Workflow: Using Doc360 - Front-End Scanning

If your agency's documents are scanned upon receipt and distributed electronically to personnel for handling, then your agency workflow uses front-end scanning.

This workflow uses a central scanner, as well as a specific job role that includes the agency's front-end scanning responsibilities (i.e., scanning technician). Most agencies that have implemented front-end scanning, designate types of document to scan on receipt.

Example An agency's workflow requires scanning for all vendor invoices. However, unsolicited advertising correspondence from vendors is not scanned into the system.

The document distribution (or "routing") is handled by the one who scans the documents. The recipients of distributed documents can be individual employees for the customer's activities, or they can be department heads in charge of further routing (e.g., Personal Lines department, Commercial Lines, Claims, etc.).

After an employee completes a business transaction related to a document, he or she indexes the electronic file to the transaction, and then saves it to either an Activity, Note, or Vendor Invoice.

 

Each agency has its own unique method of distributing documents to personnel. You can incorporate elements of on-demand, back-end, and front-end scanning workflows. In the case that an individual CSR must scan their own documents at a local workstation, they might find useful certain elements of the on-demand scanning method. If your agency regularly imports many scanned files at once, you may consider useful certain elements of the front-end scanning workflow. When your agency must create business transactions for documents that are not scanned yet, you may consider useful certain elements of the back-end scanning workflow.

The following sections explain Doc360 setup features and procedures useful to front-end scanning.

For more information about how to work with Doc 360 files, see the Workflow: Working with Doc360 Documents topic.

Whether you are authorized to take certain actions upon a specific document depends on two factors: your employee security group setup, and the classification status of the document itself. For more information about Doc360 security, see the Workflow: Setting Up Doc360 Security topic.