How Documents Are Pulled from Encompass to Proof – Proof Help Center
Documents added to the eFolder in Encompass are pulled into Proof if they are of the "Closing Document" type and contain a PDF attachment, with Proof pulling only the latest versions of each document name, recording the pull date and time, processing them via its document engine, notifying the closer of results, and updating orders by pulling newer documents without name-based filtering while replacing older versions in the transaction.
The short answer: Documents added to the eFolder in Encompass are pulled to Proof as long as they meet the requirements outlined in Order documents in Encompass. Here's how the pull process works and the nuances to be aware of.
Document process
- 1.Proof pulls the latest versions of "Closing Document" type documents; some name-based filtering may occur:
- Proof pulls if a PDF attachment is present (select View in Original format to confirm).
- Proof records the date and time of the pull.
- 2.Documents are imported and processed on the Proof platform via the document splitting and tagging engine.
- 3.The closer on file receives an email with the processing results (success or failure). The closer can view the documents on the draft transaction in Proof created from the initial Place Order.
- 4.Update order — Proof pulls all "Closing Document" type documents newer than the last pull date and time; name-based filtering does not occur.
- Proof records the date and time of this pull.
- See Update orders from Encompass for more information.
- 5.Proof reprocesses the documents and replaces older documents in the transaction with newer versions if any exist. If any old documents remain in the eFolder and are not replaced with newer versions, they will be re-pulled.
3 nuances to how Proof pulls documents from Encompass
- 1.
Proof looks at all documents and folders in the eFolder in Encompass that have "Closing Document" type. There could be multiple different documents of this type, or multiple copies of the same document (e.g., if ordered several times). Proof only looks at the latest document of the same name.
For example, if there were 2 "Closing Documents," Proof would only look at the latest version. If there was also an "Additional Closing Document X," Proof would look at the latest version of that as well.
- 2.
Proof looks inside the latest "Closing Documents" document for a PDF attachment. If one is present with a current version and the original format, Proof pulls that PDF version only.
- 3.
Proof tracks the date and time of the last pull. Documents older than the last pull time are ignored — this prevents duplication and unnecessary processing. For example, if you repeatedly select Update Order without reordering documents in between, no Closing Documents will be pulled.
See Update Orders in Encompass for more details about how your documents are affected when re-ordering documents and updating orders from Encompass.
Summary Checklist
- Proof only pulls the latest version of each "Closing Document" type — duplicates are ignored.
- Verify a PDF attachment is present in current version and original format — use View in Original format to confirm.
- Documents older than the last pull time are ignored — repeated Update Order without reordering won't re-pull the same documents.
Still unsure? Contact Proof Support for help.
Related
Order documents in Encompass – Proof Help Center
The Proof Help Center guide instructs organizations using Encompass to prepare loan files by adding fully processed Closing Documents, saved as original copies and designated as Closing Documents in the eFolder, either merged into a single file or as separate attachments, to ensure these documents successfully import into Notarize with Proof for e-signing and automatically push back into Encompass after completion.
Encompass Integration Overview for Lenders
The Encompass integration with Proof enables lenders to seamlessly automate loan processing and closing document management by converting Encompass loans into Proof transactions, allowing order placement and updates via a custom form within Encompass, automatically pulling borrower data and documents through ICE Mortgage Technology's APIs, and ensuring eSigned documents are pushed back into Encompass for centralized tracking across various closing types including hybrid and online closings.
Recall Orders from Encompass – Proof Help Center
To update a transaction already sent to signers, use the "Recall from Signers" button on the Proof eClosing form in Encompass to move the order to a recalled draft state in Proof, make necessary updates, then resend it via "Send to Signers" or "Send to Title," with the option for automatic sending if auto-send is enabled.
Place an Order from Encompass to Notarize with Proof
To place an order from Encompass to Notarize with Proof, organizations must first ensure Encompass is connected to Notarize with Proof and that document settings preserve original formats, then prepare the loan, order and add documents to the eFolder, assign a closer to avoid errors, and finally use the Notarize with Proof eClosing form in Encompass to select the appropriate closing type (Hybrid, Hybrid with eNote, or Online Closing) before sending the transaction.
Update Orders from Encompass – Proof Help Center
The article explains how organizations can update orders placed to Proof after submission—either by editing transactions directly in Proof or by using the "Update Order" button on the Proof eClosing form in Encompass—while emphasizing that updated documents must be reordered and added to the eFolder before updating, and detailing how Proof pulls the latest closing documents by name and timestamp, including handling merged packages and separate attachments.
Encompass Integration Supported Features and Requirements
The Notarize with Proof Encompass integration supports hybrid, hybrid with eNote, and online closings via a custom form, requiring collaboration between Notarize with Proof and the lender to configure and test the integration in UAT and Production environments, adherence to specific validations such as properly formatted contact information, limited borrower and signer counts, unique signer emails, and use of original ICE Mortgage Technology documents ordered to the Encompass eFolder, with API keys provisioned by ICE Mortgage Transactions and thorough lender testing and training before going live.