Doc360 Match Pending Attachments

If your agency uses the back-end scanning workflow, then the Doc360 Match Pending Attachments form plays the essential role of attaching scanned files to their proper placeholders in the system.

As agency personnel process hard copy documents throughout the day, they enter these placeholders in the system by attaching them to either an Activity, Note, or Vendor Invoice. Later, when the agency's scanning technician scans in the hard copy documents, he or she uses Doc360 Match Pending Attachments to fill each placeholder with the proper electronic document file.

For more information about the back-end scanning workflow, see Workflow: Use Doc360 - Back-end Scanning.

To create placeholders or to use Doc360 Match Pending Attachments, you must first enable the system's Backend Scanning Options in Doc360 Setup.

On the 360 Toolbox menu, click DocManagement > Match Pending Attachments.

 

If the Doc360 center hotspot has been enabled in Doc360 Setup, you can click it to launch the form. Alternately, you can drag and hover a document file over the hotspot: this launches the form with the file already attached.

The scanning technician gathers all the agency's documents at once, scans them, and then enters each file and its corresponding reference number in the Doc360 Match Pending Attachments form. This workflow requires no knowledge on the part of the scanning technician with regard to a specific document's routing, nor to the business transactions relevant to a document.

Doc360 Match Pending Attachments matches the document reference number to an Attachments placeholder, which was entered in the system previously, along with additional data about the document. Once it finds a match, the system applies the electronic file to its correct attachment placeholder.

Doc360 Match Pending Attachments provides three means to import a file into the system:

  • Paste Clipboard button
  • Browse link
  • Drag-and-drop feature

For a list of file extensions that cannot be imported into Doc360, see Doc360 - An Overview. Some file extensions (for example, .gif) do not include a registered default application. When you try to enter such a file in the grid, you receive a system warning that asks whether you would like to proceed. If your agency has licensed software that can open and edit a file of this type (for example, you can open and edit a .gif using Microsoft Paint® ), click Yes to attach the file to the Documents grid. If not, consider saving a new file for your document, with a different extension.

Follow these steps to import electronic files into the system using the Paste Clipboard feature of Doc360 Match Pending Attachments:

  1. Once you have scanned the document, save the electronic file on your local or shared drive in a folder that is easily accessible.
  2. Inside the folder, select the file and copy it using your right-click menu.
  3. In any AMS360 center, select 360 Toolbox > DocManagement > Match Pending Attachments. The Doc360 Match Pending Attachments form opens.
  4. Click Paste Clipboard. Your file appears as the Source File on the Doc360 Match Pending Attachments form.
  5. Type in the Reference # from the cover page of the first document.
  6. Click Get. The form fields pre-fill with data entered at the time the placeholder and reference number were assigned.
  7. Verify that the information in the fields corresponds to the scanned document.
  8. When you are finished, click OK to create the attachment.
  9. You can continue to use the form for your next attachment. When you are finished, close the form.

To import electronic files into the system using the Browse link, follow these steps:

  1. Once you have scanned the document, save the electronic file on your local or shared drive in a folder that is easily accessible.
  2. In any AMS360 center, select 360 Toolbox > DocManagement > Match Pending Attachments. The Doc360 Match Pending Attachments form opens.
  3. Click the Browse link to open a window that allows you to browse your local drive for the file.
  4. Select the file and click Open. The window closes and the file appears as the Source File on the Doc360 Match Pending Attachments form.
  5. Type the Reference # from the cover page of the first document.
  6. Click Get Documents. The form fields pre-fill with data entered at the time the placeholder and reference number were assigned.
  7. Verify that the information in the fields corresponds to the scanned document.
  8. When you are finished, click OK to create the attachment.
  9. You can continue to use the form for the next attachment. When you are finished, close the form.

Follow these steps to import electronic files into the system using the drag-and-drop feature of Doc360 Match Pending Attachments:

  1. Once you have scanned the document, save the electronic file on your local or shared drive in a folder that is easily accessible. Keep the folder open.
  2. In any AMS360 center, select 360 Toolbox > DocManagement > Match Pending Attachments. The Doc360 Match Pending Attachments form opens.
  3. With the Doc360 Match Pending Attachments form open, select the file in the open folder on your local drive, and then drag the file over the form by holding down the mouse button. When you release the button, the file appears as the Source File on the Doc360 Match Pending Attachments form.
  4. If you have designated the Doc360 Center Hotspot to launch the Doc360 Match Pending Attachments form, you can drag and hover a document over the Center Hotspot to automatically enter the file on the form as it opens.
  5. Type the Reference # from the cover page of the first document.
  6. Click Get Documents. The form fields pre-fill with data entered at the time the placeholder and reference number were assigned.
  7. Verify that the information in the fields corresponds to the scanned document.
  8. When you are finished, click OK to create the attachment.
  9. You can continue to use the form for your next attachment. When you are finished, close the form.
Field Name What is this?

Source File
Option What is this?

File Name

View-only file name of the incoming electronic document file.

The name appears when the file is entered into the form through one of the following means:

Drag-and-drop feature: from your local or shared drive, drag the file onto the open form, or drag and hover it over the Doc360 Center Hotspot (enabled in Doc360 Setup)

Browse: browse your shared or local directory to select file

Paste Clipboard: from your clipboard, paste a copied or cut file

Browse

Click this link to open a window that allows you to browse your local or shared drive for the file.

Paste Clipboard

First, select a file and Copy it using your right-click menu.

Next, click Paste Clipboard to paste it into the form as the Source File.

Match To

You must enter a Source File first before you can complete this section.

Option What is this?

Reference #

A unique reference number was previously assigned to the document's placeholder in the system through the Attachments form.

This number should also be attached to the hard copy version of the document, either on the document cover page, a memo, or a sticky note, etc.

 

For more information about prerequisite steps in the Management System Workflow, see this section in Workflow: Use Doc360 - Back-end Scanning.

The key to the Reference # prefix sequence is: [2-digit year]+[2-digit month]+[2-digit day]. The number's suffix is system-sequential for the date.

In this field, you can enter the entire reference number attached to the specific document, or you can enter only the date-based prefix for the document.

Option What is this?

Get
  • If you entered the entire Reference # attached to the specific document, click Get to retrieve attachment placeholder information.
  • If you entered only the date-based prefix for the document, click Search. The Doc360 Search form opens, prefilled with the prefix data in the search criteria field.  Use the search form to find the document placeholder in the system. Then click OK when you are done to return to Doc360 Match Pending Attachments.

Placeholder data flows to the Pending Attachment Information section.

 

To ensure against data entry errors, verify that the placeholder information applies to the actual document.

Search

Clear

Click this button to clear data from the Reference # fields.

Example:

Using the Attachments form, a CSR attaches a file placeholder to an Activity on April 3rd, 2006. It is the fifteenth file attachment generated in the system that day. The system assigns this reference number to the placeholder: 060403-15. The CSR prints a cover page and attaches it to the hard copy document.

Later, a scanning technician scans the hard copy document, and enters the electronic file into the Doc360 Match Pending Attachments form. The technician enters the document's Reference # as it appears on the cover page, and then clicks Get.

The system matches the Reference # to the placeholder's reference number on the Activity. Placeholder data appears in Pending Attachment Information section.

The technician verifies that this data applies to hard copy document.

Storage Location

From the list, select the storage location for the electronic document file.

If you select Other, the Browse link is enabled for this field. Click it to open a window to browse your local or shared drive for the location.

The Storage Location list is maintained in Doc360 Setup under System Configuration > Document Storage Location.

If your agency uses only one Document Storage Location, this location defaults as the selection.

Delete File After Saving

If you check this box, then when the system imports the document file, it automatically deletes the source file from its original location on your local or shared drive.

If you want to leave a copy of the file on your local or shared drive, clear this box.

Whether or not this box defaults as checked is maintained in Doc360 Setup.

Pending Attachment Information

View-only data fields. Information appears in this section when you retrieve the applicable placeholder from the system based on the Reference # field.

Placeholder information for this specific Reference # had been entered previously on the Attachments form.

For more information about the Management System Workflow, including Attachments data entry for placeholders, see the section in Workflow: Use Doc360 - Back-end Scanning.

Field What is this?

Center

Center to which the attachment transaction is assigned.

Name

Name, related to the center, entered for the attachment transaction.

Policy

Policy number associated with the attachment transaction.

Claim

Claim number associated with the attachment transaction, if applicable.

File Name

File name entered for the placeholder on the Attachments form.

Doc. Type

Type of correspondence that best describes the document, based on the applicable business transaction (e.g., ACORD form).

This is the Document Type that was selected for the placeholder on the Attachments form.

Description

The Description of the document entered for the placeholder on the Attachments form.

Entered By

Logged-in employee name under which the Attachments data entry was completed for this placeholder.

Entered Date

Date that the placeholder was created and saved on the Attachments form.

Security Class

Document security classification entered on the Attachments form.

(Attachment Location)

The placeholder is attached to one of the following:

  • Activity
  • Note
  • Vendor Invoice

A check mark appears in the appropriate box to indicate the attachment point for this placeholder.

Option What is this?

View Attachment Locations

The link appears if the document has been attached to multiple locations.

Click this link to open the Attachment Locations form.

Index 1

Index 2

Index word or number entered for this placeholder on the Attachments form.

If your agency utilizes index keywords or numbers as a means to search and retrieve documents, then this word or number should follow your agency-defined indexing method.

What's Next?

To learn more about working with documents in AMS360, see Workflow: Work with Doc360 Documents. For general information about the Doc360 document management system, see Doc360 - An Overview.

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