Encompass Innovation Playbook: Simple task workflows via tasks only

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Getting started with Task Framework

Task Framework is designed to help clearly identify work that needs to be done, who is responsible, and when it is due. The Task Pipeline creates a single, centralized source of truth so teams can stop jumping between emails, loan pipelines, dashboards, and scattered checklists to figure out what to do next.

This playbook illustrates how the Task Framework:

Delivers one intuitive, prioritized schedule of work that is easy to follow
Provides real-time visibility when new tasks are created or deadlines are approaching
Supports your workflow whether in the Web and/or Desktop interfaces.
Includes built-in change management support for a smooth, low-risk rollout
Can be used with limited configuration to create immediate efficiency improvement and momentum to leverage this modern tool.
Can be put to work, against everyday work patterns to improve your company’s workflow.

Why it’s worth reading:

Task Framework isn’t about adding complexity - it’s about simplifying work and leveraging the best tool available to improve your workflow. By centralizing to-dos with this simple approach of adopting Tasking; teams become more efficient as priorities are explicit as are due dates. The goal of this playbook is to make getting started simple, with clear instructions and real-world scenarios your team can put into action immediately.

This playbook provides detailed instructions on how to create:

Prior to Funding condition review task, as a priority 1, and a 1-hour required completion time.
Initial Underwrite review task, as a priority 2, and a 2-day required completion time.
Final Underwrite task, as a Priority 3, and a 2-day required completion time.
AUS automation failure review task, as a priority 3, and a 2-hour required completion time.
Pre-approval review task, as a priority 5 and a 1-day required completion time.

Prerequisite Essentials: review prior to proceeding

PLEASE NOTE: The examples herein are for informational purposes only and are meant to illustrate how to configure solutions to achieve a model flow - the variables and exact workflows are expected to be modified to meet your organization’s specific requirements or compliance procedures.

Simple Task Scenario #1: Notify the underwriter that they have Prior to Funding (PTF) conditions to review

Example Task Template Configuration:

From the Encompass web interface's Admin portal, create a new task template.
1. Select Workflow Management from the left navigation menu, and then select Workflow Tasks.
2. Select Task Templates from the tool bar.
3. Select New Task.

Continue entering the following Task Template Base Configurations:

(NOTE: the additional Task Template settings not listed below are optional but not necessary to create this Task Template example.)
1. Name: Type Clear PTF Conditions for the task template name and then click Apply.
2. Task Type: Select a task type from the drop-down menu. For example, UnderwriterTask Type.
  
  NOTE: This feature will control which users in your organization other than the owner of the task can see and interact with the task - Task Types must be pre-configured. (For more information, review the Task Types section in the Working with Task-Based Workflows Setup Guide).
3. Due Date Calculation:Enter your organization’s expected duration to clear PTF conditions (for example 1 hours)
  
  TIP: This will create a due date to be inserted into the task which will allow the task pipeline to organize the list of tasks for the user(s).
4. Assignment: Select Role for default assignment - assuming loan file has already been directly assigned to a specific underwriter user at this point in the loan process(or optionally choose a different applicable default task assignment for this task such as User Group or Unassigned)
  
  TIP: It is advised that you choose a Role or User Group assignment for every Task Template. Unassigned Tasks will not appear on the Task Pipeline.
5. Choose Role: Select Underwriter from the dropdown menu (or select the applicable user group from the dropdown menu if User Group was the default value selected for the task assignment in the previous step)
6. Priority: Select an applicable default priority setting from the dropdown menu (for example, 1).
  
  TIP: This setting will be used on the Task Pipeline to further sort Tasks that are due at the same date/time by determining the priority order in which the Tasks will appear on the list.
7. Select Save.

Simple Task Scenario #2: Notify an underwriter that they have a loan ready for Initial Underwrite

Example Task Template Configuration:

From the Encompass web interface's Admin portal, create a new task template.
1. Select Workflow Management from the left navigation menu, and then select Workflow Tasks.
2. Select Task Templates from the tool bar.
3. Select New Task.

Continue entering the following Task Template Base Configurations:

(NOTE: the additional Task Template settings not listed below are optional but not necessary to create this Task Template example.)
1. Name: Type Initial Underwrite for the task template name and then click Apply.
2. Task Type: Select a task type from the drop-down menu. For example, UnderwriterTask Type.
  
  NOTE: This feature will control which users in your organization other than the owner of the task can see and interact with the task - Task Types must be pre-configured. (For more information, review the Task Types section in the Working with Task-Based Workflows Setup Guide).
3. Due Date Calculation:Enter your organization’s expected duration for the completion of an Initial Underwrite (for example 2 days)
  
  TIP: This will create a due date to be inserted into the task which will allow the task pipeline to organize the list of tasks for the user(s).
4. Assignment: Select Role for default assignment - assuming a manager is aware of when loans are ready to be assigned to a specific user and then directly assigns those users by role to the loan file(or you can optionally choose a different applicable default assignment type that you want this task assigned to such as User Group or Unassigned)
  
  NOTE: It is advised that you choose a Role or User Group assignment for every Task Template. Unassigned Tasks will not appear on the Task Pipeline.
5. Choose Role: Select Underwriter from the dropdown menu (or select the applicable user group from the dropdown menu if User Group was the default value selected for the task assignment in the previous step)
6. Priority: Select an applicable default priority setting from the dropdown menu (for example, 2).
  
  TIP: This setting will be used on the Task Pipeline to further sort Tasks that are due at the same date/time by determining the priority order in which the Tasks will appear on the list.
7. Select Save.

Simple Task Scenario #3: Notify the underwriter that they have a loan ready for Final Underwrite

Example Task Template Configuration:

From the Encompass web interface's Admin portal, create a new task template.
1. Select Workflow Management from the left navigation menu, and then select Workflow Tasks.
2. Select Task Templates from the tool bar.
3. Select New Task.

Continue entering the following Task Template Base Configurations:

(NOTE: the additional Task Template settings not listed below are optional but not necessary to create this Task Template example.)
1. Name: Type Final Underwrite for the task template name and then click Apply.
2. Task Type: Select a task type from the drop-down menu. For example, UnderwriterTask Type.
  
  NOTE: This feature will control which users in your organization other than the owner of the task can see and interact with the task - Task Types must be pre-configured. (For more information, review the Task Types section in the Working with Task-Based Workflows Setup Guide).
3. Due Date Calculation:Enter your organization’s expected duration for the completion of a Final Underwrite (for example 2 days).
  
  TIP: This will create a due date to be inserted into the task which will allow the task pipeline to organize the list of tasks for the user(s).
4. Assignment:Select Role for default assignment - assuming a manager is aware of when loans are ready to be assigned to a specific user and then directly assigns those users by role to the loan file (or you can optionally choose a different applicable default task assignment for this task such as User Group or Unassigned).
  
  TIP: It is advised that you choose a Role or User Group assignment for every Task Template. Unassigned Tasks will not appear on the Task Pipeline.
5. Choose Role: Select Underwriter from the dropdown menu (or select the applicable user group from the dropdown menu if User Group was the default value selected for the task assignment in the previous step)
6. Priority: Select an applicable default priority setting from the dropdown menu (for example, 3).
  
  TIP: This setting will be used on the Task Pipeline to further sort Tasks that are due at the same date/time by determining the priority order in which the Tasks will appear on the list.
7. Select Save.

Simple Task Scenario #4: Notify the underwriter that Final AUS automation has failed

Example Task Template Configuration:

From the Encompass web interface's Admin portal, create a new task template.
1. Select Workflow Management from the left navigation menu, and then select Workflow Tasks.
2. Select Task Templates from the tool bar.
3. Select New Task.

Continue entering the following Task Template Base Configurations:

(NOTE: the additional Task Template settings not listed below are optional but not necessary to create this Task Template example.)
1. Name: Type Final AUS Automation has Failed for the task template name and then click Apply.
2. Task Type: Select a task type from the drop-down menu. For example, UnderwriterTask Type.
  
  NOTE: This feature will control which users in your organization other than the owner of the task can see and interact with the task - Task Types must be pre-configured. (For more information, review the Task Types section in the Working with Task-Based Workflows Setup Guide).
3. Due Date Calculation:Enter your organization’s expected duration to review and re-run AUS (for example 2 hours).
  
  TIP: This will create a due date to be inserted into the task which will allow the task pipeline to organize the list of tasks for the user(s).
4. Assignment: Select Role for default assignment - assuming loan file has already been directly assigned to a specific underwriter user at this point in the loan process (or optionally choose a different applicable default task assignment for this task such as User Group or Unassigned).
  
  TIP: It is advised that you choose a Role or User Group assignment for every Task Template. Unassigned Tasks will not appear on the Task Pipeline.
5. Choose Role: Select Underwriter from the dropdown menu (or select the applicable user group from the dropdown menu if User Group was the default value selected for the task assignment in the previous step)
6. Priority: Select an applicable default priority setting from the dropdown menu (for example, 3).
  
  TIP: This setting will be used on the Task Pipeline to further sort Tasks that are due at the same date/time by determining the priority order in which the Tasks will appear on the list.
7. Select Save.

Simple Task Scenario #5: Notify an underwriter that there is a Preapproval Request

Example Task Template Configuration:

From the Encompass web interface's Admin portal, create a new task template.
1. Select Workflow Management from the left navigation menu, and then select Workflow Tasks.
2. Select Task Templates from the tool bar.
3. Select New Task.

Continue entering the following Task Template Base Configurations:

(NOTE: the additional Task Template settings not listed below are optional but not necessary to create this Task Template example.)
1. Name: Type Preapproval Request for the task template name and then click Apply.
2. Task Type: Select a task type from the drop-down menu. For example, UnderwriterTask Type.
  
  NOTE: This feature will control which users in your organization other than the owner of the task can see and interact with the task - Task Types must be pre-configured. (For more information, review the Task Types section in the Working with Task-Based Workflows Setup Guide).
3. Due Date Calculation:Enter your organization’s expected duration for the completion of a Preapproval (for example 1 days).
  
  TIP: This will create a due date to be inserted into the task which will allow the task pipeline to organize the list of tasks for the user(s).
4. Assignment: Select User Group for default assignment - (assuming loan file has not been directly assigned to a specific underwriter user this early in the loan process, this enables the task to be available for selection to any available user included as a member of the user group.
  
  TIP: It is advised that you choose a Role or User Group assignment for every Task Template. Unassigned Tasks will not appear on the Task Pipeline.
5. Choose User Group: Select a pre-configured applicable user group from the dropdown menu that would include underwriter users responsible for issuing preapprovals (for example, a PreApproval UW user group).
6. Priority: Select an applicable default priority setting from the dropdown menu (for example, 5).
  
  TIP: This setting will be used on the Task Pipeline to further sort Tasks that are due at the same date/time by determining the priority order in which the Tasks will appear on the list.
7. Select Save.

Now that you have created the work that needs to be completed, let’s leverage the Workflow Engine to apply those tasks to loans as necessary in your current workflow.

Example Workflow Rule Scenario #1:
Automatically apply the task to clear Prior to Funding conditions to the loan as soon as they are ready for underwriter review, streamlining the loan funding workflow.

Scenario narrative:

Data has triggered a custom field that you currently use to indicate Prior to Funding (PTF) Conditions on the loan are ready for underwriter review (for example, CX.PTFREADY) which then triggers the Workflow Engine to create a Task for the underwriter to Clear PTF Conditions (i.e., Simple Task Scenario #1 that you pre-configured in prior steps above).

Example Workflow Rule Configuration:

From the Encompass web interface's Admin portal, create a new workflow rule.
1. Select Workflow Management from the left navigation menu, and then select Workflow Rules.
2. Select New Rule from the tool bar.

Enter the following Workflow Rule Base Configurations:

(NOTE: the additional Workflow Rule settings not listed below are optional but not necessary to create this Workflow Rule example.)
1. Name: Type Add the Clear PTF Conditions Task to Loan for the Workflow Rule name.
2. Triggering Event: Select the Triggering Event tab in the middle of the Workflow Rules screen.
  - Select Field Value Modified from the Triggering Event dropdown list.
  - Select the Select ID tab where you will add the field that, when modified, will trigger this rule.
  - Select the Custom Fields tab.
  - Select the custom field you currently use to indicate PTF Conditions on the loan are ready for underwriter review (for example, CX.PTFREADY) and then selectApply.
    
    Select Any Change from the Was Changed dropdown menu.
3. Set up the Workflow Rule’s Resulting Action(s): (NOTE: the additional Workflow Rule settings not listed below are optional but not necessary to create this Workflow Rule example.)
  - Select the Result tab in the middle of the Workflow Rules screen.
  - Select Create Tasks from the Resulting Action dropdown list, and then select Add.
  - Enter an applicable description to provide a quick reference in the Added Resulting Actions list. (For example, Create the Clear PTF Conditions Task.)
  - Set the Allow Duplication toggle to OFF.
    
    NOTE: When turned ON, the task template that is selected for the workflow rule’s resulting action will be added to the loan as many times as the trigger event occurs.
  - Type Clear PTF Conditions in the Select a Task below window (i.e., the name of Simple Task Scenario #1 that you created in above steps).
  - Select the checkbox for the Clear PTF Conditions task template.
4. Select Save.

Example Workflow Rule Scenario #2:
Automatically apply the task for Initial Underwrite the moment the loan is ready for the first underwriter review, streamlining the initial approval process.

Scenario narrative:

The milestone that you use to submit loans to initial underwriting has been completed (For example, Submittal), then triggering the workflow engine to create a Task for the Underwriter to complete the Initial Underwrite (i.e., Simple Task Scenario #2 that you pre-configured in prior steps above).

Example Workflow Rule Configuration:

From the Encompass web interface's Admin portal, create a new workflow rule.
1. Select Workflow Management from the left navigation menu, and then select Workflow Rules.
2. Select New Rule from the tool bar.

Enter the following Workflow Rule Base Configurations:

(NOTE: the additional Workflow Rule settings not listed below are optional but not necessary to create this Workflow Rule example.)
1. Name: Type Add Initial Underwrite Task to Loan for the Workflow Rule name.
2. Triggering Event: Select the Triggering Event tab in the middle of the Workflow Rules screen.
  - Select Milestone Completed from the Triggering Event dropdown list.
  - Select the + icon, then select Submittal milestone name (or choose an applicable pre-configured milestone that your organization uses to initially submit loans to underwriting), then select Apply.
3. Set up the Workflow Rule’s Resulting Action(s): (NOTE: the additional Workflow Rule settings not listed below are optional but not necessary to create this Workflow Rule example.)
  - Select the Result tab in the middle of the Workflow Rules screen.
  - Select Create Tasks from the Resulting Action dropdown list, and then select Add.
  - Enter an applicable description to provide a quick reference in the Added Resulting Actions list. (For example, Create the Initial Underwrite Task.)
  - Set the Allow Duplication toggle to OFF.
    
    NOTE: When turned ON, the task template that is selected for the workflow rule’s resulting action will be added to the loan as many times as the trigger event occurs.
  - Type Initial Underwrite in the Select a Task below window (i.e., the name of Simple Task Scenario #2 that you created in above steps).
  - Select the checkbox for the Initial Underwrite task template.
4. Select Save.

Example Workflow Rule Scenario #3:
Automatically apply the task for Final Underwrite the moment the loan is ready for final approval, expediting the loan into closing preparations.

Scenario narrative:

The milestone that you use to submit loans for Final Approval has been completed (for example, Resubmittal), then triggering the Workflow Engine to create a Task for the Underwriter to complete the Final Underwrite (i.e., Simple Task Scenario #3 that you pre-configured in prior steps above).

Example Workflow Rule Configuration:

From the Encompass web interface's Admin portal, create a new workflow rule.
1. Select Workflow Management from the left navigation menu, and then select Workflow Rules.
2. Select New Rule from the tool bar.

Enter the following Workflow Rule Base Configurations:

(NOTE: the additional Workflow Rule settings not listed below are optional but not necessary to create this Workflow Rule example).
1. Name: Type Add Final Underwrite Task to Loan for the Workflow Rule name.
2. Triggering Event: Select the Triggering Event tab in the middle of the Workflow Rules screen.
  - Select Milestone Completed from the Triggering Event dropdown list.
  - Select the + icon, then select Resubmittal milestone name (or choose an applicable pre-configured milestone that your organization uses to submit loans to underwriting for Final Approval), then select Apply.
3. Set up the Workflow Rule’s Resulting Action(s): (NOTE: the additional Workflow Rule settings not listed below are optional but not necessary to create this Workflow Rule example.)
  - Select the Result tab in the middle of the Workflow Rules screen.
  - Select Create Tasks from the Resulting Action dropdown list, and then select Add.
  - Enter an applicable description to provide a quick reference in the Added Resulting Actions list. (For example, Create the Final Underwrite Task.)
  - Set the Allow Duplication toggle to OFF.
    
    NOTE: When turned ON, the task template that is selected for the workflow rule’s resulting action will be added to the loan as many times as the trigger event occurs.
  - Type Final Underwrite in the Select a Task below window (i.e., the name of Simple Task Scenario #3 that you created in above steps).
  - Select the checkbox for the Final Underwrite task template.
4. Select Save.

Example Workflow Rule Scenario #5:
Automatically apply the task for an underwriter to complete a Preapproval review the moment it is determined the borrower(s) are requesting an underwriter preapproval prior to proceeding with a loan, streamlining the loan officer to underwriter handoff SLA.

Scenario narrative:

Data has triggered a custom field that you currently use to submit a loan for Preapprovals (for example, CX.PREAPPROVALREQUESTED) which then triggers the Workflow Engine to create a Task for an Underwriter to review a Preapproval Request (i.e., Simple Task Scenario #5 that you pre-configured in prior steps above).

Example Workflow Rule Configuration:

From the Encompass web interface's Admin portal, create a new workflow rule.
1. Select Workflow Management from the left navigation menu, and then select Workflow Rules.
2. Select New Rule from the tool bar.
Enter the following Workflow Rule Base Configurations:

(NOTE: the additional Workflow Rule settings not listed below are optional but not necessary to create this Workflow Rule example).
1. Name: Type Add Preapproval Request Task to Loan for the Workflow Rule name.
2. Triggering Event: Select the Triggering Event tab in the middle of the Workflow Rules screen.
  - Select Field Value Modified from the Triggering Event dropdown list.
  - Select the Select ID tab where you will add the field that, when modified, will trigger this rule.
  - Select the Custom Fields tab.
  - Select the custom field you currently use to indicate a loan has been submitted for preapproval (for example, CX.PREAPPROVALREQUESTED) and then select Apply.
  - Select Any Change from the Was Changed dropdown menu.
3. Set up the Workflow Rule’s Resulting Action(s): (NOTE: the additional Workflow Rule settings not listed below are optional but not necessary to create this Workflow Rule example.)
  - Select the Result tab in the middle of the Workflow Rules screen.
  - Select Create Tasks from the Resulting Action dropdown list, and then select Add.
  - Enter an applicable description to provide a quick reference in the Added Resulting Actions list. (For example, Create the Preapproval Request Task.)
  - Set the Allow Duplication toggle to OFF.
    
    NOTE: When turned ON, the task template that is selected for the workflow rule’s resulting action will be added to the loan as many times as the trigger event occurs.
  - Type Preapproval Request in the Select a Task below window (i.e., the name of Simple Task Scenario #5 that you created in above steps).
  - Select the checkbox for the Preapproval Request task template.
4. Select Save.