Document expiration

The Doc expiration tab in Inspect evaluates tracked documents in the loan file against Fannie Mae or Freddie Mac age requirements, measured against the closing date. Each document is assigned one of the following statuses: Expired, Recertification needed, Expiring soon, Valid, Unknown, or Pending.

Where a document is expired, expiring soon, or requires recertification, a condition can be created directly from that row.

Prerequisites

The following conditions must be met before the Doc Expiration tab returns results:

• The Doc expiration entitlement must be enabled for the organisation.
• An active Automated Conditions subscription must be in place.

If either condition is not met, the tab is not shown. A Target note date is required for expiration calculations. If no closing date is available in the loan, Inspect uses the application date plus 60 days as a proxy. If no application date is available either, Inspect uses today plus 30 days. In both cases, the page displays the line "Assumed date — please verify before relying on these results."

Document statuses

Each document in the tab is assigned one of the following statuses:

Document types and expiration rules

The tab evaluates the following document types. On a real loan, a single document type can produce multiple rows. For example, paystubs produce one row per borrower, VOE produces one row per borrower and employer, and bank and investment statements produce one row per account.

Review and act on document expiration

To review document expiration status and take action, perform the following steps:

1. Open a loan in Inspect and select the Doc Expiration tab.

2. Review the TARGET CLOSING DATE context bar at the top of the tab. It displays the target note date, the number of days remaining, and the following formula: Age at closing date = closing date - doc date. If no date is available from the loan, the page displays "Assumed date — please verify before relying on these results." message.

   

3. To switch the guideline set, use the Loan type selector. The available options are Fannie Mae and Freddie Mac. All expiration thresholds recalculate based on the selected option.

   

4. To model a different closing date scenario, use the Target note date date picker. All expiration dates and day counts recalculate immediately without a page reload.

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   Important

   The Target note date override does not update the date in the LOS and does not persist. It resets when the page is reloaded or when the loan is closed.

5. Review the alert banner below the TARGET CLOSING DATE bar:

   • When one or more documents are expired, need recertification, or are expiring soon, the banner shows a count chip for each of those statuses. Chips appear only when the count is above zero.
   • When all documents are valid, the banner shows: All documents are valid for the current closing date.
   • When documents are a mix of Valid and Pending only, the banner shows nothing.

6. Review the document table. The default sort order is Expired first, followed by Recertification needed, Expiring soon, Valid, Unknown, then Pending. The table contains the following columns:

   Column	Description
   Document	Document type name with borrower or source sub-label
   Doc date	Date extracted from the document by Ocrolus
   Expiration date	The expiration date with days remaining or days past. Status is shown as a coloured dot with a caption inside this cell. Hover over this cell to see the governing GSE reference for the flagged document
   Actions	Create condition for Expired, Recertification needed, and Expiring soon rows, subject to the conditions described below. Valid, Unknown, and Pending rows show a dash. View condition appears at any status when a condition already exists for that document

7. To filter the table by status, select the FILTER button and choose one or more of the following options from the dropdown list. The available filter options are Expired, Recertification needed, Expiring soon, Valid. To return to the unfiltered view, select Reset filters.

   Pending and Unknown rows are hidden when any filter is active. Selecting all four options hides Pending and Unknown rows and is not the same as unfiltered. Filter selections reset on page reload or when the loan is closed.

   

8. For an expired, expiring soon, or recertification needed document, select Create condition in the Actions column. The condition creation modal opens with the following fields pre-filled: condition name, condition type, condition description, documents needed, and owner. Add a
   comment if needed, then confirm.
   
   Create condition is available only when all of the following are true:

   • The document has an actionable status (Expired, Recertification needed, or Expiring soon).
   • The condition template is active.
   • The condition text resolves, the borrower and employer are known.
   • The user has create-condition permission.
     If any of these is not met, the row shows a dash even when the document status is Expired. If a condition already exists and is Open, Create condition is replaced with View condition. Once the condition is cleared, waived, rejected, or discarded, Create condition becomes available again.

9. After the condition is created, Create condition updates to View condition. The condition appears in the Conditions tab with status Open. Importing conditions to Encompass depends on whether the Encompass integration is enabled for your organisation.

Limitations

The following limitations apply to the Doc expiration feature:

• Covers conventional and GSE loans only. FHA, VA, and USDA expiration rules are not evaluated.
• Appraisal evaluation covers the standard 1004 form only.
• Ocrolus cannot re-pull or re-order documents. Every action on this tab creates a condition.
• Where multiple document dates exist for one document type, the most recent document date drives the calculation. Re-uploading an older document does not change the result.
• The Target note date override does not write back to the LOS.
• Unknown document rows cannot be resolved from within the tab. Re-upload the document or contact Ocrolus support if the date cannot be extracted.

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See also