encompass efolder quick reference...

Encompass eFolder

Quick Reference Guide

ENCOMPASS EFOLDER QUICK REFERENCE GUIDE

AFN-F-Orig_Enc360eFolder-QRG Rev. 09/17/2015

Table of Contents

A. Setting Up Your eSignature .................................................................... 1

B. Generating eDisclosures ........................................................................ 1

Send eDisclosures Electronically ............................................................. 2

Print eDisclosures ................................................................................. 4

C. eSigning the 1003 ................................................................................. 6

The Borrower’s eSigning Experience ........................................................ 8

D. Retrieving eDisclosures ........................................................................ 12

E. Uploading Documents to the eFolder ..................................................... 13

Uploading Barcoded EllieMae Documents ............................................... 13

Uploading Miscellaneous Documents Using Encompass eFolder Printer ....... 13

Uploading Miscellaneous Documents Using the eFolder File Manager ......... 13

F. Combining/Splitting Documents ............................................................ 14

To Combine Multiple Pages ................................................................... 14

To Split Out Pages .............................................................................. 14

To Create a New Placeholder ................................................................ 14

G. Linking Documents to Underwriting Conditions ....................................... 15

H. Moving Documents to “Trash” Folder ..................................................... 15

I. Removing Unused Document Placeholders ............................................. 16

J. Organizing Disclosures......................................................................... 16

K. Uploading Appraisal Reports ................................................................. 17


AFN-F-Orig_Enc360eFolder-QRG Rev. 09/17/2015 Page 1 of 17

A. SETTING UP YOUR ESIGNATURE 1. When communications are sent from Encompass, such as eDisclosure

notifications, user’s personal e-mail signatures can be included if they are set up

as follows:

a. Click the “Encompass” menu heading, and select “Settings…” from the

dropdown menu; the “Encompass Settings” window will appear.

b. In the left navigation panel, click the “+” next to the “Personal Settings” option to expand your choices; click the “My Profile” option. Here you can update your user profile, including your e-mail signature.

c. Use the “Email Signature” panel on the lower part of the “My Profile” screen to embed your personal e-mail signature.

d. Be sure to click the [Save] icon in the upper right corner of the screen, then click the [Close] button.

B. GENERATING EDISCLOSURES 1. Ensure all required loan fields are completed prior to accessing the eFolder.

2. Save changes by clicking the save icon or pressing [Ctrl] + [S] (especially if it is a newly created loan, as the save feature assigns the loan number).

3. Use the eFolder for generating disclosures, even if you intend to deliver

them in person or via US Mail or courier.

4. Access the eFolder (click the eFolder icon or press [Ctrl] + [Shift] + [F]).

5. Click the [eDisclosure] button; the “Send eDisclosures” dialog box will appear.

a. Click the plan code that best suits the loan program (multiple options may

appear) and click the [Order eDisclosures] button at the bottom of the box.

b. If the “Disclosures Audit” dialog box appears, any Data Audit Results that appear in red must be addressed before you can continue.

i. Click the “[ ] Always show this window on top” checkbox in the lower

left corner of the box to keep the audit open while you fix any of the listed items.

ii. Click the field number in the “Go To Field” column to navigate to the place in the loan file where the item can be fixed.



iii. After fixing any data audit items that need to be addressed, click the

[Refresh Audit] button at the top of the Disclosures Audit box to ensure all critical items have been cleared.

iv. Proceed only after all items that appear in red (at a minimum) have been

addressed; do not close the Disclosures Audit dialog box.

c. Click the [Order eDisclosures] button in the top right corner of the

Disclosures Audit dialog box.

d. Encompass will generate the eDisclosures. This may take a few minutes. A

message will appear that indicates documents are being generated.

6. The “Select Documents” dialog box will appear; the documents that appear in the list will be checked for you, and should be all of the documents you need.

(If needed, click the [Add Additional] button to select other documents.)

Send eDisclosures Electronically (To print eDisclosures instead, go to step 21.)

7. Click the [Send] button at the bottom of the “Select Documents” box.



8. The “Send eDisclosures” dialog box will appear in the form of an e-mail

message.

9. Ensure that your e-mail address is correct, as it appears in the “From” field (if it is incorrect, fix it here and also notify Lisa Petras [email protected] so it can be

corrected in the system).

10.Ensure the borrower’s (and co-borrower’s, if applicable) e-mail address

is correct.

11.Click the “Notify me…” options to receive e-mail notifications regarding the

borrower’s receipt of the eDisclosures message.

12.Borrower Signing Option will default to “eSign + Wet Sign” and should remain on this setting.

13.Borrower Authentication Method should be “Answer security question” (so you do not have to send them a security code), which will be data from the

file, such as the last 4 digits of their SSN or the digits of their street address.

14.Click the [Send] button.

mailto:[email protected]



15.If any document the Loan Originator must sign, such as the 1003, is included in

the eDocuments, the message below will appear; click the [OK] button.

16.Encompass will prepare a transfer of the eDisclosures to their secure server and generate e-mails to the borrower(s) and the Loan Originator. This may take a

few minutes. The “Loan Center” dialog box will appear as follows:

17.Upon completion the following message will appear; click the [OK] button; it may take a minute, but the “Select Documents” and “Send eDisclosures” dialog

boxes will also close returning you to the eFolder screen.

18.Click [Close] to exit the eFolder.

19.Encompass will place document name placeholders in the eFolder to make it

easy for the documents to be filed after they are eSigned (or signed and faxed or scanned in).

20.Encompass will make an entry on the “Tools>Disclosure Tracking” screen

under Disclosure History, and will also add the Borrower Received date when the borrower accesses and eSigns the documents.

Print eDisclosures 21.Complete steps 1—6 above, then click the [Print…] button at the bottom of the

“Select Documents” box, and choose the “Print Selected Documents…” option.

22.The normal windows “Print” dialog box will appear; select the printer option of choice and click the [OK] button.

23.A “Preparing the document for printing…” message will appear; after documents

have printed, the dialog boxes will close returning you to the eFolder screen.



24.Click [Close] to exit the eFolder.

25.Encompass will place document name placeholders in the eFolder to make it easy for the documents to be filed after they are eSigned (or signed and faxed or scanned in).

26.Encompass will make an entry on the “Tools>Disclosure Tracking” screen under the Disclosure History, and will also add the Borrower Received date as

a future date.

Important: If you will hand-deliver the eDisclosures instead of mailing them,

go to the Disclosure Tracking screen and double-click the entry that was just made in the Disclosure History. Change the “Method” from U.S. Mail to “In Person” and the Borrower Received date will be the same day as generated (if

you do not do this, the “Borrower Received” date will be 3 business days out).



C. ESIGNING THE 1003 1. After eDisclosures are generated and sent, the Loan Originator will receive an e-

mail similar to the one below:

2. Near the bottom of the e-mail message is a hyperlink (which reads “Click here to sign the documents”) that will navigate to the EllieMae’s eSigning portal

(EllieMae Loan Center).

3. On the login screen, enter the Client ID (3011026175) and your Encompass

user ID and password, then click the [Login] button.



4. Upon logging in, the “Loans” page will load with a list of loans that have

documents ready for you to sign.

5. Click the name of the borrower whose 1003 you wish to eSign, and the “Loan Detail” page will load. There will be a gray “Message” bar dividing the page,

and below it a blue hyperlinked “Electronic Loan Document Request” note.

6. Click the “Electronic Loan Document Request” hyperlink and a box

containing instructions will appear, along with a blue [eSign] button.

7. Click the [eSign] button. The documents you are to review and sign will appear

on the screen.



8. Use the navigation buttons at the bottom of the page to move through the

pages.

9. On any page where the yellow “Sign Here” arrow ( ) appears,

click the arrow to affix your electronic signature (with date stamp).

10.On the last page, click the [Finish] button; the following message will appear:

11.Remember to log out of the EllieMae Loan Center when you are finished eSigning and close the browser.

12.After the borrowers have also signed the eDisclosures, you will receive an e-mail notification and can then go to the eFolder and retrieve the signed disclosures. You will also receive a nice Alert in the file under the Alerts & messages tab

when eDisclosures have been accepted, and another when they have been

signed ( ).

The Borrower’s eSigning Experience 13. The Borrower will receive an e-mail similar to the one below.



14.The hyperlink will take the borrower to AFN’s eSigning portal, which is linked

to EllieMae’s secure server as shown below:

15.The borrower is to do the following to get set up:

a. Answer the verification question.

b. Enter his/her first and last names.

c. Choose a password (minimum 6 characters).

d. Re-enter the password

e. Click the “Accept Electronic Documents” checkbox

f. Click the [Create New Account] button.

16.Upon successful account creation, the borrower will see a message as follows:



17.The borrower will receive another e-mail, similar to the one below, which

contains a hyperlink to activate the account that was set up in Step 15 above:

18.The borrower must click the hyperlink to activate the account. The hyperlink will take the borrower to AFN’s eSigning portal again, this time landing on the

“Activate New Account” page as shown below:

19.Next, the borrower will enter his/her password and click the [Activate New

Account] button.

20.Upon successful login, the borrower will see the “Loan Detail” page (similar to

the LO’s experience in Step 5. Above).



21.The borrower will need to click the blue “Electronic Loan Document Request”

hyperlink to view instructions and access the [eSign] button(s). Note: If there are 2 married borrowers on the file, they must each sign, but will need to do it one-at-a-time and click separate eSign buttons to access the documents.

22.Each borrower must click the [eSign] button next to his/her name to view and electronically sign the documents.

a. An eDisclosure Agreement will appear. The borrower must read the Agreement and accept (or decline) the use of eDisclosures using the blue [I

Accept] or [I Decline] buttons at the bottom of the screen (there is also a [Cancel] button).

b. If he/she accepts, an identity verification screen will appear, requesting

personal information that is in the loan data, such as last 4 digits of SSN, home phone number, cell phone number, year born, etc.



Important: If the borrower does not answer the questions correctly, the

documents will no longer be eSignable and must be printed, signed and returned; no questions should be left unanswered.

23.The documents the borrower is to review and sign will appear on the screen.

24.The borrower will use the navigation buttons at the bottom of the page to move through the pages.

25.On any page where the yellow “Sign Here” arrow ( )

appears, the borrower must click the arrow to affix his/her electronic signature (with date stamp).

26.On the last page, the borrower must click the [Finish] button and a “Congratulations” message will appear. (If there are married co-borrowers, there will be an option to let the co-borrower eSign now.)

27.The borrower can return to AFN eSigning portal any time to upload documents to AFN through this secure site or receive additional information from the Loan

Originator.

28.NOTE: There will be documents that require a wet signature (eSignature not acceptable); for those documents, the borrower will need to print them and

upload them via the eSigning portal or fax them using the fax cover sheet that was generated with the “Wet Sign” eDisclosures.

D. RETRIEVING EDISCLOSURES 1. As eDisclosures progress through the eSigning process, you will receive e-mail

notifications similar to those shown here:

2. After receiving the “eDisclosure package has been received” message from [email protected], go to the eFolder to retrieve the signed disclosures.

mailto:[email protected]



3. Click the [Retrieve] button. The system will retrieve the eSigned documents

and place them in the document placeholders that were created when you generated the eDisclosures. This may take a few minutes.

4. The “File Manager” screen will appear. Click the [Close] button to return to

the eFolder and you will see an image icon next to all documents that were eSigned.

5. Documents that were not eSigned will not have an icon next to them and will need to be obtained from the borrower (either as an upload to the eSigning

portal, a fax using the fax cover sheet generated with the “Wet Sign” documents or in person).

E. UPLOADING DOCUMENTS TO THE EFOLDER If your borrower chose to wet sign all disclosures, or if you have other

documentation such as bank statements or copies of driver’s license and social security card (for example) you may need to manually upload some items.

Uploading Barcoded EllieMae Documents 1. The easiest way to upload documents like those generated with eDisclosures

that have a bar code on them similar to the one shown below is via fax.

2. If the borrower did not return the fax cover sheet with the wet signed documents, you can generate a fax cover from the eFolder.

a. Open the eFolder.

b. Click the “Documents” menu heading and select the “Print Fax Coversheet…”

option.

3. Place all documents you wish to upload behind the fax coversheet and fax to the toll-free number on the fax cover (you may include documents that are not

barcoded and they will be placed in the “Unassigned” bucket).

a. This will send the documents to the EllieMae server where they will be linked

to the borrower’s loan.

b. You will be notified that documents have been received.

4. After receiving notification, return to the eFolder and follow the “Retrieving

eDisclosures” instructions above.

Uploading Miscellaneous Documents Using Encompass eFolder Printer 5. Access a document you have received electronically and click “Print” or [Ctrl] +

[P]. The typical windows “Print” dialog box will appear.

6. Next to the Printer Name field, click the dropdown menu and select “Encompass eFolder” and then click the [OK] button.

Uploading Miscellaneous Documents Using the eFolder File Manager 7. Save the document on your computer; to make the process easier, name it

what you want it to appear as in the File Manager (Note: You MUST remove any borrower documents that are saved to your PC from your PC after they have

been successfully uploaded in order to safeguard borrower information).



8. Open the eFolder and click the [File] button; the File Manager window will

open.

9. Click the “Browse and Attach” icon ( ) and navigate to the document to be uploaded.

10.Double-click the document and Encompass will deposit it in the eFolder File Manager in the “Unassigned” bucket. It will appear with the name it was given

in Step 7. above. You can change the name here by left- and then quickly right-clicking on the document name.

11.To file the document, click the document name and its pages will appear as thumbnail images between the list of document names and the document viewing panel.

12.Locate the Document name in the “Documents” list, and then click and drag the thumbnail image to that document name.

F. COMBINING/SPLITTING DOCUMENTS 1. Go to the eFolder and click the [File] button to open the File Manager.

To Combine Multiple Pages 2. Documents to be merged must be in the “Unassigned” panel.

3. In the “Unassigned” panel, click a document name to reveal its pages, and then press and hold the [Ctrl] key while clicking another document name.

4. Click the “Merge Files” icon ( ) and the files will merge with the name “Merged File” in the “Unassigned” panel.

5. Change the file name by clicking, then right-clicking the file name.

6. Click and drag the file to the proper Document name below.

To Split Out Pages 7. If a document has multiple pages that you want to split and file under various

document names, click the document name to reveal its multiple pages in the

thumbnail views and document viewer panel.

8. Click a thumbnail image (or images by pressing and holding the [Ctrl] key) that

you wish to split and file.

9. Click and drag the pages you are splitting out to a Document name in the lower left panel or to the “Unassigned” bucket.

To Create a New Placeholder 10.Click the “Add” icon on the “Documents” toolbar.

a. Select “Add a new document” and click the [OK] button; the “Document Details” window will appear.

b. Select a document placeholder name from the “Name” dropdown menu and click the [Close] button to close the Document Details window.

c. The document placeholder will appear in the list of documents.



G. LINKING DOCUMENTS TO UNDERWRITING CONDITIONS 1. Go to the eFolder and click the [Underwriting Conditions] tab.

2. Click the [Document] button and the Document Manager window will open.

3. Look at the documents in the “Documents” list in the upper left panel and the conditions in the “Conditions” list in the lower left panel. Only documents with

an “Attachment” icon next to them are ready to be linked to a condition.

4. If a listed document (with an attachment icon) will satisfy a condition, click the document name in the documents list and drag it to the condition it will satisfy.

5. Click the [Close] button when finished.

H. MOVING DOCUMENTS TO “TRASH” FOLDER To avoid having unwanted documents sent to Investors and avoid confusion by personnel viewing documents in the eFolder, unwanted documents are to be

placed in the [TRASH].

1. When in a loan, click the [eFolder] button; the “Encompass360 eFolder”

window will appear.

2. Click the [File Manager] button located at the top right of the “Encompass360

eFolder” window; the “File Manager” window will appear.

3. In the “Documents” section (lower left section of the screen), look for a document placeholder titled “TRASH;” if it is not there:

a. Click the “Add” icon on the “Documents” toolbar.

b. Select “Add a new document” and click the [OK] button.

c. Select “TRASH” from the “Name” dropdown menu.

d. Exit the “Document Details” window and the TRASH document placeholder will appear under “Documents” (in alphabetical order) in the File Manager.

4. To see documents within a placeholder, click the “+” next to the placeholder

name. (In the example below, there is an image in the “Acctg – Appraisal & Payment Authorization” titled “Mistake” that needs to be moved to TRASH.)



5. Click (and hold) and drag the document to the “TRASH” placeholder.

6. Important Notes regarding the File Manager:

a. Unwanted documents must not be left in the “Unassigned” area of the File Manager, but are instead to be moved to the “Trash” placeholder. The system will not allow some milestones to be completed if items are left

unassigned.

b. If you discover multiple “TRASH” document placeholders, move all

documents to one “TRASH” placeholder and remove the empty placeholder name (see the following section for instructions on removing placeholder

names).

I. REMOVING UNUSED DOCUMENT PLACEHOLDERS

To keep the eFolder clean, make navigation through the eFolder easier for all users, and avoid misplacing vital documents, you should always remove unused

document placeholders (you can only remove empty document placeholders).

1. When in a loan, click the [eFolder] button; the “Encompass360 eFolder” window will appear.

2. Single-click to select an empty document placeholder you want to remove (if there is an image icon to the left of the document placeholder in the

“Attachments” column, the placeholder is not empty and cannot be removed).

3. After the document placeholder name is selected, click the “X” on the “Documents” toolbar and answer [Yes] to the “…are you sure…” prompt.

J. ORGANIZING DISCLOSURES Initial disclosures should be organized in proper stacking order and empty/unused document placeholders should be removed before completing the “Submittal” milestone.

1. When in a loan, click the [eFolder] button; the “Encompass360 eFolder” window will appear.

2. Click the [File Manager] button located at the top right of the “Encompass360 eFolder” window; the “File Manager” window will appear.

3. Click the “Add” icon on the “Documents” toolbar and select “Add documents

from Document Sets.”

4. When the “Select Document Set Template” dialog box appears, click to select

“Disclosures” and click the [Select] button; the “Add from Document Sets” dialog box will appear.

5. Click the disclosure names on the left (to select a range: click the topmost item,

then press your [Shift] key and click the bottom item and release the [Shift] key) and then click the [Add>] button to move the items to the right.



6. Click the [Add] button at the bottom of the dialog box; the document

placeholder names will now appear in the Documents list.

7. Click and drag uploaded documents to the appropriate document placeholders.

8. Refer to the following table when organizing disclosures:

Placeholder Name Documents to be Included

Disclosures – FHA/VA Disclosures All FHA or VA initial disclosures

Disclsoures – State Specific Disclosures

All state specific disclosures

Disclosures – Misc Initial Disclosures All disclosures that do not fall in the two categories above

Disclosures – TIL (Initial) Initial TIL, Itemization of Amount Financed, and signature addendum pages (if applicable)

Disclosures – GFE (Initial) Intent to Proceed, Initial GFE (pages 1-30, Itemized Fee Worksheet (pages 1-2), and signature addendum pages (if applible)

Disclosres – TIL Re-Disclosed #X * TIL and Itemization of Amount Financed

Disclosres – GFE Re-Disclosed #X* Change of Circumstance Form, GFE (pages 1-3), and Itemized Fee Worksheet (pages 1-2)

* These will not be part of the “Disclosure” Document Set and must be added as necessary.

K. UPLOADING APPRAISAL REPORTS The File Manager tool has a document section in the upper left corner titled

“Unassigned” that is used as a temporary holding place for documents.

1. All appraisal reports that are uploaded must be “First Generation” (unaltered)

appraisals. Follow these instructions in order to properly upload a PDF appraisal so it is a First Generation report.

a. Upload the appraisal PDF to the “Unassigned” area of the “File Manager.”

b. Drag the PDF to the “Property-Appraisals” placeholder (by handling the appraisal PDF in this manner, it remains a “First Generation” document by

nature of how it is saved in the system).

c. NOTE: If the appraisal is uploaded directly into the eFolder placeholder, the system will change the formatting and it will no longer be considered an

unaltered (“First Generation”) document.