System Notes (History Changes)
LoanPro provides information on changes that occur within your customer files and accounts. This feature is designed to give you the ability to audit your company in a way that lets you track changes to their source. This article will cover system notes inside an individual loan but will not cover the System Notes Report.
Where are the System Notes?
Most users don’t think about system notes until there is an event they want to track. The event will be captured in a single system note, so it’s important to be able to find the note you need. System notes are displayed inside of several account tabs and customer tabs.
These are the Loan tabs where system notes can be found:
- Loan Settings > Settings
- Servicing > Notes/ Alerts
- Servicing > Checklist
- Collateral > Collateral Information
- Collateral > Insurance Information
These are the Customer tabs where system notes can be found:
In the case of most of these tabs, the notes shown pertain specifically to the tab on which they are shown. If you want to view all the system notes for an account or customer, you can view all of the notes in the Servicing > Notes/Alerts and Customer Notes sections respectively. These sections contain all the notes logged by the system for the account or customer. There will be more notes in these areas than the sum total of notes displayed on the other tabs. This is because there are notes logged for account and customer changes that don’t appear on a specific tab.
System Note Information
Here's an example of what a logged system note looks like:
Each system note provides the following information:
- The date and time when the note was logged
- The user who made the change
- A description of the change that was made
- The IP Address of the computer or device that was used to make the change
This information cannot be changed by any user and will be useful in determining down who has made changes to your accounts and customers. You can also look up where an IP address is located to help you get an idea of where changes are being made. For example, if you have an employee who is making harmful changes to customers or account from his or her personal residence, it may be best to implement a new IP address access restriction so the employee can no longer access the system outside of your office.
There is also a download icon in the far right column of each note. Clicking this icon will allow you to see the JSON payload used to create the change. Here's an example of a JSON payload from the system notes:
"noteTitle":"Collateral information was updated",
The JSON payload above shows that the old value of field D was "Base".
Finding a System Note
Typically, when tracking down a specific change to an account or customer, you are looking for a single system note. The most efficient method for tracking down a system note is as follows:
When using the notes section inside of an account or customer, there is no search available. The notes are arranged in chronological order with the most recent notes first. Thus, you will need to scroll through the notes until you find ones that occurred during the timeframe you are interested in. However, the System Notes report offers greater search functionality and provides more data than is provided inside a customer or account.