conveyIT Maestro workflows are built on stages and tasks to work through all aspects of a sale, purchase or refinance transaction.
Tasks are grouped into stages.
Stages represent different phases of a transaction, for example opening of the file, diarising and confirming conditions, going unconditional and the steps leading up to and after settlement.
The tasks contained within each stage are specific to that aspect of the transaction, and the task due dates are calculated from the stage date.
Stages can be added to workflows as required.
Open File Stage
The Open File stage is automatically added by the system on creation of a new workflow. It contains tasks related to the opening of the file (workflow housekeeping (adding contract data), client care, client and real estate agent correspondence, AML prompts and more).
On receipt of a conditional contract, for each condition add a Condition Stage to the workflow with the name of the condition and the due date. Each Condition stage contains tasks specific to confirming or extending a condition.
"Final Condition" Stage
It is important that a Final Condition Stage is added as the last condition. It contains the tasks in the Condition stage above and additional tasks to be completed once all of the conditions are confirmed.
If the contract contains three conditions, add two Condition stages and a Final Condition stage. If a contract contains only one condition, add only the Final Condition stage.
Unconditional Contract Stage
On the day the contract goes unconditional (or if you have received an unconditional contract) add the Contract Unconditional Stage and the Settlement Stage.
The Settlement Stage contains tasks leading up to, the day of, and following settlement.
Standard Documents Stage
This stage can be added at any time and is not related to any conditions. It contains a series of tasks that contain only standard pre-addressed documents with no specific content. For example letters to client, real estate agent, mortgagee, requisitions etc. The purpose being that if any extra correspondence is required during the transaction, these "shell" documents are available, and only the specific content needs to be added.
You might also like to check out our "Adding Stages" article.