Lending institutions collect a significant amount of documentation during the loan origination process. Encompass is a loan origination system with document management component. During loan origination, the documents are only available based on user group access. Once a loan has been processed, few or all of these documents are transferred to OnBase, where the documents can be accessed for the entire span of the loan. The Integration for Encompass automates this process by polling for loans which have reached either a certain Loan Milestone or Loan Status and automatically pulls those documents into OnBase.
On a configurable schedule, loan information is requested from Encompass based on the Last Modified Date and the Encompass Polling Type (either the Loan Status or Loan Milestone) and one or more configurable polling values that include either the Loan Status or the Loan Milestone.
Any loans in Encompass which meet the requested criteria return their metadata to OnBase as a JSON message. The returned loan data in this JSON file is sorted by the last modified date, in ascending order (oldest first). OnBase converts the JSON message to an XML Message Item and ingests it into Workflow; and a copy of all physical documents are uploaded to the Hyland Temporary File Service.
Metadata returned to Hyland includes information on both Assigned and Unassigned Attachments within Encompass.
The XML Message Item containing loan metadata from Encompass is routed through several Workflow Life Cycles to facilitate processing of each document.
After this process, one of the following actions are determined for the document:
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The document is archived to OnBase.
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The document is deleted from the Hyland Temporary File Service as a duplicate or inactive document.
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The document is deleted from the Hyland Temporary File Service as a loan from a Trash status.
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The document is deleted from the Hyland Temporary File Service as an Unassigned Attachment.
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The document is requested from Encompass again in the event of an error.
Where possible, the mapping of Encompass metadata to an OnBase Document Type and Keyword values are automated and when successful, requires no additional input from the user. In instances where the automated mapping process fails, documents are available within a workflow queue for manual indexing.
The following diagram displays the flow that starts at the Encompass Shim and ends at the message being consumed by the Hyland Integration Server OnRamp.