Role management enables the management of user functionalities in AI based on their specific roles. The preview platform has a set of default roles that can be cloned to create custom roles if desired. The default roles in preview instances are: Manager, BDM, Document Processor, Client Admin, Funding Specialist, Underwriter, Mortgage Officer, & Junior Underwriter. In a production instance, the set of default roles can be customized for launch in order to meet lender needs. While default roles can be cloned, they cannot be deleted.
Note: There is back-end code tied to the default roles so editing them may cause access issues in your environment. We strongly recommend you do not edit these roles but leave them as is. If you need to create custom roles you can do so by cloning your default roles and editing or deleting those roles as needed instead. Default roles are clearly identified because they have Default Role noted in the description of the role.

Once a role is assigned to a user, they will immediately be granted the permissions associated with that role. Users can be assigned multiple roles, and the system stacks permissions when this occurs. All permissions grant access rather than restrict it, meaning they add up rather than cancel each other. Therefore, there are no conflicting permissions and no workflow issues when multiple roles are assigned. For example, if Role A has permissions x, y, z and Role B has permissions m, n, o, assigning a user to both Role A and Role B effectively grants them a new role with permissions x, y, z, m, n, o.

To find the Roles Management section, follow these steps:

1. Navigate to the 'Manager Portal' from the top menu.

2. Click on the 'Role Management' option in the sidebar on the left.

Role Management

Role List - On the left hand side of the ‘Role Management’ section is the role list. All existing roles will be listed here and can be clicked on to open up their details, permissions, and the users assigned to this role. Roles are appended to the list in the order that they are created.

Inline Ellipsis - Clicking the inline ellipsis for a given role allows the user to clone or delete it.

Note: Default roles can not be deleted therefore this option will be grayed out.

Search Boxes - Within the search boxes, the user can search for a specific role, permission, or permission category by entering the text of what they are searching for.

Search Box for Role

Search Box for Permissions

‘Details’ Section

This section displays the name of the role, its description, any linked stages, whether it is assignable or not, and if the team members assigned to this role will be notified when the role is assigned. All fields can be edited inline and will save automatically.

Note: Default Roles will be identified with Default Role in the description.

The Details section might look different for some lenders. The Ezidox Collector field applies if your company is set up with Document Management. The Ezidox Collector Number should not be edited as it serves as a backend configuration for mapping AI roles to DM roles.

Linked Stages

The linked stages functionality offers the ability to use the stages as queues of unassigned work. This is a multi-select field where you can select the appropriate stage(s) to link the role to. When an unassigned deal within a stage is linked to a specific role, all users with that role will see the deal in their Pipeline View. For example, there is an unassigned deal in the Document Review stage, and the Ops Fulfillment role is linked to that stage. If no user with the Ops Fulfillment role is assigned to the deal, all users with the role will see the deal in their Pipeline View until a user with the applicable role is assigned. For a better understanding, please watch this video demonstration: Display unassigned deals in Role-Linked Stages.

Note: This will not apply if the role is unassignable, as an unassignable role cannot be linked to stages. Furthermore, once someone is assigned or self-assigns to that role for a particular deal, the deal will no longer show up in the Pipeline View for other users with the same role.

Assignable Roles

Certain roles, such as Admin, Trainer, Auditor, or Compliance roles, may not need to be visible as part of the team on individual applications due to the nature of their responsibilities.

Marking a role as Assignable allows Admins to indicate which roles should be visible in the Team section within the dashboard of applications. Conversely, it allows them to identify which roles should not be visible in the Team section. Roles that are marked as Assignable will display in the Team list of an application.

By default, when you create a role, it will be marked as Assignable. This means that the Assignable checkbox will be checked, allowing the role to be assigned to users and visible in the team list within the dashboard of applications. If you do not want the role to be assignable, simply uncheck the Assignable checkbox when creating the role.

Click here to learn more.

To mark a role as Assignable, navigate to Role Management in the Manager Portal. Find the role you wish to make visible in the team list and Check the Assignable box.

In the example below, you can see a comprehensive list of roles on the left-hand side. Almost all of these roles have been marked as assignable, which means they will be displayed in the team list of all applications. However, there are two roles that have not been marked as assignable, and you can observe their absence in the Team List example on the right.

Even if a role is not marked as Assignable, you can still assign it to users. The role will continue to work as usual, with all its permissions intact. The only difference is that it will not be visible in the Team List.

Note: If a user is assigned a role that is not checked as assignable that user will not appear in any drop down lists to select as a Direct Manager or to assign tasks to.

Notify Team on Role Assignment

You can indicate within roles if you would like a team or multiple users to be notified at once when their role is assigned. This enables notifications to be managed for multiple users simultaneously instead of just one, providing quicker response times to requests.

This feature is managed in Role Management within the Manager Portal, and it only works if the role is marked as Assignable. To enable this, follow these steps:

Navigate to the Role Management section in Manager Portal.
Select the appropriate role.
Within the "Details" tab (default tab), click on the checkbox associated with the" Notify Team on Assignment" option. The "Assignable" checkbox should already be selected as a requirement for this feature.
Once “Notify Team on Assignment” is checked an “Email Address to Notify" field will open up for population. You need to complete this field with the applicable team address. This functionality supports roles that work as teams, e.g. Fraud departments.

When this feature is enabled and a user is initially assigned to the role in a deal, the email will go out to the user and the relevant team members. Any subsequent users added to the role in the deal will get the notification but the team will not. For the notifications, there are two notification templates: a default/generic template notifying the user they have been assigned to a deal, and a team specific template that will go to the team, e.g. a "Fraud Risk" template.

‘Permissions’ Section

The ‘Permissions’ section contains the full list of permissions and displays which have been applied to a given role. The search box enables users to filter permissions and categories using keywords. Additionally, there are preset filters that allow users to display all permissions, only selected permissions, or only unselected permissions. Furthermore, you are able to sort permissions and permission categories in ascending and descending order. This is particularly helpful when you are looking for a set of permissions. The system will group all similarly named permissions or categories together, making it easier to find what you need.

To assign or unassign a permission with a role, simply click on the checkbox next to the permission label.

A confirmation pop-up will be displayed when you select or deselect the checkbox. Click on Yes to confirm your choice.

Note: If a role is created, but no permissions for that role have been selected and that role is assigned to a user, the user will not be able to log in until at least 1 permission has been assigned. A good choice for an initial permission would be “Can see assigned deals”. Refer to the Permissions and System Login section for more information.

It is also worth noting that some permissions work in conjunction with one another. For example, the view/search permissions work in tandem with the pipeline permissions. That means, if you create a user with view only access but do not assign them the pipeline permissions, they will not be able to log in. They cannot view anything if they cannot see it in their pipeline.

‘Users’ Section

The ‘Users’ section houses all of the users assigned to a given role. The "Add New User" button allows you to add a user to a role from a list of existing users. When users are assigned a role within the ‘User Management’ section of the manager portal, they will automatically appear in this section.

‘Add New Role’ Button

Click the ‘Add New Role’ button under the ‘Role Management’ header.
In the drop down, enter the name of the role and a description. If the role you are creating only differs from another role by a few permissions, it may be useful to include this information in the description.
Click on the ‘Create Role’ button when you have entered the name and description.
Navigate down the list until you find your new role and click on it to edit its details, permissions, and assigned users. The system saves all changes automatically.

Cloning a Role

Find the role you would like to clone in the role list and click the inline ellipsis.
In the drop down, select ‘Clone’. The system will automatically create another role with the same name adding - clone to it so you can differentiate between the two and permissions but will not clone over the users.
Navigate down the list until you find your new copy of the cloned role and click on it to edit its details, permissions, and assigned users. The system saves all changes automatically.

Permissions

Prerequisite Permissions

These permissions are necessary for the correct functioning of several other permissions available within role management. The system configuration permissions are typically reserved for Management or Admin type roles and allow a user to create and edit roles and permissions within the Manager Portal.

System Configuration Permissions

Manage System Configuration - This is a default permission. It cannot be disabled as it is required to allow users to set up the system.

Update company settings - This permission allows users to configure the company settings in the Settings section of the Manager Portal. It is important to note that this will only work if the Manage System Configuration permission is enabled.

With application edit rights permissions, you have control over editing applications based on different stages and ownership. Depending on the responsibilities required of a role, one of the five permissions must be enabled for the application edit rights to function. Certain permissions, indicated by a tooltip icon next to the permission name, are contingent upon the activation of one of the Application Edit Rights permissions to function effectively. Here is a breakdown of the five application edit rights permissions:

Application Edit Rights Permissions
Update application assigned to user - Allows you to edit applications that are specifically assigned to you.
Update application created by user - Enables editing of applications that you have created.
Update application in closed stage - Grants permission to edit applications that have already been closed.
Update application in initial stage - Specifically for editing applications that are in the initial stage.
Update application in any stage - Gives you the ability to edit applications regardless of their current stage. If a user has this permission enabled, they do not need the others as it covers all applications, eliminating the need for individual stage permissions

Essentially, the system configuration permissions are the all-encompassing powers and these permissions are needed to adjust all other permissions and to access the manager portal. If a user has these permissions checked off, they can adjust the application edit rights permissions for different roles, which can impose serious limitations on what that role can carry out within LOS.

For example:

A Manager would have all 7 prerequisite permissions checked off and would be able to complete any of the actions outlined in the permissions table below.

An underwriter might have all 5 application edit rights permissions, and can therefore complete almost as many actions, minus the ability to access the Manager Portal.

A BDM might not have any of the 7 prerequisite permissions, meaning that they can only be granted permissions in the table that are not dependent on other permissions identified above.

Notes and tasks are often used by people that do not have edit rights on application, like a funding specialist or an auditor. These permissions are decoupled from edit rights so you can assign these permissions to users you do not want editing applications.

Note: If you are going to assign a user any of the View/Search application permissions, you should also assign the corresponding pipeline permissions (list).

Permissions and System Login

To log in to the system, a user must be assigned one of the following pipeline permissions:

The system defaults to the Pipeline View upon sign-in. If a user does not have any of these permissions, they will automatically be logged out.

Permissions Table

There are 82 permissions in total.

Category	Permission
Applicant	Add stakeholder to application. Also requires the Manage stakeholders of type Lawyer and Third-Party on application to be enabled if adding Lawyers or Third Parties.
	Delete stakeholders from application
	Delete stakeholders from applications in initial stage
	Update stakeholder on application
	Manage stakeholders of type Lawyer and Third-Party on application
Application	Can archive applications
	Create new application (this permission enables the Manual Create Button)
	Update application in any stage
	Can create application notes (in application - bottom right hand corner)
	Update application in initial stage
	Update application in closed stage
	Update application created by user
	Update application assigned to user
	Delete application
	Delete application in initial stage
	Lock/Unlock application
	Edit buydown in application
	Edit discount in application
	Update prepayment period on application
	Adjudicate restricted party applications
	Send to Core Banking System (Tenant Setting)
	Submit application to decision engine
	Adjudicate staff member applications
	Edit priority in application
	Edit discretion on a mortgage
	Edit decrements on a mortgage
Application Condition	Delete an application condition
	Review application condition
	Add application condition
Application Risk Flag	Create and edit application risk flags
	Mark as resolved on risk flags with Fail severity
	Mark as resolved on risk flags with Manual Review severity
Assign User	Assign Underwriter to application in initial stage
	Assign Manager to application (allows a user to assign a Manager if the “Assign users to application has not been enabled for their role)
	Assign users to application (enables the user to assign any role)
Chat	Chat in application
Equifax	Pull Equifax Report
Condition Document	Delete a condition document
	Add comment to condition document
	Review condition document
	Upload condition document
	Edit condition document
Documents Generation	Generate documents on application
Documents Generation	Edit generated document
Fee	Include fees in APR on application
Manager	Manage System Configuration
Manager	Update company settings
Manager Portal	Manage Brokers in Manager Portal
Manager Portal	Manage Lawyers in Manager Portal
Mortgage	Create and edit custom increments on a mortgage
Mortgage	Edit increments on a mortgage
Out of Office	Update own out of office details
Notes	Can view system notes (all applications)
	Can delete system notes (all applications)
	Can update system notes (all applications)
	Can create system notes (all applications)
Pipeline	List applications in pipeline (All applications - created by or assigned to anyone)
	List own applications in pipeline
	List assigned applications in pipeline
	List unassigned applications in pipeline
Reports	View reports
Servicing	Send to servicing (only applicable if we are integrated with your loan service provider. I.E. Intellifi, Dolphin, TMO, etc). Also requires the permission Fund Application to be enabled to function.
Stage	Decline application
	Force stage transition with uncompleted tasks
	Fund application
	Move application between any non-closing stages
	Move application from initial to underwriting stage
	Revert Funded/Declined decision for application
Tasks	Add new tasks to application
	Mark tasks assigned or created by user as complete
	Mark tasks as complete
	Update tasks assigned or created by user on application
	Update tasks on application
User Management	Add new user account
	Remove user account
	Update user account
View/Search Applications	View/search assigned applications
	View/search own applications
	View/search applications (All applications. Search functionality. Allows users to search applications that are not their own or those they are assigned to)
	View restricted party and staff member applications
	View non-restricted applications

LOS Roles & Permissions Management

Product Feature Guide

Table of Contents

Introduction