Page Comparison

1. ID Check icon

ID can be viewed/entered on an applicant, vendor, tenant, landlord or contact screen

- shown top left of the record

From applicant, vendor, tenant, landlord or contact:

• The Identity Check icon colour/type depends on its current status
  

• Hover over the

• link

• to display

• its current status

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• Click the ID Check link to view the ID check screen, shown below

• How the ID Check screen appears is dependent on configuration

• 
  For example, the left side of the screen is only shown when ID expiry functionality is enabled

• 
  When this is enabled,

• the panel on left displays information regarding current ID, details of ID that needs checking plus ID that is due to/has expired and/or failed

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2.

Add new primary & secondary ID details

From the ID check screen (shown above):

• Click Add New (top left) and select New ID Check
  

• Where enabled, Landlord Registration and/or Right To Rent check information can be entered, these guides provide more information: Logging Landlord Registration information (UK only)
  Right to Rent (RTR) ID check - configuration option

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From the Primary ID or Secondary ID field:

• In Primary ID or Secondary ID - select the ID type
  

• When selecting Passport and configuration is setup to allow the passport number to be entered, it is advised to use the MRZ passport code validation tool, outlined here: MRZ passport code validation when entering ID (available from version 12.177)

• Where document expiry is enabled

• 
  Expiry: click the calendar icon and select the date the ID expires

• Depending on configuration - both or either of these options can be enabled
  In Details

• , enter the ID

• details (e.g. passport number)

• 
  In Document click Upload file to upload an electronic format ID document
  

• Either details or a document usually need to be entered in order to save the ID detail

• Click Save (top right)

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• The ID details are saved
  Dependent on configuration, when returning to the ID Check screen, the details may be read-only (as shown below)

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3. Complete ID Check status (where required)

The status of the ID check process is logged at the top of the screen

• ID Check Status: choose from the drop down list to identify the current status of the ID check process
  

• Options are Unchecked, In Progress, Successful, Failed

• Enter the Date and who the ID was Checked by

• Click Save to update the ID Check status

ID check information can be reported on using Power Reports

From main menu:

• Click Reports, then Power Reports and select the report type of Contact Report

• Select contact related criteria to narrow down the results returned in the report

• 
  For example, select Office and choose which office/s to report on

• To allow ID related criteria to be used in the report - from Linked Records, click ID Check

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The ID Check sub-report is added to the contact report criteria:

• Use the criteria options shown to narrow down the contacts returned
  Criteria options offered depends on configuration

• (for example, the RTR criteria shown below is custom criteria, added for Right To Rent reporting purposes)

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To report on contacts where ID does not exist:

• Click Contact has id checks and select Contact does not have id check

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Example

Running this report will return contacts from the current office that do not have any ID entered

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Available configuration options

• Contact and/or company ID can be set to expire after a preset amount of days and, when ID is set to expire, this can be flagged within a specified number of days

• When entering ID, entering a second form of ID can be enforced

• ID can be stored as just a text description or a file attachment

• - or the option to store either can be given

• Security settings can be put in place to only allow the negotiator who added the ID to view it, permission can also be given to a preset group of users

• ID can be made read-only once added

• Available ID type options can be customised

• More configuration options for compliance/ID are available here:
  Configuration options (compliance)

ID related processes

• All vendor contacts need to have current, successful ID check information added in order to change their property status to For Sale – Available

• All buyer contacts need to have current, successful ID check information added when marking their offer as accepted

• Creation of viewings is not permitted for a property where the vendor/landlord doesn't have current, successful ID check information added