ResWare & Notarize | Integration Guide [beta]

I. Introduction

Improve your efficiency 10 fold with the new integration between ResWare and Notarize. The integration will allow you to perform the same functions you do today on a purchase, sale, or closing, but in an efficient, smart, and effortless way.

Table of Contents

  1. Introduction
  2. Technology Used
  3. Preconditions
  4. Installation Instructions
    1. Obtain Your Website URL
    2. Set up a Notarize Partner
    3. Set up a Notarize Partner Employee
    4. Password Validation
    5. Set up a Default Document Type
    6. Configure Integration in Notarize
    7. Set Up Order Placement Mappings
    8. Set up Note/Document Mappings
    9. Set up Signings Mappings
    10. Set up an Email Template to Send Documents
    11. Set up Global Actions
    12. Set up Action Groups
    13. Contact Adeptive to Complete the Set Up
  5. Testing the Integration
  6. Error Handling and Support Escalations

II. Technology Used

The Notarize-ResWare integration leverages the basic SOAP services within ResWare. Notarize will read the XML request sent from ResWare in order to create a transaction and add documents within the Notarize platform. There are three ResWare to ResWare partner mappings needed: Order Placement, Note/Document and Signings.

The second half of the integration leverages four of ResWare’s REST APIs in order to push back executed documents and a note indicating successful upload of all documents.

  1. The first call is a POST request to the "/Api/files/search" endpoint to submit the file_number and get back the file_id.
  2. The second call is a GET request to the "/Api/files/:file_id/documents" endpoint to get a list of current documents associated with the transaction. This is to ensure Notarize doesn't double upload documents.
  3. The third call is a POST request to the "/Api/files/:file_id/documents" endpoint to upload each document. This will involve one request per document Notarize sends. Documents will be passed as Notarize Executed Document type (see step 5). The name will be changed to include the signer's name, to read your_document_name_signer_name_notarized.pdf
  4. The last call is a POST request to the "/Api/files/:file_id/notes" endpoint to post a note confirming that we've submitted all documents. The goal of this note is to allow the title agent to trigger any workflows on completion, or at a minimum confirm that Notarize sent back all completed documents.

III. Preconditions

  • IMPORTANT: Adeptive must set up a special binding and endpoints along with a database entry on the ResWare to ResWare Notarize partner. Please work with your account manager at Adeptive to configure these settings. We recommend reaching out to your account manager prior to set up in order to reduce any delays. See item 17 in section V.
  • REST APIs must be enabled in your ResWare account.

IV. Installation Instructions


1. Obtain your ResWare website URL

Admin/General Setup/Offices

Notarize needs the URL that is used to access the company’s ResWare website. Edit the office where this integration will be implemented to note the ResWare website URL. If this field is blank, then contact support@adeptivesw.com to request this information.

Select a unique officeID for each office you wish to configure with Notarize. i.e. In the screenshot below, Default Office would be 1 and Texas Office would be 2. This officeID is subjective, and can be any number, so long as each office has a unique ID.

resware 3.13.58 PM


2. Create a Partner

Admin/Partners

The partner employee is the authentication factor for all pieces of the integration. It is configured with a list of required permissions used to perform certain functions within the integration. The Notarize partner employee must be added to all ResWare files in order for the integration to function properly. If Notarize is not on the file as a partner, sending/receiving transaction data and documents will not work.

  • Click New.
  • Set the Company Name as Notarize.
  • Click Add in the Partner Types section and select Notary. Click Add.
  • Click on XML Config in the upper right.
  • Check Enable XML Transmission of Notes and Documents.
  • Check Don’t Also Send Notes and Documents via Email.
  • Click Save.
  • Click Edit Cities
  • Select all states/cities that you can perform full online closings in. If you are unsure which states to select, please check with your agency and your underwriters on which ones they will support. 
  • Click Save
  • Click Save again. 

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3. Create a Partner Employee

Set up the Partner Employee

Admin/Partners

  • Highlight the partner created above and click New in the partner employee area (right panel).
  • Enter a First Name, such as Notarize.
  • Enter the Email Address as orders@notarize.com.
  • Check Primary Contact, which will default this employee to the primary contact when the partner is added to the file.
  • Check Enabled in the Website Access area.
  • Click Generate to populate a Password. This will ensure company-specific password requirements are met.  Write down this password to use in the validation step.
  • In the Website Roles area, enable the following roles:
    • Add Documents
    • Add Notes
    • Edit Buyer/Seller
    • View Buyers
    • View Documents
    • View Notes
    • View Sellers
    • Web Services: Add Documents
    • Web Services: Add Notes
    • Web Services: Get Documents
    • Web Services: Search Files
  • In the Office Access area, check all offices that you wish the Notarize partner employee to have access to.
  • Click Save.

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*Highly Recommended: Automatically Add the Notarize Partner to all Files

A common error Notarize has seen is a title agent forgetting to add the Notarize Partner to the file. If this happens, Notarize cannot automatically push documents back to the file.

Admin/General SetUp/Offices

  • Highlight your office, and click Edit.
  • Click Change underneath Auto-attach Partner to All Files.
  • Search for Notarize under Company Name.
  • Highlight Notarize in the search results and press Select.
  • Click Save.
  • Click Close.

resware 3.24.20 PM


4. Password validation

Website

After a password is set or reset for a partner employee, the employee is required to enter a new password the next time they access the website.  To ensure this integration is set up properly, log into the company’s ResWare website with the username and password created in the prior step and create a new password.  Write this password down, as it will be provided to Notarize in a future step.

Note: It may be beneficial to set the expiration date of this password out for an extended period of time on the partner employee setup.  Check with company-specific password security protocols to verify this will be acceptable or have a reminder in place to update this password as needed to ensure this integration’s service will not be interrupted.

The username and password for the employee will need to be provided to Notarize. Write them down for a future step.


5. Set Up a Default Document Type

Admin/Documents and Templates/Document Types

A unique document type is required to receive the PDF of your notarized documents. Make note of the DocumentTypeID to map in the next step and to provide to Notarize.

  • Click Add.
  • Enter the Document Type as Notarize Executed Documents.
  • Click Save.

While in the documents screen, ensure that all document types you wish to send to Notarize have the following:

  • Default to Internal Only is unchecked.
  • Allow upload for Partner Types is checked.

Screen Shot 2019-04-29 at 12.59.19 PM


6. Configure Integration in Notarize

Now that you have the four pieces of information you need from ResWare (username, password, defaultDocumentID, officeID, and website URL) login to your Notarize Title Account at title.notarize.com.

Organization Configuration

Resources/Integrations

  • Enter the information from the previous steps into the fields provided.
  • Press Save.

Screen Shot 2019-04-29 at 6.33.32 AM

In the Users tab, copy all the Primary Contact IDs of the users that will be creating transactions. 

Screen Shot 2019-04-29 at 1.20.42 PM

 

If you need to add more users:

Resources/Team

  • Click the Add New Team Member button.
  • Enter their First Name, Last Name, Email, and Role. You can find a description of all of the Notarize role types below.
    • Mortgage Closing Reviewer: have read-only access to your account and transactions. This means they can search, view transaction & signer details, review Draft and Sent transactions, etc. They cannot create new transactions or change / recall the existing ones.
    • Team Member: can create new transactions, view, edit and recall them.
    • Admin: have all the permissions of a team member, and can create new or delete users of either of these 3 roles.

Click Add Team Member.


7. Set Up Order Placement Mapping

Navigate back into ResWare to set up your Order Placement, Note/Document, and Signings mappings. This is how you will be sending orders to Notarize.

Admin/Partner Related/ResWare to ResWare Partner Mappings

  • Click Add.
  • Click Select next to Partner.
  • Enter the Notarize partner name in the Company Name field.
  • Press Search.
  • Highlight the Notarize partner in the search results and press Select.
  • Select Order Placement as the Service Type.
  • Enter X in the Username and Password fields.
  • Paste the following URL in the URL field: https://api-internal.notarize.com/OrderPlacementService/v1/ServiceBasic.svc
  • Set 0 in the Client ID field and enter your unique Office ID.
  • Check Don’t Send Sales Price or SSNs.
  • Set your Service Version to v4.

resware 3.36.50 PM

 

Underwriter Mappings

  • Click Add next to Underwriter Mapping.
  • Select your underwriter from the dropdown and enter the Remote ID. Reference [insert link here] this table to know which IDs to use.
  • Click Save.

resware 3.37.42 PM

Underwriter Name Remote ID
Attorney's Title 8933
First American Title Underwriting 8162
First National Title Insurance 7868
States Title 6565
Stewart 1618
TRG 6730
 Westcor 1662
WFG 1634

 

Primary Contact Mapping

Do the following for every title agent user in Notarize that will be creating transactions from ResWare.

  • Click Add next to Primary Contact Mapping.
  • Select a title agent user.
  • Enter the title agent user’s specific ID you copied from Notarize as the Remote ID.
  • Click Save.

Click Save on the bottom right to save the mapping.

resware 3.38.03 PM


8. Set Up Note/Document Mappings

Admin/Partner Related/ResWare to ResWare Partner Mappings

Document type mappings are set up based on who signs the document (buyer, seller, or both/either). 

If both, the seller and buyer transactions will still be separate in Notarize. Both the buyer and seller will be presented with the same document to sign in separate signings. You will receive back a copy of each. 

Repeat the following steps for every document type you wish to send to Notarize.

  • Click Add.
  • Select the Document Type you wish to send.
  • Enter the correct Remote ID based on the options below:
    • Buyer signs = 1
    • Seller signs = 2
    • Both/either sign = 3
  • Click Save.

Once you have added all your document mappings, click Save on the bottom of the modal.

Screen Shot 2019-04-26 at 1.51.41 PM


9. Set Up Signings Mappings

Admin/Partner Related/ResWare to ResWare Partner Mappings

Signing types in ResWare are transaction types in Notarize. We understand that your signing types may not exactly match Notarize's transaction types, but in short, Notarize treats the buyer and seller signings as separate transactions. 

These types need to be mapped based on the parties involved in the signing. You can map more than one signing type to one transaction type in Notarize. 

For example, if you have a signing type called "Resale - Seller", the seller is signing the documents. Map this to the "Purchase - Seller" transaction type in Notarize.

  • Enter https://api-internal.notarize.com/ReceiveSigningService/v1/ServiceBasic.svc?office_id=[YOUR_OFFICE_ID] in the URL field. 
  • Replace [YOUR_OFFICE_ID] with your unique office ID. 
  • Click Add next to Signing Type Mapping
  • Enter the Remote ID. Reference the table below for which IDs to use. 
  • Click Save.

Screen Shot 2019-04-26 at 1.39.23 PM

Transaction/Product Type Remote ID Who Signs
 Refinance (available 7/1/19)  1 Buyer
 Trailing Docs  2 Either
 Purchase - Seller  3 Seller
 Purchase - Buyer Cash  4 Buyer
 Purchase - Buyer Loan (available 7/1/19)  5 Buyer

 

10. Set up an Email Template to Send Documents

Admin/Action Lists/Email Templates

  • Name the template Send Documents to Notarize. 
  • Set the Send Action as Don't ask, but display send panel
  • Check Attach by Document Type
  • Click Select Doc Types
  • Select every document type that you mapped in step 8.
  • Click Save. 
  • Click Save again. 
  • Click Close

11. Set up Global Actions for the Three Steps

  1. Send the Order.
  2. Send the Documents.
  3. Send the Signing Request. 

Send the Order

Admin/Action Lists/Global Actions

  • Click Add.
  • Name the action Send Order to Notarize.
  • Click Save.
  • Click Close.

Send the Documents

Admin/Action Lists/Global Actions

  • Click Add.
  • Name the action Send Documents to Notarize.
  • Click Add next to Completing Email Templates
  • Select the email template you created called Send Documents to Notarize
  • Click Save.
  • Click Close.

Send the Signing

Admin/Action Lists/Global Actions

  • Click Add.
  • Name the action Send Signing Request(s) to Notarize.
  • Click Save.
  • Click Close.

12. Set Up Action Groups 

Admin/Action Lists/Action Groups

Send the Order

  • Click New.
  • Name the action group Send Order to Notarize.
  • Click Save.
  • Highlight the action group you just created and click Edit Actions.
  • Click Add Action.
  • Find the action you created named Send Order to Notarize.
  • Uncheck Start Task.
  • Set Closing as the responsible party for the Complete Task.
  • Click Save.
  • Highlight the action you just added, and click Edit Affects.
  • Click Add.
  • In section #5, Marking Done Sends XML select ResWare: Send Order.
  • Select Notary as the Send To party.
  • Click Save.
  • Click Save two more times, and then click Close.

Screen Shot 2019-04-11 at 4.31.25 PM

Send the Signing Request

  • Click New.
  • Name the action group Send Signing Request(s) to Notarize.
  • Click Save.
  • Highlight the action group you just created and click Edit Actions.
  • Click Add Action.
  • Find the action you created named Send Signing Request(s) to Notarize.
  • Uncheck Start Task.
  • Set Closing as the responsible party for the Complete Task.
  • Click Save.
  • Highlight the action you just added, and click Edit Affects.
  • Click Add.
  • In section #5, Marking Done Sends XML select ResWare: Send Signing.
  • Select Notary as the Send To party.
  • Click Save.
  • Click Save two more times, and then click Close.

13. Contact Adeptive to Set a Special Key

Notarize leverages the SOAP APIs within ResWare. In order to enable these APIs, your Adeptive account manager must configure a special key in your ResWare application for you to connect with Notarize. Please work with your account manager at Adeptive to configure this setting once the setup is complete. You must do this prior to testing, else your tests will fail.


VI. Testing the Integration

Test the connection between ResWare and Notarize to ensure that you can send transaction details and documents to Notarize, and Notarize can send executed documents back to your file.

1. Test the connection from ResWare → Notarize

Send Transaction Details

  • Create a test file in your ResWare account, with a buyer/seller, documents, underwriter, and property address.
    • Buyers/sellers must have an Email Address and an Address set or else OrderPlacement will fail.
  • Add Notarize as a partner on this file.
  • Add the Send Order to Notarize action to the file. 
  • Complete the action. 
  • Check the XML tab for any errors, and make any necessary changes based on the error returned. 
  • If successful, you will receive a message saying ResWare Order sent: Order placed..

Send Documents

  • Add the Send Documents to Notarize action to the file.
  • Complete the action. 
  • Check off the Notarize partner in the pop up. 
  • Click Send.
  • Click the XML tab. If successful, you will receive a message saying Note/Document sent: Note received.

Send Signings

  • Set up at least one signing on your test file (buyer/seller/both). 
  • Add the Send Signing Request(s) to Notarize.
  • Complete the action.

Verify receipt in Notarize

  • Login to your Notarize account at title.notarize.com.
  • You will be presented with your transaction dashboard on login.
  • Confirm that the file you sent is present, details correct, and documents added.
  • You should see one file with all signing parties, and then two separate files for each the buyer and seller. 

2. Test the connection from Notarize → ResWare

Notarize leverages ResWare’s REST APIs to send documents back to ResWare.

Within your ResWare integration configuration in Notarize you can send a test document and test note to the file of your choice. 

Login to title.notarize.com. 

Resources/Integrations/ResWare/Testing

  • Enter a test File ID in the fields provided. 
  • Click Send Test Note
  • Click Sent Test Document. 

If you wish to do more manual/granular testing, Notarize has a Postman collection available for testing which you can find here: https://www.notarize.com/hubfs/docs/ResWare-Notarize.postman_collection.json

  • Download Postman if you do not already have it here: https://www.getpostman.com/
  • Download the above collection and import it into Postman by going to File → Import.
  • There are four API calls contained within that you need to configure.

Test authentication with /me

  • Click on the ResWare: /me API call.
  • Click on Headers and fill in the username and password for the Notarize partner employee.
  • Replace [insert_url_here] with  your host URL in the endpoint.
  • Click Send.
  • You should be returned a partner profile should the authentication be correct, and the API be properly enabled.

Check permissions with /files/search

  • Click on the Search ResWare Files API call.
  • Click on Headers and fill in the username and password for the Notarize partner employee.
  • Replace [insert_url_here] with  your host URL in the endpoint.
  • Click Send.
  • You will be returned an array of all files that the Notarize employee can access.
  • Copy the FileID of the test file to which you wish to send a test document and test note.

Send a test document with /files/:FileID/documents

  • Click on the POST Docs to ResWare API call.
  • Click on Headers and fill in the username and password for the Notarize partner employee.
  • Replace [insert_url_here] with  your host URL in the endpoint.
  • Replace [insert_file_ID_here] in the endpoint with your FileID.
  • Replace the DefaultDocumentID in the POST body with the DocumentID you created for Notarize. The rest of the POST body is prefilled with test document information.
  • Click Send.
  • ResWare will return errors, if any.
  • Check your file in ResWare to ensure the document POSTed back successfully.

Send a test note with /files/:FileID/notes

  • Click on the POST Note to ResWare API call.
  • Click on Headers and fill in the username and password for the Notarize partner employee.
  • Replace [insert_url_here] with  your host URL in the endpoint.
  • Replace [insert_file_ID_here] in the endpoint with your FileID.
  • Replace the FileID in the POST body with the FileID. The rest of the POST body is prefilled with test note information.
  • Click Send.
  • ResWare will return errors, if any.
  • Check your file in ResWare to ensure the note POSTed back successfully.

VII. Error Handling & Support Escalations

Documents should be available in your ResWare file within 5 minutes post closing.

If you do not receive your documents back to your file within 30 minutes after closing, please follow the following troubleshooting steps in order to resolve the issue, BEFORE reaching out to Notarize support.

Notarize will automatically retry sending the executed documents every 15 minutes.

Documents are also always available to you within the transaction details on your dashboard.

  1. Check to ensure that Notarize is a partner on the file. If not, add Notarize.
  2. Check to ensure that the Notarize partner employee has the following permissions:
    1. Add Documents
    2. Add Notes
    3. Edit Buyer/Seller
    4. View Buyers
    5. View Documents
    6. View Notes
    7. View Sellers
    8. Web Services: Add Documents
    9. Web Services: Add Notes
    10. Web Services: Get Partners
    11. Web Services: Search Files
  3. Ensure that the file number on the Notarize transaction matches the file number you are viewing. You can access the transaction in Notarize by viewing your dashboard in Notarize and clicking on the "Completed" status next to the transaction you wish to view.
  4. If all of these items are true, but you still have not received documents within 30 minutes post closing, please reach out to support@notarize.com and include:
    1. That you have already completed the above steps
    2. The file number in question
    3. The title agency name
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