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.
Audience: Organizations
All orders from Encompass to Notarize with Proof are placed using the Notarize with Proof eClosing form in Encompass. The workflow may vary slightly depending on your order type (Hybrid, Hybrid with eNote, or Online Closing).
Prerequisites
Before placing an order, confirm both of the following:
- 1.You have completed all steps in Connecting Encompass to Notarize with Proof.
- 2.Keep a copy of the document in its original format is checked both globally and on individual document placeholders (if you add documents as separate attachments to the eFolder) in Encompass Settings.
Process Overview
Placing an order from Encompass to Proof follows these four high-level steps:
- 1.Prepare a loan in Encompass.
- 2.Order documents and add them to the eFolder in Encompass.
- 3.Place an order from the Notarize with Proof eClosing Form in Encompass.
- 4.Send the transaction in Notarize with Proof.
Place an Order from Encompass to Proof
Follow these steps to place an order from Encompass to Notarize with Proof:
- 1.In Encompass, open the loan inside the pipeline and fill out loan information as you normally would. Note: Notarize with Proof pulls file contacts from Encompass, and email addresses are required for each file contact on the loan.
- 2.Assign a closer to the loan via the Milestone in Encompass.
- If you forget to add a closer, you will receive a "loan invalid error: closer contact missing" when trying to place an order.
- 3.Order documents and select Add to eFolder.
- Based on your closer's workflow, add documents as a merged package or as separate attachments. Documents must finish processing in the eFolder before you place an order — otherwise they will not pull into Notarize with Proof. Confirm this before moving to Step 4.
- 4.Open the Notarize with Proof eClosing form and select Hybrid, Hybrid with eNote, or Online Closing (the workflow will differ slightly depending on order type). Click Place Order.
- 5.The order status on the eClosing form will turn yellow and display importing documents. If you see a waiting_for_documents status instead, Proof does not have the documents yet — confirm that they are fully processed in the eFolder. While documents are being imported, split, and tagged in Proof, you can move on to placing other orders.
- 6.Once documents finish processing on the Proof platform, the closer will receive an email notification. The transaction status on the eClosing form will update to a green ready_to_send status (refresh the form to see this).
- If you have Auto-Send enabled, the transaction will send automatically and you will only receive an email if documents need attention before sending due to a processing or tagging failure.
- 7.Log in to Proof to view the transaction. The closer on the file can update transaction details and toggle documents between e-sign and wet-sign. You can also open documents to verify signature placements.
- Submit any errors or feedback about your documents to the Onboarding team for correction.
Once you're comfortable placing orders, see Encompass to Notarize with Proof: Testing Tips to test your setup before going live.
Summary Checklist
- Confirmed Encompass is connected to Notarize with Proof and document settings are configured.
- Closer assigned to the loan via the Milestone in Encompass.
- Documents ordered and fully processed in the eFolder before placing the order.
- Order placed from the Notarize with Proof eClosing form and transaction is ready_to_send in Proof.
If you are still unsure, the support team is available to help. You can submit a support request or chat with support from any page in the app.
Related
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.
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.
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.
Complete a Hybrid Closing from Encompass – Proof Help Center
The article details the step-by-step process for organizations to complete Hybrid closings (combining e-signatures and wet signatures) by placing a Hybrid Closing order via the Notarize with Proof eClosing form in Encompass, monitoring document processing status, reviewing and adjusting documents in Proof, sending them to signers, and finally receiving e-signed documents back into Encompass according to integration settings.