Documents

Use the Documents setting to create and manage the tracking information associated with loan documents (including standard forms, custom forms, settlement services, verifications (verifs)), to set the conversion preferences used when document files are converted into image files in the eFolder, and to select the documents that are added to initial disclosure (i.e., eDisclosure) and closing document (i.e., Encompass Closer) packages based on specific criteria. The document is included only when one or more of the criteria are met.

  • Tracking Information - When custom forms and needed documents (documents supplied by the borrower) are requested for a loan, the expected receipt and expiration dates are calculated based on the default days entered in the Documents setting. You can also modify the preconfigured expected receipt and expiration dates for Encompass standard documents, verifications, and settlement services as needed.

  • Document Conversion Preferences - When you create or edit documents, you can select the file format to use when a document is imported into the eFolder and converted into an image. By default, the original document file is not retained unless you configure the setting to retain a copy of the document in its original file format (Step 10 in the Create a document procedure below).

Although the conversion preferences are selected on the Documents setting, you must use the Document Conversion setting to enable the document conversion process.

  • eDisclosure and Encompass Closer Packages - When you create or edit documents, you can configure the document so that it is included in all initial disclosure (i.e., eDisclosure) or closing document packages, or included in packages only when specified criteria are met.

Use the Document Sets tool to create groups of documents. Within a document set, each document is associated with the milestone at which it is used. Document sets are then used as components of loan templates.

Documents

The Documents section displays the document information that is configured when you create or edit Documents from this setting. Use the icons on the upper-right to create, edit, and delete the document entries.

ClosedCreate a document

  1. On the menu bar, click Encompass, and then click Settings.

  2. On the left panel, clickeFolder Setup, and then click Documents.

  3. Click the New icon.

  4. In the Name field, type the name of the document.

  5. In the Description field, type a description of the document.

  6. In the Type field, select one of the Closedthree options.

The Type field is used to indicate the type of document being requested from the borrower. If the type is Standard Form or Custom Form, the document exists in Encompass and is associated with the document selected from the Source list. When you request the document (usually from the eFolder) the source document is used as the template to which it adds data for the specific loan. The borrower is typically requested to sign and return the document. The Needed type indicates that the document is not an existing Encompass document but is provided by the borrower, such as a paystub or W-2 form.

  1. In the Source field, select the name of the existing document associated with the new document. This field is only active if you selected Standard Form or Custom Form for the Type field.

  2. Type the default Days to Receive and Days to Expire.

  3. In the Available section, select a checkbox to configure whether documents are visible externally:

    • WebCenter - The document or service will be visible to borrowers or partners via the Encompass WebCenter, Encompass Consumer Connect, or Loan Center. This option is used when documents are sent by clicking the Send button in the eFolder, and then clicking Send Files.

    • TPO Portal - When a loan has been originated from Encompass TPO Connect, the document or service will be visible to the loan originator via an Encompass TPO Connect site. The document will become visible after the loan file is saved in Encompass.

    • EDM Lenders (Send Files to Lender) - The document or service will be visible when files are sent to lenders. This option is used when documents are sent by clicking the Send button in the eFolder, and then clicking Send to Lender.

  4. In the Conversion Preferences section, select the checkbox to maintain a copy of the document in its original file format when the Enable Document Conversion checkbox is selected in the Document Conversion setting.

    If this option is selected, the document can be viewed later in its original format by clicking the View in Original Format button in the Document Details or File Manager window in the eFolder.

  5. Select the image format to used when the file is imported into the eFolder and converted into an image file. The default selection for a new document type is Black & White.

    • Color - Pages with color are converted as Color. Pages with minimal color are converted as Black & White.
    • Black & White - Consumes the least amount of space and delivers the fastest retrieval times when viewing files.

    Although the conversion preferences are selected on the Documents setting, you must use the Document Conversion setting to enable the document conversion process.

  6. In the Encompass Docs Service section, select the appropriate checkbox to add the document to all eDisclosure, closing, or pre-closing electronic disclosure packages.

    • If the document is a custom form that requires eSigning, be sure the form includes the required eSigning signature points.

    • Click the Criteria button to specify criteria for including the document in an electronic disclosure package. The document is included only when one or more of the criteria are met.

    To include the document any time a specific plan code is applied to the disclosure package, select the Plan Code checkbox, and then select the specific plan code(s). Only custom plan codes or plan codes created as an alias are available to select here.

  7. Select a Signature Type from the list.

  8. Click OK.

ClosedEdit a document 

  1. On the Documents list, select a document, and then click the Edit icon.

  1. On the Document window, change information as required, and then click OK.

ClosedDelete a document

  1. Select a document, and then click the Delete icon.

  2. Click Yes in response to the confirmation message.

Options

Additional options display in the Options section at the bottom of the Documents setting.

ClosedConfigure the options

  • Use the Document Days to Count options to calculate the expected receipt and expiration dates for requested documents based on week days or calendar days.

  • Select the Create a document entry when Informational Documents are sent to borrower checkbox to create a document entry in the eFolder when you send an informational document (no signature required) to a borrower. When you select this checkbox, the following checkbox is enabled for selection.

  • Select the Save copy of Informational Documents checkbox to save a copy of information documents in the eFolder when the documents are sent to a borrower.When you select this checkbox, the following checkbox is enabled for selection.

  • Select the Insert Date and Time in the Document checkbox to add date/time stamps to copies of information documents stored in the eFolder.

  • Select the Queue Documents for Upload/Conversion checkbox to enable users to continue working in Encompass while files are uploaded and converted (when document conversion is enabled) into the eFolder in the background. This allows users to continue working in Encompass while file uploads and conversions are in process.