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Document 360 Workflow Course 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.

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document 360 workflow course 4112

Document 360 WorkflowCourse 4112

Nancy Sattler - Sattler Insurance Agency

Lorna McGhehey - AMS Services

document management
Document Management

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

mechanics of document management
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
Basic Workflow Concepts
  • Front-end Processing (a.k.a. early capture)
  • On-demand Processing
  • Backend Processing (a.k.a. late capture)
slide5

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
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 summary
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
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
On-demand Workflow
  • “Do the business” within AMS360.
  • Process the electronic source documents.
on demand summary
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
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
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 summary
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
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 documents1
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)