How to configure Encompass workflows for automated loan updates
This guide explains how a lender's Encompass administrator can configure fully automated notifications with GridBase® in Encompass to notify title providers when an important update has been made to the loan for which the title provider must be notified.
Getting Started
Before you begin, this guide assumes that GridBase has already been enabled in your Encompass environment. Next, you will need to communicate with the GridBase® team and your title provider(s) to configure settings and workflows to support these automated updates.
Creating a new Workflow Rule
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 "Send loan amount update to title".
- 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: 1109 (for the loan amount). Alternatively, click the Select ID button and find and select the field needed for your scenario.
- For Was Changed, select the Any Change option.
- Click the Resulting action drop-down, select Update Service Order, and click the Add button.
- For Service Category, select Title and Closing.
- For the Provider, select GridBase.
- For the Update option, select All Orders.
- For the Service Provider Event Option field, select Loan Details Updated.
- 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.
- Repeat these steps for any additional loan contacts for which you want to add the same automation. This includes Loan Officers, Loan Processors, and Loan Closers.
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 to place a test order from this loan. (In the example given here, assign someone to the Loan Processor role for the loan.)
Configuring More Scenarios
GridBase® supports automatically notifying title providers of a variety of updates that may be made to a loan. You can repeat the steps above to configure automations around scenarios using the following options:
Service Provider Event Option | Notification Data |
Loan Details Updated | Loan Amount Purchase Price Estimated Closing Date Buyers |
Loan Configuration Updated | Loan Purpose Loan Type Loan Program Property Type |
Loan Contacts Updated (see example) | Loan Officer Loan Processor Loan Closer |
Loan Cancelled | |
Loan Message Sent (only supported by LO Connect) | Message (up to 1000 characters) entered by the Encompass user. |
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