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 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 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 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)
From: To: Doc360