Configuring data extensions for Order Management in Encompass

Data extensions are a feature of Encompass that allows custom data to be leveraged for specialized workflows. To leverage these fields with GridBase® begin by signing into Encompass Web, click Services / Services Management and click the Field Mapping link in the GridBase® tile. Here you will arrive at a screen which resembles the screen shot at the bottom.

Important: The field names are case-sensitive. The values entered into Encompass match the values below exactly.

Data Extension Fields

Field Name	Description	Supported Mapping Type(s)	Data Type	Format
milestone	Description of the most recent milestone reached.	Maps From	string
milestoneDate	Date and time the most recent milestone was reached.	Maps From	string	12/31/2025
note	Subject of the most recent note sent to the Lender.	Maps From	string
noteDate	Date and time the most recent note was sent to the Lender.	Maps From	string	12/31/2025
document	Name or description of the most recent document sent to the Lender.	Maps From	string
documentDate	Date and time the most recent document was sent to the lender.	Maps From	string	12/31/2025
additionalReference	The Title Provider's file number for the order which was placed.	Maps From	string
openDate	The timestamp in which the order was opened with the Title Provider.	Maps From	string	12/31/2025 04:30 PM
fileNumber	When optionally mapped, this is sent to GridBase as the "Client File Number" which is passed to the Title Provider. When not set, the Client File Number will default to the Loan Number.	Maps To	string
purchasePriceAmount	The amount of the purchase price to send when placing an order for title or property reports.	Maps To	decimal
parcelId	The Parcel Id/APN to send when placing an order for title	Maps To	string
identifier	A GridBase provided Identifier that maps to a specific Transaction Type/Product Type when placing an order for title or fee request.	Maps To	string

Example Screen Shot

Email / Notification Templates (Optional)

Encompass requires a valid Sender Configuration to send emails. This can be found by going to Workflow Management / Notification Templates and clicking the Sender Configuration Tab. If there is no email listed on this screen as "Email has been verified," you will first need to coordinate this configuration with your IT team (as this requires DNS changes).

Before you begin configuring your workflow consider whether you plan to send an email to Encompass users about an event. If so, you will need to configure the Notification Template first. Here is how this is can be accomplished:

At the very top-right corner of the screen, click the tiles icon to open the menu, and click the Admin tile to navigate to the administration area.
Next, expand the Workflow Management area on the left side of the screen and click the Notification Templates menu item.
Click the New Template button.
Enter a descriptive, concise Name such as "Title milestone updated notification" for this article's example.
Under the Recipients section, select the appropriate internal users and/or personas for the Internal Users field.
For the Subject, enter a descriptive, concise description. You may optionally click the <> icon to the right to select fields to insert into the subject.
For the Email Content, enter the full contents of the email message. You may optionally click the <> icon in the toolbar to select fields to insert into the message.
Click Save at the bottom right when done.
Encompass will return you to the list of Notification Templates. Find the new template you just created and click the on/off toggle under the Active column and set it to On.

Building Workflow Rules

Once you have created the custom fields needed and mapped them as shown above, the next step (if needed) is to build Workflow Rules in Encompass. To do this, open your web browser and navigate to the Encompass portal (EPC).

At the very top-right corner of the screen, click the tiles icon to open the menu, and click the Admin tile to navigate to the administration area.
Next, expand the Workflow Management area on the left side of the screen and click the Workflow Rules menu item.
Click the New Rule button at the top right.
Enter a descriptive, concise name, such as "Email officers, processors when title milestone updated".
Configure the Triggering Event and any optional Conditions per your business requirements. When done, click the Result tab to continue to the next step. As an example for configuring a rule for a loan amount being updated:

For the Triggering Event, select Field Value Modified.
Under Encompass Field ID, enter the value: CUST19FV (for the custom field for milestone in the screen shot above). Alternatively, click the icon to the right of the field to find and select the field needed for your scenario.
For Was Changed, select the Any Change option.

(Optional) In this example, if we wanted to make this rule only run when the "Commitment Delivered" milestone was reached, we could click the Conditions tab, and enter the following:
[CUST19FV] = "Commitment Delivered"
Click the Resulting action drop-down, select Send Notification, and click the Add button.

Select the Notification Template. In our example this is "Title milestone updated notification".

Click the Save button on the bottom right.
Encompass will return you to the list of Workflow Rules. Find the new rule you just created and click the on/off toggle under the Active column and set it to On.

Communicate with the GridBase® team and your Title Provider(s) to ensure they are aware of your test orders!

Once all steps have been completed, create a new test loan or select an existing loan in your pipeline to test with. Then recreate the conditions needed to trigger the Trigger Event and Conditions configured in this section test the workflow. In this example, entering a value like "Commitment Delivered" in the custom field and saving the loan will trigger the test.