Medici 3.9 User Manual

Wolters Kluwer Financial Services
Medici®
Version 2008.2
Medici®
Commercial Lending
Documentation System
User Guide

Medici User Manual ii
Copyright
© 2008 Wolters Kluwer Financial Services, Inc.
The Medici Group, Waltham, Massachusetts
Printed in the United States of America. All rights reserved. Published in 2008.
This document was written for the Medici Commercial Lending Documentation System.
The reproduction of this material is strictly prohibited. Information in this publication is subject to change without
notice and does not represent a commitment on the part of Wolters Kluwer Financial Services, Inc. The software
described in this publication is furnished under a license agreement and may be used or copied only in accordance with
the terms of the license agreement. This publication is distributed to support the presentation of the subject matter
covered and should not be used as a substitute for professional advice in specific situations. Examples given in this
publication are used as a substitute for professional advice in specific situations. Examples given in this publication are
for illustrative purposes only. The reproduction of this publication, or any part of this publication in any form or by any
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Wolters Kluwer Financial Services has made every effort to supply trademark information about company names,
products, and services mentioned in our publications. Trademarks indicated below were derived from various
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Medici is a registered trademark of PCi, Inc.
Microsoft, Windows, and Windows NT are registered trademarks or Microsoft Corporation in the United States and other
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All other trademarks are the property of their respective owners.
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In developing this program, printed documentation, and documents, we have interpreted the various laws, regulations,
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The following notice is required by law:
THE PRODUCTS AND SERVICES OF WOLTERS KLUWER FINANCIAL SERVICES, INC. ARE NOT A SUBSTITUTE FOR THE ADVICE OF AN
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Publication Information
Medici Commercial Lending Documentation System
User Guide 3.9
Document Version: 2008.4
Document formatted for one-sided printing
Application Version: 2008.2

Product Description
Medici User Manual iii
Table of Contents
Introduction .....................................................................................................1
Product Description..........................................................................................1
Training ........................................................................................................1
Installation ....................................................................................................2
Microsoft® Office Applications ............................................................................2
Administrator vs. Security Manager.......................................................................2
Policy Hierarchy..............................................................................................3
Obligor vs. Guarantor .......................................................................................4
Quick Setup and Basic Workflow ..........................................................................5
Quick Setup Steps.........................................................................................6
Launch Medici ...................................................................................................9
Log On..........................................................................................................9
Navigate the Main Screen................................................................................... 11
Navigate the Menu Bar ...................................................................................... 12
File Menu .................................................................................................... 12
Tools Menu .................................................................................................. 13
File Utilities.............................................................................................. 13
Options ................................................................................................... 15
Relationships .................................................................................................. 18
Add Entities ................................................................................................. 19
Add Individuals .......................................................................................... 20
Add Businesses .......................................................................................... 20
Delete Assigned Entities ............................................................................... 25
Sort the Entities List ................................................................................... 26
Transactions Tab ........................................................................................... 27
Affiliations Tab ............................................................................................. 28
Account Tab................................................................................................. 29
Notes Tab.................................................................................................... 30
Create Documents............................................................................................ 32
Document Creation Process .............................................................................. 32
Create Documents ......................................................................................... 33
Assign Obligors and Guarantors.......................................................................... 35
Navigate the Document Wizard.......................................................................... 35
Navigate Data Fill-in....................................................................................... 38
Generate Documents ...................................................................................... 41
Automatic Version Control ............................................................................ 44
Transactions ................................................................................................... 45

Product Description
Medici User Manual iv
Transactions Module vs. Transactions Tab ............................................................ 45
Search For and Sort Transactions ....................................................................... 46
Open Documents ........................................................................................... 46
Print Documents............................................................................................ 47
E-mail Documents.......................................................................................... 47
Relaunch the Doc Wizard or Data Fill-in ............................................................... 49
Transaction Support .................................................................................... 51
Document Security......................................................................................... 51
Delete Documents ......................................................................................... 53
Restore Documents ........................................................................................ 54
Use the Status and History Tabs......................................................................... 55
Reports.......................................................................................................... 56
Calculations.................................................................................................... 57
Calculator View ............................................................................................ 57
Menu Bar ................................................................................................. 57
Function Interface ...................................................................................... 58
Tape....................................................................................................... 62
Manual Function Keys .................................................................................. 62
Mathematical Operation Modes ...................................................................... 65
Calendar View .............................................................................................. 67
Tiered Entities ................................................................................................ 69
Advanced Relationships Setup ........................................................................... 69
Create a Transaction with Tiered Entities............................................................. 75
Medici Administration ....................................................................................... 78
User Administration ....................................................................................... 78
Administrator............................................................................................ 78
Security Manager........................................................................................ 79
Division of Role Responsibilities...................................................................... 79
Create a Security Manager ............................................................................ 79
Add a New Group ....................................................................................... 80
Enter a New User ....................................................................................... 81
Change User Properties................................................................................ 84
Set the Security Policy................................................................................. 86
Bank Policy .................................................................................................. 87
Product Administration ................................................................................ 88
Policy Questions......................................................................................... 94
Data Entry................................................................................................ 98
Bank Personnel ......................................................................................... 103
Document Formatting................................................................................. 104
Bank Text Inserts ...................................................................................... 104

Product Description
Medici User Manual v
Custom Variables ...................................................................................... 105
Wizard Manager ........................................................................................ 109
Appendix 1: Additional Note N Options ............................................................... 111
Collateral Reference .................................................................................. 111
Amendment and Restatement....................................................................... 112
Non-Standard Payments .............................................................................. 112
Call Option .............................................................................................. 112
Rate Lock Option....................................................................................... 113
Fees ...................................................................................................... 114
Auto Deduct Options .................................................................................. 115
Teaser Rate ............................................................................................. 116
Seasonal Payments .................................................................................... 117
Payment Recalculation Only with Negative Amortization ...................................... 118
Payoff Authorization Letter.......................................................................... 118
Ceiling and Floor....................................................................................... 119
Sub-Note for Master Line of Credit Note .......................................................... 119
Grid Note ................................................................................................ 120
New York Gap Note and Consolidation............................................................. 120
Asset Purchase with Proceeds ....................................................................... 120
SBA Express Loan....................................................................................... 121
Add User Defined Loan Agreement Reps and Covenants to Note.............................. 121
User-Defined Additional Provisions ................................................................. 123
Appendix 2: Policy Questions and Options ........................................................... 124
State Specific .............................................................................................. 124
Selections affecting multiple or ancillary documents – language / format / output ......... 125
Promissory Notes.......................................................................................... 130
Definitions / Nomenclature ............................................................................. 133
Calculations / Rates ...................................................................................... 134
Commitment Proposal Letter / Term Sheet / Closings / Ancillary Documents ................ 135
Loan Agreement........................................................................................... 136
Personal Property Collateral ............................................................................ 138
Borrowing Base ............................................................................................ 139
Real Estate Collateral .................................................................................... 140
Guarantys................................................................................................... 141
SBA Loans................................................................................................... 142
Congratulations! ............................................................................................ 143
Support Info................................................................................................ 143

Introduction
Medici User Manual 1
Introduction
This user guide was designed to cover the main features of the Medici® Commercial Lending
Documentation System. You will also find procedures to add customer information, add users
and set their access permissions, and create all types of loan documents.
There is also an introduction to some of the advanced features of Medici, which allow you to
customize your documents.
Note: The application’s brand name is now Medici. Any references to the former name
of Documenter in the application appear out of necessity.
*If you want to create a loan transaction, skip to the Add Entities section to view
instructions on how to enter customer information before you create documents.
However, be aware that an overall understanding of Medici is essential in order to
utilize the software properly.
Product Description
Medici organizes and assembles standardized, legal document packages to close commercial
loans. Maintained by lawyers for all 51 U.S. jurisdictions, Medici handles small business to
middle-market lending, as well as specialty lending areas.
Medici allows non-lawyers to produce complex business loan transactions efficiently, thereby
vastly reducing error and risk. You can create loan documents for a wide variety of commercial
loan transactions. Documents are created in Microsoft Word and can be printed at any location
on your network or sent via e-mail.
Training
You should complete Medici training as a prerequisite to the successful implementation of this
software.
Training workshops focus on updating and furthering the skills needed to use Medici and its
modules effectively to produce and customize your commercial loan documentation. Training
goals are to teach you the skills you need to use Medici productively and efficiently, as well as
to provide training in a patient, fun, and comfortable learning environment.
Medici’s more advanced features, such as tiered entities, location-based policy inheritance,
administrative control over transaction processes, customization options, and more are briefly
discussed in this user guide, but are more fully addressed in advanced training workshops.

Introduction
Installation
This manual assumes that you have installed Medici successfully and you are ready to follow
setup procedures as a Medici administrator, or you are a user ready to begin using Medici.
Refer to the separate Installation Guide for complete information regarding configurations,
setup options and installation procedures.
Note: Visit http://support.WoltersKluwerFS.com to download any Medici
documentation.
Microsoft® Office Applications
The Medici Commercial Lending Documentation System conforms to the common standards that
apply to typical Microsoft Windows applications. If you know how to use a Windows PC, you
should have no difficulty with Medici. Additionally, it operates seamlessly with Microsoft Office
applications, such as Word, Excel and Outlook.
Administrator vs. Security Manager
Medici includes a default Administrator user who has full access to all areas of the software.
You also have the ability to assign a Security Manager, whose sole function is to create users
and grant permissions in the User Admin module.
Although you can assign both roles to a single user, there is a setting that separates the Security
Manager and Administrator that must be enabled by the Medici implementation team prior to
installation. If you enable this setting in your environment, the Administrator does not have
access to the User Admin module, but does have access to all other areas of the software,
including Bank Policy. See Medici Administration for details.

Introduction
Policy Hierarchy
Your institution may choose to have a Hierarchy-based implementation. Medici’s Policy
Hierarchy functionality forms a branching tree structure designed to allow for the
administration of multiple and unique settings according to your institution’s business line,
geographic locations such as state, city, or branch, or some other way of grouping loans. This
tree structure creates hierarchical levels with parent to child inheritance of settings.
You can use the Hierarchy to enforce different lending policies for different groups of loans. A
bank may have differing policies depending on the region from which the loan originates. For
example, loans made in the New York region may differ in certain systematic ways from loans
made in the Midwest region.
Banks may further differentiate policies within a region based on the department from which
the loan originates. Middle Market loans, for example, may have different settings than loans
originating within the Small Business Department, which provides a high degree of flexibility
over how a bank organizes and enforces lending policies.
You can have as many levels as needed. In addition, you can change the labels for each level
directly in the SQL Server database. A child location on the tree inherits all of its parent
settings until you change the setting at the child level.
Any Product you add takes its settings from the location on the tree where you create the
Product. See the Product Administration section.
When you create a transaction, select the location in the Hierarchy from a drop-down menu,
where only the settings applicable to that location in the Hierarchy apply to the transaction(s)
you create.

Introduction
Obligor vs. Guarantor
Medici uses the labels guarantor and obligor for parties in a loan transaction. These labels define
the available options during a transaction, so it is important to know how to identify Guarantors
and Obligors, and what each can do in Medici.
Obligor Usually the borrower in a transaction, obligors can almost do what guarantors
do. For example, obligors can, but are not required to, sign Notes, provide
Security Agreements and Commercial Mortgages, but cannot actually sign
Subordination Agreements or Standby Agreements, unless identified as a
creditor.
Guarantor Guarantors only provide the following:
1. Guaranties
2. Residential Mortgages (for commercial purposes and owner-occupied)
3. Pledge Agreements
4. Subordination or Standby Agreements
The guarantor role is more limited. If you want to have individuals or businesses give a
guaranty for a transaction, in addition to providing collateral or documentation not available in
this limited role (such as providing a commercial mortgage) then add them to the transaction
as obligors.
An obligor is not always a borrower in Medici. For example, a person who provides a mortgage
on commercial property must have an obligor label, because guarantors cannot provide a
Commercial Mortgage.
Note: An obligor is not required to sign Promissory Notes for the transaction.
Medici allows up to 20 obligors and 20 guarantors per transaction.

Introduction
Quick Setup and Basic Workflow
The following workflow diagram provides a visual overview of the basic administrative setup
and pre-transaction steps to complete prior to successful document creation in Medici.

Introduction
Quick Setup Steps
Following is an overview of the steps necessary to begin production. After logging into the
system as the default “Admin” user (or the Security Manager):
1. Access the User Admin module. Set up user groups, establish the group rights and
permissions, then create other users (and assign them to groups). Click View by Groups
> New Group, name the group, and set the group permissions. See the User
Administration section for details.
2. Click Security Policy in order to configure your environment’s password and login
settings. The Security Policy Settings dialog appears:

Introduction
3. Admin only (Security Manager does not have access to Bank Policy): In the Bank Policy
module, click Bank Personnel to enter loan officers and processors.
Enter the officers and processor information and click Add.

Introduction
4. After these steps, users can log in and access the Relationships module, where
customer information (both individuals and business entities) must be entered prior to
creating transactions and generating documentation.
5. Click Create Documents to start a new transaction.

Logging On
Launch Medici
Medici is similar to most Windows applications in that, as part of the installation, an icon
automatically displays on your Desktop.
1. Double-click the Medici desktop icon to launch the application, or click Start, click All
Programs, select Medici, and then select Medici Client.
2. When the program first opens, it checks network pathways and launches Microsoft
Office applications in the background, which takes a few seconds. The logon dialog appears
after the following splash screen:
Log On
1. To log on, enter your User Name and click OK. No password is necessary the first time
you log on to the system.

Logging On
Note: See your Medici Administrator or Security Manager for password and login
conventions, such as minimum or maximum length, if it must contain upper or lower
case or a number, what the number of incorrect login attempts allowed is, and so on.
2. The first time you log on, you receive a message to change your password.
3. The new password dialog appears so you can enter and confirm your new password.
Note: If you forget your password, the Medici Admin or Security Manager can reset it,
but by design has no access to it. Once the Admin or Security Manager resets it, you
need to create a new password, which is a process similar to the first time you
logged on to the application.

Navigation: Accessing Utilities
Navigate the Main Screen
All components and features of Medici are accessible from the Main Screen, which gives one-
click access to each of the main modules. The Menu bar provides access to administrative
features and Transaction Utilities.
Note: Prior to creating a transaction, your first task in Medici is to enter customer
information into the Relationships module. Begin with individual entities, and then
enter your business entities.
When you start a transaction in the Create Documents module, you select these
customers from the list of existing customer entries stored in Medici.

Accessing the Main Modules
Navigate the Menu Bar
The Menu bar contains the File, Tools and Help menus. You can log out, change your password,
access User Administration, exit the system, open application Utilities, and view this user guide
from the Menu bar.
File Menu
The File Menu includes the following commands:
Log User ___ Out - Prompts you to select a new user to log on to the application.
Change my Password – Allows users to change their existing password. The new
password you create must meet the Password Security Policy of your institution.
User Administration – Opens the User Administration module for the Medici
Administrator or Security Manager to creates users and grant user rights to specific
features. This runs the same command as when you click the User Admin icon.
Exit – Logs the current user out of the application and closes Medici.

Tools Menu
This menu has the following administrative options:
File Utilities
Options
Note: Administrative users automatically have access rights to these features. The
Admin can also grant other users specific rights to access these features, if needed.
File Utilities
This menu has two features whose access rights the Admin grants or denies in the User Admin
module:
Transaction Lock Manager
Transaction Delete Manager
Note: Medici Administrators automatically have access to these utilities, but Security
Managers do not.
Transaction Lock Manager
The Transaction Lock Manager gives you the ability to lock and unlock transactions within the
system. A user cannot access a locked transaction until it has been unlocked by an
administrator.
Note: Medici locks transactions automatically while a user is running the Doc Wizard
for that transaction. It automatically unlocks when the user completes the Doc
Wizard.
1. To access the Transaction Lock Manager from the Tools menu, select File Utilities and
then select Transaction Lock Manager.

2. The default view is Locked Only, but you can select the option to display Both Locked
and Unlocked transactions. To lock a transaction within the Transaction Lock Manager,
select the Locked Status check box for a particular transaction and click Save. To unlock a
transaction, clear the check box and click Save.
Transaction Delete Manager
The Transaction Delete Manager allows the Administrator to erase unwanted transactions and
all related files from the system.
1. To access the Transaction Delete Manager from the Tools menu, select File Utilities
and then select Transaction Delete Manager.

Important: Administrators must be careful when they use the Transaction Delete
Manager. Once an Admin deletes a transaction, all details about that transaction, and
any existing documents and other files, delete permanently from the system. To
ensure caution in this process, deleting transactions requires multiple clicks.
2. To delete all transaction files and documents, highlight the desired transaction and
click the For Deletion button. This moves the selected transaction to the list of
Transactions to be Deleted. When you have moved all the transactions that you want to
delete, click Delete Selection.
Note: To select multiple transactions at one time, press and hold the CTRL key.
Options
The Encrypt Documents on Creation command under Options automatically secures all
documents when you create them, so that you can only open them when you are logged on to
Medici.
1. To enable the Encrypt Documents on Creation command from the Tools menu, select
Options, then select Encrypt Documents on Creation.

2. When enabled, a check mark appears next to the command.
Note: If non-Medici users attempt to open a Medici-secured document directly on the
network, the document does not open, but instead prompts for the document
password, which only the Medici application knows. Further details on this feature
appear in the Document Security section.

Access the Main Modules
To access the Medici modules, click the corresponding icon on the Main Screen one time.
Note: Click the icons below to access the corresponding sections in this guide.
Use the Create Documents module to launch the Document Wizard and Data
Fill-in processes. After you enter Individual and business entities, this is
where you start a new transaction.
The first Medici module you need to access is Relationships. In this module
you enter information about business and individual entities. You can also
access any transactions and documents associated with specific businesses
and individuals.
The Transactions module allows you to view existing transactions, both
pending and completed, and their associated loan documents. The Doc
Wizard and Data Fill-in features are also accessible for specific loans.
Use the Calculations module to access various financial calculators and
manually calculate loan payments, if necessary. The system automatically
creates amortization schedules in Excel spreadsheet format. Or you can use
the calculator to manually create these and other payments.
The Bank Policy module gives your bank’s Administrator the ability to
customize Medici’s options and output. You have the ability to control your
Policy settings at any level of your institution’s hierarchy, enter default data,
and more.
The Reports module allows you to generate reports in HTML or Excel format
according to loan status, closing date, loan processor, and so on.
The User Admin module is where your Medici Administrator, or Security
Manager sets up users and grants specific permissions. This is also where the
Admin or Security Manager establishes password and login conventions.
The Import/Export icon opens the Import/Export module, which is an add-on
service that is not available unless it is specifically licensed. Ask Medici for
details.

Relationships Module
Relationships
You must first enter all individuals and business entities associated with a given transaction in
the application before they can be included in a transaction. The Relationships module (RM) is
the interface where you enter and maintain customer information for both individuals and
business entities.
The Relationships module contains tabs with details about transactions, notes about the entity
or transactions, bank account information, as well as automatic cross-references to other
entities and transactions. Further details regarding specific tabs appear in later sections.
1. To display both business and individuals, click ALL. To display a specific entity, you
may enter all or a portion of the entity name in the Entity Name field and click Find Now.
You can also click on a hyperlink (123 or a letter) to view entities numerically or
alphabetically.
Note: To search for Individuals in Medici, the Find function searches by last name
and not first name.

2. By default, the View Individuals and View Business options display with a check mark
on the View menu. These views allow you to see and access either individual and/or
business entities in the RM. This is a dual control separate from the businesses and
individuals drop-down menu, but it functions the same way.
Add Entities
1. To add an entity, first click the Relationships icon on the Main Screen. Locate New at
the bottom of the RM screen.
2. Click New at the bottom of the Relationships module. The system then prompts you to
create a business or individual entity type:

Add Individuals
You must enter information in the following fields for each individual entity:
Individual’s Full Name
Individual’s Address
Individual’s Social Security Number
Once you enter the Individual’s information, click Save. Medici saves the entity and it now
appears in the Entities list.
Note: The system can generate a random SSN beginning with a placeholder of XXX if
this information is unavailable for a customer record at the time of entry. The
remaining fields are optional, but if you have the information, it is better to insert it at
the time of entry.
Add Businesses
Business entities are any non-individual entities, including but not limited to:
Corporations
LLCs
LLPs
Trusts

When you create a business entity, the following fields require information before the system
allows you to save the business:
Business Name
Entity Type
Tax ID Number
Address State
State of Formation
Required Info (This includes all fields within the Properties window.)
Officers (This is not required for saving a business entity, but necessary to specify who
the authorized signatories are before creating a transaction that involves any business
entity.)
The red arrows pictured below, which indicate required fields, do not appear in the user
interface.
Note: The system can generate a random Tax ID number beginning with a
placeholder of XX if this information is unavailable for a customer record at the time
of entry. Some remaining fields are optional, but if you have the information, it is
better to insert it at the time of entry.
Business Entity Properties
Once you identify the type of business entity, you then need to enter its properties under the
Required Info button.
The information requested in the Properties window under Required Info varies depending on
the entity type, but the common property for all types of businesses is the Number of
Required Signatories, or signers for a loan.

When you click Required Info for the following Entity Types, these windows appear:
For a Corporation:
For a Trust:
― Some fields may require additional properties. For Trusts, the software shows different
fields based on the State of Formation. For example, in Massachusetts the Declaration of
Trust can be Recorded, Registered or Both.
Select Recorded in the Trust Properties window and the following dialog appears:
Select Registered in the Trust Properties window and the following dialog
appears:
Select Both in the Trust Properties window and the following dialog appears:

Providing answers for all fields in the Business Entity Type Properties window is necessary to
save the entity. Once you enter all the information, click Save. Medici saves the entity and it
now appears in the entities list.
Assign Authorized Signatories
Business entities can have other individuals or businesses assigned to them in specific roles.
Depending on the type of business, these roles can be anything from Secretary to Partner,
Trustee or Manager.
The main purpose here is to assign authorized loan signatories, or signers, when you create
transactions. See also the Tiered Entities section later in this guide.
1. After you enter all required data for a Corporation and click Save, click the Officers
button on the General tab.
Note: These steps use a Corporation business entity type. The name of the button to
click to assign signatories varies for different business entities. For example, if the
business entity type is a Trust, the button now displays as Trustees/Beneficiaries.

2. The Assign Officers/Signatories screen displays. In this example, there are two
authorized signers for this entity, as well as the Secretary (or Clerk) for the authority
documents. To assign another authorized signer, and individual or business, select one of
the signatories and click Assign Name.
3. The Assign role for: Signatory window displays for the selected signatory. It resembles
the Relationships module search and has the same functionality. In this window you can
select a business or individual entity as an authorized signer of a loan for this business and
enter the Title, as long as you have already entered and saved the entity in Medici, and
click OK.
Note: For a Corporation, you must select a Clerk or Secretary to complete the
resolution, or authority documents, properly.

4. For the Clerk and Secretary roles, you must select the role in the Title drop-down
field. For other signatory roles, you highlight the entity and enter the information manually
in the Title field and click OK. This information appears in the corresponding signature
blocks throughout the documentation.
Delete Assigned Entities
1. To delete an assigned Entity, click the Officers button to access the Assign
Officers/Signatories screen again.
2. Highlight the Signatory to delete from the list and click Delete Name. This action
unassigns that individual or business from their role within this business entity.

Sort the Entities List
1. Click the Relationships icon on the Main Screen to access the Entities list, which
displays all individual and business entities present in Medici.
2. View the numeric and alphabetical sort bar at the top of the Relationships screen.
Click a hyperlink (123, or a letter) to sort the Entities list.
3. You can also refine a search in the Search For drop-down menu. You can select to
display records by:
Businesses and Individuals
Businesses Only
Individuals Only
4. To search for a business name or an individual’s last name, enter the first few letters
in the Entity Name field. Click Find Now and the search results display in the Entities list
sorted by your criteria.
5. To further sort the search results on the Entities list, click on a column header, such as
Entity Name, SSN/TAXID or Entity Type. Click a column header twice to switch between
ascending and descending order.

6. Click on an individual or business to select it. The entity’s information displays on the
tabs in the right pane.
Transactions Tab
Use the Transactions tab of the Relationships module to view and manage loan transactions
and documents specifically related to a selected individual or business entity. You can also
reopen the Document Wizard related to a transaction from the Documents tab, or view a
transaction’s progress on the Status and History tabs.
The Transactions tab has features and functionality similar to the Transactions module. One
exception, however, is that you cannot restore deleted transaction documents through the
Transactions Tab. This functionality exists only in the Transactions module.

To access the Transactions tab, select an individual or business entity in the Relationships
module, and click the Transactions tab.
Affiliations Tab
Use the Affiliations tab to view links and cross-references between entities. Medici
automatically creates affiliations when individuals or business entities in the application
engage in a transaction together, whether as a signatory, obligor or guarantor.
You can also add entity affiliations manually. This is one way for institutions to recreate an
affiliation history for the entities they enter in the Relationships module.

1. To manually add an affiliation, click the New Affiliation button on the Affiliations tab.
Search for and select an individual or business entity, and click OK.
2. To delete an affiliation, whether you or the system created it, select the affiliation in
the list on the Affiliations tab and click Delete Affiliation.
Account Tab
Use the Account tab to manually track accounts that Individuals or Business entities have with
your lending institution. The Account tab displays an account summary that includes the
Account No, Account Type and Bank Branch. The three available account types are:
Checking
Credit
Savings

1. To add an account, click the New Account button on the Account tab. This activates
the fields on the tab for entry. Click Save Account to move the account to the list view.
2. To delete an existing account, select the account you want to delete from the Account
tab list view and click Delete Account.
Notes Tab
Use the Notes tab to manually enter free-hand comments about a selected entity or a
transaction. You can only access and view any notes you add in Medici through the Notes tab.
Also, Medici did not tie these notes into any reporting, documentation or print functionality, so
they are for your reference only, and have no relation to Promissory Notes.

1. To add a note, click New Note. This activates the fields on the Notes tab. The current
date automatically appears in the date field. Enter a subject for the note, then type the
body of the note in the space provided and click Save Note. The note appears in the list.
Note: If the note text exceeds the visible space, a slide bar activates in the Notes
window.
2. To delete a note, select it in the Note list and click Delete Note.

Create Documents Module
Create Documents
The Create Documents module contains the main functionality of Medici. Use this module to
initiate a loan transaction and define its overall structure and terms.
Document Creation Process
Document creation is a three-part process:
Document Wizard – Design the transaction type, such as commercial or construction,
and establish the parameters of the loan transaction. The question-based format of the
Wizard builds a transaction dynamically based on your answers, which also influence
subsequent questions.
Data Fill-in – Enter and validate variable values, such as rates, dates, custom
provisions, number of days to provide tax returns, encumbrances on property presented
as collateral, and so on. You are presented with multiple groupings of variables that
may or may not have pre-populated data, as each institution has its own definitions for
default data. Your settings and the type of loan all impact the number of variables
necessary to complete a transaction.
Generate Documents – The final step is to generate the loan documents.

Create Documents
1. Click Create Documents on the main screen to launch the Document Wizard.
2. Enter a Transaction ID, which is the transaction identifier. The first Wizard screen,
below, is where you name the transaction. The Transaction Date field automatically
populates as soon as you click off the Transaction ID field or click Next. Once you name a
transaction, you cannot edit or change the ID.
Note: The Transaction ID field is a free-form field that accepts up to 30 regular
characters and spaces. Many special characters, such as the apostrophe or question
mark, will cause the system to reject the ID and generate an error message. Medici
suggests that your institution devises a naming convention for your transactions.
3. Right-click the magnifying glass icon next to the Transaction ID field to view the 10
most recently accessed transactions in the Create Documents module.
Note: To advance through the entry screens of the Document Wizard, either click
Next or right-click within the white area that has a thin black border.

4. Click the Location hierarchy drop-down menu, if this is configured for your location,
and then select the Loan Officer and Loan Processor involved in this transaction. These
are mandatory fields.
Note: Your institution may have different address Locations, which can be
configured in Default Data Entry (under Bank Policy). You can find more details on
this feature in the Administrative section of this guide.

Assign Obligors and Guarantors
You can assign up to 20 obligors and 20 guarantors to a single transaction. Transactions must
contain at least one obligor.
To add an obligor or guarantor, select a name on the list, and then click Add as Obligor or Add
as Guarantor. You can also select the entity, then right-click to add it as an obligor or
guarantor. Click Next to proceed.
Note: This is the only Wizard screen where you cannot right-click to advance to the
next screen. You must click Next.
Navigate the Document Wizard
When you use the Document Wizard, you move through a series of questions requiring you to
make a selection. Medici automatically keeps track of the transaction’s progress by using
folders containing the Wizard questions and your selections in the tree located in the Progress
pane referred to as the Wizard Progress Tree.

1. To advance to the next question, click Next or right-click in the white area inside the
frame. The Next button steps ahead to the next question, whether it requires input or not.
For example, you move from Question C to Question D.
2. To go back one question in the Wizard, click Previous. For example, move from
Question D to Question C.
3. To return to a particular question, click on a folder in the Wizard Progress Tree. You
can expand any section by clicking the plus sign [+] next to the folder. When you click on a
question in the Progress Tree, the Wizard moves back to that point and removes the
question folders after this selection from the Progress pane. The data itself is not lost, but
the Progress tree resets from this point forward.

Important: You do not need to click Save after each screen. However, if you go back
to an earlier point in the Progress tree and click Save, subsequent data will be
erased and the Wizard saves only the selections made up to that point.
4. To return to the point where you decided to step back to an earlier question in the
transaction, click AutoNext. This jumps ahead to the next question that requires input. For
example, you jump from Question C to Question H, because the Wizard automatically
remembers the selections you already made in Questions D, E, F and G.

5. When you complete a transaction and receive the Wizard’s Congratulations message,
you can click on any question to return to it in the Progress Tree, but you cannot make
changes at this time. Click Next to move from a question to the next folder in this case,
and AutoNext to bring you back to the end of the Wizard, so you can begin the Data Fill-in
step.
Note: If you do go back in the Document Wizard to make a change, Medici
recommends that you click Next, instead of AutoNext, to maintain all of your
previous selections.
6. When you finish the Document Wizard, click Data Fill-in to enter the specific
information for the transaction, such as rate, amount of the loan, and so on.
Navigate Data Fill-in
Click Data Fill-in at the end of the Document Wizard to begin to enter data specific to your
transaction, so you can proceed to Document Generation.

1. To navigate through Data Fill-in, click the variable folder in the top panel to select an
option or to enter data in the available entry field. Press Enter (keyboard) to advance.
Note: Empty Variable Name folders, or folders that do not contain data, display as
solid yellow. Folders that contain data display as half green.
2. If any data is missing for this transaction, a Missing Entries warning screen appears
prior to document generation, or the Generate Documents button is unavailable. This
screen shows all possible variables that are still blank for the transaction and that you may
want to fill-in.

Important: Typically, the Missing Entries warning screen does contain a few missing
variables that may be required, such as a closing date. It may also contain
unnecessary empty variables, such as a Suffix or Personal Title. Required variables
left blank will prevent Document Generation. All required information appears in
red.
3. To return to a missing variable in Data Fill-in, double-click any missing variable in the
Missing Entries Warning Screen.
4. To verify the dates calculated for this transaction, select the View Date Confirmation
Screen check box prior to document generation.
Note: When you click Generate Documents, you receive a Date Confirmation
Screen after the Missing Entries Warning Screen.

5. To confirm which specific documents you want to generate, select the View Document
Confirmation Screen check box prior to document generation. This feature is useful when
you want to regenerate specific documents for a transaction. Medici does not overwrite
your documents when you regenerate a document set, but instead it creates new versions.
See the Automatic Version Control section for details.
Note: When you click Generate Documents, you receive a Document Confirmation
Screen after the Date Confirmation Screen.
Generate Documents
You can generate your loan documents after you complete both the Document Wizard and Data
Fill-in sections. Medici gathers all the information you entered and builds the documents for
your specific transaction.

1. To generate your loan documents, click Generate Documents from the Missing Entries
warning screen.
Note: If you select both the View Date Confirmation Screen and View Document
Confirmation Screen check boxes prior to document generation, when you click the
Generate Documents button the screens display in the following order:
1. The Missing Entries Warning Screen (appears automatically if data is missing)
2. The Document Confirmation Screen
3. The Date Confirmation Screen

2. If you selected the View Document Confirmation Screen check box prior to document
generation, the Document Confirmation Screen appears. Use the single arrows [>] to
move one document at a time and the double arrows [>>] to move all documents at once
to either the Documents to be skipped list, or back to the Documents to be created list.
Note: Press and hold the Ctrl key to select multiple documents at one time.
3. If you selected the View Date Confirmation Screen check box prior to document
generation, the Date Confirmation Screen appears. Enter the necessary date information.
Click Generate Documents when you are finished or click Data Fill-in to return to the data
entry section.

4. You receive a list of the documents Medici creates for your transaction. If you want to
make changes and regenerate the documents, click anywhere in the Progress Tree to
access the Document Wizard. You can also click the Data Fill-in button to return to the
Data Fill-in section.
Automatic Version Control
Medici automatically creates new versions of regenerated documents. Medici adds the version
number to the new file’s name, so that the system does not overwrite existing documents,
which were previously generated for a particular transaction. For example, if you regenerate a
Promissory Note for a particular transaction, the second version’s name is Promissory Note(2)
for that transaction.
Note: Medici does overwrite re-generated Amortization Schedules.

Transactions Module
Transactions
Use the Transactions module (TM) to track and modify existing transactions within Medici. The
TM lists all transactions in Medici, provides a summary of a transaction and allows access to all
documents associated with that transaction. You can also launch the Doc Wizard and Data Fill-
in screens for a transaction from the Documents tab.
To view all documents associated with a transaction, select a transaction in the upper pane,
and view the associated documents in the lower pane. The Doc Wizard and Data Entry Screen
icons in the document list allow access to these screens.
Transactions Module vs. Transactions Tab
The Transactions tab of the Relationships module has features and functionality similar to the
Transactions module. For example, you can reopen the Document Wizard related to a
transaction from the Documents tab, or view a document’s progress on the Status and History
tabs, in both the Transactions module, and the Transactions tab of the Relationships module.
One exception, however, is that you cannot restore deleted transaction documents using the
Transactions tab. This functionality exists only in the Transactions module.
In general, use the Transactions module to view all transactions in Medici, but use the
Transactions tab of the Relationships module to view and manage loan transactions and
documents specifically related to a selected individual or business entity.

Transactions Module
Search For and Sort Transactions
1. To search for a transaction, either enter all or part of the Transaction ID, and click
Find Now. You can also use the hyperlinked numbers and letters on the alphabet bar to
refine a search and to avoid browsing through the entire list of transactions.
Note: The Search For field is set to Transactions and is unavailable to select a
different value.
2. To sort the search results, click the column headers in the Transaction list. Click a
column header twice to switch between ascending and descending order.
Open Documents
To open a transaction document, double-click a document in the Documents tab .You can also
select a document, or a group of documents, right-click and choose Open from the context
menu.

Transactions Module
Print Documents
1. To print an unopened document on the Documents tab, select a document, or group of
documents, right-click and choose Print from the context menu. Select a printer on which
to print the document.
2. To print a document you have already opened in Word, select the File menu and then
choose Print.
Note: Some documents, such as the UCC forms, have special macro toolbars to fill in
data and then print them. This is the preferred print method for these documents.
E-mail Documents
1. To e-mail a document from the Documents tab, select the document, or a group of
documents, right-click and choose Email.

Transactions Module
2. The Send Email window appears. There are four e-mail options, of which you can
select any combination of the first three:
Require Password to Open Document(s)
Send Document(s) as Read-Only (No edits/revisions allowed)
Send Document(s) with Draft Watermark
Send all Transaction files for the Transaction to Medici for Help (If you select this
option, the other three become unavailable.)
3. To load an e-mail form with the selected documents attached, click Load Mail Form.
Note: In most cases, this is a Microsoft Outlook e-mail form. For Lotus Notes users, a
Lotus Notes e-mail form loads. For Groupwise, a generic e-mail form loads with
access to your address book and the automatic name-completion feature. For other
e-mail users, including Outlook Express, a generic SMTP e-mail form loads.
4. Enter the recipient’s e-mail address and click Send on your e-mail form.
Note: If you choose to send one or more documents to Medici Support for help, the e-
mail form automatically populates the recipient field with the
MediciSupport@WoltersKluwer.com address and attaches your document(s), along
with other necessary files to review your transaction.

Transactions Module
Relaunch the Doc Wizard or Data Fill-in
It may be necessary to access an existing transaction, whether to complete the Wizard, to edit
information in Data Fill-in, or to change some options and regenerate documents for a loan.
1. To relaunch the Document Wizard for a particular transaction, select the transaction
and double-click the Doc Wizard icon in on the Documents tab. The Wizard runs until it
reaches the next question that requires a selection. In the case of a completed transaction,
it goes directly to the end of the Doc Wizard, but you can use the Progress Tree to make
changes in this case.
2. To relaunch the Data Fill-in screens for a particular transaction, double-click the Data
Entry Screen icon. This loads the transaction and displays the Data Fill-in screen.

Transactions Module
Note: If you access an existing transaction after your institution makes changes to
Bank Policy settings, or after an upgrade, Medici may bring you to the Doc Wizard
instead, as there may be changes to previously answered questions.

Transactions Module
Transaction Support
1. To get support for general questions about your Wizard selections, before you have
generated transaction documents, you can right-click on either the Doc Wizard icon or
Data Entry Screen icon and select Email.
2. An e-mail message appears asking if you want to email transaction information to
Medici for Help. Click Yes and Medici loads the necessary transaction files for Support.
Document Security
Use the Document Security feature to secure or unsecure transaction documents. This
prevents users from opening documents if they do not have Medici, or if they are currently
logged out, and protects the documents from tampering by non-users.
Note: Medici users can generally open each other’s secured documents, unless the
Admin sets their permissions to prevent this. Medici automatically removes security
from documents when e-mailed.

Transactions Module
1. To secure a document, right-click a document on the Documents tab and select
Document Security and then Secure Document.
2. Medici appears to pause while it secures the document. The Type column value for the
document changes to SECURED when Medici finishes this process.
Note: You can view when and by whom the document was secured in the Remarks
column.

Transactions Module
3. To unsecure a document, right-click on a SECURED document on the Documents tab
and select Document Security and then UnSecure Document. The Type column value for
the document changes to OUTPUT and anyone can now open the document using Word.
Note: You can view when and by whom the document was unsecured in the Remarks
column.
Delete Documents
1. To delete a document, access any screen with a list of transaction documents. Select
one or more documents and either press Delete, or right-click and choose Delete from the
context menu.
Note: You can access and delete documents from the Transaction Completed Screen
following document generation, on the Transactions tab of the Relationships module,
or in the Transactions module.

Transactions Module
2. A confirmation message appears to verify that you want to delete the document(s).
Click OK to delete.
Note: When you delete documents, this does not erase them from the file server
where they reside. The documents no longer appear in the document list, but you
can restore them in the Transactions module, if needed.
Restore Documents
1. To restore a document in the Transactions module, click on a transaction in the list.
From the View menu, select View Deleted Documents.
Note: You can restore documents only in the Transactions module.

Transactions Module
2. The list switches to the Deleted Documents View, displaying deleted documents in red.
Select the documents you wish to restore, right-click, and select Restore to restore them.
The document(s) disappear from this view and return to the main view.
3. From the View menu select View Deleted Documents again to disable this view and
return to the transaction document list.
Use the Status and History Tabs
Use the Status tab for a transaction to manually establish its closing date and set its status to
InProcess (default status), Complete, or Cancelled. View any changes to document status on
the History tab, which logs the action, the user and the date and time of the change.
1. To set a closing date and change the status of a document, click on the Status tab.
Click the arrow in the Closing Date field to set the closing date. Click the arrow in the
Change Status To field to change the Current Status of the document. Click Apply.
2. To view the status history click the History tab,

Reports Module
Reports
Use the Reports module to generate reports in HTML online or EXCEL spreadsheet format.
1. To generate a report, click the arrow under Report Format and choose HTML or
EXCEL. Select the Sort By criteria and enter the Start and End Dates. Click the ellipsis […]
button to generate your report.
2. Reports generated in HTML format display within the Medici screen. Select EXCEL to
generate reports in Microsoft Excel. You can copy and paste the HTML information into a
document and save the file, if needed.

Calculations
Calculations
Use the Calculations module to access the Banker’s Calculator, which allows you to perform
both financial and standard calculations in the Calculator view. You can also perform date
calculations in the Calendar view. The Calculator’s functions and uses are common to most
Bankers’ Calculators.
Calculator View
The Calculator view performs mathematical operations and functions. There are five
components to the calculator:
Menu bar
Function interface
Tape
Manual function keys
Mathematical operation modes
Menu Bar
There are four main menus on the Menu bar of the Banker’s Calculator.
File – Exit the Calculations module from this menu.
Edit – Copy and Paste values to and from the numeric entry field.
View – Change the Function Interface and access specific calculators for Present
Value, Future Value, Payment Value, Simple Return and Number of Periods.
Options – Switch the calculation mode from Regular to Scientific, or to setup Term
Options for the Calculator view and Date Options for the Calendar view.

Calculations
Function Interface
The Function Interface includes various calculation modes and their related functionality.
To change the calculation mode, press the indicated shortcut key, select the View menu and
choose a mode, or click the icons to change the mode. The five calculator modes are:
Present Value (PV) - Returns the Present Value of an investment. This is the total
amount that a series of future payments is worth today. The shortcut key for this mode
is P.

Calculations
Future Value (FV) - Calculates the value of payments on a future date. Medici assumes
the payments are made at a constant amount and interest rate. The shortcut key for
this mode is F.
Payment Value (PMT) - Calculates the dollar amount of the payment given the loan
amount, interest rate, the number of payment periods and timing, whether arrears or
advanced. The shortcut key for this mode is M.

Calculations
Simple Return / Value (%i) - Calculates the interest rate. Medici requires the amount
of constant payments and the present or future value of the loan. The shortcut key for
this mode is I.
Number of Periods Value (n) - Calculates the number of payments, or periods, that
must be made given the rate, payment amount, present or future value and timing.
The shortcut key for this mode is N.

Calculations
Create an Amortization Schedule
1. To create an Amortization Schedule in Excel spreadsheet format, you first need to set
the Amortization Term Options. From the Options menu, select Setup and then Term
Options.
2. The Term Options window appears for you to select either 360 / 30 or Exact Day for
the Amortization Options.
3. From the View menu, select Payment Calculator, to launch the Payment calculator
and generate the Amortization Schedule.

Calculations
4. The Payment Calculator window appears. Enter the Rate, Number of periods, Closing
Date, Loan Amount, and First Payment Date. Click Calculate to determine the payment.
5. To generate the Amortization Schedule, click Create Amort Table. The schedule
appears in an Excel spreadsheet. Medici does not save these, so be sure to save the
schedule through Excel, if needed.
Tape
Use the calculator Tape area to keep track of a series of calculations. Click the Clear Tape
button to clear the area.
Manual Function Keys
Use the Manual Function Keys to first enter values into the calculator and then perform the
calculations.

Calculations
1. To make financial calculations manually, use the numeric keypad or the on-screen
calculator buttons to enter numeric values in the Calculator view.
2. Enter your value. Then click either the corresponding button on the calculator or press
the shortcut combination to calculate values for the following:
Present Value (PV) – ALT + P.
Future Value (FV) – ALT + F.
Payment Value (PMT) – ALT + M.
Rate Value (%i) – ALT + I.
Number of Periods Value (n) – ALT+ N.
Note: The default Timing value for manual calculation is Arrears. Use the individual
calculators if you need to change the Timing value to Advanced.
3. A new line item appears in the Tape area as you click each new function key. There is
a variety of combinations available.

Calculations
Examples of Manual Calculations
Present Value
1. Enter the interest rate value and click %i or press ALT + I.
2. Enter the number of periods and click n or press ALT + N.
3. Enter the amount of the payments and click PMT or press ALT + M.
4. Click PV or press ALT + P to calculate the Present Value.
Future Value
2. Enter the number of periods and click n or press ALT + N.
4. Click FV or press ALT + F to calculate the Future Value.

Calculations
Number of Periods
3. Either enter the Present Value and click PV, or press ALT + P. (Or enter the Future Value
and click FV, or press ALT + F).
4. Click n or press ALT + N to calculate the Number of Periods.
Mathematical Operation Modes
Use the Medici Banker’s Calculator like an adding machine the Regular Calculation mode, or
switch to the Scientific Calculation mode that observes the mathematical Order of Operations.
From the Options menu, select Scientific Calculation to use the scientific calculator mode or
Regular Calculation to use the calculator like an adding machine.
Regular Calculation
The calculator processes calculations in the Regular Calculation mode in the order in which
you enter the values and operators, so similar to an adding machine.

Calculations
For example, Medici processes 7 * 6 + 3 / 9 - 2 in Regular Calculation mode as:
1. 7 * 6 = 42
2. 42 + 3 = 45
3. 45 / 9 = 5
4. 5 – 2 = 3
Scientific Calculation
Medici process calculations in the Scientific Calculation mode according to the mathematical
theory, such as the Order of Operations, where the order calculates multiplication and division
values first, and addition and subtraction second.
For example, Medici processes 7 * 6 + 3 / 9 – 2 in Scientific Calculation mode as:
1. 7 * 6 = 42
2. 3 / 9 = .3333
3. 42 + .3333 = 42.3333
4. 42.3333 – 2 = 40.3333

Calculations
Calendar View
Use the Calendar View to perform loan-related date calculations, such as calculating a loan’s
maturity date. The Calendar has several components:
The Date Picker Monthly Calendar
Month, Day, and Year drop-down menus
Number of periods drop-down menu (illustrated here in Years)
Today button
Calculate button
Date Options
1. From the Options menu, select Setup and then Date Options to set the date options
for the Calendar View.

Calculations
2. Select a Period option of Days, Weeks, Months, Quarters or Years and a payment Due
Date of Exact Number of Days, Next Business Day, or Previous Day. Click OK.
3. On the Calendar, select the Start date and the number of periods, in this case
months, and then click Calculate to establish the maturity date of the loan.
4. The Month, Day, and Year fields display the final payment, or maturity, date.

Tiered Entities
Tiered Entities
Banks often loan funds to complex business entities. For example, a Bank grants a revolving
loan to Test LLC, a limited liability company with two managers:
A corporate manager named Test Corp., Inc.
An individual manager named John Q. Public
John Q. Public is not only a manager of Test LLC, he is also the President of Test Corp., Inc.
The tiered structure of Test LLC would look like this:
Test LLC
Manager - John Q. Public
Manager - Test Corp., Inc.
President - John Q. Public
This raises the following questions for the bank:
How should the Loan Processor account for this multi-tiered arrangement in the loan
documents?
Which documents should John Q. Public sign, and in which capacity?
How does this structure affect word choice in the documents when John Q. Public is
authorized to sign on behalf of both Test Corp., Inc. as its President, and Test LLC as
one of its managers?
The Bank must address these questions properly to create the appropriate loan documents for
Test LLC. The key here is how the Bank sets up the entities in the Relationships module.
Advanced Relationships Setup
Enter the details of complex borrowing entities, whether Individuals or Businesses, in the
Relationships module. To see how best to configure complex entities, review the example of
Test LLC, which has the following structure:
Test LLC
Manager - John Q. Public
Manager - Test Corp., Inc.
President - John Q. Public
To loan to Test LLC, begin to enter the entities in the Relationships Module with Individual
entities from the far-right and work backwards to the left.

Tiered Entities
1. From the Main Screen, click Relationships.
2. Create an individual entry for John Q. Public.
Note: You need to enter Individuals first, so you must start from the bottom, or
right, of your tiered entity list so that all individuals and businesses are available
when you need to assign them to roles at higher levels.
3. Create a Business entry for Test Corp., Inc. Enter the contact information, entity type
and State of Formation data and then click Required Info.

Tiered Entities
4. The Corporation properties window appears. Answer all the questions as these cover
important legal details of the new entity, click OK and then Save.
Note: You must complete all Required Info fields before you can save the new
entity. In addition, when you upgrade from previous versions of Medici, you need to
ensure the correctness of the default values for your existing entities. If the data
changes for a given entity, access the Relationships module and update the entities
as needed.
5. Test Corp is a Corporation, so you also need to click Officers to assign John Q. Public
as the authorized signing officer for Test Corp., Inc.

Tiered Entities
6. In the Assign Role for Signatory 1 window, find and select John Q. Public, enter
President into the Title field and click OK. Click Save on the main Relationships screen.
Note: The data you enter into both the Required Info and Officers screens,
especially where you designate the actual signatories, impacts the Obligor/Guarantor
Assignment screen when you create a transaction. You ultimately use this
information during the Generate Documents process.
7. Create a Business entry for Test LLC itself and fill-in relevant fields.

Tiered Entities
8. Click Required Info. The Limited Liability Company properties window appears. Enter
2 for both the Number of Members or Managers and the Number of required signatories.
Click OK and then click Save on the main screen.
9. Click Members/Managers in the main Test LLC entity screen. The list of signatories
screen displays. Select Signatory 1 and click Assign Name.
10. The Assign role for: Signatory 1 window appears. Find and select Test Corp, Inc.,
choose Manager in the Title drop-down, and click OK.

Tiered Entities
11. Repeat these steps to assign John Q. Public as Signatory 2. Both signatories, Test
Corp., Inc. and John Q. Public, display as managers.
12. Click Save on the main screen. You are now ready to create a transaction that involves
these entities.

Tiered Entities
Create a Transaction with Tiered Entities
1. To create a transaction that involves Test LLC, click Create Documents on the Main
Screen. Enter a Transaction ID and right-click to move to the next screen to choose a Loan
Processor and Loan Officer. Advance until you get to the obligor/guarantor assignment
screen.
2. Obligor/guarantor selection: Use this screen to specify which entities to sign the loan
documents and in what capacity. The system displays that:
(1) Test LLC has two managers: Test Corp., Inc. and John Q. Public and
(2) John Q. Public is also a signer for Test Corp., Inc.
3. Use the Signs for this loan? column check boxes to specify exactly which signatories in
the authorized signer list for an entity should actually sign for the transaction.
Note: If you do not know who should sign the documents for the loan at this time,
you may leave the Signs for this loan? column check boxes blank.
4. The system also displays the information from Required Info in the Relationships
module, which includes the number of required signatories. Medici displays this data in the
No. Required Signers column.
5. Click Next. Medici warns you that you did not indicate which authorized signatories
need to sign for this transaction, but you may click Yes to proceed.

Tiered Entities
6. Complete the remaining Document Wizard questions and Data Fill-in screens, then
Generate Documents. The signature blocks for a Promissory Note that involves a loan to
Test LLC may look similar to the following:
7. The Clerk’s Certificate for Test Corp., Inc., which indicates that the President of Test
Corp, John Q. Public, is authorized to cause Test LLC to borrow and so on, may look
similar to the following:

Tiered Entities
8. The Authority Document for Test LLC may look similar to the following:
9. The Authority Document Signature Block may look similar to the following:

Medici Administration
There are two aspects of Medici Administration:
User Administration – The Medici Security Manager, or the combined Medici Security
Manager and Administrator (since the default Admin user may grant both roles to one
user), creates Medici user accounts, grants or restricts the user rights of individuals or
groups, manages transactions through utilities, and enters data, such as the loan
processors or branch addresses.
Bank Policy – Use the Bank Policy module to customize your documentation output.
The Medici Administrator establishes Bank Policy options, creates Product templates
for common loan types, enters default data, and configures specific Document Wizard
options.
User Administration
Administrator
Medici comes with a default Admin user, with Admin as both the user name and password upon
initial Log on. This default Admin user has access to all areas of Medici and must create any
additional users with Admin permissions, who set their own passwords at initial login like any
other users.

Security Manager
The Medici Security Manager (SM) has a very specific role in Medici. The SM creates users and
sets their access rights and permissions. The SM does not have access to any other modules or
functions in the system, nor does the SM have the ability to change his or her own access
rights.
Division of Role Responsibilities
Medici has a special configuration setting, however, that makes the User Admin module
accessible only to Security Managers. In this case, the Admin user does not have access to User
Admin, but does have full access to the Bank Policy module, as well as to all other areas within
Medici.
This special configuration divides the traditional Medici Admin role into two distinct roles:
Security Manager – Has access to only the User Admin module and related
responsibilities.
Admin - Manages the Bank Policy module and related responsibilities.
Regardless of your settings, the SM can only access the User Admin module. Also, if you do
configure your environment to separate the Admin and SM roles, you can still grant both roles
to a single user, if needed.
Note: The Medici Implementation team typically configures this special setting prior to
installation. Ask Medici Support for details.
Create a Security Manager
1. Click User Admin from the Main Screen and click New User. The Add New User window
appears. Enter a User Name and select a Group, if needed.

2. Select the Is a Security Manager check box in the Add New User window and click OK.
3. This Security Manager only has access to the User Admin module. To give the Security
Manager full access, even to the Bank Policy module, you must also select the Is an
Administrator check box.
Note: Security Managers cannot change their own rights within Medici; their user name
does not show up in the List of Users drop-down menu.
Add a New Group
Use Groups in Medici to assign a set of functional access privileges to multiple users at one
time. Users assigned to a Group inherit their settings only from the Group settings, and you
cannot modify their rights individually.
1. To add a new Group, select the View by Groups option at the top of the User Admin
screen.
2. Click New Group in the toolbar at the bottom of the screen.
3. The Add New Group window appears. Enter the name of the new group and click OK.

4. To set the access rights and privileges for the Group, select or clear the check boxes as
needed. Click Save.
Enter a New User
You can assign unique access permissions to individual users, or add users to an existing group
so they inherit their access rights only from the group.
1. To enter a new user, select the View by Users option at the top of the User Admin
screen. From the List of Users drop-down menu, choose DEFAULT/NEW USER to set the
default access privileges for new individual users (as opposed to users that belong to a
group).
Note: You can modify individual user rights and permissions if you want them to be
different from the default settings.
2. Click New User in the toolbar at the bottom of the screen.

3. The Add New User window appears. Enter the User Name and select a Group, if
needed.
Note: If you do not select a group, you must accept the default individual rights, or
assign them manually. If you do select a group, you can only modify the individual
user’s rights if you modify the group’s rights, or if you remove the user from a group.
4. If desired, select the Is an Administrator check box and/or the Is a Security Manager
check box (or both, if you wish to create an Admin/SM user who will automatically
have all rights & permissions in Medici). Click OK.
Note: The Must Change Password on next logon check box is unavailable at this
point. This ensures that new users create their passwords on their first logon
attempt. The Medici Security Manager or Admin must use this feature to reset a
user’s password, if lost or forgotten, as Medici does not store user passwords.

5. To set the rights for an individual that you did not assign to a group, select the user
in the List of Users drop-down menu. Edit the user rights and permissions as needed,
and click Save.
Assign Individual Users to Groups
Assign a new user to a Group: From the Add New User dialog, select a group in the
Assign to Group drop-down menu.
Assign an existing user to a Group: Select the View by Groups option. Choose a group
from the List of Groups drop-down menu and click Group Properties. In the Members
of Role window, select the check box next to the user you want to assign to that group
and click OK.
Reassign an existing user to a different Group: Select the user from the List of Users drop-
down menu, and click User Properties. In the Properties window, select a different group in
the Assigned to Group drop-down menu.
Unassign a user from a Group: Select the View by Groups option. Choose a group from
the List of Groups drop-down menu and click Group Properties. In the Members of
Role window, clear the check box next the user you want to unassign from that group
and click OK. This makes this user an individual, so you have to reset the rights and
permissions manually.

Change User Properties
Use the User Properties window to assign or reassign users to groups, to promote or demote a
user to or from Administrator or Security Manager status, to force the user to change their
password at next logon, to lock a user out or to restrict transaction access.
1. To view user properties, select the View by Users option at the top of the screen.
2. Click User Properties on the toolbar at the bottom of the screen. The User Properties
window appears
3. From this window, you can view the settings and permission to edit:

Assigned to Group: View the group to which this user belongs, or reassign this user to a
different group.
Is an Administrator: Gives the user full access to Bank Policy.
Is a Security Manager: Gives the user access to only the User Admin module.
Must Change Password on Next Logon: Forces the user to create a new password the
next time the user logs on to Medici.
Locked Out: Disables the user’s access to Medici.
Enable Access to Secure Document Exchange E-mail: This setting is an add-on that is
only enabled if the institution uses Secure Document Exchange (SDX), a Wolters Kluwer
product, with a specific interface to SDX.
Restrict Transaction Access: Restricts user’s access to transactions only created by
other users, for example a more senior loan processor or a loan officer.
4. If you select the Is an Administrator check box, the properties change to remove the
Restrict Transaction Access option.

Set the Security Policy
Use the Security Policy feature (bottom of the User Admin screen) to configure various
password and login settings.
1. Click Security Policy to access the Security Policy Settings window.
2. From this window, you can modify the following settings:
Minimum and Maximum Password Length
Password Must Contain
Number of wrong login attempts and the action to take after a user reaches the
maximum amount of wrong login attempts
Allow the concurrent use of UserIDs
Additional password settings that do not allow passwords to be all the same character,
the same as a username, or in a sequence
Password expiration in days
Ability to recycle passwords after a number of different password entries
Lock out user after a number of days of inactivity

Policy Questions Module
Bank Policy
Use the Bank Policy module to customize document output in a variety of ways. To view an
explanation of each submodule in Bank Policy, place your cursor over each submodule’s name.

Product Administration
Use Product Administration to create a Product, which is a Wizard template for common loan
types. This module simplifies how you create loan documents for frequently used loan
transactions, because you pre-define many of the options and pre-fill much of the data.
For example, if all your Working Capital Revolving Line of Credit loans use the same options
each time, you can create a Product with specific settings. This makes the loan process more
efficient, because it takes less time to enter specific information for a particular loan, and you
do not have to start from scratch.
To create or edit a Product, you must have access to the Product Administration module. In
addition, the Admin can specify that a loan processor use only Products to create new
transactions.
All Products are Wizard templates, and function much like the Document Wizard. You can pre-
select many options, and Products can have their own, specific Bank Policy settings and related
options.
Note: A Product controls options in the Document Wizard only. It does not directly add
or set options in the Data Fill-in process.

Description of Generic Products
Medici typically ships with five generic, or standard, Products, so that you can easily produce
documents for common business loan transactions. You can use or modify any standard
Product, or create new Products within this module.
3rd Party Commercial Mortgage - This mortgage is a hypothecation type of mortgage. Use
this product for loans in which a 3rd party, for example Obligor 2, provides a commercial
mortgage as collateral to secure the obligation of another Obligor, for example Obligor 1.
The note Obligor 1 signs can be any of the notes available in Medici.
Real estate secures this loan, but you can secure it with other collateral if you add any for
Obligor 1. The Product does not provide for a Loan Agreement for either Obligor, but you
can modify the Product to add it. Obligor 2 does not sign a note or a guaranty in this
transaction.
Commercial Mortgage - This mortgage finances the acquisition and/or ownership of real
estate. Real estate secures this loan and in general, the note type involved here is a
standard Term Note. This loan advances all amounts at the closing and there is a
predetermined repayment schedule. The repayment schedule is either Level Payments or
Fixed Principal plus Interest and interest is either Fixed or Variable. The repayment
schedule changes whenever the interest rate changes with variable rate loans and level
payments.
There are various payment options available. For example, in advance you can match the
closing date of the first of the month with odd days and make this user-defined in the text of
the Note, and so on. Amortization is either 30/360 or Exact Day. You can designate up to
four guarantors in this Product, although you can use greater or fewer, too. The Product
does not provide for a Loan Agreement for the borrower, but you can modify the Product to
add it. Each guaranty is an Unlimited Guaranty and each guarantor provides annual personal
financial statements and tax returns.

Construction Loan - This loan finances the construction of improvements to real estate. Real
estate secures this loan, and in general, this loan makes advances during a construction
period. There may or may not be a permanent loan at the end of the construction period. If
there is a permanent loan, then the loan converts at the earlier of either the completion of
construction, or the end of the construction period defined in the Note. The permanent loan
is similar to a Commercial Mortgage loan. If there is no permanent loan, then all amounts
are due at the earlier of either the completion of construction, or the end of the
construction period defined in the Note.
There are various payment options available. For example, in advance you can match the
closing date of the first of the month with odd days and make this user-defined in the text of
the Note, and so on. Amortization is either 30/360 or Exact Day. You can designate up to
four guarantors in this Product, although you can use greater or fewer, too. The Product
does not provide for a Loan Agreement for the borrower, but you can modify the Product to
add it. Each guaranty is an Unlimited Guaranty and each guarantor provides annual personal
financial statements and tax returns.
Equipment Line of Credit - This loan finances the equipment needs of a business and
contemplates making one or more limited advances during a determined advance period. A
determined percentage of the cost of acquisition of new or used equipment defines the
limits of the advances. Loan options include a short-term loan during the advance period
only, or a medium-term loan with a term-out period after the advance period. When there is
a term-out period, the loan can term out each advance separately, or term out all advances
at the end of the advance period. If all advances term out at the end of the advance period,
interest only is payable during the advance period.
Make the applicable interest rate different or the same between the advance period and the
term-out period. The interest rate choices are Fixed or Variable with a variety of available
options. The repayment schedule for the term-out can also vary between Level Payments
and Fixed Principal plus Interest. You can designate up to four guarantors in this Product,
although you can use greater or fewer, too.
All business assets of the borrower secure this loan; the borrower must deliver annual
financial statements and tax returns, although you can modify the Product to add additional
reporting and financial covenants. Each guaranty is an Unlimited Guaranty and each
guarantor provides annual personal financial statements and tax returns.
Working Capital Line of Credit - This loan finances the working capital needs of a business
and contemplates a fluctuating balance to meet the day-to-day working capital needs of the
financed business. Amounts are paid and re-borrowed from time to time, as necessary. In
general, there is no payment schedule, but the Borrower can pay interest monthly in arrears.
You can designate up to four guarantors in this Product, although you can use greater or
fewer, too. All business assets of the borrower secure this loan, and you can modify the
Product to add borrowing base limits and clean up/clean down periods. The borrower must
deliver annual financial statements and tax returns, although you can modify the Product to
add additional reporting and financial covenants. Each guaranty is an Unlimited Guaranty
and each guarantor provides annual personal financial statements and tax returns.

Create a Product
Create and edit Products in the Bank Policy module through Product Administration.
Note: Medici software updates may sometimes affect Products. After you install a new
version of Medici, you should review all Products to ensure the selections are still
correct and that the Product Wizard does not freeze on screens with new or changed
selections. You should review your pending transactions with each software update,
regardless of whether you use Products to create transactions.
1. To create a Product, select the level in the hierarchy, if you have a hierarchy-based
implementation, and click New Product.
2. The Product Properties window appears. Enter the Product Name and Product
Description to display in the Product Administration main screen.
Note: You can also preset the number of obligors and guarantors, which allows you
to set specific options for all entities involved in the transactions. However, when
you use this Product, loan processors can still choose whatever number of obligors
and guarantors for any transaction that uses this Product template.

3. Click Save Product and then click Create Product Wiz to begin the Product Wizard.
You can now select specific Wizard options for this Product.
4. The first question you see in the Product Creation Wizard has a list of choices from
which you select one option. When you create a transaction, you must select one of these
options to advance in the Wizard. However, when you create a Product, you can leave a
question blank, and the loan processors will answer it when they create a transaction.

5. To clear a selection that you already answered but would now like to leave blank, click
Clear.
Use Products to Create Transactions
After you finish your Product design and save it, it is ready to use in a transaction.
1. The third screen you encounter in the Document Wizard when you create a new
transaction reads, “How do you want to create documents?” Select From a Product and
click Next or right-click within the box to proceed.
2. The Select the Product to use screen appears. From the drop-down list, select the
Product you want to use as a template for this transaction and click Next.
3. Continue to answer the questions in the Document Wizard Product template,
depending on how you or your Admin set up the Product, and then move to the Data Fill-in
section as you would for any transaction.
4. The resulting documents after you click Generate Documents is the same as if you had
created a transaction from scratch using the Document Wizard. However, because you
used the Product template, you were more efficient and consistent.
Additionally, each Product can have its own Bank Policy and Default Data setting. You can also
use the Wizard Manager to disable various options in the Wizard. Ask Medici about training on
these advanced administrative features.

Policy Questions
Use Policy Questions to set specific Bank Policy defaults at the default level, at a specific
level in the hierarchy, or for a specific Product. Prior to installation, the Medici
Implementation Team sets up your database according to your institution’s lending policy
settings. However, when you begin to use Medici, you may find that you want to change these
settings.
For example, there is a policy question Tax Return Options for Financial Reporting. The
options for this question are Federal Returns Only, State Returns Only, Federal and State
Returns, or Select for each Transaction. Each selection switches the content of tax reporting
covenants to include federal, state, or federal and state tax returns.

Note: See Appendix 2 for a complete list of Policy Questions and their options. Also,
ask Medici about the Policy Worksheet Utility, which explains the meaning and function
of each Policy question and its related options.
1. To make your own changes to Policy Questions, select the desired level of the Bank
Policy hierarchy, such as location, branch, department, and/or business line, if applicable,
and/or select a Product to which you want to apply the changes. Click Show Questions.
2. Navigate through the Policy folder and subfolder questions, or enter a word or phrase
in the Find field and click Find Now. Continue to click Find Now to go to the next instance
until you find the question you want to change.

Note: Many of the choices for the Policy Questions are typically Yes or No, Include or
Exclude, Never or Always, and Select for Each Transaction. Some questions,
however, have check boxes where you can select multiple options.
3. Many of the choices for the Policy Questions are typically Yes or No, Include or
Exclude, Never or Always, and Select for Each Transaction. Some questions, however,
have check boxes where you can select multiple options, such as Enable Certain User
Defined Text Options.

4. Depending on the Policy Question, changing your selections can produce different
results when you create a transaction. For example:
You can make screens available or unavailable in the Document Wizard, which
sometimes impacts the availability or display of variable folders in Data Fill-in.
You can add or remove an entire screen of options in a transaction. For example, the
question Use Standard or Short Form Loan Documents, so that processors would only
have the ability to use the long form and do not see this screen during the Document
Wizard.)
You can add or remove the automatic generation of specific documents for a given
transaction, as with the question Should automatically generate Amortization
Schedules for Term Notes.
Note: You can have different Policy settings at different hierarchy levels. You can also
have different Policy settings for specific Products.

Default Data Entry Module
Data Entry
Use Data Entry to define specific bank default information for Data Fill-In fields that
automatically loads when you create a transaction. You can choose to hide this information to
from the processor.
For example, you can set the Wall Street Journal Prime Rate so that processors do not need to
enter this data. This reduces work, time and the risk of inaccurate data entry for the loan
processor. Another example is to enter a number of Address Locations for your institution,
which users can select from a list during the transaction creation process.
1. To set default information or change variables for Data Fill-in screens, select the
appropriate Hierarchy Level, if applicable for your institution, and/or select the Product
that you want to modify.

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