Knowledge Base


How orders are processed by the system

Step 1

Locate property, normalize
address, determine legal
description and APN

Step 2

Retrieve property and
GI (name related)

Step 3


Retrieve taxes, assessor
maps, and other
related information

Insufficient property information can cause order failure
  • Order failures can occur when there is not enough property information provided on the open order request.  This can be caused by a bad street address, APN, missing unit number, or other property requirement.
  • If there is not enough information on the property search to complete automation such as no transfer documents, could result in an order failure.  Users can then process the order manually.
Property types: Lot block, Sectional, Rancho, Condo, and Commercial

Lot Block Searches

  • These types of properties tend to have most of the required indexed data with the Data Provider, resulting in greater automated results.

 Sectional Properties

  • There are times when documents that do not apply to your property are selected by automation.  These are postings that can be reviewed by  your examiners and removed from the search as needed.
  • If more than 15 images are selected from the chain, the order will pause for a pre-exam step called Chain Validate.  Examiners are provided with an interactive chain where items can be selected and unselected.
  • Automation does leverage the names provided on the open order sheet to assist in the identification of property documents, but there are times when the names used on the chain are not identical to those on the open order sheet and could result in an unselected image.  The examiner can select the image during the exam process.

Rancho Properties

  • Some Rancho Properties can have extensive posting on the chain, resulting in an order failure.  Although the chain filters found within the interactive chain can be leveraged, many of these orders types are processed manually.


  • Unit numbers are required to retrieve a successful property search from the Data Provider.  If no unit number is entered, it could result in an Order Failure.  The user can enter the unit number and rerun the order if needed.
  • If an APN is provided, then the search success rate increases when a unit number is not available.

Commercial Properties

  • Single Lot and Block and APN commercial transaction are commonly processed on the platform.
  • Although automation is at times able to retrieve useful information from the data provider, complex transactions such as Multiple lot, addresses, and APN are normally processed outside of the NextAce platform.
GI Runs: Names that require extra processing time

GI Runs

We will add names found on any conveyance, Mortgage, or trust deed document.  The names are extracted through an OCR process from the documents themselves.  There are times when there will be typos in the names.  These typos can be manually corrected and the names rerun.

Common Names

Most orders process in under 4 minutes. There are times when common name runs can extend this time by 10 minutes or more.
By default, automation will only return up to 10 images per name.
If a name cannot be run, a message is displayed within the TitleEditor stating to run the name manually.

Missing Names

If automation does not add all the names that need to be run, the examiners have the ability to manually add the names and process the GI.

Female Middle Initials

Automation attempts to determine the gender for a name.  Female names are not searched with the middle initials.

Run Name Variations

When two parties with different last names are on the same title, the system will run each party’s first name with the two last names AND it will run each party’s last names with two first names. Ex: John Smith and Mary Gonzales will run both as entered and as John Gonzales and Mary Smith.

Individual VS Entities

Automation identifies if a party is an individual or an entity.  This is used to process GI searches according to your underwriting rules.
If the name is searched incorrectly, the examiner can delete the name and run the correct name during the exam process.

Taxes, assessor maps, etc.: How they’re handled and what to do when not available


We use your data provider (TitlePoint, DataTrace) credentials or our retail credentials based on your configuration and data access.
Website tax scrapes where available (click here for a list of available counties[MJ1] )
If taxes are not retrieved by automation, the users can obtain them from their usual manual resource and upload to the order.


We use your data provider (TitlePoint, DataTrace) credentials or our retail credentials based on your configuration and data access.
We do not have access to non-data provider resources such as County and Assessors websites.
Based on your selection during instant setup, we pull tract, plat, and Assessor’s maps.
There are times when we are not able to retrieve map images.  These could be because the image was not available or there not being enough information to complete the request.  Users can manually upload the map to the order.


We use your data provider (TitlePoint, DataTrace) credentials or our retail credentials based on your configuration and data access.
Images can be uploaded to the order when it was not available through automation.
We do not have access to non-data provider resources such as County and Assessors websites.

Missing Images

There will be instances where images are not available.  This could be due to plant image depth, an image not being available, or no posting on the chain.  These orders will require that the image(s) be manually retrieved and uploaded to the order.

Back Plant

There will be instances where a full value deed reference is not posted to the property chain.  Usually related to plant depth.  These orders will require that the deed image(s) and back plant chain be manually retrieved and uploaded to the order.


If your data access allows it, we have the ability to retrieve starter images from DataTrace and TitlePoint.  All other resources have to be custom integrated or accessed by the users manually.
There will be instances where a starter image is not available.  This could be due to an image not being available, or not having access to the image resource.  These orders will require that the starter image(s) be manually retrieved and uploaded to the order.
Starter codes referenced on the starter image will be added to the product.  In areas where keyed data is available, it will be used.  If keyed data is not available, then the codes are generated from the OCR extracted data found on the image.

Step 4

Retrieve relevant document
images and OCR and
extract all necessary
information from the
actual documents

Step 5


Combine information with
underwriting rules and
business requirements, and
codebooks to produce the
final report

Step 6

Report is ready,
and our report grading
and workflow
simplify the
review process
Understanding OCR and PDE

OCR/Keyed Data

Typos are a common OCR result that can be quickly corrected by the users during the exam process.
OCR accuracy is dependent on the quality of the image; such as bad images or handwriting found in the document.
Spellcheck is required on the Legal and Vesting fields, but can be activated for all data fields within the order.
Wherever keyed data is available, it is used to populate the product codes.  For example, recording information, legal, vesting, etc.

How codes are applied | When codes need to be changed

Templates and Codebooks

During automation, the template and codes are generated based on the transaction type, your underwriting guidelines, and the title conditions within the orders.
There are times when a general unknown code is added because automation encounters a document that we have not previously processed to alert the examiner.  The examiner can change or remove the code manually.
If a code is ever not added to the product by automation, the examiner has the ability to add any code from the codebook manually.
A general free form (FF) code is available for examiners to free type or copy and paste from other resources.

How orders are graded

Product Grading

Conditions such as number of vesting documents, Parcels, property type, starter status, drive the order grade (difficulty level).  Click here to view the standard grade settings[MJ1] .

The standard grades are as follows:

  • Easy
  • Normal
  • Difficult
  • Underwriting