Duplicate Loan Check

Duplicate Loan Check

When enabled, a Duplicate Loan Check message automatically displays when a user attempts to save a loan file that contains data that matches the data in another loan file.

 In order for the Duplicate Loan Check to be eligible to be performed on a loan, the Duplicate Loan Check component must be enabled in the Encompass Admin Tools and the loan must be in a loan folder where the Include in Duplicate Loan Check option has been selected.

The following fields are reviewed for duplicate data and will trigger the Duplicate Loan Check window:

  • SSN (field IDs 65 and 97)

  • Home E-mail (field IDs 1240 and 1268)

  • Work E-mail (field IDs 1178 and 1179)

  • First Name (field IDs 4000 and 4004)

  • Last Name (field IDs 4002 4006)

  • Home Phone (field IDs 66 and 98)

  • Cell (field IDs 1490 and 1480)

  • Subject Property Address (field ID 11)

    When the system checks for duplicate subject property addresses, it is not just the Subject Property Address field (i.e., the street address) that is reviewed. The system reviews this field and these other three fields:

    • City (field ID 12)
    • State (field ID 14)
    • Zip (field ID 15)

    The Duplicate Loan Check will be triggered only if all four of these fields (i.e., the complete mailing address) match the complete mailing address used in another loan file.

  • In a loan file that has been imported into Encompass, the Duplicate Loan Check is also triggered when one of these trigger fields is updated, for the first time, to a value that matches the value in another loan file.

  • The Duplicate Loan Check does not examine completed loans (i.e., loans where the Completion milestone has been finished).

To Search for Potential Duplicate Loans:

The Duplicate Loan Check message will automatically display when a user attempts to save a loan file that contains data that matches the data in another loan file, however you can manually search for potential duplicate loans at any time:

  1. From the Pipeline, open a loan file.

  2. Click Loan in the menu bar, and then click Duplicate Loan Check.

    • If potential duplicate loans are discovered, the Duplicate Loan Check pop-up message displays.

    • If no duplicate loans are discovered, a pop-up message stating that no duplicate loans were found displays.

To Review Potential Duplicate Loans:

When the Duplicate Loan Check pop-up message displays, all potential duplicate loans are listed, along with loan details.

  1. Click a column header to display data in ascending order based on the information in the column. Alternately click the header to sort the data in descending or ascending order.

  2. Select a loan in the list, and then click the Review Loan button.

  3. When prompted to exit the loan you are currently working on, select an exit option, and then click OK.

    • Select Save and exit loan to save any unsaved changes to the loan before exiting the loan file.

    • Select Exit the loan without saving to discard any unsaved changed before exiting the loan file.

  4. The potential duplicate loan is displayed. Review the loan data to determine if it is a duplicate of the loan file you were working on.

  5. Click the loan officer's icon or the icon of the loan team member that started the loan file to view their contact information and contact them to discuss the potential duplicate loan as needed.

  6. If you do not want Encompass to automatically search for loans that may be duplicates of the loan you are currently working on, select Do not show again for this loan.

  7. To exit the Duplicate Loan Check message window without reviewing potential duplicate loans, click Exit.

     After you review a loan, the Duplicate Loan Check pop-up message will not be automatically triggered by that loan again. If matching data is found in a different loan, the pop-up will be automatically triggered again and all the loans with matching data (including the loan you already reviewed) will be listed (unless you selected the Do not show again for this loan checkbox).

See Also

Loan Folder Setup