Loan Folder Setup

Use loan folders to organize your loans into groups. You can create folders to group loans by categories such as month of origination, loan status, or loan type.

When you generate reports and view information on the Dashboard, you can select which folders to include. Keep this in mind when you are planning, creating, and managing your folders.

The (Archive) and (Trash) folders are added when you install Encompass. You cannot delete these folders. Loans are moved to the (Trash) folder when you delete them from other folders.

ClosedAbout Archive Folders

You can designate any folder (other than the (Trash) folder) as an archive folder. Loans in archive folders are handled differently on the Pipeline, Dashboard, and in reports as follows.

  • Archived loans appear on the Pipeline without displaying their alerts.

  • When viewing only loans in a selected archive folder, the loans are sorted by borrower last name by default.

  • Loans in archive folders are not displayed on Dashboard snapshots or included in report output. The exception is Dashboard snapshots or reports that are created specifically to display loans in a designated archive folder.

ClosedAbout the (Trash) Folder

The (Trash) folder is used to improve control and management of deleted loan files as described below.

  • Loans in the (Trash) folder can be viewed but not changed. Access to the (Trash) folder is controlled at the User Groups level.

  • When a loan is deleted from a non-(Trash) folder, it is moved to the (Trash) folder. A server log entry is made to indicate the user who deleted the loan and when it was deleted.

  • Only users who are authorized to do so (through their assigned persona), can permanently remove (or restore) a loan from the (Trash) folder.

  • When a loan is deleted from the (Trash) folder, a server log entry is made to indicate the user who permanently deleted the loan and when.

  • When a loan is restored from the (Trash) folder, a server log entry is made to indicate the user who restored the loan and when.

To Create a Loan Folder:

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

  2. On the left panel, click  Loan Setup, and then click Loan Folders.

  3. Click the New icon, enter a Folder Name, select the Archive Folder checkbox and the Include in Duplicate Loan Check checkbox if appropriate, and then click Save.

    • The Archive Folder column displays the archive status of each folder.

      Alerts for archived loans do not show on the Pipeline.

    • When the Include in Duplicate Loan Check checkbox is selected, the loan files in that loan folder will be included in the duplicate loan check performed by the Duplicate Loan Check component. When enabled in the Encompass Admin Tools, the Duplicate Loan Check component provides a pop-up message when a user attempts to save a loan file that contains data that matches the data in another loan file. When the Duplicate Loan Check window displays, all potential duplicate loans are listed and the user can review each one to determine if they are creating a duplicate loan file.

  4. To make the loan folder visible to users, you must add the folder to a user group (refer to the following procedure).

To Add a Loan Folder to a User Group:

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

  2. On the left panel, click Company/User Setup, and then click User Groups.

  3. In the Create a Group panel, select a group.

  4. Click the Loans tab, and then select the folder from the list in the bottom panel.

To Delete a Loan Folder:

  1. Select a folder from the Loan Folders list and click the Delete icon.

    • You cannot delete a folder that contains a loan file.

  2. Click Yes in response to the confirmation message.