Persona Access to Loans

View the "Creating and Using Business Rules" Quick Reference Guide

View the "Persona Access to Loans" guide

Use the Persona Access to Loans screen to manage access to loan files by persona. You can specify a condition for applying the rule and different access for each persona and condition. Access can be View Only, Edit, or Custom. The Custom option allows you to grant access to areas of the loan file (such as the Lock Request tool) as well as specific fields on loan forms.

You can also export Persona Access to Loans business rules, one at a time, from an Encompass environment, save them onto your computer and then import the business rule into another Encompass environment. All Persona Access to Loans business rules can be exported and then imported, irrespective of their Status.

To Create a Loan Access Rule:

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

  2. On the left panel, click Business Rules, and then click Persona Access to Loans.

  3. On the Persona Access to Loans tool, click the New icon.

ClosedCreate a Rule Name

  • Type the name of the rule.

ClosedSelect all Channels this rule applies to 

  • Select the channels where the rule will be applied.

  • Select No channel selected to apply the rule to a loan where none of the channel options are selected.

Note: The channel for each loan is specified on the Borrower Summary form.

ClosedSelect a condition for this rule

  1. Select No to always apply the rule.

  2. Or, select Yes to create a condition for when the rule is applied.

  • Select a category for the condition, such as Loan Purpose.

  • Select a value for the category, such as Purchase.

  • If you select Current Role for the category, you can configure the rule to only be applied when a specific role is assigned to finish a specific milestone. After selecting Current Role, click the Lookup icon (magnifying glass), and then select the specific role. Then select the specific milestone from the dropdown list.

Note: If you select the Advanced Conditions option, you can create expressions to define custom conditions. Click theFind icon to select filters for the Advanced Conditions option or, for detailed instructions on how to create your own code, refer to the "Advanced Coding for Business Rules" document.

  ClosedSelect filters for the Advanced Conditions option 

  1. Select Advanced Conditions as the category condition, and then click the Find icon on the right.

  2. Click the New icon to add a new filter.

Note: If you have existing filters, the New icon places the new filter at the bottom of the list. Select an existing filter and then click the Insert button to insert a new filter above the selected filter.

  1. On the Add/Edit Search Filter window:

  • Type a Field to add as a filter.
  • Or, click the Find icon, select a field from the list, and click OK.

  • Or, click the Find icon, type one or more characters in the Find field and then click Find. The first occurrence of the characters in any column is found. Continue clicking Find to view additional occurrences. Select a field from the list, and click OK.

  1. Select an Operator, enter (or select) a Value, and then click OK.

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

  1. Click OK.

  2. Repeat steps 2 through 5 to add more filters.

  3. To use parentheses to control the order in which multiple filters are evaluated, click Parentheses, select the filters to group, click the New icon, and click OK.

  4. Use the AND/OR button to determine how search filters are used together.

  5. When finished, click OK.

ClosedDefine loan file access for each persona

  1. In the Loan File Access list, select an access option for each persona.

    • View Only -All areas of the loan file can be viewed, but not edited.

    • Edit - All areas of the loan file can be viewed and edited.

    • Custom - Specific areas of the loan that can be viewed and edited.

    • Does Not Apply - The Rule does not apply. The default persona access rules apply.

  2. If you select Custom for a persona, and then click Select, an Edit Custom Access window opens to allow you to select the specific areas of the loan that can be viewed and edited. Select the appropriate option from a dropdown list to enable editing for a feature:

    • Hide - The feature will not be visible to the persona.

    • View Only - The feature can be viewed, but not edited.

    • Edit or Full Edit - The feature can be viewed and edited.

    • Partial Edit - This option is available for the eFolder Documents Tab option only. When selected, additional options that control access to features on the eFolder Documents tab display on the Edit Custom Access window:

    • Retain current rights to Unassigned Files - When selected, the persona retains the rights currently selected in the Personas setting (on the Unassigned Files section of the eFolder tab). When cleared, the persona has none of the rights defined in the Unassigned Files section.

    • Retain current rights to Unprotected Documents - When selected, the persona retains the rights currently selected in the Personas setting (on the Unprotected Documents section of the eFolder tab). When cleared, the persona has none of the rights defined in the Unprotected Documents section.

    • Retain current rights to Protected Documents - When selected, the persona retains the rights currently selected in the Personas setting (on the Protected Documents section of the eFolder tab). When cleared, the persona has none of the rights defined in the Protected Documents section.

    • Retain current rights to Create/Duplicate Documents - When selected, the persona retains the rights currently selected in the Personas setting (in the Create/Duplicate checkbox in the General section of the eFolder tab). When cleared, the persona does not have the right to create or duplicate documents in the eFolder.

    • Retain current rights to Order eDisclosures - When selected, the persona retains the rights currently selected in the Personas setting (for the eDisclosure options on the General section of the eFolder tab). When cleared, the persona does not have the right to send or receive eDisclosures, add or move eDisclosure documents, or clear eDisclosure document selections.

    • Retain current rights to Request/Retrieve Borrower Documents - When selected, the persona retains the rights currently selected in the Personas setting (in the General section on the eFolder tab) to Request Borrower Documents and Retrieve Borrower Documents.

    • When retrieving, put files into:

    • Document and mark current - Retrieved files are attached to the document and the Current Version checkbox is selected for the file in the Files section of the Document Details window.

    • Document and not mark current - Retrieved files are attached to the document and the Current Version checkbox is not selected for the file in the Files section of the Document Details window.

    • Unassigned Files - Retrieved files are attached to the Unassigned Files section of the File Manager.

    • Retain current rights to Request/Retrieve from ICE Mortgage Technology Network Service - When selected, the persona retains the rights currently selected in the Personas setting (in the General section on the eFolder tab) to request and retrieve services from the eFolder via the ICE Mortgage Technology Network.

    • When retrieving, put files into:

    • Document and mark current - Retrieved files are attached to the document and the Current Version checkbox is selected for the file in the Files section of the Document Details window.

    • Document and not mark current - Retrieved files are attached to the document and the Current Version checkbox is not selected for the file in the Files section of the Document Details window.

    • Unassigned Files - Retrieved files are attached to the Unassigned Files section of the File Manager.

    Note: When the Request/Retrieve Borrower Documents or Request/Retrieve from ICE Mortgage Technology Services option is selected, a persona can request and retrieve documents and services without having Browse and Attach permissions or permission to work with Protected or Unprotected documents.

  3. To specify the fields that the persona can access, in the Fields with Edit Access section:

    • To add fields, click the Add icon, enter up to 10 Field IDs, and then click Add.

    • To find fields, click the Find icon, select forms from the list, right-click to select fields, and then click OK.

    Note: To select all the fields on a form, click Select All. If needed, you can then right-click fields that you want to deselect.

    • To remove a field, select the field on the list, and then click the Delete icon.

  4. When finished, click OK on the Edit Custom Access window.

 

  1. In the Notes/Comments field, type details and helpful notes about the rule as needed.
  2. When finished, click Save.

Conflicts with Access Rules

Access rights configured in a Persona Access to Loans business rules can sometimes conflict with rights granted in the Personas setting or in another Persona Access to Loans business rule.

Loan Access Rights vs Personas Setting

When a persona is given Full Edit, Partial Edit, or View Only rights for the eFolder Documents tab, the persona will retain or lose some of the rights that are currently configured in the Personas setting as described below:

ClosedFull Edit

  • The persona retains all rights currently configured in the Personas setting.

ClosedPartial Edit

  • The persona retains the View All Annotations, Send Files, Send Files to Lender, and Archive Documents rights that are currently configured in the Personas setting.

  • The persona’s ability to perform other functions related to files, documents, eDisclosures, ordering services, and requesting and retrieving borrower documents will depend on the selections made when the Partial Edit options are configured.

ClosedView Only

  • The persona retains the right to View All Annotations.

  • Aside from viewing rights, the persona loses the right to perform any action related to files, documents, conditions, eDisclosures, or services.

Multiple Persona or Business Rules

When a user has multiple personas or when multiple business rules apply to a loan, Encompass resolves access right conflicts by providing the greatest available right to a user under some conditions, and the most restrictive right under other conditions. The access rights are listed below in descending order, with the greatest available rights at the top and the most restrictive rights at the bottom:

  • Edit or Full Edit

  • Partial Edit

  • View Only

  • Hide

Note: Full Edit and Partial Edit are available only when the Custom access option is selected.

ClosedMultiple Personas

When a user has multiple personas, the user is given the greatest available right (the highest level of access available for any of the personas assigned to the user).

For example, if a user has a Loan Opener persona with View Only rights and a Loan Processor persona with Edit rights, the user is given Edit rights, the greatest available right for any of the user's personas.

ClosedMultiple Business Rules

When multiple Persona Access to Loans business rules apply at the same time, the user is given the most restrictive right (lowest level of access allowed under any of the rules that apply).

For example, a user is assigned the Loan Opener persona, which is assigned different rights (View Only and Edit) in two different business rules. The user is given View Only rights, the most restrictive right for any of the business rules.

ClosedMultiple Personas and Multiple Business Rules

When multiple business rules apply and a user has multiple personas, determining the access rights is slightly more complex. First, identify the access rights that each persona has across all the business rules. Each persona will have the most restrictive right allowed under any of rule. Then compare the results for each of the personas. The user will have the greatest available right allowed to either of the personas.

For example: A user is assigned to the Loan Opener and Loan Processor personas, and two business rules apply to the loan file.

  1. Identify the most restrictive access right for each persona across all the rules.

    • The Loan Opener has Edit rights in rule 1 and View Only rights in rule 2, so the Loan Opener is given View Only rights, the most restrictive right.
    • The Loan Processor has Edit rights in both rules, so the Loan Processor is given Edit rights, the most restrictive right.

  2. Compare the rights for each persona. The user will have the greatest available right for any of the personas.

    • The Loan Opener has View Only rights and the Loan Processor has Edit rights, so the user is given Edit rights, the greatest available right.

ClosedPartial Rights

If the Custom option is selected, the Partial Edit option for the eFolder Documents Tab contains an additional layer of access options that will need to be resolved when two personas or two business rules both have Partial Edit options selected for the eFolder Documents tab. In these situations, the same logic used with other access rules is extended to the selections made for the Partial Edit options.

  • If a user has two personas with different Partial Edit options selected, the user will have the greatest available rights in the Partial Edit options for each of the personas. In this case, the user will be given all the rights selected for all the personas assigned

  • If multiple business rules apply, the user has only the most restrictive rights in the Partial Edit options for any of the business rules. In this case, the user will be given only options that are selected in both business rules.

  • The options to Retain current rights to Request/Retrieve Borrower Documents and Retain current rights to Request/Retrieve from ICE Mortgage Technology Network Services also have dropdown lists with the greatest available right at the top and the most restrictive at the bottom. If multiple personas or rules have different dropdown options selected for a Request/Retrieve option, the greatest available right is given when comparing personas and the most restrictive right is applied when comparing business rules.

Work with Loan File Access Rules