Changes for lawyers and conveyancers as part of Landonline Release 3.17

New features include:

 

Order for New Certificate of Title (OCTN) to be included in e-Dealing forms

LINZ Ref: LOLCM-38
Description: Changes in Landonline to enable OCTN Instruments (formerly OCT) to be prepared as a Template Instrument.

Following the 3.17 release, the OCT Order for New Certificate of Title Instrument (which was an image only Instrument) has been replaced by a new Template OCTN Instrument:

Landonline Preparing Dealing interface (screenshot)

The new OCTN Instrument auto-populates information from:

  • Head Titles Affected (e.g. Owners, Legal Descriptions, Purposes)
  • Linked LT Plans (e.g. Purposes, Legal Descriptions)
  • Prior Instruments that change ownership (e.g. Transfers)

Legal Descriptions and Purposes can be edited directly in the Prepare Order for Certificate of Title screen:

Landonline 'Prepare dealing' interface, showing editing of Legal Descriptions and Purpose (screenshot)

Proprietor names can be added and edited in the Manage Registered Proprietors screen:

Landonline 'Manage OCT Registered Proprietors' interface (screenshot)

Additional Text and Consents can also be added if required:

Editing options for 'Instrument not pre-validated' interface (screenshot)

Once data has been entered, the following Instrument view can be generated:

Screenshot of Landonline Instrument preview screen

 

Details of the Landonline 3.17 Order for Certificate of Title changes are set out below under the following headings:

  1. Setting up a Dealing
  2. Prepare Order for Certificate of Title Screen - Summary
  3. Selecting Registered Proprietor Names
  4. Adding/Editing Registered Proprietor Names
  5. Proprietorship Options (Sole Tenants, Shares and Combination Tenancies)
  6. Applying Name Changes to Multiple Titles
  7. Transition
  8. Known Issues

1. Setting up a Dealing 

Following the 3.17 release, the OCT Order for New Certificate if Title Instrument (which was image only) has been replaced by a new Template OCTN Instrument.

In essence, setting up a new-title Dealing has not changed. However, to enable an OCTN to auto-populate information - it is important Dealings are set up correctly:

  1. Ensure the LT plan is linked (if any). Note –LT plans that only have a status of ‘initiated’ will not auto-populate Legal Descriptions and Purposes

  2. Instruments lodged prior to the OCTN should affect the head Title. Also ensure any prior Instruments that change ownership (such as Transfers) are prepared correctly

  3. The OCTN should affect the head Title and all new Titles that will issue

  4. All Instruments following the OCTN should affect the relevant new Titles

    'Prepare Dealing' interface showing steps 1 to 5 (screenshot)
  5. Once the Dealing is set up, the new “Prepare Order for Certificate of Title” screen will display when the OCTN is selected and “Prepare” is clicked (see section 2)

 

​2. Prepare Order for Certificate of Title Screen – Summary

The Prepare Order for Certificate of Title Screen auto-populates information based on details entered in the Create Dealing screen (see section 1).

A summary of the new screen is as follows:

'Prepare Dealing' interface with reference to steps 1 to 11 (screenshot)

 

 

  1. The New Titles Data window displays a summary of all new Title details, including:
      • Title No – pre-allocated titles
      • Registered Proprietor – auto-populates or is selectable from:
        • Head Titles
        • Prior Transfers (or change of ownership instruments) in the same dealing (if any)
        • LT Plan (if any). I.e. if a Lot is vesting in a Council
        • Note – proprietors can be added/edited by clicking “Edit Names…” (see section 4)
      • Legal Description – auto-populates from:
        • LT Plan (if any). Note - the plan must not have a status of Initiated to auto-populate Legal Descriptions correctly
        • Head Titles (if no LT Plan is linked to the Dealing)
        • Note – these details can be edited by typing directly into the Legal Description field
      • Purpose – auto-populates from LT Plan (if any), or is selectable from a drop down menu. Purpose text can also be edited in the Purpose text field (e.g. for specifying a type of local purpose reserve):
        'New Titles' interface showing Purpose drop down menu (screenshot)
  2. The Gazette Notice or Other Reg field is used to add a Document or Gazette Notice reference (e.g. if there is no head Title)
  3. Click Edit Names to add or edit new proprietors (see section 4)
  4. Click Apply Name change Across Titles to apply proprietor names from one new title to other new titles (see section 6)
  5. Click Add New Title to add new Title references:
    'Prepare Dealing' interface with example of new Title being added  (screenshot)
  6. Click Delete New Title to delete new Titles references that are not required
  7. To all details to their original state after making changes, click Restore
  8. Click Display Results to generate a preview of information entered:
    Interface showing 'Display Results' button (screenshot)
  9. Click Add Text to enter any additional details relating to the OCTN
    Screenshot of 'Add Text' interface
  10. Click Add Consent to attach a scanned image consent  (e.g. Mortgagee’s consent)
    'Attach Image'  interface for adding scanned copy of image consent  (screenshot)
  11. Click Preview to generate an Instrument view from information entered:
    Instrument/Request preview screen  (screenshot)

3. Selecting Registered Proprietor Names

For most OCTN Instruments, proprietor names do not need to be manually added. The two most common scenarios are as follows:

  1. One Head Title (and no Prior Transfers/Vestings)
    If the OCTN only affects one head Title – the proprietors will default to the names shown on the Head Title:
    'Prepare Dealing' interface showing Registered Proprietors (screenshot)
  2. Multiple Head Titles and/or Plan Vestings
    If there are multiple head Titles and/or plan vestings, the proprietors need to be selected from the Registered Proprietor drop down menu:
    'Prepare Dealing' interface showing Regstered Proprietor drop-down menu (screenshot)

4. Adding/Editing Registered Proprietor Names

If default proprietor names cannot be selected (as per section 3), then new or additional names can be added from the “Manage Registered Proprietors screen.”

However, before adding new or additional names, it is important to check whether your Dealing has been set up correctly. I.e.

  • Head Titles have been linked correctly and
  • Prior Transfers have been set up correctly (e.g. against the correct Head Title and have correct spelling)
  • Note - Refer to section 1 for more detail

If new names are required (e.g. when there is no Head Title – such as for a Gazette Notice), then use the following process:

  1. Highlight the New Title you wish to add proprietors to, then
  2. Click Edit Names in the Prepare Order for Certificate of Title screen:
    'Prepare Dealing' interface showing steps 1 and 2 (screenshot)

This opens the “Manage Register Proprietors” screen:

'Manage Registered Proprieters' interface, showing steps 1 to 8 (screenshot)

 

A summary of the main features from the above screen is as follows:

  1. If multiple head Titles, select a Title in the Title Ref box to display proprietors relating to that Title. E.g. Green Lantern Limited and Maid Marian are the owners of CT WNTRAIN400
  2. Check the Affected Owners checkboxes to select which proprietors you wish to display on the Title
    'Manage Registered Proprietors' interface showing Affected Owners checkboxes (screenshot)
  3. New proprietors can be added or removed by clicking the Add or Delete buttons (if required)
    • Note – the process of adding proprietors to a title is not a means of getting names on a title without a Transfer – it is purely for getting the correct owners on the correct titles if need be. E.g. if there is a prior image instrument such as a TPS.
    • If the names are not in right order use the Up or Down buttons
      Location of up and down buttons in interface (screenshot)

    ***Note - Only new names that have been Added by a user can be edited***
  4. Check the Joint Checkbox and enter fractions in the Share of whole title fields to enter shares (see section 5)
  5. Select Executor or Administrator from the Executor/Administrator drop down list (if required)
  6. Click Alias/Other to add or edit details of an alias, name suffix or minor information (if required)
  7. Additional Information relating to a registered Proprietor can be entered (if required). E.g. for Life Estates:
    'Manage Registered Proprietors' interface, showing Additional Information section (screenshot)
  8. To re-display registered proprietors after making changes, click Restore
  9. Click Display Resulting Ownership to generate the resulting proprietors and display the ownership details in the text field below:
    Location of 'Display Resulting Ownership' button (screenshot)

5. Proprietorship Options (Sole Tenants, Shares and Combination Tenancies)

In essence, adding proprietors and shares in the “Maintain Registered Proprietor” screen is the same as setting up a Transfer. The main scenarios are as follows:

Sole Proprietor

You enter a new sole proprietor in the Manage Registered Proprietors screen as follows:

'Manage Registered Proprietors' interface, showing sole proprietor being entered (screenshot)
  1. Uncheck the default proprietor (Test Tester) as an Affected Owner
  2. Click “Add” and add a new proprietor (Mickey)
  3. Check Mickey as an Affected Owner

Shares

You enter tenants in common (e.g. two ½ shares) in the Manage Registered Proprietors screen as follows:

'Manage Registered Proprietors' interface showing half shares (screenshot)
  1. Uncheck the default proprietor (Test Tester) as an Affected Owner
  2. Click “Add” and add two new proprietors (Mickey and Minnie)
  3. Enter a ½ share for each proprietor in the “Share of whole Title” field
  4. Check both Mickey and Minnie as Affected Owners

Combination Tenancy

A combination proprietorship contains joint tenants and tenants in common.

For example, Mickey and Minnie own a ½ share as joint tenants and James Bond owns the other ½ share, making one whole share. You enter these combination tenants in the Manage Registered Proprietors screen as follows:

'Manage Registered Proprietors' interface showing Combination Tenancy (screenshot)
  1. Uncheck the default proprietor (Test Tester) as an Affected Owner
  2. Click “Add” and add three new proprietors (Mickey, Minnie and James Bond)
  3. Check Joint for both Mickey and Minnie
  4. Enter ½ for Minnie and James (Mickey does not have a ½ share entered)
  5. Check Mickey, Minnie and James as Affected Owners

6. Applying Name Changes to Multiple Titles

Once proprietors have been added or selected in the “Prepare Order for Certificate of Title” screen (as covered in sections 3 and 4) – they can be applied to other new Titles by using the following process:

'Prepare Dealing' interface (screenshot) showing steps 1 and 2

 

  1. Select or add a new proprietor in the Prepare Order for Certificate of Title screen (as covered in sections 3 and 4)
  2. Click Apply Name Change Across Titles (“Copy from/Copy to” view displays):
    'Prepare Dealing' interface (screenshot) showing steps 3 to 5
  3. Check the Copy From checkbox for the title you wish to copy from
  4. Check the Copy to checkboxes for titles you wish to copy to
  5. Click the Update Selected Titles button to update the Titles as required

7. Transition

OCT Instruments created before the 3.17 release (but not submitted) can still be submitted from Workspace.

In progress OCT Instruments that were lodged before the 3.17 release will still be processed by LINZ.

8. Known Issues

T058 & T059 fail for pending titles Created by OCTN

Following the 3.17 release, both T058 and T059 incorrectly fail at the Pre-validation and Submit stages of a Dealing for Transfers/Mortgages affecting Pending Titles Created by an OCTN in the same Dealing, when:

  • The Transfer/Mortgage has been prepared with Change due to Pending Dealing mode, and
  • Share/interest or Part of Land/Complex mode has been selected, and
  • Mortgagors/Encumbrancers or Transferors/Registered Proprietors are correct:

Note - In most cases business rules T058 and T059 will pass.

An example of T059 failing is as follows:

Error within Pre-validation Report (screenshot)

Workaround

If the Mortgagors/Encumbrancers or Transferors/Registered Proprietors are correct - T058/T059 can be ignored at both the Pre-validation and Submit stages of a Dealing and you can continue to submit.

 

Plan Status to be shown in Workspace Dealings

LINZ Ref: LOLCM-634
Description: Functionality to show plan statuses in the Prepare Dealing screen.

Functionality to show plan statuses in the Prepare Dealing screen.

Following the 3.17 release, the below plan statuses now display when an LT plan is added to a dealing:

  • Submitted
  • Requisitioned
  • Approved
  • Withdrawn*
  • Not for Deposit*

*Note– It is not possible to add a “Withdrawn” or “Not for Deposit” plan into a Workspace Dealing. However, it is possible for a Submitted/Requisitioned/Approved plan added to a Dealing to be subsequently Withdrawn or set to Not to Deposit.

'Prepare Dealing' interface showing status as Approved (screenshot)

Warning and Business Rule when Initiated Plan added to Workspace Dealing

LINZ Ref: LOLCM-634
Description: 

  1. Business Rule for Dealings Containing Initiated plans
  2. Warning message when EI/OCTN Instrument in Dealing containing a plan that is not Approved as to Survey is prepared

1. Business rule for Dealing Initiated Plans

Dealings containing Initiated Plans are sometimes Lodged with LINZ:

'Prepare Dealing' interface showing Plan status as initiated (screenshot)

The process is for LINZ staff to reject these Dealings if:

  • A Fast Track request has not been lodged and the Plan still has a status of Initiated, or
  • A Fast Track request has been lodged, but the Plan has not been submitted within a 24 hour period of the Dealing being submitted

To reduce the number of Rejections, the following business rule now runs in Workspace when a Dealing containing an Initiated Plan is either Pre-validated or Submitted:

Pre-validation report (screenshot)

Note – As this is only a warning and to allow for the Fast Track process, Dealings can still be submitted to LINZ when the above business rule has failed.

 

2. Warning message when EI/OCTN Instrument in Dealing containing a plan that is not Approved as to Survey is prepared

Plans that are not yet Approved as to Survey are subject to change. As a consequence, any changes made to a plan prior to its approval may result in prepared Instruments no longer being correct.

For example, an Easement Instrument prepared prior to plan approval may become incorrect if Easements on the plan change (e.g. Easement types or markings etc…).

As a heads up - the below warning message now displays when a user attempts to prepare an OCTN or EI Instrument in a Dealing containing a Plan that is not Approved as to Survey:

Warning message when creating a Dealing on Landonline (screenshot)

 

Make the deletion of e-Dealings from Workspace more robust

LINZ Ref: LOLCM-626
Description: When deleting a Dealing from Workspace, users are now required to also enter their password to confirm the delete action.

Prior to the 3.17 release, there were several cases of users accidentally deleting an e-Dealing in Workspace.

Following the 3.17 release, users are now prompted to enter their Landonline Password when deleting an e-Dealing:

Landonline workspace password entry (screenshot)

This only applies to deleting dealings – you will not need to enter your password if you are only deleting an instrument from a dealing.

 

Warning message when released Instrument (in a Dealing on Requisition) is opened

LINZ Ref: LOLCM-749
Description: A warning message now displays when a non-Requisitioned Instrument is edited in a Requisitioned Dealing.

When a Dealing (with multiple Instruments) is on Requisition, Workspace users occasionally make changes to Instruments that were not Requisitioned.

Although users are well within their rights to make changes to these Instruments - occasionally the wrong Instrument is edited.

As a heads up, users will now receive the following message when trying to edit an Instrument that is NOT on Requisition:

 

'Create Dealing' warning message (screenshot)

 

Last Updated: 16 April 2018