How to Order Documents in Encompass

Learn how to order documents in Encompass, so they successfully pull to Notarize and get sent to your signers!

Now that you have prepared your loan file in Encompass, you can order your documents and place the order to Notarize. This article walks through how to order documents, so they successfully import onto the transaction created in Notarize. The completed e-signed documents will automatically push back into your Encompass instance. See Title Wet-Sign Upload for Hybrid Transactions for more information about retrieving wet-sign documents.

Prerequisites

Whether or not you choose to order documents as a merged package or as separate attachments depends on your workflow and how you would prefer executed e-sign documents to return to Encompass after being signed on Notarize. See Document Pushback Options for more information about how executed e-signed documents are pushed back to Encompass.

Four Requirements for Pulling Documents to Notarize

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.
4. An original copy of the document must be saved in Encompass, otherwise, the document will not be pulled to Notarize.

Following these 4 steps ensures that all documents are successfully pulled to Notarize! Let's walk through each to ensure your full Closing package imports successfully to Notarize.

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 when selecting this option. After placing the order to Notarize, the merged Closing package will be pulled to Notarize, 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 integration supports an individual workflow, aka barcode workaround for this scenario. You need to add the Closing documents as separate attachments to the eFolder and not use barcodes on documents. Notarize will then be able to assign the e-signable documents back to their original folders after a transaction is completed. After placing the order to Notarize, the documents will be imported to Notarize and tagged with signature designations. 

Your Document Pushback options set in the Notarize Lender account will coincide with the workflow you choose to use above.

2. Make Sure Type Is Closing Documents

By default, Notarize will pull all Closing documents of the Type: Closing Documents unless you specifically name documents to pull when placing orders to Notarize. See Document Pushback Options back to Encompass from Notarize for more information.

3. Confirm the Documents Finished Processing in the eFolder

Before placing the order to Notarize, confirm the Closing Documents have finished processing. There are a few ways to tell if documents have finished processing in the eFolder.

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

Document Conversion is not checked in the screenshot below, 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, so you wouldn't want to place the order yet to Notarize.

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.

4. Check the Box Next to Keep a Copy of the Document in its Original Format

• In Global Setting, open Encompass Settings.
• Look for 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.
  • 🚨 Important: Your closing documents will not pull to Notarize if this is not checked.
    
    
    
    

🚨 Important: If the Lender chooses to add documents as separate attachments (instead of as a merged file) and enables Document Conversion, you must make sure the "Keep a copy of the document in its original format" option is checked. Otherwise, the global setting will be overridden, and the document will not get pulled into Notarize.

To adjust the individual document setting:

• Go to Encompass Settings.
• Find the eFolder Setup in the menu on the left.
• 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. 

See How to Place an Order from Encompass to Notarize.

© 2022-2023 Notarize, Inc. All Rights Reserved.