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.
To find a document:
On the 360 Toolbox menu, click DocManagement > Find Documents.
To attach a file to an Activity, Note, or Vendor Invoice:
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Open the Attachments form. More...
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In the File Selection of the form, click Attach Doc360 File. The Doc360 Search form opens.
To search for attachment placeholders that have not yet been replaced by a document file:
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Open the Match Pending Attachments form. More...
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In the Match To section of the form, click 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.
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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.
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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.
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Click OK. The file you selected now appears in the Attachments grid.
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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:
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. |
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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. |
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Date Range Search |
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Docs. Processed By |
From the list, select the name of the employee responsible for attaching the document to an Activity, Note or Vendor Invoice. |
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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.
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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).
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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. |
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Doc Type |
From the list, select the type of correspondence that best describes the document, based on the document's applicable business transaction. |
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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.
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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.
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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. |
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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. |
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Include Target List Form Letters |
To include Target List form letters in your results, check this box. |
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Include eForms |
To include eForms in your results in your results, check this box. |
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Include eForms Attachments |
To include attachments associated with integrated forms from eForms Manager, check this box. |
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Find |
Once you have entered your search criteria, click the Find button to retrieve applicable document files. Files appear in the Results grid. |
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Clear |
To clear search criteria without retrieving documents, click Clear. |
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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. |
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Copy to Clipboard |
Click to copy all documents selected in the Results Grid to the Window's clipboard. |
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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.
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What's Next?
Do you want to attach the document file to an Activity, Note, or Vendor Invoice? See Attachments for more information.