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Directory

Revised October 24, 2008

Description

The Directory module allows the user to centrally manage Broker Agent, Mortgage Company, and Trade Partner records and tasks at the company level, which flow through the entire application.

The Broker and Mortgage Company screens have been designed to support emailing and campaigning to and managing Broker Agents or Loan Officers at Mortgage Companies across one or multiple projects.

Notes

• The user with Directory permissions can manage all entities other than Prospects/Buyers:
• Broker Agents
• Mortgage Companies
• Trade Partners
• For access and permissions to edit within the Directory, see Directory Roles in Admin > Company Setup.
• Actions can be taken on Broker Agents or Mortgage Companies records in the Directory or in the SR module > Broker Agent/Mortgage Co List tab. The following actions are available at both locations, depending on permissions:
• Add a Broker Agent or Mortgage Company record
• Edit the record
• Add a Note [Notes accommodate up to 4000 characters]
• Email the entity directly from the record
• Add a Task
• Associate / Unassociate Projects
• Broker Agents and Mortgage Companies record detail screens display these sub tabs:
•  Projects  -lists the projects they are associated with
•  Prospects/Buyers - lists the people associated to the entity and the current status
•  Tasks - lists open to do tasks
•  Task History - lists all other to do tasks for the entity
•  Notes - lists notes added in Actions section
•  Email History - lists the ad hoc emails sent to the entity

Additional Notes:

• The Broker Agent and Mortgage Company Loan Officer record refers to the individual agent or loan officer at the person level, and does not refer to the entire company.
• The Broker Agents or Mortgage Companies record cannot be archived at the SR module, this can only be done in Directory.
• The Directory link defaults to the To Do tab where To Do tasks can be filtered and managed. When To Do links are selected at the SR module for Broker Agents and Mortgage Companies the user is directed to the Directory to manage those tasks.
• When adding a new broker or mortgage company record the application checks for similar name matches; if a name match exists the user may elect to Add New Agent or Use This Record.
• Any user with appropriate Directory access and permission will be able to add or change a broker agent or mortgage company record which will change the information across the application.   
• Multiple Broker Agents and Mortgage Companies may be associated to a Project at one time in Admin > Projects > View > Manage links.
• The Data Upload Wizard has been expanded to allow for Broker Agent and Mortgage Company uploads, allowing association to multiple projects during upload.

Recommended Practice: Directory Roles and Management

Users responsible for Company-level marketing and communications are likely to use the Broker Agents or Mortgage Companies records from the Directory and Reporting modules, whereas Sales Reps are more likely to interact with individuals at the Project level. To this end, the SR tasks default to the individual Sales Rep's tasks only, though access is available to all Broker Agent tasks, for example.