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 Getting electronic documents into AMS360 –Faxes, scanners, , voic , 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 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)

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