Table of Contents
Support Guide
Encompass + Shape Software Integration
-
Shape Software
- February 8, 2022
What is Encompass?
Encompass Loan Origination System (LOS) is a robust mortgage origination platform developed by Ellie Mae, a leading provider of technology solutions for the mortgage industry. Designed to streamline and automate the loan origination process, Encompass LOS empowers lenders to efficiently manage and process mortgage applications from start to finish.
Encompass LOS offers a comprehensive set of features and capabilities that support various stages of the loan origination process. Widely adopted by lenders, banks, and credit unions in the mortgage industry, it enhances operational efficiency, improves compliance, and provides a seamless end-to-end mortgage origination workflow.
Please reach out to your assigned sales or implementation manager to walk you through the process of integrating Encompass with Shape. You must have the Encompass Bankers Edition as well as the Developer Connect addendum in order to integrate.
Integration Capabilities
The integration between Encompass and Shape Software enables a seamless and efficient workflow between the two systems. Here's an enhanced overview of the integration:
1. Bi-Directional Lean Creation
With the Encompass/Shape integration, you can create loans in both platforms and have the data automatically synchronized. Whether you initiate loan creation in Shape or Encompass, the loan information will be seamlessly updated and consistent across both systems. This ensures that you always have the most up-to-date and accurate loan data.
2. User Assignment Sync
Managing user access and assignments is made easier with the integration. User assignments can be synchronized between Shape and Encompass, allowing you to manage user permissions and assignments in both systems simultaneously. This eliminates the need for manual user management and ensures that the right users have access to the relevant loan information.
3. Real-Time Milestone Updates
Stay informed about the progress of your loans with real-time milestone updates. Shape CRM can receive milestone updates from Encompass, providing you with timely information on important loan statuses. This enables you to stay on top of loan progress and take necessary actions based on the latest updates.
4. Seamless Document Transfer
Shape CRM seamlessly pushes approved loan documents to Encompass' Loan Origination System (LOS). This eliminates the need for manual document transfer and reduces the risk of errors. By automating the document push process, you can save valuable time in the loan processing workflow and ensure that all relevant documents are accurately transferred.
5. Updated 3.4 File
When updates are made in Encompass, Shape CRM can receive an updated 3.4 file. This ensures that any changes or modifications made in Encompass are accurately reflected in Shape. By maintaining data integrity and consistency across both platforms, you can trust that your loan data is always accurate and up to date.
Integration Features
The Encompass/Shape integration streamlines the loan management process, allowing for seamless data synchronization, efficient user management, real-time updates, and automated document transfer. By leveraging this integration, you can enhance productivity, reduce manual work, and ensure the integrity of your loan data throughout the entire loan lifecycle. Here are some more specific details pertaining to the Shape/Encompass integration:
1. Seamless Loan Creation
When a customer completes the digital 1003 application through Shape’s integrated borrower portal, Encompass automatically creates a new loan file from Shape’s interface. This eliminates the need for manual entry and ensures accurate data transfer between the systems.
2. Synchronization of Loan Files
If a loan file is created in Encompass first, Shape automatically creates the borrower within its system and populates it with loan details. User assignments, including the Loan Officer (LO), Loan Officer Assistant (LOA), and Processor, are synced between Shape and Encompass, provided that the email addresses match in both systems.
3. Real-Time Loan Updates
Shape CRM receives real-time updates on loan milestones from Encompass, including precise dates and timestamps for tracking purposes. These updates are displayed in the “Tracking” tab within the contact record in Shape, giving you instant access to the latest loan information.
4. Automatic Data Updates
Whenever a loan update is pushed to Shape, it also receives an updated 3.4 file from Encompass. This ensures that your loan data remains consistent and up to date across both platforms, saving you time and effort in manual data management.
5. Document Push to Encompass
Shape CRM seamlessly pushes approved borrower documents to the designated document file within Encompass. You can initiate this process by accessing the “Portal” tab in Shape, selecting the relevant documents, and clicking the “Approve” checkmark. The approved documents will then be available in the loan file within Encompass.
6. User Assignment Sync
You can map Encompass roles to Shape roles via the “Manage Departments” settings page in Shape. When email addresses and roles match in both systems, user assignments are automatically updated in Shape CRM, ensuring the right team members have access to the necessary loan information.
7. Additional Fields
Shape automatically receives loan status and estimated closing date information from Encompass’ API, providing you with comprehensive loan details within Shape CRM.
Common MISMO 3.4 Fields
A Mortgage 3.4 file typically contains various fields that capture important information related to the mortgage loan. While the specific fields may vary depending on the system or platform used, here are some common fields found in a Mortgage 3.4 file:
1. Borrower Information
This includes details about the primary borrower, such as name, contact information, Social Security number, date of birth, employment history, and income.
2. Co-Borrower Information
Similar to the borrower information, this section captures details about the co-borrower if applicable.
3. Property Information
It includes data related to the property being financed, such as address, property type, estimated value, purchase price, and property tax information.
4. Loan Details
This section covers specifics about the loan, including loan amount, interest rate, loan type (e.g., fixed-rate, adjustable-rate), term, amortization schedule, and any applicable fees or charges.
5. Credit Information
This includes credit scores, credit history, outstanding debts, and any derogatory information related to the borrower’s creditworthiness.
6. Assets and Liabilities
It captures information about the borrower’s assets (e.g., bank accounts, investments, real estate) and liabilities (e.g., debts, loans, credit card balances).
7. Employment and Income
This section provides details about the borrower’s employment history, current employment status, income sources, and documentation supporting their income (e.g., pay stubs, tax returns).
8. Declarations
Borrowers are required to make certain declarations, such as confirming their intent to occupy the property as their primary residence and disclosing any legal or financial obligations.
It's important to note that the specific fields and their names can vary based on the loan origination system or software being used. The above list provides a general overview of the commonly included fields in a Mortgage 3.4 file.
Here is a sample 3.4 Mismo XML File:
<?xml version=”1.0″?>
<MESSAGE xmlns=”http://www.mismo.org/residential/2009/schemas” xmlns:DU=”http://www.datamodelextension.org/Schema/DU” xmlns:ULAD=”http://www.datamodelextension.org/Schema/ULAD” xmlns:xlink=”http://www.w3.org/1999/xlink” xmlns:xsi=”http://www.w3.org/2001/XMLSchema-instance” MISMOReferenceModelIdentifier=”3.4.032420160128″ MessageType=”Request”>
<ABOUT_VERSIONS>
<ABOUT_VERSION>
<CreatedDatetime>2023-06-28T17:56:13-07:00</CreatedDatetime>
</ABOUT_VERSION>
</ABOUT_VERSIONS>
<DEAL_SETS>
<DEAL_SET>
<DEALS>
<DEAL>
<ASSETS/>
<COLLATERALS>
<COLLATERAL>
<SUBJECT_PROPERTY SequenceNumber=”1″>
<ADDRESS>
<AddressLineText>123 Main Street</AddressLineText>
<CityName>Irvine</CityName>
<CountryCode>US</CountryCode>
<CountyName/>
<PostalCode>92618</PostalCode>
<StateCode>CA</StateCode>
</ADDRESS>
<PROPERTY_DETAIL>
<AttachmentType/>
</PROPERTY_DETAIL>
<SALES_CONTRACTS>
<SALES_CONTRACT>
<SALES_CONTRACT_DETAIL>
<SalesContractAmount/>
</SALES_CONTRACT_DETAIL>
</SALES_CONTRACT>
</SALES_CONTRACTS>
</SUBJECT_PROPERTY>
</COLLATERAL>
</COLLATERALS>
<LIABILITIES/>
<LOANS>
<LOAN LoanRoleType=”SubjectLoan” xlink:label=”LOAN_1″ SequenceNumber=”1″>
<HOUSING_EXPENSES/>
<TERMS_OF_LOAN>
<BaseLoanAmount>800000.00</BaseLoanAmount>
<LoanPurposeType/>
</TERMS_OF_LOAN>
</LOAN>
</LOANS>
<PARTIES>
<PARTY SequenceNumber=”1″>
<ADDRESSES>
<ADDRESS>
<AddressLineText/>
<AddressType>Mailing</AddressType>
<CityName/>
<PostalCode/>
</ADDRESS>
</ADDRESSES>
<TAXPAYER_IDENTIFIERS>
<TAXPAYER_IDENTIFIER>
<TaxpayerIdentifierType>SocialSecurityNumber</TaxpayerIdentifierType>
<TaxpayerIdentifierValue/>
</TAXPAYER_IDENTIFIER>
</TAXPAYER_IDENTIFIERS>
<INDIVIDUAL>
<CONTACT_POINTS>
<CONTACT_POINT SequenceNumber=”1″>
<CONTACT_POINT_EMAIL>
<ContactPointEmailValue>johndoe@sample.com</ContactPointEmailValue>
</CONTACT_POINT_EMAIL>
</CONTACT_POINT>
<CONTACT_POINT>
<CONTACT_POINT_TELEPHONE>
<ContactPointTelephoneValue>1112223333</ContactPointTelephoneValue>
</CONTACT_POINT_TELEPHONE>
<CONTACT_POINT_DETAIL>
<ContactPointRoleType>Mobile</ContactPointRoleType>
</CONTACT_POINT_DETAIL>
</CONTACT_POINT>
</CONTACT_POINTS>
<NAME>
<FirstName>John</FirstName>
<LastName>Doe</LastName>
<MiddleName/>
<SuffixName/>
</NAME>
</INDIVIDUAL>
<ROLES>
<ROLE SequenceNumber=”1″ xlink:label=”Borrower1″>
<BORROWER>
<BORROWER_DETAIL>
<BorrowerBirthDate/>
<MaritalStatusType/>
</BORROWER_DETAIL>
<CURRENT_INCOME>
<CURRENT_INCOME_ITEMS/>
</CURRENT_INCOME>
<DECLARATION>
<DECLARATION_DETAIL>
<BankruptcyIndicator/>
<CitizenshipResidencyType/>
<HomeownerPastThreeYearsType/>
<IntentToOccupyType/>
<OutstandingJudgmentsIndicator/>
<PartyToLawsuitIndicator/>
<PresentlyDelinquentIndicator/>
<UndisclosedBorrowedFundsIndicator/>
<UndisclosedMortgageApplicationIndicator/>
<PropertyProposedCleanEnergyLienIndicator/>
<UndisclosedComakerOfNoteIndicator/>
<PriorPropertyDeedInLieuConveyedIndicator/>
<PriorPropertyShortSaleCompletedIndicator/>
<PriorPropertyForeclosureCompletedIndicator/>
<UndisclosedCreditApplicationIndicator/>
</DECLARATION_DETAIL>
</DECLARATION>
<GOVERNMENT_MONITORING>
<GOVERNMENT_MONITORING_DETAIL>
<HMDAEthnicityRefusalIndicator>false</HMDAEthnicityRefusalIndicator>
<EXTENSION>
<OTHER>
<ULAD:GOVERNMENT_MONITORING_DETAIL_EXTENSION>
<ULAD:ApplicationTakenMethodType>Internet</ULAD:ApplicationTakenMethodType>
<ULAD:HMDAGenderType/>
</ULAD:GOVERNMENT_MONITORING_DETAIL_EXTENSION>
</OTHER>
</EXTENSION>
</GOVERNMENT_MONITORING_DETAIL>
</GOVERNMENT_MONITORING>
<RESIDENCES>
<RESIDENCE>
<ADDRESS>
<AddressLineText/>
<CityName/>
<CountryCode>US</CountryCode>
<PostalCode/>
</ADDRESS>
<RESIDENCE_DETAIL>
<BorrowerResidencyBasisType>Own</BorrowerResidencyBasisType>
<BorrowerResidencyType>Current</BorrowerResidencyType>
</RESIDENCE_DETAIL>
</RESIDENCE>
</RESIDENCES>
<EMPLOYERS>
<EMPLOYER SequenceNumber=”1″ xlink:label=”Employment1″>
<ADDRESS>
<AddressLineText/>
<AddressUnitIdentifier/>
<CityName/>
<CountryCode>US</CountryCode>
<PostalCode/>
</ADDRESS>
<EMPLOYMENT>
<EmploymentBorrowerSelfEmployedIndicator>false</EmploymentBorrowerSelfEmployedIndicator>
<EmploymentClassificationType>Primary</EmploymentClassificationType>
<EmploymentStatusType>Current</EmploymentStatusType>
<EmploymentEndDate/>
<EmploymentMonthlyIncomeAmount/>
<EmploymentMonthsOnJobCount>0</EmploymentMonthsOnJobCount>
<EmploymentPositionDescription/>
<EmploymentStartDate/>
<EmploymentTimeInLineOfWorkYearsCount>0</EmploymentTimeInLineOfWorkYearsCount>
<EmploymentYearsOnJobCount>0</EmploymentYearsOnJobCount>
<EmploymentTimeInLineOfWorkMonthsCount>0</EmploymentTimeInLineOfWorkMonthsCount>
</EMPLOYMENT>
<LEGAL_ENTITY>
<CONTACTS>
<CONTACT>
<CONTACT_POINTS>
<CONTACT_POINT>
<CONTACT_POINT_TELEPHONE>
<ContactPointTelephoneValue/>
</CONTACT_POINT_TELEPHONE>
<CONTACT_POINT_EMAIL>
<ContactPointEmailValue/>
</CONTACT_POINT_EMAIL>
</CONTACT_POINT>
</CONTACT_POINTS>
</CONTACT>
</CONTACTS>
<LEGAL_ENTITY_DETAIL>
<FullName/>
</LEGAL_ENTITY_DETAIL>
</LEGAL_ENTITY>
</EMPLOYER>
</EMPLOYERS>
</BORROWER>
<ROLE_DETAIL>
<PartyRoleType>Borrower</PartyRoleType>
</ROLE_DETAIL>
</ROLE>
</ROLES>
</PARTY>
</PARTIES>
<RELATIONSHIPS>
<RELATIONSHIP SequenceNumber=”1″ xlink:from=”CURRENT_INCOME1″ xlink:to=”Employment1″ xlink:arcrole=”urn:fdc:mismo.org:2009:residential/CURRENT_INCOME_ITEM_IsAssociatedWith_EMPLOYER”/>
<RELATIONSHIP SequenceNumber=”2″ xlink:from=”CURRENT_INCOME2″ xlink:to=”Employment1″ xlink:arcrole=”urn:fdc:mismo.org:2009:residential/CURRENT_INCOME_ITEM_IsAssociatedWith_EMPLOYER”/>
<RELATIONSHIP SequenceNumber=”3″ xlink:from=”CURRENT_INCOME3″ xlink:to=”Employment1″ xlink:arcrole=”urn:fdc:mismo.org:2009:residential/CURRENT_INCOME_ITEM_IsAssociatedWith_EMPLOYER”/>
<RELATIONSHIP SequenceNumber=”4″ xlink:from=”CURRENT_INCOME4″ xlink:to=”Employment1″ xlink:arcrole=”urn:fdc:mismo.org:2009:residential/CURRENT_INCOME_ITEM_IsAssociatedWith_EMPLOYER”/>
</RELATIONSHIPS>
</DEAL>
</DEALS>
</DEAL_SET>
</DEAL_SETS>
</MESSAGE>
How to Integrate Shape with Encompass Bankers Edition
The Encompass integration is a specialized and comprehensive integration that requires specific setup steps. Unlike self-serve integrations, this integration has certain requirements and processes in place to ensure optimal performance and seamless connectivity between Shape and Encompass.
It's important to understand that the API details for the Encompass integration need to be requested by Shape Software directly from Encompass. These API keys are unique to Shape Software and cannot be obtained independently by clients. This process ensures the security and integrity of the integration, providing a seamless and reliable connection between Shape Software and Encompass.
Within Shape, the Encompass integration involves specific setup steps, including department mapping, milestone mapping, triggers configuration, and user profile setup with Encompass IDs. Our dedicated team will handle these tasks as part of the integration process, ensuring a seamless setup experience for you.
However, it is crucial for the Encompass administrator within your organization to set up the Shape user in Encompass and grant the necessary permissions. This step is vital to ensure smooth communication between Shape and Encompass, as well as to align user access and permissions across both systems.
While we provide detailed instructions on how to perform the necessary setup tasks, it is the responsibility of the lender's Encompass administrator to complete the user setup within their Encompass instance. Please note that Shape does not have direct access to log in to your Encompass instance, so it is necessary for the Encompass administrator to perform this task.
It's worth mentioning that the Encompass user permissions setup can sometimes be time-consuming, and there may be instances where you need to open a support ticket with Ellie Mae if you have business rules or customizations that conflict with permissions. Our team is available to assist you throughout this process and provide guidance as needed.
We understand the significance of proper configuration and the impact it has on your organization's workflow. Rest assured that our support team is dedicated to providing the necessary assistance and ensuring a smooth integration experience for you.
Creating the API User in Encompass for the Shape API Integration
To create an API User in your Encompass instance, please follow these key points:
Refer to the detailed instructions for adding users in general and specifically for API Users directly on Ellie Mae’s site here: https://help.icemortgagetechnology.com/documentation/encompass/Content/encompass/settings/Add_a_User.htm
This resource will provide you with step-by-step guidance on how to successfully create an API User in your Encompass instance.
1. Select a folder to house the API User
Select a folder high enough in the organizational hierarchy that provides the appropriate access to loans for the integration. Typically, a folder just below the Administration folder or a folder for service accounts in the organizational hierarchy. After selecting the folder to house the API user, select Add User in the bottom right hand corner.
2. Enter your company's API Client ID in this field
Please note that checking “API User” on the User Details screen replaces the username and password fields with the API Client ID field.
3. Review the "Access to Subordinates' Loans" settings
On the User Details screen, ensure you have the necessary loan access for your integration.
4. Assign a unique Persona to your API User
Follow the best practice of duplicating the existing Loan Officer or Loan Opener Persona in the Persona section of Encompass Settings under Company/User Setup. Rename the duplicated Persona and adjust the permissions accordingly.
Please Note: DO NOT assign this persona to a Loan Officer role. Editing permissions for Loan Officer or Loan Opener Personas later could negatively affect your integration if the same Persona is used for both Loan Officers/Loan Openers and your integration.
5. Ensure that the selected Persona has access to LO Connect
Use the radio button highlighted below to ensure that the Persona has access to LO Connect
6. Right click and Duplicate
Right click and duplicate the Persona.
7. Assign one or more User Groups to the API User account
You may also assign one or more User Groups to the API User account to provide appropriate access to loan folders and other resources.
Troubleshooting Encompass Integration Issues
If you're experiencing unknown error messages when testing the Encompass integration for creating new loans or receiving updates, follow the steps below to troubleshoot the common issues. If the problem persists after checking these settings, you'll need to contact Encompass support and open a ticket for further assistance with your configuration.
1. Verify API User Configuration
- Ensure that the API User checkbox is selected when creating the API user. This step is crucial for enabling the API user to interact with Encompass.
- Double-check that the API Client ID is entered correctly. Remember that this field is case-sensitive, so any discrepancies in capitalization can cause issues.
- Confirm that the proper persona is added for the user. The persona dictates the user’s access and functionality within Encompass.
2. Check Persona Settings
- Access the persona settings for the API user.
- Make sure the setting “Both Microsoft Windows Encompass Client and Encompass Mobile (LO Connect) in a web browser” is selected. This ensures that the user can utilize Encompass across different platforms.
- Verify that the persona has permission to create loans. This is typically done through the “Import Loans” option within the persona settings.
- Click on the blue hyperlink associated with the “Import Loans” option and specify the file types that the persona is allowed to import. Ensuring the correct file types are selected prevents any import-related issues.
3. Contact Encompass Support
- If you’ve followed the above steps and are still encountering problems with the Encompass integration, it’s recommended to reach out to Encompass support for further assistance. Open a tech support case and provide them with details about the issue you’re facing. Their tech support representatives will be able to help troubleshoot the problem and provide specific guidance for your configuration.
- Remember to provide Encompass support with as much information as possible, including any error messages received and steps you’ve already taken to troubleshoot the issue. This will aid them in diagnosing the problem more effectively and resolving it in a timely manner.
- By following these steps and seeking assistance from Encompass support when needed, you can ensure a smoother integration experience with Encompass and resolve any issues that may arise.
Frequently asked questions
I updated information in Shape and pressed “Sync to My LOS” but the new changes are not reflecting in Encompass…
Shape can only sync to Encompass one time to create the loan file. Once the synced file has been created, Encompass becomes the parent file and any future updates can only come from Encompass into Shape. This includes loan status (milestones). If you try to push more information to Encompass from Shape via the “Sync to LOS” button on a loan that has already been synced, you will get an error message letting you know that the loan file has already been created.
Where do the records go when I push records from Shape to Encompass?
Because every Encompass system can be highly customized, this answer will likely need to be answered by your Encompass administrator. However, integrations with Encompass are recommended to sync to “My Pipeline” when the “Sync to LOS” or an automated push is initiated from Shape to Encompass.
Why isn’t the status changing in Shape automatically after I changed the status in Encompass?
If you currently have the loan file open in Encompass, that file is considered “locked” and will not adjust until after you’ve saved and closed out of that file. If you are not noticing updates within Shape after 15 minutes, please make sure that the loan file is synced with Encompass.
In newer systems, records in Shape are automatically synced via an automated trigger based on the “Application Completed” Shape status. Some systems may not have this automated trigger configured and requires a manual button press to send the details to Encompass. If you’d like an automated push to Encompass, please contact support@setshape.com for assistance or set up a trigger to “Push to LOS” on the status or action of your choosing.
If you have customized your Encompass milestones or Shape statuses, you will need to make adjustments to your triggers. You can edit and create automation linked to new Encompass milestones or Shape statuses via triggers that can be found in the “Manage Triggers” settings page.
I already took a loan application for a customer and I want to create a new loan file with similar information for another loan I am doing for them, is there a way to create a new loan file from an existing record in Shape?
Yes, if you use the “Recreate Loan” option within the lead details page via the “LOS” dropdown, you can create a brand new loan file in Encompass that is synced to the single record in Shape. Recreating a loan file will create a brand new loan file in your LOS system and ignore the existing loan file connection. This action will only sync this Shape record with the new loan from your LOS. You must confirm the action in order to proceed. Please note that if you make updates to the older loan file in Encompass, it will no longer update the Shape record, only the new loan file will update the record within Shape after recreating a new loan.
