Follow this guide to create a document request using FinanceVault and send the request to a client. The workflow is highly intuitive. After a few requests, 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 safely with their mortgage broker.
Why use FinanceVault?
Collecting all the supporting documents that lenders require from borrowers can be tedious. 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. From a single page, you send templated document requests to clients. Clients log in and upload documents to the portal, which stores them in an area accessible to you and your team.
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
Know how to create a lead or deal card.
Video walkthrough
Learn how to send a document request via FinanceVault.
Moving a lead card
To demonstrate the workflow, I'll use a common example: moving a card on the Leads board from the New Lead stage to Initial Call Held > Get Docs. When a card lands on this stage, BrokerEngine generates a request for preliminary documents (e.g. Fact Find, ID, or payslips).
Log in to your BrokerEngine account.
Go to the left-hand menu and click the Boards icon.
Select Leads.
Scan the list and locate a card (or use the search tool).
Drag the 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, click the Tasks icon on the right-hand menu and select Request Docs Via Client Portal (FinanceVault). A window displays a list of instructions for sending a document request to a client. Click the X icon to close the panel.
Checking the details
It's always a good idea to confirm that the Applicants page has the minimum required information.
Go to the left menu and confirm that Overview > DealDash is selected.
Go to the Applicants widget and click the arrow link. A new page displays.
Confirm the page has the applicant's first and last name, email address, and phone number. If any of these fields are blank, add the required information.
Click Save.
Opening the portal
After confirming the applicant's details, click the DealDash link on the left-hand menu to return to the main page. Locate the FinanceVault widget and click the arrow icon to open the portal.
You are now in the main view of the FinanceVault portal for this lead. 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 that you can select from. (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 the client.
Instead of a ready-to-use template, you could create a custom document (i.e. send a one-off information request 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 (organised 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 to 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 you click this button, BrokerEngine sends each applicant on the deal an email with a unique link to their personal document request portal.
For security reasons, we implemented an automated process to archive FinanceVault requests after 30 days of inactivity, regardless of whether a deal settles or is archived. To reactivate the request, click the Archived link in the top menu bar.
Other features:
The Manage Access button in the top menu bar allows you to 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.
You can set a due date for the request. When the due date arrives, BrokerEngine sends the client a notification via email.
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 broker needs to review each client submission for completion and accuracy.
Understanding the client's view
The job of sending documents to the client for review is done. To understand what the client sees on the portal, click the Manage Access button at the top of the page.
A pop-up displays two options.
To preview the client portal in a new browser tab, click the Copy Invite Link button and paste the URL into the address bar.
Click the Preview button to open the client portal in a new window.
Both options lead to a 2FA pop-up. After you authenticate, BrokerEngine displays the client portal with your document requests.
Understanding the broker's view
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 in the request.
BrokerEngine sends the broker an email notification.
BrokerEngine also sends an email notification when a client writes a comment in response to one of your requests.
BrokerEngine displays a notification bell (with a number) on the lead's card. That indicates the number of 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 that 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.
