Adding Users Via Data Import


If you have more than 10 users to add to the system, you should consider adding users via data import. To set up a data import, use the steps provided below.

 

Who Can Import Data?

You must be an authorized Fannie Mae Vendor or sub-vendor to set up an import in the HomePath Secure Entry System. You will download the sample file(s), complete the required fields, and email your data file(s) to the SentriLock team as described below.

Two Data Files: Office and User

There are two different data files you may send SentriLock, depending on your needs:

Office Data

Use to set up Contractor Companies only (i.e., sub-contractors who will administer their own account and add their own users).

The Office Data file is NOT required if you are only adding Team Members/Field Personnel for your own company.

User Data

Use to set up all individual users*:

  • Team Members
  • Field Personnel
  • Contractor Company Administrators (You will add one for each company in your Office Data file.)

The User Data file is always required. (If setting up a contractor company, you will complete both a User Data file and an Office Data file.)

*For details on the different roles in the system, see the Permissions Matrix in the Appendix of the HomePath Secure Entry System Guide for Vendors.

 

Following are instructions for filling out the files

Office Data

The Office Data file is used to tell us about each contractor company (e.g., a sub-contractor) you want to authorize under your account to access properties.

For each contractor company that you are authorizing to access your properties, the office data must be specified with the following fields:

  • Office Unique ID (Required Field)

Each contractor company you add will need an Office Unique ID. You may already have a unique ID that identifies each contractor company you work with in another system you use, such as an accounting system.

If you do not already have a unique ID for your contractor companies, you will need to create one. You can use your TRAX ID (if you are a Fannie Mae-approved vendor) or your own assigned Office Unique ID (if you were set up by another vendor) combined with a sequential number.

Example: If your TRAX ID is “T999” you could assign “T999_01” to your first contractor company and “T999_02” to the next one. Once you assign an Office Unique ID, it is important that this value remains consistent in subsequent imports.

  • Name (Required Field)
  • Area Code
  • Phone Number
  • Street Address
  • City
  • State Code
  • Postal Code
  • Regions (Required Field)

Use this field to indicate the regions (state) this vendor is authorized in. Use the state’s abbreviation and separate each state with a colon sign.

Example: “KY:OH:IN” would authorize the vendor to access Fannie Mae properties in every county of each state you specify.

User Data

Your User Data file should include the staff in your office (Team Members and any Field Personnel), as well as one administrator for each contractor company if you completed an Office Data file.

For each user who will have access to the HomePath Secure Entry System (both the website and/or at the lockbox via the mobile app) specify the following:

  • Unique ID (Required Field)

You will need to specify a Unique ID for each user you add.

  • Team Members/Field Personnel in Your Office

You may already have unique IDs that identify your office staff in another system you use, such as an accounting system. If you do not already have unique IDs for your staff, you will need to create them.

Example: You could use your own Office Unique ID (see field described below) combined with a sequential number. If your Office Unique ID is “V999” you could assign “V999_01” to your first staff member and “V999_02” to the next one.

  • Contractor Company Administrators

Again, if you do not already have unique IDs for contractor company administrators, you will need to create them. (Each contractor company you have needs one administrator.) You can use the Office Unique ID you created for the company in the Office Data file and combine it with a sequential number for the administrator’s Unique ID.

Example: If the Office Unique ID for one of your contractor companies is “T999_01”, then the administrator’s Unique ID could be “T999_01_01”.

Once you assign a Unique ID, it should not be used again, as each Unique ID must be assigned to only one user.

  • First Name (Required Field)
  • Last Name (Required Field)
  • Area Code (Required Field)
  • Phone Number (Required Field)
  • Email Address (Required Field)
  • Office Unique ID
  • Team Members/Field Personnel Office Unique IDs

Here is how to determine the Office Unique ID for Team Members/Field Personnel in your own office:

If…

You are a Fannie Mae-approved vendor or listing agent

Then your Unique Office ID is…

Your TRAX/TR ID.

If…

You were set up in the HomePath Secure Entry System by another vendor (i.e., you are a sub-contractor).

Then your Unique Office ID is…

The ID you received from the vendor who set you up. (If you did not receive this ID, contact SentiLock.)

  • Contractor Company Administrators Office Unique IDs

The Office Unique ID for the contractor company administrator will be the same Office Unique ID you created for the Office Data file.

  • Needs Admin Access? (Required Field)
  • No – Select if the user is Field Personnel who only needs to access lockboxes.
  • Yes – the user is one of the following:
    • Team Member: In addition to accessing lockboxes and accessing their own account, team members can administer the people in your office. They can add new people and terminate people who should no longer have access to open lockboxes.
    • Contractor Company Administrator: These users will be able to access your lockboxes and access their own account. They will also need admin access so they can can administer the people in their company. They will be able to add new people and terminate people who should no longer have access to open lockboxes for their company.

Note: Every user you add will be able to access Fannie Mae properties in any region that their office is authorized for. Do not import users that are not supposed to have access to Fannie Mae properties.

Here is an example illustrating how these two files might be completed:

sampleFileImage
Sample Office Data File
Sample User Data File

Sending Completed Data File(s) to SentriLock

Once you have completed your User Data file (and Office Data file if you have added contractor companies), email the file(s) to fmimports@sentrilock.com.  The file format should be .csv and include your company’s Unique Office ID in the file name. For example: T999_user.csv.

SentriLock will check to ensure that phone numbers and IDs are unique and not already existing in their system. If there is an exception, they will contact you to resolve.

Click here to download a printable PDF version of all this information