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Integrating Encompass

Ellie Mae, a leader in mortgage technology solutions, developed Encompass as an all-in-one solution for the mortgage industry. Encompass provides a centralized platform for the complete loan lifecycle.

Objective:

To standardize the process for gathering required information, working with the client, and completing necessary setup in Aidium in order to integrate an enterprise’s Encompass instance with Aidium.

Scope:

This procedure includes the steps necessary to set up an Encompass integration in Aidium for a new or existing enterprise, including necessary communications to be made with the primary client contact and instructions for reviewing the integration with the client to ensure it is functioning properly.

Responsibilities:

  • Implementation Engineer: In-app configurations for the Encompass connection, and communication with client’s Account Manager or Implementation/Support POC at certain milestones.
  • Account Manager (or Implementation/Support POC): Management of direct communication with client, including collecting initial required information and providing updates and instructions during the setup process.
  • Client: Providing required information as well as ensuring that loans or a test loan in Encompass are updated to confirm the integration and configurations are working and updated as needed.

Required Tools:

Procedure:

  1. Account Manager or Aidium POC: Obtain initial required information for Encompass integration.

    1. The Account Manager or Aidium POC sends the initial request for the Encompass instance and admin information to the client, as well as a request for a list or screenshot of their Encompass milestones. They can use the Hubspot email template located here: https://app.hubspot.com/templates/20688033/edit/40685628
    2. Provide the Implementation Engineer with the Encompass instance and admin information so that they can submit the initial integration request to Ellie Mae.

  2. Implementation Engineer: Submit the initial integration request to Ellie Mae.

    1. Go to access.elliemae.com and select “Sign in with Encompass”.
    2. Log in using the following information: Instance ID: 11214024 User ID: dailyai Password: DailyBee4Encompa$$AI
      • If ever needed, security question: “Who is your favorite musician or band?” Weird Al
    3. Select the “Resource Center” option. In the Resource Center, at the top of the page, click the tab for “Marketplace Partner Portal” to access it.
    4. Click the “Register a Deal” button to start a new request.
      1. Enter in the Encompass admin’s contact information that was provided by the client in the first group of fields, and set the “Implementation Timeline” field to “Immediate”.
      2. Scroll down and set the following fields: Deal Amount: 0.00 **Close Date: [**current date] Billing Frequency: One-Time
      3. Click Save. This will bring you to the Marketplace Activity record.
      4. Click Edit and scroll down to the “Marketplace Activity Status” field, and update this to “Registered”. Then click Save again.
    5. If not already viewing the Marketplace Activity record, access it again from the “Pipeline” section of the “My Marketplace Activities” board. (It will show the company name.)
    6. Scroll down to the bottom of the page and find “Marketplace API Keys”. Click “New”.
    7. Complete the submission by entering in the required fields: Partner Environment ID: 11214024 Lender Environment ID: [Encompass instance ID provided by customer] Requestor Name: [your name] Requestor Email: los@dailyai.io

  3. Implementation Engineer: Make the necessary configurations updates on the target team(s) in Aidium to function with the Encompass integration.

    1. Install Aidium’s default In Process playbook automations in Automation Management.
    2. Rename and reorder the Transaction Statuses to match the milestones provided by the client or Encompass admin.
    3. Update the Rate Locked automation:
      1. Update the Entry Condition group to “On the Transaction Lock Date” and “Transaction Loan Purpose equals Purchase”
      2. Update the Exit Condition group to “Transaction Status equals [status]” for the funded loan status, OR any other post-funded or canceled/withdrawn Transaction status
    4. Delete any in-process playbook automations for which there isn’t a related milestone or triggering field from Encompass.
    5. Delete any remaining Transaction Statuses that do not match an Encompass milestone.

Screenshot 2024-10-14 at 8.52.31 AM.png

  1. Implementation Engineer: Once the approval email is received from Ellie Mae, save the Client ID and Secret Key provided by Ellie Mae. Provide the Client ID to the Account Manager or Aidium POC.
  2. Account Manager or Aidium POC: Provide the Encompass admin with instructions to set up the Aidium API user in their Encompass instance. They can use the following Hubspot template: https://app.hubspot.com/templates/20688033/edit/40685693 The API Client ID in template must be updated with the Client ID that was provided by Ellie Mae before sending.
    1. Once the Encompass admin confirms that the API user has been set up, notify the Implementation Engineer.
  3. Implementation Engineer: Integrate the Encompass instance with the enterprise in Aidium.
    1. Log into Aidium and access the enterprise on which you are setting up the integration.
    2. Go to Enterprise Management and select the Integrations menu.
    3. Click “Integrate Encompass” in the Encompass box, and enter in the client’s Encompass Instance ID, as well as the Client ID and Client Secret which were provided in the email from Ellie Mae.
      • You may need to add “BE” to the beginning of the Encompass instance ID number.
    4. In the “Historic Loan Period in Months” field, enter in the number of months of historic loans to sync, then click Save.
      • We generally default this to 60 months, or 5 years of historic data.
    5. If successful, the “Integrate Encompass” button should now be updated to say “Edit Encompass Instance.
      • If not successful, you should see an error message. Double check the Encompass Instance ID, Client ID, and Client Secret you entered, then try again. If still unsuccessful, reach out to the Encompass admin for the enterprise and ask them to confirm that the API Client ID they used is correct.
  4. Account Manager or Aidium POC: Contact the user(s) and notify them that the initial Encompass integration has been established and is ready for testing.
    1. Ask them to select a user in Aidium who has Encompass historical loan data with which the integration can be tested. Confirm what Team in Aidium that user’s Encompass account should be integrated on, and request that they provide that user’s Encompass user ID.
      • If no historical data is available, they should select a user for whom they can create a test loan in Encompass.
    2. Provide the Implementation Engineer with the selected user account to test, along with their Team name in Aidium and the Encompass User ID.
  5. Implementation Engineer: Integrate the test user’s Encompass account with their team in Aidium.
    1. Share down the updated In Process playbook automations from the Automation Management menu to the target test team.
    2. Go to Team Management, access Transaction Statuses, and update the order of the Encompass milestones/Transaction statuses on the test team as needed.
    3. Go to Integrations under Team Management, and find the Encompass Integration box. Select the user’s name from the dropdown, enter in their Encompass User ID, and click the “Add Member” button. If successful, the box should update, and a new integration should appear with the user’s name and Encompass User ID should.
    4. Wait a moment, then load or reload the Transactions page on the team to confirm that the historical loan data sync has begun.
      • If not, you may need to have the Account Manager or Implementation POC confirm that the Encompass User ID is correct.
    5. Over the next few hours, reload the Transactions page again to see if the total number of Transactions has increased. Once it stops increasing, you can assume that the historical sync is completed.
    6. Review and update the Transaction statuses and default playbook automations on the team.
      1. Go to Team Management and check for any new Transaction statuses that have been added by the new loan data, and compare these to the existing Transaction statuses that were based on the provided screenshot or list of Encompass milestones.
      2. Open the Automations menu in another tab. For any status that needs to be updated, go to the related automation(s) which include that status, and update those automations to use the new milestone/status name that was sent from Encompass.
      3. Delete the old/incorrect Transaction Statuses and reorder the new ones created from Encompass to follow the expected order of the milestones again.
    7. Update the Transaction Statuses in Automation Management.
      1. Open the Automation Management menu in a separate tab, and go to the Transaction Statuses section.
      2. Update the names of the Transaction Statuses as needed to make sure they match those that were updated on the test team.
  6. Account Manager or Aidium POC: Request that client run a test loan in Encompass to confirm the in-app configurations are correct.
    • Ask that they push a test loan through the full loan process, saving their changes after every loan milestone is reached to ensure that the correct statuses are reflected in Aidium.
  7. Implementation Engineer: Review the test loan and make any necessary configurations updates.
    1. Review the completed test loan and check to see if any new Transaction statuses were added to the system.
      1. The most common result is that some expected milestone names will actually appear differently in Aidium compared to how they show in Encompass.
      2. If needed, update any related playbook automations using the new milestones/statuses and make sure they use the correct one being sent from Encompass.
      3. Then, delete any incorrect statuses and reorder the statuses again to make sure they are correct.
    2. Update the Transaction Statuses in Automation Management again, if needed.
  8. Implementation Engineer: Integrate the remaining users’ Encompass accounts (if any).
    1. Share down the updated playbook automations to the remaining users’ teams.
    2. Integrate their Encompass user ID’s on each team.
      • Confirm that the historical sync has begun for each user before moving on to the next. If a historical sync does not begin, they may need to double-check the user ID.
    3. Review the integration 2-5 business days after accounts have been integrated.
  9. Implementation Engineer: Complete QA/review of the Encompass integration for the user(s).
    1. Log into Aidium using the implementation@thinkaidium.com or support@thinkaidium.com user, and access the team(s) on the enterprise the connection was set up for.
    2. Review the Transaction statuses on each team to make sure there are no new/updated milestones being sent from Encompass.
      1. If there are any new statuses, update the playbook automations and Transaction statuses on the team(s) on the enterprise as needed.
      2. Make sure to update the Transaction statuses in Automation Management as well if any changes have been made.
  10. Account Manager or Aidium POC: Contact the user(s) and notify them that QA/review has been completed and that their Encompass integration is officially live.