mortgage intermediary - bank of ireland | bank of ireland · 13-15 16–19 20–21 22 23–24...

Mortgage IntermediarySystem User Guide


Getting Started

Registration and personal profile Logging In

Using the System

Active cases

Creating AIPs/Apps

Submitting AIPs/Apps

Viewing case summary

Printing AIP certificate

Auto packaging requirements

Receiving a case message

Sending a case message

Systems search functions

My profile

Useful Information

All loan types

Applicant Income details

Employed applicants

Self Employed applicants

Case amendment

Decisions explained

Loan type

Outgoings

Query contact numbers

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Table of Contents:


Registration and Personal Profile:

Step 01

On the Registration screen, enter your email address and click the ‘Register’ button.Please note – a unique email address must be used for each registration.

Step 02

You will be taken through to the registration page to continue the process. You will be asked for information including your name, a contact number, a correspondence address, an email address, a case sensitive password and your role within your company.

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When you have entered your personal details, click the ‘Continue’ button.

Please Note – If after clicking ‘Continue’ you realise you entered incorrect information, please contact your Broker Account Manager.

Please note – Passwords need to be at least 8 alpha numeric characters. They must include at least 1 capital letter and 1 number. They cannot have any consecutive identical characters and it cannot be a word that is contained within your profile e.g. Name of your company.


Step 03

Once you click the ‘Continue’ button (orange arrow above) you will see a screen confirming that an email has been sent to the email you provided - with instructions on how to complete the registration process.

When you receive the email, click on the ‘Complete Registration’ link outlined in orange box below.

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Please note – if you don’t receive this email within 10 minutes, please check your ‘Junk’ mail.

Please note – if you encounter any problems with this link, contact your Broker Account Manager.


Step 04

Confirm your registration:

Step 05

After clicking Continue, you’ll then be taken to your Profile Page to complete the registration.

To help protect the security of your account, you will be asked to select four security questions and provide the answers as outlined in the screenshot below.

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You will be asked to enter the password you previously saved. When you have done this, click the ‘Continue’ button (see orange arrow).

Please note – You will need to remember these if you ever forget your password and need us to reset it or if you call in for a case update.


Step 06

When you have entered all details, click the ‘Save’ button at the bottom of the screen. You will then be asked to confirm your answers by entering your password in the pop up box below and clicking ‘Save’. This will complete the registration process.

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Logging in:

When you log into our online application system you will be brought to the ‘Active Cases’ screen. Here you will be able to view the AIP’s and Applications that you have started or submitted.

The screen can display up to 25 cases per page, with the most recent activity listed at the top.

If your screen is inactive for 60 minutes, you will be automatically logged out of the system

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To log in, enter your email address and the password you selected during the registration process. Then click ‘Login’.

Please note – if you have forgotten your password please click ‘Forgotten your pass-word?’ If you get locked out please contact your Broker Account Manager.

Please note - you can progress an AIP to full Application at any point utilising data previously populated and saved on the system.


Using the System:

The layout of the ‘Active Cases’ screen is explained below:

1. Click on the BOI logo to view your active cases. You can access this from anywhere on the site (excluding Help Centre page).

2. Click on your name to access personal profile and registration details.

3. Click on notification icon to view any current case messages.

4. Click on ‘+ AIP’ to create new AIP or ‘+ App’ to start new Application.

5. The ‘Status’ column shows status of current cases.

6. If there is an alert icon showing, click on it to access messages for that case.

7. Expand an individual case for more details and access case overview by clicking the drop down arrow.

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Creating AIPs or Applications:

To create a new AIP or a full application, please select the appropriate ‘+AIP’ or ‘+ App’ button at the top right hand corner of the screen (as per orange arrows below).

After clicking on the appropriate button, a new window will appear where Applicant details can be entered

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All cases will require:

• Number of applicants

• Main applicants name & surname

• Mortgage details (purchase/remortgage)

• Chose property location

Please note – clicking on the ‘?’ icon (as per orange arrow) will reveal additional advisory notes to assist application.

Populate the details and click the ‘Continue’ button to progress the application.


Once all information has been entered across all tabs the AIP/Application can be submitted by clicking the ‘Submit’ button.

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Details can be input across the four tabs on the top of the page (outlined by arrows). When entering details please do not use commas, full stops or symbols in numeric fields and please round up figures to the nearest Euro.

Please note - Once all fields have been populated please continue by selecting ‘Save and Continue’ button on the bottom right of screen (see arrow below).


If at any time you wish to return to an AIP or Application that was saved earlier, you can do this from the ‘My Active Cases’ screen. Find the case you wish to resume working on and Click the ‘Edit AIP’ button.

When going through the application process, clicking on the ‘?’ icon will reveal a short description of what is required before the application can be submitted.

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Please note – If any mandatory information is missing the system will highlight the tab as ‘Incomplete’, as shown on the left. You cannot submit an application until all mandatory fields are complete, however you can save information at any time by clicking ‘Submit and Save’ and return to complete the application at a later stage.


When prompted to enter details about an applicant(s) additional income, please leave these fields blank if they are not applicable as entering zero will cause an error message.

When entering an applicant(s) address details you can save time by selecting the ‘Use a previously entered address’ button if the address details for the applicants are the same.

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Please note – if you click inside the box (see orange arrow) a more detailed explanation will appear in a blue panel on the right of the screen.


Submitting an AIP or Application:

When you have finished entering all of your applicant’s details click the green button on the right hand side of the page. For AIP this will be ‘Submit’ and for Apps it will be ‘Proceed to declaration.

When you generate an AIP or Application a document bundle can found within the ‘Records’ tab on the ‘Case Summary’ page.

When the application is submitted the status on the ‘My Active Cases’ page will be updated to show one of the following:

• App Submitted – the application has been accepted and submitted to our processing system.

• App Received – application has been accepted and allocated to an Underwriter for full assessment.

• Awaiting Documents – we are waiting for you to submit documents.

• Awaiting Assessment – the application has been passed to Underwriter queues for full assessment.

• App with Underwriter – the application is being reviewed.

• Application Completed – application has completed and funds have drawn down.

• Application Not Proceeding – application is not proceeding anymore.

• Application Dropped – application has been declined or is not feasible.

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Please note – applications or AIPs cannot be submitted until all mandatory information has been provided. Sections will show as ‘Incomplete’ where information is required.

Please note – PDF documents can only be viewed with Adobe Acrobat. This software can be downloaded for free from Adobe’s website.


Viewing a Case Summary:

Use the ‘My Active Cases’ to overview a particular case. Click on the drop down arrow to expand the case view and click ‘View Case Summary’ button.

Once in these pages you can:

• View details about an applicant’s application.

• View documents which have been created following the application’s submission.

• Read, reply and send case messages.

When in ‘Case overview’ you will see a number of tabs that provides access to the cases listed.

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Please note – the case overview will display the details of the applicant’s application.


The ‘Case Documents’ tab contains documents relating to your application (as per orange arrow below).

Once you have an AIP accepted you can print/view the AIP cert in the ‘Case Overview’ Screen by clicking the ‘View AIP certificate’ link, as per screen shot below.

Once this option is selected a PDF will download which you can then print. Example of AIP Certificate is outlined in screenshot below.

Please note - An AIP Certificate is not an underwritten approval.

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The ‘Messages’ tab allows you to view and respond to any questions or queries that may arise regarding the application (please see screen shot below).

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Please note – the case message has to be specific to the case you are currently in. Type message in the free text box and click ‘Send case message’ to transmit.


Auto Packaging Requirements:

Auto Packaging Requirements outlines what documents need to be provided to progress the application.

The case status will change to ‘Awaiting Documents’ once packaging requirements are available. A case message will be sent and a notification will appear in ‘Case Overview’.

To view the packaging requirements, click the ‘Actions’ tab.

1. Click on the ‘Upload’ icon for that specific item.

2. Select the type of document you wish to upload from the ‘Document Type’ drop down list. Click the ‘Upload File’ button. This will open the ‘Upload a Document’ window.

3. Click on the ‘Browse’ button to select the file you wish to upload.

4. Once the correct file is selected, please certify by clicking the certification tick-box.

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Please note – packaging requirement documents can be provided by using the document upload tool.


5. Once the document has been electronically Certified, the ‘Upload’ button becomes available. Click this to upload the file.

6. To upload more documents, click on ‘Upload more files’ link (as per orange arrow on screenshot below), then the Select the ‘Upload files’ button.

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Please note – with joint applications the document(s) uploaded may be accepted for other applicants. If applicable, please select the names of all the applicants the document relates to as outlined in the information box:


Once all relevant documents have been uploaded each packaging item will have a new status of ‘Received’ and show the date and type of document uploaded.

7. If an applicant cannot provide a packaging item, please send a Case Message explaining which items cannot be supplied with a reason why. The packaging list will then be reviewed and the item in question marked as ‘Unable to Supply’ with the reason recorded. A replacement packaging item may be added to list.

To upload documents quickly and accurately for assessment, please remember the following steps:

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Step 1 – Ensure your file is a PDF.

Step 2 – Check file size is less than 10 MB.

Step 3 – Correctly label each document being uploaded.

Step 4 – Certify each document as authentic.

Step 5 – Click upload and your document will be submitted for assessment.

Please note – each document must be uploaded to the correct placeholder. Incorrect submissions may be declined.

Please note – Wrongly labelled documents will be rejected, delaying your application.


Underwriter Assessment:

When a case is fully packaged and allocated to an underwriter, there may be further information required about a file that was uploaded. An information request will be include in the packaging list with the request highlighted in bold. You will also receive a case message giving details of this additional request.

To see the full request and to respond click on the pen and paper icon (see orange arrow).

This will expand the item to show the full request and a response field. Once you have the required information from the applicant, include this in the response field and click the ‘Save response’ button. The status will then change to ‘Received’.Final Assessment:

While the application is being assessed you will be unable to make any changes to the case. If the case is approved you will receive a case message and the case status will change to ‘Application Completed’.

If the case is declined following Underwriter Assessment, the case status will change to ‘App Dropped as outlined below.

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Receiving a Case Message:

When you receive a case message, you will also receive an email alerting you that you have a message on case that has been marked for attention. Click on the link to view the message.

Message alerts will show on the notification icon at the top of the screen and the message icon in the Alert section of the case information line.

You will then be taken to 'Messages’ section of the ‘Case Overview’ screen to read the message. Click on the notifications icon to show cases with messages that currently require action.

To view the message, click on the case number in the notifications list, or click on either of the message icons in the case information section as per above.

Please note – if a reply is required please type it in the ‘Send a new message’ text box and then click ‘Send case message’ button to transmit (as per orange arrow below).

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To remove the notification, click on the ‘Needs attention’ box. This will change to ‘Message Read’ and remove the notification as per screenshot below.

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Sending a Case Message:

When in the ‘My active cases’ view, select the relevant case and click the drop down arrow to expand the case (see box 1). Then click on the message icon (see box 2).

This will take you directly to the ‘Messages’ tab in Case Overview. Here you can type your message in the ‘Send a new message’ box and click the ‘Send case message’ when you are happy with it.

Alternatively, if you are already in Case Overview, click the ‘Messages’ tab and follow the same procedure.

Please note – the case message has to be specific to the case you are currently in.

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System’s Search Functions:

To undertake a basic search, select the search tab from the drop down menu, then key in the search term and click the icon (see box 1 in screen shot below).

If you wish to undertake a more detailed search, click on ‘Show advanced Search’ at the top of the page (see box 2 in screen shot above).

Once in the advanced search page, filters such as date, status, case particulars and role can be used to refine the search, as per screen shot below.

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If you want to save the search filters, tick the ‘Save this search as’ field (see orange box above) and enter the appropriate name.

If at any time you want to run an advanced search (using filters previously selected and saved), click on the ‘Apply this search’ link. To delete this search, click the ‘Delete search’ link.

Please note - saved searches will show on the right hand side of the ‘My Active Cases’ page in the Saved Searches box (see orange arrow in box below).

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My Profile:

The Profile page contains the personal details entered when you first registered on the site. On this page you can:

• Amend personal details.

• Change password.

• Change email address.

• Update case permissions.

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Business Writers and Case Administrators can also be added to the bottom of the Profile page.

This allows a Case Administrator to manage cases on behalf of a Business Writer. To do this, a Business Writer must first set up the Case Permissions for their Case Administrator(s). Please see screen shot below.

To add a Case Administrator:

• Click ‘Add case administrator’ button (box 1).

• Select the relevant name from the Case Administrator drop down menu (box 2).

• Select the level of Access rights from drop down menu (box 3).

• Tick the ‘Send case notifications’ box to allow an Administrator to send and receive case messages.

‘Full’ access rights allows the Case Administrator to fully manage a case after it has been created, this includes data entry.

‘Post submission’ allows the Case Administrator to manage a case only after an application has been submitted.

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Useful Information:

All Loan Types

Applications will be processed as quickly as possible. Where immediate decision is not possible the case will be referred to an underwriter who will complete an assessment within two working days.

Applicant Income Details

Where there are more than two applicants, please enter the two highest earners as applicants one and two. When completing an AIP or Application we require following details:

Employment Applicants

Annual Basic Salary/Non-Guaranteed Overtime/Bonus /Commission and other regular income. Self Employed Applicants

We normally use average of the last two year’s net profit, or most recent year if lower.

Case Amendments

Cases can be amended at any time before submission. Once a case has been submitted, the save/submit option will remain available until it has been allocated to an underwriter.

Applicant Verification

In line with Anti-Money Laundering Regulations and to protect against Fraud, we are required by law to verify the names and addresses of all applicants. We will provide a list of acceptable identification documents for all customers.

Decisions Explained

Please note that anything written in the AIP or Applications additional Information section will not be taken into account with an auto accept. This information is reviewed by an underwriter and could subsequently change. We reserve the right to request further information and review our decision if major differences exist when the application is submitted.

Loan Type

Select the loan type required (i.e. fixed, variable rates etc.)

Outgoings

Please key in all committed outgoings and indicate if they are to be repaid on completion. If an AIP has already been submitted, the committed outgoings declared on full application should match the total committed outgoings declared on the AIP.

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Case Queries:

If you have any questions or queries in relation to a case or application please contact the Broker Specialist team on 0818 200385/01 2500385 – Option 1 or email [email protected]

Queries such as:

• Case queries

• Updates on application

• Rome navigation help queries

Technical Queries:

If you are having any technical issues with Rome please contact your Broker relationship manager or email [email protected]

Queries such as:

• Rome not working correctly

• Access issues/Password changes

• Broker Registration queries

Urgent Queries:

For any urgent queries please contact your Broker relationship manager or email [email protected]

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Need Help?Tel: 0818 200385 or 01 2500385Email: [email protected]