GhostConvey Notes

Transfers - Integration of  Deeds Office Property Search Results 

Deeds Office Search – Search Options
The search privilege options for the use of the integrated Deeds Office Searches are allocated in <Setup> \ Firm Details \ General \ 'Deeds Office Searches'.

The available options are - 
•	Always ask before performing a search
•	Always start a matter from a search
•	Never start a matter from a search

First Search - Alerts
•	Each Deeds Office search incurs a cost – notes relating to these costs are shown
      Click 'Next'
•	If registered for Windeed, capture Username, Password and Company ID.  
•	To register follow the prompts.

OPEN A NEW TRANSFER - using the results of a 'GhostConvey - Deeds Office property search' 

Click on the 'New' transfer icon on the taskbar.  

GhostConvey – Deeds Office property search
A 'Dialog box' appears with the prompt - ‘Import Deeds Office Search information?’ 

'Yes' option will result in a search being performed. 
‘No’ option will close the dialog box.

‘Deeds Office Property Search Wizard’
‘Please enter a reference for this search’
The reference captured here will populate as the ‘Reference Number’ on the transfer matter from where it may be edited.

'Next' Activates ‘Deeds Office Property Search Wizard’.   Search options presented are – 
•	‘Owner details’ 
•	‘Property details’ 
•	‘Deeds Office document details’ 

'Next' to perform a search on ‘Owner details’ the next screen prompt is whether the owner is a 'Person' or 'Juristic Entity'. Details for the required search option must be completed.

Notes – (searching on ‘Owner Details’) 
Sectional Title search – Additional Sections and Exclusive Use Areas
The results of a search performed using owner details will return all properties currently registered in the name of the person, including exclusive use areas. However the Wizard will only return details of the selected property (section or exclusive use area); to add further sections or exclusive use areas 
a subsequent 'Property Search' can be launched from the <Property> node in the Treeview.  From within the Wizard select the relevant property to import details directly into GhostConvey.  For sections and exclusive use areas the wizard can be launched from the relevant node.

Further property searches can only be performed from a transfer that was created from a Deeds Office Property Search.

Juristic Entity search results – Close Corporation and Trust search result details default to ‘Type’ ‘Company’ in the <Transferor> tab.  Edit by selecting the correct party ‘type’ from the drop down list.  

'Next'  perform a 'Property details' search selecting from the following options 
•	Conventional 
•	Sectional
•	Farm
•	Agricultural Holding.
At the prompt, capture the required details and click 'Next' to activate the search. . 

'Next' to perform the 'Deeds Office document details' search.
To activate the property search using known document details the following informations is required –
•	‘Deeds Office’
•	‘Document Number’

The wizard presents the Owner details on the property search results.

If the parties are married in community of property, they reflect as 2 transferors.  To edit, go to the second transferor, choose the marital status, then click on the down arrow, choose the partner and click on 'Add as Spouse'.  If you click on the first transferor in the treeview, it will remove the second transferor and only display them as one transferor.

'Finish'

Checking 'Finish'  results in the following details populating GhostConvey fields:

<Transfer> tab -
'Reference Number' – number allocated by the search and may be changed to your unique reference number on the matter. 
'Parties (Eng)'   - name of the transferor 
'Short description (English) - Short property description. 

All the information will be displayed as transferred through from the Deeds Search.  The only information that needs to be completed is the spouse's maiden details.

All details will be imported in Capital letters.

<Correspondence> tab – 
'Bond over the property?'  - ticked if endorsement 'Description = bond' found. 

<Transferor> tab – 
GhostConvey 	Deeds Search Results	
'Type'  	Person Type	
'Full Names' 	'Name' 'of individual or juristic entity	
'Identity Number' 	'ID number' (if available)	
'Date of Birth' 	of individual	
'Registration Number' 	of juristic entity	
'Gender' 	if Identity Number available then gender will be selected accordingly	

<Properties>, <Property>  tab - Conventional
GhostConvey	Deeds Search Results	
'Endorsements' field indicates 	number of endorsements 	
'Description' 	Short Property description	
'Extent'	Extent	
'Units'	Extent	
'Existing Deed Number' 	'Title Deed'	

<Properties>, <Property>  tab - Sectional
GhostConvey	Deeds Search Results	
'Endorsements' field indicates 	number of endorsements 	
'Building Name' 	Scheme name	
'Situate at'	Situated at	
<SECTIONS> tab		
'Section Number'	Unit	
Extent'	Extent	
'Existing Deed Number' 	'Title Deed'	

<SARS>, tab –
GhostConvey	Deeds Search Results	
'Date Property Acquired by Seller' 	Registration Date	
'Original Purchase Price'  	Purchase Price	

<Properties> tab - Adding a further property
To add a second, or further property, a subsequent 'Property Search' can be launched from the <Property> node on the Treeview.  From within the Wizard select the relevant property to import the details directly into GhostConvey.

Search Results View panels  - Collapse or Expand
If a new matter is opened and search results are imported directly into the fields, the ‘Search Results’ panel will default to 'Expanded' mode on the <Transferor> and <Property> tabs. If this view is not required it can be 'Collapsed' by clicking on the 'Minus' – this status will be retained until the view is 'Expanded' again by clicking on the 'Plus'.

The search results will be saved in PDF format, with a date and time sequence, and may be viewed and printed from the 'Deeds Office Search Results' print menu.  

Deeds Office Search Integration  – Document Request
Available in Bonds, Transfers and Consents
When a matter has been opened using the results of a Deeds Office Search, no further searches are required to initiate a 'Document Request'.  

To request documents - 
•	Open the relevant matter 
•	click the 'Deeds Office' button on the toolbar and 
•	select 'Document Request'
•	Only documents that have micro ref numbers will appear as 'obtainable'.
•	select the document/s that you wish to request
•	Click 'Request'
•	A message screen confirms that  the documents have been requested
•	Click 'OK'
•	A message will appear informing the requestor that an email will be sent as advice once the document is ready for download.

When the email confirming availability of documents is received – 
From within a matter 
•	click 'Deeds Office' button on the toolbar
•	select 'Document Download'
•	select 'Current Matter'
•	document/s will be downloaded to the matter
•	document will be found in the 'Deeds Office search results' print task

Transfers – from the 'Transfer' node – 
•	click 'Deeds Office' button on the toolbar
•	Select 'Document Download'
•	Select 'All Matters'
•	All available documents will be downloaded to the relevant matters
•	document will be found in the 'Deeds Office search results' print task.

Note: To view all matters opened using a Deeds Search click the 'View' button on the Toolbar and select 'D.O. Searches Transfers'