Documents

Applies to:  All Centers except Home Center

The Documents view shows documents associated with the customer/bank/broker/employee/vendor you are viewing.

In the Customer Center, search for and select the customer. With a customer record open, from the sidebar menu select Views > Documents.

A brief summary of customer information appears below the customer name. See information about what the summary includes.

Use View Options to choose criteria to refine or filter the information appearing in the view. For general information about using View Options, see Setting View Options.

Key View Options

Date Range

Enter a date or range of dates to view documents received on or between those dates.

Security Class/

Document Type

Select a Security Classification and/or Document Type to limit the view to documents matching the selected criteria.

The Restricted (Hidden) classification is not available unless you have been granted "Full Access" rights through Security Group Setup.

Claim

Policy

Transaction

View documents associated with the selected claim, policy, and/or transaction.

These view options are available in Customer Center only.

File Name

To filter your view to include a specific document, enter the file name of the document. Use an asterisk (*) as a wildcard if you don't know the exact file name.

Ref #

To view one or more specific documents, enter its unique system-assigned reference number, or a range of numbers.

Index 1
Index 2

To narrow view options by index entry, enter the first few letters or numbers of the index keyword.

Index information is entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

Description Keyword(s)

If you don't know the file name or reference number, locate specific documents by entering one or more words from the document's description. You do not need to use wildcards.

Include eForms/

Include eForms Attachments

These view options are available in Customer Center only.

Max# of Records Returned

Enter the maximum number of records to be displayed in a single page of the list. By default, AMS360 displays the first 100 records unless you enter a higher maximum number in this field.

To see the data that meets your selection criteria, click Apply View.

Key Fields

Info

Click to open the Document Information window where you can view a summary of the document and change the index information.

Doc Type

Entered by the person who scanned or added the file. Document Types are defined by your system administrator in the Administration Center (List Setup > Document Type).

Description

The document description as entered on either the Document Distribution form, the Attachments form, or the Change Index Information form.

Ref #

The unique system-assigned reference number. More...ClosedThe key to the number's prefix sequence is: [2-digit year]+[2-digit month]+[2-digit day].The number's suffix is system sequential for the day .

Example You attach a file to an Activity on April 3rd, 2011. It is the fifteenth file to be processed in the agency system that day. The system assigns this reference number to the document: 110403-15.

Index 1

 

The index word or number is, based on your agency-defined indexing method. Index information is entered on either the Document Distribution, Attachments, or Change Index Information forms.

Policy or Claim #

(Customer Center only)

The specific policy or claim with which the document is associated.

This field appears only in Customer Center.

By default, views and lists are limited to 100 items per page. In some Views you can choose to see more items, do any of the following, if available:

    • Use the arrows at the bottom of the page to view additional pages.*

    • Set the Max # of Records Returned field to a value greater than 100 in View Options.*

    • Use View Options to filter the results of your search.

For more information, see How to Sort Lists and Setting View Options.

*Not available for all lists.

Would you like to...

  1. Under the column heading Info in the Document view, click the Document Info icon or select the check box in the row for which you want to change index information and click Change Index from the toolbar. The Document Information form opens. You can view current index information, if any, that has been entered for the document.
    2. If your agency has enabled Doc360 features for a third-party vendor imaging, then those documents appear with a unique icon that you set up. See Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.
  2. Click the Change Index Information link. The Change Index Information form opens.
  3. Enter or modify data as needed.
  4. When you are finished, click OK to close the form.

Activity

  1. Click the check box(es) corresponding to the item(s) you want to attach to an Activity.
  2. In the toolbar, click Activity.
  3. Choose an Action (required), Group Type, and Name (optional).
  4. Enter a description s well as any other information you want to include in the Activity.
 

Notice the number of attachments listed after the word "Attachments" on the Activity. You can click the link to view attachment information and enter or change information about the document.
  1. Click Save & Close.

Note

  1. Click the check box(es) corresponding to the item(s) you want to attach to a Note.
  2. In the toolbar, click Note.
  3. Enter information for the Note.
 

Notice the number of attachments listed after the word "Attachments" on the Note. You can click the link to view attachment information and enter or change information about the document.
  1. Click Save & Close.
  1. Click the check box corresponding to the item for which you want to view history.
  2. In the toolbar, click History. The History window appears.

You can View History for one document at a time.

  1. Click the check box(es) corresponding to the item(s) you want to email.
  2. In the toolbar, click Email.
  3. The Email Recipients Selection page appears, which incorporates the features of the Contact Book .to send documents via email. More...

On the toolbar, click Export All. All items on all pages of the list are exported to Excel.

 

The export process retrieves the information from the database. If items have been added or changed since you refreshed the view, some information in the export file could be different from what you see in the grid.