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Doc360 Search

You can search for a specific Doc360 document in AMS360 using the Doc360 Search form. This form provides many selection criteria to help you narrow your search. When you use Doc360 Search in conjunction with the Attachments form, you can easily attach a file to Activities, Notes, forms in eForms Manager, or Vendor Invoices.

As part of the back-end scanning workflow, you can use it in conjunction with the Doc360 Match Pending Attachments form to find attachment placeholders.

Using Doc360 Search

If a document file has already been imported into AMS360, the Doc360 Search form provides an efficient means of retrieving the document from within the system.

If you access Doc360 Search from 360 Toolbox or Policy menu and use it to find a file, you can take actions such as view the document, send the file as an email attachment, or copy the file to your clipboard.
When you access Doc360 Search from the Attachments form, the files you select in Doc360 Search can then be attached to the Activity, Note, or Vendor Invoice from which you launched Attachments.
If you are in the middle of a business transaction—creating an Activity, Note, or Vendor Invoice—and you realize that you must attach a file from your Home Center as part of the transaction, you can use Attachments and Doc360 Search to select from the files located on Home Center My Documents view.

To use Doc360 Search, follow these steps:

Narrow your search results by entering criteria specific to the file that you want to find. Some of the search criteria sections on the form include Center and Name, Date Range Search, Match On (for index keywords), and Unprocessed Documents.

In order to use the Unprocessed Documents fields as part of your search criteria, you must be authorized to view all unprocessed documents for the specific agency employee to whom the document is assigned. The Assigned To list includes all the employees for whom you are authorized to view unprocessed documents. For more information, see the Authorized to View Unprocessed Documents For section in Doc360 Setup.
When you have finished entering search data, click Find. Documents that match your criteria appear as rows in the Results grid.
You can take action on the document files using the Results grid icons and buttons. Actions represented on the grid include:

Enter or change document index Information.
View document content
Edit a document in an associated application, and then save changes back to the system
See the first 10 documents in the MSG file.
View the History of actions taken on the document within the system.
Send the document via Email by attaching it to a message using Outlook® (or another system-compatible email application).
Copy document to clipboard so that you can paste it elsewhere.

If the document in the Results grid is an attachment, you can also click the Open link to launch Attachment Locations. This form provides a list of all the Activities, Notes, and/or Vendor Invoices to which the file is currently attached.

If your agency has enabled Doc360 features for third-party vendor imaging, then those documents managed using the third-party vendor are indicated in the Results grid by a unique icon that you set up. The only Action available for such documents is View: click the View icon to open the document using the third-party imaging application. For more information about enabling these features, see the Third-party Integration Setup section in Doc360 Setup.

If you accessed Doc360 Search from the Attachments form, and you're ready to attach the document to an Activity, Note, or Vendor Invoice, click Select next to the file you want to attach.
Click OK. The file you selected now appears in the Attachments grid.

Doc 360 Search Sections

Field Name

What is this?

Center(and Center selections)/ Name

Select the Center to which the document applies, or leave blank to include all centers. All selections includes a Name criteria option.

Default selections for Center and Name flow from the center location where you accessed Doc360 Search.

If you select the Customer Center, you are provided with these additional criteria options:

Policy
Effective Date
Claim

Example:

A photograph of hail damage to a car is related to a policy claim. It was applied to the Customer Center. From the Customer Center, select Customer, Name > (customer's name). Select Policy, Effective Date, Claim > (claim number), or any additional information you may know.

Vendor Invoice #

This field is useful if the document is attached to a Vendor Invoice in the system.

If you know the invoice number entered on the invoice to which the document is attached, enter it in this field.

Date Range Search

Field/Option	What is this?
Received / Processed	Select whether to return documents received into the system within a particular date range, or whether to return documents processed in the system within a certain date range (i.e., attached to an Activity, Note, or Vendor Invoice).
From / To	From the date picker, select the earliest date (From) and the latest date (To) in the range. You can also enter these dates manually.

Docs. Processed By

From the list, select the name of the employee responsible for attaching the document to an Activity, Note or Vendor Invoice.

Unprocessed Documents

To include unprocessed documents in your results, fill out this section.

In order to use the Unprocessed Documents fields as part of your search criteria, you must be authorized to view all unprocessed documents for the specific agency employee to whom the document is assigned. The Assigned To list includes all the employees for whom you are authorized to view unprocessed documents. For more information, see Doc360 Setup > Doc360 Setup Sections > Employee Assignments > Authorized to View Unprocessed Documents For.

Field	What is this?
Over __ Days Old.	Designate in number of days the minimum system age of the unprocessed document(s) you want to find.
From / To	From the date picker, select the earliest date (From) and the latest date (To) in the range. You can also enter these dates manually.
Assigned To	Select the name of the employee to whom the document is assigned. This list includes only those employees for whom you are authorized to view unprocessed documents, including yourself. To display unprocessed documents from the Home Center My Documents view, select your name in the Assigned To list. Your unprocessed documents appear in the Results grid.
Assigned By	Select the name of the employee who assigned the document (e.g., the department head).

File Name

If you know the name of the document, enter it in this field.

To return all files based on the first or last few letters/numbers of the file name, enter the text and an * (asterisk).

Enter the asterisk before text to include all matches ending with the text.
Enter the asterisk after text to include all matches beginning with the text.
Enter the asterisk before and after text to include all matches that include the text.

Extension

Enter the system suffix attached to the original file. It indicates the document's file type. To return all files based on the first few letters of the file extension, enter the text and an * (asterisk).

Example:

A scanned photograph of hail damage to an automobile is saved as an autoclaim.jpg. To search for this document, enter JPG in the Extension field.

Doc Type

From the list, select the type of correspondence that best describes the document, based on the document's applicable business transaction.

Reference #

Enter the unique system-assigned reference number. For broader search results, enter only the first part of the number. The 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, 2006. It is the fifteenth file to be processed in the agency system that day. The system assigns this reference number to the document: 060403-15.

Enter only the prefix to retrieve all processed documents that were imported on a particular day.

Match On

In the search and retrieval process, the system matches data exactly as the text is entered in the field. To prevent errors, enter search data with care.

Option/Field

What is this?

Prefix / Keyword

Your selection determines how Doc360 Search will look at whichever field you designate among the options in this section (Description, Index 1 and/or Index 2).

Type	What is this?
Prefix	Enter the beginning sequence of letters/numbers in the field.
Keyword	Enter a sequence of letters/numbers that occurs within the field.

Description

Enter all or part of the document description.

If you selected the Prefix option above, enter the sequence of letters/numbers from the beginning of the text.
If you selected the Keyword option above, enter a sequence of letters/numbers that appears anywhere in the text.

Index 1
Index 2

If your agency utilizes index keywords or numbers as a means to search and retrieve documents, enter all or part of an index word or number using your agency-defined indexing method.

If you selected the Prefix option above, enter the sequence of letters/numbers from the beginning of the text.
If you selected the Keyword option above, enter a sequence of letters/numbers that appears anywhere in the text.

Security Class

Enter the Security Class of the document you want to find.

Be aware that for any classification other than Unrestricted, you must have proper Security Group authorization in order to process the document. See Workflow: Set Up Doc360 Security for more information.

Search Only Unmatched Documents

Check this box to narrow your search to include only attachment placeholders. This selection is useful only if your agency has the back-end scanning options enabled in Doc360 Setup.

For more information, see the topic Workflow: Use Doc360 - Back-end Scanning.

Include Target List Form Letters

To include Target List form letters in your results, check this box.

Include eForms

To include eForms in your results in your results, check this box.

Include eForms Attachments

To include attachments associated with integrated forms from eForms Manager, check this box.

Find

Once you have entered your search criteria, click the Find button to retrieve applicable document files. Files appear in the Results grid.

Clear

To clear search criteria without retrieving documents, click Clear.

Opens the Contacts dialog box for you to look up names, addresses, phone numbers, and email addresses for a customer, company, additional interest, claims contact, bank, employee, email contact, master certificate holder, members of a target list, vendor, recipient list, or other individuals entered throughout AMS360.

Copy to Clipboard

Click to copy all documents selected in the Results Grid to the Window's clipboard.

Results Grid

Displays results from your search criteria after you click Find.

A maximum of 200 documents appear in the grid. If the document(s) you're looking for are not included in the results, refine your selection criteria, click Find again to narrow your results.

The icons that you see in this grid depend on your security access to the specific document, as well as whether you (or another user) currently has the document checked out of the system.

Icon	What does this do?
View	Click to open and view the document in an application compatible with the documents' file extension. If your agency has enabled Doc360 features for third-party vendor imaging, then View is the only Action available for those documents managed using the third-party vendor. Click to open the document using the third-party imaging application. (To enable this feature, see Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.)
Edit	Click to open and Edit the document in an application compatible with the document's file extension. Edit checks out the document from the system, so that only one user can make changes at a time. You can revise the document, save, and close the outside application; then you can save the revised version of the document to the system by clicking the Save icon.
Save	This icon appears only when you have the document checked out for editing. Click Save when you are ready to save and check in your revised version of the document.
Open	The Open icon only appears when you have the document checked out for editing. Opening the file re-launches the document in the outside application; use it if you have closed the outside application, but you are not ready to save the revised document back to the system.
History	Opens the History form displaying all the actions taken on a document file within the system. The History form also includes a link to each specific Activity View, Note, eForm Attachment, and/or Vendor Invoice to which the document is attached.

What's Next?

Do you want to attach the document file to an Activity, Note, or Vendor Invoice? See Attachments for more information.