Release Notes - Conveyancers

Landonline Release 3.2 update for conveyancers

Release 3.2 will enable conveyancers to submit e-dealing requests electronically, allowing you to complete your most common requests more efficiently.

A conveyancing user can create title-related requests in Landonline from Workspace and send them to LINZ to action. A new icon displays in Workspace to allow access to requests:

The request types available are:

  • Titles - Correction
  • Titles - Correction Prevents Registration
  • Titles - Dealing Correspondence
  • Titles - Application to Sustain Caveat (S145 / A145)
  • Titles - Requisition/Rejection Clarification
  • Titles - Requisition/Rejection Review
  • Titles - TA Amalgamation Consultation
  • Titles - Trustee Change
  • Titles - Withdraw Instrument
  • Titles - Withdraw Dealing

About requests

A conveyancing user can create a request in Landonline from Workspace and when in the Create Dealing screen. Requests can be created in the Create Dealing screen through a new menu option:


 

When created from the Create Dealing screen, the dealing number will default to the e-dealing you are currently in. You can change this if required.

If you link an e-dealing to a request, the client references entered for the linked e-dealing (if any) are automatically transferred to the client reference field(s) in the request. Any changes you make to these client references will not transfer back to the Create Dealing screen.

When the Create Request screen opens the type of request to be created must be selected, and other details checked and completed:


 

All uncompleted requests display in the Requests folder in Workspace. If a request is linked to an e-dealing it will also display in the Workspace tree under the e-dealing at instrument level.


 

When you save a request the details that display alongside the request in the Workspace tree depend on the information entered in the Create Request screen.

This can be the:

  • Dealing Number referenced (eg RQST 50001592)
  • Client Reference 1 entered (eg RQST HAL7982)
  • User Id of currently logged in user (eg RQST mdobson001) if neither of the above are entered.

You can attach the image of a letter (in a .tif or .pdf file format) to all types of requests except a request to withdraw an e-dealing or instrument. Once attached, you can preview the image in the Image Viewer within the Preview Instrument/Request screen.

To send a request to withdraw an e-dealing or instrument, you must have been assigned the Withdraw Dealing privilege and be from the submitting firm. You cannot withdraw an instrument from an e-dealing if it is the last remaining instrument (or the only instrument) in the dealing. Otherwise, any person who is able to access Workspace and create e-dealings can also create and send all types of requests.

When there is more than one party to an e-dealing with a linked request, you can only view requests created by your firm.

You can edit or delete a request from Workspace at any time before you send the request to LINZ.

When you send the request to LINZ, they action it and respond by communicating any changes to you by email and/or online message (if appropriate). In some instances, Landonline will action the request automatically without intervention from a LINZ staff member.

Requests can be sent to LINZ within the dealing lodgment hours, ie between 9am and 4pm.

Completed requests

Landonline automatically removes a completed request from the Requests folder in Workspace. An email will be sent from LINZ to the person who sent the request. If the request causes a dealing or instrument to be withdrawn, the person sending the request will receive email confirmation, and notices relating to the withdrawn instrument or dealing will display in the My Messages folder.

Notes on Request Types

Request to Withdraw a Dealing

When a request to withdraw a dealing is created and sent:

  • If the e-dealing to be withdrawn is an AUTO REG e-dealing that has been submitted and queued, Landonline removes the dealing from the queue and automatically withdraws it.
  • If the e-dealing to be withdrawn is a LODGE e-dealing that has yet to be assigned to a LINZ staff member, Landonline automatically withdraws the e-dealing. If already assigned, the request will be processed by a LINZ staff member.
  • If the dealing to be withdrawn is a MANUAL dealing that has yet to be assigned to a LINZ staff member, Landonline automatically withdraws the dealing. If already assigned, the request will be processed by a LINZ staff member.

Request to Withdraw an Instrument or dealing

  • If the instrument to be withdrawn is linked to an AUTO REG e-dealing that has been submitted and queued, Landonline automatically withdraws (i.e. removes) the instrument from the e-dealing.

    Note: If the following instrument(s) in the e-dealing are dependent on the withdrawn instrument(s), this can cause the e-dealing to be subsequently rejected.
  • If the instrument to be withdrawn is linked to a LODGE e-dealing that has yet to be assigned to an LINZ staff member, Landonline automatically withdraws the instrument. If already assigned, the request will be processed by a LINZ staff member.
  • If the instrument to be withdrawn is linked to a MANUAL dealing, the request will be processed by a LINZ staff member. The same applies whether the Manual Dealing is assigned or unassigned.

Fees for a withdrawn instrument or e-dealing

  • AUTO REG e-dealing (submitted and queued) - fee charges will be automatically credited to you for each withdrawn instrument and charges will be automatically cancelled for a withdrawn e-dealing.

  • LODGE e-dealing - if the request arrives before the linked e-dealing has been assigned to a LINZ staff member, fee charges will be automatically credited or cancelled (i.e. the same as for a submitted and queued AUTO REG e-dealing). Once assigned to a LINZ staff member, fee charges will be the same as for a MANUAL dealing.

  • MANUAL dealings
    • Fees for a Withdraw Dealing Request - If the Manual Dealing has not yet been assigned to a LINZ Staff member then the fees will automatically cancel. If the dealing has been assigned then when the LINZ Staff Member withdraws the dealing, the Fees will update to Cancel
    • Fees for a Withdraw Instrument Request – the fees are not automatically credited – the LINZ Staff member will have to manually credit the fees for the instrument being withdrawn.

Requests for Title Correction

  • There are two types of requests
    • Titles Correction
    • Titles Correction Prevents Registration
  • Titles Correction Prevents Registration can be used when the correction needs to be addressed urgently. This request has a field for the entry of a settlement date dependent on the correction being addressed.

Requests for Dealing Correspondence

  • Any correspondence that may be relevant to the dealing can be attached as an image.
  • Images attached should not include information that supports an instrument but is held 'Off the Register' such as A&I forms, Powers of Attorney, Probates etc.

Requests for Application to Sustain Caveat (S145 / A145)

  • Where notice has been sent to a caveator pursuant to a S145 or A145 instrument, a conveyancer can use this request to advise LINZ that they have made an application to the court of their intention to seek an order sustaining the caveat.
  • This advice to LINZ may be by text statement and/or image in the request.
  • This request DOES NOT provide a means of submitting court orders made under the lapsing process to LINZ. These must still be served in paper form.

Requests for Trustee Change

  • Where trustees under a Trust incorporated under the Friendly Societies and Credit Unions Act 1982 are updated details may be submitted to LINZ using this request type.
  • This request allows for the attachment of an image of the Change of Trustee document.

Requests to consider a TA Amalgamation Consultation proposal

  • This request can be used if a conveyancer needs to seek LINZ approval of a proposal to amalgamate land pursuant to section 220 of the Resource Management Act 1991.
  • A copy of the scheme plan should be attached to the request.

Requests for Requisition/Rejection Clarification & Requisition/Rejection Review

  • When requests of these types are created it is necessary to enter the affected dealing number into the Notes / Comments area. The dealing number field will not accept finalised ( i.e. rejected) dealing numbers.

MAR 1083 - Improve the error messages that display where an incomplete name is searched when entering role details

MAR 1083 Problem When a search is made in the External Search screen (accessed from the Create Dealing screen) for a Primary Contact or Conveyancing Professional a result will not be found if Middle names are not entered as well as the Given and Family names. A successful result can be achieved without entry of middle names if 'wildcard' characters are used i.e. the '*' and '?' characters.
MAR 1083 Outcome The message that advises that a Search was unsuccessful has been changed to read as follows:

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MAR 1130 - Allow firm based quick codes to be created in the Prepare Mortgage – screen

MAR 1130 Problem When conveyancers prepare mortgages, Landonline provides a limited number of high volume lending institutions for selection as mortgagees. However, there are some firms who regularly deal with mortgages for institutions that are not used by many or all conveyancing users and are not available for selection in Landonline. It is necessary in these cases for details of the mortgagees to be manually entered each time a mortgage is created. Functionality needs to be provided to allow firms to record their own Mortgagee Quick Codes / Names.
MAR 1130 Outcome A new screen called "Maintain Firm Mortgagee Quick Codes" is now available for System Managers to add Mortgagee Quick Codes with associated Mortgagee Names for exclusive use within their firm. Details entered in this new screen will display in the Prepare Mortgage screen.

The new screen can be accessed by System Managers from:
  • The Workspace icon "System Maintenance", and then from the
  • External System Administration screen menu "Firm / Maintain Mortgagee Quick Codes"
The screen appears as follows:



  • New firm Quick Codes and Mortgagee Names can be added and edited in the Firm Quick Code area – eg first three examples in the screen shot.
  • New Codes can have between 1 and 4 characters and can be comprised of alpha and or numeric characters. Names can contain up to 100 characters.
  • Existing LINZ Quick Codes display and can be copied into the Firm Quick Code area and edited – eg 4th example in the screenshot.
  • If a LINZ Quick Code / Mortgagee Name are duplicated in the Firm area and LINZ Quick Code area then two versions of the item will display in the Prepare Mortgage screen.
  • All changes made in this screen are specific to the firm the System Manager is logged in under.
Firm Quick Codes / Mortgagee Names will display first for selection in the Prepare Mortgage screen ahead of the LINZ quick codes. The Firm Quick Codes / Mortgagee names are available for selection from both the Quick Code and Name dropdown lists.

Note the items display in order of the Mortgagee name – Firm items first followed by LINZ items, sorted in numerical then alphabetical order. The same names display if the Name field is clicked to display the drop down list.



Quick codes saved in the Maintain Firm Mortgagee Quick codes screen can be:

  • Edited at any time
  • Deleted at any time – regardless of whether they have been used in a prepared Mortgage
  • Printed out as a list
  • Copied to Clipboard to allow the list of quick codes to be saved into eg a Word document
  • Save as a file listing the codes


Note – The prepare mortgage screen validates the Name entered for the Mortgagee against the Memorandum number entered. This check will also apply to Names entered by selection of a Firm Quick Code / Mortgagee Name.

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MAR 1372 - e-dealing signing certifications to display correctly for discharge instruments where caveats etc exist

MAR 1372 Problem E1372 - This item of work is to ensure that Landonline behaves appropriately where a Discharge of Mortgage (DM) or other discharge instrument is prepared and there is a caveat or other stop memorial or sub-mortgage on the title that affects the mortgage (or other instrument) being discharged. Currently Landonline e-dealing does not cater for this scenario properly.
MAR 1372 Outcome No changes have been made to the certifications for discharges, therefore certifications relating to this scenario will not display to a conveyancer in these scenarios.

Instead, new Business Rule:
T036 – Affected Instrument subject to sub-mortgage or stop instrument" has been created that causes Discharge of Mortgage (DM), Partial Discharge of Mortgage (PDM), Discharge of Encumbrance (DENC) and Partial Discharge of Encumbrance (PENC) instruments in Workspace to step down where the mortgage or encumbrance they are discharging is affected by certain types of registered instruments.

  • When a discharge is prepared in Workspace of a Mortgage or Encumbrance, Landonline now checks all the memorials on the title for reference to the instrument being discharged, and where it finds a memorial with the mortgage or encumbrance number in it, it checks the instrument that created the memorial then steps down the discharge to LODGE where appropriate. For example where there's a Caveat memorial on the title(s) that affects the mortgage being discharged the DM will step down to lodge, however if there's a variation of mortgage memorial affecting the mortgage, the DM will remain as Auto Reg.
  • The business rule runs at Pre-validate, Submit or, when queued, Auto Reg e-dealings come off the queue, and it will fail while the memorial affecting the instrument to be discharged (eg Caveat memorial) remains on the Current Title view.
  • As certifications cannot be made for these rare scenarios it is necessary to eg attach consents in image format to the e-instrument. Where the option of image attachment is not provided in the affected instrument e.g. for a DM, then the new Request functionality can be used to attach the consents and link them to the Lodged dealing – refer to the notes on Requests.

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MAR 1382 - Create Dealing screen to have an icon indicating instruments that do/don't require certification

MAR 1382 Problem Functionality in Release 3.1 causes a message to display to users when instruments that do not require e-certification are recorded in the Create Dealing screen and when those instruments are Prepared. The message was an interim solution until a suitable icon could be made to display against these instruments in the Create Dealing screen. The messages are not always appropriate and may be an annoyance as they will display continually past the time that users become familiar with the process.
MAR 1382 Outcome The Create Dealing screen now displays a new 'e-certifications' column with a 'tick' icon as follows:



Now as soon as an instrument is added, a clear indication is given as to whether the instrument requires e-certification or not. For more detailed information refer to e-capable instruments.

Note

  1. All instruments in an e-dealing must be signed and a minimum requirement of the conveyancer for instruments without certifications is to confirm that the instrument is ready to sign:

  2. The requirements for preparing Authorisation and Instruction (A & I)documentation are unchanged as a result of this code change

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MAR 1385 - A&I Private Individual Preview to display updated Client Id options

MAR 1385 Problem A&I form details in the NZLS e-dealing Guidelines have been altered and Landonline must be brought into alignment with these changes ie: 1 Removal of Photo Credit Card option; 2 Replacement of 'Other' with 'Other government issued ID'; 3 The addition of the clause 4(g).
MAR 1385 Outcome The A&I preview is now aligned to match the NZLS e-dealing Guidelines.

The Private Individual, Private Corporate and Public Corporate Forms now display correctly in the A&I Preview screen in Landonline ie:

  • Section "3 Transaction" displays correct reference information for the Transfers and instruments creating easements
  • Section "4 Authorisation and Instruction" now displays the following paragraph
    (g) I understand that the authorised transaction will become a matter of public record upon registration.
  • Section 5 "Client Identification now displays references to the correct form of identification:

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MAR 1392 - New certifications regarding mortgagee consents for Easement, Surrender of easement and Surrenders of Lease/Licence instruments

MAR 1392 Problem Instruments that create easements, surrender easements and surrender leases and licences all display a certification when signed if there are any existing Mortgages or Encumbrances on the affected titles. The certifications state that the conveyancer holds the consent of the Mortgagee or Encumbrancee, but there are various scenarios when the conveyancer will validly not hold consent – yet there is no provision to cover those scenarios. The only options are to either make the consent or prepare a paper transaction.
MAR 1392 Outcome New certifications have been developed allowing the conveyancer to choose from one of three options when signing – in a similar manner that multi-choice certifications are presented where a caveat exists on the title(s).

  • One certification (with multi-choice options) will display once for each registered mortgage or encumbrance regardless of the number of titles that instrument affects in the dealing.
  • Certifications do not display if the mortgage or encumbrance is discharged by a prior instrument in the same dealing.
  • The conveyancer can only choose one option from the multiple options available.
  • There are slight variations in the certifications depending on the type of registered instrument affected.
  • All of the instruments to which the new certifications have been applied are Image Only instruments, and the instruments and their certifications follow:


Note - words in {brackets} indicate a variable that may show different information depending on what is affected – underlining of text will not display when certifying:

Set 1 - used for Surrender of Lease/Licence (SL), Partial Surrenders of Lease/Licence (PSL) and Surrender of Licence to Occupy (SOL)

Option 1: I certify that the {Mortgagee} under {Mortgage} {123456.1} has consented to this transaction and I hold that consent

Option 2: {Mortgage} {123456.1} is being discharged in a prior dealing or in the same dealing

Option 3:{Mortgage} {123456.1} does not affect the interest being surrendered, therefore the consent of the {Mortgagee} is not required

Set 2 - used for Grant of Easement Without Transfer (E), Easement Instrument (EI), Easement Certificate (EC), Profit a Prendre (PP) & Transfer and Grant of Easement (TE)

Option 1: I certify that the {Mortgagee} under {Mortgagee} {123456.1} has consented to this transaction and I hold that consent

Option 2: {Mortgage} {123456.1} is being discharged in a prior dealing or in the same dealing

Option 3: {Mortgage} {123456.1} does not affect the servient tenement, therefore the consent of the {Mortgagee} is not required

Set 3 (used for Surrenders of Easement (SE, SPP, PSE, TSE))

Option 1: I certify that the {Mortgagee} under {Mortgagee} {123456.1} has consented to this transaction and I hold that consent

Option 2: {Mortgage} {123456.1} is being discharged in a prior dealing or in the same dealing

Option 3: {Mortgage} {123456.1} does not affect the dominant tenement, therefore the consent of the {Mortgagee} is not required

  • Instruments that were signed using the old certification (i.e. option 1 in the 3 scenarios above) prior to 3.2 can be processed as they were prior to the 3.2 release, e.g. if a conveyancer completed the certification in an easement document when the mortgage affected the dominant tenement and was not required, the dealing will not be rejected or requisitioned for a new certification.
  • Prior to 3.2 the SL instrument (and only the SL instrument) was not running the old Mortgagee certification (option 1 above). Instead a message advised conveyancers to attach Mortgagee consents as images to the SL instrument for LINZ to check when lodged. If such an instrument is in a rejected dealing and that dealing is re-lodged, LINZ will accept the instruments.

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MAR 1404 - Notifications - CDE_S15 Request Manual Copy screen changes

MAR 1404 Problem Address details used with the Request Manual Copy screen do not align with the proposed Notifications redesign scheduled for the 3.2 Landonline Release. The screen has several areas that do not provide good usability.
MAR 1404 Outcome The Request Manual Copy screen is accessed from Searches via the menu item Tools / Request Manual Copy... It now displays in its updated form as follows:



  • A new field "Linked Record" allows free text entry of associated records to the ordered item – for example if an instrument is ordered then a title that instrument affects can be added to allow LINZ to confirm that the correct instrument has been retrieved.
  • An expanded area for Delivery Method, Delivery Address and Requestor Contact Details has been added.
  • The method of delivery can now be specified, and when selected displays bolded – see below.




  • If the requestor wants to specify a different delivery address to that recorded in Landonline, the option "Enter a different delivery address (unique to this request) can be selected and details entered that override the displayed Delivery Method – see below.




  • When details have been completed the request can be sent to LINZ in the normal manner by clicking OK.


Note: LINZ will continue to respond to this type of request in the same manner, e.g. by faxing out a copy of the requested record. This request created from Landonline Searches is not affected by the introduction of the new Requests Module in Workspace.

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TPR 10880 Fees Exempt date should not be taken into consideration when resubmitting a requisitioned dealing that had previously been rejected

TPR 10880 Problem If a replacement dealing for a rejected dealing is requisitioned, a check against the Fees Exempt date of the original rejected dealing is being made in error when the requisitioned dealing is resubmitted, and registration fees are charged incorrectly. The check against the Fees Exempt date should only occur at the time of the original re-submission of the rejected dealing and not if that dealing is subsequently requisitioned.
TPR 10880 Outcome Fixed. Dealings that are rejected then re-lodged to LINZ within the two-month period and requisitioned, will no longer be incorrectly billed for new registration fees when the requisitioned dealing is resubmitted.

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TPR 10881 Business Rules T071 and T032 shows as a failure when pre-validating the e-dealing from the Create Dealing screen

TPR 10881 Problem Business Rules T071 (check for 'Trust' or 'Trustee' in new names) and T032 (check for the issue of new titles) display as warnings when an instrument is pre-validated but these rules incorrectly display in the report as Errors when triggered from the Create Dealing screen or at Submit.
TPR 10881 Outcome Fixed. These rules now display as warnings. Note the rules only displays at Pre-validation at both dealing and instrument level but do not display at Submit (Ref - ENT 1425).

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TPR 10885 T097 failing incorrectly for a MP if there is a prior PDM of one of the mortgagees

TPR 10885 Problem Where a Memorandum of Priority (MP) is preceded in an e-dealing by a new mortgage and a partial discharge as to one of the Mortgagees (PDM) of that Mortgage, then Business Rule T097 fails regardless of how the mortgagees for the mortgage are set up in the MP instrument.
TPR 10885 Outcome Fixed. This Business Rule now passes if the mortgagees in the MP are edited to match the updated mortgagees resulting from the preceding PDM.

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TPR 10961 T097 - MP fails T097 if there are two new mortgages in the same dealing as the MP

TPR 10961 Problem Business Rule T097 (Check that the mortgagee name(s) in the Memorandum of Priority (MP) match the Mortgagee names on the register) was failing where multiple new mortgages were created and then affected by an MP in the same dealing.
TPR 10961 Outcome Fixed. Mortgagee names are now correctly validates this scenario.

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TPR 10950 Multiple Encumbrancee names are created when an e-dealing contains multiple instruments affecting the same AIN

TPR 10950 Problem Where e-dealings contain multiple instruments affecting the same registered instrument, e.g. a Change of Name of Mortgagee (CNMG) followed by a Transfer of that Mortgage (TM), subsequent dealings incorrectly display the changed mortgagee from both the CNMG and TM instruments when only the latter should display.
TPR 10950 Outcome Fixed. Only the last changes to mortgagee names from a previous dealing are displaying in subsequent dealings.

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TPR 10954 Transmission - Executor / Administrator – over multiple titles in different ownership – processing issues when changing modes

TPR 10954 Problem Landonline is designed to open the Prepare Transmission screen in different modes depending on the ownership of the various affected titles. Where titles affected by the Transmission have registered proprietors that aren't the same across all titles, then depending on the sub mode used within the Transmission, not all registered proprietor details were displaying in that sub-mode.
TPR 10954 Outcome Fixed. The Transmission now shows all registered proprietors regardless of the sub-mode selected.

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TPR 10969 Spaces not being trimmed in Share fields

TPR 10969 Problem Extra blank spaces entered into fields in the Prepare Transfer & Prepare Mortgage screen are in some cases causing problems with following instruments, eg., a Transferee with extra blank spaces not displaying in the following instrument.
TPR 10969 Outcome Fixed. Additional blank spaces are now automatically trimmed from fields when accidentally entered.

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TPR 11000 Business Rule T087 fails for a MP when prior discharge within the same dealing

TPR 11000 Problem Where an e-dealing contains a Memorandum of Priority (MP) preceded in the same dealing by a discharge of mortgage, signing of the MP was prevented. It was necessary to place the discharge into a separate dealing to be able to proceed with e-dealing.
TPR 11000 Outcome Fixed. Discharges can now successfully be included preceding an MP in an e-dealing.

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TPR 11182 Transmission created without Executor text

TPR 11182 Problem It has been possible to create and register a Transmission to an Executor or Administrator without the Executor / Administrator details appearing in the memorial. This only occurred where a Transmission Type without Executor/Administrator details was selected and saved, and then the Transmission Type of Executor/Administrator was chosen again and further processed.
TPR 11182 Outcome Fixed. Memorials are now correctly created and it is not possible to process a Transmission without Executor/Administrator details – error messages now display in the prepare Transmission screen.

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