ROSY User Manual

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start [2026/01/06 17:02] – [12.1 Mortgage] adminstart [2026/01/23 15:09] (current) – [1. Introduction] admin
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 ====== Rosy Web Application ====== ====== Rosy Web Application ======
 (Release version 1.1.2) \\ User Manual \\ (Admin Portal) (Release version 1.1.2) \\ User Manual \\ (Admin Portal)
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 ====== 1. Introduction ====== ====== 1. Introduction ======
-Welcome to the User Manual for ROSY – Axess Law's Proprietary Conveyancing System. Developed with the vision of redefining real estate legal services in Canada, ROSY combines innovation, security, and simplicity to streamline the conveyancing process for legal professionals. Designed exclusively for Axess Law's internal teams and partners, this web-based application offers a secure virtual environment to manage real estate transactions efficiently. Whether preparing documents, tracking deal progress, or managing client information, ROSY provides a seamless and intuitive experience that reflects Axess Law's commitment to accessibility, transparency, and cutting-edge legal solutions.+Welcome to the User Manual for ROSY – Axess Law's Proprietary Conveyancing System. Developed with the vision of redefining real estate legal services in Canada, ROSY combines innovation, security, and simplicity to streamline the conveyancing process for legal professionals. Designed exclusively for Axess Law's internal teams and partners, this web-based application offers a secure virtual environment to manage real estate transactions efficiently. Whether preparing documents, tracking deal progress, or managing client information, ROSY provides a seamless and intuitive experience that reflects Axess Law's commitment to accessibility, transparency, and cutting-edge legal solutions. test
 ====== 2. General Information ====== ====== 2. General Information ======
 ROSY is a secure, web-based application specifically developed to support and enhance the conveyancing processes used by Axess Law. The platform allows legal professionals to manage real estate transactions efficiently, from initial client intake to final closing. ROSY supports multiple user roles with varying access levels, ensuring that sensitive information remains protected while allowing seamless collaboration. The system is designed to operate across modern browsers and devices, requiring only a stable internet connection for access. All data entered into ROSY is stored securely, with regular backups and compliance with industry-standard data protection protocols. This manual provides a comprehensive overview of the application’s capabilities and how to use them effectively. ROSY is a secure, web-based application specifically developed to support and enhance the conveyancing processes used by Axess Law. The platform allows legal professionals to manage real estate transactions efficiently, from initial client intake to final closing. ROSY supports multiple user roles with varying access levels, ensuring that sensitive information remains protected while allowing seamless collaboration. The system is designed to operate across modern browsers and devices, requiring only a stable internet connection for access. All data entered into ROSY is stored securely, with regular backups and compliance with industry-standard data protection protocols. This manual provides a comprehensive overview of the application’s capabilities and how to use them effectively.
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-===== 12.1 Requisition =====+===== 12.11 Requisition =====
  
 The Requisition module is designed to manage the internal documentation and data collection process necessary for initiating and processing a real estate transaction. It serves as a structured form where law clerks or administrative users input essential information required from clients, such as property details, mortgage instructions, identification documents, and any specific legal requirements tied to the deal. This module ensures that no crucial step or document is missed by presenting a standardized set of questions and file upload fields tailored to the type of transaction and jurisdiction (province). The form layout is dynamic; certain sections appear or change based on inputs like transaction type (purchase, sale, refinance) or whether the file involves a lender. The Requisition module is designed to manage the internal documentation and data collection process necessary for initiating and processing a real estate transaction. It serves as a structured form where law clerks or administrative users input essential information required from clients, such as property details, mortgage instructions, identification documents, and any specific legal requirements tied to the deal. This module ensures that no crucial step or document is missed by presenting a standardized set of questions and file upload fields tailored to the type of transaction and jurisdiction (province). The form layout is dynamic; certain sections appear or change based on inputs like transaction type (purchase, sale, refinance) or whether the file involves a lender.
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 Once submitted, the requisition data becomes an integral part of the file's record and is accessible to authorized team members for review or action. This centralization supports collaboration between lawyers, law clerks, and administrative staff by providing a clear picture of what has been collected and what’s pending. Additionally, it helps streamline the legal workflow, reduce errors, and improve client communication, since the system can notify users of missing requisitions or incomplete data. The Requisition module acts as the foundation for moving a transaction file into active legal processing. Once submitted, the requisition data becomes an integral part of the file's record and is accessible to authorized team members for review or action. This centralization supports collaboration between lawyers, law clerks, and administrative staff by providing a clear picture of what has been collected and what’s pending. Additionally, it helps streamline the legal workflow, reduce errors, and improve client communication, since the system can notify users of missing requisitions or incomplete data. The Requisition module acts as the foundation for moving a transaction file into active legal processing.
  
-==== 12.1.1 Requisition Template ====+==== 12.11.1 Requisition Template ====
  
 The first feature within the Requisition module is the Requisition Templates, which can be accessed via the admin sidebar. Clicking on this option navigates the user to a dedicated templates screen where all existing requisition templates are listed. Each template includes key details such as its name, associated transaction type or province (if applicable), and its current status (active or inactive). This provides an at-a-glance view of all reusable templates created for different types of real estate transactions. The first feature within the Requisition module is the Requisition Templates, which can be accessed via the admin sidebar. Clicking on this option navigates the user to a dedicated templates screen where all existing requisition templates are listed. Each template includes key details such as its name, associated transaction type or province (if applicable), and its current status (active or inactive). This provides an at-a-glance view of all reusable templates created for different types of real estate transactions.
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 {{ :requisition1.png?nolink&800 |}} {{ :requisition1.png?nolink&800 |}}
  
-==== 12.1.2 Add New ====+==== 12.11.2 Add New ====
  
 In the top-right corner of the Requisition Templates screen, there is an “Add New” button. Clicking on this button opens a form that allows users to create a new requisition template. In the top-right corner of the Requisition Templates screen, there is an “Add New” button. Clicking on this button opens a form that allows users to create a new requisition template.
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 {{ :requisition2.png?nolink&800 |}} {{ :requisition2.png?nolink&800 |}}
  
-===== 12.1 Insurance Tab =====+===== 12.12 Insurance Tab =====
  
 **Overview** **Overview**
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 {{ :ins1.png?nolink&600 |}} {{ :ins1.png?nolink&600 |}}
  
-==== 12.1.1 Firm Insurance ====+==== 12.12.1 Firm Insurance ====
  
 The Firm Insurance section allows users to submit basic insurance details related to the firm. The Firm Insurance section allows users to submit basic insurance details related to the firm.
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 {{ :in_2.png?nolink&600 |}} {{ :in_2.png?nolink&600 |}}
  
-==== 12.1.2 Title Insurance ====+==== 12.12.2 Title Insurance ====
  
 Click the Title Insurance button to request title insurance for the file. Click the Title Insurance button to request title insurance for the file.
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   * External title insurance providers open in a new browser window.   * External title insurance providers open in a new browser window.
  
-===== 12.2 Accounting =====+===== 12.13 Accounting =====
  
 The Accounting tab in the Rosy Admin Portal is a key feature designed to manage and maintain all finance and account-related activities associated with real estate transactions. Built specifically for Canadian law firms, this module streamlines critical financial documentation based on the transaction type (e.g., mortgage, purchase, sale, etc.). It centralizes financial operations, including the Statement of Account, Trust Ledger, Statement of Adjustments, Broker Commission calculations, and Unsecured Debts tracking. Each section provides a structured layout to input, view, and manage relevant data, ensuring compliance and accuracy in financial handling. The Accounting tab in the Rosy Admin Portal is a key feature designed to manage and maintain all finance and account-related activities associated with real estate transactions. Built specifically for Canadian law firms, this module streamlines critical financial documentation based on the transaction type (e.g., mortgage, purchase, sale, etc.). It centralizes financial operations, including the Statement of Account, Trust Ledger, Statement of Adjustments, Broker Commission calculations, and Unsecured Debts tracking. Each section provides a structured layout to input, view, and manage relevant data, ensuring compliance and accuracy in financial handling.
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 This feature allows legal teams to monitor and update client financials in real-time throughout the lifecycle of a transaction file. The integration of these accounting components ensures that law clerks, lawyers, and finance personnel can collaborate effectively—minimizing errors, maintaining transparency, and ensuring timely disbursements and reconciliations. The design supports the diverse accounting needs of a legal practice, aligning with Canadian legal standards and transaction workflows. This feature allows legal teams to monitor and update client financials in real-time throughout the lifecycle of a transaction file. The integration of these accounting components ensures that law clerks, lawyers, and finance personnel can collaborate effectively—minimizing errors, maintaining transparency, and ensuring timely disbursements and reconciliations. The design supports the diverse accounting needs of a legal practice, aligning with Canadian legal standards and transaction workflows.
  
-==== 12.2.1 Statement Of Account ====+==== 12.13.1 Statement Of Account ====
  
 The Statement of Accounts section provides a detailed breakdown of all financial entries associated with a file. This section intelligently auto-populates specific fees based on the File Type and Province selected during file creation. These default fees are configured from the Admin side, ensuring consistency and accuracy across all files. Once a file is created and approved, the pre-defined charges such as legal fees, disbursements, and standard service costs are automatically added to the statement, reducing manual input and streamlining the accounting workflow for legal teams. The Statement of Accounts section provides a detailed breakdown of all financial entries associated with a file. This section intelligently auto-populates specific fees based on the File Type and Province selected during file creation. These default fees are configured from the Admin side, ensuring consistency and accuracy across all files. Once a file is created and approved, the pre-defined charges such as legal fees, disbursements, and standard service costs are automatically added to the statement, reducing manual input and streamlining the accounting workflow for legal teams.
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 {{ :accounting12.png?nolink&800 |}} {{ :accounting12.png?nolink&800 |}}
  
-==== 12.2.2 Unsecured Debts ====+==== 12.13.2 Unsecured Debts ====
  
 The Unsecured Debts section in the File Accounting Tab allows legal staff to manage and document all unsecured liabilities associated with a specific transaction file. This is a crucial step in tracking outstanding debts that are not secured against property, especially in mortgage and refinancing transactions. The Unsecured Debts section in the File Accounting Tab allows legal staff to manage and document all unsecured liabilities associated with a specific transaction file. This is a crucial step in tracking outstanding debts that are not secured against property, especially in mortgage and refinancing transactions.
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 {{ :debts10.png?nolink&800 |}} {{ :debts10.png?nolink&800 |}}
  
-==== 12.2.3 Trust Ledger ====+==== 12.13.3 Trust Ledger ====
  
 The Trust Ledger module is designed to provide a comprehensive summary of all trust-related financial transactions within a file. This section ensures that all financial inputs and outputs tied to a transaction are well-documented, balanced, and traceable. The ledger supports various categories, each playing a critical role in outlining the financial picture of a file: The Trust Ledger module is designed to provide a comprehensive summary of all trust-related financial transactions within a file. This section ensures that all financial inputs and outputs tied to a transaction are well-documented, balanced, and traceable. The ledger supports various categories, each playing a critical role in outlining the financial picture of a file:
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 {{ :trustledger20.png?nolink&800 |}} {{ :trustledger20.png?nolink&800 |}}
  
-==== 12.2.4 Statement Of Adjustment ====+==== 12.13.4 Statement Of Adjustment ====
  
 The Statement of Adjustments section allows users to calculate the final amount payable at closing by accounting for the sale price, deposit, applicable adjustments, and credits. Below are the core functionalities and features available within this module. The Statement of Adjustments section allows users to calculate the final amount payable at closing by accounting for the sale price, deposit, applicable adjustments, and credits. Below are the core functionalities and features available within this module.
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 {{ :soa20.png?nolink&800 |}} {{ :soa20.png?nolink&800 |}}
  
-==== 12.2.5 Land Transfer Tax (LTT) ====+==== 12.13.5 Land Transfer Tax (LTT) ====
  
 The Land Transfer Tax section allows users to input details required for calculating the applicable LTT based on transaction value and location, specifically tailored for residential property transactions. The Land Transfer Tax section allows users to input details required for calculating the applicable LTT based on transaction value and location, specifically tailored for residential property transactions.
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 {{ :ltt7.png?nolink&800 |}} {{ :ltt7.png?nolink&800 |}}
  
-===== 12.3 Teraview Import =====+===== 12.14 Teraview Import =====
  
 This guide will walk you through the process of importing mortgage information directly from a Teraview XML file. This feature automates data entry, saving time and ensuring accuracy. This guide will walk you through the process of importing mortgage information directly from a Teraview XML file. This feature automates data entry, saving time and ensuring accuracy.
  
-==== 12.3.1 Accessing the Export Function ====+==== 12.14.1 Accessing the Export Function ====
  
 To import a mortgage, you must first be on the **"New mortgage tab"**. Once there, locate the Teraview export icon in the top-right corner of the screen, next to the file details. To import a mortgage, you must first be on the **"New mortgage tab"**. Once there, locate the Teraview export icon in the top-right corner of the screen, next to the file details.
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 {{ :teraviewimport2.png?nolink&800 |}} {{ :teraviewimport2.png?nolink&800 |}}
  
-==== 12.3.2 Generating the XML Data ====+==== 12.14.2 Generating the XML Data ====
  
 Clicking this icon will generate the necessary XML data for your mortgage. Clicking this icon will generate the necessary XML data for your mortgage.
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 {{ :teraviewimport4.png?nolink&800 |}} {{ :teraviewimport4.png?nolink&800 |}}
  
-==== 12.3.3 Importing into Teraview Portal ====+==== 12.14.3 Importing into Teraview Portal ====
  
 Once you have the XML code displayed in your browser: Once you have the XML code displayed in your browser:
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 This process allows you to quickly and accurately transfer mortgage details from our system to the Teraview Portal without manual data entry. This process allows you to quickly and accurately transfer mortgage details from our system to the Teraview Portal without manual data entry.
  
-==== 12.3.4 Teraview Export via Doc Submission ====+==== 12.14.4 Teraview Export via Doc Submission ====
  
 **This guide explains how to use the "Doc Submission" feature to prepare and export mortgage information for the Teraview Portal. This process ensures all necessary data is complete before export, preventing errors in the Teraview system.** **This guide explains how to use the "Doc Submission" feature to prepare and export mortgage information for the Teraview Portal. This process ensures all necessary data is complete before export, preventing errors in the Teraview system.**
  
-==== 12.3.5 Accessing the Doc Submission Feature ====+==== 12.14.5 Accessing the Doc Submission Feature ====
  
 Navigate to the "Doc Store" and select the "Doc Submission" tab. This is where you will manage and prepare the documents for external portals like Teraview. Navigate to the "Doc Store" and select the "Doc Submission" tab. This is where you will manage and prepare the documents for external portals like Teraview.
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 {{ :teraviewimport7.png?nolink&800 |}} {{ :teraviewimport7.png?nolink&800 |}}
  
-==== 12.3.6 Exporting via XML View ====+==== 12.14.6 Exporting via XML View ====
  
 This method is ideal for a quick copy-and-paste into the Teraview Portal. This method is ideal for a quick copy-and-paste into the Teraview Portal.
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 {{ :teraviewimport11.png?nolink&800 |}} {{ :teraviewimport11.png?nolink&800 |}}
  
-==== 12.3.7 Exporting via XML Download ====+==== 12.14.7 Exporting via XML Download ====
  
 This method is useful if you prefer to work with a physical file. This method is useful if you prefer to work with a physical file.
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