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.
Audience: Organizations
Once your loan file is prepared in Encompass, follow these four steps to order documents so they successfully import into Notarize with Proof and get sent to your signers. Completed e-signed documents will automatically push back into your Encompass instance.
Prerequisites
Whether you choose to order documents as a merged package or as separate attachments depends on your workflow and how you'd prefer executed e-sign documents to return to Encompass after being signed. See Document pushback options for more information.
Requirements for pulling documents to Proof
- 1.Documents must be added to the eFolder in Encompass.
- 2.The type on the Closing documents must be set to Closing Documents in the eFolder.
- 3.Documents must be fully processed in the eFolder before placing an order to Notarize with Proof.
- 4.An original copy of the document must be saved in Encompass, otherwise the document will not be pulled to Notarize with Proof.
Following these four steps ensures that all documents are successfully pulled to Notarize with Proof. Let's walk through each to ensure your full closing package imports successfully.
1. Add to eFolder — merged vs. individual
After ordering documents in Encompass, select to add the documents to the eFolder either as a merged file or as separate attachments.
Merge documents into a single eFolder attachment
Many lenders prefer to save ordered Closing documents to the eFolder using the Merged option. The merged Closing Documents package will be added to the eFolder as one file. After placing the order to Notarize with Proof, the merged Closing package will be pulled to Notarize with Proof, split, and tagged with signature designations.
Add each document as separate eFolder attachments
The merged document workflow may not be feasible when a lender prefers to save e-signed documents individually in their original eFolder containers. The Notarize with Proof integration supports an individual workflow (also known as the barcode workaround) for this scenario. Add the Closing documents as separate attachments to the eFolder without using barcodes. Notarize with Proof will then assign the e-signable documents back to their original folders after a transaction is completed.
Your Document pushback options set in your Lender account will align with the workflow you choose.
2. Make sure type is "Closing documents"
By default, Notarize with Proof will pull all Closing documents of the Type: Closing Documents unless you specifically name documents to pull when placing orders. See Document pushback options for more information.
3. Confirm the documents finished processing in the eFolder
Before placing the order to Notarize with Proof, confirm the Closing Documents have finished processing. There are a few ways to tell:
A. Icons change for fully processed documents
- If Enable Document Conversion is checked, fully processed documents in the eFolder will show an image icon to the left of them.
- If Enable Document Conversion is not checked, fully processed documents will show a paperclip icon to the left of Closing documents ordered to the eFolder.
Enable Document Conversion is located in Encompass Settings → eFolder Setup → Document Conversion.
In the screenshot below, Document Conversion is not checked, so a paperclip icon appears next to documents that have finished processing. The 1003 - URLA and Borrower Consent to Use of Tax Return have not finished processing — don't place the order yet.
B. Try to open the document
Open the document in the eFolder, then select View in Original Format. If you receive an error saying there is nothing to view, the document is not saved or finished processing.
C. Check the progress bar in Encompass
Encompass has a progress bar to track the document's processing percentage. Wait for this to reach 100% for your closing documents before placing an order to Notarize with Proof.
4. Check "Keep a copy of the document in its original format"
- In Global Settings, open Encompass Settings.
- Select eFolder Setup on the left menu.
- Select Document Conversion to open options.
- Check the box next to Keep a copy of the document in its original format.
Your closing documents will not pull to Notarize with Proof if this is not checked.
If you add documents as separate attachments and enable Document Conversion, you must also check "Keep a copy of the document in its original format" at the individual document level. Otherwise the global setting will be overridden and the document will not pull into Notarize with Proof.
To adjust the individual document setting:
- Go to Encompass Settings.
- Find eFolder Setup in the left menu.
- Select Documents under eFolder Setup.
- Check the box next to Keep a copy of the document in its original format under Conversion Preferences in the pop-up window.
If you have all four requirements checked, your documents will pull to Notarize with Proof. See Place an Order from Encompass to Notarize with Proof for more details.
Summary Checklist
- Add Closing documents to the eFolder as merged or separate attachments.
- Confirm the document Type is set to Closing Documents in the eFolder.
- Wait until all documents have finished processing (progress bar at 100% or icon change) before placing the order.
- Check Keep a copy of the document in its original format in Document Conversion settings — both globally and per document if using separate attachments.
If you are still unsure, contact Proof Support for help.
Related
Common Encompass Error Messages – Proof Help Center
The Proof Help Center provides lenders with a glossary of common Encompass error messages—such as missing or invalid borrower and contact information, missing closer contact, and account configuration issues—that prevent sending loans for online closings, along with specific instructions to identify and resolve each error to ensure successful closings through Notarize with Proof.
Complete an Online Closing from Encompass – Proof Help Center
The article explains that fully digital online closings using Encompass integrated with Notarize with Proof require specific prerequisites such as eOriginal eNotes and onboarded title agents, follow a defined workflow routing orders from lender to title to closing operations before reaching the signer, and highlights current limitations including unsupported DocMagic and Ginnie Mae notes.
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.
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.
Push Back Audit Trail to Encompass – Proof Help Center
Every completed transaction in Proof includes an audit trail PDF accessible in the Documents tab, which can be downloaded by users with access and configured—via Settings > Integrations > Documents—to automatically push back to Encompass either to the File Manager or a custom folder, provided the API user has appropriate permissions.