2012 training guide - teranet express · 2019-03-29 · polaris search and mapping functions of the...

README FIRST i

INTRODUCTION1

About the Teraview Training System 1Sample POLARIS Parcels2

WritSearch3

Training TIPS3

How to Use the Teraview Training System Guide4

Numbers, Arrows, Pictures and Text4Hours of Operation4

WINDOWS TIPS5

Operating Environment 5Components of the main window 6

LOGGING ON9

E-REG PRODUCT13

Navigating the e-reg main window 13

Menu Bar14

Toolbar15

Switching Products15

Saving your work16

Changing LROs17

TRANSFER (TRANSFEROR)18

Creating a Docket 18

Opening a Docket20

Creating a Document21

Properties Branch23

Transferor Branch25

Planning Act Statements Branch29

Statements Branch30

Related Deletions, Message(s) and Signatories31

Related Deletions31

Messages32

Signatories32

Document Identification and Schedules33

Sending a Message35

Exiting the Teraview Software39

TRANSFER (TRANSFEREE)40

Opening a Docket 40

Viewing Messages42

Accepting Access to a Document43

Opening an Instrument in Progress45

Search for Writs of Executions46

Transferee Branch48

Planning Act Statements and Statements Branches50

Tax Branch51

Deponents51

Over $400,00051

Consideration52

Nominal53

Explanations53

Exemptions54

Assessment Nos.55

School Tax56

SIGNING57

Signing a Document on Behalf of the Purchaser 57

Signing a Document on Behalf of the Vendor62

ACKNOWLEDGEMENT AND DIRECTION REPORT65

Create an Acknowledgement and Direction Report (ADR) 65

REGISTER68

Registration 68

Viewing images by Instrument number70

ADMINISTRATIVE FEATURES73

Running a Docket Summary Report 73

Running a Docket Tax/Fee Summary Report76

Running An Account Summary Statement77

Running a Detailed Activity Report79

Maintaining the Deposit Account Balance81

DIFFERENT DOCUMENT TYPES82

Charge/Mortgage 82

Discharge of Charge97

WRIT SEARCHING USING THE E-REG PRODUCT106

USING THE WRITSEARCH PRODUCT109

Re-requesting a Writ Search112

USING THE E-REG PRODUCT FOR SEARCH113

Searching by PIN 113

Printing the Parcel Register116

Reprinting the Parcel Register117

Selecting the Instrument tab118

Searching by Map127

Sidebar131

Map tools132

Map Area132Map Centre133Search by street134Measurement135Print Map137Layers139Go to LRO Map140Draw Shape140

CONGRATULATIONS144

README FIRSTThe Teraview Training System, the data it contains and documents and materials generated on screen or printed are provided only for your use in the Teraview training environment and for no other purpose. The documents and materials produced are not the official government record and contain the following notation.

“NOT VALID - TO BE USED FOR TRAINING PURPOSES ONLY”

I N T R O D U C T I O N 1

C h a p t e r

I n t r o d u c t i o n

The Teraview Training System Guide is designed to help you learn how to use the many features of the Teraview software.

About the Teraview Training System

The Teraview Training System, together with this guide book, will help you fully explore all the features of the Teraview software. It allows you to practice creating documents and to practice submitting them for registration. Once you are comfortable with the basic steps in the Teraview software, you can use the Training System to practice title searching, document creation, electronic registration, or to learn about new mapping features.

Access to the Training System is included as part of your purchase of the Teraview software. While you are using the records in the Training System, there are no online charges and no other fees are incurred. To help you understand the Teraview products and how to incorporate new workflow in your office, the actual fees and charges you would incur in the real system are shown in the Training System with some minor exceptions. Docket summaries, parcel registers, writ certificates and documents can all be printed out for study and review – just remember that they are not real, they were created for training purposes only!

Note: The title records and information found in the Training System are records that have been captured and frozen in time for training purposes. They are not current and should not be relied upon for any purpose at all.


To provide a complete learning environment, the title records will be updated (but not certified) as actual usage by Training System students occurs, just like the “real world”. This means that when you submit a training document for registration in the Training System, the parcel register will be updated to reflect the submitted document but the title will not change as there is no certification of title built into the system.

Note: To preserve a friendly and useful training experience, the original set of title records will be restored each month. Any work in progress documents created, but not yet registered in the Training System will be deleted at this time.

Part of the document creation process involves sending a draft document to another Teraview client for review and amendment. To use this feature, you will need to have a colleague in your office or another office with whom you can exchange documents. If you do not have someone to exchange messages and documents with, you may send them to HILDA K. LAWYER, Training COMPANY F.

Sample POLARIS Parcels

The following sample PINs or Property Identification Numbers are available for your use when creating documents in the Teraview Training System.

Land Titles Absolute & Land Titles Conversion Qualified Properties

07001-0001 To 07001-0675

07014-0001 To 07014-0600

07181-0001 To 07181-0500

07184-0001 To 07184-0700

24910-0001 To 24910-0200

24911-0001 To 24911-0275

24924-0001 To 24924-0900

24925-0001 To 24925-2000


Also refer to the Teraview Reference Guide and the Ministry of Government and Consumer Services Electronic Registration Procedures Guide. This guide is intended only to introduce you to the Training System and walk you through a few procedures. Please refer to the other Guides at any time for more information. The Teraview Reference Guide contains a Glossary of Terms which defines the meaning of any words specific to the Teraview software.

WritSearch

Sample data has also been entered to enable you to search writs of execution while in the Teraview Training System.

Training TIPS

If your Training System Account becomes depleted, you will not be able to perform activities in the Training System. Once you become familiar with the features of the Teraview software, you should not need to access the Training System very often, if at all. However, you can return as often as you like until your Training Account is fully depleted.

The Teraview software is fast and easy to use. We are confident that you will be comfortable and proficient in a very short time. All the training products have been developed to help you determine what you need to know and to access that information quickly, with some instruction. Overall, the best way to learn the Teraview software is simply to use it. We encourage you to start with the Teraview eLearning Course. This interactive online course, divided into modules, designed to help you learn features and functions of Teraview software is available at www.teraview.ca/gstarted/learning.html.

Condominium Properties

07982-0001 To 07982-0500

08013-0001 To 08013-0450

25473-0001 To 25473-0450

www.teraview.ca/gstarted/leraning.html

www.teraview.ca/gstarted/learning.html




How to Use the Teraview Training System Guide

While using this guide, you will notice that it is predominantly based upon screen captures. These are actual images that you will see on screen while accessing the Teraview Online Training System. This exactness will enhance your ability to move through the Training System quickly and easily.

This guide contains an introduction to the e-reg product to help you navigate through the software. You will be walked through all the steps to complete, sign and submit a simple Transfer for registration. A section on Creating Different Types of documents including a Charge/Mortgage and Discharge of Charge are included in this guide. As well, you will find a section on WritSearch; and the POLARIS Search and Mapping functions of the e-reg product.

Numbers, Arrows, Pictures and Text

We use numbers to show the process by which you complete an action. Following them in numeric order will lead you through the process.

TIP! Tips are short bits of text designed to help you work in the e-reg product quickly and easily.

Tips and Important notes may be found throughout the guide in the left side column of each page with either TIPS! or IMPORTANT! above the note.

Hours of Operation

The Teraview Training Environment hours of operation are as follows:

• Monday - Thursday 4:00 a.m. - Midnight

• Friday 4:00 a.m.- 9:00 p.m.

• Saturday 9:00 a.m. - 6:00 p.m.

• Sunday 9:00 a.m. - 9:00 p.m.

W I N D O W S T I P S 5

C h a p t e r

W i n d o w s T i p s

Operating Environment

Teraview software will run in the following operating environments:

• Operating System: Windows® 8, Windows® 7,Windows Vista Business edition or Windows Vista Home Basic, 64-bit version of Windows XP SP3 Home or Professional Edition.

• Pentium® IV or higher processor with 512 MB of RAM 1

• CD drive for installation from CD

• 3 1/2" diskette drive or an available USB port and valid removable USB storage device

• The ability to display a screen resolution of 1024 x 768 pixels (800 x 600 minimum)

• Internet Access

• Laser Printer with minimum 4 MB of RAM compatible with PCL 5, 5e or 6 and the ability to print legal size documents

• Adobe Acrobat software is required to successfully view PDF documents in Teraview

• Users must have first-party cookies enables

• Users must have their browsers set to the default configuration in order to obtain new Teraview release auto updates and installations

1.Minimum requirement is Pentium III processor with 128 MB of RAM with at least 160mb of free hard disk space.


• Users must have an Internet Service Provider that is registered in Canada. Access to the Teraview software outside of Canada is prohibited.

Components of the main window

The different areas of the window are identified to help you. You can move windows around and resize them as desired.

You may find it easier to manage your work space by moving a window to another area of your computer screen. Resizing of windows to be smaller allows for more room on your screen. You can also make them larger for easier viewing of the windows contents.

To move windows:

1 Click the Title bar of the window.

2 Drag the window to the desired location.

.

Title barTIP!If the window has been maximized, it can be returned to its previous size by clicking on the restore button.

Minimize button: The window can be hidden by clicking on the minimize button.

Maximize button: Windows can be made larger with the maximize button.

Restore button: Returns a maximized window to its previous size.

Close button: The Teraview software can be closed by clicking on the Close button.


3 Release the mouse button to drop the window at the new location.

To resize windows:

TIP!You can also switch from one open window to another by clicking on the Title bar of the window you want to be active.

1 Position the cursor at the edge of the window until the arrow is replaced by a move pointer.

2 Drag the pointer until the desired size is reached.

3 Try resizing the window horizontally by dragging the window from the either side.

4 Now try resizing the window vertically by dragging from the top of the window.

5 To resize the window vertically and horizontally at the same time, drag the window by any of its four corners.

To expand and collapse trees:

1 Click the (+) sign beside the branch to expand.

2 Click the (-) to collapse the branch.

3 To see all of the text that is contained in the view, you may find that you need to use the Scroll bar to see the rest of the contents.

(+) sign

(-) sign


4 To scroll down, click on the gray bar and drag the mouse. You can also click at the top or bottom of the scroll bar buttons to move the bar up or down.

Using Tabs

Tabs are similar to tabs in books used to separate different sections.Here, tabs separate different pieces of information on your screen.

1 Click on the name of the tab you want to open.

In this example, we have clicked on the tab called Other Statements. The Other Statements tab moves to the front and displays the contents of that tab.

These tips and a little practice should help you navigate the Teraview software.

Scroll bar Up button

Scroll bar Down button

L O G G I N G O N 9

C h a p t e r

L o g g i n g O n

To use the Teraview Training System, open the Teraview folder from your desktop and select the Teraview Training icon. To access the Teraview software, you must have a personal security profile that resides on a valid removable storage device. This security profile is an encrypted file that is unique to you. Along with a pass phrase you specify, this profile authenticates your identity at the time of filing. See the Teraview Reference Guide for more information regarding logging on.

To log on:

1 Connect your valid removable storage device.

Note: Do not remove your storage device until you have completed your Teraview session.

L O G G I N G O N 10

2 Open the Teraview folder and double-click the Teraview Training icon.

3 A Prompt message dialogue box opens. Click Yes to continue.

The Teraview Log In dialogue box opens.

4 In the Account field, enter your account name.

The Account and User Name are the ones assigned to you by Teranet.

The password you created using the Teraview password rules.


5 In the User Name field, enter your user name.

6 In the Pass Phrase field, enter your pass phrase.

7 From the Profile Location menu, select the drive where your profile is stored.

8 Click OK. The system puts the entries through a security check that takes a moment to complete.

The Teraview Splash screen opens, displaying your account balance and whether or not you have any new messages or newsletters to read.

In this example, the Account Balance is $947,589.51. There are new newsletters to read and new messages.


Next the POLARIS screen opens, letting you know that you have accessed the Government of Ontario’s POLARIS training database.

You are now logged in.

E - R E G P R O D U C T 13

C h a p t e r

E - r e g P r o d u c t

This section will provide a brief look at how to navigate the e-reg main window, switch to other Teraview products, change LROs, and save your documents.

Navigating the e-reg main window

The five main areas you should be aware of when navigating the e-reg main window are the title bar, menu bar, instrument view bar, toolbar, and the status bar.

The following graphic image of the e-reg main window identifies the five areas mentioned with a brief explanation of each area.


Menu Bar

Let’s take a closer look at the menu bar.

TIP!When you see commands that are grayed out, that means that they are unavailable.

1. Title Bar: displays the application and the ID and name of the active docket.2. Menu Bar: enables you to activate any of the functions in the e-reg product.3. Toolbar: buttons provide quick access to some of the functions and features in the e-reg product.4. Instrument Reg No field: allows you to request images, e-mails or courier copies of instruments.5. Status Bar: displays the Active Land Registry Office.

12

3

4

5


To open the Property menu:

1 Click Property on the main menu.

2 Choose a command from the drop-down menu by clicking on a command.

Toolbar

Let’s take a closer look at the toolbar.

Position your cursor over any button and a textbox opens underneath the button telling you the function of the button.

Click on any of the buttons on the toolbar to activate the function. Grayed out buttons are unavailable.

Switching Products

You can switch to other products available in the Teraview Training System for example, WritSearch.

To switch to another product:

1 On the Products menu, click WritSearch. This will start the WritSearch product.

TIP!The e-reg option has been grayed out because it is currently open.


Saving your work

To save your work:

1 On the Options menu, click Save.

TIP!You should save your Work in Progress documents frequently, just as you would any other document.

- OR -

2 Click the Save button on the toolbar.


Changing LROs

To change the Land Registry Office (LRO):

1 On the Administration menu, click Change LRO.

Note!When you are in the Training System, only the LRO 20 POLARIS Training Office is available.

The Land Registry Office dialogue box opens with a list of available LROs.

2 Click the LRO you want to search.

3 Click OK.

IMPORTANT!It is important to check the status bar to see that you are in the correct LRO.

T R A N S F E R ( T R A N S F E R O R ) 18

C h a p t e r

T r a n s f e r ( T r a n s f e r o r )

The following section outlines all the steps necessary to complete a Transfer, first as the Representative acting on behalf of the Vendor, then as the Representative acting on behalf of the Purchaser. Finally, the Transfer is signed electronically by the Representatives for the parties involved. After the document is signed, it can be electronically submitted to the Land Registry Office.

Creating a Docket

The first step is to create a docket. A docket is a file that you create for each of your clients. We recommend that you create a docket for each paper file you are processing.


To create a docket:

1 On the Administration menu, click Create Docket.

The New Docket dialogue box opens.

TIP!Use the tab key to move from field to field.

2 Enter an ID number for the docket (maximum 10 characters). You cannot use the same ID number for multiple dockets - each ID number must be unique.

3 Enter the Name of the docket.

4 Click OK. A System Message dialogue box opens confirming that the docket has been created.

5 Click OK.

The System message closes, the docket opens, and the Docket Name and ID number of the selected docket is displayed in the Title bar. The docket will remain open and track any charges until you open another docket or log out of the Teraview software.

Docket ID number

Docket Name


Opening a Docket

A Docket must be open in order for you to create documents, search, sign, or register on behalf of your client.

Note: If the docket you want to work in is currently open, skip steps 1-4.

To open a Docket:

1 On the Administration menu, click Open Docket. The Docket List window opens.

Unique Docket ID number

2 Enter the Docket ID in the field and click Find. The Docket ID and Name appear in the Docket List window.

3 Click OK.


Creating a Document

Now we will start the preparation of the Transfer by creating a new document.

To create a new document:

1 On the Instrument menu, click Create New.

The Create New Form window opens listing all the document types available.


2 Scroll through the list to see all of the available documents.

3 Expand the Transfer branch.

4 Highlight Transfer and click OK. The Work in Progress window opens.

To open an existing Work in Progress document, open the relevant docket, select the document type to be opened and then click Create

From Existing. The Select Source By WIP Instrument window displays. You may now select the Work in Progress instrument to be opened.

The Work in Progress window has two main parts: the tree view on the left side and the data entry fields on the right.


The tree branch selected determines the information displayed on the right side of the window. An arrow is displayed in the tree view beside the branch that is currently shown on the right side of the window.

The easiest way to complete documents is to move down the tree, completing each section.

Properties Branch

To complete the Properties branch:

1 Click the Properties branch.

Consideration field

Properties branch

PIN entry fields

TREE VIEW

DATA ENTRY FIELDS


2 In the Consideration field, enter the consideration (in dollars and cents).

TIP!POLARIS records whole numbers and it is not necessary to enter a comma.

3 In the first PIN field, type the first 5 digits of the number.

4 In the second PIN field, enter the last four digits of the PIN.

Note: To enter multiple consecutive PINs, use the Add Property Range from the Instrument menu and enter the range in the Property Range dialogue box.

5 If the PIN entered is an Easement Only PIN, you may select the Easement Only check box.

Important!We have used this PIN as an example. Refer to the list of PINs available for use on Sample POLARIS Parcels on page 6 of this Training System Guide.

The parcel information is automatically retrieved from POLARIS, and pre-populates the document.

6 Expand the Properties branch. This opens the PIN branch.


The Interest/Estate field and the Address field are both pre-populated from the POLARIS database, and the current registered description is displayed.

7 If you need to amend the description, choose the appropriate reason for change from the Reason For Change menu. Once the reason has been selected, the description appears in the box below. Edit as necessary.

8 Check the address information to ensure that it is correct.

Transferor Branch

Now let’s complete the information for the Transferor(s).

Important!The City/Town field is mandatory. It is required whether or not the property has an address appearing in the address area.


To complete the information for the Transferor(s):

1 Expand the Transferor branch, and select the Transferor’s name from the tree view. The Transferor’s name is pre-populated from the POLARIS database in the Name field.

A word in uppercase indicates additional information must be added.

The Party Type Indicator - Person or Company

2 From the Family Law Act and Age Statements tab, select the appropriate statements by selecting the check box associated with the statement.


3 A word in uppercase indicates that additional information must be added. Double-click NAME. The Edit Field Values screen opens.

4 Enter the name of the spouse in the field provided.

5 Click OK. The name of the spouse appears on the statement.

6 Click Show Selected to see only those statements chosen.

7 Click the Other Statements tab.

Name of spouse

Show All or Show Selected

The spouse’s name is added.


8 Select the appropriate statements. If the Transferor is a Company, select the appropriate authorizing statement.

9 Click the Address for Service tab and enter the complete address in the field provided.

We will leave the Writs tab until we sign on as Representative for the Purchaser.

Important!Statement 2909 is one of the few new concepts you will need to learn as part of the e-reg capability. Each time you prepare a document, you will have to say whether or not it is authorized under Power of Attorney.

Be sure to include the Postal Code in the address.


Now you would complete the information and select the appropriate statements for the second Transferor, just as you have done for the first.

We will complete the Transferee Branch when we log in as Representative for the Purchaser.

Planning Act Statements Branch

Planning Act Statements are the same statements that are found in the paper based system. Within the e-reg product, you only need to select the statement. Planning Act Statements are optional.

TIP!If the address for both transferors is the same, it is not necessary to complete the Address for Service tab for the second transferor.


To select Planning Act Statements:

1 Click the Planning Act Statement(s) branch.

Planning Act Statement(s)

branch

2 Select the appropriate statements.

Note: The statements that have bold numbers beside them are Compliance with Law Statements. Any statement that requires an opinion of law must be signed for completeness by a lawyer. Anyone can select the statement as part of the document preparation process.

Statements Branch

To select statements:

1 Expand the Statements branch.



Related Deletions, Message(s) and Signatories

In this section, you will look at three branches in the tree:

• Related Deletions

• Message(s)

• Signatories.

Related Deletions

When a document is certified, this may cause some previous registrations on the property to be deleted. This branch allows you to enter which instruments the Representative suggests should be deleted by the LRO staff at the time of certification.

Examples of documents that can be included in the Related Deletions branch are: Application to Change Name-Owners or Survivorship Application-Land.

We will not be adding a document, but to do so, you would simply enter the document’s registration number into the field.


Messages

This branch allows you to view any messages that have been sent or received relating to this document. As you can see, no messages have been sent or received yet.

Signatories

This document has not yet been signed.


Document Identification and Schedules

You can partially complete a document and save it to complete at a later date. The Document Identification branch allows you to name the Work in Progress document.

To name your Work in Progress:

1 Click the Document Identification branch.

Document Identification

branch

2 In the Document name field, enter a name for your document (maximum 40 characters). We recommend that you include a date stamp or some sort of indicator of which transaction the document relates to for easy reference later.

If you choose not to complete the Client File Number field, it will not appear on your Work In Progress or registered instruments.

3 [OPTIONAL] Enter a Client File Number for the appropriate party. This number can be up to 40 characters in length and is specific to the document type.

Note: You can change or delete the number at any time. Deleting or amending the file number once the document has been signed will not result in the removal of a signature.

4 From the Acting For menu, select the appropriate party for whom you are acting.


5 From the Fee Payment menu, select the party’s account from which the registration fees and Land Transfer Tax (LTT) will be deducted.

6 Click the Schedules branch. This displays any attached statement information.

Schedules branch

The document name appears in the Title bar.

If there were any schedules attached, you would view them in this area.


Sending a Message

Now we will send a message to the Representative for the Purchaser to allow them to access this document and complete it on behalf of their client.

To Send a message

1 On the Messages menu, click Compose.

The Compose Message window opens and it is split into 3 sections:

• User Selection -allows you to find and select the correct user(s) to send the message to by either searching the Account Name or the user’s name

• Instrument Selection- allows you to select the instruments to add to the message by choosing from the lis of instruments in progress or by filtering by specific project

• Message - allows you to perform the following changes:

• Remove extra users and/or instruments

• Change the Party Indicator

• Limit the authority you are granting to Release Authority only.

Each section needs to be completed in order for you to be able to send the message.

The following steps will walk you through each section.


2 In the User: field, enter the name of the Representative to whom the document is to be sent.

• Select Find

3 From the User: field, choose a user(s)

• Click on Add User

• You can only select one name at a time but can still add multiple persons under the To: field

• The name(s) that you have added appear under the To: field in the Message portion.

4 From the Instrument Selection, select the related instrument(s) from the list.

• Click on Add Instrument

• You can add multiple instruments in one click by either using the CTRL or SHIFT key to select more than one instrument.

Searching TIPS!

If you are unsure how the account or recipient name should be entered, you can use the “%” symbol followed by a space, the first few characters of the account or name and click FIND.

Clicking FIND produces a list of matching names. Use the menu to view the names and click on the name to select it.

You can search for the recipient by either Account Name or Recipient Name.


• The instrument(s) that you have added appear under the RE: Instruments field in the Message portion.

• The Re:Instrument menu enables you to select Work In Progress document(s) from this docket.

5 Select Filter by project if you want to add documents related to specific projects.

• Select the related project from the drop-down list

• The list of documents will only show the documents related to the specific project you have selected.

6 Under Message section, you will notice that the Party Indicator is now enabled.

• It usually defaults to the opposite of what you have selected when creating the document.

• You can change this if required by selecting the appropriate Party Indicator.

• For single party instruments, the party indicator will default to the only available option “Party From”.

7 In the Message window, enter your message.

Message area

Instrument menu

User Selection area


Note: If you want to limit the authority you are granting to Release Authority only, select the statement “Limit User to Release

Authority” check box. The receiver will only have Release Authority.

If not selected, the receiver will have Update Authority.

8 Click Send.

9 A new window called Send Messages will appear to show you the status of the messages you have sent.

10 Click Close.


Exiting the Teraview Software

Now that all the information has been completed for the Vendor and a message has been sent to the Purchaser’s Representative, you can log off as the Representative for the Vendor.

To log out of the Teraview software:

1 On the Products menu, click Exit Teraview.

2 A Confirmation Message displays.

3 Click Yes. A second Confirmation Message displays.

4 Click Yes.

You are now logged out of the Teraview software.

Note: You must leave your storage device connected for the entire time you are working and for a short time after you log out of Teraview. The Teraview application must write information back to the storage device at the end of every session. Removing your storage device prematurely can result in lost data.

T R A N S F E R ( T R A N S F E R E E ) 40

C h a p t e r

T r a n s f e r ( T r a n s f e r e e )

This section will show the steps to be completed when acting on behalf of a Purchaser. As well, you will learn how to open a message, complete and sign the document.

Opening a Docket

When you first log on to the system, a splash screen appears showing your account balance and whether or not you have any new messages to read. In this example, you have new messages and newsletters.

To check messages, you must first open a docket.


Since you would not know which docket the message is related to, you would open a docket as a temporary “holding place” until you read the message and assign it to its proper docket. We recommend that you create an “ADMIN” docket when you first begin to use Teraview to use as your holding place. See Creating a Docket on page 25 for information on creating a new docket.

To open an administrative docket:

1 On the Administration menu, click Open Docket.

The Docket List window opens.

2 Enter ADMIN in the Docket ID field and click Find.

3 Click OK.

Docket ID


Viewing Messages

With an Admin docket open you are now ready to view your messages.

To View your messages

1 On the Messages menu, click View New Messages.

The Received Messages window opens with the message sent by the Representative listed.

2 Double-click the folder to read the message at the bottom of the window.


Accepting Access to a Document

With the message open, you are ready to accept access.

To accept access to a document:

1 Right-click the folder and select Accept Access.

2 A confirmation message appears prompting you to select a docket.


3 Click Yes. The Docket List window opens.

4 Select Docket ID.

5 In the Docket ID field, enter the docket you created for the Purchaser and click Find. The Docket ID and name appear in the Docket List window.

6 Click OK.


Opening an Instrument in Progress

You are now ready to open the document partially completed by the Representative for the Vendor. Check the title bar to ensure that you are in the correct docket.

To Open an Instrument in Progress:

1 On the Instrument menu, click View in Progress.

The Instruments in Progress window opens and displays all of the documents created in the docket.

2 Double-click the name of the document you want to open. The document opens.

This opens the same document we completed as the Representative for the Vendor. At this point, you would check the information entered by the Representative for the Vendor. Refer to Chapter 5 Transferor for review.

TIP!To delete In Progress instruments, right-click the instrument and select Delete Instrument.


Search for Writs of Executions

The first step is to check for writs of execution against the Transferors.

To Search for Writs

1 Expand the Transferor branch.

Writs tab

Transferor branch

2 Click the Writs tab. You can see that no search has been performed.

3 From the Instrument menu, point to Writs, and then click Retrieve

Writs.


The writ search is now completed.

To Print a Writ Certificate

1 From the Instrument menu, point to Writs.

2 Click Writ Certificate.

The status has changed from No Search Performed to Clear.

IMPORTANT!The System will retrieve any writs for all Transferors.


Transferee Branch

You will now add the Transferee’s information to the document.

To complete the information for the Transferee(s):

1 Expand the Transferee Branch.

2 Click *NEW PARTY*.

IMPORTANT!Remember to insert a comma between the last and given names. Otherwise the system defaults to company.

Check to ensure that the Party Type Indicator is correct.

3 In the Name field, enter the name of the Transferee: last name, given names.

4 [OPTIONAL] From the Capacity menu, select the appropriate capacity.

5 If the Transferee is an individual, enter their date of birth in the Birthdate field.

Transferee branch > New Party branch

Opens the Capacity menu


6 [OPTIONAL] In the Share field, enter the amount of shares for the Transferee. Shares can be entered as a percentage or as a decimal, but may not be greater than 100 per cent.

7 [OPTIONAL] Click the Other Statements tab and select any applicable statements.

REMINDER!Be sure to include the Postal Code.

8 Check to ensure that the address is correct. The address for service defaults to the municipal address of the property, if available.


Planning Act Statements and Statements Branches

To complete the Planning Act Statements:

1 Click the Planning Act Statement(s) branch.

TIP!Bolded numbers indicate that the statement is a Compliance with Law Statement.


To complete the Statements branch:

1 Click the Statements branch.



Tax Branch

You will now be completing the Land Transfer Tax Statements.

1 Click the Tax branch. A number of tabs are displayed.

Deponents

The first step is to add the names of the Transferees.

To complete the Land Transfer Tax statements:

1 Click the Deponents tab.

Tax Branch

Deponents

Ellipses button

2 For the first statement select All to include the names of all Transferees or click the Ellipses button and select the individual name(s) making the Land Transfer Statements.

3 Select the appropriate statement being made by the individual making the oath.

Over $400,000

If the value of the property is over $400,000 you must select the appropriate statements.


To complete the >$400,000 tab

1 Click the >$400,000 tab.

>$400,000 tab


Consideration

Next, you must enter the consideration.

To Complete the Consideration

1 Click the Consideration tab

2 Enter the appropriate amounts for the transaction in the corresponding fields.

Once the consideration has been entered, the Land Transfer Tax and any Retail Sales Tax are automatically calculated.

Consideration tab


Nominal

If the consideration is nominal, you must explain the relationships and reasons for the nominal consideration (same as in the paper system).

To complete the Nominal tab:

1 Click the Nominal tab.

Nominal tab


Explanations

Select the appropriate statements if the transaction is nominal or exempt.


To complete the explanations tab:

1 Click the Explanations tab.

Explanations tab


Exemptions

If the transaction is exempt from Land Transfer Tax, select one of the statements in this tab to indicate the reason for the exemption.

To complete the Exemptions tab:

1 Click the Exemptions tab.


2 Select the appropriate statement.

Assessment Nos.

The assessment number (if already on the automated system), and City/Town area are populated.

To complete the Assessment Nos. tab

1 Click the Assessment Nos. tab.

Assessment Nos. tab

2 Check the accuracy of the information and amend if necessary.

3 If the Assessment Number has not been assigned leave it blank.

Exemptions tab


4 The City/Town is mandatory; if no area is pre-populated from the POLARIS database, select the appropriate area from the City/

Town menu.

School Tax

The School Tax tab contains the optional statements in regard to French Language Rights and the direction of school taxes.

To complete the School Tax tab:

1 Click the School Tax tab.

School Tax tab

2 [OPTIONAL] Select the appropriate statements.

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S i g n i n g

Now that the document has been completed by both sides, the document is ready to be electronically signed by the Representatives for the parties. You will learn the steps necessary to sign on behalf of the Purchaser, then the Vendor.

Signing a Document on Behalf of the Purchaser

With the Transferee’s information complete, we are now ready to sign the document on behalf of the Purchaser.

Two types of signatures are required: Completeness and Release. The Completeness Signature validates the accuracy of the statements made. The Release Signature indicates this document is ready for registration.

S I G N I N G 58

To Sign the document

1 On the Instrument menu, click Sign.

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2 The Signature dialogue box opens..

3 In the Pass Phrase field, enter your Pass Phrase.

4 In the Type of Signature box, select both Completeness and Release.

5 In the On Behalf of box, select Party To as this signature is on behalf of the Purchaser.

6 Select the appropriate authorization statement from the Authorization Statements tab, if signing for Completeness.

7 Select the appropriate unique lawyer or exemption law statements, from the Unique Lawyer Statements or Exemption Law Statements tabs, as required, if signing for Two Party documents.

In instances where a law clerk prepares a document, it will be necessary for the law clerk to log out of the Teraview software and have the lawyer log on to the Teraview software to select the appropriate statements (when signing for Completeness) and sign the document.

Note: The authorization, unique lawyer and exception law statements must be selected by a lawyer as they affirm that the person electronically signing the document is a lawyer in good standing with the Law Society of Upper Canada. When selecting the statements and signing for Completeness, the

S I G N I N G 60

Pass Phrase and storage device used must be those of a lawyer.

8 Click Sign. At this point, the system checks the completed document to ensure that all necessary statements have been selected and then adds an electronic signature to the document for the Transferee.

S I G N I N G 61

9 Click Close.

10 Click Exit on the toolbar.

TIP!Printing an Acknowledgement and Direction report must be completed prior to registering your document. See Create an Acknowledgement and Direction Report (ADR) on page 71.

S I G N I N G 62

Signing a Document on Behalf of the Vendor

As the Representative for the Vendor, you would check the information entered by the Representative for the Purchaser.

If you change any of the information, the signature of the Representative for the Purchaser will be removed.

Now, let’s sign on behalf of the Transferor.

To sign on Behalf of the Vendor:


The Signature window opens.

NOTE!The options to sign on behalf of the Party To or Both have been grayed out, because the document has already been signed on behalf of the Transferee.

S I G N I N G 63

2 In the Pass Phrase field, enter your Pass Phrase.

3 In the Type of Signature box, select both Completeness and Release.

4 In the On Behalf of box, select Party From as this signature is on behalf of the Vendor.

5 Select the appropriate authorization statement from the Authorization Statements tab, if signing for Completeness.

6 Select the appropriate unique lawyer or exemption law statements from the Unique Lawyer or Exemption Law Statements tab, as required, if signing for Two Party documents.

In instances where a law clerk prepares a document, it will be necessary for the law clerk to log out of the Teraview software and have the lawyer log on to the Teraview software to select the appropriate statements (when signing for Completeness) and sign the document.

Note: The authorization, unique lawyer and exemption law statements must be selected by a lawyer as they affirm that the person electronically signing the document is a lawyer in good standing with the Law Society of Upper Canada. When selecting the statements and signing for Completeness, the Pass Phrase and storage device used must be those of a lawyer.

7 Click Sign. Once the document has been signed, all options are grayed out.

S I G N I N G 64

8 Click Close. The document has now been signed by both parties.

A C K N O W L E D G E M E N T A N D D I R E C T I O N R E P O R T 65

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A c k n o w l e d g e m e n t a n d D i r e c t i o n R e p o r t

An Acknowledgement and Direction Report may be printed prior to registration. This report is not available once the document has been registered.

Create an Acknowledgement and Direction Report (ADR)

The following steps will walk you through the preparation of this report.

To Create an ADR

1 On the Instrument menu, click Reports.


2 From the Select Report menu, select Acknowledgement/Direction.

3 From the Select Party menu, select the available parties (optional).

• If the party name is not listed, you can add a new name using the Add Name button and then select it

• The added party names are for temporary use only meaning that they will not be saved in the system once you close the Instrument Report Selection window

To add a new name:

a Choose Add Name button

b The Add Party Name window appears


c Enter the party name

• You can enter up to 250 characters

• If you leave the party name blank, it will not be added to the party list

• Long party name will be displayed on multiple lines in the report

d Click OK

e The new Party name is added in the party list of Instrument Report Selection screen

4 Select Include Attachments and the Land Transfer Tax Statements Report if you would like them included with your Acknowledgement and Direction Report printout.

5 In the Re: field enter a meaningful subject.

6 Click Print. The report is printed in the following order:

• Acknowledgement and Direction Report

• Document in Progress

• Schedules (if selected)

• Land Transfer Tax Statements (if selected)

7 Once the report is printed, a message at the bottom of the Instrument

Report Selection screen appears to notify you that the report was printed.

8 When you are done, click Close button.

Note:

To ensure that all documents and attachments print to legal paper you must adjust the printer setup in the Windows default setting, as opposed to the Teraview print set-up.

Refer to your Windows documentation for more information.

R E G I S T E R 68

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R e g i s t e r

Now that both parties have completed and signed the document, it can be submitted to the Land Registy Office for registration.

Registration

If you are required under the Land Titles Act to submit a writ certificate produced on the day of registration, the e-reg system will automatically complete a writs of execution search against the transferors. If a writ search is done during completion of the document on the same day that the document is submitted to the Land Registry Office, the search will not be duplicated and you will not incur the search fee again.

R E G I S T E R 69

To register the document:

1 On the Instrument menu, click Register.

2 The Register dialogue box opens with the document we prepared and signed shown in the Instruments for Registration box.

3 Click the Instrument Name. Instruments in Progress can be moved back and forth between the left and right to create a registration folder. Ensure the documents appear in the Instruments for Registration folder in order of priority for registration.

Note: If you wish to perform a sub search at the time of registration, make sure that the Sub Search option is selected.

4 Click Register. The system performs a sub search and search for writs of execution. A sub search message displays the last registration number and instrument type.

TIP!Multiple documents can be selected using the <Shift> or <Ctrl> key.

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5 Click OK. The Registration window opens indicating that the Registration was successful.

6 The registration number is assigned to the instrument by the POLARIS database. If you have the Document Registration Report selected (from the Options menu) a copy of the registered document will print to your printer. If not, you may want to record the registration number of your document now.

7 Click OK.

Viewing images by Instrument number

In this example, you will retrieve an electronically registered instrument without opening a parcel register. You may use this feature when you have requested an instrument that was not available. Log on 24 hours later and type the instrument to view.

For imaged paper documents:

TIP!Remember to include the instrument prefix (for example: LT or PL) and do not include any spaces or hyphens.

1 In the Instrument Reg No field, enter the instrument number.

Instrument Reg No field

Note: enter the instrument number of the document you registered in this field.

R E G I S T E R 71

Note: If the instrument number provided does not exist, you will get a pop-up window, Request Instrument Availability, displaying the LRO and the instrument number.

Verify the information before you click Submit.

A system message will confirm that your request has been submitted and will be processed within the next 72 hours.

2 Click the Request button. The Instrument Options dialogue box opens.

R E G I S T E R 72

3 Select the instrument you want to view.

4 Enter a page range when appropriate.

5 Click View.

6 The image appears on the screen. Click the active Print button to obtain a paper copy. Select All, Current Page or select a specific page or page range and click OK.

7 To see any attached schedules, click the Schedules tab.

No Schedules tab indicates that there

are no attached schedules here.

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A d m i n i s t r a t i v e F e a t u r e s

This section provides you with various reports detailing the fees incurred for each docket and account. It also shows you how to increase the funds in your Deposit Account online.

Running a Docket Summary Report

It is recommended that you use an administrative docket when you run these reports to correctly reflect all fees.

To run a Docket Summary Report:

1 On the Administration menu, click Open Docket.


The Docket List window opens.

2 Select Docket Name.

3 Enter ADMIN in the Docket Name field.

4 Click FIND.

5 Click OK.

6 On the Administration menu, click Docket Summary. The Docket

Summary Options window opens.

7 In the Docket ID field, enter the Docket ID of the docket for which you want a report.

Docket Name

NOTE!To create an ADMIN docket, refer to Creating a Docket on page 25


8 Click Find.

9 Select the Selected Date/Time Range option.

10 Enter the Date/Time Range in the appropriate fields.

11 Click OK. The Docket Summary Report is displayed.

12 Click Print. You should print a docket summary at the end of each client session in order to identify disbursements or when you wish to run the Detailed Activity Report.

13 Click Close.

Docket ID

Date/Time Range


Running a Docket Tax/Fee Summary Report

You would complete the same steps as in the creation of a Docket Summary except you would select Docket Tax/Fee Summary from the Administration menu rather than Docket Summary.

To run a Docket Tax/Fee Summary Report:

1 On the Administration menu, click Docket Tax/Fee Summary.

2 Enter the Docket ID.

3 Click Find.

4 Select the Date/Time range.

5 Click OK.

The Docket Tax/Fee Summary opens. You can print the report if you wish.

6 Click Close.


Running An Account Summary Statement

The Account Summary Statement details the monthly transaction fees for each account for the last complete month and the two previous months. The previous month’s Account Summary Statement is available by the third business day of the following month.

To run an Account Summary Statement:

1 On the Administration menu, click Account Summary Statement.

2 The Account Summary Report window opens.

3 From the Account Summary Report menu, select the appropriate date for the report.


4 Click OK. The Account Summary Statement is displayed.


Running a Detailed Activity Report

Detailed Activity reports can be generated for both the Deposit Account and the Electronic Registration Account.

To run Detailed Activity Reports:

1 On the Administration menu, click Detailed Activity Reports.

The Detailed Activity Reports dialogue box opens.

2 From the Select Report menu, select the appropriate report type.

3 Enter the date by typing it or by using the calendar buttons.

4 Click OK. A System Message opens.


5 Click OK. The Deposit Account Activity Report is displayed.

6 You can click either the Print button or the Export button.

7 Click the Export button. A Save As dialogue box opens.

8 Select a location, file type, and name for the report you want to export.

Give your report a name

Choose a File type

Choose a location


Maintaining the Deposit Account Balance

1 From the Administration menu, point to Maintain Deposit Account,

and then click Increase Deposit Account Balance.

TIP!To maintain the Deposit Account Balance, you need to be a designated Account Administrator. The Deposit Account Balance can be obtained online.See your Teraview Reference Guide for more information.

The Deposit Account Maintenance dialogue box opens.

2 From the Amount Requested menu, select the appropriate amount.

3 Click OK.

A Confirm Message dialogue box opens.

4 Click Yes.

5 Two confirmation messages will follow. Click OK for both messages. Your account balance has now been increased.

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D i f f e r e n t D o c u m e n t T y p e s

The different forms which existed in the paper system have been electronically generated and are available for you to choose from and complete for your clients. It is essential that you choose the correct document type. In this section we will select the appropriate document and the required statements to be included.

In this chapter you will find step-by-step exercises for two other common document types; a Charge/Mortgage and a Discharge of Charge.

Charge/Mortgage

You have seen a document and all statements for a transfer. Now, we will look at a Charge/Mortgage and a Discharge of Charge. Examine each document carefully and note the differences between the document types.

The first thing that you will need to do is create a docket. See Creating a Docket on page 25.


To complete a Charge/Mortgage:


The Create New Form window opens displaying all the document types available.

2 Expand the Charge branch.

3 Double-click Charge/Mortgage.

The Work in Progress document is now displayed and contains all the applicable statements for this document type.

The Work in Progress window has two parts: the tree view on the left side and the data entry fields on the right side.

The Chargor, Chargee and Charge Provisions are unique to this document type.

Important!Each document type available contains different statements. Be sure to choose the correct type.If you select an incorrect document type, you cannot convert the document to another type. You must create a new document.

The (-) sign indicates that this branch has been expanded.



1 In the PIN field, enter the PIN. Enter the first five digits in the first

field and the last four digits in the second field. Use the <Tab> key to move from field to field.

Properties branch

Note: It is not necessary to enter leading zeros when entering the PIN. For example: If the PIN is 08980-0014, you can enter 8980, press the <Tab> key and enter 14 in the next field.

To complete the PIN branch:

1 Expand the Properties branch. This displays the PIN branch.

2 Click the PIN branch. Check the information that is pre-populated from the POLARIS database.

The Interest/Estate, City/Town, Street No. and Street Name fields are all pre-populated from the POLARIS database.


If you need to amend the description, choose the appropriate reason from the drop-down menu. Once the reason has been selected, the description appears in the box below.

To Complete the Chargor branch:

1 Expand the Chargor branch.

2 Click the first chargor’s name.

To complete the Family Law Act and Age Statements:

1 Click the Family Law Act and Age Statements tab.


Note: To select a statement, click the check box to the left of the statement.

Chargor branch First Chargor

The Chargor’s name is pre-populated from the POLARIS database into the Name field in the data entry screen.


3 A word in uppercase, (for example: NAME), indicates additional information is required. Double-click NAME and the Edit Field

Values dialogue box is displayed.

4 Enter the full name of the spouse.

5 Click OK. The name of the spouse now appears in the statement.

To complete the Other Statements tab:

1 Click the Other Statements tab.

REMINDER!Click the check box beside the statement to select it.

IMPORTANT!Statement 2909 is one of the few new concepts you will need to learn as part of electronic registration. Each time you prepare a document, you will have to state whether or not it is authorized under Power of Attorney.


To complete the Address for Service tab:

1 Click the Address for Service tab.

2 Enter the address.

To complete the information for the second Chargor:

1 Click the second chargor’s name.

2 Click the Family Law Act and Age Statements tab.


Be sure to include the Postal Code in the address.

Chargor branch Second Chargor

TIP!Double-clicking on a capitalized word allows you to add more information.


4 Double-click NAME. The Edit Field Values dialogue box opens.

5 Enter the full name of the spouse.

6 Click OK.

7 Click the Other Statements tab to complete statements for the second chargor. For this example, select Statement 2909.



2 Enter the address for the second chargor (not required if the address is the same as the first party).

Name of spouse.

Other Statements tab


To complete the Chargee branch:

1 Expand the Chargee branch.

2 Click NEW PARTY.

3 Enter the name of the Chargee.

4 Select a Capacity from the menu and enter a Share as appropriate.

Note: If desired, you may select any appropriate statements in the Other Statements tab at this time.

Note: If the address of the second Chargor is different from the first, you would enter it here.




Reminder!Include the Postal Code.

Address for Service tab

2 Enter the full address of the Chargee including the Postal Code.

To complete the Statements branch:

1 Select any appropriate statements in the Statements branch. For this example, there will not be any statements selected in this branch.

To complete the Charge Provisions branch:

1 Click the Charge Provisions branch.

TIP!Use the <Tab> key to navigate from field to field.

2 In the Principal field, enter a dollar value. No dollar sign or comma is required in your entry.

3 In the Currency field, the default is Canadian (CDN). For our example, we will accept the default.

4 In the Payment field, enter a payment amount. Once again, no dollar sign or comma is required.

5 In the First Payment Date field, enter the first payment date.

6 In the Last Payment Date field, enter the last payment date.


7 Enter the Interest Adjustment Date.

8 Enter the Interest Rate. For example 8.5 (no % sign is required in your entry.)

9 In the Calculation Period field, enter the appropriate calculation period.

10 Enter the Balance Due Date. For example 2005-09-14.

11 Identify the Standard Charge Terms by entering it in the Std

Charge Terms field.

12 The default for the Insurance Amount is full insurable value.

13 Enter a guarantor when applicable. For this example, there is no guarantor.

14 In the large text field provided at the bottom of the screen, enter any Additional Provisions. Additional Provisions can also be imported from your files. See your Teraview Reference Guide for more information.

To complete the Messages branch:

1 Click the Messages branch.

2 You may select the Out Box or In Box if you need to check messages sent or received. If you want to use Messaging in this document, See Sending a Message on page 42.


To complete the Signatories branch:

1 Click Signatories. Check the Signatories branch to see if your document has been signed.

Note: You will not see any signatures at this point since the document has not been signed.

To complete the Document Identification branch:

1 Click the Document Identification branch to open it.

TIP!The document name can be maximum of 40 characters in length.

2 In the Document Identification field, enter a name for your document that is meaningful to both the Chargor and Chargee.

3 [Optional] Enter a Client File Number. The Client File Number can be up to 40 characters in length.


To complete the Schedules branch:

1 Click the Schedules branch to open it.

Note: If you had attached a schedule to your document by importing or using an existing attachment (through Statement 61 in the Statements branch or Additional Provisions in the Charge Provisions branch), you would be able to see the schedule here. For steps on attaching schedules to your document, see your Teraview Reference Guide.

To sign your document:

1 Click the Signatories branch and check to see if the document has been signed.


2 On the Instrument menu, click Sign. The default for these settings is enabled.

3 Select the appropriate authorization statement from the Authorization Statements tab.

4 Enter your Pass Phrase. You will notice that the Sign button at the bottom of the Signature dialogue box becomes active as soon as you start entering your Pass Phrase.

5 Click Sign.

6 The document has been successfully signed when the Sign button in the Signature dialogue box is unavailable and the Signatories branch reflects the Completeness Signature, Signature

date and time.


7 Click Close.

To register your document:


The Register dialogue box opens. Your document now appears in the right side of the box under Instruments for Registration.

2 Click the Instrument Name on the right side of the dialogue box under Instruments for Registration.

3 Click Register. The system performs a sub search on Title. A sub search message displays the last registration number and instrument type.

Sub Search Option:• The Default is ON• To turn function off, click on the Sub Search check box to remove the check

mark.


4 Click OK. The Registration Information dialogue box opens. The system confirms registration is successful. The registration number is assigned to the instrument by the POLARIS database.

5 If you have the Document Registration Report selected, (from the Options menu) a copy of the registered document will print to your printer. If not, you may want to record the registration number of your document now.


Discharge of Charge

Another commonly used document type is a Discharge of Charge. Create, sign, and register a Discharge of Charge using the steps outlined in this section.

The first thing that you will need to do is create a docket. See Creating a Docket on page 25.


The Create New Form window opens displaying all the document types available.

2 Expand the Discharge of Charge or Other Interest branch.

3 Click Discharge of Charge.

4 Click OK.

Important!Each document type available contains different statements. Be sure to choose the correct type. If you select an incorrect document type, you cannot convert the document to another type. You must create a new document.

The (-) sign beside Discharge of Charge or Other Interest indicates this branch has been selected.


Unlike the Transfer or Charge, this document is sourced by an Instrument. The Discharging Party Branch is unique to this document group.

To complete the Source Instruments branch:

1 Click the Source Instruments branch.

2 Enter the Registration number of the charge in the first Instrument field.

3 Press the <Tab> key to pre-populate the details of the instrument.

4 In the second Instrument field, enter the registration number of the Assignment of Charge, if available.


1 Expand the Properties branch.

Your choices are:

• All

• Partial

• None.

2 Select either All or Partial. The default is None.

3 Click the PIN to open the branch.

Source Instrument number can be typed or selected from the Instrument field menu.

The details of the instrument are pre-populated in this area.


To complete the Discharging Party branch:

1 Expand the Discharging Party branch.

The City/Town, Street No. and Street Name fields are all pre-populated from the POLARIS database.

If you need to amend the description, choose the appropriate reason from the drop-down menu. Once the reason has been selected, the description appears in the box below.


2 Click the Discharging Party name to open the branch.


4 Double-click NAME.

The Edit Field Values dialogue box opens.

5 Enter the name of the person who has the authority to bind the Corporation and click OK.


6 Notice that the screen below reflects the name that you entered in the previous step.

Note: Statement 2909 “This document is not authorized under Power of Attorney by this party.” This is one of the few new concepts you will have to learn as part of electronic registration. Each time you prepare a document, you will have to say whether or not it is authorized under Power of Attorney.



2 Enter the complete address of the Discharging Party.

To complete the Document Identification branch:

1 Click the Document Identification branch.

2 In the Document Name field, enter a name for the document.

TIP!Be sure to include the Postal Code in the address.


3 [Optional] Enter a Client File Number. (Can be up to 40 characters in length).

To sign your document:

1 Click the Signatories branch to check if the document has been signed.

TIP!Before this document can be registered, it must be signed for Completeness.



The Signature dialogue box opens.

3 Select the appropriate authorization statement from the Authorization Statements tab.

4 Enter your Pass Phrase.

NOTE!Completeness and Applicant are already selected.


5 Click Sign.

6 Click Close.

7 The document has been successfully signed. The Sign button in the Signature dialogue box is now unavailable. The Signatories branch now reflects the Completeness Signature and Signature date and time.

To register your document:


Once the document has been signed, all the options are unavailable.


2 The Register dialogue box opens. Your document now appears in the right side of the box under Instruments for Registration.

Note: By default, the system does the sub search for you. A sub search message displays the last registration number and instrument. To turn this function off or on, select the check box.

3 Click the Instrument Name on the right side of the dialogue box.

4 Click Register. The system performs a sub search on Title. A sub search message displays the last registration number and instrument type.

5 Click OK. The Registration window opens indicating that the registration was successful.

The registration number is assigned to the instrument by the POLARIS database.

• If you have the Document Registration Report selected, (from the Options menu) a copy of the registered document will print to your printer.

• If not, you may want to record the registration number of your document now.

6 Click OK.

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W r i t S e a r c h i n g u s i n g t h e E - r e g P r o d u c t

The Ministry of the Attorney General Writs of Execution databases are accessible from within the e-reg product. You can complete a writ name search on parties at any point during the completion of a document. Writs are also automatically checked at the time of submission to the Land Registry Office, but only for those documents for which the Land Titles Act requires a writ search upon registration.

If a writ search is done during the completion of a document within thee-reg product on the same day the document is submitted for registration, the search will not be completed a second time.

If you perform multiple transfers or ownership changes that require a writs search performed at registration, see your Teraview Reference Guide for additional information.

To use the e-reg product to search for a writ:

1 Open your Work in Progress document. See Opening a Docket on page 45.

The Date of the Search is shown.

The Transferor is subject to a Writ.


2 From the Instrument menu, point to Writs, and then click Retrieve

Writs.


To clear a writ by statement

1 From the statement menu, select the appropriate statement.

The above menu lists the statements. Use the scroll bar to view all the statements.

Note that the status has changed once the statement has

been selected.The writ has now

been cleared by the statement.

The system will retrieve writs for all Transferors, at the same time.

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U s i n g t h e W r i t S e a r c h P r o d u c t

WritSearch may be accessed from the Products menu for use in Land Registry Offices where the e-reg product is not yet available.

This section will show you how to switch to the WritSearch product and conduct a search.

Important!Ensure that you have the docket open in which you want to incur the search charges.

To switch to the WritSearch product:

1 On the Products menu, click WritSearch. The Writs of Execution window opens.

2 Search either by name or by writ number.

To Search by Name:

1 On the Writs menu, click Search by Name. The Writs of Execution Name Search window opens.


Note: In the Training System, the only Enforcement Office available to search in is the POLARIS TRAINING OFFICE. When not using the Training System, you can select an Enforcement Office to search. Your key county will be defaulted.

2 Select either Person or Company.

3 Enter the name in the appropriate fields.

4 Click OK. The View Writ Certificate dialogue box opens.

5 In the Search performed by field, enter your name. This is a mandatory field, but the information entered here is not printed on the certificate.

6 [OPTIONAL] In the Your reference field, enter a reference number. Any information entered into this field will be printed on the certificate.

7 Click OK.

• The certificate(s) is displayed as a PDF file which you can save and/or print.

TIP!To enter additional names, click the Add Names button and enter them in the same way as the first name. You may add up to 15 names.


• The Writs of Execution Search list opens.

To view the Writ Detail:

1 Click the Detail button for additional information. The Writ Detail window opens.

2 Click View to display the Writ Details.


3 In the View Writ Certificate dialogue box, complete the mandatory fields and click OK. The certificate(s) will be displayed as a PDF file. You can print and/or save it.

4 Click Done to close the Writs of Execution Search List dialogue box.

Note: If the certificate is clear against the name of the person or company in the search, the Detail button is greyed out and the following window opens:

Re-requesting a Writ Search

You can use the WritSearch product to search any identical name that has already been searched in the same Enforcement Office that business day within your account without charge. The system will perform the search in exactly the same way a normal writ search is performed, simply follow the steps outlined above.

The re-requested search will not appear on any reports, as there will be no charge associated with the duplicate search.

Note: If you do not wish to re-request the same search, you can always save the PDF file on your computer.

Mandatory (maximum of 20 characters)

Optional (maximum of 10 characters)

U S I N G T H E E - R E G P R O D U C T F O R S E A R C H 113

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U s i n g t h e e - r e g P r o d u c t f o r S e a r c h

Now we will look at the Search and Mapping functions.

To retrieve specific information about a property you can Search by

PIN (Property Identification Number), Address, Name, Instrument, Condominium, Subdivision, or Map.

In this example, you will complete the steps to Search by PIN.

Searching by PIN

1 On the Property menu, click Search by PIN.

The Search by PIN dialogue box opens.


2 In the PIN field, enter the PIN on which you want to do your search.

3 Click OK. The Search Results dialogue box opens.

The parcel register contains essential information abstracted from registered instruments and includes:

• property description

• estate; qualifier

• block implementation date

• where the parcel originated.

In this exercise, we will open the parcel register.

TIP!When using the Teraview Training system, you may use any of the PINs listed in this Guide. See “About the Teraview Training System” on page 5.

Parcel Register button


To open the Parcel Register:

1 From the Search Results dialogue box, click Parcel Register to access the Parcel Register Options. The Parcel Register Options

dialogue box opens.

If the above option is selected, deleted instruments are also included in your result.

2 Select the desired options. If you select Selected Date Range, enter the range in the fields provided.

3 [OPTIONAL] If you wish to view deleted instruments, select Include

Deleted Instruments.

4 Click OK to select the English template for printing.ORClick OK en français to select the French template for printing. The parcel register opens.


Printing the Parcel Register

You can request a copy of the parcel register to be printed from the Parcel Register window. The parcel register can be printed with either an English or French template; that is, the headings, fields etc. are in the selected language but the content of the Parcel Register displays in the language in which it was created.

To print the parcel register:

Note: To ensure that the parcel register prints to legal paper you must adjust the printer setup in the Windows default setting, as opposed to the Teraview print set-up. Refer to your Windows documentation for more information.

1 On the Property menu, click either Print Parcel Register.

The Parcel Register will display in PDF format.

2 Click the Print icon from the standard toolbar of the PDF file. The Print options dialogue box will open. Please ensure that the default paper selection is for legal sized paper.

3 Click OK. The parcel register will print to your printer.

Note: If the printer settings are not set to print on legal sized paper, a message will display.


Reprinting the Parcel Register

This function allows you to reprint parcel registers, at no extra cost, that have already been purchased (requested and paid for) within the same business day.

To reprint the parcel register:

1 On the Administration menu, click Reprint Items.

The Reprint Options dialogue box opens.

2 In the Docket ID field, enter the Docket ID of the docket which contains the parcel register you would like reprinted.


3 Click List Items. Your Parcel Register is listed in the Reprint Options dialogue box.

4 Click Reprint (to print using the English template) or click Réimprimer (to print using the French template).

Note: The Parcel Register template can be printed in either French or English. The information contained in the Parcel Register remains in the language in which it was originally created.

Selecting the Instrument tab

The Instrument tab displays instruments registered relating to the property. In this exercise we will look at some of the options contained within the tab.


To select the instrument tab:

1 From the Instrument tab, click the instrument for which you would like to see further details.

2 Click Detail. The Instrument Detail dialogue box opens with further instrument information (for example; amount, parties, instrument remarks).

3 Click Close.


To view an image of an instrument from the Instruments tab:

1 Right-click the instrument you want to view and select Request

Instrument.

The Instrument Options dialogue box opens.

2 Scroll through the list of displayed instruments.

3 Click the instrument you want to view.

Note!Courier andE-Mail options have been disabled in the Training system.


Note: Instruments with 0 pages are not available in the image database. Images may be ordered and will be available via the Request Instrument feature by courier within approximately 24 hours. Any Plan Courier Requests will be automatically billed to your Teraview account.

4 If you do not want to view all pages of an instrument, enter the page numbers you wish to view (for example, 1-5) in the Range field.

5 Click View. The image is shown on screen. Use the vertical and horizontal scroll bars to view all pages of the image.

6 To obtain a paper copy of the image, click Print.

7 To close the window, click the close (X) button

This is an example of an imaged paper document available in the Production environment.

To print the image, click the active

Printer icon.

NOTE!You have the ability to request up to 5 Plans in 1 request using the Plan Request option on the Instrument menu or through the Instrument Options dialogue box.

See your Teraview Reference Guide for more information.


To view the property map for a PIN:

1 From the Search Results window, click the Map tab.

A confirmation message opens.


2 Click Yes. A map of the area in which the property is located appears.

To change the scale of the map display with the zoom in / zoom out functions:

1 On the far left hand side of the Map, place your cursor on the zoom level control bar.

2 To zoom in, move the zoom control level bar up.

3 Continue to zoom in until you have found the property. At this point, you can clearly see the PIN for this property and all adjacent properties.

Note:

You can also zoom in or out by using the mouse scroll wheel.


To view adjacent properties:

1 Double-click the Adjacent branch.

Adjacent Branch

2 A confirmation message opens.

3 Click Yes. You will get a system message.


4 Click Ok.All adjacent properties are now highlighted on the map with the selected adjacent property appearing as a different colour.

TIP!At this point, you can switch between the map and the parcel register.


5 Click the Adjacent tab. The search results for the adjacent properties are shown.

To access the parcel register for adjacent properties:

1 Click the property you wish to view.

2 Click the Parcel Register button or double-click the highlighted property.

Property selection

Adjacent tab


Searching by Map

The process is similar to Search by PIN. In the steps that follow, you will see how to Search by Map.

Search by Map allows you to identify your property by going through a series of maps.

To Search by Map

1 On the Property menu, click Search by Map.

2 Select either Entire LRO, Area or Block.

• If you select Area, choose an area from the menu

• If you select Block, enter a Block number.

3 Click OK.

To Zoom In and Zoom Out:

1 On the Map, on the left hand side, there is a zoom control scale.

2 To zoom in to the map, you can either move the bar up or click on the arrow pointing up. You can now see more details.

3 To zoom out, you can either move the bar down or click on the arrow pointing down.

TIP!If you know the specific area, the search is much faster.

TIP!

You can also zoom in or out by using the mouse scroll wheel.


The road names can be more easily seen. If you need to, Zoom In again.


To retrieve parcels:

1 On the Map menu, point to Tools, then click Retrieve Parcels.

The Confirm Message dialogue box opens.

2 Click Yes.

3 The map displays the parcels located on the road.

4 You need to select the PIN for which more information is required.

Zoom In until you can easily see the PINs.


5 You can retrieve more information about the selected property. From the Map menu, point to Tools, then click Select Active Parcel.

The Search by Map window opens.

6 Double-click the Adjacent branch. A Confirmation Message dialogue box opens.

7 Click Yes.

All adjacent properties are now highlighted on the map.

You can view the parcel register for this property or search for more information on adjacent properties.


8 Click the Adjacent tab for more information about the properties.

9 Click OK.

Details of the adjacent properties are displayed.

Sidebar

The sidebar on the side of the map provides a legend containing some brief information about the lines, texts and polygons that you see displayed on the map.

Note: An extended legend is available under Appendix to provide further insight on what you are seeing. See Extended legend on page 209

Legend

A legend can be displayed which defines the symbols used and what it represents on the LRO or Parcel Maps. The legend is displayed by default.


Note: An extended legend is available under Appendix to provide further insight on what you are seeing. See Extended legend on page 209

Enlarge/Shrink the Map Legend

The Map Legend displays in the upper left corner of the map. You can enlarge or shrink this legend. The legend must be visible in order to enlarge/shrink it.

Enlarge/Shrink Legend

To enlarge or shrink the map legend:

Click on the arrow on top of the legend to either Enlarge or Shrink it.

• If the arrow is pointing right, it will shrink the legend.

• If the arrow is pointing left, it will enlarge the legend.

Map tools

In this section, you will be introduced to the tools available from within the Map tab that will allow you to manipulate the map to retrieve further information.

MAP AREAMap Area is a specialized form of Zoom In . Whereas Zoom In changes the display area by a fixed amount, Map Area allows you to, very precisely, determine the area to be displayed.


To use map area:1 From the Map tab toolbar, choose Map Area.

2 Place the cursor where you would like the corner of the rectangle.

3 Press the left mouse button.

4 Drag the cursor to the opposite corner. A rectangle is displayed.

5 When you reach the opposite corner, release the left mouse button.

• The Map tab now displays an area as defined by the rectangle.

MAP CENTREMap Centre allows you to pan/move in any direction. The size of the area displayed will not change. The point that you select will become the centre of the map.

To use map centre:1 From the Map tab toolbar, choose Map Centre.

2 Position the centre of the cursor on the spot that you want to be the new centre of the map.

Important!

You need to click the Map Area button again at the end to exit this functionality.

Otherwise, if you select another area, you will keep zooming in.


3 Click to update the map.

The display adjusts to make the point you selected the new centre of the map.

SEARCH BY STREETThis function allows you to locate a street on the LRO map by searching for the street name.

To locate a street:

1 From the Map tab toolbar, click on the Search By Street button. The Find Streets dialogue box opens

2 In the Street Name field, enter the name of the street you want to find

• Entering 1 character will often return a message saying there are too many matches. It is recommended to enter a minimum of 3 characters for best results.

• Do not enter the street description such as Road, Crescent, Avenue if you are not sure what the suffix of the street is.


• If you are looking for a very specific street i.e. Spadina Avenue, you can enter the suffix to minimize your search results.

3 Click Find Streets.

• The search results of the street name are displayed in the Select Street to Display list box.

4 Select the street you wish to view

5 Click Display.

• The LRO Map displays the location of the street.

• The street name is highlighted and centred on the map.

• The scale of the map may change as a result of this search.

Note: You can move the Find Streets dialogue box to better see the map.

6 Click Close button or the “X” button to exit the Find Streets

dialogue box and view the map.

Some streets have more than one listing. When parcel maps are created, the street name may exist more than once. The Find Streets option identifies all street text which matches your search criteria.

If the street name exists more than once, all instances will be listed. Selecting different instances on the list may under such circumstances take you to the same street in a different location.

MEASUREMENTMeasurement allows you to measure the area or the distance of any object on the map.You are also given the ability to choose in what unit you want the result to be displayed.

Note: The Measurement button will only display if you are zoomed in at or near the Parcel Level.

The Parcel Level is when you can see all the parcel information.

To use the Measurement tool to calculate the area of an object:

1 Zoom in to the Parcel Level of the map

2 From the Map tab toolbar, click on the Measurement button

3 Click on Area

• The first icon on the far left is Area.

4 Choose the unit that you wish to measure in

5 Choose the area you want to measure.


• For example, you want to measure a rectangular plot for 4 lots

• You click on the 4 corners of the plot to outline the shape you want to measure.

• On the fourth corner, double-click to complete the selection.

The area of the property that you wish to measure will be displayed under Measurement Results at the top.

Note: The area is an approximate value.

To use the Measurement tool to calculate the distance between different points:

1 Zoom in to the Parcel Level of the map

2 From the Map tab toolbar, click on the Measurement button

3 Click on Distance

4 Choose the unit that you wish to measure in

5 Choose the spots on the map that you want to know the distance for.

• For example, we will measure the distance between 3 points on a map

• Click each spot


• On the third spot, double-click to complete the selection.

6 The distance will be displayed under Measurement Results at the top.

Note: The distance is an approximate value.

PRINT MAPPrint Map enables you to print and/or save a copy of the displayed map. You can only print a map if you are zoomed in at or near the Parcel Level which allows you to clearly see the PINs and the Parcel layer information.


To print a map:

Ensure you have selected the correct printer and settings from the Options Menu/Printer Setup command.

1 From the Map tab toolbar, click Print Map.

2 The Please Select Display options dialogue box opens. This dialogue box displays various Map printing options such as:

• Paper Orientation

• Paper size

• Language

• Highlight. (If you have selected an object on the map, you have the ability to print the map with the object highlighted or not)

3 Click Continue.

• The map is displayed as a PDF file. You have the option to print or save the file.


LAYERSThere are two options under Layers which allows you to decide what to show or hide on your map and they are as follows:

Geographic Information

Geographic Information displays the plan information. You can remove the geographic information to view the map with fewer details displayed.

Note: By default, the Geographic information is always displayed.

To display Geographic Information:

1 From the Map tab toolbar, select Layers.

2 Click Geographic Information

3 A check mark appears beside Geographic Information to indicate the Geographic Information is displayed.

To remove the Geographic Information:


2 Click Geographic Information

The check mark beside Geographic Information is removed to indicate the Geographic Information is NOT displayed.

Key Map

When this view is enabled, an additional map is displayed at all times showing a small-scale map of the entire LRO.

Indicated by a grey rectangle on the Key Map, this is especially helpful when trying to find the location of the property with respect to the entire LRO.

If you change the view of the parcel map or LRO map in the Map tab, the grey rectangle in the Key Map window adjusts accordingly.

Note: The Key Map is disabled at the highest view of the LRO Map. It becomes available after zooming in a few times.

The data displayed in the key map is:

• Water Bodies.

• Township Boundaries.


• Political Boundaries.

• Land Registry Office Boundaries.

• Location of area displayed in Map Tab with respect to entire Land Registry Office.

To display the Key Map:


2 Click Key Map

3 A check mark appears beside Key Map to indicate the Key Map is displayed.

To remove the Key Map:


2 Click Key Map

3 The check mark beside Key Map is removed to indicate the Key

Map is NOT displayed.

GO TO LRO MAP At any time when the Parcel Map is displayed in the Map tab you can return to the LRO Map.

• From the Map tab toolbar, click on the button, Go to LRO Map.

• The LRO Map is now shown. Parcel data and any associated PIN details are lost.

DRAW SHAPEThe Draw Shape tool is used to select multiple PINs at the same time to either display the information under the Parcel Information Bar or add to the Custom tab and Custom PIN Tree branch.


To add PINs using Draw Shape:

1 From the Map tab toolbar, click on Draw Shape

2 Click the spot on the map where you want to place the first point of the shape.

• Move the cursor to the spot where you want to start the first side of the shape.

• As you move the cursor, a line extends to show you the direction you are moving towards.

• Continue to move the cursor and click the map to place points until the drawing is in the shape you want.

3 On the last point, double-click to finish drawing the shape. The area is defined when it changes the selected properties to a greyish colour outlined by a red line.

4 To add the selected PINs to the custom list, you can either:

• Go to Map menu, point to Tools and choose Add PIN(s) To List, OR


• Go to Map toolbar, choose Add PIN(s) button, OR

• You can right-click on any of the selected objects and select Add PIN(s) To List

5 The selected PINs are added to your Custom tab and the Custom

PIN Tree branch.

• The properties are displayed in the expanded Tree View and are highlighted in brown on the Parcel Map. The shape disappears.

Note: You need to click the Draw Shape button at the end to exit this function. Otherwise when you click on the map again, the system will think you are trying to draw a new shape.

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Congratulations, you’ve now completed a tour of the Teraview software and e-reg product!

Now, using this Guide to assist you, recreate some of these exercises by using the information and documents from one of your own files with a PIN from the Training System (a complete list of available PINs can be found in this guide; see Sample POLARIS Parcels on page 6).

You should also explore other document types and features that are not covered in this Guide by using the Teraview Reference Guide and Electronic Registration Procedures Guide to assist you.

Remember, the best way to learn the Teraview software is to use it. Visit the Teraview Training System often to become more comfortable and proficient.

We know you will find the Teraview software fast and easy to use.

Thank you for taking the time to explore the many features of Teraview and learn how to make it work for you!

2012 training guide - teranet express · 2019-03-29 · polaris search and mapping functions of the...

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