CloudFiles for title, escrow and settlement
Title, escrow and settlement teams chase contracts, payoffs and title work from every party for each Salesforce order, then retype figures by hand. CloudFiles organizes party documents, checks title work and drafts statements in Salesforce.
From first contract to recorded deed
Title companies track every order in Salesforce, while the contracts, title work and recorded deeds behind it arrive by email from every side. CloudFiles organizes, gathers, checks and produces those documents on the transaction.
The manual way
- Escrow officers open each new order by attaching the purchase contract, payoff letters, lender instructions and agent forms to one flat files list on the opportunity. By closing week, nobody can tell which party sent what without opening every file.
- Escrow assistants email buyers, sellers, agents and lenders for the signed contract, IDs, payoff details and lender instructions, then attach every reply to the opportunity by hand. Closing dates slip while the last attachment is chased.
- Title examiners compare the title commitment, vesting deed and survey page by page, checking names, the legal description and every exception against the transaction record. A mismatch caught late pushes the closing date and reopens curative work.
- Post-closing teams receive recorded deeds, mortgages and final title policies in batches from the county and the underwriter, then split, rename and match each one to its transaction by file number. Files stay open for weeks while the stack waits.
- Closers rebuild each settlement statement, set of escrow instructions and payoff request letter from transaction data one order at a time, copying names and figures into templates by hand. Every retyped figure risks a correction at signing.
The CloudFiles way
- CloudFiles gives every escrow transaction a folder with a place for each party from the moment the order opens. Each new opportunity or transaction record receives sub-folders for buyer, seller, lender and agents, so documents land with their party.
- CloudFiles collects every party's documents into the transaction without an email chase. Each party gets one secure link that lists exactly what to send and asks for no Salesforce account, and each upload goes into that party's sub-folder.
- CloudFiles checks the commitment, vesting deed and survey against each other before an examiner opens them. The three documents form a single dataset, names and legal descriptions are compared with the transaction, and only disagreements wait for review.
- CloudFiles returns every recorded document to the transaction it belongs to. Each returned batch is broken into single documents, and each one is sorted by type and paired with its transaction by file number. Unclear matches wait for a person.
- CloudFiles drafts each settlement statement, escrow instruction set and payoff request straight from the transaction record. The template for that transaction type fills with live figures and party details, and signed copies return to the transaction folder.
Every escrow document, handled from order to recording
Salesforce Flow starts every one of these jobs on the opportunities, contacts and transaction records escrow teams use, and CloudFiles does the document work.
Transaction folder automation for title and escrow
CloudFiles creates a structured folder for every escrow transaction in Salesforce when the opportunity or custom object for a new order is saved, with a sub-folder for each party, in the title company's storage.
- When an order is saved, a record-triggered flow calls the create folder flow action, which builds its buyer and seller sub-folders
- Refinance and commercial orders each start from their own template folder, cloned by the copy resources flow action for that record type
- Each transaction's folder sits inside its lender or builder account's folder, so an escrow officer sees every order for a repeat client together
SharePoint integration for title and escrow files
CloudFiles links each escrow transaction in Salesforce to its folder in SharePoint, or in whichever storage the title company runs, so staff find, preview and manage every file from the record.
- The copy Salesforce files flow action places every file added to an opportunity into its SharePoint folder, so staff look in one place
- SharePoint metadata on each file holds its file number and document type, taken from the transaction record, so any deed is found by file number later
- When an opportunity is reassigned, a flow can grant storage access to the new escrow officer and revoke it for the previous one
Escrow document collection from every party
CloudFiles collects purchase contracts, IDs, payoff authorizations and lender instructions from every party through one secure link per transaction, and puts each upload in that party's folder in Salesforce.
- The create file request flow action sets up one request per document a party owes, aimed at that party's folder on the opportunity
- Buyers and sellers upload with no Salesforce account, and every file goes straight into its sub-folder on the transaction record
- With email verification switched on, every upload records the sender's email, so a flow can note on the transaction record who sent it
Title commitment, deed and survey review
CloudFiles reviews a title commitment, its vesting deed and the survey together in Salesforce. All three join one dataset and are compared with each other and the transaction record, so examiners clear exceptions sooner.
- The create dataset flow action groups the commitment, deed and survey on a transaction with its buyer, seller and property fields
- A CloudFiles Document AI workflow compares vesting names, legal description and exceptions with the transaction, sending mismatches to an examiner
- Agreed vesting and legal description details are mapped onto the opportunity or transaction record by the document mapper flow action
Recorded document matching for post-closing
CloudFiles matches recorded deeds, mortgages and final policies to their transactions in Salesforce as each batch comes back, so post-closing teams close files without sorting a stack of returns by hand.
- A batch scan from the county, attached to Salesforce, is separated into individual, named documents by the split document using AI flow action
- Deeds, mortgages and policies are classified by type, then looked up by file number on the transaction record, with property address as the fallback
- Recording dates and instrument numbers are written to the transaction record, and documents with two possible matches wait in a review queue
Settlement statement generation and e-signature
CloudFiles generates settlement statements, escrow instructions and payoff request letters from each transaction's record in Salesforce, routes each one to e-signature and keeps every signed PDF there.
- The get doc-gen templates flow action picks the template set for each transaction record type, so purchases and refinances use their own forms
- Fees and credits from the transaction's related records fill a table in the statement, and the closer approves it on one record before signing
- Payoff request letters for every open order at the payoff stage are produced in one run by the generate document (batch) flow action
Key documents we handle for title, escrow and settlement
CloudFiles organizes, checks and produces the paperwork every closing depends on, along with every other document your title and escrow teams keep in Salesforce.
Purchase contracts and addenda
The signed agreement that opens each order, filed in the transaction's buyer and seller folders and kept as the source for every date and price.
Title commitments and policies
The insurer's commitment to insure and the final policy that follows it, kept side by side on the transaction from title search to post-closing.
Surveys and plats
Boundary surveys and plat maps that fix the property's legal description, stored in the transaction's title folder beside the commitment they support.
Settlement statements
The line-by-line account of every charge and credit at closing, produced from transaction figures and kept on the record with each signed copy.
Escrow instructions and payoff requests
The written terms escrow follows and the letters asking each lender for an exact payoff figure, generated from the transaction and sent for signature.
Recorded deeds and mortgages
Documents back from the county recorder, filed in the transaction's post-closing folder with their recording details as proof the transfer is on record.
Stay industry compliant
CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.
Frequently asked questions
Yes. CloudFiles builds an escrow file folder in Salesforce the moment a new order's opportunity or custom transaction record is saved, with sub-folders for the buyer, seller, lender and each agent. The folder sits in the title company's storage and appears on the record page, so escrow officers never set one up by hand. Admins run the create folder flow action from a flow on record creation.
Yes. CloudFiles keeps a title company's Salesforce escrow files in the storage it already uses, whether SharePoint, Google Drive, Azure Blob, Amazon S3 or another provider, and puts each transaction's folder on its record page. Any file a user adds to a Salesforce record lands in that folder as a copy, and the permissions set in storage stay in force, so staff work from one place.
CloudFiles moves a closed transaction's folder into the title company's closed-files library once the opportunity or transaction record in Salesforce reaches its closed stage. The file number and closing date go with it as SharePoint metadata, so post-closing staff and auditors find the full file later by either one. A flow runs the move resource flow action when the stage changes.
CloudFiles gives buyers, sellers, agents and lenders one upload link per transaction, so they send escrow documents to Salesforce with no Salesforce account. The link lists each required document, such as the payoff authorization or the lender's instructions, and each upload is saved under that party on the transaction record. Assistants see what has arrived without asking twice.
CloudFiles checks each title commitment against its vesting deed and survey inside Salesforce once all three are on the transaction. The three documents join one dataset with the transaction's buyer, seller and property details, and a CloudFiles Document AI workflow compares names, the legal description and listed exceptions across them. Examiners review only what disagrees.
CloudFiles matches each recorded deed, mortgage and final title policy to the right Salesforce transaction as county and underwriter batches arrive. A combined scan is split into separate documents, each one is classified, and its file number is matched exactly against the transaction record. A document with two possible matches always waits for review, and an unmatched one can wait there too.
Yes. A CloudFiles Document AI workflow runs entire escrow document processes in Salesforce. For lender closing instructions, it classifies the document, finds the matching transaction, compares the loan amount, borrower names and closing date with the record, and chooses what happens next. Any write the title company wants checked pauses until a person approves it, and every approval is recorded.
Yes. CloudFiles produces settlement statements and escrow instructions in Salesforce from each transaction's own data, filling the template for its transaction type with live party details, fees and credits. The closer approves the documents on one record before they go out together for e-signature in signing order, and every signed PDF is filed in the transaction folder.
Yes. CloudFiles works on the Salesforce objects a title company already uses for its orders, such as the opportunity or a custom transaction object, accounts for lenders and brokerages, and contacts for each party. The managed package comes from AppExchange and works with or without Financial Services Cloud, and its document steps join the flows the company already runs.
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Bring one real order and watch CloudFiles file, collect, check and produce its documents inside your title company's Salesforce org.