Reports

Working with Trade Management Reports

Use the Reports tool to run predefined reports and to create your own custom reports. Report output displays in Microsoft Excel.

You can generate reports that contain data from:

Loan files, including loan, borrower, file contact, milestone, and document tracking data.
Business contacts, including business details, marketing, completed loan, appointment, and custom fields data.
Borrower contacts, including borrower, opportunity, marketing, completed loan, appointment, and custom fields data.
TPO Settings, including basic information, license information, loan criteria, commitment information, and ONRP settings.
Trades, including lists of trades, commitment positions, and MBS pools.

Access to Loan Files

The data on your report depends on your access to loan files as well as the criteria you select when you define the report. Your ability to access loans assigned to other users is based on your position in the organization hierarchy. Your report will include loans assigned to you, and loans of users directly below you in the hierarchy.

Note: This applies to all report types except TPO Settings.

Access to the Trade Management Reports

For the Trade Management reports, you must have the Trades Reports setting on the Personas screen selected (located under the Reports section on the Trades/Contacts/Dashboard/Reports tab).

For new installs of Encompass, a Secondary Marketing Reports folder will be added, located under Public Reports > Companywide. Within this folder, there are sub-folders with various sample reports that can be viewed and edited for use (e.g., List of Trades, Commitment Position Report, and Hedge - Trade List).

For existing installs of Encompass, the Trades reports must be created from scratch. In addition, if you want a new folder/sub-folders to house these reports, you must create them under Personal Reports.

Access to the TPO Settings Reports

For the TPO Settings reports, you must have the TPO Settings Reports setting on the Personas screen selected (located under the Reports section on the Trades/Contacts/Dashboard/Reports tab).

For both new installs of Encompass and existing Encompass installs, the TPO Settings reports must be created from scratch. In addition, if you want a new folder/sub-folders to house these reports, you must create them under Personal Reports.

Create a Report

You can copy (and then modify) an existing report or create a new report. For all five types of reports, you can define basic report information, report fields, and filters. For reports based on loan data, you can also specify milestones and loan folder criteria. About public and personal reports.

Basic report information and page settings

Click the Reports tab.
Click the New icon.
In the list of reports area, type a report title. The title displays above the tabs in the right panel.
On the Report tab, select the type of data the report will contain: Loans, Borrower Contacts, Business Contacts, or Trades.
- If you have selected Loans, from the dropdown list, select Internal Organization to create a report on loans originated in Encompass; or select TPO to create a report on loans submitted by TPO contacts.
Note: The Data Source dropdown list displays TPO by default.
- If you have selected Trades, from the dropdown list, select the type of trade report you want to create.
Select a Report Type.
In the Page Setup section, select a Paper Size and Paper Orientation.
Set the page margins.
Click the Save icon to save your changes.

Click the Reports tab.
Click the New icon.
In the list of reports area, type a report title. The title displays above the tabs in the right panel.
On the Reports tab, select the type of data the report will contain: Loans, Borrower Contacts, or Business Contacts.
Select a Report Type.
In the Page Setup section, select a Paper Size and Paper Orientation.
Set the page margins.
Click the Save icon to save your changes.

Fields

Each field you add is a column in the report, displaying from left to right.

Click the Fields tab.
If you do not want to use fields from your Reporting Database, clear the checkbox at the bottom. Click Yes when the message asks you to confirm your decision.

Note: If you choose not use the fields from the Reporting Database, reports will rely on field data in individual loan files instead. Since the loan files need to be opened in order to acquire the field data, the time it takes to run reports may increase.

Note: Access to this checkbox is controlled by your system administrator.

Note: This checkbox is not enabled for TPO Settings reports.
Click the New icon to open the Field Properties window.
Select the Encompass Field option.
To find a field ID, click the Find icon. On the Select Field window, double-click to select a field from the list. You can also type one or more characters and click Find. The first occurrence of the characters in any column is found.

Note: If you click a Document Tracking field, the Select Document Tracking window opens, enabling you to specify a document. Click the document and click Select.
- To find IDs for fields that are not listed in the Select Field window, move your mouse pointer over the field on the form on which it occurs. The ID is displayed.
Note: If you are not using the Reporting Database, you can type the field ID.
Type a field description to use as a column heading on the report.
If you selected a Borrower field, select an option from the Borrower Pair dropdown list to include co-mortgagor information in the report.
Select the sorting order.
Select how data in the column will be summarized.
For numeric fields, type the number of decimal places to display on the report.

Note: If you are using fields from the Reporting Database, indicate the number of decimals (including zero). This will ensure that the formatted number includes commas where appropriate.
For contact reports, select an option at the bottom of the screen to report on the Last Originated Loan or Last Complete Loan.
Click OK.
Repeat steps 3 through 12 to add more fields.
Click the Save icon to save your changes.

Excel Calculation Fields

You can add Excel formulas to your report to calculate the data in the loan fields. Formulas can only be applied to fields included in the report. Each calculation you add is a column in the report, displaying from left to right.

Click the New icon to open the Field Properties window.
Select the Excel Calculation Field radio button.
Type a field description to use as a column heading on the report.
Type the Excel formula. Click the Insert Field button to insert a field in the formula.
Select how data in the column will be summarized.
Select how data in the column will be formatted.
For numeric fields, type the number of decimal places to display on the report.

Note: If you are using a numeric field from the Reporting Database, indicate the number of decimals (including zero). This will ensure that the formatted number includes commas where appropriate.
Click OK.
Repeat steps 1 through 8 to add more calculation fields.
Click the Save icon to save your changes.

Milestones

The Milestones tab provides options to filter report data based on current milestones, achieved milestones, or a combination of both.

Click the Milestones tab.
Define the loans to include in the report as follows.
- Select Include all loan files without regard to milestone to include all loans, with no filtering.
- Select Define the loans to include in the report by milestone criteria to add milestone filters.
- In the Include loans that are currently at these milestones section, select one or more core milestones. Loans whose current milestone matches the selected milestone (or one of the custom milestones associated with the core milestone) are included in the report.
- In the Include loans that have finished a specific milestone section, select a core Milestone Finished from the dropdown list and then select a Time Frame from the dropdown list. Loans that achieved the core milestone during the time frame are included in the report.
Click the Save icon to save your changes.

Folders

Filters

Click the Filters tab.

The Use fields from the Reporting Database for better performance checkbox at the bottom is selected by default, indicating that the filters will be selected from fields in your Reporting Database. Clear the checkbox to make all fields available as filters.
In a future Encompass release, this checkbox will be selected by default and it will be disabled (grayed out) so that users will no longer have the option clear this checkbox. A note announcing this planned update for this checkbox is provided next to this checkbox to give users advanced warning of this upcoming change.

Note: If you choose not use the fields from the Reporting Database, reports will rely on field data in individual loan files instead. Since the loan files need to be opened in order to acquire the field data, the time it takes to run reports may increase.

Note: Access to this checkbox is controlled by your system administrator.

For TPO Settings reports, the Include Child Folder checkbox at the top enables the parent entity and all TPO entities below it to be automatically included in the report.

Click the New icon to open the Add/Edit Search Filter window.

Note: When you use the New icon, the filter is added to the bottom of the filter list. To insert a filter above an existing filter, select a filter on the list, click Insert, and then define the filter as described below.

To find a field ID, click the Find icon. On the Select Field window, double-click to select a field from the list. You can also type one or more characters and click Find. The first occurrence of the characters in any column is found.

To find IDs for fields that are not listed, move your mouse pointer over the field on the form on which it occurs. The ID is displayed.

Note: If you are not using the Reporting Database, you can type the field ID.

Change the Description if needed.
Select an Operator, and then enter (or select) a Value.

The Operator and Value define how the field will be used to search the loan data. For example: Field ID= 1109 (Loan Amount), Operator = Greater than., Value = 250000.

Click OK.
Repeat steps 2 through 6 to add more fields.
You can use parentheses to control the order in which multiple filters are evaluated. Click Parentheses, select the filters to group, click the New icon, and then click OK.
Click the Save icon to save your changes.

Filters

Click the Filters tab.

The Use fields from the Reporting Database for better performance checkbox at the bottom is selected by default, indicating that the filters will be selected from fields in your Reporting Database. Clear the checkbox to make all fields available as filters.

Note: Access to this checkbox is controlled by your system administrator.

Click the New icon to open the Add/Edit Search Filter window.

To find a field ID, click the Find icon. On the Select Field window, double-click to select a field from the list. You can also type one or more characters and click Find. The first occurrence of the characters in any column is found.

To find IDs for fields that are not listed, move your mouse pointer over the field on the form on which it occurs. The ID is displayed.

Note: If you are not using the Reporting Database, you can type the field ID.

Change the Description if needed.
Select an Operator, and then enter (or select) a Value.

The Operator and Value define how the field will be used to search the loan data. For example: Field ID= 1109 (Loan Amount), Operator = Greater than., Value = 250000.

Click OK.
Repeat steps 2 through 6 to add more fields.
You can use parentheses to control the order in which multiple filters are evaluated. Click Parentheses, select the filters to group, click the New icon, and then click OK.
Click the Save icon to save your changes.

Working with filters

Filter examples

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