The short answer: Once your loan file is prepared in Encompass, follow these four steps to order documents so they successfully import into Notarize with Proof and get sent to your signers. Completed e-signed documents will automatically push back into your Encompass instance.
Prerequisites
Whether you choose to order documents as a merged package or as separate attachments depends on your workflow and how you'd prefer executed e-sign documents to return to Encompass after being signed. See Document pushback options for more information.
Requirements for pulling documents to Proof
- Documents must be added to the eFolder in Encompass.
- The type on the Closing documents must be set to Closing Documents in the eFolder.
- Documents must be fully processed in the eFolder before placing an order to Notarize with Proof.
- An original copy of the document must be saved in Encompass, otherwise the document will not be pulled to Notarize with Proof.
Following these four steps ensures that all documents are successfully pulled to Notarize with Proof. Let's walk through each to ensure your full closing package imports successfully.
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. After placing the order to Notarize with Proof, the merged Closing package will be pulled to Notarize with Proof, 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 with Proof integration supports an individual workflow (also known as the barcode workaround) for this scenario. Add the Closing documents as separate attachments to the eFolder without using barcodes. Notarize with Proof will then assign the e-signable documents back to their original folders after a transaction is completed.
Your Document pushback options set in your Lender account will align with the workflow you choose.
2. Make sure type is "Closing documents"
By default, Notarize with Proof will pull all Closing documents of the Type: Closing Documents unless you specifically name documents to pull when placing orders. See Document pushback options for more information.
3. Confirm the documents finished processing in the eFolder
Before placing the order to Notarize with Proof, confirm the Closing Documents have finished processing. There are a few ways to tell:
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.
In the screenshot below, Document Conversion is not checked, 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 — don't place the order yet.
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 with Proof.
4. Check "Keep a copy of the document in its original format"
- In Global Settings, open Encompass Settings.
- Select 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.
To adjust the individual document setting:
- Go to Encompass Settings.
- Find eFolder Setup in the left menu.
- 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 with Proof. See Place an Order from Encompass to Notarize with Proof.
Summary Checklist
- Add Closing documents to the eFolder as merged or separate attachments.
- Confirm the document Type is set to Closing Documents in the eFolder.
- Wait until all documents have finished processing (progress bar at 100% or icon change) before placing the order.
- Check Keep a copy of the document in its original format in Document Conversion settings — both globally and per document if using separate attachments.
Updated