Create an Internal Collaboration

In this topic, you will see how to create an Internal Collaboration.

Steps:

1. Collaborations provide users of the UWB with a tool to ask questions, share knowledge or communicate with another First American/FA employee in relation to a Transaction.

   Step 1

2. You can create or participate in Collaborations within any Transaction for which you have rights and that does not have a final decision applied.

   Step 2

3. To create a Collaboration, access the applicable Transaction.

    

   In this example, click the Yellowstone Apartments link.

   Step 3

4. From within the Transaction, click the Collaboration button.

   Step 4

5. The Collaboration button reflects the number of Collaborations created for the Transaction.

    

   All Collaborations associated with this Transaction will be listed in the Collaboration List.

   Step 5

6. To create a new Collaboration, click the Add discussion icon.

   Step 6

7. All available fields are required fields as indicated with a red asterisk (*).

   Step 7

8. The Type field defaults to Internal.  First American/FA employees require Internal Collaborations.

    

   Internal Collaboration Participants are limited to users of the UWB.

   Step 8

9. Participants can be added manually or a search can be performed to locate the individual.

    

   In this example, the name will be added manually.

    

   Click in the Participants field.

   Step 9

10. Enter the last name or the initial portion of the individuals email address (minimum of first 3 characters of name).

     

    In this example, the name of Ann Buck will be entered and the beginning portion of her email address is abuck.

     

    Enter "abu".

    Step 10

11. A search looks for Participants that match the text you have entered and displays a list of participants to select from.  The name can be selected from the list.

     

    In this example, click Ann Buck from the list.

    Step 11

12. The selected name is added to the Participants list.

     

    In this example, enter the name of a party that is not a Participant in the UWB.

     

    Enter "ctune".

    Step 12

13. The name did not match, which indicates the party is not a Participant.

     

    Names can also be added as a Participant by performing a Search.

     

    Click the Search People link.

    Step 13

14. The Search UWB users dialogue window requires search criteria.

     

    Click in the Search By field.

    Step 14

15. Search By options:

     

    First Name

    Last Name

    Email Address

    User ID

    Group Name

    Liability Limit

    Step 15

16. In this example, click Group Name from the list.

    Step 16

17. Information is entered into the Search Text field that relates to the Search By option.

     

    As an example, a search for all parties associated to a Group Name is performed.  The name of the Group will be entered into the Search Text field.

     

    Click in the Search Text field.

    Step 17

18. Enter "home".

    Step 18

19. With the search criteria entered, click the Search button.

    Step 19

20. All Participants that are associated to the group are displayed.

    Step 20

21. To view additional Search Results, click the scroll bar.

    Step 21

22. Place checkmarks in the Select checkbox to include all required Participants.

     

    In this example, click the Select checkbox for Dennis Nguyen.

    Step 22

23. With all Participants selected, click the Save button.

    Step 23

24. The selected Participant(s) appear in the Participants field.  Participants can also be removed.

     

    Click the × next to the Participant name of Dennis Nguyen to remove the entry.

    Step 24

25. Confirm removal of the participant by selecting Yes or No in the Confirmation dialogue window.

     

    In this example, click the Yes button.

    Step 25

26. A Title description is required that helps to identify the topic of the Collaboration and/or need. 

     

    Click in the Title field.

    Step 26

27. In this example, enter "Need Restrictions Reviewed".

    Step 27

28. Documents can be added to a Collaboration.

     

    NOTE:  Documents that are attached to a Collaboration DO NOT appear within the Documents tab of the Transaction.  They will only be available for viewing with the Collaboration.

     

    To attach a Document, click the Choose File button.

    Step 28

29. Navigate to the stored location of the Document file.

     

    In this example, click the Restrictions_Jurassic Park.pdf file.

    Step 29

30. With the file selected, click the Open button.

    Step 30

31. The file appears in the Attachment(s) section.

     

    Multiple files can be added as Attachment(s) on a Collaboration.

     

    The X is used to remove an attachment.

    Step 31

32. The communication to the Participants is entered into the Description field.

     

    Be specific and include as many details as possible for effective communication.

     

    Click in the Description field.

    Step 32

33. In this example, enter "Please review and send comments".

    Step 33

34. With all required fields completed, click the Save button.

    Step 34

35. The Collaboration is saved to the Transaction and is listed on the Collaboration List.  

     

    Alerts are generated to all Participants based on "their " user preferences such as an email alert.

     

    The My Collaborations tab on the Home page contains all Collaborations that you created or are involved in as a Participant.

    Step 35

36. Collaborations can be modified by selecting the Title of the Collaboration.

     

    In this example, click the Need Restrictions Reviewed link.

    Step 36

37. Modifications may include adding/removing Participants, revising Title, adding/removing Attachments and replying to the Description communication.

    Step 37

You have now seen how to create an Internal Collaboration.

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