Company Email Access, Setup, and Security Instructions

Total Mortgage Lending LLC

Company Email Access, Setup, and Security Instructions

 

Applies to: All employees, loan originators, processors, contractors, and other authorized personnel assigned a @totalmortgagelending.com email address.

 

Total Mortgage Lending LLC is a mortgage brokerage firm that handles confidential consumer, financial, and mortgage-loan information. All personnel must protect company and customer information and use only approved communication systems when conducting company business.

1. Initial Email Account Setup

When a new Total Mortgage Lending email account is created, the user will receive two separate communications:

First Email: Account Information

The first email will contain:

  • Your assigned Total Mortgage Lending email address
  • Your username
  • The webmail login link
  • Basic account setup information

 

Second Email: Temporary Password

The second email will contain the temporary password needed to complete the initial login.

The account information and temporary password are sent separately as a security measure.

Completing Your First Login

  1. Open the webmail login link provided in the first email or visit:Total Mortgage Lending Webmail
  2. Enter your complete assigned email address as the username.
  3. Enter the temporary password provided in the separate communication.
  4. Select Log In.
  5. Once logged in, locate and select cPanel Webmail Home in the first vertical column on the left side of the screen.
  6. On the Webmail Home screen, select Password & Security.
  7. Enter and confirm a new, strong password.
  8. Save the password change.

The temporary password must be changed immediately after the first successful login.

2. Existing Email Accounts: Requesting a Temporary Password

Individuals who already have an active @totalmortgagelending.com email address but cannot access their account may request a temporary password.

How to Request a Temporary Password

Email, call, or text Al Graham or Monique Gamble to request a temporary password.

The temporary password will be provided by email or another approved communication method using verified contact information.

Be Prepared to Change the Password Immediately

 

Before requesting the temporary password, please be prepared to log in to the webmail interface and complete the password change promptly.

  1. Visit:https://tx5.fcomet.com:2096
  2. Enter your complete assigned Total Mortgage Lending email address.
  3. Enter the temporary password provided by Al or Monique.
  4. Select Log In.
  5. Select cPanel Webmail Home in the first vertical column on the left.
  6. Select Password & Security.
  7. Enter and confirm your new password.
  8. Save the password change.

Temporary passwords are intended only for immediate account recovery and must not be retained as permanent passwords.

Do not share your temporary or permanent password with any other person.

3. Accessing Total Mortgage Lending Webmail

Your Total Mortgage Lending email can be accessed at any time through:

https://tx5.fcomet.com:2096

Webmail should be used when:

  • Setting up the account for the first time
  • Changing or updating the account password
  • Recovering access after receiving a temporary password
  • Troubleshooting a sending or receiving issue
  • Confirming whether a message was received by the mail server
  • Accessing email when a connected mail application is unavailable

Webmail may also be used to send, receive, and respond to company email.

However, all personnel should add the account to their regularly used approved devices to help ensure that company communications are received and answered promptly.

4. Adding the Account to a Phone, Laptop, or Other Device

To receive, send, and respond to company email in a timely manner, add your assigned Total Mortgage Lending email account to your approved phone, laptop, tablet, desktop computer, or email application.

Use IMAP whenever possible. IMAP keeps messages and folders synchronized between webmail and connected devices.

Recommended Secure Mail Client Settings

 

Setting Required Information
Email address Your assigned Total Mortgage Lending email address
Username Your complete assigned email address provided separately when the account was created
Password Your current email account password
Account type IMAP
Incoming mail server mail.totalmortgagelending.com
Incoming IMAP port 993
Incoming security SSL/TLS
Outgoing mail server mail.totalmortgagelending.com
Outgoing SMTP port 465
Outgoing security SSL/TLS
Outgoing authentication Required
SMTP username Your complete assigned email address
SMTP password Your current email account password

When the device asks whether the outgoing server requires authentication, select Yes and use the same username and password used for the incoming mail server.

Optional POP3 Settings

POP3 is available but is not recommended when the email account will be accessed from multiple devices.

Setting Required Information
POP3 server mail.totalmortgagelending.com
POP3 port 995
Security SSL/TLS
Authentication Required

5. Updating Approved Devices After a Password Change

Whenever your password is changed through webmail, you must update the password on every approved device and email application connected to the account.

This includes:

  • Mobile phones
  • Tablets
  • Laptops
  • Desktop computers
  • Apple Mail
  • Microsoft Outlook
  • Other authorized email applications

Until the new password is updated, connected devices may:

  • Stop sending or receiving email
  • Repeatedly request the account password
  • Display authentication or connection errors
  • Continue attempting to connect using the old password
  • Cause the account or device connection to be temporarily blocked after repeated failed login attempts

Do not forget to update every approved device immediately after changing the password.

Company Email Security and Compliance Protocols

 

6. Required Use of Company Email

Your assigned @totalmortgagelending.com email address is the only authorized email account for conducting official Total Mortgage Lending business.

The use of personal Gmail, Yahoo, Outlook.com, MSN, iCloud, AOL, school, employer, or other personal email accounts for professional mortgage communications is prohibited.

Personnel may not:

  • Conduct company or mortgage business through a personal email account
  • Send borrower or loan documents from a personal account
  • Forward company email to a personal email address
  • Establish automatic forwarding to an outside email account
  • Ask a borrower, realtor, title company, lender, insurance agent, appraiser, or other party to communicate through a personal account
  • Share access to a company email account
  • Allow an unauthorized person to use a device while company email is open
  • Use another employee’s email account or password
  • Store company passwords in an unsecured location

7. Protection of Borrower and Consumer Information

Customer information must be used only for legitimate business purposes and shared only with authorized individuals who need the information to perform their assigned duties.

Do not send highly sensitive information through ordinary, unencrypted email unless specifically authorized through a company-approved secure-email process.

Sensitive information includes:

  • Social Security numbers
  • Driver’s licenses and identification documents
  • Dates of birth
  • Bank and investment account numbers
  • Tax returns and tax transcripts
  • W-2s and 1099s
  • Pay statements
  • Bank statements
  • Credit reports
  • Mortgage and loan applications
  • Login credentials
  • Wire instructions
  • Documents containing nonpublic personal information

Borrowers should be instructed to upload sensitive documents through an approved secure loan portal, loan origination system, wholesale lender portal, or another company-authorized secure transmission method.

Do not ask a borrower to send a complete Social Security number, password, verification code, or other highly sensitive information in the body of an ordinary email.

8. Password and Account Security

All personnel must:

  • Change temporary passwords immediately
  • Use a strong and unique password
  • Avoid using the same password for personal and company accounts
  • Never send a password through an unsecured email or text message
  • Never provide a password or verification code to another person
  • Enable multifactor authentication when available
  • Lock the device screen when stepping away
  • Keep operating systems, browsers, and email applications updated
  • Immediately report unexpected password-reset messages or login alerts
  • Change the password immediately when account compromise is suspected
  • Sign out when accessing webmail from a temporary or shared device
  • Avoid allowing web browsers on public or shared devices to save company passwords

9. Phishing and Suspicious Email Messages

Do not click a link, open an attachment, provide information, or respond when:

  • The sender’s address is unfamiliar or appears slightly misspelled
  • The message creates unusual urgency or pressure
  • The message unexpectedly requests a password or verification code
  • The sender requests borrower records or confidential information without a valid business reason
  • The message requests a gift card, payment, payroll change, or account update
  • A lender, title company, realtor, borrower, or employee unexpectedly changes payment or wire instructions
  • The message asks you to bypass normal company procedures
  • The attachment or link was not expected
  • The message appears to come from company management but uses an outside email address
  • The tone or request is inconsistent with the person who appears to have sent it

When uncertain, contact the sender using a previously known telephone number or a separate verified communication method.

Do not reply directly to the suspicious message to verify whether it is legitimate.

10. Wire and Closing-Fund Instructions

Never rely solely on email to approve, change, or confirm:

  • Wire instructions
  • Closing-fund instructions
  • Escrow instructions
  • Earnest-money deposit instructions
  • Payoff instructions
  • Disbursement instructions
  • Bank account changes
  • Payment-routing information

Any new or revised instructions must be independently verified by telephone using a previously known and trusted telephone number.

Do not use a telephone number contained only in the email requesting the change.

Any suspected wire fraud or business-email compromise must be reported immediately to company management and the Compliance Officer.

11. Use of Personal, Shared, and Public Devices

Company email should only be accessed from an approved device secured by a password, passcode, fingerprint, or facial-recognition control.

Personnel may not:

  • Save borrower documents to a public or shared computer
  • Leave company email open on an unattended device
  • Allow a public browser to save the company email password
  • Access confidential information through unsecured public Wi-Fi without an approved secure connection
  • Download borrower information to an unauthorized personal device
  • Print borrower information where unauthorized people may view it
  • Allow family members or other unauthorized individuals to access company email or borrower documents

A lost, stolen, damaged, compromised, or unauthorized device must be reported immediately.

12. Verifying Recipients Before Sending Email

Before sending an email containing borrower, loan, or company information:

  1. Confirm every recipient’s email address.
  2. Verify that each recipient is authorized to receive the information.
  3. Confirm that the email relates to the correct borrower and loan file.
  4. Review every attachment before sending.
  5. Remove unnecessary documents and sensitive information.
  6. Confirm that another borrower’s information is not included.
  7. Use BCC instead of CC when sending a general communication to unrelated recipients.
  8. Confirm that autocomplete has not inserted the wrong recipient.
  9. Use an approved secure portal when the documents contain highly sensitive information.

13. Reporting an Email or Security Incident

Immediately notify company management and the Compliance Officer when:

  • An email is sent to the wrong recipient
  • A borrower’s information is accidentally disclosed
  • A company device is lost or stolen
  • An email account is compromised
  • An unauthorized forwarding rule is discovered
  • A suspicious link or attachment was opened
  • A password or verification code was disclosed
  • Fraudulent wire or payment instructions are received
  • Unusual messages appear in the Sent, Deleted, or Draft folders
  • The account repeatedly locks or generates unexpected login alerts
  • An unauthorized person accesses company email
  • A device begins sending messages without the user’s knowledge

Do not conceal, delete, or independently attempt to resolve a suspected security incident. Prompt reporting allows the company to protect its systems, consumers, employees, and transaction participants.

Company Contact Information

Total Mortgage Lending LLC
NMLS #1779594
Proudly Serving Florida and Georgia
Monday through Friday, 9:00 a.m.–5:00 p.m.
Toll-Free: (833) 832-6865
Website: www.totalmortgagelending.com

Compliance Contact

Monique Gamble
NMLS #2545816
Licensed Mortgage Loan Originator – Florida
BSA/AML Compliance Officer
Email: mo@totalmortgagelending.com