document 360 workflow course 4112
DESCRIPTION
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. - PowerPoint PPT PresentationTRANSCRIPT
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Document 360 WorkflowCourse 4112
Nancy Sattler - Sattler Insurance Agency
Lorna McGhehey - AMS Services
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Document Management
Enables agencies to centralize, retrieve, share and act upon electronically captured information.
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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
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Basic Workflow Concepts
• Front-end Processing (a.k.a. early capture)
• On-demand Processing
• Backend Processing (a.k.a. late capture)
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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.
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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”.
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Front-end Workflow
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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
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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.
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On-demand Workflow
• “Do the business” within AMS360.
• Process the electronic source documents.
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On-demand Workflow
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On-demand Summary
• Complete business transaction
• Scan document (if not already in electronic format)
• Attach to Activity/Note/Vendor Invoice– Create document index
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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.
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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.
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Backend Workflow
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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.
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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
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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)
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Front-end
On-demandBackend
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Doc360
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