The short answer: Documents added to the eFolder in Encompass are pulled to Proof as long as they meet the requirements outlined in Order documents in Encompass. Here's how the pull process works and the nuances to be aware of.
Document process
- Proof pulls the latest versions of "Closing Document" type documents; some name-based filtering may occur:
- Proof pulls if a PDF attachment is present (select View in Original format to confirm).
- Proof records the date and time of the pull.
- Documents are imported and processed on the Proof platform via the document splitting and tagging engine.
- The closer on file receives an email with the processing results (success or failure). The closer can view the documents on the draft transaction in Proof created from the initial Place Order.
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Update order — Proof pulls all "Closing Document" type documents newer than the last pull date and time; name-based filtering does not occur.
- Proof records the date and time of this pull.
- See Update orders from Encompass for more information.
- Proof reprocesses the documents and replaces older documents in the transaction with newer versions if any exist. If any old documents remain in the eFolder and are not replaced with newer versions, they will be re-pulled.
3 nuances to how Proof pulls documents from Encompass
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Proof looks at all documents and folders in the eFolder in Encompass that have "Closing Document" type. There could be multiple different documents of this type, or multiple copies of the same document (e.g., if ordered several times). Proof only looks at the latest document of the same name.
For example, if there were 2 "Closing Documents," Proof would only look at the latest version. If there was also an "Additional Closing Document X," Proof would look at the latest version of that as well. -
Proof looks inside the latest "Closing Documents" document for a PDF attachment. If one is present with a current version and the original format, Proof pulls that PDF version only.
- Proof tracks the date and time of the last pull. Documents older than the last pull time are ignored — this prevents duplication and unnecessary processing. For example, if you repeatedly select Update Order without reordering documents in between, no Closing Documents will be pulled.
See Update Orders in Encompass for more details about how your documents are affected when re-ordering documents and updating orders from Encompass.
Summary Checklist
- Proof only pulls the latest version of each "Closing Document" type — duplicates are ignored.
- Verify a PDF attachment is present in current version and original format — use View in Original format to confirm.
- Documents older than the last pull time are ignored — repeated Update Order without reordering won't re-pull the same documents.
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