As a Compliance Manager you approve or reject the documents agents submit, decide on exemption requests, and move the transaction approval status along. You can also change what the checklist asks for on a particular deal.
Where to find documents pending review
There are two views, and they answer different questions.
Document Approval is the direct one: it tells you exactly which deal has a document waiting for you. Use it to work through a queue.
Transaction Approval is the overview: every deal with its compliance status and its CDA/Invoice status. Use it to see where the whole pipeline stands.
Both live under Pending in the left sidebar.
In Transaction Approval you get a list of all deals and their status. Click the filter icon to narrow it to what is pending review.
Hover over a Pending Review button to see which documents are waiting.
Click into the deal to start reviewing.
Approving and rejecting documents
Click a document to review it.
If it meets the requirements, click APPROVE.
You can add a note for the agent. These notes are internal — visible only to you and to members of your brokerage.
If a document needs correcting, click REJECT.
You are prompted to add a note and notify the agent of what has to be corrected. Say what needs to change — the agent cannot clear a rejection without resubmitting that document, so a vague reason costs a round trip.
Deciding on an exemption request
A requirement marked Exemption Requested is approved or denied the same way a document is, using the icons on the request.
If the approve and deny icons are not there, the deal has not been submitted yet. An exemption can only be actioned once the compliance status is In Review. While it is still Not Submitted For Review, the icons do not appear — whatever roles you hold. The agent has to provide the remaining documents and submit the deal for review first.
A denied exemption blocks the agent's submission exactly as a rejected document does, so deny it only when you want the document provided.
When you finish reviewing
Jointly prompts you as you finish, so you do not have to remember to move the status yourself.
If documents are still pending in the other set
Representation documents and offer, contract, application or lease documents are reviewed separately. If you finish one set and the other still has documents waiting, you get:
Continue reviewing documents? There are N representation documents still pending review. Would you like to review them now?
Choose Check Documents and Jointly takes you to the rest. Choose No and the status stays where it is.
If everything was approved
Once both sets are done and nothing is rejected, you are prompted to move the status, with an UPDATE STATUS button. Confirming does it for you.
If you answer No, you can still do it by hand: click the transaction approval status — REP DOCS IN REVIEW — and select Mark Rep Docs as Approved.
The deal moves to REP DOCS APPROVED, and the status updates in the Pending view as well.
Contract documents work the same way, with the same actions available.
Ready for Closing is not yours to set. Only a Commission Manager can move the status to Ready for Closing, and only once the CDA/Invoice is complete. See Completing the CDA and Invoice.
If something was rejected
When you have marked anything as rejected or denied, you are prompted instead:
Send deal back to agent? You have marked documents or exemption requests as rejected. Would you like to send the deal back to the agent for them to review?
You can also do it by hand: click the transaction approval status and select Send Back to Agent. Either way you are prompted to send an email to the agent, and you can add anyone else to it. The status becomes MISSING OR REJECTED DOCS.
Changing what the checklist asks for
These two controls are specific to guided compliance and only appear if you are a reviewer on the deal.
Adding a requirement
Use Request doc for Compliance to add a new requirement to this deal. You have three ways to define it:
Select from forms library — browse the available forms libraries or saved templates.
Select from custom templates — browse your organization's saved compliance document templates.
Create document upload requirement — define a custom upload task with a required document, when what you need is not a form at all.
Removing a requirement
Open the ⋮ menu on the requirement and choose Remove Requirement. This affects this deal only — it does not change your team's default documents.
Removals are recorded in the deal's activity feed as "{User} removed compliance requirement {Name}", so the file shows what was dropped and by whom.
If a requirement should stop applying to every deal of that type, change your team's default documents instead of removing it deal by deal. See Setting Team Scenarios, Default Documents & Tasks.
Withdrawing a submission
Withdraw Submission puts the transaction approval status back to Rep Docs Not Submitted or Not Submitted For Review, so more documents can be added and the file resubmitted.
Two things to know:
It does not un-submit the documents. Anything already pending review stays pending review; only the deal's status changes.
Either side can do it. The agent or TC can withdraw a submission, and so can a compliance or commission manager.
Taking a single document out of review is a different action — see Withdraw a Document Sent for Compliance Review.
After closing
Post-closing documents and the CDA/Invoice are handled on the commissions side, not here — see Completing the CDA and Invoice.
Related
Guided Compliance Review — what the review is, who does what, and what each status means.
Submitting Documents for Compliance Review — what the agent does before it reaches you.
Meeting a Document Requirement — how a requirement gets satisfied, and how an exemption is requested.
Withdraw a Document Sent for Compliance Review — a single document, rather than the whole submission.
Completing the CDA and Invoice — the commissions side, and post-closing documents.