Encompass Title & Closing Center
View the "Encompass Title Center" Quick Reference Guide
Use the Encompass Title & Closing Center service to submit orders to participating providers, as well as your own preferred providers. Each provider option has different setup requirements and different steps to follow when placing an order.
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Participating providers are included in the default directory of title and closing companies.
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Preferred providers are those that you add to the directory because they are not included in the default list.
Participating Providers
There are two ways to submit an order to a participating provider.
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Company-specific: Orders are submitted to a selected company.
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Agent/Branch-specific: Orders are submitted to a specific agent within the company. This method is used when submitting orders to the following providers: Alamo Title, Chicago Title, Fidelity National Title Insurance Company, Security Union Title Insurance Company, Ticor Title.
Company-Specific Providers
Not all company-specific providers require an account prior to placing an order.
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Open a loan.
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Click the Services tab and then click Order Title & Closing.
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On the Order Title & Closing window, click the Search / Search and Manage tab. A list of providers located in the same state and county as the subject property is provided.
Access to the Search and Manage tab is controlled by your administrator. Contact your administrator to request access rights. If the tab is not available, the Search tab appears in its place.
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Click the More info link associated with one of the participating service providers.
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On the right side of the service provider’s web page, click the Establish an online ordering account link.
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On the New User Sign Up window, follow the instructions to enter your company and contact information, and then click Finish.
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The last screen summarizes your registration information and assigns an account ID.
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Click Print to print the Registration Confirmation page, and then click Close.
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Your account is activated and ready to use.
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Open a loan.
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Click the Services tab, and then the click Order Title & Closing button.
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On the My Title Companies or the Search / Search and Manage tab, select a provider.
Access to the Search and Manage tab is controlled by your administrator. Contact your administrator to request access rights. If the tab is not available, the Search tab appears in its place.
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To request a fee quote, click the link in the Fee Quote column. (For providers with an account on the ICE Mortgage Technology Portal only.)
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To blacklist, or unblacklist, a company, click the Blacklist or Unblacklist button. (Only available on the Search and Manage tab.)
A red checkmark appears in the Blacklist column indicating the company is blacklisted. Orders cannot be placed with blacklisted companies until their blacklist designation is removed.
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- To order from the selected provider, click Order.
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Complete the required information on the provider's request form, and then submit the order.
Depending on the provider you select, you can order a variety of services including a Fee Quote, Title, Escrow/Closing, and Payoff. The available products within a particular service are based on the selected provider and the geographic area in which the subject property is located.
When an order has been submitted, the Check Status 
icon displays on the Order Title & Closing button.
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On the Services tab, the Order Title & Closing button.
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Or, in the eFolder, select the order, and then click Retrieve.
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The status of each order is listed in the Status column in the Order section of the Title Order Status window.
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A separate order is created for each product requested.
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Click Close to close the window.
When the completed report is uploaded, you will be notified via email that the title order is ready.
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Open the related loan file.
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On the Services tab, the Order Title & Closing button to open the Order Status tab. The Status tab has three sections:
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Orders – View a list of title orders for the loan.
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Order History – When you select an order in the Orders section, the Order History section displays a list of activities related to the order, including the date and time when the activity occurred, the persons who initiated and received the action, the type of activity, comments related to the activity, and attachments associated with the activity.
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Send Message to Title Agent – If your administrator has given you permission, use this section to send a message type with any additional comments and file attachments to the title agent.
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To view the details of an order, select an order from the Orders section, and then click the Order Details link in the Attachments column in the Order History Section.
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When a title agent sends a file to you, click the Import link in the Orders section to open the Order Update window to view the report data and documents that are available to import.
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Select the checkboxes for data and documents, and then click the Import button to retrieve and import the data and documents.
Imported documents are accessible in the eFolder in the Unassigned Files section of the File Manager, where you can assign them to eFolder documents.
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If a PDF document has been retrieved, click the document link in the Attachments column in the Order History section to open the file in the Document Viewer window.
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If your administrator has given you permission, you can send a message type with an optional comment or file attachment to the title agent. Select a message type from the Choose a Message Type dropdown, type a comment in the Comments field, follow one of the procedures below to attach a file, and then click Send Message.
To attach a file from your computer
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Click the Attach icon.
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Select the option to browse your computer.
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Click Continue.
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Browse to select the file, and then click Open.
To attach a file from your Encompass eFolder
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Click the Attach icon.
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Select the option to browse from the Encompass eFolder.
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Click Continue.
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Select a document from the list (only documents with file attachments will display), and then click Continue.
The file or files attached to the document will be sent to the title agent.
Agent/Branch-Specific Providers
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Open a loan.
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Click the Services tab and then click Order Title & Closing.
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On the Order Title & Closing window, click the Search/Search and Manage tab. A list of providers located in the same state and county as the subject property is provided.
Access to the Search and Manage tab is controlled by your administrator. Contact your administrator to request access rights. If the tab is not available, the Search tab appears in its place.
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Click the More info link associated with an Agent/Branch service provider.
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On the right side of the service provider's web page, click the Get Set Up with... link.
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On the Customer Registration window, click Next and follow the instructions to enter your company and contact information.
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The last screen summarizes your registration information and assigns an account ID.
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Click Print to print the Registration Confirmation page, and then click Close.
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Your account is activated and ready to use.
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Open a loan.
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Click the Services tab and then click Order Title & Closing.
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On the Order Title & Closing window, click the Search / Search and Manage tab. A list of providers located in the same state and county as the subject property is provided.
Access to the Search and Manage tab is controlled by your administrator. Contact your administrator to request access rights. If the tab is not available, the Search tab appears in its place.
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Select the service provider with whom you created an account and click Order.
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On the Title & Closing Agent window, click the Find Agents tab.
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Select the State and County in which the agent's branch does business or has a location, and then click Search.
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Select the Branch (Provider Name) where the agent works, and click Add to My List.
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Type the agent's Name, Email, and Phone.
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Click Save.
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Click OK in response to the confirmation message.
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If you clicked Save, you can continue adding agents from the Order Title & Closing Agent window. When finished, click Close.
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The agent is added to your My Agents list. Agents are grouped according to the service they provide, title and/or closing.
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The available products within a particular service are based on the selected provider and the geographic area in which the subject property is located.
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Open a loan.
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Click the Services tab and then click Order Title & Closing.
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On the Order Title & Closing window, click the Search / Search and Manage tab. A list of providers located in the same state and county as the subject property is provided.
Access to the Search and Manage tab is controlled by your administrator. Contact your administrator to request access rights. If the tab is not available, the Search tab appears in its place.
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Select one of the participating title providers:
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To request a fee quote , click the link in the Fee Quote column. (For providers with an account on the ICE Mortgage Technology Portal only.)
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To blacklist, or unblacklist, a company, click the Blacklist or Unblacklist button. (Only available on the Search and Manage tab.)
A red checkmark appears in the Blacklist column indicating the company is blacklisted. Orders cannot be placed with blacklisted companies until their blacklist designation is removed.
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To order from the selected provider, click Order.
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On the Title & Closing Agent window, select an agent for the service or services you're ordering, and then click Order.
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On the Order Title & Closing window, type the Account ID you created during the account setup process.
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Click Log In to populate the Product list.
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Click the appropriate tab to order the desired service.
Specify the following:
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Title/Closing Agent If title/closing agents are listed, select the agent who will receive the request. Otherwise, leave this field blank.
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Need by Date. The date the title is needed by.
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Estimated Closing Date.The estimated date the loan will close.
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Comments. Special instructions or notes for the title/closing agent. This is optional.
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Attachments. Up to two documents. Click the Attach icon to attach a PDF or DOC document. You can browse to the location on your hard drive or eFolder.
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Products. The products you want to send to the title/closing agent. If the agent you selected does not service the area in which the subject property is located, no products will be listed.
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Include Fee Quote Request? Include a request for a fee quote with the title & closing order:
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Quote Needed By The date the fee quote is needed by .
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Comments Special instructions or notes to include with the fee quote request. This is optional.
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Whether to send a title request to a title agent by selecting the Request Fee Quote checkbox.
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Title/Closing Agent. If title/closing agents are listed, select the agent who will receive the request. Otherwise, leave this field blank.
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Need by Date. The date the fee quote is needed by.
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Comments. Special instructions or notes for the title agent. This is optional.
Specify the following:
Specify the following:
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Whether to order payoff documents from the title agent by selecting the Order Payoff checkbox.
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Payoff Number. Select the payoff number, 1-5.
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Lender Name/Phone Number. Enter the name and phone number of the lender associated with the loan.
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Lien Priority.If there are multiple leans on the property, select the lien priority of the payoff, 1 or 2.
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Liability Type. Whether the payoff amount you are requesting is for a mortgage or a home equity line of credit.
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Loan Number. The 10-digit number assigned to the loan.
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Loan Amount. Amount of the loan.
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Secured by Property. Whether the property is the collateral on the loan.
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Payment Method. Whether the payoff amount is to payoff or pay down the mortgage or HELOC.
Select any of the following File Contacts or Closing Conditions to send to the title agent:
The information must already exist in the File Contacts tool under the appropriate role (e.g., Buyer's Agent, Seller's Agent, etc.) or in the Closing Conditions form. If the File Contacts tool or Closing Conditions form does not contain any information, its corresponding checkbox will be disabled from selection.
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Buyer's Agent - The buyer's agent in the File Contacts tool.
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Seller's Agent - The seller's agent in the File Contacts tool.
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Escrow Company - The escrow company in the File Contacts tool.
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Closing Instructions/Conditions- The closing instructions/conditions in the Closing Conditions form.
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Title Insurance Company - The title insurance company in the File Contacts tool.
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Settlement Agent - The settlement agent in the File Contacts tool.
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Click Send Order.
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Click OK in response to the confirmation message.
When an order has been submitted, the Check Status
icon displays on the Order Title & Closing button.
- On the Services
tab, click the Order
Title & Closing button to open the Order Status tab.
The Order Status tab displays the status and history of each order.
The Status column shows the status of each order: Delivered or Requested.
A separate order is created for each product requested.
- Click the Refresh icon (
) to update status information.
OR
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In the eFolder, select the order, and then click Retrieve.
The status of each order is listed in the Status column in the Order section of the Title Order Status window.
A separate order is created for each product requested.
- Click OK and then Cancel to close the window.
When the completed report is uploaded, you will be notified via email that the title order is ready.
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Open the related loan file.
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On the Services tab, the Order Title & Closing button to open the Order Status tab. The Order Status tab has three sections:
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Orders – View a list of title orders for the loan.
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Order History – When you select an order in the Orders section, the Order History section displays a list of activities related to the order, including the date and time when the activity occurred, the persons who initiated and received the action, the type of activity, comments related to the activity, and attachments associated with the activity.
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Send Message to Title Agent – If your administrator has given you permission, use this section to send a message type with any additional comments and file attachments to the title agent.
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To view the details of an order, select an order from the Orders section, and then click the Order Details link in the Attachments column in the Order History section.
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When a title agent sends a file to you, click the Import link in the Orders section to open the Order Update window to view the report data and documents that are available to import.
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To view how title fees imported from the Encompass Title Center are mapped to fields in Encompass, refer to the Encompass Title Fee Mapping Guide.
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Select the checkboxes for data and documents, and then click the Import button to retrieve and import the data and documents.
Imported documents are accessible in the eFolder in the Unassigned Files section of the File Manager, where you can assign them to eFolder documents.
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If a PDF document has been retrieved, click the document link in the Attachments column in the Order History section to open the file in the Document Viewer window.
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If your administrator has given you permission, you can send a message type with an optional comment or file attachment to the title agent. Select a message type from the Choose a Message Type dropdown, type a comment in the Comments field, follow one of the procedures below to attach a file, and then click Send Message.
To attach a file from your computer
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Click the Attach icon.
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Select the option to browse your computer.
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Click Continue.
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Browse to select the file, and then click Open.
To attach a file from your Encompass eFolder
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Click the Attach icon.
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Select the option to browse from the Encompass eFolder.
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Click Continue.
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Select a document from the list (only documents with file attachments will display), and then click Continue.
The file or files attached to the document will be sent to the title agent.
Preferred Providers
By default, the Title & Closing interface is used to place orders with participating providers. However, if there is an agent or branch that you prefer to do business with who is not included in this list, you can add them to the interface and send title orders directly to them from Encompass.
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An order is sent via a secure email.
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Your agent logs into the Title Center to view the order and upload the completed report.
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Uploaded reports are automatically imported into the Encompass loan file.
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Fees sent by the agent can be imported into the Encompass loan file.
Work with Preferred Providers
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Open a loan.
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Click the Services tab, and then click Order Title & Closing.
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On the Order Title & Closing window, click the My Title Companies tab.
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Click the New icon.
Access to the New icon is controlled by your administrator. If the New icon is not available, contact your administrator to request access rights.
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On the Add Title Company window, type the company name, mailing address, and preferred agent information. To import information for a preferred provider from your File Contacts, click the Title, Escrow, or Settlement button.
The contact information must already exist in the File Contacts tool under the appropriate role: Title Insurance Company, Escrow Company, Settlement Agent. If the File Contacts tool does not contain any information for the role, its corresponding button will be disabled from selection.
To import information for a Business Contact as the title, escrow, or settlement agent, click the Select a Business Contact icon.
The title or escrow company's contact information must already exist in the Business Contacts tool and be assigned to its appropriate category: Title Company for title contacts, Escrow Company for escrow contacts, and any (or no) category for settlement contacts. If the title or escrow Business Contact has not been assigned to its appropriate category, it will not appear for selection.
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Click Save.
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Or, click Save and Continue to Order to add the preferred provider to your My Title Companies list and continue to the provider's order screen.
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Your preferred provider is added to your My Title Companies list.
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Open a loan.
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Click the Services tab and then click Order Title & Closing.
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On the Order Title & Closing window, click the My Title Companies tab.
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Select one of your preferred title providers:
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To request a fee quote , click the link in the Fee Quote column. (For providers with an account on the ICE Mortgage Technology Portal only.)
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To order from the selected provider, click Order.
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Use the tabs to complete your order:
Specify the following:
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Title/Closing Agent If title/closing agents are listed, select the agent who will receive the request. Otherwise, leave this field blank.
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Need by Date. The date the title is needed by.
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Estimated Closing Date.The estimated date the loan will close.
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Comments. Special instructions or notes for the title/closing agent. This is optional.
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Attachments. Up to two documents. Click the Attach icon to attach a PDF or DOC document. You can browse to the location on your hard drive or eFolder.
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Products. The products you want to send to the title/closing agent. If the agent you selected does not service the area in which the subject property is located, no products will be listed.
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Include Fee Quote Request? Include a request for a fee quote with the title & closing order:
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Quote Needed By The date the fee quote is needed by .
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Comments Special instructions or notes to include with the fee quote request. This is optional.
-
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Whether to send a title request to a title agent by selecting the Request Fee Quote checkbox.
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Title/Closing Agent. If title/closing agents are listed, select the agent who will receive the request. Otherwise, leave this field blank.
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Need by Date. The date the fee quote is needed by.
-
Comments. Special instructions or notes for the title agent. This is optional.
Specify the following:
Specify the following:
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Whether to order payoff documents from the title agent by selecting the Order Payoff checkbox.
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Payoff Number. Select the payoff number, 1-5.
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Lender Name/Phone Number. Enter the name and phone number of the lender associated with the loan.
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Lien Priority.If there are multiple leans on the property, select the lien priority of the payoff, 1 or 2.
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Liability Type. Whether the payoff amount you are requesting is for a mortgage or a home equity line of credit.
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Loan Number. The 10-digit number assigned to the loan.
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Loan Amount. Amount of the loan.
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Secured by Property. Whether the property is the collateral on the loan.
-
Payment Method. Whether the payoff amount is to payoff or pay down the mortgage or HELOC.
Select any of the following File Contacts or Closing Conditions to send to the title agent:
The information must already exist in the File Contacts tool under the appropriate role (e.g., Buyer's Agent, Seller's Agent, etc.) or in the Closing Conditions form. If the File Contacts tool or Closing Conditions form does not contain any information, its corresponding checkbox will be disabled from selection.
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Buyer's Agent - The buyer's agent in the File Contacts tool.
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Seller's Agent - The seller's agent in the File Contacts tool.
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Escrow Company - The escrow company in the File Contacts tool.
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Closing Instructions/Conditions- The closing instructions/conditions in the Closing Conditions form.
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Title Insurance Company - The title insurance company in the File Contacts tool.
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Settlement Agent - The settlement agent in the File Contacts tool.
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A transaction fee is paid by the title/closing agent to ICE Mortgage Technology when they accept an order they receive from Encompass. If available, you can use the Payment Option checkbox to pay this transaction fee for the title/closing agent.
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If available, select the Payment Option checkbox to pay the title/closing order transaction fee using the corporate credit card authorized by your system administrator. The credit card is charged immediately at the time of the transaction.
- Unless a payment option is selected, the title/closing order transaction fee is charged to the title/closing agent. The transaction fee must be paid before the title/closing agent will be allowed to view or accept the order.
- This option is available only if authorized by your system administrator using the Title Service tool in Encompass Settings.
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Click Submit Order.
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Click OK in response to the confirmation message.
When an order has been submitted, the Check Status
icon displays on the Order Title & Closing button.
- On the Services tab, click the Order Title & Closing button to open the Order Status tab.
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The Order Status tab displays the status and history of each order.
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The Status column shows the status of each order: Delivered or Requested.
-
A separate order is created for each product requested.
- Click Close to close the window.
When the completed report is uploaded, you will be notified via email that the title order is ready.
-
Open the related loan file.
-
On the Services tab, the Order Title & Closing button to open the Order Status tab. The Order Status tab has three sections:
-
Orders – View a list of title orders for the loan.
-
Order History – When you select an order in the Orders section, the Order History section displays a list of activities related to the order, including the date and time when the activity occurred, the persons who initiated and received the action, the type of activity, comments related activity, and attachments associated with the activity.
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Send Message to Title Agent – If your administrator has given you permission, use this section to send a message type with any additional comments and file attachments to the title agent.
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To view the details of an order, select an order from the Orders section, and then click the Order Details link in the Attachments column in the Order History Section.
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When a title agent sends a file to you, click the Import link in the Orders section to open the Services window to view the report data and documents that are available to import.
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Select the checkboxes for data, fees, and documents, and then click the Import button to retrieve and import the data, fees, and documents.
If your provider subscribes to the Encompass Title Center, they can send you their title fees, which you can then import directly to the Itemization input form in Encompass. You are notified via email when your agent has sent you their fees.
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On the Import Data From Title Agent window, select a checkbox to import the fee or clear a checkbox to exclude a fee.
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To import the selected fees to the Itemization input form, select Import.
Imported fees are available in the Itemization import form, where you can modify fees and save the loan to send the modified fees to the title agent.
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If a PDF document has been retrieved, click the document link in the Attachments column in the Order History section to open the file in the Document Viewer window.
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If your administrator has given you permission, you can send a message type with an optional comment or file attachment to the title agent. Select a message type from the Choose a Message Type dropdown, type a comment in the Comments field, follow one of the procedures below to attach a file, and then click Send Message.
To attach a file from your computer
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Click the Attach icon.
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Select the option to browse your computer.
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Click Continue.
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Browse to select the file, and then click Open.
To attach a file from your Encompass eFolder
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Click the Attach icon.
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Select the option to browse from the Encompass eFolder. Select the checkboxes for data, fees, and documents, and then click the Import button to retrieve and import the data, fees, and documents.
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Click Continue.
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Select a document from the list (only documents with file attachments will display), and then click Continue.
The file or files attached to the document will be sent to the title agent.