How to Configure Assignment Settings on Collateral Investigate™

To establish how auto-assignment operates across your organization, configure the parent settings first.

1. Select Organization Settings from the Settings (cog) menu.

2. Click Edit Settings in the top-right corner.

3. Scroll to the Get next section at the bottom of the screen.

   Note: This setting is only enabled by a Cotatily Admin.

4. Configure the auto-assignment toggle to match your workflow requirements:

   1. Turn on the toggle (it will display in purple) to assign files only to a tier.

      Note:  Reviewers must click Get next in the top-right corner of their Queue screen to receive eligible files. Related article: Queue Overview  

   2. Turn off the toggle to assign files to both the tier and the eligible reviewer automatically as soon as the file becomes available in Collateral Investigate™.

5. Click Save Settings to apply your changes.

Once you complete the organization settings, navigate to the assignment settings to manage your tiers.

1. Select Assignment Settings from the Settings (cog) menu.

   Note: Tiers act as review types. Use each tier to define which files are eligible, which files are prioritized, which checklists are used, which findings are applied, and which reviewers can be assigned.

2. Manage existing tiers in the grid using the available options:

   1. Reorder tiers by grabbing the dots to the left of the tier name and dragging them to your desired position.

      Note: The Get next priority column displays the priority order when a reviewer clicks Get next from their queue.The Get next priority column displays the priority order when a reviewer clicks Get next from their queue. 

   2. .Click Edit to update settings for an existing tier.

   3. Click View to inspect tier settings in read-only mode

3. Click + Add a tier to create a new tier.

4. Define the basic tier information on the new screen:

   1. Enter a name in the Name field. All required fields are marked with a red asterisk (*).

   2. Select the appropriate checklist from the Associated checklist menu.

      1. If no checklist is applicable, select None.

   3. Select the desired review artifacts from the PDF artifacts for finalization multi-select menu.

   4. Turn on the Lock tier toggle to ensure that resubmissions (such as a revised appraisal) remain with the same reviewer and tier, even if the file's parameters change.

   5. Turn on the Use auto-assignment toggle to automate task distribution.

      Note: Turn off this toggle if you want the tier to handle escalations only.

   6. Select the appropriate options in the A reason for decision multi-select drop-downs to set the choices available to reviewers when finalizing, requesting revisions, completing reconciliations, or requesting a ROV.

Use the Assignment logic tab to specify the criteria that files must meet to enter this tier.

Warning: Ensure your tiers do not have completely overlapping logic. If a file cannot match any tier's logic, it will appear in the Orders tab with an Unassigned status.

1. Select the Assignment logic tab.

2. Configure your file classification and type criteria:

   1. Select the Check all checkbox to quickly select all valuations under Valuation type.

      1. Deselect any individual valuation types that are not needed to save time.

   2. Select the applicable MISMO 3.6 report types from the Valuation type list.

   3. Select the appropriate options under Loan purpose and Sub loan type.

   4. Select the applicable properties under Property type and Order product type.

   5. Select your Loan classification options.

      Note: Loan classification options are only available for Collateral Management System® (CMS) clients. 

3. Establish risk and appraisal score thresholds in the Scores section:

   1. Enter the minimum and maximum acceptable thresholds for the CU risk score, LCA risk score, or Cotality score.

   2. Select the Require either CU or LCA score threshold checkbox to ensure files fall within at least one of these ranges.

   3. Select the Required checkbox next to any field if you want to ensure the file is only tiered if that specific field exists and matches your parameters (no nulls allowed).

   4. Select the If any checkbox to require that at least one of the fields marked as If any is present and matches your criteria.

4. Define values, geographic locations, and dates:

   1. Enter the minimum and maximum dollar thresholds under Values for Loan amount, Appraised Value, or Owner Estimated Value.

   2. Select options from the Channel, Customer, and Order Attribute multi-select menus.

      Note: Available only for CMS clients.

   3. Select specific states in the State menu, and select cities in the City menu to target geographic locations.

   4. Enter the number of days in the Minimum Days and Maximum Days fields under Dates to set threshold ranges.

5. Configure the overall criteria toggles at the bottom of the tab:

   1. Turn on Allow rush orders to include orders marked as rush.

   2. Turn on Allow non-rush orders to include standard orders.

   3. Turn on Allow escalated reviews to let reviewers escalate files to this tier.

      1. Turn off Allow non-escalated reviews to define an escalate-only tier where only escalated or manually assigned reviews are eligible.

   4. Select all eligible tiers from the Escalate to whom menu.

   5. Turn on the Reconciliation toggle if you want files with multiple appraisals (such as jumbo loans) to enter this tier.

   6. Turn on Is auto-review tier to set this tier as an automated review that runs rules and approves files without assigning a reviewer.

   7. Use tier for PDF-only orders to handle standard orders.

Use the Findings tab to establish rules or rule severities that automatically route or block files.

1. Click the Findings tab.

   Note: This tab is optional. The configuration toggles will only display after you select at least one rule or severity.

2. Select the appropriate rules from the available rules list or severities (such as Fatal, High, Medium, or Low) from the available rule severities list.

3. Configure your findings behavior using the toggles:

   1. Use the Require All / if Any toggle to specify whether all selected items must be met or if at least one selected item is sufficient.

   2. Use the Force Tier / Reject Tiering toggle to force a matching file into this tier or block matching files from entering this tier.

   3. Use the Consider with Previous Tab / Consider Only toggle to define how these findings interact with the Assignment logic tab.

Use the Get next prioritization tab to define which subset of eligible files should be worked on first.

1. Click the Get next prioritization tab.

   Tip: Set a broad threshold on the Assignment logic tab, and then use a narrower range on the Get next prioritization tab to prioritize files that need urgent attention (such as those closing within 5 days).

2. Click + Add another prioritization rule to create a new criteria set, and then select the rule you want to add.

   Note: The options in this menu are generated based on the fields you selected on the Assignment logic screen. 

3. Organize your prioritization hierarchy:

   1. Drag and drop fields in the list to change their priority order. Higher items are prioritized first.

   2. Click the Trashcan icon to remove a field entirely.

   3. Use the caret to expand or collapse fields with enumerations, and click the red x to remove individual enumerations.

   4. Enter numbers in the date or dollar fields to target a specific subset for prioritization (for example, to prioritize loan amounts over $650,000 within a tier that specifies up to $850,000, select Loan amount and enter 650000).

Identify the reviewers who are eligible to receive work from this tier.

1. Click the Members tab.

   Note: This tab is required to save your tier settings.

2. Identify and assign reviewers using the following options:

   1. Enter a user's name in the Search bar to find them quickly.

   2. Select the checkbox to the left of a user's name in the grid to assign them to the tier.

      Note: Reviewers can be assigned to multiple tiers.

   3. Click the X on the right side of a user's name pill in the Selected list to remove them.

3. Click Save Tier or Add tier to apply your configurations.

Recognizing how the system processes assignment logic helps you optimize your tier setups.

• Field Dependency: A data field must be completed on the Assignment logic tab to appear in the Get next prioritization tab drop-down.

• Priority Subsets: Use the Get next prioritization tab to target a subset of files rather than all files in the tier. Leaving all options selected under a parameter (such as selecting both purchase and refinance under loan purpose) will prioritize all files matching that category.

• Tier Ordering: The order of the tiers on the main Assignment settings screen determines the sequence in which the Get next button pulls prioritized files.

• The Get Next Workflow:

  • When a reviewer clicks Get next, the system searches for prioritized files across all tiers the reviewer is assigned to, following the listed tier order.

  • If the first tier has no priority files, the system continues searching down the list of tiers.

  • If no priority files are found, the system assigns non-priority files in tier order.