How do I import Mortgage cases?

This is a guide for importing mortgage cases from a CSV file. This can be useful if you're setting up your Smartr365 platform and you have some cases you'd like to add to into the system in bulk.

You can import 3 types of existing mortgage customer data into Smartr365;

1. Lead cases only – this allows you to add existing customers onto Smartr365 with minimal data
2. SmartrRetain cases only (RECOMMENDED) – this allows you to add existing customers onto Smartr365 and take immediate advantage of the remortgage reminder service
3. Ongoing Mortgage Case – this allows you to add more information about your existing customer and will require a greater number of data items to be included

Downloading the Import Template

The first step for importing your data is to download the import template. The template is an empty spreadsheet with the allowed headers and one example of data pre-filled for you- please delete this example before uploading your data. We'll walk you through where to find the template.  

• All users on the Smartr365 platform can now import mortgage cases into the Smartr365 platform. 
• To access this new feature, go to Settings and then Data import. 
• Click the Create New Import button. 
• Select File Import and then select the file you require from the drop-down menu;

1. Lead_Import_Template (this allows you to add existing customers to manage as leads).
2. Mortgage_Case_Import_template (this allows you to add existing customers to manage as SmartrRetain only or FULL MORTGAGE cases).

• From here, users can download a .csv template file.   

Formatting your data – SmartrRetain CASES

The following data fields are required to be populated from the Mortgage_Case_Import_template .CSV;

Applicant 1 First Name *

Applicant 1 Surname *

Applicant 1 Email * - this field is used as the unique identifier for a client. It must be in a valid email format e.g. [e-mail]. 

Applicant 1 Phone Number. By default in excel, if you type in ‘+44’ or ‘004479’ it will remove the leading 00 and save as a number. If you wish to add international phone numbers, they will need to format the telephone column on their template to be a text field. 

Applicant 2 First Name

Applicant 2 Surname

Applicant 2 Email

Applicant 2 Phone Number

Buyer Type * this must be “Remortgage”

Adviser * - please insert the adviser’s email address  

Lender *

Remortgage Date *

Follow Up date

Product Status * this must be “Remortgage”

Street Address *

Town

County

Postcode

Country

Please note for a joint application, Applicant 2 must have a different email and phone number than Applicant 1.   

All other fields can be left blank

Formatting your data – ONGOING MORTGAGE CASES

You can import the following information:  

• Applicants on the case.  
• Mortgage case details. 
• Status, follow up and fee details. 

You must use the pre-filled headers from the template. 

Note: We have added an example row to help you get started, but you should remove this before you import the file.

There are some mandatory fields that are required on all cases in order for them to be imported depending on the Product Status, which will determine which column the case will sit in the Kanban screen. 

When importing client data as a New Lead, Call Back, Meeting or Decision in Principle status the following fields are mandatory. 

• Applicant 1 First Name 
• Applicant 1 Surname 
• Applicant 1 Email, this field is used as the unique identifier for a client. It must be in a valid email format e.g. [e-mail]. 
• Applicant 1 Phone Number. By default in excel, if you type in ‘+44’ or ‘004479’ it will remove the leading 00 and save as a number. If you wish to add international phone numbers, they will need to format the telephone column on their template to be a text field. 

Please note for a joint application, Applicant 2 must have a different email and phone number than Applicant 1.   

• Adviser * - please insert the Smartr365 email address  
• Buyer Type - This must be one of the following: 
  - First Time Buyer, Purchase, Remortgage or Raise Funds  
• Product Status - This must be one of the following: 
  - New Lead, Call Back, Meeting or Decision in Principle 

When importing client data as Pre Offer Processing, Valuation Instructed, Valuation Received Approved, Post Offer Processing Contracts Exchanged, Completed you will need the fields mentioned above as well as additional mandatory fields. These are detailed below:

• Mortgage Product Type - This must be one of the following: 
  - Residential or Buy To Let
• Additional Product  - This must be one of the following: 
  - Bridging Finance, Commercial Finance, Product Transfer, Transfer of Equity, Porting, Port & Top Up, Let To Buy, Shared Ownership, Help To Buy, Right To Buy, Shared Equity or Gov Scheme 
• Monthly Payment Amount  
• Purchase Price.
• Mortgage Amount.
• Additional Funds To Raise, if applicable. 
• Term Years and Term Months, the remaining term of the mortgage product in years and months.
• Repayment Method, the method for which the interest and capital of the mortgage will be repaid - This must be one of the following: 
  Repayment, Part and Part or Interest Only. 
• Interest Only Amount, this is only required if Repayment is either Part and Part or Interest Only. 
• Rate Type - This must be one of the following: 
  Fixed, Tracked or Variable. 
• Rate, the initial rate for the mortgage product. Do not include the %, for example 1.23 
• Initial Rate Expiry Date, the date at which the mortgage product will expire in DD/MM/YYYY format. 
• Lender, the platform comes seeded with most Lenders. However, if you enter a lender here that we don't already have, we will add it to the list of Lenders on your platform. 
• Lender Reference, this may include numbers and letters. 
• Submission Date, the date when the mortgage application was submitted to the lender, in DD/MM/YYYY format. 
• Completion Date, the date when the mortgage is either completed, or is due to complete, in DD/MM/YYYY format. 
• Remortgage Date, the date when the product will expire and revert to the SVR rate. 
• Follow Up date 
• Product Status - This must be one of the following:
  Pre Offer Processing, Valuation Instructed, Valuation Received Approved, Post Offer Processing Contracts Exchanged or Completed.
• Street Address 
• Town 
• County 
• Postcode 
• Country 
• Property Value.
• Procuration Fee, the commission received by the adviser from the lender for this mortgage case.  

Important Tips

• If you are unsure which cases to import, we recommend starting with a few cases to start. 
• We know that remortgage business is important, and our SmartrRetain package is a core feature of Smartr365, so whenever you complete a mortgage case on Smartr we will automatically create a remortgage opportunity for you in the future so that your back book is taken care of. It's the same here. If you import Completed cases, we will automatically create the remortgage cases and reminders for you. 
• Avoid using symbols (£,%) and commas when inputting figures.
• Applicants 1 and 2 cannot share an email address/phone number
• Please use the options above otherwise the import won't be recognised. 
• Please ensure that data follows the same format as the example case on the data import CSV file.

Importing your file

Now that your data is formatted you can import it into your Smartr365 platform. 

• If you do not already have the screen open then go to Settings, then Data import. 
• Click the Create New Import button. 
• Select File Import and then Ongoing Mortgage Case Import from the drop-down menu. 
• Click on "Upload a CSV file". This will open a dialogue box for you to select the file you wish to import. 

Review the Data and Fix Errors

The system will check to ensure that the right fields have been populated within the data import file before allowing you to import. If there are any rows that need correcting, you will see a warning message displayed in red. 

• You can click on the field and correct the data directly on the screen. 
• You may decide to fix the data in the CSV and reupload it. We recommend this option if there are many rows to update or if there is a high likelihood you will need to navigate away from the page to avoid losing your corrections. 

• Your data will be displayed in 3 tabs; An Applicant Details tab, a Mortgage Information tab, and a Property Information tab.
• Once all the rows are green, your data is ready to be imported.
• Click Import Data and the cases will be loaded into Smartr365 platform. 

Please Note- Once your data has imported open the file and the far right column may include cases which have failed to be imported and may need reuploading.  

• The new mortgage cases will be shown on the Cases and Kanban screens. 
• A note will be added to all imported cases that the case was added via file import, with the timestamp. 
• You can also go back to this screen to review previously uploaded data.