Velocify Encompass Connector 1
Table of Contents Summary. 3 How to Set Up the Encompass Integration. 4 Encompass Milestone Sync 7 Encompass Username/Password Checks 8 Testing Encompass Username & Encompass Password.8 Commonly Asked Questions.. 9 Error Messages.. 14 2
Summary The Velocify Encompass Connector includes 1. The ability to create Encompass loans via: a. Options > Export Lead > Encompass > Choose an Encompass Template b. Triggered by an action or a status change 2. 15 minute sync of Encompass fields and milestones to the corresponding lead in Velocify 3. Validation of Encompass credentials on the My Settings Page 4. The daily validation of all Encompass credentials at midnight with a notification email upon failure. (including weekends) 5. Client ability to update Encompass version in Client Settings 6. Custom report to review the Encompass export performance statistics 7. Version mismatch handling 8. Encompass Originated Loans to create Velocify Lead o Optional feature requires Encompass Sync 9. Encompass Sync Lead Creation Filtering o Optional feature o Available filters Milestone Loan Number Loan Officer 10. Detailed Error Handling 3
How to Set Up the Encompass Integration Step # 1: Fill out the Encompass Integration Form Found here (http://lmhelp.velocify.com/hc/en-us/articles/201364164-encompass-integration- Form) o Please fill out every field. Send the completed the form to support@velocify.com.*if you are a new client working with Professional Services, please submit this form to your Functional Consultant or Business Analyst. Current clients will receive an automated email with a case number and our team will begin processing the request. Step # 2: Once setup is complete you will receive confirmation from our support team They will request you export a lead to Encompass to confirm it is working correctly. Please note: test leads can only be exported once. If a second test is requested, please use a new lead. Step # 3: Update your My Settings page to include your Encompass Username/Password To test the Encompass integration, you will need to input your Encompass username and Encompass password on your My Settings page. Go to Menu > Preferences > My Settings 4
Near the bottom of this page there will be sections to input in your Encompass Username and password. Put in the proper information in these two fields and then click on [Submit]. The system will verify your Encompass username & password o If it is valid, your will be redirected to the Normal View, Priority View or Dashboard pages in the Lead Manager. o Invalid Responses Please check the username or password Step # 4: Create a Test Lead and Export it to Encompass Create a new lead in your system. Put the first name of Test and last name of Export. In the lead record, go to Options > Export Lead > Encompass > choose any Encompass Template 5
When you select an Encompass Template, a pop-up will display in the middle of the screen confirming export to Encompass. When this pop-up goes away the lead will be in Encompass. The user will need to go into Encompass and search in the proper folder for the lead record. We recommend that you search by the borrower s name. If the lead is not showing up in Encompass, please reply to the email sent to you by our support team with the Lead ID that you exported. 6
Once you have verified that the lead has exported to Encompass correctly, you can have your users export to Encompass. Make sure that each user has their Encompass username/password on the My Settings Page before they attempt to export to Encompass. Encompass Milestone Sync When a lead is successfully sent to Encompass, we store the Encompass GUID (unique identifier for the Encompass record) in our internal servers. Every 15 minutes a request is sent to your Encompass server requesting the last completed milestone and any mapped fields for each lead record that was successfully exported to Encompass Encompass will return the appropriate data and update the lead record Leads successfully updated in Velocify by the sync, will have a sync log on the lead record confirming the update. The Sync feature only applies to Encompass loan files created via export from the Lead Manager. 7
Encompass Username/Password Checks Encompass Connector In order to ensure a smooth experience with the Encompass Integration, Velocify has two features to ensure that your Encompass credentials are valid. 1) Testing of Encompass username and password on the My Settings Page 2) A nightly check of all users Encompass username and encompass password Testing the Encompass Username & Encompass Password on the My Settings Page Velocify users can have their Encompass credentials tested when they are on the My Settings page. When the user goes to Menu > Preferences > My Settings they will see towards the bottom of the page the section to input in their Encompass credentials. Once they have input in their Encompass credentials they can hit either [Apply] or [Submit] to have the Encompass credentials tested against their Encompass server. Example of Success Test pressing [Apply] If it is successfully tested and it s the right Encompass Username/Password the My Settings page will display a green message Successfully validated Encompass Credentials If you click on Submit and it is successful, you will be redirected to the Dashboard. 8
Example of Failure pressing [Apply] If there is a failure there will be a message in Red that will display next to the field that failed. Username errors will appear next to the username field and password errors will appear next to the password field. Nightly Check of all Encompass Usernames and Encompass Passwords Every night Encompass usernames and passwords are tested for all users against their Encompass server. If there is a failure, we send an automated email to the user notifying them that their username and/or password is invalid and to update the My Settings page. Commonly Asked Questions I would like to have fields added/removed from my Encompass integration, how do I update this? If you would like to have a field added or removed from your Encompass Export, send an email to support@velocify.com. Please make sure to include in the email the Velocify field name and the Encompass field ID that it is mapped to. How do I find an Encompass field ID? A quick way of finding the Encompass Field ID in Encompass is to hover your mouse over that field in Encompass. It will display the Encompass Field ID first. In the example below we hovered over the Encompass Co-Borrower s First Name and the pop-up displayed indicating it was Encompass field ID 4004. 9
If you are unsure of the Encompass field ID, please contact your company s internal Encompass administrator to have them locate it for you. Can I change the folder that we export leads into Encompass? Yes. If you need to change the Encompass Folder that we export leads into, send an email to Velocify support indicating which folder you would like the leads sent into. Can I add or remove Encompass templates from the export menu? Yes. If you need to add or remove an Encompass Template, send an email to support@velocify.com. Please make sure to include in the email the exact path to the Encompass template you would like removed or added. (Example Path - Public:\Companywide\FHA\FHA Refinance) When a loan file is created in Encompass, what dictates who the loan file is created by? When we create a loan file in Encompass through the Encompass SDK, we pass the Encompass Username/Password on the user s My Settings Page to Encompass creating the loan file by that user. Do I have to do the 15 minute Encompass milestone sync? No. You do not have to do the Encompass sync if you do not want to. If you wish to not have the sync active on your account, please send an email to support@velocify.com indicating that you would not like to participate in the Encompass sync. Does the Encompass integration allow me to sync fields back to Velocify from Encompass? Yes, as long as they are mapped. 10
Do I need to install anything on my computer to get the Encompass Export to work? No. We create all loan files using the Encompass SDK. There is nothing that you need on your local machines to get this integration to work. I would like to add more milestones to the Encompass sync. How do I update my Encompass milestone to Velocify status mapping? If you need to add/or remove Milestones to the Encompass sync, you will need to send an email to support@velocify.com. In this email send in an excel spreadsheet with two columns. 1) The Encompass milestone 2) The Velocify status you want it mapped to. Does Velocify know when I upgrade to a new version of Encompass? No. If at any point if you upgrade your Encompass version this can be done though the Client Settings page in the Velocify Lead Manager. Menu > Administration > Client Settings > Integrations Settings How do I find my current Encompass version? To find the current version you are on follow these steps: 1. Log into Encompass. 2. In the upper left hand corner click on Help and then select About Encompass 3. In the bottom left hand corner a pop-up appears with the current version. 11
How do I find my Encompass Server URL? The Encompass server URL is located on your login screen for Encompass. 12
What are the standard fields that are mapped with the Encompass Integration? Velocify Field Name Property Address Property City Property County Property State Property Zip Code Number Of Units Year Built Year Acquired Purchase Price Year Acquired Original Cost Amount Existing Liens First Name Last Name Marital Status Dependent Count SSN Evening Phone Day Phone Credit Score (Co-Borrower) First Name (Co-Borrower) Last Name (Co-Borrower) Marital Status (Co-Borrower) SSN (Co-Borrower) Evening Phone (Co-Borrower) Co-Borrower Previous Salary HOA Dues Employment Status Purpose of Refinance Lead.User Estimated Current Value Gender Co-Borrower Gender Amortization Type Gross Rent Property Type Loan Amount Email Lead Provider Name Email (Co-Borrower) Date of Birth Date of Birth (Co-Borrower) Mobile Phone Mobile Phone (Co-Borrower) Estimated Current Value Existing Home Value First Name Middle Name Last Name Name Suffix First Name (Co-Borrower) Middle Name (Co-Borrower) Last Name (Co-Borrower) Co-Borrower Name Suffix Previous Employer Name Previous Employer Name Employer Name Employment Position Employment Length In Years Occupational Status Day Phone Employer Name (Co-Borrower) Employer Position (Co-Borrower) Employment Length In Years (Co- Borrower) Occupational Status (Co-Borrower) Day Phone (Co-Borrower) Address City State Zip Code Years in Property Residence Type Address (Co-Borrower) City (Co-Borrower) State (Co-Borrower) Zip Code (Co-Borrower) Years in Property (Co-Borrower) Co-Borrower Residence Type Previous Street Previous City Previous State Previous Postal Code Time at Previous Residence 13
Error Messages Invalid Credentials Encompass Export Failed: Export failed due to invalid user credentials. Please update your credentials on your My Settings page and try to export this lead again. Username: {Encompass UN}, LeadId: {Velocify lead ID}, Database: {Velocify database name}, Error Message: {Logged error response} Invalid Username Encompass Export Failed: Export failed due to invalid user credentials. Please update your credentials on your My Settings page and try to export this lead again. Username: {Encompass UN}, LeadId: {Velocify lead ID}, Database: {Velocify database name}, Error Message: {Logged error response} Blank Password Encompass Export Failed: Export failed due to missing credential information. Please update your credentials on your My Settings page and try to export this lead again. Username: {Encompass UN}, LeadId: {Velocify lead ID}, Database: {Velocify database name}, Error Message: {Logged error response} Invalid Export URL Encompass Export Failed: Unable to connect to the remote server Encompass Export Failed: The remote name could not be resolved. 14
Double Export Encompass Export Failed: The lead has already been exported LeadId: {Velocify lead ID}, Database: {Velocify database name} Version Mismatch Encompass Export Failed: Export failed due to version mismatch. Please try to re-export this lead. If you are still receiving this message, please contact your administrator. Username: {Encompass UN}, LeadId: {Velocify lead ID}, Database: {Velocify database name}, Error Message: {Logged error response} Invalid Server Encompass Export Failed: Export failed because the request cannot connect to the remote server. Please try to re-export this lead. If you are still receiving this message, please contact your administrator. Username: {Encompass UN}, LeadId: {Velocify lead ID}, Database: {Velocify database name}, Error Message: {Logged error response} Field Validation Encompass Export Failed: Please review error response in logs for failure description. For more assistance, please contact your administrator. Username: {Encompass UN}, LeadId: {Velocify lead ID}, Database: {Velocify database name}, Error Message: {Logged error response} Missing Config File Encompass Export Failed: Export failed because the Encompass file version is not supported. Please contact your administrator for assistance. Username: {Encompass UN}, LeadId: {Velocify lead ID}, Database: {Velocify database name} 15