Synchronize Encompass Data
Use Your Ellie Mae Encompass Data in Powerful New Ways!

Introducing the ENCOMPASS™ Lens
for Universal Data Translator™
 

Synchronize data to/from Ellie Mae ENCOMPASS™ Loan Origination Software databases to virtually any other database such as GoldMine^®, ACT!^®, Outlook^®, QuickBooks^®, Microsoft Excel^®, Microsoft Access^®, Microsoft SQL^®, Oracle^®, most ODBC compatible databases, flat files, PDF, Automated Campaign System (Fax, email, print), or DBF.

Also functions to import and export data to and from Encompass^®.  

Yes, you heard right! Now you can synchronize Encompass with your GoldMine, ACT, Outlook, or other CRM database as well as a variety of other databases and software solutions, such as Microsoft Access^®, MS-SQL^®, Oracle^®…even QuickBooks^®!

Introducing UDT ... Universal Data Translator^®.

What is UDT? What does it do?

UDT is a software application that manipulates database data. A popular application is to synchronize the contents of two databases, such as Encompass and GoldMine CRM. And, as you will soon see, UDT can also perform advanced data functions, such as data translation, concatenation, filtering and more. Besides Encompass and GoldMine, a variety of databases can be attached to UDT.

UDT reduces data entry labor and the possibility of data entry errors. When data is entered into one database, the other database is updated, automatically and without user interaction. Because data moves from one location to another swiftly and automatically, your workflow, marketing and processing tasks work more smoothly and with less effort.

More than two databases can be synchronized together by linking synchronizations or by using layers. (More on this later.)

For most users, just knowing that UDT can synchronize Encompass and GoldMine, or Calyx Point and ACT!, or Mortgage Coach and Point, or DataTrac and MS SQL / MS Access is reason enough to stop right here and pick up the phone.  

If you don't have time to read on (or don't want to get into the technical stuff), just give us a call at 800-508-2266. We are happy to determine your needs and discuss how UDT can solve your database challenges.

How does UDT work? 

OK, so you want to read more about how UDT works? Great!

UDT connects to various databases (up to two at a time) using a a connector called a lens.

What applications can be synchronized?

There are many lenses to choose from, and you can buy as many as you wish, to synchronize as many databases as you wish. Current lens choices include:

Once the lenses are configured, data can be manipulated inside the databases.

What can you do with the database data?

There are multiple ways to work with data using UDT. In addition to performing popular tasks like Linked Fields synchronization, UDT can also perform advanced tasks: translations allow you to create rules that define how and when data will be updated, and what new data will be populated into the target database; concatenations combine the contents of multiple fields into one field; and filters limit the records which are affected by synchronization.

OK, let’s take a closer look at the various ways we can synchronize data:

First, let's discuss Linked Fields Synchronization.

Two fields, one from each database, are mapped to one another. In the image above, Encompass Field A is linked to CRM Field 1, and Encompass Field B is linked to CRM Field 2.

Each individual link can be customized to synchronize data in specific ways: 

Note that these features are defined for each field !  As you can see, UDT provides a lot of flexibility and power.

A little more info about Bi-Directional Synchronization

So you are probably wondering, “How smart is UDT when synchronizing two databases bi-directionally?" What if...

The end result of Linked Fields Synchronization is that a two (or more) databases can be kept synchronized when edits are made to either database.

Translation Synchronization

With Translation Synchronization data can be synchronized in advanced ways. A translation is usually triggered by a condition. A condition is an expression with a true or false result. When the expression is true, the translation is triggered. Once a translation is triggered UDT can update the target field (in either database) with data from another field (in either database), a literal string (such as the word “Funded”), or the result of some computer expression (such as today’s date or the Annual Salary divided by 12). You can create as many translations as you wish.

Translations usually take the form of:

When Field abc in database 1 is equal to (or greater than, less than, begins with, contains, or does not contain) a certain value (either literally or a value from either database), then make some other field in either database equal to a value of some field in either database (or even a literal expression such as the word “Funded”). 

In other words, when a condition is met, data can be changed to reflect a certain value.

For example:  

If field F1233 in Encompass is not empty
THEN
UPDATE GoldMine field key1 to equal the phrase "Funded" 

As you can imagine, you can create a whole slew of rules which describe the translation of data as it moves through the loan process. (And in some cases, such as when synchronizing Encompass with GoldMine, we have already created them for you.) Indeed, such methods of data translation are very powerful and offer you a great deal of control over how your data synchronizes.

Advanced Record Matching. Powerful record searching/linking features allow automated matches to occur between two or more databases. You can use any matching criteria that works for you. For example, let's say you want to synchronize Encompass with GoldMine, but the records already exist in both databases. By identifying a unique record identifier, such as a unique loan number, to identify matching records, when two records exist in two databases with the same loan number, they will automatically be linked together and synchronized. This minimizes the possibility of creating duplicate records. 

You could also use a combination of field values as a unique identifier to set up a "one-to-many" synchronization. For example, you might use the social security number field, the subject property and the open date to identify loans that have been opened by a borrower on the same day for the same subject property (a first and second deed of trust for example). In this way, both LOS records can be synchronized to the same CRM record.

Also, by using record matching and unique record identifiers, you can synchronize more than 2 databases together. (See following illustration.) Let’s say you wanted to synchronize Calyx Point, GoldMine CRM and DataTrac. You could create the file in Calyx Point, allow the synchronization to create a record in GoldMine automatically, and then, when the loan number fields match between Point and DataTrac, the system would automatically link records in DataTrac to the appropriate records in GoldMine.

Here’s another example: Let’s say you wanted to synchronize Encompass with GoldMine CRM and you also wanted to sync an MS Access or MS SQL database (which is being used to run your dynamic web site). As data is entered into Encompass, it will synchronized be with GoldMine. As the GoldMine data is updated automatically with the appropriate milestone dates, an MS Access or MS SQL database in turn updates. The web site , feeding on the Access/SQL data populates the web site with the latest customer information! 

Flexible Record Filtering.  Imagine being able to apply easy filters such as “Only Synchronize records where the loan agent contains ‘Brad Johnson’”  or “Do not synchronize records after the Funded Date field is populated” Being able to easily create filters that designate which records get synchronized is important when synchronizing Calyx Point, Genesis 2000, Contour, and Encompass records into your CRM system.

Frequently Asked Questions

How often does UDT synchronize data?

UDT can be set to scan databases as often as every 120 seconds. Most clients find that running UDT every hour during the work day provides more than enough synchronization. Very large databases (over 100,000 records) are best synchronized at night, when the system is unloaded.

What are the hardware and Operating System requirements?

UDT requires Windows 2000 Professional, Windows XP Professional, Windows 2003 Server, or Windows Vista.

Minimum system requirements are modest: A Pentium III with 256 MB RAM will run the system, however a more powerful processor and network connection will produce best results. Large databases are best synchronized on a dual processor machine with a Gigabit backbone to the database servers. Memory need not exceed 512MB unless running software other than UDT.

How is UDT licensed?

UDT is licensed based on the type and "size" of the lenses used. There are two types of connectors: User Licensed Lenses and Open License Lenses.

User Licensed Lenses connect to databases that are also licensed by users, such as ACT! and GoldMine. The size of the lens is determined by the number of users in the CRM software. For example, if UDT is to be connected to a GoldMine CRM database, then UDT will be licensed based on the total number of users licensed in GoldMine. To connect with a 10 user GoldMine system, you would need a 10 user UDT. When connected to a CRM database, UDT is always licensed by the quantity of CRM users. So you could synchronize a 40-user Calyx Point system with a 5-user GoldMine system using a 5-user UDT.

Open License Lenses connect to databases that are not licensed by the number of users, such as MS SQL, MS Access, and other ODBC type data sources. An open connector is a flat fee license.

How much does it cost?

UDT is $298 per user. There is a five user minimum. Pricing on open license connectors vary by type. 

We recommend that you give us a quick call and let us know what kinds of databases you want to synchronize. Then we can figure out what software will best fit your needs. Call us at 800-508-2266. 

Are there any ongoing costs?

On each UDT system, there is a required fee of $1200 per annum for upgrades and software maintenance and support.

Is UDT difficult to implement?

All mapped fields are contained in a file called a Translation Definition File or TDF. The most difficult part of any UDT implementation is creating the roadmap for the TDF. This consists of the process of listing the fields in each database which will synchronize to the fields in the other database, and vice versa. We can work with you to build the map. Or, if you don't want to lift a finger, we can do the full implementation.  

Additionally, AspireGold keeps several TDF's “in stock” for popular applications. For example, one of our most popular applications is using UDT to link Encompass and GoldMine CRM. We have a TDF "in stock" for that application and customers can download it from our website. We also have a TDF for Calyx Point and GoldMine CRM. For custom implementations where we do not have a stock TDF, many clients hire AspireGold to create the initial map of fields, and install and implement the UDT software. Later on, the client can edit the TDF themselves.

What support is offered?

Free and fee-based Technical Support is available.

AspireGold offers full services for UDT (and other products). You don't have to be a database expert to benefit from the power of UDT. We will setup, implement and maintain your software. Ask us about it! 

The end result is that you will have your two (or more) databases in full synchronization. The system is very flexible and very powerful. You can purchase any combination of database links to:

When synchronizing with Encompass, do you need to buy the Encompass Software Developers' Kit (SDK)?  To access raw Encompass data, Encompass users are normally required to purchase the Encompass SDK at a cost of over $2500. The UDT Encompass Lens includes an SDK license, so you are not required to purchase it separately!  

Let's say you have it on the drawing board to link an application to your Encompass data. Your developers plan to purchase the Encompass SDK at a cost of over $2500 and write a custom software application that links the Encompass database (at a cost of several days of labor (totaling an estimated $6000-$10000). Rather than re-invent the wheel, wouldn't it have been easier to link your custom app to a familiar data source such as Microsoft Access or Microsoft SQL? By using UDT to "mirror" your Encompass data into a standardized (and well-known) container such as MS-SQL or Oracle, you open up a world of opportunity for you to access your data, cheaply and efficiently.

So, what are some other ways you can use Encompass data once you mirror it in a common container such as Access or MS-SQL?

Are you ready to begin profiting from the data you already own?

Call us today at 800-508-2266.

Or Purchase UDT online.