Persona Access to Loans - ICE Mortgage Technology

Persona Access to Loans

The Persona Access to Loans business rule is used to configure the level of access each persona has to loan files under specified conditions. These access rights are applied when a loan file matches the conditions specified in the business rule. A typical scenario for Persona Access to Loans business rules involves determining which personas can view or edit a loan at particular milestones. For example: At the Processing milestone, a loan processor has full editing rights to a loan file. When the Submittal milestone is complete, the loan processor has more restricted access rights to perform

a limited number of tasks. When the loan moves past the Approval milestone, the loan processor has view-only access and can no

longer make changes to the loan file.

Types of Access Rights

When you create or edit a Persona Access to Loans business rule, access rights for each persona are configured in section 4 of Business Rule window.

Four options are available when configuring loan file access for a persona: View Only ? All areas of the loan file can be viewed, but not edited. Edit ? All areas of the loan file can be viewed and edited. Custom ? Specified areas of the loan can be viewed and edited. For more detailed information, refer to the

Custom Access Rights section later in this document. Does Not Apply ? The rule does not apply to the persona. The default persona access rules apply. Additionally, the Custom option contains additional options to control access to specific loan features: Hide ? The selected feature is not visible to the persona. Full Edit ? Available for the eFolder Documents tab only. It provides the same level of access as the Edit

option described above. All features on the eFolder Documents tab can be viewed and edited. Partial Edit ? Available for the eFolder Documents tab only. Only the selected eFolder Documents tab

features can be viewed and edited.

June, 2022 ? 2022 ICE Mortgage Technology. All rights reserved. Encompass? and the ICE Mortgage Technology logos are trademarks or registered trademarks of ICE Mortgage Technology or its subsidiaries. Other company and product names may be trademarks of their respective owners.

Conflicts Involving Multiple Personas and Business Rules

Access rights are easy to understand when a user has only one persona and only one Persona Access to Loans business rule applies at a time. The user's access rights are identical to the persona rights defined in the business rule. However, conflicts can arise when one or more of the following situations occur:

A user is assigned more than one persona with different access rights.

Multiple Persona Access to Loans business rules apply to a loan at the same time.

The following sections describe the logic Encompass uses to resolves these conflicts.

Greatest Available Right vs Most Restrictive Right

Encompass resolves conflicts in access rights by providing the greatest available right to a user under some conditions, and the most restrictive right under other conditions. The access rights are listed below in descending order, with the greatest available right at the top and the most restrictive right at the bottom:

Edit

Custom

View Only

Hide Note: When resolving conflicts between access rights, the Does not Apply option is ignored. The Does not Apply option is used to exempt a persona from a business rule when the rule is applied. Applying Rights to Multiple Personas

When a user has multiple personas, the user is given the greatest available right (the highest level of accessibility available within the business rule for any of the personas assigned to a user). This logic assumes that when a user has multiple personas, the company expects the user to have the access rights available to each of the personas in order to perform all the job functions assigned to the user.

Applying Rights when Multiple Business Rules Apply

When multiple Persona Access to Loans business rules apply at the same time, the user is given the most restrictive right (lowest level of access allowed under any of the rules that apply). This logic assumes that when a business rule is used to limit a persona's access, the company expects the limit to be enforced, no matter what other functions the user performs.

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Conflict Scenarios

The following scenarios and examples demonstrate the logic Encompass uses to resolve conflicts in access rights.

Scenario 1: Multiple Personas, One Business Rule

When a user has two or more personas, and only one business rule applies, the user is given the greatest available right for any of the user's personas.

Example: A user has two personas (Loan Opener and Loan Processor). The business rule has a different access right for each persona:

The Loan Opener persona has View Only rights. The Loan Processor persona has Edit rights.

Result: The user is given Edit rights, the greatest available right for any of the user's personas.

Scenario 2: One Persona, Multiple Business Rules

When a user has one persona and multiple business rules apply, the user is given the most restrictive right imposed under any of the business rules.

Example: A user with one assigned persona (Loan Opener) is given different access rights in two business rules:

Rule 1 ? The persona has Edit rights. Rule 2 ? The persona has View Only rights.

Rule 1

Rule 2

Result: The user is given View Only rights, the most restrictive access option under any of the business rules.

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Scenario 3: Multiple Personas and Multiple Business Rules

When a user has multiple personas and multiple business rules apply, determining the access rights is slightly more complex. First identify the access rights that each persona has across all the business rules. Each persona will have the most restrictive right allowed under any of rule. Then compare the results for each of the personas. The user will have the greatest available right allowed to any of the personas.

Example: The following table shows the access settings for a user with two personas (Loan Opener and Loan Processor) in a scenario where two business rules apply.

Rule 1

Rule 2

To Determine Access Rights for the Example Above:

1. Identify the access rights for the Loan Opener across all business rules. Then identify the access rights for the Loan Processor across all business rules. Each persona will have the most restrictive right allowed under either rule.

Rule 1

Rule 2

Loan Opener: Rule 1 (Edit) + Rule 2 (View Only) = View Only Rule 1

Rule 2

Loan Processor: Rule 1 (Edit) + Rule 2 (Edit) = Edit

2. Then compare the results for each of the personas. The user will have the greatest available right allowed to any of the personas.

Final User Access: Loan Opener (View Only) + Loan Processor (Edit) = Edit

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Custom Access Rights

Custom access rights enable an Administrator to grant or deny access to specific features in Encompass. To Configure Custom Access Rights: 1. For a new business rule, select the Custom option.

Or, for an existing business rule, select the Custom option, and then click the Select button.

2. When the Edit Custom Access window opens, select the custom rights for each feature: Hide - The feature will not be visible to the persona. View Only - The feature can be viewed, but not edited. Edit - The feature can be viewed and edited.

3. When selecting the Custom options for the eFolder Documents Tab, two editing options display instead of the single Edit option available for the other custom categories: Full Edit ? All Document tab features can be viewed and edited. Partial Edit ? Only selected features on the eFolder documents tab can be viewed and edited.

4. If the Partial Edit option is selected, a list of available features displays on the Edit Custom Access window. Select the check boxes to configure the persona's right to features on the Documents tab.

NOTE: When a Request/Retrieve check box is selected, an option must also be selected from the drop-down list.

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Partial Edit Options

The first five options control the current rights that the persona has been granted for the features on the eFolder tab in the Personas setting.

Each option is associated with a specific section on the eFolder tab in the Personas setting.

Selecting one of these check boxes allows the persons to retain the rights granted in the corresponding area in the Persona settings.

Clearing a check box removes the persona's rights for the corresponding area in the Persona settings.

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The last two options are used to configure whether a user can request and retrieve borrower documents or services.

Retain current rights to Request/Retrieve Borrower Documents ? The persona retains the rights currently selected in the Personas setting (in the General section on the eFolder tab) to Request Borrower Documents and Retrieve Borrower Documents.

Retain current rights to Request/Retrieve from Ellie Mae Network Service - The persona retains the rights currently selected in the Personas setting (in the General section on the eFolder tab) to request and retrieve services from the eFolder via the ICE Mortgage Technology Partner Network.

Select an option from the When retrieving, put files into drop-down list to configure where files will be placed and whether they will be marked as the current version:

Document and mark current - Retrieved files are attached to the document and the Current Version check box is selected for the file in the Files section of the Document Details window.

Document and not mark current - Retrieved files are attached to the document and the Current Version check box is not selected for the file in the Files section of the Document Details window.

Unassigned Files - Retrieved files are attached to the Unassigned Files section of the File Manager.

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Conflicts Involving Custom Access Rights

Conflicts involving custom access rights are resolved in the same way as other conflicts, with the greatest available right given to a user with multiple personas, and the most restrictive right given to a user when multiple business rules apply. The custom access rights are shown below in descending order, with the greatest available right at the top and the most restrictive right at the bottom:

Full Edit Partial Edit View Only Hide Conflicts Involving Partial Edit Rights

The Partial Edit option for the eFolder Documents Tab contains an additional layer of access controls, so determining a user's access rights is slightly more complicated when two personas or two business rules have different Partial Edit selections for the eFolder Documents tab. In these situations, the same logic used with other access rules is extended to the selections made for the Partial Access options.

If a user has two personas with different Partial Access options selected, the user will have greatest available right in the Partial Access options for each of the personas.

If multiple business rules apply, the user has the most restrictive right in the Partial Access options set in any of the business rules.

The two Request/Retrieve options also have drop-down lists with the greatest available right at the top and the most restrictive at the bottom. If multiple personas or rules have different selections in the drop-down list for the Request/Retrieve option, access is determined by comparing the drop-down selections. A user with multiple personas is given the greatest available right. For multiple business rules, the user has the most restrictive right selected in the drop-down list for any of the business rules.

Scenario 1: Multiple Personas, One Business Rule

In the following example, there is one business rule and the user has two personas with different Partial Access rights for each persona. The user will be given the greatest available right for both personas:

Persona 2 has all the options selected, so the user will have access to all the options. Both personas have the Retain current rights to Request/Retrieve Borrower Documents option

selected, but Persona 1 has a higher level of accessibility, so the user will be given the Document and mark current access right selected for Persona 1.

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