Document 360 WorkflowCourse 4112

Nancy Sattler - Sattler Insurance Agency

Lorna McGhehey - AMS Services

Document Management

Enables agencies to centralize, retrieve, share and act upon electronically captured information.

Mechanics of Document Management

• Getting electronic documents into AMS360

– Faxes, scanners, e-mail, voicemail, digital cameras, websites…

• Processing electronic documents in AMS360 - “doing the business”

• Working with existing documents

Basic Workflow Concepts

• Front-end Processing (a.k.a. early capture)

• On-demand Processing

• Backend Processing (a.k.a. late capture)

Front-end Scanning

• Mail comes into the agency.

• It is opened and sorted.

• Documents requiring scanning are scanned.

• Electronic images are routed to the appropriate person.

• Document is processed in the management system, indexed and saved.

Front-end Workflow

• Getting documents into AMS360 and distributing those documents to the right people.– Automated; using “hot folders”– Manual; using the Distribution form

• Processing the documents, “doing the business”.

Front-end Workflow

Front-end Summary

• Bring documents into AMS360.– Assign to an individual using

• Hot folders• Drag and drop to the Distribution form

– Process the document.• Attach to Activity• Attach to Note (can be changed)• Attach to Vendor Invoice• Delete document

On-demand Scanning

• Mail is opened and distributed to agency personnel.

• Documents are scanned as they are processed.

• Requires a scanner for each person processing documents.

On-demand Workflow

• “Do the business” within AMS360.

• Process the electronic source documents.

On-demand Workflow

On-demand Summary

• Complete business transaction

• Scan document (if not already in electronic format)

• Attach to Activity/Note/Vendor Invoice– Create document index

Backend Scanning

• Mail is opened and paper documents are routed.

• Document index information is entered by the person processing the document and an index id is generated.

• Documents are gathered from all workstations and batch scanned.

• Document images are merged with the index id.

Backend Workflow

• Process the documents, “do the business”.• Create place holders for pending

attachments.• Enter document index information.______________________________________

• Batch scan by technician.• Match scanned documents to pending

activity.

Backend Workflow

Backend Summary

• Complete business transaction.

• Attach to Activity/Note/Vendor Invoice by creating “Pending Attachment”. – Create document index.

• Scan technician scans documents and matches the scanned document to the attachment.

Fruits of your labor: Working With Documents

• Secure Documents

• Re-use• View / Edit • E-mail• Copy to Clipboard

• Reference documents in multiple places but store documents once

Fruits of your labor: Working With Documents

• Find Documents – Global Document Search

• Audit “touches” to a document

• Compile stats on types of documents and processing times within your agency (Front-end processing)

Front-end

On-demandBackend

Doc360

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