How to create Encompass 360 Business Rules – Part 1

In this article, we will be touch basing how to create Encompass 360 Business Rules based on the requirements. We have tried to explain Encompass 360 Business Rules creation in easiest way with screenshots.

Appraisal Order Management

Step 1: To Access the Appraisal Order Management Setting:

1. On the menu bar, click Encompass 360, and then click Settings.
2. On the left panel, click Business Rules, and then click Appraisal Order Management.
3. On the Appraisal Order Management screen, click Change Settings.

Step 2: Use the Appraisal Ordering Options tab to select the ordering option associated with each loan type, and to set up the personas that can use this option to order appraisals. Be sure to set up the personas and ordering options for each loan type as needed.

1) Select the Ordering Option for a Loan Type

• On the Appraisal Ordering Options tab, select a loan type from the list.
• Select an ordering option from the list.
• To save your changes, click the Save icon.

2) Configure Persona Settings

• On the Appraisal Ordering Options tab, in the Personas section, select the appropriate check boxes. The permissions set up here determine the options and actions the persona has access to when ordering an appraisal.
• Enable Ordering – Give a persona permission to order an appraisal.
• Allow COD – Allow the persona to select COD from the Paid By drop-down list when ordering appraisal.
• Allow Invoice – Allow the persona to select Invoice from the Paid By drop-down list when ordering appraisal.
• Send Purchase Price – Include the purchase price of the subject property when the order is submitted to the appraiser.
• Allow Comments for Accepted Orders-Allow the persona to send comments and attachments to the appraiser after the appraisal request is submitted. Comments and attachments are sent from the Send Comments to Appraiser section on the Appraisal Order Status window, which is accessed by clicking the Document icon next to the Order Appraisal button on the Services tab.

3) Configure the Internal Order Desk Option

Step 3: Use the Manage Appraisers tab to manage the list of appraisers who can fulfill orders, to grant specified users permission to edit the list of approved appraisers, and to configure the appraiser selection rules for specific loan types and property locations.

1) Add or Remove Appraisers from the List of Approved Appraisers

• To add an appraiser, click the Manage Appraisers tab, and then click the Add icon.
• On the Appraisers Directory window, click the Add icon, enter the appraiser’s information, and then click Save.
• Or, click the Add From Business Contacts icon to open the Business Contacts Tool and select an appraiser.
• Or, click the All Appraisers tab, enter or select search criteria by ZIP Code, location or lender. Select an appraiser or AMC from the list, and then click Add to My Appraisers.
• To remove an appraiser or AMC from the My Appraisers tab, select the appraiser or AMC you wish to remove, and then click the Delete icon.
• Continue adding or removing appraisers until your list is complete, and then click Close.
• The appraisers display on the Manage Appraisers tab.

2) Allow Users to Edit the List of Approved Appraisers

• To grant specified users permission to edit the list of approved appraisers, click the Permissions link on the upper-right.
• On the Permissions for Manage Appraisers Tab window, enter the user ID for each user, separating multiple entries with commas.
• When finished, click OK.
• In addition, you must also grant the user permission to the Appraisal Order Management setting via the Personas setting. For example, if the user to whom you are granting this permission is assigned with the Loan Officer persona, you must go to the Personas settings, select the Loan Officer persona, and then update the persona with permission to the Appraisal Order Management setting. To do this: 
  • In Encompass Settings, navigate to Company/User Setup > Personas.
  • Select Loan Officer in the left panel, and then click the Settings tab.
  • In the Company Settings section, select the Business Rules check box, and then select the Appraisal Order Management check box.
  • Click the Save icon to save these changes.
  • Repeat these steps for additional personas as needed, if you are granting additional users with different personas with access to the Appraisal Order Management setting.

3) Create Appraiser Selection Rules for Specific Loan Types and Property Locations

Automated Conditions

To Create an Automated Condition for Encompass 360 Business Rule, please refer Advanced Conditions for Encompass 360 Business Rules.

Field Data Entry

To create Field Data Entry rules, follow the below steps:

• On the menu bar, click Encompass 360, and then click Settings.
• On the left panel, click Business Rules, and then click Field Data Entry.
• On the Field Data Entry tool, click the New icon.
• Add and apply field rules

How to add and apply field rules:

• Click Add.
• On the Field Rule window, type the Field ID that the Value and Pre-Required Fields rules will apply to.

• Click the Value Rule tab, and selecta Rule Type.

Range – Type values for the Minimum and/or Maximum allowed values.

Dropdown List – Click New, type the Dropdown Option, and then click OK. Add additional drop-down options as needed.

Editable Dropdown List – Click New, type the Dropdown Option, and then click OK. Add additional drop-down options as needed.

Advanced Coding – (Available only if the rule is defined as having no conditions.) Enter code to define the valid field values. For detailed instructions on how to create your own code, refer to the “Advanced Coding for Business Rules” document.

Click the Pre-Required Fields tab:

• Click Add, type the field IDs of the fields that must be completed, and then click Add.
• Or click Find, select forms from the list on the left, right-click to select the pre-required fields, and then click OK.

Note: To select all fields on a form, click Select All. If needed, you can then right-click fields that you want to deselect.

• When finished, click OK

• In the Notes/Comments field, type details and helpful notes about the rule as needed.
• When finished, click Save.

Field Trigger:

To create Field Data Entry rules, follow the below steps:

• Field Trigger tool, click the New icon.

How to Add and apply field events

• Click Add
• In the Activation section of the window, select the Activation Type.

Based on the activation type you select; you will be asked to enter additional information as described below.

If you selected Field value modified as the Activation Type

• Enter the field ID for the field associated with the field event. Or click Find, select a form from the left, right-click to select a field, and then click Add.
• Select the Criterion that will activate the rule, such as Any change in field value. Depending on the selection, you may be asked to enter additional information as follows:
• When field is set to a specific value – Enter the value in the Value field.
• When field is set in a range of values – Enter the lower and upper limits of the range in the Range fields (available for numeric fields only).
• When field is set to an item from a list of values – Create a list of the values that will be checked against the value entered in the field. Click Add and then type the value over <New Value> on the list. Repeat the process to add more values to the list.

If you select Milestone completed as the Activation Type

• Select the milestone that will trigger the rule when it is completed.

If you select Rate Lock actions as the Activation Type

• Select a rate lock event from the Rate Lock Action drop-down list.

• In the Action section of the window, select the action that will be triggered when the defined criterion is met.

Update the value of one or more fields

• In the Action section, Click Add.
• In the Assign to Field, enter the field ID of the field that will be updated.
• In the Value field, enter the value that will be assigned to the field ID.
• If you select the Evaluate expression as a custom calculation check box, you can enter a calculation that will be used to determine the assigned value.
• Click OK. Repeat to add additional fields to update.

Copy new value into one or more fields

1. In the Action section, click Add.

2. In the Copy to Field list, type a field ID over <Enter Field ID>. The value associated with the Trigger Field ID, will be copied to this field.

3. Repeat steps 1 and 2 to add additional fields to copy the value from the Trigger Field to.

Mark one or more tasks as complete

• Select the tasks that will be marked as completed when the event is triggered.

Send an Email to One or More Users

• In the Action section, click Add.
  • Enter the Subject and Body of the email. You can include loan data by specifying a field ID within square brackets.
  • Select the check box to include the email information in the Loan Log.
  • Click the plus (+) buttons to select the Users and Roles that will receive the message.
  • Click OK.

Run advanced code

• In the Advanced Code area, enter the code that will be run when the action is triggered. For detailed instructions on how to create your own code, refer to the “Advanced Coding for Business Rules“.
• Click OK.

Apply a loan template

• In the Action section, select Apply loan template form the Action Type list.
• Click the Find icon next to the Select Loan Template field, select a template to apply, and then click Select.

• When finished adding event details, click OK.
• In the Notes/Comments field, type details and helpful notes about the rule as needed.
• When finished, and then click Save.

To know how to create other business rules, please refer “How to create Encompass 360 Business Rules – Part 2” and “How to create Encompass 360 Business Rules – Part 3”.

Take Five Consulting is a technology company, based in Virginia U.S., that specializes in the Mortgage Banking vertical especially LOS implementation and application development. Take Five Consulting creates and implement mortgage technology and software specifically for Mortgage Industry.