Data Audit Services

The Data Audit Services feature enables you to audit multiple loans and multiple fields at the same time. You can create reports by defining query conditions and columns, and schedule them to run immediately or at a later date and time. Reports can then be downloaded as CSV files, or viewed directly in your browser.

Availability

The Data Audit Services feature is available for Tier 1, Tier 2, Tier 3, and Tier 4 Encompass Data Connect users. It is not available for users of Encompass Data Connect Lite, which is Tier 5 and Tier 6.

Logging in to the Audit Report Dashboard

Visit the Data Audit Services log in page, and then enter the following credentials:

Instance ID - The ID of your Encompass instance.
User ID - Your Encompass user name.
Password - Your Encompass password.

The Audit Report Dashboard

The Audit Report dashboard is where you can access a list of all the reports that have been created, and ways to manage them.

Viewing the Dashboard

The following columns are available on the dashboard:

Report Name - The unique name of the report.
Creator - The name or Encompass User ID of the person who created the report.
Total Records - The total number of records in the report, which is the unique number of rows.

If there are more than 1000 records, instead of displaying the exact figure the number will be displayed as 1000+. In this scenario, your browser will download the report will download as a CSV file directly to your local hard drive instead of displaying it on a new page.
Last Published - The date and time, displayed as the time in your local timezone, that the report was last published.
Status - The status of the report, displayed dynamically. There is no need to refresh the page to see if the status has updated. There are six statuses available:
- Complete- The report is complete and ready to view.
- Running - The report is currently in the progress of running.
- Queued - If there are more than 100 reports running at once, they will be separated into batches of 100 reports at a time. The initial batch of 100 will run at once, followed by the next batch of 100, and so on until all reports have been run. While in this status, you cannot view or edit the report. You can delete the report in this status by hovering over the report and then selecting the Trash icon.
- Scheduled - The report is scheduled to run at a future date and time.
- Draft - A report was created without being run, and with no runs scheduled.
- Error - The report was not able to run. In this scenario, you will need to rerun the report.

Scheduled - If the scheduled (calendar) icon is visible, it means there a run scheduled for this report.
Next Publish - The date and time, displayed as the time in your local timezone, that the report is scheduled to run next.

The Display Order

By default, reports are sorted based on their status, in the following order: Queue, Running, Complete, Scheduled, Draft, Error.

You can also manually sort the order of the reports to display in alphanumeric order by column.

To Sort Display Order by Column:

Select the name of the column to sort reports by. Reports will display in alphanumeric order.
To display reports in reverse alphanumeric order, select the column name again.

Filter Reports

You can search the list of reports for a specific report, or filter search results by column.

To Filter Search Results:

Hover over the name of the column to search by. A Search (magnifying glass) icon appears.
Select the Search (magnifying glass) icon, and then enter your search query.

The search results are displayed.

Managing Reports

You can delete, run, or edit a report directly from the dashboard.

To Manage a Report:

Hover anywhere on the report row. To the far right of the row, three icons appear:
- Delete (trash) - Select to the report. A message asking to confirm the deletion will display.
- Run Now (right arrow) - Select to run the report immediately.
  You cannot run a scheduled report immediately. If a report is scheduled to run at a future time, you will need to first edit the report and remove the scheduled times and days to run the report immediately. Or, to avoid this option, click the Edit (pencil) icon, and then click the Run now button on the Report Details page. Review the information for the Edit (pencil) option below for more information.
- Edit (pencil) - Select to edit the report details. After selecting the Edit icon, the Report Details screen displays, where you can modify the data as needed, and then save and re-submit the report. Remember, when you save changes to a report the report saved to Draft status and the updated report will not run until it is submitted.
  - In addition, a Run now button is provided on the Report Details screen to enable you to run a scheduled report immediately without first having to remove the scheduling details from the report.
  - To run the report immediately, click Run now. The system will generate a copy of the scheduled report that will be saved separately from the scheduled report. In the Run Now Options window, you can enter a new name for this copy of the report or use the default name provided.
  - Select the Save changes to scheduled report check box to apply any changes you have made to this new report to the scheduled version of the report. For example, if you modified the new report by adding a new output column, this column would also be added to the scheduled report if you select the Save changes to scheduled report check box.
  - Click Run. The report starts to run, and this new report is listed in the Reports dashboard list. The original scheduled report will continue to run according to its scheduled frequency.

Creating an Audit Report

To create a new report, click the Add Report button in the top-right corner of the dashboard. You are taken to the Report Details page where you can specify details for the report.

The Report Details page contains four sections: Query Conditions, Report Columns, Recipient Email Addresses, Run Options.

Report Details

Report Name - Enter a unique name for the report. An error message will display if the report name already exists, so do ensure that the new report name is unique.

Query Conditions

The process for defining query conditions is:

Define the Date Retrieval Period - The period of time the report will run its query, based on the ModifiedUtc, which is the date and time the loan data was last captured in Encompass, converted to display in your local time zone. For example, select Last 30 Days to run a report that queries loans that were modified in the past 30 days.

Select Custom Range to specify a custom date/time window the report will look into. You can also change the time zone to display.
Rule Filters - To determine the data to include in the report, you can create rules. Each rule is created by first selecting a standard Encompass field, and then defining an operator, and then entering a value or other alphanumeric data:
- Select Field - Select from a list of 100 standard fields in Encompass.
- If you do not see the field you are looking for in the list, scroll to the bottom of the list, and then select Advanced Search. There in the Search Field ID window, you can then enter the field ID of the field you are searching for, and then click the Lookup icon (magnifying glass). Select the desired field from the search results, and then click Apply to include the field in the rule.\
Only those Encompass fields that are auditable can be included in a report. Specifically, only Encompass fields with assigned field IDs can be included. A separate document listing the fields that can be audited will be provided to you.
- Choose an Operator - Select the operator to use for the rule. Depending field selected in the previous step, the operators that you can select from are as follows.
  - If a Date field is selected:
    - Is
    - Is not
    - After
    - Before
    - Between
  - If a field intended for alpha characters is selected:
    - Is
    - Is not
    - Contains
    - Doesn't Contain
    - Starts with
    - Doesn't start with
  - If a numeric field is selected:
  - Is
  - Is not
  - Greater than
  - Less Than
- Select a Field Value – Enter a value and/or text here, depending on the field and operator you selected.

You can create additional rules, and/or group rules together using an "and" or "or" condition, or nest rules.

To Create Additional Rules

Select the Display More icon:
Select the Add icon:
When the new row is displayed. repeat the steps in the Rule Filters section above.
Repeat as many times as needed for each row.

To Delete a Rule:

Select the Display More icon:
Select the Delete icon:

To Toggle Rule Conditions:

If more than one rule exists, you can group them together using an "and" or "or" condition:

Select the Display More icon:
Select the And / Or toggle:
- And - Runs every rule. Displays results for all rules.
- Or - Runs if one of the rules has been met. Displays results for each "or" condition.

To Add / Delete a Nested Rules:

You can nest rules or any combination of rules. When nested, the inner rule in a nest runs first.

Select the Display More icon on the inner rule to nest:
To add a nested rule, select the Add Nest icon:
To delete a nested rule, select the Delete Nest icon:

Report Columns

Three default columns appear on every report: Loan ID, User ID, ModifiedUTC. Other than the default column, you must add at least one extra column to the report.

To Add a Column:

Select Add Column to add a standard field, custom field, or virtual field as a column to display on the report.

Recipient Email Addresses

Enter the email addresses of the recipients to send a notification to, under the following two circumstances:

The report is complete
The report is stuck in an error

To Add a Recipient:

Select Add Recipient, and then enter the email address where the report will be sent.
Repeat for as many recipients as needed.

Run Options

Schedule the report to run in the future, or run the report immediately.

To Schedule:

Select Schedule Report to specify the Frequency, Start Date, End Date, and Timezone for the report to run.

To Run Now:

To the right of the page, select Run Now to run the report immediately.

Finishing Creating the Report

To finish creating the report, you can cancel it, save it, or submit it:

Cancel -Select to cancel the report creation. You will lose all changes made.
Save - Select to save the report as a draft. You will be able to specify a schedule or run immediately at a later date or time.
Submit - If you've defined a schedule for the report to run, select to submit the scheduled report.

Viewing an Audit Report

The audit report displays changes that have occurred in loan files. You can view any audit report by selecting its Report Name from The Audit Report Dashboard.

The report displays on a new page, unless it contains more than 1000 total number of records. If there are more than 1000 records in the report, it will download as a .csv file to your local hard drive instead of displaying on a new page.

The Report

At the top of the report page is the unique report name. Directly below is the number of loans in the report, up to 1000.

If there are more than 1000 records, instead of displaying the exact figure the number will be displayed as 1000+. In this scenario, the report will download to your local hard drive instead of displaying directly in your browser.

The columns displayed are the report columns defined during the creation of your report. The following markers may be displayed next to the column row:

ENCOMPASSID (required) – This is the Loan ID column that displays the unique ID assigned to the loan file.
USERID (required) – This is the User ID of the Encompass user/loan team member who made a change to loan data.
MODIFIEDTIMEUTC (required) – This is the Modified UTC column that displays the date and time when the change was made. The time represented here is always based on the user’s system’s local time zone.
Numeric Values - If a numerical amount has changed in a specified field since the first report was created, it will be marked with an up arrow or down arrow. An up arrow means that the amount has increased while a down arrow means that the amount has decreased.
Text - Any changes to text will be shown as bold.
PII - All PII fields are marked with an asterisk (*).

To Export the Report:

To the top-right of the page, click Export to CSV button to export the report as a CSV file.

Data Audit Services Help & Resources

Using Data Audit Services

Data Audit Services FAQs

Data Audit Services User-Facing Messages

Data Audit Services: List of Fields Available to the Audit Tool (CSV)