Certificate requests by businesses and professionals transcript
Hi, I'm James Lawson director and registrar at the Registry of Births, Deaths and Marriages Victoria. I'm excited to introduce the tutorials for our new core business system: Registry Information Online.
This tutorial will show you how to register as the stakeholder in Registry Information Online, set up the people in your organisation that will interact with BDM, and use the new service partners online portal. You need to register to be able to use Registry Information Online. Pre-registering will help you prepare for the new system and make sure BDM holds your correct details. This tutorial is available on our website. You can watch it again and share it with others in your organisation.
Ordering life events certificates on behalf of your clients is becoming easier. Registry Information Online is easy to use and navigate. It checks data to ensure everything we need is submitted. This helps you get it right first time. To submit certificate requests through our website you will need to have a user account. This can be achieved as part of an organisation registration or as an independent professional. To order simply provide registration details, pay for the order, and check out like any other online purchase. Organisations can also pay for multiple certificate orders from all their users in a single transaction.
You can access Registry Information Online 24/7 anywhere, using any device. On behalf of BDM I’m pleased to announce this new service. Enjoy the learning.
This video tutorial will show you how to use BDM services online if required use the scroll bar to navigate to the section you want to.
Anyone who submits data to BDM must create a stakeholder account, especially the ones using our online services. Stakeholder registration is available through the BDM website. To start, click on the Service partners link on the top right of the screen. Choose the type of stakeholder you are and click on the Register now button at the bottom left of the screen. Before you start your stakeholder account registration process, it is a good idea to collect all the documents that you will require.
If you are registering as an organisation, which means you can nominate your staff members to be users of BDM services, you will need your business ABN, a letter or email from a senior officer bearer nominating you as your organisation's stakeholder representative, and one of your government-issued identity documents, for example, a driver's license or passport to help BDM validate your identity.
If you are registering as an individual sole practitioner, which means you will be the only user of BDM online services, you will need your business ABN, one of your government-issued identity documents, for example, a driver's license or passport, to help BDM validate your identity.
Once in the online form you'll be prompted to provide the required information. For Organisations remember to check their relevant box. If you'll also be a nominated user to order certificates, as well as the stakeholder representative. This means you can send certificate requests on behalf of your organisations, as well as manage your organisation's nominated users. Note that independently of the type of stakeholder you are, in order to submit certificate requests, you will need to provide evidence of authority for each individual certificate request.
Individuals or organisations’ representatives are required to choose a username. We recommend you use your individual work email address so it is easy to remember. If you are an organisational representative, you can nominate individual users who will frequently interact with BDM, by going on the Other users section on the form. Tick the box provided and you'll be asked to provide their names and individual work email addresses. Please note organisation generic email address is not suitable for this step. Individuals registering as sole practitioners are not presented with this option.
The last step is to accept the terms and conditions. You will be presented with two sets of terms and conditions. Both sets can apply to you. By continuing, you signify that you accept the relevant terms and conditions.
For the stakeholder registration process, you will receive email correspondence from BDM, informing the progress. You could also receive a request for any additional information in relation to your account registration. For stakeholders registering as organisations, once the organisation and representative stakeholder accounts are set up, the nominated users will receive an automatic notification to progress their account registration. They are also required to provide details of one of their government-issued identity documents for identity validation purposes. All users registered for your organisation will be able to see each other’s transactions with BDM. Please note if you are not a registered stakeholder, this means that your certificate requests will only be processed once BDM has verified and accepted you as a trusted stakeholder.
Stakeholder represented actions (only applicable to stakeholders registered as an organisation) (6:35)
At the main menu the organisation's stakeholder representative have specific actions that are only available to their profile. By clicking on the item Account, a drop-down menu will present. Stakeholder Details, where the representative can view and update the organisation and their own details.
Invite Users - when someone new needs to access to interact with BDM, simply provide their details: family name, given name and work email address. BDM will send them a notification to start their account registration process. Active Users - where a list of current active users is shown, these users can be made inactive by clicking on the action link Deactivate.
Inactive Users - Where a list of users who have been made inactive is shown, these users can be made active again by clicking on the action link Resend invite.
Sole practitioners will not be presented with this full menu.
Using Registry Information Online (7:49)
After receiving the BDM notification email with your username and temporary password, navigate to the BDM website and click on the Service partners link in the top right corner of the screen. The landing page shows all the service partners. Choose the type you are. Clicking the relevant to link will take you to the logon screen. Click on the yellow Login button on the top right of the page. If this is the first time logging in, you'll be required to choose your secure questions and reset the provider password. Type in the username and password as supplied on the email from BDM. Click Login.
The Welcome page opens and shows the actions you can take, step by step. You can navigate from the links provided on this page. When you are logged in, at the top left-hand side of the navigation bar, you will see your username and the name of the stakeholder you are associated with. There will be users who provide services to two or more organisations. At the time of login, they can choose which stakeholder organisation they want to be, as long as they have been nominated as users by both organisations.
The navigation bar at the top of the page shows options that are determined by your profile. For example, legal practitioners are presented with the Certificate requests, Account, Help, About, and Logout menu items.
Selecting a Certificate requests menu option, a list opens, and the options are New, Drafts, and Submitted. As a tip, if you want to return to the Welcome page, click on the Births, Deaths and Marriages Victoria logo in the top left of the page.
New certificate requests (10:02)
To order a new certificate, use the menu bar or Step 1. Use the Certificate requests menu item by selecting New. Registered users can order certificates for a range of life events, including change of name, recognised details, relationship, marriage, birth, or death. For every certificate request, users will need to navigate through the following steps. Choose the type of certificate, provide respective details of the person or persons on the certificate, provide the order details such as quantity or delivery address, and upload related eligibility documents.
Note that any field with an asterisk is a mandatory field. Automatic field validation is applied, but the system fields that need to be fixed will be presented with a bright orange message. Only when these are fixed can you progress to the next step.
Provide details of your order. As a stakeholder, you can use the delivery address drop-down list to choose the delivery address of your preference, without having to type it again.
After adding all the details of your order, if there are any errors the system will present a table with the validation results. Return to the application to fix the presented validation errors. Once these validations are fixed you can progress to upload eligibility documents.
As a third party applicant, you may have to provide evidence of your eligibility. Upon completing mandatory fields you can upload the documentation to the application by the Action List drop-down in the top right of the screen. Use the Add Document function and click go. The Add Document function will step you through what is required. It is assumed you have access to some form of document repository like a scanning folder. Note that the types of evidence you are expected to provide are listed in the drop-down list. Choose the specific document you are uploading. Locate scanned documents from your repository folder. Use the Open button on the folder window. Use the Save button to continue. The document is attached to the certificate application. The system allows you to confirm the document is attached by clicking on View Image to ensure you uploaded the correct file.
Drafts List (13:17)
From the Home page, there are two ways of getting to your drafts list. Click on the Drafts list link in Step 2 of your home page or from the main menu bar, click on the Certificate Requests menu item and then choose Drafts. In the Drafts list, you can see all drafts created by users of your organisation. Drafts can be searched by subject name, date of event, or by simply sorting the columns of the drafts table. Presented with active headings such as Author of the draft. The drafts will have a status of Ready For Upload or Incomplete. From this page you can edit drafts by clicking on the View link on the right side of the table. If you try to submit the certificate request before completing all mandatory fields, a list of fields that need to be fixed will be presented.
Once all relevant information is provided, the application status will change from Incomplete to Ready For Upload. Once an item is ready for submission, the status column will show the item as Ready for Upload.
Submit certificate requests (14:48)
To submit a certificate request, go to the drafts list either from Step 3 on the Home page or from the menu bar and Certificate Requests item and the Drafts menu item. From the Drafts list you can submit multiple items at the same time by clicking on the checkbox of each item and then on the Submit button. Confirmation is required by clicking the Confirm submission button. Once you submit your certificate requests payment needs to be made for the requests to be processed.
Submitted items (15:37)
From the main menu bar, click on Certificate Requests and then Submitted. This shows all items submitted by all users in the organisation. You can search by subject name or date of event, or you can sort the table columns by clicking on the active headings. All of your submitted items have been received by BDM. A notification number is automatically assigned when BDM has received a submission. You can use this to track the certificate’s progress. The table includes Notification Number, Payment Reference, and other details such as Product Name. A notification number is automatically assigned when BDM has received a submission. At any time if you need to contact BDM about a notification, please quote this number. The Application Status column shows the progress of the application. Once BDM has processed your applications, the status will change to complete. Payments for your requests and certificates are made from the submitted list. We'll show you how to order and make a payment for a certificate in a moment.
Pay for certificate requests (17:10)
Any payment needs to be made from the Submitted list. There is no payment option from the Drafts list. Stakeholders have 14 calendar days to pay for their requests and certificates. If this timeframe elapses, Registry Information Online automatically cancels the certificate request.
To pay for your certificate requests you need to access your submitted certificates list. Click on the checkbox next to the notification number for the items you wish to pay. You can pay for your orders individually or as a bulk. Certificates with no payment reference number assigned to them are the ones still be paid and will have the tick box enabled. After selecting your items click on the Pay for certificate blue button on the bottom left hand side of the list. The payment process will start. You can pay for one certificate or many in the same transaction, as long as the item status is still within the 14 days from the request submission date.
The next screen provides details of the certificate application. Select the button at the bottom left hand side called Start payment. The next screen provides the transaction summary, where details of costs, delivery type, and certificate type are shown. Click Start payment. Payment can be made by clicking on the payment method drop-down menu. The options available are credit card, PayPal, or BPAY. Note that if you choose BPAY, the transaction is set to be cancelled after 3 days if payment is not received. These three days should be within the 14 days from the certificate request submission.
Credit card details are not stored in the Registry’s system, as we need to meet the requirements of the payments and card industry data security standard.
At the end of the transaction, you will be presented with a confirmation screen. Once you confirm, the payment will be processed, and the order is placed. Paying for certificates is a straightforward process; simply order, pay, and checkout. To check whether your order has been paid, go into your Submitted list and look for active hyperlinks on the Payment Reference Number column. By clicking on an active hyperlink, you will see your purchase receipt, which can be printed if required.
When you pay for multiple items in the same transaction, the Payment reference number will be the same to all items included on that payment. As a tip, if payments are certificates within your organisation will be done by each individual user, each user can select the certificate request item they wish to pay for from the submitted list and start the payment process.
If payments are to be done in bulk from a centralised business unit, organisations will need to nominate their administration or finance officers as users of the Registry Information Online system. From your submitted list, the items with the payment reference number highlighted as a hyperlink are the items already paid for. By clicking on the hyperlink, the receipt will be presented on-screen. The receipts will present the same payment reference number to all items paid in the same transaction. From the submitted list, you can print a copy of the receipt. Simply click on the payment reference number and then the Print button.
Wrap up (21:29)
Here is a summary on how these features will assist you and your business:
You can save your certificate requests as a draft until you have all the information required to complete it and then submit
24/7 status check of your submissions
Access to BDM online services through a web browser, using desktop or mobile devices, anywhere, anytime
Payments can be done in bulk or individually
Entitlement documents can be uploaded online
Every progress in your transactions with BDM will generate an automatic notification via email or SMS to the author of the request.
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