activate pending new users.

To activate pending users:

1. Log in to PEXA Exchange as Subscriber Manager or Subscriber Administrator.
2. Navigate to Administrator Tools > Manage Users.
3. From here, there are 2 ways to activate new users:
   • By creating a new user and then clicking Save and Activate.
     Ideal for creating and activating a single user.
     
     
   • By marking the checkboxes next to the PENDING user(s) you wish to activate and then clicking Sign to Activate.
     Ideal for activating multiple users at once.
   Activated users will then display an ACTIVE status and will receive a notification to let them know that they can log in to PEXA.

Please note: If the subscriber holding the certificate is away from the office, you must wait for their return so they can activate the new users. Alternatively, an additional digital certificate may be ordered from PEXA. Please note it may take up to 2 weeks to obtain a new digital certificate. For information about digital certificates, click here.

For more information about managing users in PEXA, click here or read the FAQ page on new user activation.

(Referencing PEXA PES-36)

Additional checks on the Document Signing screen

To assist with a more secure transaction, we’ve taken additional measures to check high-risk line items. If a BSB and/or Account Number has been manually edited on the Destination Line Item screen, we’ll flag it on the Document Signing screen.

This enhancement detects changes only when a BSB and/or Account Number has been manually edited on the Destination Line Item screen. For accounts with pre-populated data (such as PEXA-verified accounts or pre-defined accounts), PEXA will not flag these line items as their account contains pre-defined text that is non-editable.

Prior to signing on the Document Signing screen, if a line item has been manually modified, we’ll display it here. The display of these line items shows both the current entry and the original/signed entry so that a user can easily compare the differences.

To proceed with signing, the user would need to confirm that these changes are valid. 

Once confirmed, all destination line items associated with the Subscriber role is displayed and the Settlement Statement checkbox becomes available. The user is then able to select and sign the settlement statement.

One of the main benefits this enhancement offers is the potential to prevent fraud by detecting manually entered data. By highlighting the changes, it draws more attention to the modified entry, and prompts the user to confirm that the current entry is correct.

(Referencing PEXA PES-31)

Release of the first residual document (VIC)

Victorian subscribers can now benefit from the release of the first residual document in PEXA, which means they can now lodge these documents in a PEXA Workspace. The first phase focuses on residual documents in Victoria, with plans to incrementally release more documents throughout the first half of 2019. This aligns with PEXA and Land Use Victoria’s (LUV) commitment to 100% digital capability in PEXA. Other jurisdictions can expect to see this functionality in their Workspaces in future releases.

Residual documents in PEXA are a large collection of infrequently lodged registry documents that previously had to be lodged in paper. To address this, we’ve created a new category called Other Documents that comprises all residual documents so users can now create and lodge them via PEXA.

In this release, we’ve made available a new residual document:

• Planning & Environment Act - section 173 - APPLICATION TO RECORD AN INSTRUMENT

This new document is accessible to users of any Workspace role. To access the document, navigate to the Document screen and select Create Documents > Other Documents. As we continue to release more residual documents, they will also be found in this section. For instructions, refer to the Help article on Community.

(Referencing PEXA LS1-4117)

Dashboard button

Due to user feedback, the Dashboard button now takes you back to the Active dashboard.

(Referencing PEXA FS-4664)

Enhancements to Ready to Sign for Manual Allocation

For subscribers with dual signing enabled, manually allocated Workspaces will remain on the Ready to Sign dashboard until both signatories have signed, and Workgroup column will be available.

If at any stage a manually allocated Workspace reverts from a signed to an unsigned status, then the Workspace would need to be manually re-allocated to the Ready to Sign dashboard so that both signatories can sign.

(Referencing PEXA FS-4439)

Auto Justification extended to Panel Member representing MoT

Panel members who receive an Invitation or Participation Request from their panel master and are representing in the role of Mortgagee on Title will no longer be required to manually justify reserved names as auto-justification is supported.

(Referencing PEXA FS-4453)

Improvements to the Search tool

Currently, when you search for any term without selecting a category to filter by, PEXA will search by Subscriber Reference.

We’ve improved the search functionality to recognise when a PEXA ID is entered (either via text input or by copy and paste) and will automatically filter the search results by Workspace ID. If you enter any search term other than a PEXA ID, then by default it will search by Subscriber Reference.

Also, we’ve fixed a defect where the category reverts to Subscriber Reference if you select a category before entering a search term. Now, if you select a category first and then enter a search term, the category is retained.

When a PEXA ID is entered first, the category defaults to Workspace ID.

When a category is selected first, the selection is retained even after you enter your search term.

(Referencing PEXA FS-4654)

Revamped Notifications Screen

We’re bringing together all the notification-related Workspace functionality onto one screen. The existing Notifications screen will be the new home for Settlement Notifications (previously on the Property Information screen) and Notification Recipients (previously on the Workspace Settings screen). But don’t worry if you forget what has moved where. We’ll have links on the old screens to the Notifications screen.

(Referencing PEXA AXL-1147 and AXL-1151)

Settlement Accepted notification for Panel Members

Currently, an email notification is sent to Financial Institution Workspace participants when everyone in the Workspace has accepted the settlement date and time. This is when settlement is considered "booked", to use old terminology. From R9.1.1, this email notification will also be sent to Panel Members in the roles of Incoming Mortgagee and Mortgagee on Title, as they act on behalf of Financial Institutions and essentially follow very similar processes.

Subject of the email notification:

<Workspace Reference>: Settlement date/time has been Accepted by all required participants

Email body will contain:

The Settlement date and time has been accepted by all required participants in the above mentioned Workspace.

(Referencing PEXA AXl-986)

Account re-entry for manually entered account numbers

When entering in an account number for Vendor’s Funds, unintentional keying errors can result in lost or misapplied funds that require tedious rectification post-settlement. With this risk in mind, PEXA now requires you to double-check the entry by clicking ‘Confirm’. This is similar to the way other applications require you to re-key a password when creating an account. By confirming the account number was entered as you intended, members can rest assured that they have ruled out keying errors for Vendor’s Funds line items.

Account number re-entry applies to all subscriber types (practitioners and financial institutions) and only for Vendor’s Funds (where manual entry of account number is required). This gives you the option to easily amend or reset the entry if the numbers do not match:

Once the entries match, inline validation will automatically inform you:

(Referencing PEXA PES-1323)