Box.com User Guide

251 West Lafayette Frontage Road S. Saint Paul, MN 55107

1-(800)-255-TENA (8362)

Proprietary and Confidential ©2016 TENA Companies, Inc. All Rights Reserved

SecondLook® Audit Software

Table of Contents

Activating Your Box Account 1 Navigating TENA’s Folder Structure 3 Uploading Your Files to TENA 6 Downloading Your Information From TENA 8 Setting Up Your Notifications 10 Setting Up Access Security at the Asset Level 12 Setting Up Access Security at the Work Level 15 Managing Your Collaborators 17

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Client must designate in writing an individual to administer its Box account. Client must contact TENA in writing to request a change to administrator access

rights. Client is solely responsible for granting access to and the account maintenance and supervision of all authorized users. This includes resetting user

ID/passwords, deleting accounts for employees who leave, creating new accounts and so forth. The account administrator should immediately remove

access to any authorized user whose employment with the company is terminated for any reason.

Box.com User Guide

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Activating Your Box Account

Box is a secure cloud-based application that will allow for TENA and its clients to send, retrieve, and collaborate on files. Box provides the ability to securely send imaged files for audit. TENA will also utilize Box for invoice and management report delivery, along with additional products and services that require secure and easy transmission. Box allows for easy online access to the following documents through your own secure account:

• Closed Loan Reports

• Selection Letters

• Management Reports for both current and previous workgroups

• Invoices

• Reverifications

• Disputed Items and Responses

Box also allows you to set up individual access to specific folders within your company. For example, if accounts payable needs to access invoices, security features can be utilized to ensure those individuals only have access to the Invoices folder.

To begin, your TENA representative will send you an email notification (Figure 1), inviting you to join as the administrator of your company’s Box account. Once received, click the “Accept Invite” button to open the link where you will setup your account in Box.

Figure 1

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The Account Information Screen (Figure 2) is where you create your account credentials. Here you will provide a user name, email address and password. Please note: You must use the email address that the Box Invitation was sent to.

Password Requirements: Passwords are required to be a minimum of 8 characters, contain at least 2 numbers and have 1 special character. They will be required to be reset every 90 days.

Once you have set up your account information click the “Continue” button, which will bring you to the Getting Started with Box Screen (Figure 3) where you have the option to be guided through a basic tour of Box. A screenshot of this screen is included below.

Once the tour is complete you are ready to navigate the folders that TENA has setup.

Jane Doe

Jane@abcmortgage.com

- ABC Mortgage

M516 - ABC Mortgage Company - From TENA

Figure 2

Figure 3

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Navigating TENA’s Folder Structure

You will see two sets of folders when logging into your Box account:

1. Client Upload (e.g., M516-ABC Mortgage Company-Client Upload)

2. From TENA (e.g., M516-ABC Mortgage Company-From TENA)

Each folder contains a subset of folders that allow you to easily perform specific tasks or securely store information. The Client Upload folders are for you to send information and documents to TENA, while the From TENA folders are used for accessing and storing information that TENA routinely provides. An example of the folder layout is shown below (Figure 4). Please note: You will only see Asset folders for the services in which TENA provides to your company.

The subset of folders housed under the Client Upload and From TENA folders relate to the services (Assets) that you currently contract with TENA to provide. The most common types of Asset folders are:

• Post-Closing

• Pre-Funding

• Servicing

• MERS Annual Reviews

• SecondLook for Post-Closing

• SecondLook for Servicing

Click either the Client Upload or From TENA master folder to view the Asset folders (Figure 5).

Figure 4

Figure 5

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An additional subset of folders (Work folders) are housed below each Asset level folder. These Work folders will be where data or documents are uploaded to TENA or retrieved from TENA. Click the Asset level folder to view the related Work folders.

Below is an example of the Work level folders (Figure 6). Please note: Work level folders will vary based on whether you are viewing them from the Client Upload or From TENA master folder and which Asset the Work folders are related to.

Below is an example of the overall Client Upload folder structure (Figure 7).

Client Upload Folder Structure

Master Folder Client Upload

Asset Folder(s)

Work Folder(s)

Figure 6

Figure 7

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Below is an example of the overall From TENA folder structure (Figure 8).

From TENA Folder Structure

Master Folder From TENA

Asset Folder(s)

Work Folder(s)

Figure 8

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Uploading Your Files to TENA

To upload files, click the Client Upload folder. Click on the Asset folder (Post Closing, Pre-Funding Servicing, SecondLook, etc.) that is related to the information that is being uploaded.

If you are using an outsourcing service, click the Work folder for the type of upload.

Below is a folder reference guide (Figure 9) for you to use when submitting files:

• Post-Closing Document Submission: o Use the File Transfer folder to upload electronic files o Use the Selections folder to upload closed loan reports o Use the Solutions folder to upload a Dispute, Check-the-Checker

Documentation, Program Guideline Questions, or any other customer support items.

• Pre-Funding Document Submission:

o Use the File Transfer folder to upload electronic files o Use the Solutions folder to upload a Dispute, Check-the-Checker

Documentation, Program Guideline Questions, or any other customer support items.

• Servicing Document Submission:

o Use the File Transfer folder to upload electronic files o Use the Selections folder to upload loan portfolio reports o Use the Solutions folder to upload a Dispute, Documentation, Program

Guideline Questions, or any other customer support items.

• SECONDLOOK Document Submission: o If you are uploading files related to a software service, you can post files

directly to the Asset folder

• MERS Annual Report Document Submission: o If you are uploading MERS Annual Report documentation, you can post files

directly to the Asset folder

Figure 9

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There are two (2) ways to submit files to TENA through Box:

1. (Figure 10) Drag files from a folder on your computer or network to the corresponding folder location on Box based on the folder reference guide (Figure 9) above.

2. Click the “Upload” button (Figure 11) within the corresponding folder, and select the files that you would like to place in that folder.

Please note: Some Internet browsers do not support the Drag and Drop option, if the drag and drop option does not work, you will need to use the Upload button option.

Select Files or Folders depending on what you would like to upload. Use the windows explorer screen to locate the files (or folders) that should be uploaded. Once the files or folders are selected (You can select multiple files by using the Command or Control key) click “Open” to upload.

TENA will be automatically notified when your files have been uploaded to the folder.

Figure 10

Figure 11

Box.com User Guide

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Downloading Information From TENA

The From TENA folder structure is used to post and securely store information for a period of six (6) months. After 6 months, the files will be removed from Box, however, the documents will be stored by TENA for three (3) years and are available upon request.

When TENA completes documents, (management reports, reverifications, invoices, selection letters and disputes) the documentation will be posted to the appropriate folder in the From TENA folder. If Notifications are enabled, Box will automatically generate an email (Figure 12) notifying you that an item has been posted and a direct link will be provided for you to download or view the information. TENA will also send an email to the designated contact(s) regarding the availability of the information in their Box folder.

For detailed instructions on enabling your notifications, please see the Setting Up Notifications Section.

Figure 12

Click on the document name and it will automatically open from your Box account.

Click “View All” and it will open the folder for you to preview or download the document.

Box.com User Guide

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Once you have clicked the link in the email notification, from either TENA or Box, you have the ability to download files directly to your PC (Figure 13). To begin, click on the “…” button above the files. In the dropdown you will click the “Download” button. This action will download all files that you see in the folder.

If you would like to download the files individually, click the box to the right of the file name. You may select as many as you wish.

If you would like to preview the document before downloading it, click directly on the title of the document.

Please note that all documentation that contains Non-Public Confidential Information will be password protected with 256-bit AES encryption before being posted to your Box account.

Figure 13

Box.com User Guide

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IMPORTANT – Setting Up Notifications

Your notifications will allow Box to alert you via email when a new file has been added to your folders. TENA recommends the below notification settings for your account.

To change the default Notifications settings, click the dropdown next to the user name (Figure 14) and select “Account Settings”.

The Account Settings screen will open (Figure 15) to show your Account information. Click the “Notifications” button.

Click drop down next to User Name and select “Account Settings”

Click Notifications to change the defaults.

Figure 14

Figure 15

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On the Notifications screen (Figure 16), check the box to the right of Uploads, under the “in folders I’ve joined” option. By making this selection, you will now receive emails from Box when TENA uploads documents to the From TENA folder structure. Click “Save” to complete the update.

The remaining notification options can remain as is, or be changed to accommodate your company’s processes or preferences.

Click Save.

Figure 16

Place a check mark next to Uploads under “in folders I’ve joined” in order to receive an email when TENA uploads documents.

Box.com User Guide

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Setting up Access Security at the Asset level

Access Security in Box works based on the folder structure hierarchy. For example, if you provide a user access to the Post Closing Asset folder, they will have access to all of the documents and subsets of that folder. This is the default setting for all Client Administrators.

To setup access security for an additional user within your company to download the information From TENA, click the Asset level folder (Figure 17).

Once you are in the Asset level folder, click the “…” button (Figure 18).

Click the “Invite Collaborators” button (Figure 19).

Figure 17

Figure 18

Figure 19

Click the Asset level folder to give access to a main contact.

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The Invite Collaborator screen will open (Figure 20). Enter the email address(s) for the user(s) that you would like to have access to Asset folder.

Please note: These users will have access to all of the Work folders and documents in the subset of the folder for which you invite them.

Click the dropdown for “Invited Permission” and select the appropriate security level from the list. See Figure 21 for Security level details.

Access Levels Upload Download Preview Get Link Edit Delete

Editor • • • • • •

Viewer Uploader • • • • •

Previewer Uploader • •

Viewer • • •

Previewer •

Uploader •

Figure 20

Figure 21

Box.com User Guide

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Click “Send” to send the invitation (Figure 22).

Client must designate in writing an individual to administer its Box account. Client must contact TENA in writing to request a change to administrator access rights. Client is solely responsible for granting access

to and the account maintenance and supervision of all authorized users. This includes resetting user ID/passwords, deleting accounts for employees who leave, creating new accounts and so forth. The

account administrator should immediately remove access to any authorized user whose employment with the company is terminated for any reason.

Figure 22

Use table above to determine the correct level of permission.

Multiple email addresses can be entered. Separate each address with a comma.

Box.com User Guide

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Setting up Access Security at the Work level

You also have the ability to grant an individual access to specific Work level folders, such as Invoices, Selections, etc. This level of access security is ideal for allowing your Accounting Department to obtain current and previous invoices without being able to see Management Reports or any additional information sent from TENA.

To setup security so that a user can download the information from TENA for a specific work folder, click the applicable folder (e.g., Invoices) (Figure 23)

From the Work level folder, click the “More” button (Figure 24).

Figure 23

Figure 24

Click the Work level folder to grant access to items in this folder. The user will not be able to view the other folders if they do not have access to those as well.

Box.com User Guide

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Next, click the “Invite Collaborators” (Figure 24) button. The Invite Collaborator screen will open (Figure 25).

Enter the email address(s) for the user(s) who should have access to the Work folder. (Figure 26)

Please note: These users will have access only to the specific Work folder selected.

Click the dropdown for “Invited Permission” and select the appropriate security setting from the list.

For details on the Permissions, please see Figure 21.

Click “Send” to email the users with the invitation.

Figure 25

Figure 26

Multiple email addresses can be entered. Separate each address with a comma.

Select security access level.

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Managing Collaborators

To remove individuals from the list of users that have access to folders, or to change the security settings for existing collaborators, you will need to make alterations from the applicable folder (Figure 27). For instance, if the user has access to the Asset level folder click the Asset folder.

Click the “…” menu, highlight “Sharing” and select “Manage Collaborators”. The Folder Collaborators screen will open. Click the user that you will be modifying or removing from the folder structure. (Figure 28)

Figure 27

Figure 28

Jane Smith jsmith@abcmortgage com

John Doe jdoe@abcmortgage com

John Hancock jhancock@abcmortgage.com

Click the blue text under Permissions to change the rights or remove the User.

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Click the blue text under “Permissions” to select the new rights level or to remove the user as a collaborator.

Jane Smith jsmith@abcmortgage.com

John Doe jdoe@abcmortgage.com

John Hancock jhancock@abcmortgage.com

Select the new rights or chose Remove to delete the user as a collaborator (if you chose Remove there is no warning message).