PortalSync User Guide




About this Guide


PortalSync™ is a powerful secure client portal service by Title IO.  PortalSync™ allows GreenFolders users to share data, documents and transaction information securely and easily.

This guide provides the user with specific information about the PortalSync™  service, how it works and, importantly, how to leverage functionality in GreenFolders to get the most out of your secure client portal.

PortalSync™ is unique in that it leverages the GreenFolders file and folder management system as its administrative interface.  This greatly simplifies adoption and utilization by your team since no additional interface needs to be managed for PortalSync™ to work.  In addition, all user management and administration is handled automatically, further reducing the workload and need to support end-users who need access.


 Contents

  1. Implementation & Configuration
  2. How it Works
  3. "Sync-able" Elements & Fields
  4. PortalSync™ Synchronization Frequency
  5. Understanding Key PortalSync™ Users
    1. The Folder Assignee
    2. The PortalSync™ Contact
    3. The PortalSync™ Administrator
  6. Sharing Documents (Attachments) with External Parties
    1. Sharing an Individual Attachment
    2. Sharing Multiple Attachments
    3. Sharing Attachments Automatically Using Auto Apply in GreenFolders
  7. Understanding Attachment Type Behavior
  8. Labels
  9. Tasks
  10. Notes
  11. Comments
  12. Notifications
  13. Branding
  14. Support


1. Implementation & Configuration


SecureSync

This guide assumes that a SecureSync™ node has been installed and is connected to GreenFolders.  For more information on SecureSync™ and Configuration of SecureSync™ for PortalSync™, please refer to the PortalSync™ Implementation Guide.


2. How it Works


PortalSync™ makes it easy to share documents and information about the transaction with any or all of your external parties.  Simply apply a contact to a party type in GreenFolders and save the file.  That's it!  PortalSync™ does all of the heavy lifting for you including synchronizing the folder and attachments, notifying your customers and ensuring that they have secure access to what they need quickly.

The PortalSync™ administrative interface is GreenFolders!  Because there is no additional software to install, learn or manage, PortalSync™ is the simplest and easiest way to include external parties in the transaction.

PortalSync™ includes a secure client portal that is managed by Title IO.  This eliminates the need to have yet another system to manage (and keep secure).



Figure 2.1 -  How It Works



3. "Sync-able" Elements & Fields


Before getting started, it's important to note that data elements must be configured during implementation before they are synchronized with PortalSync™. The following represents a list of the available data elements (and events) that can be synced with PortalSync™.

Folder Data
  • New Folder Creation
  • Editing a Folder
  • Deleting a Folder
  • Folder Assignee (Changes to the Folder Assignee)
  • Folder Status (Changes the Folder Status)
  • Parties
    • Adding a party contact
    • Editing a party contact
    • Deleting a party contact

Attachments

NoteAttachments are only synced with PortalSync™ when one or more parties/contacts have been specified in GreenFolders. 
  • Adding an Attachment
  • Editing an Attachment
  • Deleting an Attachment
  • Attachment Types
    • Editing Attachment Types
  • Attachment Notes
    • Adding Attachment Notes
    • Editing Attachment Notes
    • Deleting Attachment Notes
  • Adding a  Label
  • Deleting a Label
  • Editing a Label   


Tasks

  • Adding a Task
  • Editing a Task (When task status is changed or when the task itself has been updated)
  • Deleting a Task


Notes

  • Adding a Note
  • Editing a Note
  • Deleting a note

Other data elements can be synced to create a custom implementation.  Please contact your Title IO sales representative to learn more about extending PortalSync™ to meet custom needs and requirements.


4. PortalSync™ Synchronization Frequency


To provide additional control over the behavior and performance of the GreenFolders server, the SecureSync™ node provides for a sync frequency (interval) configuration.  This allows the PortalSync™ Administrator to have better control over resource allocation and performance.

hand2.pngThis update frequency is set during the PortalSync™ configuration.  Update frequencies can range from as low as 15 seconds to as much as 10 minutes, depending on specific requirements and configurations.


From a user standpoint, it’s important to note that some documents and data elements may not sync immediately based on this setting.  If you experience long delays after making changes in GreenFolders before they are able to be viewed in PortalSync™, please contact your PortalSync™ Administrator.

Lastly, it’s important to remember that no documents or data elements are synced with PortalSync™ until the GreenFolders file has been saved by the user.  This prevents the recipient from receiving too many notifications of event changes and allows the user to make several changes to the folder before the sync event occurs.


5. Understanding Key PortalSync™ Users

5.1. The Folder Assignee                                   Image 5.1.1 - The Folder Assignee


In GreenFolders, a folder can be assigned to a user or group.  If the folder is assigned to a specific user, the contact information for the user can be synchronized with PortalSync™ so that the client knows who to contact for questions relating to their order.

                Image 5.1.2 - Your Contact

As the Folder Assignee changes in GreenFolders, the Transaction Contact changes in PortalSync™.  Because it would be out of context to show the Folder Assignee for the end-user, the field is referred to as "Your Contact" in PortalSync™.  

The person listed as Your Contact (the Folder Assignee) includes their first and last name, phone number and email address.  It can also include a photo of the contact.  Photos are synchronized with the contact details in Sendside.   To add or update your profile photo, go to https://www.sendside.com and login with your email address as your User ID and your Sendside password.  Look for the avatar icon in the upper left part of the page.  Clicking on the image will allow you to set or modify your profile photo that is used by PortalSync™.



5.2. The PortalSync™ Contact


              Image 5.2 - The PortalSync™ Contact

Often times, it’s helpful for your customers to have a designated contact within your organization for questions or comments that may arise relating to your adoption or usage of the PortalSync™ solution.  This adds a professional, personalized touch on your login page and allows your customers to have a direct point of contact with your organization.

The PortalSync™ Contact is a specific GreenFolders’ user.  Note that the PortalSync™ Contact is different than the Folder Assignee, which may change throughout the transaction.  The designated PortalSync™ Contact is set during configuration by your PortalSync™ Administrator.  The PortalSync™ Contact does not necessarily need to be the same person as the PortalSync™ Administrator.

The PortalSync™ Login page is dynamically generated and is unique to each company.  The PortalSync™ Contact info is shown in the example below.


5.3. The PortalSync™ Administrator


The PortalSync™ Administrator is the technical contact for your organization that oversees the implementation, configuration and settings for SecureSync™, PortalSync™ and GreenFolders.  In most cases, this will be a GreenFolders Administrator who is knowledgeable with the GreenFolders application.

The PortalSync™ Administrator (contact) is not synchronized with any of the data fields and/or displayed to your users via PortalSync™.


6. Sharing Documents (Attachments) with External Parties


Attachments are a common data element that often need to be shared with one or more external parties during the transaction. There are three ways to share attachments with external parties:
  1. Individual (Share only one Attachment)
  2. Multiple (Share Multiple Attachments)
  3. Automatically (Share Attachments with specific parties automatically using the Auto Apply feature in GreenFolders).

Please note that the GreenFolders’ folder must be in edit mode in order to add Party information to an attachment.  Once the party information has been added, the folder must be saved before the Sync will occur.

Sharing an Individual Attachment
To share an individual attachment with one or more parties in GreenFolders, select a folder and navigate to the Attachments Tab in GreenFolders.

Figure 6.1 - How to access the GreenFolders Attachment Area



The Attachments View will open and reveal Attachment Types that contain one or more Attachments.  To share a single document with one or more parties, select the attachment you’d like to share and then “Right-Click” your mouse to reveal the GreenFolders contextual menu.

Once the menu appears, look for PARTIES in the contextual menu.  Selecting parties will allow you to see and select the desired party types and/or individual contacts that relate to that party type.


Figure 6.2 - How to access the GreenFolders Attachment Area




Simply select (or deselect) the desired parties and/or contacts.  That’s it!

Remember to save the file before the attachment will be synced with PortalSync™.

Sharing Multiple Attachments
Sharing multiple attachments is easy and is very similar to sharing an individual attachment.  To share multiple attachments with one or more parties, simply shift or control click on the desired attachments and "Right-Click” your mouse to reveal the GreenFolders contextual menu.

Once the menu appears, look for PARTIES in the contextual menu.  Selecting parties will allow you to see and select the desired party types and/or individual contacts that relate to that party type.  Simply select (or deselect) the desired parties and/or contacts.  That’s it!

Remember to save the file before the attachments will be synced with PortalSync™.


Automatically Sharing Attachments Using the Auto Apply feature in GreenFolders

GreenFolders includes a powerful feature that allows users to automatically apply parties, contacts or labels to an Attachment Type.  In practical terms, this means that GreenFolders can automatically share all of the documents that are added to a specific Attachment Type.

For example, let’s say that you would like to automatically share all “Exception Documents” with the lender.  Today this would involve multiple emails/secure emails back and forth to ensure that the lender has all of the “Exception Documents.”  By using the Auto Apply feature in GreenFolders, the Attachment Type called “Exception Documents” can be configured to automatically sync with PortalSync™ when the folder is saved.  This can save a significant amount of time and hassle and ensure that the lender always has the most recent documents.

To give the user (and organization) even more control, the Auto Apply settings can be overridden by the user.  This allows the user to have “most” of the attachments being automatically shared and having select documents not be shared, as needed.

Setting up Auto Apply functionality in GreenFolders requires administrator privileges.  To configure Auto Apply, follow the steps below:
  1. Open the GreenFolders Configuration.
  2. Select the GreenFolders Application you wish to edit.
  3. Select the desired Folder Type and click EDIT.
  4. Look for the Attachment Types tab at the top of the window.
  5. Locate the desired Attachment Type that you'd like to edit.  Double-click it to open it.
  6. Add a default party or party type to the attachment type.
  7. Click Save to apply the desired party to the Attachment Type.


Figure 6.3 - Auto Apply Dialog Box in the GreenFolders Configuration




7. Understanding Attachment Type Behavior


Attachment Types are a popular way to organize documents (attachments) in GreenFolders.  Because some Attachment Types are used for internal (workflow purposes) and because your company may have other SecureSync™ integrations that use specific Attachment Types, such as Outlook Integration, LinkGen, etc., it is typical that some Attachment Types will be configured to NOT sync with PortalSync™.  These may include Archived Files, Correspondence, or Links.

To reduce confusion with users, SecureSync™ will only synchronize attachments that are contained within an "eligible" Attachment Type.  In other words, if you move an attachment to an Attachment Type that is configured to NOT sync with PortalSync™, it will not synchronize the document, regardless of whether or not the document has been shared with one or more parties.


8. Labels


Labels allow you to organize attachments within a folder or attachment type in GreenFolders. Labels can also be used to assist with unique workflows to show that a document has been signed, needs to be signed, etc.

Because labels work as a filter in PortalSync™, any labels that you choose to include in your configuration will allow the end-user to easily search and filter a large list of documents to get what they need quickly.


Figure 8.1 - Label Filter Dropdown in PortalSync™


Deciding on which labels to show externally is a function of your specific configuration.  Depending on your configuration, some, none or all labels can be shown to your external parties.  By default, all labels in GreenFolders will show to your users.  This may or may not be desirable, however.  Your PortalSync™ Administrator will be able to inform you which labels are available internally and which are shown externally to your users.

Note: if you add a label in GreenFolders it might not be configured to automatically sync with PortalSync™.  Should you have any questions about which labels are configured to sync and which are not, please contact your PortalSync™ Administrator.


9. Tasks


Tasks are useful for creating custom workflows within a folder in GreenFolders.  Because it may be desirable to reveal certain transaction tasks to external parties, PortalSync™ allows you to share certain GreenFolders tasks with external parties.  Note that sharing a task with PortalSync™ users is not the same as assigning a task to a GreenFolders user.  Sharing a task only makes the task visible to the desired contact.


Note: By default, when a new task is created, it will NOT be visible to external parties.  You must click on the Parties & Contacts Icon in GreenFolders and select the party types or contacts that should be shared.

There are three events where a task will be synced with PortalSync™:
  1. When a new task is created
  2. When a task is deleted
  3. When a task is edited (updated or status changed).

To share a task with an external party, click on the Parties & Contacts icon when creating or editing an existing a task.  This will reveal a list of all party types and contacts that can be selected for this folder.


Figure 9.1 - Parties & Contacts Selector in GreenFolders




10. Notes


Notes are another popular feature in GreenFolders.  PortalSync™ is able to synchronize notes that are added to a file.  By default, notes are private unless explicitly shared with a party via the Parties & Contact dialog box.


Figure 10.1 - Adding a Shared Note In GreenFolders



If no note is shared with your external parties, the Notes tab will not appear in the interface.


11. Comments


PortalSync™ incorporates a useful Commenting feature that allows end-users to provide a comment on the transaction.  This may be a comment on a document, task, note or other data item that is sync'd by the SecureSync™ system.

Each item shown in a list view includes a Comment Icon if a comment is present.

Once comments have been added by a user to an area in PortalSync™, they are immediately viewable.

Figure 11.1 - Showing User Provided Comments for an Attachment


Comments can be made by any PortalSync™ user who has rights to the transaction (Folder).

Comments made by the user trigger a secure message in the system.  The contents are sent to the Folder Assignee (Your Contact) via Secure Message.  If you're using SecureSync for Email, this will simply show in Outlook.


12. Notifications

message-icon.png
The PortalSync™ application includes a powerful and flexible notification system that can keep the end-user apprised of new events, documents and other information about the transaction.  These notifications are branded with your logo and can be optionally configured to include the following information:
  • Organization Name
  • Organization Logo
  • Transaction ID (GF Folder ID)
  • Buyer / Borrower Name
  • Property Address, City, State, ZIP
  • Event Info (New Note Added, New Attachment Added, New Comment, etc.)
  • Event Metadata (Note Contents, Comments)
  • Date / Time of the event
  • Photo from the user's profile

So that the end-user does not receive an excessive number of communications from the system, control logic has been added for both the company (GreenFolders user) and the recipient.


13. Branding


The PortalSync™ application has several areas dedicated to providing branding for the organization.  These include:
  • The email notification
  • The login page
  • The transaction summary page

These logos are part of the organization's configuration in Sendside.  To update the logos for your organization, contact your Title IO Account or Support Representative via the form below.


Open a ticket.



14. Support


Support is available during standard business hours.  For customers with an extended support agreement or SLA, please refer to the support access points outlined in your agreement for assistance.

Title IO's Support Site:  http://support.titleio.com
Open a Support Ticket:  http://support.titleio.com/support/tickets/new