Archive a Loan to an Archive Folder

You can move loans to the (Archive) folder so that they are removed from your active Pipeline view, but are easily accessible by changing the Pipeline folder to (Archive). When you run a report, you can choose to exclude data from files in the Archive folder.

All loans that have not been modified for three years or longer will be marked as archived loans. Loans in archive folders will also get marked as archived automatically.

To Move a Loan to the Archive Folder from the Pipeline:

  1. On the Pipeline, click to select the loan, or loans, to be moved.

  2. Click the Move to Folder button on the Pipeline.

  3. On the Move Loans window, select (Archive) from the list, and then click OK.

  4. On the Move Loan window, click Yes to confirm the move.

    • If you selected more than one loan, the Move Loan window displays for each loan. You can select Apply to all items so you do not have to confirm the movement of each loan.

If needed, you can move a loan from the (Archive) folder to any other folder. Follow the To Move a Loan to the Archive Folder from the Pipeline steps above, starting by selecting a loan in the (Archive) folder.

To Move a Loan to the Archive Folder from the Loan File:

  1. Open the loan to be archived.

  2. Select the Archived checkbox.

If needed, you can move a loan from the (Archive) folder to any other folder. Follow the steps above, starting by selecting a loan in the (Archive) folder.

If you select the Archived checkbox to archive a loan and move it to an archive loan folder, and then you decide later to make the loan active again by clearing the Archived checkbox, it is recommended that you move the loan from the (Archive) loan folder to an active loan folder. If you leave the active loan in the (Archive) loan folder, it will be returned to an archived loan status again when you upgrade to the next Encompass release. Loans in archive loan folders that are not modified for at least three years will also be automatically marked as an archived loan, so best practice is to always move active loans to an active loan folder.

To View Loans in the Archive Folder:

  • On the top-left of your Pipeline, change the Loan Folder selection to (Archive).  

    • Users must have access (via their persona) to access Archive folders.

Managing Archived Loans in the Pipeline

To help optimize Encompass Pipeline loading performance, archived loans are not displayed in the Pipeline by default. For loan team members that want to view archived loans, they can select the Include Archive Loans checkbox at the top of the Pipeline to include these loans in the Pipeline.

By default, this Include Archive Loans checkbox is not selected and it is disabled (i.e., grayed out) for all non-admin users, which results in archived loans not displaying in the Pipeline. This checkbox will only be enabled for users with the required Persona permissions.

Loan Archive Business Rule

A field triggers business rule called Loan Archive is provided. This sample rule is deactivated by default. It will not run unless the administrator activates it.

When this business rule is activated, the rule's advanced code will run, which results in any time fields 749 (Date the loan status was changed) , 1393 (current loan status), 2025 (Date the loan was started or imported), or 2553 (Date when loans funds are transferred or disbursed) are modified the Archived checkbox (field ID 5016) for the loan will be selected. This results in the loan file being archived and thus it will not be included in the Pipeline (unless the Pipeline's Include Archived Loans checkbox is selected). Again, this business rule is provided as a sample and it can be modified just like any other business rule to fit your business requirements.

For example, the rule's advanced code is written so that when field 1393 is NOT empty (i.e., "null") or active, the rule will use the greater of field 749 or field 2553 to determine if the loan is more than 3 years old. If yes, then the loan's Archived checkbox (field ID 5016) is selected and the loan is archived and no longer displayed in the Pipeline.

Review the advanced code in the Loan Archive field triggers business rule to learn more about how this rule operates when activated.