Web Administrator System Guide

Use the information below to select the appropriate access level when setting up a new and/or updating a current user in the Minnesota Housing Commitment System. You must assign a Security Group and a Department for every user profile.

Security Groups

Assign users a Security Group. All Security Groups have access to order documents.

• Lending Partner Admin – User can set-up user accounts
  • More than one Web Administrator is permitted
  • NOTE: If you select this option, you must also select Lending Partner, Lending Partner Associate and Lending Partner Read Only
• Lending Partner – User can Lock and Make Updates to the loan. They can also True and Certify a loan
• Lending Partner Associate – User can lock the loan
• Lending Partner Read Only – User can view pipeline and upload closed loan files 

Departments

Assign users a Department based on their role. Web Administrators should have all three Departments assigned.

• Loan Officer – Select this option for any mortgage originator. This will ensure loans are assigned correctly to individuals that originate the loan
  • You must include the loan officers NMLS license number
• Lending Partner – Select this option for anyone who is not a loan officer but needs access to the commitment system
  • Examples – underwriter, closer, processor, lock desk, etc.
• Lender QC – Select this option for anyone who should be notified by the Minnesota Housing Quality Control team when a loan is selected for audit
  • This user will be responsible for working with and resolving quality control audits.

To Create a New User

• Select Add User located at the top right of your screen
• A new blank user section will appear at the bottom of your screen 

General Information

• Complete the required fields in the General Information tab
  • The account expiration date is automatically set by the system a year from the current date
  •  If the user originates loans for multiple programs, select the most relevant channel
  • NOTE: If the user originates loans for multiple programs, they can only import a loan application under the channel assigned to them and must manually enter loans under the other channel 

Authentication

• Complete the required fields in the Authentication tab
  • Username should be a person’s work email address, not a general shared mailbox account
  • Password requirements
    • Must contain at least 12 characters
    • Must contain at least one uppercase letter
    • Must contain at least one lowercase letter
    • Must contain at least one number
    • Must contain at least one special character
    • Password must be changed every 6 months
    • Passwords cannot be reused
  • Multi-Factor Authentication is required to log into the Minnesota Housing Commitment System
    • Users will need a code to login
    • The code can come via email or via text to a cell phone
    • You are not required to fill out both Multi-Factor fields

Links

Complete the different sections in the Links tab

• Select appropriate box(es) to assign to the new user under Security Groups:
  • Lending Partner – Can enter a loan from lock to true and certify
  • Lending Partner Admin – This is the Web Administrator; this membership should not be selected for any other user
  • Lending Partner Associate – Can enter a loan through lock.
  • Lending Partner Read Only – Can view loan data only
• Select the appropriate box(es) in the Department section – Typically only one department is needed and must be set as Default
  • Lending Partner – Anyone who is not a loan officer, but needs access to the commitment system
  • Loan Officer – Allows the Loan Officer name to be assigned to the loan in our commitment system
  • Lender QC – Anyone who should be notified by the Minnesota Housing Quality Control team when a loan is selected for audit
    • This user will be responsible for working with and resolving quality control audits
• If multiple Departments are needed, you must set a Default Department that is appropriate for the use
  • To set the Default Department, select the desired Default Department and make sure it is highlighted
  • Then select Set as Default at the bottom right of the Departments section
  • You will then see (Default) appear after the desired default department
• Select Correspondent Ops Center in the Operations Center section
  • You must set Correspondent Ops Center as the Default for this section 

Licensing

• Go to the Licensing tab to enter a loan officer’s NMLS
  • Select Add License the Add License screen will open
  • In the License Type dropdown menu select NMLS
  • Enter the loan officer’s NMLS in the License Number field
  • State auto fills to N/A when NMLS is selected
  • Activation Date automatically enters the date the license is added
    In the Expiration Date field enter 12/31/2099
  • Select Add
• Once all fields have been completed select Save in the top right corner of the screen to complete the New User account
• If done correctly, you will see a notification box appear that will read The changes were successful
•  If any errors appear, you will need to clear the errors and select Save again

NOTE: Test the new user by logging in as the new user to ensure they can successfully login. 

Once the user logs into the commitment system, have them go into User Settings to set up a new password and recovery question. Refer to Password and Recovery Questions Help section of this system guide.

Locked account

• If account is locked, you will see the Account is locked box checked on the General Information tab
• Uncheck the box to unlock the account
• Go to the Authentication tab and reset the user’s password
• Select Save in the top right corner of the screen and communicate the new password to the user 

Password Reset

• To reset a password, type a temporary password into the Password field in the Authentication tab
• Select Save in the top right corner of the screen and communicate the new password to the user

• Make any changes to the Security Groups and/or Departments section in the Links tab
  • NOTE: The departments section always needs one department to be set as default
• Select Save in the top right corner of the screen

• Go to the Licensing tab
  • Select Add License
  • The Add License screen will open
  • In the License Type drop-down menu, select the desired license you want to enter
    • NMLS will always display the Loan Officer’s NMLS number on the Minnesota Housing Documents
  • Enter the license number in the License Number field
  • State auto-fills to N/A when NMLS is selected
  • Activation Date automatically enters the date the license is added
  • In the Expiration Date field ender 12/31/2099
  • Click the Add 

Users must be logged in to reset their password and establish a recovery question. If users are locked out of their account and/or unable to reset their password when trying to log in, they will need to reach out to the web admin for assistance. 

Once user is logged in, instruct them to:

• Log into the MN Housing Commitment System and select the User Profile (looks like a person icon) located at the top right of the screen
• Select User Settings
• The User Settings page will open, select Password/Security in the top right corner
• Add a Recovery Question and a Recovery Answer in the Password Recovery section
• In the Change Password section, complete all three fields to reset your password. The fields to complete are Current Password, New Password and Confirm Password
• Select Save at the bottom right of the User Settings screen