Business Context
The Real Estate – Residential (England & Wales) Accelerator is designed to expedite and streamline the configuration of solutions by providing a package containing:
- Design Documents that can be used to define requirements with your stakeholders.
- Process Maps that can be used to facilitate process design workshops.
- ShareDo configuration samples, including work types, workflows, personas, portals and forms.
The Accelerator caters for different work management styles, including:
- Straight Through Processing – cases can be operated with little or no "touch" required from handlers.
- Matter Management – cases are managed in an expert-centric way with minimal prompts from ShareDo to the handler.
Solution Components
The following illustrates the overall solution components for the Real Estate - Residential (England & Wales) Accelerator.
| Element | Description |
|---|---|
| Instructions |
Instructions are the primary container for the processing of inbound instructions for cases. Just like any other items of “work” in ShareDo they can be specialised to meet specific processing requirements. |
| Service Requests | Service Requests represent a discrete instruction to perform some specific processing on a case either from the client or from internal stakeholders. Examples of service requests include Change of Scope, Call Back Requests and the like. |
| Multi-channel | ShareDo is a multi-channel contact application. What this means in practice is that instructions or indeed other work can be received via post, email, API, via portals or uploaded from an XLS file. |
| Case (Matter) |
When (or if) an instruction is converted it becomes a Matter. Matters are the primary container for the management of legal cases for the entire life cycle. The matter container provides all the tools and processes to facilitate the efficient management of the case, whilst supporting compliance with regulatory and business protocols. Matter types are then specialised to provide specific processing for case types (e.g., Financial Disputes). Matters can be specialised like any other piece of work. |
| Workflows |
Also described as Smart Plans, are used to initiate and control activities across cases; they can be as intelligent (or basic) as you like and are triggered from a multitude of events across the application. The Real Estate - England & Wales (Residential) Accelerator makes extensive use of workflows as outlined in Solution Workflows. |
| Finance Work Types | ShareDo supports a variety of finance work types including invoices, payments, budgets, fees, quotes, settlement, offers etc. These are typically associated with Matters. |
| Compliance Work Types | ShareDo also supports a variety of compliance work types including conflict and duplicate searches, AML and the like. |
| Task Work Types | Out of the box ShareDo provides a number of core task “building” blocks. Examples of these include Doc Automation, Contact (Email, Fax, SMS), Appointments, Telephone calls and the like. In a similar fashion to all other work types these can be extended for specific processing needs, called from smart plans and so on |
| Litigation Work Types | ShareDo provides a specialist work type for litigation; the proceeding modeller is used to configure litigation for different court tracks and jurisdictions. |
| Statements of Work |
In ShareDo Cases (and indeed instructions) are performed under the “control” of a Statement of Work. The Statement of Work will define for a given set of Matters items such as The SLA or Processing variables The Commercial terms The security or processing teams |
| Personas | When users view ShareDo what they see is determined by their persona. Examples of personas include Fee Earners, Supervisors, B2B or B2C Clients. Different personas are then shown different screens or widgets within the ShareDo application |
| Organisational | Managing work requires people, users and teams. Within ShareDo you model these together with their permissions and the rules by which they are allocated. |
| Integrations | ShareDo isn’t an island and will typically plug-in to a number of internal or external services such as document management systems, reporting tools or third-party services such as court or address services. |
Matter Type Support
The solution accelerator is designed to support the following matter types:
| Matter Type | Description | Sub Type(s) |
|---|---|---|
| Matter – Real Estate | Top-level abstract real estate type that sits across both residential and commercial real estate | |
| Residential Sale | The sale of a residential property |
Freehold Leasehold |
| Residential Purchase | The purchase of a residential property |
Freehold Leasehold |
| Real Estate – Finance | Top-level abstract real estate type that are specifically finance related e.g. Certificate of Title | |
| Certificate of Title | A Certificate of Title in commercial property law serves as a legal proof of ownership and delineates property rights, detailing encumbrances or liens. It is pivotal in transactions, ensuring transparency and validating ownership rights |
Related Accelerators
ShareDo's accelerators are designed to be componentised, with common accelerators being referenced by other accelerators. The Real Estate - Residential (England & Wales) accelerator should be implemented with reference to the following accelerators.
| Solution Accelerator | Description |
|---|---|
| Client Matter Inception | Describes the process for onboarding clients and instructions. The Real Estate - Residential (England & Wales) Accelerator extends the base functionality for Matter Inception with residential sales and purchase related fields and workflows. |
Solution Highlights
The following table lists some of the highlights of the solution from the Real Estate - Residential (England & Wales) Accelerator.
| Highlight | Description |
|---|---|
| Manages all aspects of the Real Estate - Residential (England & Wales) Lifecycle. | The Accelerator can manage all aspects of the Real Estate - Residential (England & Wales) lifecycle from initial instruction through to post completion. |
| Configurable for all work management styles | Vary your processing style where required. For volume property transactions, adopt a Straight-Through Processing style with a low or “no touch" approach. For more complex property transactions or high value property transactions, change this style seamlessly with workflows designed to deliver a bespoke experience. |
| Bulk Upload | Bulk Upload Integrations – ShareDo enables the configuration of custom Excel uploads. These can be used to facilitate the upload of data to ShareDo. These uploads are typically performed manually by users. |
| Integration | Using ShareDo’s integration framework you can flexibly integrate with relevant 3rd party providers to complete relevant searches and checks |
| Scoring and Allocation | ShareDo's scorecards matters can be assessed for complexity. |
| Personalise your service for different clients via Client Processing Variables |
ShareDo enables you to embed your client-specific SLA and Processing Variables within the Statements of Work under which your Real Estate - Residential (England & Wales) cases will execute. This enables you to quickly onboard new clients and update existing clients to work the way they want. |
Solution Workflows
The following table lists some of the pre-configured starter workflows that are available in the Real Estate - Residential (England & Wales) accelerator. These can then be extended to meet your needs – see the following article to understand workflow automation in ShareDo.
| Workflow | Description |
|---|---|
| Instruction | Workflow designed to create the case and complete matter inception regulatory obligations |
| Draft & Negotiation | Workflow to manage the draft and negotiation activities. Will be dependent on whether a sale or purchase, but this workflow includes tasks such as capturing required matter details, communications with other side solicitor, preparation of contract pack, title searches and obtaining office copies, searches request/review, collation of relevant tenure documentation and raising/dealing with enquiries |
| Report | Workflow to manage pre-exchange and exchange activities. Will be dependent on whether a sale or purchase, but this workflow includes tasks such as pre-exchange compliance actions, approval of exchange date, preparation of completion statement and receipt/transfer of deposit funds |
| Pre-completion | Workflow to manage the pre-completion and redemption activities. Will be dependent on whether a sale or purchase, but this workflow includes tasks such as confirming completion date, calculation of apportionments, finalising completion statement and ensuring completion funds in place |
| Completion | Workflow to manage the completion activities. Will be dependent on whether a sale or purchase, but this workflow includes tasks such as release of keys, payment/transfer of outstanding fees/monies, notifying relevant parties |
| Post-Completion | Workflow to manage the post-completion activities. Will be dependent on whether a sale or purchase, but this workflow will include tasks such as payment of SDLT, Land Registry registration, exchange of deeds pack, confirmation that all charges lodged, undertakings discharged, final documents exchanged between relevant parties, all lender activities completed (where relevant) and confirmation that client bill paid |