Follow this guide to create a document request using FinanceVault and send the request to a client. The flow is highly intuitive. After a few iterations, you'll know the process inside and out.
What is FinanceVault?
FinanceVault is our secure, two-way file-sharing portal that allows mortgage borrowers to share documents with their mortgage broker, safely and securely.
Why Use FinanceVault?
Collecting all the supporting documents that lenders require from borrowers can be a tedious task. This is especially true if the client drip-feeds documents back to you via multiple emails.
Our two-way portal simplifies document management for you and your clients. You send templated document requests to clients from a single page. Clients log in and upload documents to the portal. The documents sit in one area that you and your team can access.
On the portal, you can Approve or Reject the documents. You can also communicate with your client on the portal about specific document requests.
Contents
Prerequisites
Video walkthrough
Initial Call Held > Get Docs Workflow
Opening the FinanceVault Portal
Selecting a template
Templates & Document Stacks
Sending a request
Updating document request status
Preview the Document Request as the Client
FinanceVault Notifications
Related articles
Prerequisites
Know how to create a lead or deal card.
Video Walkthrough
Initial Call Held > Get Docs Workflow
In this scenario, the broker completes an initial call with a prospect (new lead) and is ready to move the lead to the next stage—a request for preliminary (or all) documents (e.g. Fact Find, ID, pay slips).
Go to the side menu and expand the Boards folder.
Click Leads. The Leads Dashboard displays.
Scan the list and locate a card (or use the search tool).
Drag the Lead Card to the Initial Call Held > Get Docs stage.
Double-click the name on the lead card. The card displays in Full View mode.
Optionally, open up the toolbox by selecting tasks and click Request Docs Via Client Portal (FianceVault) task. A window displaying a quick list of instructions that can help you send a document request to a client.
Checking the details
It's always a good idea to confirm the Applicant Details page has the minimum required information before sending your document request to ensure the request is received.
Click the Applicant Details link. A new page displays.
Confirm the page has the applicant's first and last name plus email address and phone number. Add the required information if any of these fields are blank.
Click Save.
Opening the FinanceVault portal
After confirming the applicant's details, click to the icon to open FinanceVault
Now you are in the main view of the FinanceVault portal for this lead (or deal). There are two panes: TEMPLATES on the left and DOCUMENT REQUEST in the centre.
Selecting a template
Select one or more templates that you want to send to the lead. There are two options: choose an individual template or open a document stack which is a list of templates. (see below)
BrokerEngine lists all selected templates in the left pane. Hover a template and click the Add to Request icon. BrokerEngine moves the template to the DOCUMENT REQUEST pane. Templates in the DOCUMENT REQUEST pane can be sent to this client.
Instead of a ready-to-use template, you could create a custom document (i.e. send a one-off request for information specifically for this client). Click ADD NEW DOC and create a document. BrokerEngine does not save this custom document as a template. It only exists in this specific lead or deal request.
Templates and document stacks
Your BrokerEngine account comes pre-loaded with ready-to-use document request templates. Scroll through the list (organized alphabetically) to locate a template, or use the search field. You can also create new templates or edit existing ones. Click here to learn how.
A document stack is a time-saving feature that bundles templates organised for a specific client scenario. For example, there is a stack with suggested document request templates applicable for PAYG clients. Once you have your stacks set up, you can send personalised and detailed document requests to your clients with just a few clicks. We encourage you to create custom document stacks. Click here to learn how.
Sending a request
Once you have a list of templates in the Document Request pane and are ready to send them to the client, click the Review Request button. A side panel displays. Click the PUBLISH & SEND TO CLIENT button. After clicking this button, individual emails will be sent to each applicant listed on the deal giving them their unique link to access their document request portal.
For security reasons, we have some automation around the FinanceVault request archiving after 30 days of inactivity when a deal settles or is archived. To reactivate the request, simply click on this toggle.
Other features:
- The Manage Access button allows you to quickly grab the unique links for the client to access their portal if you need to send them again. You can also preview what the client sees by clicking Manage Access > Preview.
- Finally, you can allocate a due date for the request. When the due date is hit, an email will go to your client notifying the request is now due.
Updating document request status
You or your team must manually update the status of each file in the Document Request pane. Automatic updates are difficult because the team need to review each client submission for completion and accuracy.
Click here for more instructions on how to update the status of a document request.
Preview the Document Request as the Client
The job of sending documents to the client for review is done. To understand what the client sees on their side of the FinanceVault portal, click the Manage Access button at the top of the page.
A popup window displays. Click the Preview button to open the client portal in a new window.
FinanceVault Notifications
Often it is a loan processor or other team member's responsibility to collect documents, not the broker. To ensure the correct person receives this notifications, they must be allocated as a Team or Team Role on the lead or deal card.
If the broker does not want to receive these notifications they can configure their preferences in the Notifications section under Settings.
Remember, notification settings are unique to each log in. The broker will need to change these settings in their own account for them to come into affect.
When a client clicks the I'm Done button, three changes appear on the broker side:
In the Document Request column, the number next to the paper clip icon shows the number of attachments that the client has added to the request.
BrokerEngine sends the broker an email notification
BrokerEngine also sends an email notification when the client writes you a comment against one of the requests.
BrokerEngine displays a red notification bell (with a number) on the lead's card. The number indicates how many attachments the client uploaded. Click the bell icon to open the portal and inspect the attachments.
On the portal, click the paper clip icon. A side panel displays. On the side panel, you can:
change the status of the document request
open an attachment
write a note (internal) or comment (for the client)
If you send the applicant a comment, click the Notify field and select the appropriate email address.
