Configurable Workflow Templates

This feature was introduced in Encompass 18.3. (View the release notes)

This setting enables system administrators to create channel specific workflow views for Connect modules that captures data from Encompass and displays the workflow and current status of the loan (as defined for the workflow).

Currently, this feature is only enabled for Encompass TPO Connect.

By default, the Configurable Workflow Template setting will open with all the categories in expanded mode to make it easier to see what is included in each category

To enable this setting, the Connect module must be provisioned and the user must be designated as an Administrator or Super Administrator. In addition, the appropriate channels must be selected on the Channel Options setting (under Loan Setup) to display the associated tab (up to three) on the Configurable Workflow Templates setting.

  • Wholesale – Select Banked Wholesale to display the Wholesale tab.
  • Delegated and Non-Delegated– Select Correspondent to display the Delegated and Non-Delegated tabs.

Validations When Save Selected

When the Save button is selected, the following validations are performed:

  • If a required field (i.e., category name, subcategory name, or date field ID) is blank, a message “This field is required.” is displayed under the affected field.

  • When an error is triggered, a message “Please fix any fields that are marked below.” is displayed at the top of the page.

  • When errors are detected, the focus will be directed to the first tab with errors. From there, the focus will move from left to right and from top to bottom.

  • Once your save is successful, a message “Success. Your changes have been saved.” is displayed in the upper right corner.

ClosedTo Add the Initial Category and Sub Category

  1. On the menu bar, click Encompass, and then click Settings.
  2. On the left panel, click Loan Templates, and then click Configurable Workflow Templates.

When a channel has no templates configured, a message “There are no templates yet” is displayed with an exclamation point in a triangle.

  1. Click on the channel tab where you want to add a workflow template.
  2. Select Add A Template to add the initial category and its subcategory.

  1. In the required Name field, enter a unique category name.

  2. In the Sub Category field, enter a unique sub category name. At least one sub category is required.

A sub category name can be used again under a different category.

  1. In the required Date Field ID field, enter a date field ID.
  • The field ID must exist within Encompass (it cannot be a virtual field).
  • The field ID must be defined as a Date or Date/Time field.
  • The field ID must be included in the Reporting Database.
  • The field ID must be entered using all capital letters.
  • You cannot have duplicate Date Field IDs within the same category.
  1. The Date Field Description is populated by Encompass based on the Date Field ID entered.
  2. Select an eFolder document from the Document 1 dropdown list, if applicable.
  3. If an eFolder document was selected, you can select another eFolder document from the second Document 2 dropdown list, if applicable. You cannot have duplicate documents within the same sub category.
  1. Click Save to save your changes.

ClosedTo Add an Additional Category

  1. Locate where you want to add your new category.

  2. Select the Kebob () icon at the end of a row and then select the Plus Sign ().

  3. A new category and sub category is displayed below the existing category and its sub categories.

  4. When tabbing from one field to the next, the following validation is performed.

  • If there is a duplicate category name, a message “Duplicate Category name” is displayed under the affected field and a message “Please fix any fields that are marked below.” is displayed at the top of the page.

ClosedTo Add an Additional Sub Category

  1. Locate where you want to add your new sub category.

  2. Select the Kebob () icon at the end of a row and then select the Plus Sign ().

  3. A new sub category is displayed below the existing sub category.

  4. When tabbing from one field to the next, the following validations are performed.

  • If there is a duplicate subcategory name, a message “Duplicate Subcategory name” is displayed under the affected field and a message “Please fix any fields that are marked below.” is displayed at the top of the page.

  • If there is a duplicate Date Field ID, a message “Duplicate Date Field ID” is displayed under the affected field and a message “Please fix any fields that are marked below.” is displayed at the top of the page.

  • If there is a duplicate document selected within a subcategory (Document 1 and Document 2), a message “Duplicate document” is displayed under the field where the duplicate is selected and a message “Please fix any fields that are marked below.” is displayed at the top of the page.

  • If an invalid Date Field ID is entered, a message “Not a valid Date Field ID” is displayed under the affected field and a message “Please fix any fields that are marked below.” is displayed at the top of the page.

ClosedTo Edit a Category or Sub Category

  1. On the menu bar, click Encompass, and then click Settings.
  2. On the left panel, click Loan Templates, and then click Configurable Workflow Templates.
  3. Click on the channel tab where you want to edit a workflow template.
  4. To edit a category or sub category, place your cursor in the field you want to edit.
  5. Click Save to save your changes.

ClosedTo Delete a Category or Sub Category

  1. On the menu bar, click Encompass, and then click Settings.
  2. On the left panel, click Loan Templates, and then click Configurable Workflow Templates.
  3. Click on the channel tab where you want to delete workflow categories/sub categories.
  4. Select the Kebob () icon at the end of the row you want to delete and then select the Trash Bin () icon.
  5. A prompt is displayed:

  • Select Delete Category and Subcategories to delete the category and its sub categories.

  • If all categories are deleted, the page will once again display the message “There are no templates yet” with an exclamation point in a triangle. To add a template again, select Add A Template.

  • Select Delete Subcategory to delete the sub category.

  1. Click Save to save your changes.

ClosedTo Sequence Categories or Sub Categories

  1. On the menu bar, click Encompass, and then click Settings.
  2. On the left panel, click Loan Templates, and then click Configurable Workflow Templates.

  3. Click on the channel tab where you want to sequence a category (and its sub categories) or a sub category.

  4. To move a category or a sub category, select and hold the eight vertical dots at the beginning of the row you want to move, drag the row to its new position, and then drop the row.

  • A category cannot be moved from a category position to a sub category position.

  • A sub category cannot be moved from a subcategory position to a category position.

  • The same sub category can be present in different categories. However, the same sub category cannot be present twice in the same category.

  • If a duplicate Date Field ID is detected, a message “Duplicate Date Field ID” is displayed under the affected field and a message “Please fix any fields that are marked below.” Is displayed at the top of the page.

  1. Click Save to save your changes.