Workflow Rules

To Create a Workflow Rule

1. From the Encompass Admin Portal, select Process Automation from the left navigation menu and then select Workflow Rules.
2. Select New Rule.

3. On the New Rule screen, enter the rule name. The rule name must be unique. If the rule name entered is already in use, the following error displays:

   

4. In the Priority field, select High to indicate that the rule is high priority.

   Note: Users are only able to have 150 high priority rules at a time. Workflow Rules utilizing the Loan Updated triggering event can not be marked as high priority. Rules should only be marked as high priority if the user is going to be waiting for the results of an action before proceeding. For example, if a user is completing a task and another task is created as a result of this action, then the rule would be a good candidate for high priority.

5. To set a date when the rule is effective, select the date option in the When is this rule effective? field. You can use the loan created date (Encompass field 2025), the application date (Encompass field 3142), or the transaction details application date (Encompass Field 745).

   

   • Once a date field is selected, you can then define the conditions for this date (such as loans between a date range or loans created on or after a certain date)

     

6. Enter a tag for the rule in the Tags field to group the rule with other rules with the same tag. Tags do not support special characters or spaces. When entering a tag, use only letters or numbers or the underscore character (_).

7. Select a triggering event for the workflow rule from the Triggering Event field. For information on configuring the Triggering Event tab, see the Triggering Event section below.

8. Define the conditions on the Conditions tab. For more information on configuring the Conditions tab, see the Conditions section below.
9. Select the resulting actions on the Result tab. For more information on configuring the Result tab, see the Result section below.
10. Provide any comments associated to a workflow rule in the Comments section.
11. To activate the rule, Select the Activate toggle . This toggle turns the rule on and off.
12. To save the workflow rule, select Save.

Triggering Events

There are several options available to define when the workflow rule is triggered. In addition, information icons are available next to the Triggering Event field. These new icons provide context sensitive information when the user hovers over them. When a triggering event type or resulting action type is selected, the information icon is updated so that the information that is displayed is relevant to the selection the user made.

Field Value Modified

Workflow rules can be configured to trigger when a field value has been modified on a loan.

Loan Created

To create a workflow rule that triggers when the loan is created, select Loan Created in the Triggering Event field.

Loan Updated

Deprecation Notice: Due to performance and scalability considerations, the Loan Updated event is no longer supported effective May 11th, 2022. Please consider using a different event such as Field Value Modified, Milestone Completed, or Task Completed.

Milestone Completed

Role Assigned

Workflow Rules can be set to trigger when the loan is assigned to a role.

To Select Ready for Homeowners Insurance Request for the Triggered Event

1. In the Triggering Event field, select Ready for Homeowners Insurance Request.

   

To Select File Attached as the Triggering Event

1. From the Triggering Event tab on a workflow rule, select File Attached in the Triggering Event field.

2. To add one or more document folder that will trigger the workflow rule, select the Add icon.

3. On the Select Document Folders window, select the checkbox in front of any document folders you want to use for the rule.

4. Select Apply.

5. To remove any document folders from the Selected Document Folders section. Select Remove next to the document name.

   

To Select Condition Added as the Triggering Event:

1. From the Encompass Admin Portal, select Process Automation.
2. Select Workflow Rules, and then select New Rule to create a new rule.
3. In the Triggering Event field, select Condition Added.
4. Select a condition from the condition list that displays.

To Select Condition Status Updated as the Triggering Event:

1. From the Encompass Admin Portal, select Process Automation.
2. Select Workflow Rules, and then select New Rule to create a new rule.
3. In the Triggering Event field, select Condition Status Updated.
4. Select a condition from the condition list that displays.
5. Select the status that the condition needs to change to in order to trigger the event.

   Note: Administrators can select multiple statuses to apply to the triggering event.

To Select Service Order Fulfilled as the Triggering Event:

1. From the Encompass Admin Portal, select Process Automation.
2. Select Workflow Rules, and then select New Rule to create a new rule.
3. In the Triggering Event field, select Condition Added.
4. Select a service category from the Service Category field.
5. Select the service order product that will trigger the event when an order has been fulfilled from the Product field.

To Select Task Group Created for the Triggered Event

1. In the Triggering Event field, select Task Group Created.

2. Select a task group from the list of task groups displayed.

   • To search for a task group, start typing the name of the task group in the search field. The list is filtered as you type.

3. Select a specific task group by selecting the circle in front of the task.

   

To Select Task Group Completed for the Triggered Event

1. In the Triggering Event field, select Task Group Completed.

2. Select a task group from the list of task groups displayed.

   • To search for a task group, start typing the name of the task group in the search field. The list is filtered as you type.

3. Select a specific task group by selecting the circle in front of the task.

   

To Select Task Created for the Triggered Event

1. In the Triggering Event field, select Task Created.

2. Select a task from the list of task groups displayed.

   • To search for a task, start typing the name of the task in the search field. The list is filtered as you type.

3. Select a specific task by selecting the circle in front of the task.

   

To Select Task Completed for the Triggered Event

1. In the Triggering Event field, select Task Completed.

2. Select a task from the list of tasks displayed.

   • To search for a task, start typing the name of the task in the search field. The list is filtered as you type.

3. Select a specific task by selecting the circle in front of the task.

   

4. To specify a disposition that the task must be in when completed, select the disposition from the With Disposition field.

To Select Sub-Task Created for the Triggered Event

1. In the Triggering Event field, select Sub-Task Created.

2. Select a task from the list of tasks displayed.

   • To search for a task, start typing the name of the task in the search field. The list is filtered as you type.

3. Select a specific sub-task from the Subtask Description section by selecting the circle in front of the sub-task.

   

To Select Sub-Task Completed for the Triggered Event

1. In the Triggering Event field, select Sub-Task Completed.
2. To specify a disposition that the task must be in before the rules is triggered, select With Disposition and then select a disposition for the rule.
   • Note: The administrator must enable the Enable disposition at sub-tasks level option on the WORKFLOW MANAGEMENT > Task Global Settings page for this option to work.

3. Select a task from the list of tasks displayed.

   • To search for a task, start typing the name of the task in the search field. The list is filtered as you type.

4. Select a specific sub-task from the Subtask Description section by selecting the circle in front of the sub-task.

   

To Select Task Updated for the Triggered Event:

1. In the Triggering Event field, select Task Updated.
2. Select the task that the event should trigger for.
3. In the Task Field Changed field, select Status or Disposition
4. If you selected Status for step 5, select a status in the Changed To field to define the status that the task needs to be changed to before the rule is triggered.
   • Additional, if you only want to trigger the rule when the task changes from a specific status, select a status from the Changed From field.
5. If you selected Disposition for step 5, select a disposition in the Changed To field to define the disposition that the task needs to be changed to before the rule is triggered.
   • Additional, if you only want to trigger the rule when the task changes from a specific disposition, select a disposition from the Changed From field.

To Select Scheduler Completed for the Triggering Event:

1. From the Triggering Event tab on a workflow rule, select Scheduler Completed from the Triggering Event field.
2. In the Select Scheduler field, select the scheduler that the rule should monitor for completion.

Only active scheduler templates will be available for selection in workflow rules.

To Define Conditions for the Workflow Rule

1. From the New Rule page, select the Conditions tab.
2. In the Advanced Conditions field, define the conditions that, when met, enable the rule to trigger.
   • Note: The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.
3. For assistance with building conditions, select Query Builder.
4. Enter or search for a field. For this initial release, users can only search for an exact match of a field ID. Partial field search support will be added in a future release.
5. Select an operator for your query from the list. The available options are based on the format of the field you entered/selected.
6. Enter the value to complete this query.
7. Once the query is completed, select Apply to apply the query to the rule. The code is copied to the Code Editor.
8. To ensure that the syntax doesn't result in an error, select Validate to check your automated readiness conditions.

   • Note: A message displays on a successful or failed validation. If the validation fails, the error message indicates where the error occurred.

     Example:

     

9. In the Channels section, select the channels that the workflow rule applies to. If this rule is not tied to a channel, do not make a selection here.
10. In the Required Tasks section, select Add to add one or more required tasks that must be completed before the rule is executed.

    Note: These are the new Workflow Tasks that have already been configured by you or other administrator team members in your company. For more information, refer to the Working with Task-Based Workflows setup guide

11. On the Select Required Tasks page, select the tasks from the list of available tasks and then select Apply.
    • To search for a task, start typing the name of the task in the search field. The list is filtered as you type.
12. In the Required Documents Folders section, select Add to add one or more required document folders that must be completed before the rule is executed.
13. On the Select Required Documents Folder page, select one or more document folders from the list of available document folders and then select Apply.
    • Select the Menu option next to a document folder to toggle whether or not the document folder requires an attachment.
14. In the Required Fields section, select Add to add one or more required fields that must be completed before the rule is executed.
15. On the Select Fields section, select one or more required fields that must be completed before the rule is executed. Select the Standard Fields or Custom Fields tab to switch between available standard or custom fields.
    • To search for a document folder, start typing the field id in the search field and then select Search . To clear the filtered list after searching, select Clear.

To configure a Nested Action

1. From the Result tab on a workflow rule, select the Menu next to a resulting action that supports nested actions.
2. Select Add Nested.

   

3. A new entry is created under the resulting action labeled Select Nested Action. Select On Success to execute the action when the parent action is successful, or select On Failure to execute the action when the parent action is unsuccessful.
4. Select Create Task, Start Scheduler, or Sent notification from the Resulting Nested Action field.
5. Enter a description for the nested action, if desired. This description displays under the specific nested action in the Added Resulting Actions section.
6. Based on the selected Resulting Nested Action in step three, select the task, scheduler or notification to use for the action.

Multiple On Success or On Failure nested actions can be added to a resulting action that supports this feature.

To Select Request for Evidence of Homeowners Insurance for the Resulting Action

1. From the Result tab on a workflow rule, select Request for Evidence of Homeowners Insurance in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select the Email Template drop-down list, and then select an HOI email template to use. (By default, a preconfigured Request for Proof of Homeowner's Insurance template is provided.)
5. To preview the email template, select Email Template Preview.

The proof of HOI email template for this feature is configured in the desktop version of Encompass in Encompass Settings > eFolder Setup > Notification Templates. There you can edit the default proof of HOI email template and create new proof of HOI templates.

To Select Apply Enhanced Conditions for the Resulting Action:

1. From the Result tab on a workflow rule, select Apply Enhanced Conditions in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select Apply Automated Conditions to automatically apply all automated conditions.
5. Select Apply Selected Condition(s) to apply selected automated conditions.
6. If you selected Apply Selected Condition(s), select the Add icon to add conditions.
7. On the Select Conditions window, select the check box for each condition you want to apply and then select Apply.
8. To remove a selected condition from the Selected Conditions list, select Remove

To Select Assign Role for the Resulting Action

1. From the Result tab on a workflow rule, select Assign Role from the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. In the Role field, select a user role from the list.
5. In the Assigned To field, select User to specify a user or select User Group to specify a user group.

6. In the User or User Group field, select the user or user group that this rule applies to.

   Note: If the selected role doesn't have a user associated with it, the User option is disabled.

   

To Select Update Custom Field for the Resulting Action:

1. From the Result tab on a workflow rule, select Update Custom Field in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. In the Encompass Field ID field, enter the field ID to update.
   • To search for a field ID, select the Search ID button and then select a field from the list. Select Apply to apply the field to the rule.
5. Select Clear Current Value to clear the value in this field, or select Set Specific Value to populate a value to this field.
   • If you select Set Specific Value, enter the value to populate in the Specific Value field.

To Select Update Enhanced Condition Tracking Status for the Resulting Action

This resulting action enables administrators to automatically update the tracking status for a specified enhanced conditions when the rule is triggered and all conditions have been met.

1. From the Result tab on a workflow rule, select Update Enhanced Conditions Tracking Status in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select the Add icon to add condition that will be updated when the rule is triggered.
5. On the Select Conditions screen, select the conditions that should be updated and then select Apply.
6. In the status column, select the status that the enhanced condition should be updated too when the rule is triggered.
   • Select Remove to remove any unwanted conditions from the Selected Conditions list.

To Add an Order Service Resulting Action:

1. From the Result tab on a workflow rule, select Order Service in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. In the Select Service Rule section, select the service rule to use for this resulting action from the list of configured automated rules with the Workflow Engine rule type.

To Select Update Service Order for the Resulting Action

1. From the Result tab on a workflow rule, select Update Service Order in the Resulting Action field, and then select Add.

   • Enter a description for the resulting action in the Description field. This optional description displays under the specific resulting action in the Added Resulting Actions section.

2. In the Advanced Conditions field, define any conditions that, when met, enable the selected action to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

3. Select a service category for the desired provider in the Service Category field.

4. Select the desired provider in the Provider field. If you do not see your provider listed:

   • Check with your provider to ensure they support this type of automation.

   • Enure you have an active Service Setup for the provider in Services Management.

5. Select All Orders, Last Order, or Active Orders in the Update field to indicate which orders to update.

   • All Orders - Any order for the selected category/provider that has ever been submitted on the loan.

   • Last Order - The order for the selected category/provider with the latest creation date/time.

   • Active Orders - Any order for the selected category/provider that are in an open status.

6. If available, select an option from the Service Provider Event Option field. The options in this field are provided by your provider. For information on which option to use for this field, check with your provider.

To Select Create Task Group for the Resulting Action

1. From the Result tab on a workflow rule, select Create Task Group in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select a task group from the list of task groups displayed.

   • To search for a task group, start typing the name of the task group in the search field. The list is filtered as you type.

To Select Create Task for the Resulting Action

1. From the Result tab on a workflow rule, select Create Task in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select a task from the list of tasks displayed.

   • To search for a task group, start typing the name of the task group in the search field. The list is filtered as you type.

Note: Tasks that are configured to "Always create when parent is created" are not listed here. If you want to see a task here and configure automation to dynamically add that task, ensure the task does not have the "Always create when parent is created" option selected.

To Select Create Sub-Task for the Resulting Action

1. From the Result tab on a workflow rule, select Create Sub-Task in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select a task from the list of tasks displayed.

   • To search for a task group, start typing the name of the task group in the search field. The list is filtered as you type.
5. Select a Sub-Task from the Subtask Description section.
6. Select Re-open completed Task to create Sub-Tasks(s) to configure the rule to open a completed parent task in order to create the sub-task.
   • Note: If this option is not selected, the sub-task won't be created if the parent task is closed.

To Select Update Task Priority for the Resulting Action

1. From the Result tab on a workflow rule, select Update Task Priority in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select a task from the list of tasks displayed.

   • To search for a task, start typing the name of the task in the search field. The list is filtered as you type.
5. Select the new priority that the task should be set to when the rule is execute from the Update priority for selected tasks field.

To Select Complete Task Group for the Resulting Action

1. From the Result tab on a workflow rule, select Complete Task Group in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.

3. Select a task group from the list of task groups displayed.

   • To search for a task group, start typing the name of the task group in the search field. The list is filtered as you type.

To Select Complete Task for the Resulting Action

1. From the Result tab on a workflow rule, select Complete Task in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select a task from the list of tasks displayed.

   • To search for a task , start typing the name of the task in the search field. The list is filtered as you type.

To Select Complete Sub-Task for the Resulting Action

1. From the Result tab on a workflow rule, select Complete Sub-Task in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.

   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select a task from the list of tasks displayed.

   • To search for a task , start typing the name of the task in the search field. The list is filtered as you type.
5. Select a Sub-Task from the Subtask Description section.

To Select Start Scheduler as the Resulting Action:

1. From the Result tab on a workflow rule, select Start Scheduler in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field, if desired . This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable configured automation to execute.
   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select the scheduler template you want to be started in the Select Scheduler field.

   • Only scheduler templates marked as "Active" are available for selection in workflow rules.

To Select Cancel Scheduler as the Resulting Action:

1. From the Result tab on a workflow rule, select Cancel Scheduler in the Resulting action field and then select Add.
2. Enter a description for the resulting action in the Description field, if desired. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute.
   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

4. Select the scheduler you want to cancel in the Select Scheduler field.

   • Only scheduler templates marked as "Active" are available for selection in workflow rules.

To Select Send Notification for the Resulting Action:

1. From the Result tab on a workflow rule, select Send Notification in the Resulting Action field and then select Add.
2. Enter a description in the Description field, if desired. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. You can leave this blank to send the notification anytime your triggering event occurs on a loan.
4. To validate the condition, select Validate.
   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.
5. To define the notification template to use, select Select template.
6. On the Select Notification Template window, select the template from the list of active notification templates, and then select Apply.

To Select Send Disclosures for the Resulting Action:

1. From the Result tab on a workflow rule, select Send Disclosures in the Resulting action field and then select Add.
2. Enter a description in the Description field, if desired. This description displays under the specific resulting action in the Added Resulting Actions section.
3. In the Advanced Conditions field, define any conditions that, when met, enable the configured automation to execute. To validate the condition, select Validate.
   • The conditions syntax utilizes the Visual Basic .NET programming language. For information on how this syntax works, see the Advanced Coding for Business Rules guide.

To Edit a Workflow Rule

1. From the Workflow Rules page, select the Menu icon.
2. Select Edit . The Edit Rule page displays.

To Copy a Workflow Rule:

1. From the Workflow Rules page, select the Menu icon next to the rule you want to copy, and then select Copy.

2. On the New Rule page, make any changes to the rule and then select Save.

To Edit a Workflow Rule

1. From the Workflow Rules page, select the Menu icon.
2. Select Delete .

3. To confirm the deletion of the rule, select Delete.

   

   Note: An active rule cannot be deleted. An error message displays if you try to delete an active rule:
   

To Export Workflow Rules:

1. From the Encompass Admin Portal, select Process Automation, and then select Workflow Rules.

2. Select the check box in front of the rules you want to export. You may select up to 10 rules.

3. Select the Export button.

4. On the Export Workflow Rule(s) window, enter a name for the file that will be downloaded to your system. For example, you can enter a name like ChangeSetDeployment. When exporting multiple rules, each rule is downloaded as a separate file and is named with an incremental number for each file. Using the naming ahead, multiple workflow rules would be named ChangeSetDeployment(1).xml, ChangeSetDeployment(2).xml, etc.

5. Select Export.

   Note: You may be prompted by your browser to download files. All selected rules are downloaded as one .XML file to your browser's default download folder. Do not modify the XML files that are generated.

To Import Workflow Rules:

1. From the Encompass Admin Portal, select Process Automation and then select Workflow Rules.

2. Select the Import button.

3. Navigate to the location where the workflow rules .XML file is downloaded, and then select the file or files and select Open.

4. On the Import Workflow Rule(s) window, review the items you and importing and then select Next.

   

5. Review the validations message and then select Import. Note that any existing duplicate rules will be replaced with the rules in the Import file.