Application Notes

Table of Contents

Introduction

Application Note Items, Their Description & Functionality

Creating New Notes

Managing Application Notes for Status Changes

Saving & Editing Notes

Deleting Notes

Introduction

  

Application notes act as a central hub for vital details concerning a specific application. These notes are easily accessible and readable within the application, allowing for a comprehensive review of an application's historical data throughout the underwriting process. All notes will indicate the author of the note, their role, and the date & time the note was captured. Notes can be minimized for streamlined navigation or expanded to a maximized view with a single click.

This feature enables users to manually create and store notes, providing additional context or relevant application details. The application notes feature automatically includes document comments and approval/decline comments, ensuring all relevant information is captured in one location. This makes it easier for team members to stay informed and up-to-date on the application's status. All broker submission notes are automatically pulled in and displayed at the top, allowing underwriters to easily compare them with application information and fill in any data points not transferred during ingestion.

To open notes within any application simply click on the notes icon in the bottom right hand corner of your screen.

Application Note Items, Their Description & Functionality

You can view application notes by clicking on the notes icon. A side bar will open up displaying all published and draft notes. In terms of permissions, anyone in the application can view these notes. Notes can be published or saved in draft form.

All notes have a header showing who the author of the note was, their role, and the date and time the note was created:

Expand or Collapse a Note

If notes are lengthy, the system will condense the text box but, a user can always expand or collapse the section as needed by clicking on the     or  buttons. 

Export Notes as PDF

 Users can export notes as a PDF, a useful function when sharing application notes with external stakeholders. This action is accessible via the ellipsis button located in the top-right corner of the notes popup.

 The PDF file of the exported note will have a header identifying the Loan Number, Applicant’s Name(s) and the Subject Property Address.  

Expanding the Notes Window

 For enhanced usability, users can open notes in a separate window, enabling simultaneous work in both the notes and LOS interfaces. To do so, simply click the pop-out icon to launch the notes in a new window. 

Text Editor Functions

When inputting notes, the text editor functions are available for formatting. Text can also be copied and pasted from external sources. 

Comments from Documents Review

Any decisions and their corresponding comments from Documents Review are linked to notes. When a document is reviewed and is either accepted or rejected, a comment is captured on the document with the reasoning. That comment transfers automatically in the application notes together with a link to that document. This way, someone reviewing the application can simply look through notes and see at a glance how documents are reviewed. It should be noted that this functionality will work regardless of whether a user has the permission ‘Can create application notes’ enabled or not.

  

Notes feature is available also through our APIs. Saving a note also triggers a webhook APPLICATION_NOTE_PUBLISHED

Creating New Application Notes

 

To create a note, follow these steps:

1. Click on the Notes icon in the bottom right hand corner of your screen.
   This will open up the notes window within the application. You can expand this window, or remain in the minimized window with the application. 
2. Click on the 'Create New Note' button in the bottom right corner of the notes window. 
   This will open a text box for you to start entering your notes. If this button is greyed out that means your role does not have the permission ‘Can create application notes’ enabled.  
3. Enter your text as needed. 
4. When completed, you can either Save or Save as Draft. To save, click on the "Save" button in the bottom right hand corner of your notes screen and your note will be saved. 

Saved notes are fixed and cannot be edited or deleted.  If you want to save it in draft form, then click on the down arrow beside save which will open up the option to save as draft:  

Click on Save as draft and your note will save in draft.    Draft notes can be edited, saved or deleted and are identified by a Draft Notes Icon that will appear to the left of the ellipsis.  
  

Managing Application Notes for Status Changes

 For tracking purposes, application notes are automatically added when the status of an application changes. This includes any of the following status updates: 'Decline', 'Cancel', 'Mark as Pending', and 'Mark as Conditionally Approved'. 

Pending:

Conditional Approval:

Cancel:

Decline:

Saving & Editing Notes

After saving a note, it becomes locked, and no further edits can be made on it. If you are not ready to save the finalized version of the note, you are able to save it as a draft. This function allows the user to save the note temporarily and offers the flexibility to review, edit, and save it at a later time.

 

Whenever you need to update a draft note, click on the ellipsis beside the draft note icon and click on edit.

Your draft note will open and you can make any edits as required. When you are ready to save a draft note, click on the “Publish” button in the bottom right hand corner of your notes screen.

A pop-up will appear: 

If you are sure, click Publish and your note will save.  If you are not, click Cancel  and then Update draft:  

Notes and Application History

 All notes whether saved, draft, or attached to document decisions, and any actions made on these notes are documented in the application history. This allows users to easily follow through any reasoning and changes that happen on an application.  

Deleting Application Notes

You can only delete notes that are in draft. Draft notes can be deleted by clicking the ellipsis icon next to the note, then selecting "Delete" from the dropdown menu. Draft notes are identified by the Draft Note Icon that appears to the left of the ellipsis. Reminder: published/saved notes cannot be deleted.