Video: Certify your instruments
Watch this video to learn how to certify your instruments in New Landonline - Dealings.
https://www.youtube.com/watch?v=0IeEqgyp6Kg&t=6s
Transcript
[Screen shows New Landonline – Dealings. Certify your instruments. 2024]
Narrator:
0:01
Learn how to certify your instruments in New Landonline - Dealings.
[My Dealings screen showing list of dealings]
0:06
There are many ways to navigate to the Certify and Sign page.
0:09
We'll only be showing you a couple of ways in this video.
[Cursor moves to 3 dots at the end of a dealing to show where to bring up the drop-down menu]
0:12
From your Landing page, select the 3 dots at the end of the dealing row
[Drop down menu appears with Edit, Pre-validate Dealing, Tax Statements, Certify & Sign, Release Instruments, Submit Dealing and Delete options]
0:17
to bring up the drop-down menu and then select Certify and Sign.
[Certify and Sign screens appear showing instruments within a dealing]
0:28
From within the dealing select Certify & Sign
[Cursor moved onto Certify & Sign link in the top left menu]
0:32
from the left-hand navigation bar.
0:34
Here you will find all the instruments listed that
0:37
your firm is responsible for signing in the dealing.
[Cursor shows Status column that includes examples of instruments that are signed, in draft, part signed]
0:41
The Status column shows where an instrument is at in the dealing workflow
0:46
and will either be Signed, Draft or Part Signed.
[Cursor moves to the Type column of instruments in a dealing, touching on a green tick, red circle with line through it and blue tick in a circle that shows the status of the instruments]
0:52
Icons on the left show where an instrument is at in the signing process.
0:57
A green tick shows the instrument has been fully signed.
1:01
A circle with a red line through it shows the instrument failed the certify and sign business rules and is not ready for signing.
1:08
A blue tick shows that an instrument has been part signed.
1:12
If there is nothing showing to the left of the number in the instrument row, it means the instrument is ready for signing.
1:19
If an instrument has failed the certify and sign business rules, you’ll need to correct the error before you can sign it.
[Cursor moves to the Pre-validate Dealing link in the left-hand menu of the dealing]
1:27
Select the Pre-validate dealing tab in the left-hand navigation panel to see what the error relates to.
[Cursor moves to an icon which is an arrow in a circle besides Pre-validate Dealing title]
1:36
To see the issue, run Pre-validation by selecting the Run dealing pre-validation icon at the top of the page,
[Cursor moves to bottom of Pre-validate Dealing tab to select the run pre-validation on dealing button]
1:45
or by selecting the Run pre-validation on Dealing button at the bottom of the page.
[Error is shown by a message with an orange exclamation mark in a triangle and the word Warnings and a number]
1:51
Once you’ve corrected the error, navigate back to the Certify & Sign page.
[Cursor selects Certify & Sign link in left-hand menu of the dealing]
1:57
To begin certifying, select the row for an instrument.
[Cursor moves to select instrument on the Certify & Sign page which brings up the Instrument preview tab]
2:04
The Instrument preview and Certifications panel will slide out.
2:11
By default, the Instrument preview tab is selected.
[Cursor moves to the resizing arrows on the left of the instrument preview tab and makes the tab wider and then narrower]
2:18
You can change the width of the slide out panel by hovering over the left-hand edge of the panel
2:22
and clicking and holding the mouse down and then
2:25
dragging the edge to make the panel wider or narrower.
[Cursor moves to the top right-hand corner of the instrument preview tab and hovers on the X. Close appears to show you can close the tab.]
2:29
To close the slide out panel, select the X at the top right-hand corner.
2:35
If you can't view the instrument preview,
[Cursor moves to download icon next to Instrument preview label on the top right of the tab. When hovered over the word download appears.]
2:38
select the icon next to the Instrument preview label to download the preview.
[Cursor moves to the right hand of the instrument preview tab and hovers over another download icon and print icon. The word print appears when hovered over.]
2:44
You can also download or print the preview by
2:48
selecting the appropriate icon at the top, right of the Instrument preview.
[Cursor moves to the scroll bar at the right-hand side of the instrument review panel and moves the instrument up and down to display all the contents.]
2:53
Use the scroll bar on the right-hand side of the preview to see further details.
3:02
Once you’re satisfied the information in the preview is correct,
[Cursor moves to top right of the panel and selects Certifications to bring up the matters to certify. Shown is Mortgagee’s Representative and a list of Standard matters to certify, with the check box to make the certification.]
3:07
select the Certifications tab to view the certifications.
3:14
Read through the certifications and select the checkbox to confirm your certification.
[Cursor selects checkbox to tick and certify the standard matters. Cursor moves to the bottom right of the certifications panel and selects proceed to sign 1 instrument button]
3:25
You can proceed to sign this instrument by selecting the
3:29
Proceed to sign button or navigate to the next instrument you need to certify.
3:33
You have a number of ways to navigate to another instrument.
[Cursor moves to bottom left to hover on previous instrument button to navigate back to the instrument and then moves to the right of this button to the next instrument button.]
3:38
You can use the buttons at the bottom of the panel to view a previous instrument, or the next instrument.
[Cursor moves to the top of the instrument preview panel and hovers on the up arrow and down arrow. Show next instrument or show previous instrument appears when you hover over the arrows.]
3:45
You can use the arrows at the top of the panel to navigate between instruments.
[Cursor moves to the next instrument on the Certify and Sign page while the instrument preview panel is still open}
3:51
And you can also navigate to another instrument by selecting it from the Certify & Sign page.
[Cursor moves to the Next instrument button and selects it. The next instrument appears in the instrument preview panel and the cursor clicks on the Certifications tab. The cursor moves to the left where the CP for Transferor’s Representative drop down box is displayed]
3:59
We're acting on behalf of all parties in this dealing, so we'll need to work through all the certifications.
4:07
When there are multiple Conveyancing Professionals representing a single role,
[Cursor selects the down arrow in the CP for Transferor’s Representative field which brings a list of CPs to select. It selects the first CP. It also selects a name in the Select all parties represented and a tick appears in the checkbox. Then the cursor moves to select the checkbox in the Standard matters to certify the matters. A tick appears.]
4:12
select the CP and party you are certifying and signing for.
4:16
You can also do this on behalf of another Conveyancing Professional in your firm.
4:24
By default, your name should pre-populate in the CP Representative field.
4:29
However, if you’re certifying or signing on behalf of another Conveyancing Professional in your firm,
4:35
click the field and select the name of the Conveyancing Professional you're signing on behalf of.
4:45
Check the checkbox in the Parties area next to the party for which you are certifying and signing.
4:54
Once you’ve selected the CPs and parties,
4:58
read through the certifications and select the check box to confirm the certifications.
[Cursor moves to top left of certifications panel to select the first Transferor’s Representative. Once selected a green tick appears next to the representative. The cursor moves down the left side to check the parties and selects the first 2 people in the Select all parties represented box. A tick appears next to each name.]
5:04
You can navigate between certifications by selecting the role at the top of the panel
5:10
and once you’ve completed the certifications for a role, a green tick will appear next to the role name.
[Cursor ticks checkbox for Transferee’s Representative standard matters and selects the button for Next instrument. The instrument appears]
5:19
If your dealing contains Special Certifications,
5:21
read the Special matters section and select the option that best satisfies the certification.
[Cursor moves through all the relevant caveats under Special matters on the certification’s tab and ticks each one then ticks the Standard matters checkbox and selects Proceed to sign instrument button. There are 4 instruments showing in this button]
5:34
Once you've certified all the instruments, select the Proceed to sign button.
5:41
You'll be taken to the second page of the certify and sign process.
5:47
This brings us to the end of the Certify your instruments video.
5:52
Hei konei ra.
Make sure you're prepared before you certify and sign:
Review your instruments
In Instrument preview you can review instruments to make sure they're correct before certifying and signing them.
The instrument preview for a partially or fully signed instrument will display any completed certifications in the order in which they were made.
If the instrument preview is not correct, return to the Prepare instrument page to update it.
Steps for certifying and signing your instruments
Step 1. Check your instruments are ready for signing
Check the column to the left of your instruments and the Status column to find out which instruments are ready to be certified and signed.
Instruments could be:
a. Signed, shown as a green tick. This means the instrument has been fully signed.
b. Part Signed, shown as a blue tick. This means some of the roles for the instrument have been signed, and some are outstanding and need to be certified and signed.
c. Draft, with no icon. This means the instrument can be certified and signed.
d. Draft, shown as a red circle icon with a line through it. This means the instrument has failed the certify and sign business rules and is not ready for signing. Run Pre-validate Dealing to find warnings or failures that need to be resolved first.
![Example of types of signing statuses for instruments when you certify and sign](/sites/default/files/styles/sector_small/public/2024-07/Check%20signing%20status%202024.png?itok=3hrzcFHa)
Step 2. Open the instrument preview panel
Click anywhere on an instrument row.
The Instrument preview panel will slide out from the right of your screen. By default, the Instrument preview tab always displays first.
![Example of instrument review panel sliding out](/sites/default/files/styles/sector_small/public/2024-07/Review%20instrument%202024.png?itok=lq0GOhL3)
Viewing and resizing the instrument preview panel
If you can't view the instrument preview clearly, you can resize the panel or download the instrument.
To download the instrument, select the download icon next to the Instrument preview title.
![Example of download button to download instrument to preview it](/sites/default/files/styles/sector_small/public/2024-07/Instrument%20preview%20resize%20panel%202024.png?itok=Ixi-Pmqh)
To resize the Instrument preview panel, hover your mouse over the edge of the panel. Blue resize arrows will appear.
Select the left or right arrows to resize the panel.
![Example of arrows to resize instrument preview panel](/sites/default/files/styles/sector_small/public/2024-07/Resize%20instrument%20panel%202024.png?itok=uit08fJy)
Step 3. Check the instrument preview
Make sure the details of each instrument are entered correctly, for example:
- the correct record of title is being transacted against
- the correct instrument is to be discharged
- the affected titles are accurate
- all names are spelt correctly
- the instrument details are correct, such as mortgagee's name, memorandum number and priority amount.
Check you hold evidence in support of the matters stated in each certification.
![Example of where to preview instruments.](/sites/default/files/styles/sector_small/public/2024-07/Preview%20instruments%20review%202024.png?itok=-NVllkzS)
Instruments are incorrect
If the instrument preview holds incorrect information, go to the Prepare instrument page to make changes.
Step 4. Select the Conveyancing Professional and party where there are multiple people acting per role
Skip this step and go to Step 5 if there is only 1 Conveyancing Professional per role.
Select the Certifications on the Instrument preview panel.
![Example of where to select to open Certifications tab](/sites/default/files/styles/sector_small/public/2024-07/Select%20certifications%20tab%202024.png?itok=ZwL28rUp)
Select who is acting for which party or parties in the Representative section. For example, Conveyancer A for Party A and Conveyancer B for Party B as the transferors.
If you’re the listed Conveyancing Professional, your name will default in the CP for [role] Representative field.
If certifying and signing on behalf of someone else in your firm:
- Select the named Conveyancing Professional from the dropdown list.
- Use the checkboxes in the Parties area to select who you're certifying and signing on behalf of.
![Example of where you can see the CP roles to sign instruments](/sites/default/files/styles/sector_small/public/2024-07/CP%20for%20Transferor%27s%20Representative.png?itok=C-l3Urf4)
Step 5. Review and confirm the certifications
Select the Certifications tab.
Review the certifications for the instrument.
Select the checkbox for standard certifications to make the certification.
![Example where to tick standard certifications.](/sites/default/files/styles/sector_small/public/2024-07/Standard%20certifications%20certify%20and%20sign%202024.png?itok=nlos2ALQ)
For special certifications, select the applicable option and also make the standard certification.
![Example of the buttons you need to select to certify special matters in a certification.](/sites/default/files/styles/sector_small/public/2024-07/Special%20matters%20certify%20and%20sign%202024.png?itok=ZuVtfVWp)
Navigating between certifications
Where you're responsible for certifying multiple roles for an instrument you can navigate to them by:
- scrolling down the page, or
- selecting the role to the left of the panel.
A green tick next to the role tells you which certifications you've already selected.
![Example of where to go to sign instruments](/sites/default/files/styles/sector_small/public/2024-07/Navigate%20instruments%20certify%202024.png?itok=fov9UpjO)
If you have multiple instruments to certify and sign, select either:
- Previous/Next instrument, or
- up/down arrows in the header to open the next instrument to certify.
![Example of up or down arrows and buttons to navigate to next instrument to sign.](/sites/default/files/styles/sector_small/public/2024-07/Previous%20next%20instrument%202024.png?itok=zPqM0-S-)
You can also select another instrument on the Certify & Sign page to navigate to that instrument.
![Example of how to select an instrument to sign when the instrument preview panel is out.](/sites/default/files/styles/sector_small/public/2024-07/Select%20another%20instrument%20to%20sign%20from%20panel%202024.png?itok=U3jH6w3I)
Step 6. Proceed to sign instruments
Select Proceed to sign instruments, in the bottom right-hand corner or the Certifications tab.
A counter in the button lets you know how many instruments you'll be signing.
![Example of where to select button at bottom right to proceed to sign instruments.](/sites/default/files/styles/sector_small/public/2024-07/Proceed%20to%20sign%202%20instruments%202024.png?itok=PpFODkOy)
If signing for the first time in New Landonline go to:
Connect your Digital Certificate to New Landonline
If you've already added your Digital Certificate go to: