In this guide:

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Please note that you can expand any of the screenshots by clicking them (they will open in a new tab) and that the applicable screenshot follows each sentence.

Introduction

Submissions Brain is the multi-lender platform for mortgage application and submission processes. Compliant, efficient, FREE and simple to use, Submissions Brain is designed to offer advisers decisions direct from the lender without the need to re-key any information.

It provides:

• One login for all lenders

• Submissions directly to lenders

• Faster and more efficient than lender websites

• Integrated with Mortgage Brain Sourcing and The Key

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Registration

If you are submitting business to Nationwide, or have been using Mortgage Trading Exchange (MTE) then you are already registered on the URD as Nationwide, Submissions Brain and MTE use the same process.

If you are not already registered, then contact our Customer Services support desk on 0208 665 3200 who will be happy to assist you in the registration process.

You will need to select a password and pin number. You will then receive emails confirming your personal details. This will also include your unique URD ID.

The URD ID and password provided to you during the registration process will be required when you log in to Submissions Brain for the first time.

The purpose of this is to establish a link between your URD and Submissions Brain accounts, after which subsequent logins to Submissions Brain will just require your email address and password. The PIN number you chose during the registration process will also be required each time that you send and track application within Submissions Brain.

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Authenticating Submissions Brain prior to using with The Key

If you wish to use Submissions Brain via the integration built into The Key, you must link your URD ID with your Submissions Brain account prior to the completion of any Submissions Brain applications. This involves the following process:

Start by launching Submissions Brain from your browser.

Within the Username and Password fields, input the following information:

a. Username = The email address which is associated with your account in The Key.

b. Password = The password that you use to login to The Key.

Once this information has been entered, click on the Login button to continue.

Submissions Brain will then load the following screen where the following information must be entered in order to continue:

a. URD ID = Your unique URD ID which was generated during the Submissions Brain registration process.

b. Password = The password which you specified for your URD account during the Submissions Brain registration process.

If you use the Nationwide for Intermediaries website or have previously used MTE to submit applications, the same URD ID and password can be used on this screen. Once your URD ID and password has been entered, click on the “Login” button to continue. Please note that this screen will only appear when you first login to Submissions Brain to establish the link between your URD and Submissions Brain accounts, subsequent uses of Submissions Brain will not require this information to be entered again. The Key integration will also bypass the Submissions Brain login screen, negating the need for you to sign in every time.

In the event that you can’t remember your URD ID and password, clicking on the links highlighted red within the screenshot below will take you back to the Submissions Brain registration website where you have the option to request a hint to remind yourself of this information.

Once the link between your Submissions Brain and URD account has been established, you will be transferred to the main Submissions Brain grid screen. At this stage, you can log out of Submissions Brain, close your browser window and return back to The Key to start the journey with a client.

Please Note: if you have not carried out this process prior to attempting to launch Submissions Brain from The Key, the following text will appear within the Submissions Brain tab in The Key. In the event that this text appears, log out of The Key and carry out the process outlined above to link your URD and Submissions Brain account. When you next login to The Key you will then be able to proceed with launching the integration.

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Storing your Submissions Brain URD ID credentials

Once you have authenticated Submissions Brain, your unique URD ID and password will have pre-populated the relevant User Settings section of The Key.

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What happens if you change your URD password?

In addition to allowing lenders to identify you when you submit cases to them within Submissions Brain, your URD ID and password can also be used when you access the Nationwide for Intermediaries website. In the event that you are required to change your password, you MUST remember to reset your URD details within Submissions Brain, otherwise you will receive an error message when you submit forms to lenders.

To reset your URD details, firstly log into Submissions Brain via your browser:

Once you have logged in, from the Home Page, shown below, select your User Profile and then select Reset URD Details.

This will ensure that your new password has been associated with your unique URD ID. Once reset, log out of Submissions Brain, close your browser and continue to use Submissions Brain via The Key.

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Pre-populating an application form within Submissions Brain from The Key

In the event that you wish to submit an application form via Submissions Brain from The Key, navigate to Client > Products and open the mortgage product that you wish to progress with. Once the Product Details screen is open, click on the Submissions Brain tab.

Select Submissions Brain > New to launch into Submissions Brain to complete a new application form for your client.

Simply select the form that you wish to complete and click OK.

On opening the form, the screen is divided into two sections, the Action List on the left hand side with the form on the right. You can choose to click on the Action List items which will ‘jump’ you to the relevant fields within the form itself. Alternatively, you can simply complete the form by navigating to the next question.

Any information that has been completed within The Key fact find will be pre-populated into the lender form where the data matches that being asked by the lender.

Please note: Although Submissions Brain is browser based, there is no requirement for you to complete the form all at once. If it is not convenient for you to complete the whole form, or you are waiting information from the client before full completion, then the form can still be saved and edited as many times as required before sending to the lender.

The Action List details all the mandatory fields which must be completed before your form can be submitted to the lender. As you answer these questions and move to the next, you will notice that the action list item changes to green on the left hand side of the screen to indicate that the question has been completed.

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Validate icon

At any time, you can refresh the Action List items to see if the form is valid, meaning the mandatory fields are all complete. It will also refresh the action list items outstanding on the left hand side. You can see that the number has reduced to 27 from the original 36 we had when we first opened the form up.

You can also save and edit the form as many times as is necessary. So, if you have to wait for the client to provide further information, simply save the form and return to it at a later stage once you have received the required information.

You will also notice, as you work your way through the form, that each of the forms contains hide and reveal sections. Depending on the answer provided to a question depends on whether there are further questions to answer. For example, if your client is ‘employed’, further questions will appear asking about their employment history. If your client is ‘self-employed’, further questions will appear asking about the number of years’ accounts available, etc.

Once all of the action list questions have been completed, click on the validate button to confirm the form is complete.

Next, save the form and close it down. The form is then entered into the main grid of Submissions Brain and will show that the form is Ready to Send (see Status) but it has not yet been sent to the lender (see Sent).

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Editing an application form

If you wish to edit an existing form to amend information, then this can be done as many times as is required before the form is sent to the lender. There are two access points to edit the form.

From the client file within The Key, click on the Submissions Brain tab > Edit. This will take you back into the application form within Submissions Brain where you can edit and save the form again. You will also notice from the screenshot below that you can also convert the existing AIP to an FMA from The Key and also track the progress on a case.

If you are already in Submissions Brain, then simply ensure that the form is highlighted in the grid and click on Actions > Edit to open it up.

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Viewing an application form

If you would like to view information contained within an application form, then this can be done by using View found in the Actions drop down list. Submissions Brain will open up the form in a PDF format, allowing you to view the information and/or print the document out.

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Sending an application form to the lender

Once you are ready to send a form, and the Status column states Ready to Send, then click on the Ready to Send option in the Status column or use the Send/Track All function at the top of the screen or alternatively use the Track All button from within the Key client file.

Submissions Brain will then pick up all applications that are ready to be sent, whether to the same lender, or different lenders, and display them on the screen. If you wish to send all of the applications together, to the relevant lenders, then once the following window is displayed, simply enter your Pin number and click Begin. You can, however, select just the forms you wish to send at this stage by deselecting the tick in the box adjacent to the form entry.

You will also notice that Submissions Brain will also ‘track’ the response from the lender. Once the application has reached the lender, Submissions Brain will automatically poll for a response from the lender, returning the acceptance or decline back to the main grid, therefore ensuring that you have a record of submission and response all in one place.

Once all of the forms have been sent and tracked, return back to the main grid as prompted.

Looking at the form grid, you will notice that adjacent to some of your client’s forms there will be an envelope. Open the envelope by clicking on it. Inside will be messages from the lender, together with any instructions detailing what to do next.

The lender has the ability to send you back further information on how to progress the case. This may require you to attach documents and send them back, or just to continue tracking the case for status updates.

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Converting AIPs to Full Applications

Once you have submitted an AIP to the lender, it is very easy to convert this to a full application form. This ensures you retain the existing pre-population so that you don’t have to re-key client information again.

To do this, click on the Convert button from the Submissions Brain tab in the client file.

Please note this functionality is available for the lenders listed below, for any lenders that are not listed you will have to access the broker portal to submit a full mortgage application.

  • Coventry

  • Platform

  • Virgin Money

  • Nationwide

This will seamlessly launch you into Submissions Brain and open up the relevant application form, pre-populating it with the client data again.

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Managing your Submissions Brain work list

If the application has completed and there is no more action to be taken, then it’s a good idea to archive these applications within Submissions Brain to keep your working grid tidy and up to date.

Simply click to highlight the client’s form that you wish to move and the click on the Action button and select Archive Application. The form is automatically moved to the Archived Cases page.

All archived applications can be viewed by selecting the Archived Cases function at the top of the screen.

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Holding Applications

Submissions Brain will automatically submit an application to the lender if it is completed and ready to be sent. However, there may be occasions when you wish to hold the application from being sent immediately.

Submissions Brain allows you to hold the application for as long as you require. You can do this either by selecting Hold Application from within the Actions button for each client entry.

Or alternatively, an application can be put on hold by deselecting the ‘tick’ adjacent to the client entry when you have selected the Send/Track All function.

You will notice that once you have put an application on hold, the status of that application will change and it will clearly display that it is on hold.

When you are ready to send the application form, simply select the Action button and deselect the Hold Application option. The status will be changed back and the form will be ready to submit to the lender.

When your list of application forms gets longer, it may be harder to find the client you require. By simply clicking on the column heading you can reorder your forms by sorting the information into numerical or alphabetical order. An arrow appears in the column heading to indicate which way the column can be reordered next time.

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Attaching Documents to Applications

Some lenders allow you to attach documents to the application and resubmit to the lender via Submissions Brain.

Once you have submitted an application to the lender, click on the envelope icon to see the lender messages. The lender message will inform you what documents are required.

Select the Attach Documents option from within the Lender message.

This will display the screen informing you of the documents that are required for the client. By clicking on the Attach button it provides you with the option of selecting the file from your computer, or from the client file within The Key, as the second screenshot shows.

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Send to Lender

Once all the documents are attached and any form amendments have been made, the send-track process can be used again to send the attached documents to the Lender:

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Icons and Navigation

Home Screen Icons

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Action Button - Home Grid

Case Details – shows headline information on the client’s data.

New – provides the ability to create a New form for the existing client.

Edit – the function to edit an existing form.

Convert – functionality to allow the conversion of an AIP to an FMA.

View – the ability to view a completed application form.

Archive – functionality to move a completed case to the Archived page for safe storage.

Hold or Release – to either hold a form from being sent to a lender or release a form that has previously been on hold.

Delete – delete a form from Submissions Brain. This is included in the audit trail and a reason must be given.

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Application Form Completion Page

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