Description:
When wet sign documents are uploaded in the Closing Portal, the setting 'Import Closing Documents as One File' dictates whether the uploaded doc is scanned for barcodes or not.
When enabled (on): the uploaded doc will not be scanned for barcodes, resulting in a single pdf being sent to the LOS.
When disabled (off): the uploaded doc will be scanned upon upload in the Closing Portal and the system will try to identify (by barcodes) the individual documents from the upload.
Note: This setting can only be adjusted be a company admin.
How to Adjust Setting:
- From the Company Settings go to the Disclosures & documents section and select eClose.
- Toggle 'Import Closing Docs as One File' on or off as desired.
What is the Closing Portal Experience When This Setting is Enabled?
- Before the wet sign documents can be uploaded, they must first be downloaded via the 'View wet sign documents' task. The user can view or print the documents directly from this task. After either downloading or printing the docs, the user will be able to submit this view task.
- When the Closing Portal user is ready to upload the wet sign docs, they can do so via the 'Upload wet sign documents' task.
- The system will not scan the uploaded documents for barcodes, and the task will complete upon clicking Submit, regardless of what docs were actually uploaded. This technically allows the user to upload any document they choose and puts the burden of ensuring the correct docs are uploaded on the Closing Portal user. In the example below, docs with wrong barcodes were uploaded, and the task still completes after clicking Submit.
How Will This Import into Encompass?
- When the docs import to the Encompass eFolder, they will remain as a single pdf, just as it was uploaded in the Closing Portal. As an example, notice the page count in the screenshot below, there are 27 pages total. The Note that you see in the screenshot is only 3 pages, and the wet sign documents make up the 24 remaining pages.
What is the Closing Portal Experience When This Setting is disabled?
- Printing/Downloading the wet sign documents is the same process as shown above in the 'What is the Closing Portal experience when this setting is enabled?' section.
- With the setting disabled, when a user uploads the wet sign docs in the closing portal, the docs will be scanned for barcodes. When they’re scanned, the system is trying to ensure the correct docs were uploaded, as well as all the pages from each doc. The system will be looking to ensure the same barcodes exist between the documents that were downloaded and those that are uploaded.
- After clicking Submit on the upload task, the user will see that the docs are being scanned.
- If all documents are recognized and the system doesn't find any missing, the task will be submitted and will be moved to completed tasks.
- If any document or page is not recognized, then the user will see the results of the scan within the task, and the task will not be submitted. They will not be able to submit the task until they re-upload a copy, in which all barcodes are recognized. This can be tricky with the variety of printers/scanners out there, and the configurations on each device. If the barcodes are blurry on the printed wet sign docs or the scanned (uploaded) docs, the system will likely not be able to read them. nCino Mortgage recommends a minimum of 200 dpi for the scanner and to print in full quality (not greyscale).
Important Note: Even if the uploaded docs are not recognized and the Closing Portal user is unable to submit the upload task, the uploaded docs will still import to the LOS at the time of package completion.
How Will This Import into Encompass?
- When the docs import to the Encompass eFolder, each document will be imported separately, assuming all barcodes could be read.
- As an example in the screenshot below, there were 6 documents in the closing package (left hand side of the screenshot, those are the 6 docs that were uploaded and then separated by barcodes). Notice the page count as well. It’s only 3 pages because there are only 3 pages to the Fixed Rate Note and this bucket is only housing the Fixed Rate Note.
Published: 05/23/2025 Last Update: 05/23/2025