Document Manager – Configuration

1. Feature Overview

The Document Manager is a repository that stores a loan applicant’s documents (such as KYC, KYB, income, collateral documents, etc). In LeadSquared’s Loan Origination System (LOS) workflow, the Document Manager is part of the Checklist process. Agents use it to view, verify, download, and upload applicant documents, and complete a checklist to confirm all necessary application documents are uploaded. It acts as the central place to manage all documentation tied to loan processing.

2. Prerequisites

• The Loan Origination System (LOS) app must be enabled on your account. To do this, contact your account manager or write to support@leadsquared.com.
• You must be an Admin user to configure this feature.
• The following Mavis DB tables must be configured –
  • Checklist table – Add the documents and fields to be verified, and map each item to the activity field where the document is uploaded. This displays the fields that appear on the Document Manager screen.
• Create an Opportunity Type to associate with an LOS workflow.
  • The associated opportunity type must contain a custom field with the display name “Workflow Version”, the schema name “mx_Custom_100”, and the type “Number – Decimal”. This is mandatory.
• Create a custom activity that is posted on the opportunity when the workflow is executed.

3. How it Works

This document is to help Admin users configure the Document checklist process. Once configured, agents use this checklist to confirm that the loan applicant uploads all required documents to process the loan. Before you begin, ensure a custom activity and opportunity types are created with the necessary fields, along with the Mavis database.

On the LOS workflow screen –

1. Create a workflow and associate it with the opportunity type on which the document checklist process should be initiated.
2. Create a stage, sub-stage, and link the Document Checklist action.
3. Link the Mavis DB table that defines the document checklist fields.
   • The document checklist defines the documents to verify and maps each item to the field where the document is uploaded.
4. Once you’re done, publish the workflow.
5. The Document Checklist process is available on the Opportunity Details page, from where agents can initiate it.

4. Create a Custom Activity

Before you set up the LOS workflow, create a Custom Activity with the following fields –

1. Navigate to My Profile>Settings>Leads>Custom Activities and Scores, and click Add.
2. In addition to the required custom activity details, create the following fields –
   • A string field that stores the applicant’s name. Use a display name that conveys this (for example, “Applicant’s Name”).
   • A dropdown field that lists applicant types as options. Add all applicant types your business offers (for example, Primary Applicant, Co-applicant, Joint Applicant, and Guarantor). Use a display name that conveys this (for example, “Applicant Type”).
3. Once you add all mandatory details, click Save. The custom activity is created in your account.

5. Create a Workflow

Create an LOS workflow where you must link the custom activity and an opportunity type.

1. Navigate to Apps>LOS Workflow, and alongside Workflows, click the Add icon.
2. On the Workflow Details screen, enter the following details –
   • Workflow Name – An internal name that identifies the workflow.
   • Opportunity Type – The LeadSquared opportunity type* you want to associate with the workflow.
   • Applicant Activity Type – The custom activity you created.
   • Applicant Name – The custom activity field that stores the lead’s name.
   • Applicant Type – The applicant type dropdown field associated with the custom activity.
   • Select Primary Applicant Identifier – The primary applicant type your business follows.
     • For example, if the options are Primary, Co-applicant, and Guarantor, select Primary.
3. Click Save & Next.
4. On the Configure Stage screen, add a new stage using the Stage Tab button.
   • This stage appears on the Opportunity Details page for the selected Opportunity Type.
5. Enter the display name for the tab, and click Save.

6. Configure Stage

On the Configure Stage screen, create a stage as follows. This stage appears as a tab on the Opportunity Details page.

1. Click the Stage tab, add a Display Name*, and click Save.
2. Click the Sub-stage button, add a Display Name*, and click Save.
3. Alongside the sub-stage, click the Process button, and on the Create Process screen, configure the following Basic Details –
   1. Select Process to Map – Select Checklist.
   2. Display Name* – Enter a display name for the activity.
   3. Checklist Type – Select Document.
   4. Create Activity Type – Click the Create Activity Type button. This creates an activity type for the Document Checklist activity. This activity is posted on the Opportunity Details page when the Document Manager process is initiated.

7. Sub-stage Settings

This setting determines which applicants appear in the Document checklist process based on their application status. From the Show Applicants with Status dropdown, select the applicant statuses that appear. For example, if you select “Active” and “Partially Active”, only applicants with those statuses appear.

8. Checklist Items Master Mapping

This setting links the Document Checklist to the Mavis DB table that defines the list of documents to verify.

1. Database – Select the Mavis Database that hosts the checklist table.
2. Table – Select the Mavis Table that hosts the checklist.
3. Document Column – Select the table column that hosts the documents uploaded.

9. Map Schema for Attributes

Link queryable fields in the Mavis table to opportunity or lead fields that contain the same values. When you select a value in the opportunity field, the system fetches the corresponding data from the table.
For example, if the Mavis table has a queryable Loan Type column (with values Home Loan, Personal Loan, Commercial Vehicle Loan) mapped to a “Loan Type” custom opportunity field, the Document Manager checklist shows only documents relevant to the selected loan type. If the opportunity’s Loan Type is Home Loan, only required home loan documents (such as sale deed, etc.) appear in the checklist.

10. Pre-rendering Validation

This is optional. You can link a Lapp with the Document checklist process. The system executes this Lapp before the checklist is fetched. For example, you can use a Lapp to validate that all mandatory KYC documents have been uploaded against the opportunity before the process begins. If any are missing, the Lapp can block the process from starting and prompt the user to complete the uploads first. To do this –

1. Lapp Name – Select a Lapp from your account.
2. Loader Message – Enter the message shown to the agent while the Lapp runs in the background.
3. Once you’re done, click Save.

11. Stage Submission Action

This section is optional. Here, you can link a LeadSquared form that appears to the agent when they complete the stage action and click Submit.

1. Enable the slider to configure the actions that occur when a lead submits this stage of the loan application.
2. Click the pencil icon, and on the Submission Action pop-up, enter the following details –
   • Submit Button Label – The display name for the submission button during the Document Manager process.
   • Button on Click Event – The action performed when the button is clicked.
   • Map Dynamic Form – Select the LeadSquared form where you want to capture this data.
3. Once you’re done, click Save.

12. Publish the Workflow

Once it’s fully configured, click Save as Draft, then Publish the workflow.

13. Next Steps

Once setup, agents can initiate the Document Checklist process and verify documents on the Opportunity Details page.

Any Questions?

Did you find this article helpful? Please let us know any feedback you may have in the comments section below. We’d love to hear from you and help you out!