Milestone Completion

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

Working with Task-Based Workflows Setup Guide

Use the Milestone Completion tool to define and manage requirements that must be met before a milestone is finished. You can specify a condition for applying the rule, documents that must be received, and fields that are required.

For example, you can create a milestone rule that requires that the credit report has been received before the File Started milestone can be marked as Finished.

To Create a Milestone Requirement:

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

  2. On the left panel, click Business Rules, and then click Milestone Completion.

  3. On the Milestone Completion 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.

ClosedIs there 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), and then select the specific role. Then select the specific milestone from the dropdown list.

    Note: If you select the Advanced Conditions option, you can create expressions to define custom conditions. Click the Find icon to select filters for the Advanced Conditions option or, 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 occurrence of the characters 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.

ClosedSelect required documents for each milestone

  1. Click the Required Docs tab and click Add.

  2. Select Add from All Documents and click one or more documents.

    • Or, click Add from Document Set Templates, and click a template of documents.

  3. Select a milestone from the For Milestone dropdown list to indicate the milestone at which the documents are required.

  4. Select the checkbox to indicate that the attachment of an electric file is required.

  5. Click Add.

  6. Back on the Required Docs tab, if necessary you can select a document and change the milestone or attachment requirement.

ClosedSelect required fields for each milestone

  1. Click the Required Fields tab.

  2. Click Add, and then type the field IDs of the required fields.

    • Or, click Find on the Required Fields tab, select forms from the left, right-click on the form to select required fields, select a milestone from the For Milestone list to indicate the milestone at which the fields are required, and then click OK.To select all the fields on a form, click SelectAll. If needed, you can then right-click a field to cancel the selection.

  3. Select a milestone from the For Milestone list to indicate the milestone at which the fields are required.

    Note: To change this milestone later, return to the Required Fields tab, select a field, and then double-click the milestone in the For Milestone column. Select the new milestone from the list.

  4. When finished, click Add.
  5. Click Save.

Note: For instructions on enabling loan team members to enter a required field's value directly on the milestone worksheet (instead of locating the field within the loan file), refer to step 4 of the To Create a Milestone Requirement instructions.

ClosedSelect required tasks for each milestone

  1. Click the Required Tasks tab, and then click Add.

  2. Select one or more predefined tasks:

    • Milestone Tasks - Click the Tasks tab, and then select one or more tasks.
    • Task-based Workflow Tasks - Click the Workflow Tasks tab, and then select one or more workflow tasks. Use the Search field to search for existing workflow tasks. For more information about workflow tasks, refer to the Working with Task-Based Workflows setup guide.

  3. Select a milestone from the For Milestone dropdown list to indicate the milestone at which tasks are required.

  4. When finished, click OK.

  5. Back on the Required Tasks tab, if necessary you can change the Milestone at which the task is required.

    • The selected workflow tasks are displayed with a clipboard/checklist icon on the Required Tasks tab to differentiate these workflow tasks from other required tasks required for the milestone completion rule.

ClosedSelect filters for the Advanced Conditions tab 

Use the Advanced Conditions tab to specify additional conditions that must be met in order to complete the milestone. For example, you can create custom coding to require the completion of three additional fields when a loan exceeds a specified amount in a particular state or county.

  1. Click the Advanced Conditions tab, and then click Add.

  2. Type the code in the Advanced Coding window, and then click OK.

  3. Click Save.

    Note: For detailed instructions on how to create your own code, refer to the "Advanced Coding for Business Rules" document. 

  1. In the Notes/Comments field, type details and helpful notes about the rule as needed.

  2. When finished, click Save.
  3. In the Required Fields Rule Setting section, select the Allow users to complete fields on the Milestone worksheet checkbox to enable loan team members to enter a required field's value directly on the milestone worksheet. By default, this checkbox is not selected. When not selected, loan team members must click the Go to Fields button on the milestone worksheet and then enter the field's value on the appropriate form or tool in the loan file.

Work with Milestone Requirements