Enhanced Conditions

Working with Enhanced Conditions

When working in loan files, authorized loan team members can add, edit, view, and track enhanced conditions. Note that the Encompass administrator controls which users have access to enhanced conditions, and the actions they can perform, based on user personas. Administrators create conditions based on their company’s business needs using the settings provided in Encompass Settings > eFolder Setup > Enhanced Conditions.

It is also important to note that while this section provides information and instructions about all of the enhanced conditions features and functionality, loan team member access to these conditions and functionality is controlled by the Encompass administrator. Based on your persona, the administrator controls what level of access you have to enhanced conditions and the associated functionality provided for them.

Remember, the new document viewer must be enabled for the Encompass web interface in order for loan team members to access and manage enhanced conditions in loan files.

Refer to the Working with Enhanced Conditions setup and user guide for prerequisites for enabling and using enhanced conditions, instructions for setting up the conditions, and sample workflows and information about how loan team members can address and manage these conditions in their loan files.

Enhanced Conditions in the Encompass web interface are available with the Encompass Desktop view only.

To Access Conditions:

From the Encompass web interface Pipeline, create a new loan or open an existing loan file that was created after enabling Enhanced Conditions.
In the left navigation menu, click Conditions.
- When the left navigation panel is collapsed, selecting the Conditions icon will automatically open the Conditions page in a pop-out window. To open the conditions page without using the pop-up window, select the Diagonal Arrow icon.
- When the left navigation panel is collapsed, selecting the Conditions icon automatically opens the Conditions page in a pop-out window.

Enhanced conditions associated with the loan are listed on the Conditions landing page. (If you are creating a new loan and there are no conditions associated with it, a No Conditions Yet status is displayed on this screen.)

Opening Conditions in a Pop-Out Window

When the left navigation panel is collapsed, selecting the Conditions icon will automatically open the Conditions page in a pop-out window. To open the conditions page without using the pop-up window, expand the left navigation panel and then select the Diagonal Arrow icon.

If the loan is closed while the Conditions pop-out window is open, the Conditions window will automatically close.

Best Practice: When making updates in the Conditions page, users should complete those changes from the same location where they started (either in the pop-out window or in the main Encompass web interface) to avoid losing unsaved changes.

Known Issue: In this release, when making updates to the Closing Instructions page, the progress indicator and notification message display on the main Encompass web page instead of in the Conditions pop-out window.

Prior To Tracker

The Prior To Tracker is a persistent feature that enables users to filter the conditions list by the Prior To status. The tracker displays a card for each Prior To status present in the list, with checkboxes allowing users to select or deselect options to filter the view. Each card also displays a count of the satisfied conditions, enabling users to view their status quickly. If a condition doesn't have a Prior To designation, the condition is grouped under the None card.

If there are more Prior To options than can fit in the tracker, a Left and Right arrow displays to enable users to scroll through the options.

After opening the Conditions screen, the left navigation menu is minimized automatically to enable more of the conditions workspace to be displayed. To expand the left menu, click the Expand icon at the bottom of the menu.

To View or Update Condition Details:

From the list of Conditions, select a condition to view its details. Once selected, information about the condition and document folders assigned to the condition are displayed. Authorized users can edit and update details here as needed.

All of the information in the Condition Detail panel on the left is provided by the Encompass administrator within the condition template they have set up in the Encompass Settings (in the desktop version of Encompass). Authorized users with the required permissions can edit certain details in this panel. Fields that are grayed out cannot be edited.

Here you can also assign document folders and view the attachments. (These buttons are located in the top-right.)

Note that authorized loan team members are not required to only use this condition details view to manage and update information about conditions. The instructions in the Performing Additional Actions with Enhanced Conditions section below explain how to access specific information and views within a condition directly from the Conditions landing page, rather than using this condition details view.
If you do make any changes in this condition details view, click the Save button in the bottom right corner to save them. If you do not select this button, you will be prompted to save your changes when you close this view.

Allow To Clear

The Allow to Clear dropdown on the condition detail page enables users to delegate the ability to mark a condition as "Cleared" to another role on a loan-by-loan basis. The Allow to Clear dropdown is visible only when the condition's type includes "Cleared" as a status option, and is enabled only for users who have rights to manage the Cleared status for that condition type. You can select a single role to delegate this option to. Once a role is designated, users who belong to that role can manage the Cleared status on that condition in addition to any statuses their settings already grant them. Delegating the Cleared status to another role does not remove your own rights to manage the Cleared status.

To Update the Allow to Clear Option:

From a loan, select Conditions from the left navigation menu.
Select a condition to view the condition details.
Select a role in the Allow to Clear dropdown field.
Select Save.

Additionally, this option is available from the Conditions landing page when one of the following columns is present in a view:

Status
Latest Status Date/Time
Latest Status Update
Latest Status User

When these columns are present in a Conditions view, you can select the linked text in the column field to access the Update Tracking Status pop-up.

Adding Conditions from a Condition List / Set

When you add conditions from a Conditions List / Set you are now presented with a two-step workflow with the following steps:

Select Conditions - This page displays a list of available conditions templates that can be sorted by column. Additionally, you can filter by Condition Set, Prior To, Category, and Type.
Review Selection -After selecting one or more conditions and selecting Next, you can review the selected conditions. After selecting a condition from the left panel, you can review and update the following condition fields, which are prepopulated with values from the condition template:
- Internal Description
- External Description
- For Borrower Pair
- Verification Record(s)
- Borrower(s)
- Prior To
- Print Internally checkbox
- Print Externally checkbox

The ability to review and edit these fields is controlled by persona settings configured on the Enhanced Conditions tab in the Encompass desktop interface under Settings > Personas. For more information, click here.

To Add conditions from a Condition List / Set:

From a loan, select Conditions from the left navigation menu.
Select Add, and then select Conditions List / Set.
To filter the conditions list, select a value from one or more of the following filter dropdown options: Condition Set, Prior To, Category, or Type.
- Selecting a value from the Condition Set dropdown disables the Prior To, Category, and Type filters. Additionally, the option to filter by column is disabled
- Selecting a value from the Prior To, Category, or Type dropdown disables the Condition Set filter.
To further filter results by a specific column, hover over the column header and select the Searchicon that appears. Type a search term and press Enter. The applied filter displays as a tag above the conditions list showing the column name and search term. To remove a column filter, select the X on the filter tag. To reset all active filters and return all filter options to their default values, select CLEAR FILTERS.
- The Condition Set dropdown is disabled when filtering the results by a column
Select one or more conditions from the list by selecting the Checkbox next to each condition you want to add.
Select Next.
On the Review Selection step, review the details of your conditions and make any necessary updates.
Select Add to add the conditions to the loan.

Items to Note:

The checkbox in the column header row, which selects all conditions in the list, is only available when the list has been filtered.
If a Condition Set contains a mixture of condition types, only conditions with a condition type that the user has permissions to access are displayed.
The ability to add multiple instances of the same condition will be available in a future release.

Adding Automated or One Click Conditions to a Loan

To Add Automated/One Click Conditions to a Loan:

In the loan file, select Conditions in the left navigation menu.
In the top-right of the loan workspace, click Add, and then select Automated Conditions.
- The loan is then evaluated against the Automated Enhanced Conditions business rules defined by the administrator to determine if the loan meets the criteria for any active rules.
Any applicable conditions are automatically assigned to the loan file.
If conditions had already been added through this method, a window displays indicating that no conditions were added. If you have permissions to create duplicate you can select conditions from the list and select Add to add a duplicate of those conditions.

Adding a Blank Condition to a Loan

To Add a Blank Condition to a Loan:

In the loan file, click Conditions in the left navigation menu.
In the top-right of the loan workspace, click Add, and then select Blank Condition.
Select the borrower pair that the condition will apply to, the condition type, and then either select the condition name or enter one manually. when you are finished, select Add.
If you entered a condition name manually, the new condition details display.
- If you selected a condition name, the Conditions landing page displays.

Importing Conditions

Conditions can also be imported from supported partners from within the Encompass web interface. Partners who have integrated into Encompass Investor Connect can configure the workflow to electronically send delivery conditions for a loan back to the lender. For example, investors can send purchase conditions that must be resolved before the lender can sell the loan, and warehouse lenders can send funding conditions that must be addressed before the warehouse lender provides funding for the loan.

Lenders can then import the conditions into the Encompass web interface, track and resolve the conditions, and electronically send condition responses back to the partner. Lenders can also receive updates against existing conditions from Encompass Investor Connect Partners, maintaining the connection for all updates that are made for an existing condition.

Note: In order to use this feature, your administrator must configure Encompass to use both Enhanced Conditions and Investor Connect and the investor partner must have enabled the workflow for electronically sending conditions between lenders and partners via Encompass Investor Connect. For more information on configuring Encompass to utilize Investor Connect, see the Encompass Investor Connect Lender User's Guide.

To Import Investor Connect Conditions to a Loan:

From a loan in the Encompass web interface, click Conditions from the left navigation menu.
Click Add, and then select Investor Delivery Conditions from the Import From section.
Select the checkbox for the conditions that you want to import, and then select Import. The Tracking column indicates the current status of the conditions as either New, Updated, or Imported.
- To view details about an individual condition, select the blue arrow icon to expand the condition details

Imported conditions can be easily identified in the Conditions Pipeline by viewing the Source of Conditions column, as these conditions are labeled with Investor Delivery.

Delivering Conditions

In order to deliver a condition back to the partner, the status for the condition must be updated and a comment or document must be assigned to the condition. To update the status, select the current status in the Latest Status Update column.

Note: Only statuses that have been configured by the admin in the Encompass Settings > External Company Setup > Investor Connect Settings > Conditions Delivery section are eligible for delivery.

When you are ready to deliver conditions to the lender, click the Deliver button.
On the Deliver Condition Responses page, a list of eligible conditions displays. To deliver the conditions, select Deliver. The Delivery in progress message displays.
To view a history of conditions delivered for the loan, select Delivery History. The Delivery History page updates once the delivery is completed.

To Assign a Document to a Condition:

In the loan file, select Conditions in the left navigation menu.
Select the left-arrow to expand the row and display the condition’s details.
- It is important to note that you can only assign documents to conditions if the document is provided on the Documents screen (i.e., at least one Document Folder is listed on the Documents screen within the loan file). When viewing the Conditions landing page, the number of documents already assigned to the condition is displayed in the Documents column.
Select the Assign Document(s) button.

Select the document to assign to the condition, and then select Assign.

Note: Documents folders are listed in alphabetical order, with folders containing special characters and numbers coming before those with letters. Additionally, if there are multiple document folders with the same name, the newest document folder is listed first.

To Attach a File to a Document:

When you assign a document folder to condition, you are essentially assigning a document folder or container to the condition. The document folder may already have file attachments or you can add file attachments later. These file attachments are the actual source documents that will be used to satisfy the condition.

Within the condition, select the document you assigned to the condition.

Select an option from the Browse section to locate, select, and then associate one or more file attachments to this document folder.

Files already associated with the document folder are listed below the Browse section.
Click Local Drive to select files from your computer. You can drag-and-drop files from the Browse window to this view or select the files and then select Open.

Click Unassigned Files to select files from the Unassigned Files list. This list files are the unassigned files in the eFolder. Select the files to attach, and then select Attach.

Click Unassigned Files to select files from the Unassigned Files list. This list files are the unassigned files in the eFolder. Select the files to attach, and then select Attach.

Click the Edit File button to manage the file (extract pages, re-order pages, etc.).
When finished, click Close.

Performing Additional Actions with Enhanced Conditions

Authorized loan team members can perform all of the following actions with conditions directly from the Conditions landing page in the Encompass web interface.

Borrower(s) – A multi-select dropdown that displays all borrowers and coborrowers from all applications on the loan. Users can associate a condition with one or more borrowers as applicable.
Verification Record(s) – A multi-select window organized by borrower tabs and verification categories. Users can associate a condition with one or more verification records, such as Verification of Deposit (VOD), Verification of Liability (VOL), Verification of Mortgage (VOM), and other verification types. A condition can be linked to only one verification category but may be linked to multiple verification records within that category.
Comments - Add comments to a condition from the Comments column without needing to open the condition details

The Verification Record(s) window organizes records by the following categories:

Bank Accounts & Assets – Displays entries from VOD and other assets. VOD entries show the account type and last four digits of the account number. If an account is shared between the primary borrower and co-borrower, the word Shared also displays.
Gifts & Grants – Lists entries by the type of gift or grant.
Employment & Income – Lists employers and other types of income.
Liabilities – Displays entries from VOL and other types of liabilities. VOL entries show the creditor's name and last four digits of the account number. If an account is shared between the primary borrower and co-borrower, the word Shared also displays. Other liability types display the monthly payment amount.
Properties – Displays properties from VOM, showing the complete street address (including unit information), property type (primary, secondary, or investment), and the word Shared if the property is shared between the primary borrower and co-borrower.
Residences – Shows the complete street address of each residence and indicates whether it is the current or prior residence.
Additional Loans – Displays the loan type, bank name, and the word Shared if the loan is shared between the primary borrower and co-borrower.

Example of Verification Record(s) Window Showing Bank Accounts:

To Update the Borrower(s) Column:

From the Conditions page on a loan, locate the condition you want to update.
In the Borrower(s) column, select Edit .
Select the Arrow icon, and then select the borrower or borrowers that the condition applies to.
- You can enter the user's name in the dropdown field. The list of borrowers is filtered as you type.

You can select any combination of borrowers, even across borrower pairs.

To Update the Verification Record(s) Column:

From the Conditions page on a loan, locate the condition you want to update.
In the Verification Record(s) column, select Edit .
On the Verification Record(s) column, Select the Borrower tab to view the verifications for the desired borrower.
Select the Arrow icon to expand a category.
Select one or more checkboxes in front of the records you want to associate with the condition, and then select Apply.
- To remove a previously selected checkbox, return to the Verification Record(s) window and remove the check from the box.

If changes are made while in a current session, such as adding a new verification record, you can select the Refresh icon on the Conditions page to ensure that the latest records are available.

Important Notes and Considerations

Before removing a borrower or verification record from the loan application, unlink it from any associated conditions. If a borrower is removed before unlinking, it will display as Removed Borrower or Removed Record in the condition and must be manually unlinked.
If a borrower is removed from the application, verification records attached only to that borrower are automatically deleted. If these records were not unlinked from conditions prior to deletion, the verification link will appear on the tab for the first borrower listed on the loan, regardless of which borrower the record was originally linked to.
If a removed verification record was the only record linked to a condition, users must clear the Removed Record checkbox from the primary borrower's tab, even though it will appear on all borrower tabs.
Verification records must have an assigned owner to display in the selection modal. Similarly, bank account line items must have an account type specified to be available for selection.

For assets or liabilities shared by co-mortgagors on different applications, link the condition to the primary borrower's verification record and use the Borrower(s) field to include the co-mortgagor borrower.
Linked borrowers in the Borrower(s) field do not need to align with the borrower pair field; these are independent data points.

For conditions that apply to the entire loan rather than specific borrowers (such as a condition for appraised value), leave the Borrower(s) field blank.
These two columns are only available when using the Standard View for the conditions page.

To Add a Comment to a Condition:

You can quickly add comments to conditions from the conditions tool without needing to open the condition details.

On the Conditions screen, locate the condition for which you want to add a comment, and then select the Comment icon in the Comments column.

Type the comment in the text box, and then click Add Comment.
- Select the External Comment checkbox to make this comment visible in the loan when a user is viewing the loan’s condition details using an Encompass TPO Connect website.
  - By default, all comments are set as internal comments, which means that the comment is only visible within the loan file when viewed by authorized loan team members using the Encompass web interface.
- Previous comments added to loan are listed above the text box. The most recently added comment is listed at the bottom of the comments list.
- Select the menu icon to the right of each comment for additional actions. Authorized users can delete a comment, and set a comment as an Internal Comment or External Comment.

When finished, click the X in the top right corner to close the Comments window.

To Update Tracking Status:

Once you have taken an action with a condition, you can update the condition tracking status accordingly.

Note: Access to update specific tracking statuses is determined by the Encompass administrator.

On the Conditions screen, locate the condition to update, and then select the link in the Latest Status Update column.

Select the new status, and then select Save. (These tracking status options are configured by the Encompass administrator.)

To Check the Disposition Status:

On the Conditions screen, hover your mouse pointer over the Disposition icon for a condition.

One of the following statuses will be displayed:

Open – This status indicates that the condition has not been met yet.
Satisfied – This status indicates the condition has been met and it is closed (i.e., the condition has been cleared or waived).
To filter the Conditions view so that only Open conditions are displayed, select the Disposition column header, and then select Open.
To filter the Conditions view so that only Satisfied conditions are displayed, select the Disposition column header, and then select Satisfied.
Note that the Open and Satisfied status options will be available as search filters only if at least one condition in the list has been opened or satisfied. For example, if no conditions have been satisfied, then only the Open option will be displayed and available for use as a search filter.

To Duplicate a Condition:

Note that the option to duplicate a condition will be provided only if the Encompass administrator has configured the condition so that it can be duplicated and if the loan team member has the required permission (based on their assigned persona).

In the loan file, click Conditions in the left navigation menu.
Select the Menu next to the condition you want to duplicate, and then select Duplicate .

If the administrator has configured this condition so that it cannot be duplicated (or if you do not have the required permissions to perform this action), the Duplicate button will still be provided here. However, when you select the button, an error message indicating that the condition already exists will display and the condition will not be duplicated.

To Delete a Condition:

In the loan file, click Conditions in the left navigation menu.
Select the Menu next to the condition you want to duplicate, and then select Delete .
On the confirmation page, select Yes.

To Unassign a Document From a Condition:

Click the Unassign icon for the document folder.

Click Yes to confirm that you are unassigning this document folder from the condition. This will unlink the document from the condition but it does not remove the document folder.

To Expand Condition Details:

By default, the Conditions landing page features each condition in its own row, with just the Condition Name displayed, followed by additional information in columns displayed to the right. You can click the arrow for a condition to expand the row. When a condition row is expanded, the Internal Description and External Description fields display in a left section, with the Document(s) displayed in a right section.

Users with appropriate persona permissions can edit the Internal Description and External Description fields from the expanded condition details without opening the full condition details page.

Click the Expand/Collapse icon to expand the row for every condition in the list. Click the icon again to collapse all of the condition rows.

To Edit Internal or External Conditions From the Conditions Page:

From a loan, select Conditions from the left navigation menu.
Select the Arrow icon next to a condition to view the expanded condition details.
Select Edit next to either the Internal or External description.
Update the description field in the slide out panel and then select Save.

To Export Conditions:

Click the Excel icon to export the conditions list to an Excel spreadsheet (CSV) that you can save to your computer. This export includes only the fields (i.e., columns) that are in the view that you are currently using when you select the Excel icon.

To Customize the Conditions List:

Customization options for the Conditions landing page are described below. If you close the loan and then return the Conditions list, the customization options will not be retained, and the Conditions list will be displayed in its default view.

Add or Remove Columns:

To add or remove columns from the Conditions list, click the Gear icon.

To remove a column from the list, clear the checkbox for the column in this list.
To add a new column, select the checkbox for the column in this list.

Change the Column Order:

Each new column you add to the Conditions landing page is placed to the right of the columns that were already displayed in the list. To move a column to the left or right in the Conditions list, click the column header, and then drag the column to the desired position in the list.

Sorting the Data:

Click a column header to display data in ascending order based on the information in the column.
Alternately click the header to sort the data in descending or ascending order.

Applying Search Filters:

Click the Search icon (magnifying glass) in a column header to search for specific data within the column. Enter a value in the blank field or select a filter from the list of options.

After selecting one or more filters, only the conditions matching the search criteria are displayed in the list. Additionally, the selected filters are displayed at the top of the list. To remove a search filter, click the x for the filter. Or, click the Clear link to remove all search filters at once.

Saving a View:

Once changes have been made to a view, you can save the view, save the view as a new view, set the view as a default, delete the view, and more.

To Save the View:

After changes have been made to the view, click the dropdown arrow next to the name of the view.
Click the Menu and select Save View to update the view or Save as to save a new view.
- If you select Save as, enter the view name. To set the new view as a default view, select Set as default. Click Save to save the view.

You can also rename a view, delete a view, or set the view as your default from this menu.

Closing Instructions

Users are able view or add any conditions that must be met prior to closing the loan using the Closing Instructions option. Users are also able to append additional closing instructions or overwrite the existing conditions in the Closing Instructions/Conditions field (field ID 1952) completely.

Note: The new Closing Instructions button is only available if the person has access to the Closing Conditions input form on the Forms/Tools tab.

To Access Closing Instructions

From a loan, select Conditions in the left navigation menu.
Select Closing Instructions.
You can manually type closing instruction information in the provided field. To include preconfigured underwriter condition information, select Add Conditions.
Select the appropriate check box to include underwriting open conditions names and the desired description to the closing instructions.
- To expand the list of conditions available to copy, select the new Expand option. Once expanded, users can select the checkbox to include any individual open condition names and internal/external descriptions that they want to include in the closing instructions.
Select the Add icon to add additional conditions to the closing instructions.
Select the conditions to add, and then select Add.
The Append to current list checkbox is selected by default and will append the information on the Add Conditions window to the Closing Instructions page. Clear the Append to current list checkbox to overwrite any existing closing instructions with the information selected on the add conditions window.
If you need to remove any conditions that have been added to the internal or external description sections, select Delete .
Select Apply.
Select Save and Close.

Known Issue: When updates are made on the Closing Instructions page while using the pop-out window option, the progress indicator and notification message display in the main Encompass web interface rather than in the Conditions pop-out window. This behavior occurs only when the Conditions page is open in a pop-out window.