FR Legal CMS process

Legal Preparation

Screen 1 - Legal Preparation

This screen will show you the details of the property and LRS application(s) and will ask you to state whether you have completed the B, C and D sections.

The following information about the property will be listed in a box on screen:

• LRS application number(s),

• Title number(s)

• APF type

• Draft plan number(s),

• Plans report number(s)

  • If the agent has entered multiple Plans Report Numbers then all of them should be shown on screen.

• Research area(s), 

• Property address 

• Registration date.

A separate box will be displayed on screen for each APF.

• In CMS, open the submitted documents by clicking the relevant link in the documents section on the right hand column.
  • If the document does not open then check the top right hand corner of the Chrome window for a red cross. Click "Always Allow" and then click the link to the document again. (This will usually be for DDS cases).
• Check that the deeds and forms correspond and are valid.
  • If they are not valid, follow the appropriate Rejection process.
• Check for other associated cases in the Associated Cases section on the right hand column and make sure that you attach/settle application(s) along with your case.
  • or group the associated cases into your case if appropriate. Follow this link to the Grouping page to find out more.
• Check for Servitudes in the documents section.
  • Take this into account when deciding which Category and Complexity should be selected.
• Check for Joint Recording (C&S) and Joint Registration (SAF) forms/deeds in the documents section.
  • If they appear in the Supporting Documents, then you will have the ability to reclassify them using the Manage Documents function if appropriate.
  • Follow the relevant process for ensuring that the other departments are notified.
• In LRS, take on the application(s) at Legal Settle.
  • Settle the Proprietorship (B) and Securities (C) sections of the title as per the deeds, as far as possible. 
    • Ensure any existing securities/charging orders/grants are brought over from Sasines.
  • For Non Research Areas, identify the breakaway deed and any real burdens deeds then add them to the Burdens (D) section.
  • For Research Areas, add burdens as per the RA instructions the Burdens (D) section.  
  • Check that the A section Property Description is correct and matches the deeds.
• Follow the High Value process if necessary.
• In CMS, the screen states "I have completed the following sections" and shows checkboxes for B, C and D sections.
  • Select the relevant check boxes for the sections that you have completed.
  • Tick the D section box even if you have only partially completed it.
• The screen will also show the case characteristics (CMS complexity/destination workbasket and LRS category) as set by the previous caseworker.
  • If the settings are correct, you can leave them as they are.
  • If the settings are not correct then change the options to the relevant settings.
    • Select the appropriate Complexity (destination workbasket) from the dropdown list.
      • Choose from Standard, Advanced or Authority.
    • Select the appropriate LRS Category from the dropdown list.
      • Choose from Cat 1-5 or Y.
    • Type the reason you have chosen these settings.
    • If you are not sure which settings to choose then check the Categorisation of Casework page and if you need further assistance, refer the case or add a case collaboration note, tagging a referral point/team leader.
• Click Submit.
  • The case will now be routed to the review screen.

Screen 2 - Legal Preparation Review

This screen will show you the options that you selected on the Legal Preparation screen and ask you to confirm that they are correct.

• In LRS, release the application(s) to Legal Settle.
• In CMS, check the case details on screen.
  • If the details on screen are not correct:
    • Click Back and make the required changes on the Legal Preparation screen.
    • Click Submit to return to the review screen.
    • Once back on the review screen, select the "The above information is correct" checkbox.
    • Click Submit.
  • If the details on screen are correct:
    • Select the "The above information is correct" checkbox
    • Click Submit.
• CMS will check if the category of the application(s) in LRS matches the category selected on screen. 
• If there is a category mismatch, a warning will appear.
  • Make the appropriate changes - either by changing the LRS category or by using the Change category action in CMS.

  • N.B. Currently there can only be 1 LRS category per CMS case. Make sure all of the LRS applications in the case have the same category. Contact a Business Lead if you have a complex case.

  • Click Submit again.
• The case will now be routed to the selected Legal Settle workbasket.

Legal Settle

Screen 1 - Settle Registration

This screen shows all details about the LRS application(s)/Subjects and will ask if you can complete the case.

Another box will show in the centre of the screen showing:

• LRS application number

• Title number

• Property address 
• APF(s) that the application relates to

• Product type

• LRS Registration date

• UID(s)

• Deed Type(s)

• LBTT Status

A separate box will be displayed on screen for each LRS application.

• In CMS, open the submitted documents by clicking the relevant link in the documents section on the right hand column.
  • If the document does not open then check the top right hand corner of the Chrome window for a red cross. Click "Always Allow" and then click the link to the document again. 
• Check deeds/forms correspond and are valid.
  • If they are not valid, follow the appropriate Rejection process.
• Check for other associated cases in the Associated Cases section on the right hand column and make sure that you attach/settle these application(s) along with your case.
  • Also consider if grouping the associated cases into your case would make it easier to settle. Follow this link for more information on Grouping.
• Check for Servitudes in the documents section.
  • Take this into account when deciding how the case should be settled.
• Check for Joint Recording (C&S) and Joint Registration (SAF) forms/deeds in the documents section.
  • If they appear in the Supporting Documents, then you will have the ability to reclassify them using the Manage Documents function if appropriate.
  • Follow the appropriate process for ensuring that the other departments are notified and the case is recorded on the other registers.
• Check that the LRS application(s) have been created appropriately.
  • If additional unnecessary applications have been created but the rest of the case is valid, follow the steps on the Application created in error page.
• The screen displays the statement "I can complete registration". This question is really asking "Do you have the skills to settle the case?".
  • If you do not have the skills to settle the case,  click No. 
    • Select the appropriate Complexity (destination workbasket) from the dropdown list.
      • Choose from Standard, Advanced or Authority.
    • Select the appropriate Category (LRS) from the dropdown list.
      • Choose from Cat 1-5 or Y.
    • Type the reason that you have chosen these settings in the Reason textbox.
      • If you are not sure which settings to choose then check the Categorisation of Casework page and if you need further assistance, refer the case or add a case collaboration note, tagging a referral point/team leader.
    • Update the LRS application(s) as necessary and then release to the relevant location.
    • Click Submit.
      • The case will be routed to the specified workbasket after the review screen.
    • This option can also be used to decrease the complexity if it has been escalated unnecessarily.
  • If you are able to settle the case, click Yes.
    • Click Submit.

Screen 2 - Settle Registration Review

This screen will show all the details of the case.

• In LRS, finish settling the application(s) as per the deeds, confirm and release to Despatch Complete.
  • Do NOT Despatch the case at this stage as it may be selected for QA.
• In CMS, ensure that the all the case details shown on the review screen are correct. 
  • If the LBTT status needs to be updated then use the "Perform LBTT Check" action in the actions menu to do this.
  • If you have selected No on the previous screen, then the text by the checkbox will say "Case is released in LRS."
    • Click the checkbox and then click Submit.
    • The case will be routed to the relevant workbasket.
  • If you have selected Yes on the previous screen, then the text by the checkbox will say "Case is ready for QA selection".
    • Click the checkbox and then click Submit.
      
      • If the case is selected for QA then it will be routed away from your workbasket. Follow this link for more information about the QA process.
      • If the case is not selected for QA then it will move on to the Confirm case for LR Archive screen.
  • Once you click Submit, CMS will check various aspects of the LRS application(s) and will display warning messages if it finds errors.
    • If there are any issues with the LRS application (e.g. the Interest field is not completed correctly) then CMS will show a warning message and will not allow you to proceed.
      • Fix the issue in the LRS application(s) and then, in CMS, click Submit again.
    • If CMS detects that the details in the application workdesk of the LRS applications do not match those in the CMS case (e.g. if you have changed the title number or UID in LRS) then it will show a warning.
      • Select the Synchronise with LRS action from the Actions menu and click submit to update the CMS details.
      • Then on the Review screen, click Submit again.
    • If CMS detects that the country field for the proprietor's address does not match the prescribed list then it will show a warning.
      • In LRS, open the B section and right click on the country field for the Proprietor's designation. Pick the correct option from the list and apply the change.
      • In CMS, click Submit.
    • If there is a Standard Security APF and CMS does not detect a corresponding Standard Security created on the correct Registration Date in LRS, then it will show the Check Missed Securities screen and will not allow you to proceed.
      • If LRS is correct, select Yes and then Submit.
      • If LRS is incorrect, select No.
        • Add (or amend) the security in LRS.
        • In CMS, select the 'I have updated title with standard security in LRS' checkbox.
        • Click Submit again.
  • CMS will check if the category of the application(s) in LRS matches the category selected on screen. 
    • If there is a category mismatch, a warning will appear.
      • Make the appropriate changes - either by changing the LRS category or by using the Change category action in CMS.

      • N.B. Currently there can only be 1 LRS category per CMS case. Make sure all of the LRS applications in the case have the same category. Contact a Business Lead if you have a complex case.

      • Click Submit again.

Screen 2a - QA Corrections

If your case has been part of the random QA sample and QA have identified amendments to be made before you complete the case then it will be routed to the "QA Corrections" screen.

• On LRS, make the relevant amendments as requested by QA.
• On the CMS QA Corrections screen, for each QA point, state that you have made the required amendments by clicking Yes.
  • If you haven't made an amendment then click No and use the text box to explain why you haven't.
    • Any notes in these textboxes will be emailed to QA so that they can collate the feedback.
• Once you have answered all the points click Submit and the case will move on to the "Confirm case for LR Archive" screen.
• If your case is not checked before the service standard cut-off point then it will automatically be transferred to your My Assignments and will be at the "Confirm case for LR Archive" screen.
  • An automated case collaboration note will be added to notify you of this.

If your case was not selected for QA, or if there are no amendments to make, then the case on CMS will be routed directly to the "Confirm case for LR Archive" status.

Screen 3 - Confirm case for LR Archive

This screen allows you to identify which of the supporting documents require to be archived.

A change has been made to the screen so that the details shown are read-only. A banner will show stating "Please ensure document details are correct, if you need to update the documents please use Manage Documents." and an additional Manage Documents button has been added.

• In CMS, ensure that all of supporting documents are categorised and marked for archive, if applicable. (Some of this may already have been completed by Plans/Intake caseworkers using the Manage Documents action).
  • Click Manage Documents in the centre of the screen (Or the Manage link in the Supporting Documents section on the right hand side).
  • Click Edit beside the document that you need to update.
  • Choose the Type of document from the dropdown list.
  • Choose the Subtype of the document by beginning to type and then selecting from the list that appears.

  • Type the date into the Significant date box, if applicable.

    • Use the format DD/MM/YYYY or click the calendar icon to use the date picker (The date picker is limited to a 10 year timespan but it is possible to type any relevant date).

  • Type additional relevant details into the Information box, if applicable.

  • Tick the Archive checkbox if the document is to be archived and the checkbox is showing.

    • Some Types/Subtypes will be mandatory to archive, in which case there will be a Yes in the archive column.
    • Some Types/Subtypes cannot be archived for data protection reasons, in which case there will be a No in the archive column.
    • Some Types/Subtypes will require you to choose whether it should be archived and a tick box will show in the archive column.

  • If there are more than 3 supporting documents, you will need to save the changes then click the manage documents link again to make further updates.

• In LRS, take on the application(s) at Despatch Complete and complete the application(s).
• In CMS, click "I confirm the above" and then Submit to complete the case as well as archiving the documents.
  • If you click Submit and you have forgotten to complete the LRS application(s) then you will get a warning at this stage.
    • Go back and complete the LRS application(s) then click Submit again on CMS to move on.
• You will be taken to the "Action Completed" screen which shows the details of the completed case.
• If there is another case associated with yours then click the link in the associated cases section to open the other case.
  • Make sure the LRS applications were attached and settled together.
  • Complete the process of categorising and identifying any supporting documents that need to be archived.
  • Click Submit to complete the associated case.

Video Walkthroughs

Legal Preparation

Legal Settle

Acknowledgement: "Heather", one of the Scottish Voices, was used to voice these recordings. It is the property of CereProc and is used under licence from TheScottishVoice.org.uk which was funded by the Scottish Ministers.