Ocrolus utilizes Classify capabilities to intelligently sort and index mortgage application documents in the Encompass eFolder. Once your Ocrolus API user is configured, you can enable Classify by configuring your eFolders as follows:
We use a handful of predefined containers that represent specific stages in our document processing pipeline. To use Classify, ensure that your Encompass instance has the following document containers:
The containers are used as follows:
|We monitor this container for new documents to process.
|Documents are moved here from Processing Required once we retrieve and start processing them.
|Documents are moved here once we process them successfully.
|Individual pages of documents from Processing are moved here if they're not of a supported form type.
|We move duplicate copies of files within Processing Required into this container to prevent data duplication.
When setting up the document containers, make sure that the Webcenter, TPO Portal, and EDM Lenders boxes are checked for each of the above containers, as shown below:
Need different names?
The aforementioned container names represent the most common use cases. However, if you need them to be named differently then contact customer support and we can work with you to find a solution.
You can access the file that was originally uploaded at any time, regardless of its location.
Ensure that your Encompass instance defines an eFolder named "Processing Required," as shown below:
We automatically retrieve and process any attachments that are added to the "Processing Required" eFolder.
Ocrolus listens for changes in the eFolder. When a change occurs in the “Processing Required” document container, and the change meets the webhook criteria, the following workflow occurs:
- Ocrolus receives a webhook notification for the new attachment in the "Processing Required" document container.
- Ocrolus fetches the attachment and ingests it into the Ocrolus system for processing. If the loan is unlocked, the attachment moves to the "Processing" document container.
- When Ocrolus results are ready, the original attachment moves into the "Processing Complete" document container. The attachment segments are put into the document container appropriate to their classification.
When are attachments uploaded?
The workflow is asynchronous. There is no limit to the number of attachments that can be in the Processing Required document container. The attachments can upload to the container at any time.
After receiving notification from Ocrolus that your documents have completed processing, it is time to examine the results in the Ocrolus dashboard.
From the Encompass loan application, navigate to the Services tab and then click on Order Additional Services.
Now, from the list of My Providers, select Ocrolus and click Submit.
To get to the Ocrolus Product from the Encompass Web Application, perform the following steps:
- Select a loan that has been prepared for Ocrolus Processing, indicated by an Ocrolus Processing Required eFolder container.
- Go to Services and select All Services from the left-side panel.
- If you have not yet ordered a service from Ocrolus, click Order Service in the top right portion of the page.
- If you have configured the product properly, you will see the Ocrolus product available under the Additional Services. Select Ocrolus and click Next to get started.
Alternatively, if you have already initiated an order to Ocrolus, you will find an order that you can reopen by clicking the new window button located on the right side of the order listing.
Once you are logged into the Ocrolus Dashboard, you are able to review the classification results of all forms.
The following are the statuses for a document in the classification summary:
|Documents labeled as Processing are still undergoing classification by Ocrolus and have not been classified yet. They will be displayed with a loading animation to indicate that the process is still ongoing. You can preview the original forms even though they are still in the processing phase by clicking on the form.
|Documents labeled as Rejected were not processed successfully by Ocrolus. This might be due to unsupported document file formats or sizes, illegible content, or other related issues.
|Documents labeled as Unknown are unable to be classified by Ocrolus because the document (or certain pages in the documents) is not a supported form type.
|All other forms that have not been rejected or are no longer in the processing stage will have a form-type classification and are available for review.
When you expand on the document type dropdown, each row will include specific details pertaining to the individual form.
The individual document name will mirror the PDF's attachment name. We utilize a combination of uniqueness values and form-type descriptions to label the document. This name will also be reflected as the attachment in the eFolder once the document is processed.
Some documents will contain Uniqueness Values, which are utilized to distinguish the form from other forms of the same type in the Book. These values are distinct from the form in the preview.
For example, the Bank Statement UVs will have the following values:
- Account Holder
- Bank Name
- Account Number
- Account Type
- Period Start Date
- Period End Date
The Sync Status indicates whether the document has been synchronized back to the Encompass eFolder. Documents currently being imported into the eFolder will be denoted by an animation and a Syncing status.
There are multiple ways to sort and group the classified documents in the Dashboard. These features are to better assist with file management and review.
|Group By Type
|Group documents based on their document type distinction (i.e. Bank Statement, W2, Paystub).
|Group By Upload Date
|Group documents by the date and time they were uploaded to Ocrolus.
|Group By Sync Status
|Group documents based on the sync status with Encompass.
|Sort documents in ascending or descending alphabetical order.
The search function grants customers the ability to search for documents containing keywords. Keywords could be present in the document name, the document type, or the uniqueness values that were extracted.
Once the results are available in the Ocrolus Dashboard, the Ocrolus API will automatically push the documents back into the eFolder.
The Ocrolus API user - configured during the Organization setup steps mentioned above in this guide - will obtain a unique lock on the loan to push documents back into the eFolder. This means that there can be no other active user in the loan file as Ocrolus attempts to place the files back into the Encompass loan, in their designated documents.
If a User is in the loan file at the time of import, Ocrolus will attempt to retry 5 minutes later and will continue this retry process in increasing increments until it is successful.
Ocrolus only applies a loan lock on a loan when:
- Uploading attachments to the Ocrolus system.
- When the classification results are pushed back to the Encompass system.
If Ocrolus encounters a loan lock when uploading attachments or pushing results, the system will attempt to upload/push data back at a regular cadence until the loan is unlocked.
The document names are configurable. If you need to customize a document container, contact Ocrolus customer support.
There is an optional email that notifies the current milestone users that Classification is completed by Ocrolus and results are available to review in the eFolder and via the dashboard.
The email will be triggered by the
book.classified event, which is when all of the pages within the book have been successfully classified.
The email will be sent to the current milestone users of Encompass. These users can be identified by navigating to the milestone in the Encompass Log and noting the associated personas.
Each email notification will appear identical and come from the same email address i.e.,
[email protected]. The email subject line and body will contain the Encompass loan application number for easy reference. This email will notify the relevant milestone associates that documents have been classified and are available for review via the Ocrolus dashboard.
Ocrolus renames all classified indexed attachments.
You can view standard attachment naming conventions here. Ocrolus does not rename the source file(s).
Ocrolus APIs interaction with Encompass adheres to an exponential retry policy. After the sixth retry, an Ocrolus Customer Success team member will reach out to your company's point of contact to raise the issue.
When a loan is locked by a user in Encompass, Ocrolus will be unable to ingest any attachments that do not meet the criteria for upload. When this occurs Ocrolus will attempt to enter the loan again as per the below retry policy.
|10 minutes after the first attempt
|20 minutes after the first attempt
|40 minutes after the first attempt
|80 minutes after the first attempt
|160 minutes after the first attempt
|320 minutes after the first attempt
In the event that Ocrolus has completed classifying and capturing data from an attachment or a set of attachments and cannot access the loan because it is locked, Ocrolus will attempt to reenter the loan again as per the below retry policy.
|1 hour after the first attempt
|2 hours after the first attempt
|4 hours after the first attempt
|8 hours after the first attempt
|16 hours after the first attempt
|32 hours after the first attempt
Updated 3 months ago