How to configure Encompass workflows for title updates

How to configure Encompass workflows for title updates

This guide explains how a lender's Encompass administrator can configure fully automated workflows with GridBase® in Encompass when title providers send updates.

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.

Configuring Service Event Mappings

Info
Encompass Service Events allow bi-directional event notifications to occur through Encompass Partner Connect (EPC) integrations. This topic pertains to automating workflows in Encompass when an event originates from the title provider.  Automating workflow for loan updates originating from Encompass is in a separate article.
To begin, open your web browser and navigate to the Encompass Web. 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.

Configure Templates

Alert
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 configure the service events, you'll need to configure any Task Templates and/or Notification Templates as needed for the desired workflow. In this example, we will configure a notification email that notifies loan officers and loan processors when a new message has been sent from the title provider.
  1. Expand the Workflow Management area on the left side of the screen and click the Notification Templates menu item.
  2. Click the New Template button.
  3. Enter a descriptive, concise Name such as "Title provider sent a new message" for this article's example.
  4. Under the Recipients section, select the appropriate internal users and/or personas for the Internal Users field.
  5. 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.
  6. 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.
  7. Click Save at the bottom right when done.
  8. 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.

Configure a Service Event Mapping

To configure the Service Event Mapping:
  1. Expand the Services area on the left side of the screen and click the Services Management menu item.
  2. Find the GridBase® tile, click the kabob icon (kabob or context menu icon) on the bottom right of it and click Service Event Mapping.
  3. Click the Add Service Event Mapping button near the top right.
  4. Under Available Partner Service Events, select the event of interest. In this example, we'll select NoteAdded event.
  5. Select the Task Template and/or Notification Template as desired for your workflow. For this example, we will select the "Title provider sent a new message" notification template.
  6. Click the Save button when done.