Complete an InfoTrack Title Search for NSW Sale Matters

If your firm has connected InfoTrack to Smokeball, you can place orders for Title Searches, Contracts and other documents from within Smokeball. This article outlines the best practice for using InfoTrack with NSW Sale matters.

Step 1: Create a NSW Sale matter

To create a NSW Sale matter:

1. Select New Matter from the Smokeball action bar.
2. Choose NSW from the state drop-down list, expand the Conveyancing folder and select Sale.
   
3. Type in the address of the property under Pre-populate this new matter. InfoTrack will perform a basic lookup on the address.
   
   • If you ticked Order Title, you will be charged for the Title Search, and it will populate in matter details and appear under the InfoTrack tab in the matter.
   • If you did not tick Order Title, you will not be charged for the Title Search. Only the Property Details field will be populated with the address. 
     
4. Select Create.

Sit back and watch the magic happen:

The matter is now created and pre-populated with data from the title. Also:

• Vendor(s) contact cards are added to the matter
• Vendor contact cards will include the property address as their current address (if lives at property address was selected)
• Property details will include street address, title reference Council, Parish & County details
• The relevant Council is added as a contact to the matter
• Discharging Mortgagee(s) is added as a contact to the matter

How Contact Cards are detected or created

• If exact name matches are found for existing contact cards for Vendor, Council, or Mortgagee they will be added to the matter.
• If there are no existing contacts that are possible matches for the Vendor, Council, or Mortgagee, new contact cards will be created.
• If there are possible matches found for the Vendor, Council, or Mortgagee, a pop-up screen will be shown for the user to review the matches. Each possible match should be reviewed. 

The Review link opens the contact card for the user to check if it is a correct match and has the option to Save the match or Clear it and manually input the correct contact details.

• Once you have reviewed and decided on all potential matches, green ticks will appear for each party.

Creating a matter from Free Title Extract 

To do this, you would enter the title reference or property address but not select Order Search.

Note: Limited information is provided from the NSW LRS when obtaining a free title extract.

• The Vendor and Discharging Mortgagee will not be populated when using the free title extract.
• The matter will be populated with Property Details and Council.

Step 2: Order Contracts and documents from InfoTrack

To order all required Title Searches (if you didn't order it upon matter creation), contracts and documents from InfoTrack:

1. Select the InfoTrack tab and click on eCOS+. A new window will open.
   
   • If you did not order the Title Search when you created the matter, you can order it at this point. Select Order & continue - you will be charged at this point, and the Title Search will appear under the InfoTrack tab in the matter.
     
2. Select the Contract documents you wish to order, then select Place Order. 
   
3. Confirm the address to finalise the order.
   

These documents will appear under the InfoTrack tab in the matter and the Documents list.

Troubleshooting orders from InfoTrack

If you encounter an issue with your order, such as documents not appearing in Smokeball correctly, or if there is a delay in the order, you can contact InfoTrack via their iSupport widget on the bottom-right corner of all InfoTrack windows.