Knowledge Base

The Key Date Automation tool streamlines workflow by automatically populating the “Other Tracking” disclosure dates in Encompass® on the Disclosure Tracking form when disclosure documents are sent using the Encompass® Document Engine. By eliminating manual data entry, the tool improves accuracy and ensures consistent disclosure tracking throughout the loan lifecycle.

Benefits

• Automatically fills in disclosure date fields—no manual entry required.
  
• Reduces errors and improves compliance tracking.
  
• Supports configurable settings to align with an organization’s disclosure naming standards.
  

Activation

To turn this tool on:

1. Log in to Encompass® as a Super Admin.

2. Open LTK PowerTools™ from the Encompass® menu. Confirm the license includes the Optimized or Enterprise Tier.

3. Click Settings > PowerTools™ Optimized tab.

4. Turn on the Key Date Automation by clicking On.

Important: After activation of the Tool, be sure to wait for the prompt stating that the download is complete prior to continuing.

5. Ensure a license number populated and restart Encompass®.

How to Configure It

To configure the tool, open LTK PowerTools™ and access the Key Date Automation settings under the Optimized menu option.

1. Trigger Fields: Field IDs can be added to determine which fields trigger the automation process.  Both standard and custom field IDs are supported. 
   
2. Disclosure Date Name: Select the disclosure date to be automated. Once selected, the associated field ID will display automatically in the Date Field ID.
   
3. Document Name: Enter the document name the plugin uses to track the document referenced in step 2. This name must match the document name EDS uses when sending disclosures through the Encompass® Document Engine.
   
4. Get Earliest Date?: When selected, the tool will use the earliest date a disclosure was sent, even if it appears in multiple sets.
   
5. Enabled?: Use this checkbox to turn automation on or off for each specific disclosure date.
   

How It Works

Once configured, Key Date Automation runs in the background. Whenever applicable documents are sent using the Encompass® Document Engine, the corresponding disclosure dates are automatically populated in the loan file.

Note: The tool only tracks disclosures sent via the Encompass® Document Engine. Documents printed or delivered outside of this system are not tracked.

Managing Disclosure History

To manage the Disclosure History:

• If a disclosure set is excluded from the timeline, the associated date is removed.
  
• Re‑including the disclosure set restores the date automatically.
  
• When the same disclosure is sent multiple times, the earliest sent date is retained.
  

Appraisal Provided Date Automation

To enable automatic population of the appraisal-related dates:

• Add the appraisal document to the disclosure set using the eDisclosure functionality within the eFolder.
  
• Do not use the Send button as this bypasses the automation.
  

Appraisal Date Logic:

• The 1st Appraisal Provided Date is populated when the appraisal is first included in a disclosure set.
  
• If the appraisal is included again, the Subsequent Appraisal Provided Date is updated.
  
• If the original disclosure set is excluded, the subsequent date automatically becomes the new first date.
  

Installed Components

• Custom Form: None
  
• Codebase Assemblies: None
  
• Custom Data Objects: LTK-DisclosureDateAutomation.json
  
• Plugins: None
  

Custom Fields Created: