Mortgages – Borrower Documents List

Many different types of information need to be maintained and tracked in detail when helping clients with mortgage loans. In addition to storing contact information, updating mortgage details, and logging communication with your borrowers, BNTouch also enables you to store documents related to your clients. In each mortgage record, you will have the ability to upload files, transmit them to clients, and request that they send you any files that you may need. You can also share these clients with participating partners, update document statuses, and handle e-signatures for each borrower in your CRM.

The first step in handling client documents is to open their record in the Mortgages Tab; you can do this by clicking their blue “Name” link. In the “Documents” sub-tab of their record, files can be managed for your own use or for transmission to clients and partners. The first area that will appear here is the “Document Storage and Sharing” list. This list will show files that you and other users have uploaded as well as those submitted via borrower portals.

New files can be uploaded using the “Add Document” button. Here, you can drag and drop a file into the top-most area or use the “Choose File” button to select one from your computer. You can also enter a brief description in the text field. This description is for your own benefit, and clients will not see it with the file. Please note that the maximum file size for each individual document you upload is 20 megabytes.

Next, sharing and notification settings can be set to allow access to applicable clients and partners. For both the borrower and any participating partners, you can choose whether to alert them in their Borrower or Partner Portal, via email, or via a Push notification through the Mortgage Circles mobile app. The file will be added to the record list once you click the “Upload Files” button.

You will be returned to the document list, and the new file will appear here. Files can be downloaded by clicking the “File Name” link, and details about each file will display below, including who uploaded it and when, its size and description, and whether it has been shared with the client and participants. Actions can be taken for each file using the ellipsis icon to the right, including options to download, share, edit, and delete the document.

In addition, you can also set a document’s “Status” here. This allows you to track files and search through documents more easily. You can choose from a list of statuses or enter a custom one in the text field. The “Status Management” link will let you add new statuses for your business, delete ones you no longer use, and choose one to set as a default status for newly-uploaded documents.

Multiple files can be downloaded, deleted, shared, or given a status using the checkboxes to the left and the drop-down menu above the list. You can also view any recently deleted files by clicking “Deleted Documents” above. From this list, you can restore documents to the previous storage or permanently delete them from your CRM.

Documents can also be requested by clicking the “Request Documents” button below the storage list. Here, you can enter a description of the document you are requesting and, optionally, a date by which you would like the borrower to upload it. Checking the boxes below will send an email notification to the borrower and co-borrower once you click the “Request Documents” button, and they will be able to upload and send these documents to you by logging into their Borrower Portal. Any documents you have requested and that have been uploaded this way will be accessible in the Requested Documents list.

If you routinely request similar sets of documents from your borrowers, you can save them as a Preset by clicking the “Save Existing List as Preset” link. You can then enter a name for the Preset and click “Save Preset.” Later, you can click “Document Requests Presets” below the list to choose a Preset and instantly request all documents therein.

Documents can also be requested of clients as a campaign step in the Marketing Tab. This can be selected when creating a new campaign step or when choosing a “Step Method” from the drop-down menu while editing an existing step. Here, you can either select from a “Document Requests Preset” you made before or click “Add New Document” to request a new file. You will also have the option to send notifications to the borrower and co-borrower just like within the mortgage record.

Any documents that need to be securely signed by borrowers and made available to you and other users in your account will appear at the bottom of this page in the “E-Signed Documents” list. This feature is only available for accounts that have the “E-Signing” module enabled by their administrator. If you are interested in securely acquiring signatures from your clients, please contact your administrator.

Here, you can see the document name and when the signature request was made, the date it was signed, the signer and their IP Address, and a link to download the file. For files that have not been signed yet, a “Pending” message will appear in the “Signed Date” field. You can send a new request message to the client by clicking the “Request Again” button, which will renew the “Requested Signature Date” for that document. Pending documents will show the requested signer’s name, but the IP Address and download link will not be available until they have completed the signature.