DocIndex brings the power of Classify into your existing Encompass instance with our integration. Once your Ocrolus API user is set up, you can enable DocIndex by configuring your eFolders as follows.

Standard document containers

We use a handful of predefined containers that represent specific stages in our document processing pipeline. To use DocIndex, ensure that your Encompass instance has the following document containers:

The containers are used as follows:

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:

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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.

The "Processing Required" Document Container

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.

eFolder process

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:

1. Ocrolus receives a webhook notification for the new attachment in the "Processing Required" document container.
2. 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.
3. 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.

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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.

Auditing Results

Perform the following steps to audit the results:

1. To review DocIndex results, go to the Forms tab and open the form named Ocrolus. You may need to check the Show in Alpha Order or Show All boxes.
2. Select the DocIndex button. The DocIndex screen will display all of the relevant details related to the documents Ocrolus has processed.

The following table describes the fields and their description that are available on the DocIndex screen:

When loan locks occur

Ocrolus only applies a loan lock on a loan when:

• Uploading attachments to the Ocrolus system.
• When classifications 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.

Attachment naming conventions

Ocrolus renames all classified indexed attachments.

You can view standard attachment naming conventions here. Ocrolus does not rename the source file(s).

The attachment names are configurable. If you need to customize a document container, contact Ocrolus customer support.

Retry Policies

Ocrolus APIs interactions with Encompass adhere 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.

Attachment Ingestion

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.

Attachment Reindexing and Capture

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.