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.
About
What is Ellie Mae’s 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, including origination, processing, underwriting, closing, and post-closing.
With Encompass, users can access and manage a wealth of information within a secure platform that’s customizable to meet the specific needs of each institution. It’s an essential tool for those seeking a compliant, efficient, and borrower-friendly digital mortgage experience.
Key Features of Encompass
Loan Origination System (LOS)
- Encompass serves as a robust LOS, enabling lenders to efficiently originate loans, manage loan pipelines, and collaborate across teams.
- Its intuitive interface provides tools for document management, loan tracking, and borrower communication.
Compliance and Regulatory Tools
- Compliance is a major focus in mortgage lending, and Encompass ensures users stay up-to-date with evolving regulations.
- Encompass offers built-in compliance checks, including federal and state regulations, to mitigate risk and reduce the likelihood of costly errors.
Automated Underwriting and Processing
- Encompass includes an automated underwriting system that accelerates loan approvals while reducing manual errors.
- Its processing tools allow for efficient document collection, management, and verification, enhancing the speed and accuracy of each loan.
Integrated eSigning and eClosing
- Through Encompass, borrowers and lenders can complete the entire loan process digitally.
- The platform offers secure eSigning and eClosing solutions, helping lenders provide a seamless, fully digital mortgage experience.
Customizable Workflows and Templates
- Users can customize Encompass workflows to match their institution’s specific processes and needs.
- Custom templates and forms allow for consistency across teams, ensuring a streamlined loan management process.
Analytics and Reporting
- Encompass offers extensive reporting tools that allow users to gain insights into loan performance, operational efficiency, and compliance status.
- Customizable dashboards and reports make it easy to monitor key metrics and make data-driven decisions.
Integrations and API Capabilities
Encompass integrates with numerous third-party applications, providing access to tools like credit reporting, automated underwriting systems (AUS), and compliance solutions. With robust API capabilities, users can extend Encompass's functionality and create tailored integrations that enhance their existing processes.
Value
Benefits of Integrating Encompass with Aidium
Improved Lead and Pipeline Management
- Centralized Data: Integrating Encompass with Aidium allows lenders to track leads, prospects, and active borrowers in one system, reducing data silos and enabling team members to view customer status and progress in real time.
- Pipeline Visibility: With combined CRM and LOS data, sales and loan officers can access detailed pipeline insights, allowing them to prioritize high-value opportunities and improve conversion rates.
Enhanced Customer Experience
- Seamless Communication: Integration ensures that every borrower interaction is recorded, providing consistent communication across the loan lifecycle. Borrowers receive timely updates on loan status, requirements, and next steps, enhancing satisfaction and transparency.
- Automated Touchpoints: Automated reminders and follow-ups are triggered based on borrower activities and milestones, creating a more personalized and attentive experience without requiring additional manual effort.
Increased Efficiency and Reduced Manual Work
- Automatic Data Syncing: Data entered into Aidium, such as contact information and initial borrower details, flows directly into Aidium from Encompass, reducing the need for redundant data entry and minimizing errors.
- Streamlined Workflows: By unifying Aidium and loan processing workflows, the integration eliminates manual handoffs and allows team members to focus on higher-value tasks rather than repetitive data management.
Enhanced Compliance and Documentation
- Consistent Record-Keeping: Integrating ensures all communication and documents are automatically logged and stored, helping institutions maintain complete and accurate records for audit and compliance purposes.
- Up-to-Date Compliance Features: Integration can also offer alerts and regulatory updates, ensuring that all processes—from lead management to loan closing—are aligned with current regulations.
Improved Analytics and Reporting
- Comprehensive Insights: By combining Aidium and Encompass data, lenders can access insights on lead-to-loan conversion rates, pipeline health, borrower demographics, and engagement metrics.
- Better Forecasting: Integrated data allows lenders to track performance metrics more accurately, supporting data-driven forecasting and strategic decision-making based on borrower trends and team performance.
Personalized Marketing Opportunities
- Targeted Campaigns: Integrating Encompass with Aidium allows lenders to use data to segment audiences and target prospects and borrowers with personalized marketing campaigns, improving the likelihood of engagement and conversions.
- Retention and Referral Initiatives: Integrated data on past clients makes it easy to set up automated post-closing campaigns, helping to retain clients and encourage referrals, which is critical in the highly competitive mortgage market.
Enhanced Collaboration Across Teams
- Unified View of Borrower Data: All teams—sales, marketing, loan processing, and customer service—can access a single view of borrower data, reducing miscommunication and improving collaboration.
- Efficient Task Management: Sales and loan officers can quickly assign and track tasks within an integrated system, ensuring that every borrower interaction is managed effectively.
Benefits of Using Encompass
- Enhanced Efficiency: By consolidating tasks into one platform, Encompass minimizes the need for multiple systems and reduces processing time.
- Improved Accuracy: Automated checks and robust documentation help reduce errors and inconsistencies.
- Better Customer Experience: Encompass enables lenders to offer a digital, seamless mortgage experience, enhancing customer satisfaction.
- Increased Compliance: Built-in regulatory updates and compliance checks ensure that institutions stay compliant with minimal manual intervention.
Permissions/Feature Flags
Implementation
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:
- Access to the Ellie Mae website at http://access.elliemae.com/ using the shared Aidium Encompass login information
- The implementation@thinkaidium.com or support@thinkaidium.com Aidium account (depending on which account has access to the client’s enterprise)
- Hubspot
- Internet Connection
Procedure:
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Account Manager or Aidium POC: Obtain initial required information for Encompass integration.
- 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
- Provide the Implementation Engineer with the Encompass instance and admin information so that they can submit the initial integration request to Ellie Mae.
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Implementation Engineer: Submit the initial integration request to Ellie Mae.
- Go to access.elliemae.com and select “Sign in with Encompass”.
- 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
- 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.
- Click the “Register a Deal” button to start a new request.
- 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”.
- Scroll down and set the following fields: Deal Amount: 0.00 **Close Date: [**current date] Billing Frequency: One-Time
- Click Save. This will bring you to the Marketplace Activity record.
- Click Edit and scroll down to the “Marketplace Activity Status” field, and update this to “Registered”. Then click Save again.
- 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.)
- Scroll down to the bottom of the page and find “Marketplace API Keys”. Click “New”.
- 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
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Implementation Engineer: Make the necessary configurations updates on the target team(s) in Aidium to function with the Encompass integration.
- Install Aidium’s default In Process playbook automations in Enterprise Automations.
- Rename and reorder the Transaction Statuses to match the milestones provided by the client or Encompass admin.
- Update the Rate Locked automation:
- Update the Entry Condition group to “On the Transaction Lock Date” and “Transaction Loan Purpose equals Purchase”
- 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
- Delete any in-process playbook automations for which there isn’t a related milestone or triggering field from Encompass.
- Delete any remaining Transaction Statuses that do not match an Encompass milestone.
- 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.
- 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.
- Once the Encompass admin confirms that the API user has been set up, notify the Implementation Engineer.
- Implementation Engineer: Integrate the Encompass instance with the enterprise in Aidium.
- Log into Aidium and access the enterprise on which you are setting up the integration.
- Go to Enterprise Settings and select the Integrations menu.
- 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.
- 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.
- 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.
- 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.
- 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.
- Provide the Implementation Engineer with the selected user account to test, along with their Team name in Aidium and the Encompass User ID.
- 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.
- Implementation Engineer: Integrate the test user’s Encompass account with their team in Aidium.
- Share down the updated In Process playbook automations from the Automation Management menu to the target test team.
- Go to Team Settings, access Transaction Statuses, and update the order of the Encompass milestones/Transaction statuses on the test team as needed.
- Go to Integrations under Team Settings, 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.
- 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.
- 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.
- Review and update the Transaction statuses and default playbook automations on the team.
- Go to Team Settings 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.
- 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.
- Delete the old/incorrect Transaction Statuses and reorder the new ones created from Encompass to follow the expected order of the milestones again.
- Update the Transaction Statuses in Automation Management.
- Open the Automation Management menu in a separate tab, and go to the Transaction Statuses section.
- Update the names of the Transaction Statuses as needed to make sure they match those that were updated on the test team.
- 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.
- Implementation Engineer: Review the test loan and make any necessary configurations updates.
- Review the completed test loan and check to see if any new Transaction statuses were added to the system.
- The most common result is that some expected milestone names will actually appear differently in Aidium compared to how they show in Encompass.
- If needed, update any related playbook automations using the new milestones/statuses and make sure they use the correct one being sent from Encompass.
- Then, delete any incorrect statuses and reorder the statuses again to make sure they are correct.
- Update the Transaction Statuses in Automation Management again, if needed.
- Review the completed test loan and check to see if any new Transaction statuses were added to the system.
- Implementation Engineer: Integrate the remaining users’ Encompass accounts (if any).
- Share down the updated playbook automations to the remaining users’ teams.
- 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.
- Review the integration 2-5 business days after accounts have been integrated.
- Implementation Engineer: Complete QA/review of the Encompass integration for the user(s).
- 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.
- Review the Transaction statuses on each team to make sure there are no new/updated milesontes being sent from Encompass.
- If there are any new statuses, update the playbook automations and Transaction statuses on the team(s) on the enterprise as needed.
- Make sure to update the Transaction statuses in Automation Management as well if any changes have been made.
- 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.
Automations Available
Our In Process Automations are optimized to be used with the Encompass Integration. To view our current In Process automations please review this page.