In this guide:

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.


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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Before you begin using Submissions Brain, it is necessary to register your details on the User Registration Database (URD). If you are submitting business to Nationwide, or have been using the 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 you send and track an application within Submissions Brain.

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Authenticating Submissions Brain prior to using with Sourcing Brain

If you wish to use Submissions Brain via the integration built into Sourcing Brain, 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:

Launching Submissions Brain from your browser.

Input the following information:

a. Username = The email address which is associated with your account for Sourcing Brain.

b. Password = The password that you use to login to Sourcing Brain.

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

Submissions Brain will then load a 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.

Note: If you’re unsure of your URD ID, please read the registration section on the previous page. 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. Sourcing Brain 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 Sourcing Brain to start the journey with a client.

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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. You will be taken to a new screen where you need to enter the new URD details. By default, the URD ID box displays the email address used to log in to Submissions Brainand will need to be changed to be the URD ID and the new password entered in the appropriate box.

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 Sourcing Brain.

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Pre-populating an application form within Submissions Brain from Sourcing Brain.

To pre-populate an application form via Submissions Brain from Sourcing Brain, you can access Submissions Brain from the Home screen as shown top of the next column.

Having followed the initial registration process, when clicking on the Submissions Brain icon, you will be taken straight into the Home grid. To start a New Application, click on the link as highlighted below.

You will then be presented with a screen that enables you to select a new or existing client and then the choice of AIP or Full Mortgage forms.

To select an existing client, simply choose the option and you will be presented with a list of your existing clients which are stored within your Sourcing Brain database.

Select the required client then continue. You will then be able to select the required application form to complete. Once this is selected, click on Create New Form.

Upon opening the form, the screen is divided into two sections, the Action List on the left hand side with the form on the right. If you click on the Action List items this 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 Sourcing Brain will be prepopulated into the lender form where the data matches that being asked by the lender.

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.

The screen will state the application form is not valid and will allow you to continue completing the fields outstanding.

You will also notice, as you work your way through the form, that each of the forms contains hide and reveal sections which appear/disappear depending on the answer provided and whether there is further information required. 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 as the Sent column is empty.

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Editing an application form

If you wish to edit an existing form to amend information, this can be done as many times as is required before the form is sent to the lender. From the Submissions Brain Home Page, simply ensure that the form is highlighted in the grid and click on ‘Actions’ > ‘Edit’ to open it up.

Viewing an application form

If you would like to view information contained within an application form, simply select ‘view’ from 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.

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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. Click on the option in the Status column or use the Send/Track All function at the top of the screen.

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 simply enter your Pin and click ‘Begin’. To send an individual form, deselect all other forms and then select only the form you want.

As well as sending the application to the lender, Submissions Brain will also track the response. 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.

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What happens once you have sent a form?

The screen below shows a number of different application forms that have been submitted to different lenders. 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 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 mortgage application (FMA) form. This ensures you retain the existing pre-population so that you don’t have to rekey client information again.

To do this select the AIP from the home grid and click on the ‘Actions’ button then select ‘Convert’ followed by the application form you wish to convert. This will seamlessly launch the application form and carry across any client data previously collected.

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

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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. You can see from this sample screen that there are a number of application forms that have been submitted.

Simply click to highlight the client’s form that you wish to move and then 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 by selecting ‘Hold Application’ from within the ‘Actions’ drop down button for each client entry.

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, deselect the ‘Hold Application’ option from within the ‘Actions’ drop down. 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.

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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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