This article will walk you through all workflow statuses and updates used by Valex. This will allow you to track your job's progress in both Valex and ValuePRO
Contents
- Quote Accepting/Declining
- Instructions Accepted/Declined
- Valuer Allocated
- Inspection Contacting Status
- Inspection Appointment Made
- Inspection Appointment Delayed
- Inspection Completed
- Action Update
- Remove Action Update
- Send Report
Quote Accepting/Declining
When a quote request is received from Valex, it will be processed into your ValuePRO system and will appear in the “New manually Entered Job Requests” section, under the “Jobs not yet allocated to a valuer” list. It will be assigned to a new Data Entry Template called Quotation and will have the Status of “Quote Requested”.
Users will need to fill in the following fields to submit to Valex:
- Report Fee
- Estimated Turn Around Time in Days
- Quote Supporting Comments
To submit the quote to Valex, you will need to save the changes, then press the Send button to trigger the Send Quote email template. Once the XML has loaded as per the screenshot below, press the Send button to submit the quote. If your quote is successful, a new job packet will be sent through to ValuePRO and the job will be updated in ValuePRO.
If you would like to decline the quote request, you can do so by changing the Status to “Quote Request Declined”, which will then trigger the generation of the “Decline Quote Request” email template. Once the XML has loaded as per the screenshot below, press the send button to decline the quote request.
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Instructions Accepted/Declined
When a new job has been assigned to your firm on the ValEx system, a packet will be sent by ValEx to ValuePRO, which will appear in your system as a new valuation request.
The job status of this job initially will be Order Received. You can then either Accept or Decline this job.
To Accept or Decline the job, click the Status of the job from the Work in Progress list to open the Status popup.
From the Status popup, select Instructions Registered to Accept the job, or Instructions Declined to Decline the job. After making your selection, click the Change Status Button.
You will now be prompted with the corresponding reply packet to ValEx. Note that the Send by selector is set to XML – this is the message format required for communications with ValEx.
Simply click the Send button to queue this message to be sent to ValEx.
If selecting Instructions Declined, user must select a reason in the field Valex Decline Reason, if the reason selected is “Insufficientfeeforvaluationwouldconductfor” then ValEx requires you to fill in the Valex Decline amount. Once these details are filled and save, user can click on Instructions Declined status which will then trigger the generation of the “Instructions Declined” email template. Once the XML has loaded as per the screenshot below, press the send button to decline the quote request.
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Valuer Allocated
Once a job has been accepted, the next step is to assign a valuer.
To assign a valuer to the job, click the Status of the job from the Work in Progress list to open the Status popup.
Select a valuer from the Valuer Assigned list then click the Save Changes button at the bottom of the window.
You will now be prompted with the Valuer Allocated reply packet to ValEx. Simply click the Send button to queue this message to be sent to ValEx.
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Inspection Contacting Status
On the status window changing the status to Inspection Contacting Status will trigger a comment box similar to the below screenshot.
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Inspection Appointment Made
This workflow event is triggered when an inspection is first entered against the job, or when updated inspection details are set. To set an inspection, click on the job from the Work in Progress list to open the Job Card.
For 1 and 3 day TA Products:
“If an appointment time being scheduled is greater than 24 hours from the time of acceptance of the request, an appointment note is required to be added.”
For 5 and 10 day TA Products and Variable TA:
“If an appointment time being scheduled is greater than 72 hours from the time of acceptance of the request, an appointment note is required to be added.”
Click on status button on the job card and go to Inspection tab, enter the date of the inspection, the duration of the inspection and any details regarding whom the valuer will be meeting with at the property.
If the appointment date entered is greater than 24 hours (or as per product requirements listed) from the acceptance time, then user must select one of the options from Inspection Appointment (Valex New) Reason Code and Comments.
Once these details have been entered, click the Save Changes button to save the inspection details, this triggers an email that user can use to send to ValEx to update the ValEx system.
You will now be prompted with the Inspection Appointment Made reply packet to ValEx. Simply click the Send button to queue this message to be sent to ValEx.
NOTE: If the Inspection is booked within the time as stated above, user can ignore setting values in the fields Inspection Appointment Reason Code and Inspection Appointment Comment.
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Inspection Appointment Delayed
This workflow event is triggered when an explicit delay is entered, or when a delay is implicitly required due to the Auto-calculate Due Date Extension Setting.
To set a delay, click the Status of the job from the Work in Progress list to open the Inspection popup.
From the Inspection popup, click the Delay button.
Adjust the due date (if required), select a reason from the drop-down and provide a reason for delay in Description field.
Once these details have been entered, click the Save Changes button to save the delay.
You will now be prompted with the Inspection Appointment Delayed reply packet to ValEx. Simply click the Send button to queue this message to be sent to ValEx.
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Inspection Completed
This workflow event is triggered when the job status is set to Inspection Completed. NB: It is required by ValEx that the Inspection Completed packet is sent for every job before sending a Send Report/Report Approved for Release packet. Failure to do so will result in an Inspection Found Check error in ValEx when sending the Send Report/Report Approved for Release packet.
To set Inspection Completed, click the Status of the job from the Work in Progress list to open the Inspection popup.
From the Status popup, select the Inspection Completed status option, then click the Change Status Button.
You will now be prompted with the Inspection Completed reply packet to ValEx. Simply click the Send button to queue this message to be sent to ValEx.
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Action Update
Action update will allow the Valuation Firm to provide a status update to the client to confirm that the valuation is progressing, however there is an activity occurring that is outside of the standard valuation process – however this is not a “delay” caused by the client.
An Action Update will act like a Delay, in the sense that it will not remove other status, like, appointment & inspected, however, when applied it will be the primary status of the job.
Marking the Job as Inspected will remove any previous Action Update (like a delay). However, an Action Update can be applied after an Inspection has been confirmed (like a delay).
When a Delay is applied to a Job already, the Action Update will not override the Delay. The Action Update will be applied as a sub status to the Delay on the Job, the Delay will remain the Primary Status. If an Action Update is on a Job and then a Delay is applied, the Delay will become the primary status of a Job, and the Action Update will not be removed, but will become a secondary status on the job.
To submit the Action Update from ValuePRO users will need to fill in Valex Action update and Valex Action Update Comments on the Inspection tab of the Status window similar to the below screenshot and click on Save Changes.
Now press the Send button and change the Select Event to Action Update to trigger the Action Update email template. Once the XML has loaded as per the screenshot below, press the Send button to submit.
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Remove Action Update
If you would like to remove action update, you can do by clicking on Send button and change the select event to Remove Action update to trigger the Remove Action Update email template. Once the XML has loaded as per the screenshot below, press the send button to remove the action update from ValEx system.
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Send Report
This workflow event is triggered when the job status is set to Report Approved for Release, when the job is set to Approved from the Review & Approve screen, or when the Send button is clicked from the job card.
For this example, we will demonstrate the valuer/typist setting the job status to Report Approved for Release.
NB: As advised during staff training, the Send Report function is intended only to be used to force sending of a report, for example to an additional recipient. When initially releasing a job to the client the Report Approved for Release status should be set.
To set Report Approved for Release, click the Status of the job from the Work in Progress list to open the Status popup.
From the Status popup, select the Report Approved for Release status option, then click the Change Status Button.
You will now be prompted with the Report Approved for Release reply packet to ValEx. If the job fails either schema or compliance checks, the user will receive an alert warning stating that the job has failed compliance and the QA Checks page will pop up automatically for the user to identify and resolve any errors. These are triggered from ValEx system and not from ValuePRO. Once the QA checks are corrected, user can simply click the Send button to queue this message to be sent to ValEx.
QA window will be similar to the above screenshot. The Compliance Validation are triggered by Valex.
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