Place an Order from Encompass to Notarize with Proof

Audience: Organizations

The short answer: All orders from Encompass to Notarize with Proof are placed using the Notarize with Proof eClosing form in Encompass. The steps below cover the general process — the workflow will vary slightly depending on your order type (Hybrid, Hybrid with eNote, or Online Closing).

Prerequisites

Before placing an order, confirm both of the following are in place:

  1. You have completed all steps in Connecting Encompass to Notarize with Proof.
  2. Keep a copy of the document in its original format is checked both globally and on individual document placeholders (if you add documents as separate attachments to the eFolder) in Encompass Settings. See How to Order Documents from Encompass for more information.

Process Overview

Placing an order from Encompass to Proof follows these four high-level steps:

  1. Prepare a loan in Encompass.
  2. Order documents and add them to the eFolder in Encompass.
  3. Place an order from the Notarize with Proof eClosing Form in Encompass.
  4. Send the transaction in Notarize with Proof.

Place an Order from Encompass to Proof

Follow these steps to place an order from Encompass to Notarize with Proof:

  1. In Encompass, open the loan inside the pipeline and fill out loan information as you normally would. Note: Notarize with Proof pulls file contacts from Encompass, and email addresses are required for each file contact on the loan. See Mapping File Contacts from Encompass to Notarize with Proof.
  2. Assign a closer to the loan via the Milestone in Encompass.
    • If you forget to add a closer, you will receive a "loan invalid error: closer contact missing" when trying to place an order. See Common Encompass Error Messages for help.

    Animation showing how to add a closer to a loan in Encompass via the Milestone
  3. Order documents and select Add to eFolder.
    • Based on your closer's workflow, add documents as a merged package or as separate attachments. Documents must finish processing in the eFolder before you place an order — otherwise they will not pull into Notarize with Proof. Confirm this before moving to Step 4.
    • How to Order Documents in Encompass
    • Document Pushback Options
  4. Open the Notarize with Proof eClosing form and select Hybrid, Hybrid with eNote, or Online Closing (the workflow will differ slightly depending on order type). Click Place Order.

    Animation showing how to open the eClosing form and place an order in Encompass
  5. The order status on the eClosing form will turn yellow and display importing documents. If you see a waiting_for_documents status instead, Proof does not have the documents yet — confirm that they are fully processed in the eFolder. See How to Order Documents from Encompass for help. While documents are being imported, split, and tagged in Proof, you can move on to placing other orders.
  6. Once documents finish processing on the Proof platform, the closer will receive an email notification. The transaction status on the eClosing form will update to a green ready_to_send status (refresh the form to see this).
    ⚠️
    If you have Auto-Send enabled, the transaction will send automatically and you will only receive an email if documents need attention before sending due to a processing or tagging failure.
  7. Log in to Proof to view the transaction. The closer on the file can update transaction details and toggle documents between e-sign and wet-sign. You can also open documents to verify signature placements.

    Animation showing how to toggle between wet and e-sign on a transaction in Proof
    Animation showing how to edit signature placements on a transaction in Proof
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    Submit any errors or feedback about your documents to our Onboarding team for correction.

Once you're comfortable placing orders, see Encompass to Notarize with Proof: Testing Tips to test your setup before going live.

Summary Checklist

  • Confirmed Encompass is connected to Notarize with Proof and document settings are configured.
  • Closer assigned to the loan via the Milestone in Encompass.
  • Documents ordered and fully processed in the eFolder before placing the order.
  • Order placed from the Notarize with Proof eClosing form and transaction is ready_to_send in Proof.

Still Unsure?

Our support team is happy to help. Submit a support request or chat with us from any page in the app.

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