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Automation - Transfer of CT Control Where the control of a large number of eCTs needs to be transferred, PEXA provides a facility to load titles into a Workspace using a file listing all the eCTs. This facility can be accessed through the Automation option in the toolbar:    Select the file you wish to upload by clicking on the Upload New File button.   PEXA will process your file: Once processing has completed, you’ll be given the option to open the newly created workspace: (If file processing is unsuccessful, you’ll be presented with a list of errors you will need to address. Once resolved, you can upload your file again.)   Complete Transfer of CT Control Process Open the workspace that has been created, and create the Transfer of CT Control document as you would normally. Save and sign your document. Once the subscriber that you have chosen to transfer CT control to accepts the invitation to join the workspace, the Transfer of CT Control document will be lodged with the Land Registry.   File Format The automation function accepts Comma Separated Value files (*.csv). You’ll need to list the land titles you wish to transfer control of (coloured green below), as well as your ‘subscriber workspace reference’ for the workspace that will be automatically created (coloured blue below). The automation function supports up to 200 land titles. Each must be on a separate row, and be preceded with a ‘2’ value. In addition to the fields you need to enter (land titles, subscriber workspace reference), there are a number of fields that you shouldn’t modify as they are used by the automation function to correctly process the file (coloured orange below). These include, but are not limited to, the jurisdiction of the workspace (VIC), your role (CT Controller) and the footer row ('99') that indicates the end of the file.   Sample File Below is a sample file you can download and use as a base for your own file. sample file.csv     Commercial Transactions If you wish to tag your Transfer of CT Control workspace as a commercial transaction, you can do so by adding a ‘Yes’ value in tenth column (column J) of the second row of your upload file.   ... View more

Introduction Steps - Transfer of CT Control Automation and correct file structure examples Troubleshooting Errors Requesting CT Control ('Pull' Approach)   Introduction From Release 6.1 (22nd July), PEXA allows subscribers transacting in VIC to transfer control of their electronic CTs to other PEXA subscribers in a more efficient manner.   The Transfer of CT Control document enables Financial Institutions to give control of a title or titles to their Panel Lawyers. The same document can be used by the Panel Lawyer to pass CT control back to the Financial Institution following completion of a matter. Solicitors and Conveyancers can also use the document to transfer control to other Solicitors or Conveyancers.   Improved Efficiencies The number of titles in a CT Control workspace has been increased to 200 titles. This directly allows your work to be streamlined and titles to be transferred in a very efficient manner. Furthermore, the process has been streamlined, whereby multiple steps, around Saving, Signing and Inviting have been combined.     Steps - Transfer of CT Control  Create a workspace in the role of CT Controller Multiple titles can be added to the one workspace Navigate to the Documents screen and select Create Document > Transfer of CT Control Complete the details on the document screen including: Land titles relevant to the transfer of CT Control; The Subscriber you are passing CT control to. Click Save and Sign (if you have signing permissions) . If you don't have signing permissions, click  Save  and arrange for a signer to  Sign  the document. On successful signing, an invitation is automatically sent to the Subscriber receiving the CT control. You do not need to complete any further steps. Once the subscriber receiving CT control accepts the invitation, the documents are lodged automatically with the Land registry. Once lodged, the workspace will progress to a 'Completed' status and move to the 'Completed' view on your dashboard.   NOTE: If you select the wrong Subscriber, you can edit the document and select another party. This will withdraw the original Subscriber's invitation. The original Subscriber will get an email notification advising them that their invitation has been withdrawn. If, however, the original Subscriber has accepted the invitation already, then the Transfer of CT Control will have already lodged and they will be the new CT Controller. They will simply need to send control back by lodging a Transfer of CT Control.   Invitation Acceptance Subscribers who are receiving CT control receive an invitation via the Invitations screen. The invitation to a Transfer of CT Control Workspace contains the land title references that are to be transferred. Please review the titles and accept the invitation. The acceptance of the invitation triggers lodgement of the document. Automation and correct file structure examples Steps and sample files for transferring a large number of titles in one workspace are located in the Automation article.     Troubleshooting Errors You may encounter the following errors when attempting to transfer control of an eCT in PEXA: Error: Your organisation is not the CT Controller. The current CT Controller is ABC CONVEYANCING. Please check the land title reference and try again. Issue and resolution: You have either entered the wrong land title reference, or the land title you were hoping to transfer the control of is actually held by someone else. You can not transfer eCT control if you are not the current CT Controller. Error: The land title is currently in a paper format. Please check the land title reference and try again. If it is the correct reference, please contact the land registry to confirm. Issue and resolution:   You have either entered the wrong land title reference, or the land title you were hoping to transfer the control of is a paper CT. You can not transfer control of a paper CT. The land title must first be converted to an electronic CT.     Requesting CT Control ('Pull' Approach) - (due for Release 6.1.1) From Release 6.1.1 (2nd September), PEXA will allow subscribers to request control of electronic CTs from other subscribers. A 'Pull' rather than a 'Push'. This will be restricted to Panel Lawyers requesting control from their Panel Masters. Steps Create a workspace in the role of CT Controller Add land titles that belonging to your Panel Master Complete a Transfer of CT Control document Click Save and Send. This will send an invitation to the CT Controller of the land titles.   Invitation Acceptance If you are the recipient of an invitation to a Transfer of CT Control Workspace (Pull scenario), you will see an invitation in the role of CT Controller and be shown the land titles that your Panel Lawyer is requesting control of. You will not be shown the warning that applies to the 'Push' scenario, as accepting an invitation in the 'Pull' scenario does not trigger lodgement. After accepting the invitation, review the land titles include in the Transfer of CT Control document, sign and lodge the document. Once the document is processed by the Land Registry, your Panel Lawyer will become the CT Controller of the included land titles.     ... View more

PEXA is pleased to present the next release of the PEXA System, Release 6.1, scheduled for business go live Monday 24 July 2017. In this release, PEXA introduces the ability to: Process a new National Mortgage form in NSW, QLD, SA and WA. Transfer CT control via the Transfer of CT document Flag a workspace as being associated to a commercial transaction, assisting financial institutions to route and complete work relevant to their business unit. Select more than one title when sending an invitation Marking conversations as read  [ updated  28 June]   National Mortgage From the 24 July 2017, a new National Mortgage document will be available to be used by Subscribers in the role of Incoming Mortgagee. This is an additional document that can be created and lodged within a PEXA workspace.   Why a National Mortgage? Having all states aligned behind a National Mortgage provides greater consistency between jurisdictions. Following the first release in Victoria in June, all states currently operating on the PEXA platform are moving towards the common National Mortgage document. Wherever possible, consistency in data capture and formats have been implemented.   When should I use the National Mortgage vs the existing mortgage? There is a transition period until 31 December 2017. During this time, you can use either the old Mortgage form or the National Mortgage form. National Mortgage should only be used if the signed paper mortgage is also in the National Mortgage format. If you have identified a signed paper national mortgage, selecting the new type of mortgage document is a simple process in a PEXA workspace. How do I get the National Mortgage? From the Documents screen, select Create Document > Mortgage. Review the dialogue box that now appears. This dialogue box asks you to select the appropriate mortgage based on the mortgage signed by the client. Based on your selection, the appropriate Mortgage screen is displayed. Note: All the other steps for processing a mortgage remain the same.   National Mortgage overview: Address for Mortgagee is now included Mortgage Reference is not required Mortgage Date is not required Mortgage Covenants heading is now Terms and Conditions Document Reference (previously MCP Reference) can be “Other” which allows for free text entry Additional covenants heading is now Additional Terms and Conditions Set of Operative Words is not displayed in data entry screen Additional Terms and Conditions text increased to 4000 characters In QLD, Description of debt or liability has been removed (replaced by Additional Terms and Conditions In NSW, Mortgage Duty is no longer included QLD – National Mortgage SA – National Mortgage NSW – National Mortgage WA – National Mortgage   VIC: Allow a CT Controller to Transfer CT Control to another PEXA subscriber From Release 6.1, PEXA allows subscribers to transfer control of their electronic CTs to other PEXA subscribers, including their panel solicitors. Examples: Where a Financial institution uses a panel lawyer in Victoria, the panel lawyer requires CT Control to be able to lodge a Nomination prior to the transaction proceeding.  The new Transfer of CT Control document enables financial institutions to give control of a title or titles to their panel lawyers in a more efficient manner. A proprietor on title changes firms in Victoria. The old firm can transfer control of the title to the new firm, so that the new firm can create and lodge a nomination for a future transaction. Improved Efficiencies The number of titles in a Transfer of CT Control workspace has been increased to 200 titles. This directly allows your work to be streamlined and titles to be transferred in a very efficient manner. Furthermore, the process has been streamlined, whereby multiple steps, around saving and signing, have been combined. Important Notes (added 28/07/17) A Transfer of CT Control should be done as a standalone transaction, in its own workspace. To avoid any lodgement issues, this workspace shouldn’t contain any other documents. It is important to note that the CT Controller role is now used in VIC to Transfer CT Control and also lodge Nomination documents. The ability to transfer up to 200 titles is only for a Transfer of CT Control. At this time, the existing limit of 20 titles per workspace remains for all other transactions, including nominations.    Steps Create a workspace in the role of CT Controller Multiple titles can be added to the one workspace Navigate to the Documents screen and select Create Document > Transfer of CT Control Transfer of CT Control screen   Click Save and Sign (If you have signing permissions) On successful signing, an invitation is sent to the organisation receiving the CT control. Once the subscriber receiving CT control accepts the invitation, the documents are lodged automatically with the Land registry.   Automation Where the control of a large number of eCTs needs to be transferred, PEXA provides a facility to load titles into a workspace using a file listing all the eCTs. This facility can be accessed through the Automation option in the toolbar:   The Transfer of CT Control – Automation screen shows you any previous uploads you’ve performed, and provides you with the ability to upload a new file.   File Format The automation function accepts Comma Separated Value files (*.csv).  In addition to listing all the land titles you wish to include in your workspace, the file will also need to specify the workspace jurisdiction, your role and your subscriber workspace reference.   For all the details, including steps and sample files, please refer to Processing a Transfer of CT Control article (in development)   Ability to flag a workspace as a commercial transaction Allow a workspace to be marked as being a commercial transaction. Those that are not commercial will default to Retail. The flag is captured at a Subscriber level, on both workspace creation and invitation acceptance, where the role is Mortgagee on Title, Incoming Mortgagee, Consentor and CT Controller.   Workspace Create   Invitation Accept NOTES:  The Commercial question, in both the invitation and the workspace creation screens, defaults to un-selected. The selection of the Commercial flag is mandatory. There is no dependency on what other participants have selected.   Your Dashboard The new category is displayed as a column on the dashboard to assist financial institutions and their representatives to route and complete work relevant to their business unit.   Benefits This change will directly assist with routing of invitations and also distinguishing workspaces for specific business units within a financial institution, assisting in prioritisation and allocation of work. This will assist all members of the network in ensuring that the work is managed by the correct teams and processed as quickly as possible. Note:  Importantly, this is for your reference purposes, similar to your workspace reference, to help you allocate and locate the workspace within your organisation.     Ability to select more than one title when sending an invitation With Release 6.1, you can now add multiple land titles to your invitation. This helps ensure that members that receive your invitation have the full picture around your transaction.     Thank you to @DMc for recently bringing this to our attention in this feedback article. Please keep the feedback coming. We’re working hard to turn these around as soon as possible when we have the opportunity.     Marking conversations as read   From the 24 July 2017, when a conversation is read, a flag (tick) will be placed alongside the message. This tick will help you identify whether your conversation has been received and read by other participants in the workspace. A message is marked as read when it is either opened in the Conversations screen, or Marked as Read via the Unread Conversations screen.     A new tick is applied on the Conversations screen to help identify when a message has been read Clicking on the tick reveals more details. The name of the subscriber who read the message and a date stamp alongside their name is displayed.     Note: If it has been read by someone within your organisation, the name of the user is displayed. Further conversations enhancements This is the first step in a larger effort to improve the overall experience of our conversations solution. Please send through your feedback on this new functionality or any other ways to improve the conversations functionality via the Ideas and Suggestions board.           ... View more

PEXA is pleased to present the next release of the PEXA System, Release 6.0.1, scheduled for business go live Monday 12 June 2017. In this release, PEXA introduces a new National Mortgage form in Victoria.   VIC National Mortgage From the 12 th June 2017, a new National Mortgage document will be available to be used by Subscribers in the role of Incoming Mortgagee in Victoria. This is an additional document that can be created and lodged within a PEXA workspace.   Why a National Mortgage? Having all states aligned behind a National Mortgage provides greater consistency between jurisdictions. Following this first release in Victoria, all states currently operating on the PEXA platform are moving towards the common National Mortgage document. Wherever possible, consistency in data capture and formats have been implemented. National Mortgage overview: Address for Mortgagee is now included Mortgage Reference is not required Mortgage Date is not required Mortgage Covenants heading is now Terms and Conditions Document Reference (previously MCP Reference) can be “Other” which allows for free text entry Additional covenants heading is now Additional Terms and Conditions Set of Operative Words is not displayed in data entry screen Additional Terms and Conditions text increased to 4000 characters   When should I use the National Mortgage vs the existing mortgage? There is a transition period until 31 December 2017. During this time, you can use either the old Mortgage form or the National Mortgage form. National Mortgage should only be used if the signed paper mortgage is also in the National Mortgage format. If you have identified a signed paper national mortgage, selecting the new type of mortgage document is a simple process in a PEXA workspace. How do I get the National Mortgage? From the Documents screen, select Create Document > Mortgage. Review the dialogue box that now appears. This dialogue box asks you to select the appropriate mortgage based on the mortgage signed by the client. Based on your selection, the appropriate Mortgage screen is displayed. Note: All the other steps for processing a mortgage remain the same.   New National Mortgage screen   New National Mortgage Rendered document   ... View more