Persona Access to Fields

View the "Creating and Using Business Rules" Quick Reference Guide

Use the Persona Access to Fields tool to manage access to fields and buttons on input forms by persona. You can specify a condition for applying the rule and different access for each persona and condition.

You can also export Persona Access to Fields business rules, one at a time, from an Encompass environment, save them onto your computer and then import the business rule into another Encompass environment. All Persona Access to Fields business rules can be exported and then imported, irrespective of their Status.

To Create a Field Access Rule:

  1. On the menu bar, click Encompass, and then click Settings.

  2. On the left panel, click Business Rules, and then click Persona Access to Fields.

  3. On the Persona Access to Fields tool, click the New icon.

ClosedCreate a Rule Name

  • Type the name of the rule.

ClosedSelect all Channels this rule applies to 

  • Select the channels where the rule will be applied.

  • Select No channel selected to apply the rule to a loan where none of the channel options are selected.

Note: The channel for each loan is specified on the Borrower Summary form.

ClosedSelect a condition for this rule

  1. Select No to always apply the rule.

  2. Or, select Yes to create a condition for when the rule is applied.

  • Select a category for the condition, such as Loan Purpose.

  • Select a value for the category, such as Purchase.

  • If you select Current Role for the category, you can configure the rule to only be applied when a specific role is assigned to finish a specific milestone. After selecting Current Role, click the Lookup icon (magnifying glass), select the specific role, and then select the specific milestone from the drop-down list.

    Note: If you select the Advanced Conditions option, you can create expressions to define custom conditions. Click theFind icon to select filters for the Advanced Conditions option. For detailed instructions on how to create your own code, refer to the "Advanced Coding for Business Rules" document.

 ClosedSelect filters for the Advanced Conditions option 

  1. Select Advanced Conditions as the category condition, and then click the Find icon on the right.

  2. Click the New icon to add a new filter.

    Note: If you have existing filters, the New icon places the new filter at the bottom of the list. Select an existing filter and then click the Insert button to insert a new filter above the selected filter.

  3. On the Add/Edit Search Filter window:

    • Type a Field to add as a filter.

    • Or, click the Find icon, select a field from the list, and click OK.

    • Or, click the Find icon, type one or more characters in the Find field and then click Find. The first of the characters occurrence in any column are found. Continue clicking Find to view additional occurrences. Select a field from the list, and click OK.

  4. Select an Operator, enter (or select) a Value, and then click OK.

    • The Operator and Value define how the field will be used. For example: Field ID= 1109 (Loan Amount), Operator = Greater than, Value = 250000.

  5. Click OK.

  6. Repeat steps 2 through 5 to add more filters.

  7. To use parentheses to control the order in which multiple filters are evaluated, click Parentheses, select the filters to group, click the New icon, and click OK.

  8. Use the AND/OR button to determine how search filters are used together.

  9. When finished, click OK.

ClosedDefine persona's field access for the condition

  1. Click Add.

    • Type the field IDs of the fields to which you will assign persona access, and click Add.

  2. Or, click Find.

    • Select forms from the left, right-click to select fields, and then click OK.

    Note: To select all the fields on a form, click Select All. If needed, you can then right-click fields that you want to deselect.

  3. Back on the Field Access Rule window, select a field from the Add a Field list.

  4. In the Assign Right list, select an access option for each persona.

  • View Only/Disabled - The value in the field can be viewed, but not edited. The field appears dimmed.

  • Edit/Enabled - The value in the field can be edited.

  • Hide - The value in the field is hidden. An asterisk displays in the field, and the field appears dimmed.

  • Does Not Apply - The rule is ignored and has no impact on the persona's access rights.

  • Click Save.

ClosedAdd and apply button access rules 

  1. On the Field Access Rule window, click Find.

  2. Select a form from the list on the left, right-click to select the button the rule will apply to, and then click OK.

    Note: Some buttons are not available to select in this view. If the button you are looking for does not display on the selected form in this view you must use a different method to apply a business rule to it. Follow the steps in the sections above to create and apply a field access rule for the button.

  3. Back on the Field Access Rule window, select the button from the Add a Field list.

  4. In the Assign Right list, select an access option for each persona.

    • View Only/Disabled - The button is dimmed.

    • Edit/Enabled - The button can be clicked.

    • Hide - The button is hidden.

    • Does Not Apply - The rule is ignored and has no impact on the persona's access rights.

  5. Click Save.

ClosedConfigure persona access to the Import FNMA 3.2 File Option on the Manage Borrowers Screen

Users authorized to access the Manage Borrowers screen in Encompass can use the Import button on the screen to import an FNMA 3.2 file, another loan file, or contacts to Encompass. Administrators can use the Persona Access to Fields business rule to hide the FNMA 3.2 file option from specific personas and prevent them from using this Import button to import FNMA 3.2 files.

Note: In order for this business rule to work effectively, you must also use the Personas tool to remove the persona’s ability to import FNMA 3.x files from the Pipeline. Instructions to do this are provided below.

  1. On the Field Access Rule window, click Add.

  2. Type the field ID for the Import button, and then click Add. (The field ID for the Import button is Button_FMBorImport.)

  3. Back on the Field Access Rule screen, select Button_FMBorImport in the Add a Field list.

  4. In the Assign Right section, locate the persona, and then double-click the option in the Rights list.

  5. Select the Hide option from the drop-down list.

  • By selecting Hide, the FNMA 3.2 file option is not displayed in the Source drop-down list when the user clicks the Import button on the Manage Borrowers screen.

  • Do not select the View Only/Disabled, Edit/Enabled, or Does Not Apply options. They have no impact on the import FNMA 3.2 file option.

  1. Click Save.

ClosedRemove the Persona’s Ability to Import FNMA 3.x Files From the Pipeline

  1. On the menu bar, click Encompass, and then click Settings.

  2. On the left panel, click Company/User Setup, and then click Personas.

  3. In the left panel, select a persona.

  4. Click the Pipeline tab.

  5. In the Pipeline Tasks section, click the blue Import Loans link.

  6. Clear the Fannie Mae 3.x check box, and then click OK.

  7. Click the Save icon.

ClosedConfigure persona access to buttons on the Secondary Registration and MIP/PMI Calculation screen

  1. On the Field Access Rule window, click Find.

  2. In the Select a Form section on the left, click Buttons for Business Rule.

  3. Right-click a button, and then click OK.

  4. In the Assign right list, select an access option for each persona, and then click Save.

 

  1. In the Notes/Comments field, type details and helpful notes about the rule as needed.
  2. When finished, click Save.

Work with Field Access Rules

  Published  May 27, 2020

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