Your Guide to the Toolbox Integration

Getting Setup

To link your Smartr365 account with your Toolbox account, head over to the ‘My Credentials’ section within your ‘Settings’. Here you will find an area called “Toolbox” that will allow you to enter your Toolbox username, API Access Key and Advisor Number. Enter your credentials, click Save and your accounts will now be linked and you are ready to use the Toolbox integration!

Each Adviser account on Smartr365 will need to complete this action to use the Toolbox integration.

To locate your Toolbox API Key:

1. Login to Toolbox and from the top right ‘My Account’ drop down menu, select “API Access Key”If you do not see "API Access Key", please contact Toolbox Support to have this added on your account.
2. Click “Create Access Key”
3. Enter any “Label” if you choose. This is not required however entering “Smartr365” might help you identify where it’s being used if you ever need to revisit this.
4. Click ‘Generate’
5. You will now be presented with your custom “API Access Key” that you can enter in your Smartr365 ‘My Credentials’ section

To locate your Toolbox Advisor Number:

1. Login to Toolbox and select “Personnel” from the top navigation bar
2. Here you can find your “Advisor Name”, “Branch Type”, “Number” and more
3. Copy the “Number” and enter this as your Advisor Number on Smartr365 ‘My Credentials’

Network Hub

When you have your Mortgage case created and you are ready to push your Client data across to Toolbox, head over to the ‘Networks’ hub located from the top navigation bar within your case.

This is your hub for the Toolbox integration where you can create a new Client in Toolbox from this Smartr365 Client, link them to an existing Client if they already exist in Toolbox, create new Sales Workflows and push their Universal Fact Find from Smartr365 to Toolbox.

Client

This section is where you can choose if you would like to create a new Client in Toolbox using their details within Smartr365 or link them to an existing Client within Toolbox. If this is your first dealings with this Client then it’s likely you will be creating new. If you have a previous relationship with them (e.g. their original Mortgage) then it’s likely they already exist in Toolbox.

You only need to create or link your Client once. All future cases and remortgages for this Client within Smartr365 will remember and reuse the same Client Number.

If you would like to create this Client in Toolbox, select ‘New Client’ then select ‘Create Client’. This will create the Client for you in Toolbox and return to you their new Client Number.

If this Client already exists in Toolbox and you would like to link them instead of creating a new record of them, head over to Toolbox, locate the Client and copy their Client Number. Then back on Smartr365, select ‘Existing Client’, enter their ‘Client Number’ and click ‘Link Client’. This Client on Smartr365 will now be liked to the corresponding Client on Toolbox. Smartr365 will display that the Clients are now linked and display the First and Last Name of the Client we have found with that Client Number in Toolbox. Double check the names match to ensure we have the right Client.

To locate your existing Client Number in Toolbox:

1. Login to Toolbox and locate your Client
2. Their Client Number will display in your search results and also in their Client Details

 

Sales Workflow

The Sales Workflow section is where you can create a new Sales Workflow for your Client(s).

You can select your ‘Fact Find Type’ and provide a ‘Description’ for your new Sales Workflow.

When you are ready, click ‘Create Workflow’ which will create the new Sales Workflow for you on Toolbox under this Client(s).

Fact Find

The Fact Find section is where you can push your Clients Fact Find data that lives within Smartr365 over to the Clients Universal Fact Find on Toolbox.

This feature is available for each individual Client you have on a case, available to use at any time in the Mortgage journey as can be used as often as you would like. Each time you click to “Push Fact Find Data”, Smartr365 will take all available Fact Find data saved within Smartr365 and populate the Clients ‘Universal Fact Find’ on Toolbox. Each time you click to ‘Push Fact Find’ data, we will overwrite anything that is already existing in the Clients Universal Fact Find on Toolbox.

Note that not all sections of the Smartr365 Fact Find can be pushed across due to limitations of the integrating systems. See the list below of the sections that will not be pushed across so if your Client does have any data in these sections, they will need to be manually keyed into the Fact Find within Toolbox.

Once you have successfully pushed your Fact Find data, head over to Toolbox, confirm the data has been received correctly and manually enter any data that has not been pushed across before moving onto your Declarations.

The Smartr365 Fact Find sections that are not currently integrated and will need to be keyed manually on Toolbox:

• Dependents - only Name and Date of Birth is pushed across
• Previous Address History
• Current Employment if there are more than 2. Only the Primary and Secondary Employments will be pushed across. Primary and Secondary determined by highest income.
• Employment History
• "Secondary Employment Income Details" - this needs to be added after "Employment History"
• Credit History
• Existing Protection Cover
• Any records that are joint: Expenditure, Credit Commitments, Existing Properties, Existing Mortgages. We will only push records tied to a single applicant.

Policies

The Policies section is where you can create a new Mortgage Policy for your Client using the data from your Mortgage Case in Smartr365.

The Policies section will ask you a few additional questions about the case that are needed before the Policy can be created on Toolbox. Complete these and click the ‘Create Policy’ button and the integration will:

• Create the Policy on Toolbox for your Client and return to you the Policy ID
• Push all data from the Smartr365 Mortgage case to your new Policy on Toolbox

Once that action has been completed, you can now head over to Toolbox and view your newly created Mortgage Policy for your Client without needing to rekey any data that already exists in Smartr365.

General limitations:

• Once a value is populated in Toolbox, it cannot be cleared out via the integration. If any record that was previously populated in Smartr is cleared, it will need to be cleared manually in Toolbox too.