Document Management System - Document Collection
1. Currently there are three functions available to assist Lodger to collect documents:
  • Select Collectibles
    To generate delivery notices for collection of title documents and withdrawn/rejected instruments.

  • View Delivery Notice
    To view and print delivery notices generated.

  • Cancel Delivery Notice
    To cancel a delivery notice that is no longer valid.
2. Access Enquire Title Document Collection Details to enquire the collection details of a title document.

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Document Management System - Document Collection - Select Collectibles
1. This function allows you to select the documents you wish to collect and to generate delivery notice.                                                                 
2. This function may only be accessed by a Lodger with a valid lodger account.
3. Navigate to Document Management System  [M] module from main menu
4. Click on Document Collection -> Select Collectibles  [M] from the left menu.
5.

The function displays all the title document(s) and/or rejected/withdrawn instruments available for collection.

To generate delivery notice for any of the documents, the following details must be entered :

- Lodger Account

- Name of person authorised to collect

- Either NRIC/FIN or Other ID of the person authorised to collect

- At least one document must be selected for collection

To proceed to generate delivery notice for the selected document(s), click on Preview [B].

 
6.

This page displays the delivery notice details entered in the previous page. Once confirmed that all information entered is correct, click on the Generate [B] to generate delivery notice or click Back [B] to return to previous page.

 
7.

To return to the first page, click on the OK [B].

This page displays the details generated for the delivery notice. To view the delivery notice, click on the View [B].

The following is a sample of the delivery notice in PDF format :

 
8.  Error messages you may encounter while using Select Collectibles function.
NOTE

Name of the person authorised to collect the document(s) [T] must be entered, otherwise validation will fail with this error message.

 

NRIC/FIN or Foreign ID must be entered [T], otherwise validation will fail with this error message.

 

 

If an invalid NRIC/FIN number has been entered, validation will fail with this error message.

 

Only collectibles from the title documents or the Withdrawn/Rejection Instrument section can be selected, otherwise validation will fail with this error message.

 

If all collectibles are unselected, validation will fail with this error message

 

While generating delivery notice, if any of the selected collectibles has also been transferred to other law firm at the same time, validation will fail with this error message.

 

When generating delivery notice, if any of the selected collectibles is detected to have no date ready for collection, validation will fail with this error message.

 

While generating delivery notice, if any of the selected collectibles is detected to have also been generated in other delivery notice at the same time, validation will fail with this error message.

 

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Document Management System - Document Collection - View Delivery Notice
1. This function allows Lodger to view a generated delivery notice which is still pending for collection.
2. This function may only be accessed by a Lodger with a valid lodger account.
3. Navigate to Document Management [M] module from main menu.
4. Click on Document Collection -> View Delivery Notice [M] from the left menu.
5.

This page lists all the delivery notices that are still pending for collection. To view any of them, click on the radio button, then click on the View [B] to display the generated delivery notice

 
6.

The generated delivery notice in PDF format is displayed.

 
7.  Error messages you may encounter while using View Delivery Notice function.
NOTE

When View [B] is clicked and Delivery Notice ID [R] is not selected, validation of the search will fail with this error message.

 

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Document Management System - Document Collection - Cancel Delivery Notice
1. This function allows Lodger to cancel a generated delivery notice which is no longer valid.
2. This function may only be accessed by a Lodger with a valid lodger account.
3. Navigate to Document Management [M] module from main menu.
4. Click on Document Collection -> Cancel Delivery Notice [M] from the left menu.
5.

This page lists all the delivery notices that are still pending for collection. To cancel any of them, select one by clicking on the radio button, then click on the View [B]

 
6.

This page displays the delivery notice details that is selected for cancellation.

To cancel the delivery notice, click on the Cancel Notice [B]. Once clicked, the following message will be displayed :

This page displays the delivery notice details that is selected for cancellation.

To cancel the delivery notice, click on the Cancel Notice [B]. Once clicked, the following message will be displayed :

To proceed to cancel the delivery notice, click on the OK [B], otherwise click on the Cancel [B].

To return to the first screen, click Back [B].

 

7.

Status page will be displayed to reflect whether the delivery notice has been cancelled.

To return to the first screen, click OK [B].

 
8.  Error messages you may encounter while using Cancel Delivery Notice function.
NOTE

When View [B] is clicked and Delivery Notice ID [R] is not selected, validation of the search will fail with this error message.

 

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Document Management System - Document Collection - Enquire Title Document Collection Details
1. This function allows Lodger to search the law firm to which title document was delivered upon registration of an instrument lodged electronically using STARS eLodgment system.
2. This function may only be accessed by a Lodger with a valid lodger account.
3. Navigate to Document Management [M] module from main menu.
4. Click on Document Collection -> Enquire Title Document Collection Details [M] from the left menu.
5.

Enquiry of a title document's collection details can be searched via :

- Title Document Number; or

- Lease Number; or

- Registered Instrument Number

 

Search By Title Document :

- Select a Title Document Type [D] and enter Title Document Number [T].

- Click on Search [B] and the latest collection record will be retrieved; if there is any.

 

Search By Lease :

- Select 'Lease' at Title Document Type [D] and the Lease Number [T] search field will be displayed for entry.

- Enter a valid lease number.

- Click on Search [B] and title documents resulting from the registration of the searched lease will be retrieved.

 

Search By Registered Instrument Number :

- Enter a valid instrument number at Registered Instrument Number [T].

- Click on Search [B] and title documents resulting from the registration of the searched instrument number will be retrieved.

 

In the event when a lease or an application for new title is lodged, to enquire what are the new issued title document, enter lease number in the 'Lease Number' search box or the instrument number in the 'Registered Instrument Number'. System will then list all title documents that are delivered upon registration of the instrument; including any new title documents from the lodging set.

When search by either Lease or Instrument Number and there is no collection details resulting from the registration of the searched instrument/lease number then the latest collection record will be retrieved.

To enquire the collection details of any of the title document, select the record and click on View [B].

If click on Search [B] and no search results is return, this error message will appear :

 

 

 

 

 

 

 

 

 

 
6.

This format will be displayed when :

 

- Search by title document and the latest lodgment set has collection details; or

- Search by lease/instrument number and there is title document collection details resulting from the registration of the search instrument/lease number.

 

 

There are 3 possible Collection Status :

 

(i) Registered - Delivery Preparation in Progress : 

    - This status is displayed when the title document is still not ready for collection yet as SLA is still preparing for the delivery.

 

(ii) Pending Collection

     - Title document is ready for collection and is pending to be collected by the designated collecting party.

 

(iii) Collected

    - Title document had already been collected by the designated collecting party.

 

 

Collection Date 

- Refers to the date when the title document is collected.

 

Collecting Party

- The designated organisation or person to collect the title document.

 

Instrument Details

- List the lodgment set and its instruments which result in collection of the title document.

 
7.

This format will be displayed when :

 

- Search by title document and the latest lodgment set does not have collection record; or

- Search by lease/instrument number and there is no title document collection resulting from the registration of the search instrument/lease number.

 

For the above cases, the latest collection record of the title will be retrieved. 

 

When search by title document number, the following format will be displayed :

 

 

 

When search by instrument number, the following format will be displayed :

 

 

 

Instrument Details

- List the lodgment set and its instruments which result in collection of the title document.

 

Latest Available Collection Details

- This section shows the last collection details of the title document.

 
8.  Error messages you may encounter while using Enquire Title Document Collection Details function.
NOTE

If Title Document Number [R] is selected and Title Volume Number [T] is not entered, validation of the search will fail with this error message.

 

If Title Document Number [R] is selected and Title Folio Number [T] is not entered, validation of the search will fail with this error message.

 

If Lease Number [R] is selected and Lease Number [T] is not entered, validation of the search will fail with this error message.

 

If Lease Number [R] is selected and an invalid lease number has been entered, validation of the search will fail with this error message.

 

If Lease Number [R] is selected and the number entered at Lease Number [T] is not a lease, validation of the search will fail with this error message.

 

If Registered Instrument Number [R] is selected and Instrument Number [T] is not entered, validation of the search will fail with this error message.

 

If Registered Instrument Number [R] is selected and an invalid instrument number has been entered, validation of the search will fail with this error message.

 

If Registered Instrument Number [R] is selected and the number entered at Instrument Number [T] is not a instrument, validation of the search will fail with this error message.

 

If the instrument number entered had already been rejected or withdrawn, validation of the search will fail with this error message.

 

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Document Management System - Transfer Cases
Currently, the following function is available to assist Lodger to transfer documents to a new law firm:
  • Transfer Uploaded Documents To New Law Firm
    To transfer uploaded documents to another law firm.

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Transfer Uploaded Documents To New Law Firm 
1. This function allows lodger to transfer uploaded document to another law firm.
2. This function may only be accessed by a lodger with a valid lodger account.
3. Navigate to Document Management [M] module from main menu.
4. Click on Transfer Cases -> Transfer Uploaded Documents To New Law Firm [M] from the left menu.
5.

Documents that are available for transfer include :

- Instruments with status 'Draft', 'Draft With Error', 'Draft With Warning'

- Uploaded Supporting Documents not referred by any lodgment set

Instruments of 'Signed' and 'Signing' status are not allowed to be transferred. Lawyer will need to unsign the documents before transferring.

Fields marked with * indicator are compulsory inputs.

Click on >> [B] to go to the next page or on << [B] to return to the previous page. 

To transfer the selected document(s) to the new law firm, click Transfer [B].

New Law Firm Input :

When selecting a new law firm, ensure that the new law firm has a user with a Duly Authorised Personnel role.

Click on List [B]. The Law Firm/Organisation listing as shown below is displayed.

You may search for the designated law firm by selecting the First alphabet of the law firm/organisation name or
by entering the full or partial name in the Law Firm/Organisation Name [T] and click on Search [B] to find the designated law firm.

Select the designated law firm by clicking on the corresponding radio button in the form.
Click on >> [B] to go to the next page. Click on Done [B] to confirm selection.

 

List of documents to unsign before transferring [H]

Click on List of documents to unsign before transferring [H] to pop up another form as shown below.

The instruments or forms that are listed here required to unsign before transferring.

 

6.

Confirmation page will be displayed to reflect whether the details are updated correctly.

To return to the previous screen, click Back [B]. To confirm the transfer, click on Confirm [B].

 
7.

Status page will be displayed to reflect whether the document has been successfully updated.

To return to the first screen, click OK [B] or click on Print [B] to print a copy of the current page.

 
6.  Error messages you may encounter while using Transfer Uploaded Document To New Law Firm  function.
NOTE

New Law Firm must be selected, otherwise validation will fail with this error message.

The selected new law firm must not be the current law firm.

 

Existing Lodger account which belong to the stated law firm must be selected, otherwise validation will fail with this error message.

 

The selected law firm must have a user with a Duly Authorised Personnel role, otherwise validation will fail with this error.

 

Reason of Transfer must be selected, otherwise validation will fail with this error message.

 

When the Reason of Transfer is selected as 'Others', please elaborate the reason for transfer in the Remarks field. Otherwise, validation will fail with this error message. 

 

At least one file must be selected for transfer, otherwise validation will fail with this error message.

 

While transferring, if any of the selected documents is detected to have also been modified at the same time, validation will fail with this error message.

 

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Enquiry and Report - List of Documents Pending for Collection
1. This function allows Lodger with a valid lodger account to generate the list of documents pending for collection and displays the report in PDF format.
2. This function may only be accessed by a Lodger with a valid lodger account.
3. Navigate to Enquiry & Reports [M] module from main menu.
4. Click on Document Collection [M] from the left menu.
5. Click on List of Documents Pending for Collection [H] from the right menu to generate the report.
6.

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Enquiry and Report - List of Uploaded Documents
1. This function allows Lodger with a valid lodger account to generate the list of uploaded documents and displays the report in PDF format.
2. This function may only be accessed by a Lodger with a valid lodger account.
3. Navigate to Enquiry & Reports [M] module from main menu.
4. Click on Transfer Cases [M] from the left menu.
5. Click on List of Uploaded Documents [H] from the right menu.
6.

Please fill in the following information:
1) Name of Solicitor or Last Updated From/ to date or Uploaded Staff ID 

Click on Search [B] to generate the report or click Reset [B] to clear search item input fields.

 
7.

 
 
NOTE
If Solicitor name [T] has not been entered, validation will fail with this error message.

If Last update period [T] has not been entered, validation will fail with this error message.

If Last Updated From /To [T] entered is invalid , validation will fail with this error message.

If Last Updated From [T] entered is later than Last updated To [T]  , validation will fail with this error message.

If Uploaded Staff ID [T] has not been entered, validation will fail with this error message.

 

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