Workflow: Working with Doc360 Documents

There are many actions available to you when working with document files in AMS360. These actions are represented by icons and command buttons under either the Home Center My Documents view, and/or the Documents view in all other centers except Administration.

These actions include:

Reassign Distribute an unprocessed document to another agency employee's Home Center.

Vendor Invoice Attach the document to a Vendor Invoice

Activity Attach the document to an Activity.

Change Index Enter or modify document index information.

History View the history of actions taken on a document within the system.

Notes Attach the document to a Note.

Delete Remove the document from system access.

With regard to a specific document, actions available to you depend on three factors: the center you are in, the document status (i.e., processed or unprocessed), and your security access to the document. For more information about Doc360 security, see the Workflow: Set Up Doc360 Security topic.

If your agency uses a third-party imaging vendor, the third-party documents appear in Doc360 with limited actions available. Specifically, any action requiring you to choose the Select check box is disabled for third-party documents.

If you want to route a document to another user for processing, you can use the Document Distribution form to reassign the document from your Home Center to another employee's Home Center. You can re-assign only those documents that are in an Unprocessed state (e.g., not attached to a Personal Note).

From the Home Center, you can launch this form either by selecting 360 Toolbox > DocManagement > Distribute Documents, or by clicking the Reassign button on the My Documents view.

You must have the proper security to reassign unprocessed documents. See the Security Group Setup topic for more information about authorizing access to secured items such as the Reassign button.

You cannot reassign a third-party document.

Example #1 You are the manager of the Claims Department. All claims-related correspondence is scanned and routed to your Home Center. You must then route the document files to the appropriate CSRs within your department.

Example #2 Although you normally handle vendor payables for your agency, your manager has asked to approve any invoices from a new office supply vendor, Workstation Solutions. Your agency receptionist scans all incoming vendor invoices and routinely distributes them to you. You receive an invoice from Workstation Solutions, so you must re-assign it to your manager for approval.

To re-assign an unprocessed document in your Home Center using the Reassign button, follow these steps:

  1. From your Home Center My Documents view, select the document or documents to be reassigned by checking the box in the appropriate row(s).
  2. On the My Documents toolbar, click Reassign.
  3. The document that you selected from your Home Center appears as a row in the grid.
  4. If you selected multiple documents, and the pre-index information for each file does not match, you receive a system warning asking to clear the pre-index information. To proceed, click OK. If you don't want to clear the pre-index information, click Cancel; now select and re-assign each document separately, using a new Document Distribution form for each.
  5. To route the document to an agency employee, select his or her name from the Assign To list. You can also enter information relevant to the pending business transaction, if necessary. This information is not used to process or file the document; however, it may be useful as resource information for the Assigned To employee.
  6. Click Edit to open data entry fields for a specific document in the grid. You can optionally enter index information at this time. Index information can also be entered later by the employee responsible for the related business transaction.
  7. If necessary, change the Security Class for the document.
 

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

  1. When you are finished, click Update to enter data in the grid.
  2. Click OK.

When the recipient next refreshes his or her Home Center, the new files appear under the My Documents view.

Enter or modify index information for a document using the Change Index Information data entry form.

Access Change Index InformationHow-to

From Any Center Except Sales or Financial

Follow these steps to access the Change Index Information form in any center except Sales or Financial:

  1. Open the My Documents view in the Home Center, or open the Documents view in any other center except Sales or Financial.
  2. Under the column heading Info, click the Document Info icon in the document row or select the check box in the row 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.

    If your agency has enabled Doc360 features for third-party vendor imaging, then those documents managed using the third-party vendor are indicated by a unique icon that you set up. See Doc360 Setup > Doc360 Setup Sections > Third-party Integration Setup for more information.
  3. Click the Change Index Information link.
  4. Enter or modify data as needed. To change the File Name, you must have the proper security, as entered in Security Group Setup.
  5. When you are finished, click OK to close the form.

From the Doc360 Search Form

Follow these steps to access the Change Index Information from the Doc360 Search form:

  1. Open the Doc360 Search form.
  2. Enter document criteria data to narrow your system search.
  3. Click Find. Document files matching your criteria appear as rows in the Results grid.
  4. Click the Document Information icon in the document row. The Document Information form opens.
  5. Click Change Index. The Change Index Information form opens.
  6. Enter or modify data as needed.
  7. When you are finished, click OK to close the form.

Unless you delete it, the status of a document remains Unprocessed in your Home Center until you attach it to an Activity, Note, or Vendor Invoice.

For your convenience, each of these attachment options is represented by button on the toolbar in the My Documents view in your Home Center. Note and Activity buttons are available under the Documents view in the other applicable centers.

You must have the proper security to access these attachment option buttons. See the Security Group Setup topic for more information about authorizing employee access to secured items.

The Activity, Note, and Vendor Invoice data entry forms each feature a link to the Attachments form. When you click this link, a form launches through which you can attach document files from your network directory, as well as from within the Doc360 system. You can also attach email messages from your Outlook® or other system-compatible email applications.

You cannot attach a third-party document from the Home Center. To attach a third-party document in the system, you must access the Attachments  from via a new Activity, create a placeholder for the document, and then export the file data to your third-party vendor. See the Help topic for more information.

To attach a document file using the Attachments form, see the section that best describes your task at hand:

Follow these steps to import a Doc360-compatible file by attaching it to an Activity, Note, or Vendor Invoice:

  1. Open the Attachments form in Activity, Note, or Vendor Invoices.

    This form provides three options as means to attach a document file from your network directory to the Attachments grid.
  2. Attach File link: In the File Selection box, select the Attach File link to open a window with which you can browse your local or network directories for the document to attach. Select the file and click Open. The file appears as a row in the grid.
  3. Paste Clipboard: Select a file from your network directory, and then use your right-click menu to Copy the file. When you click the Paste Clipboard button, the file appears as a row in the grid.
  4. "Drag-and-drop" feature: With the Attachments form open, select a file on your local drive and drag it over the grid by holding down the mouse button. When you release the button, the file appears as a row in the grid.
 

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, 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

  1. When you are finished attaching files, then click OK. Attachments closes, and you return to the initial form: either an Activity, Note, or Vendor Invoice. Notice that the Attachments link now includes a number at the end (i.e., the number of files that you just attached).
  2. When you are finished entering data on the Activity, Note, or Vendor Invoice form, click Save & Close to close the form. (If the Vendor Invoice is not yet paid in full, click Post to save the attachment.)

The Attachments form provides a link to the Doc360 Search form, through which you can search the system for a file that has already been imported.

Follow these steps to access the Doc360 Search form:

  1. Open the Attachments form.
  2. To attach a document file that has already been imported into the system, select the Attach Doc360 File link in the File Selection box. This launches the Doc360 Search form. You can search for either processed or unprocessed documents.
 

To attach an unprocessed document, you must be authorized to view all unprocessed documents for the specific agency employee to whom the document is assigned. For more information, see Doc360 Setup > Doc360 Setup Sections > Employee Assignments > Authorized to View Unprocessed Documents For

  1. When you have completed your search and made your selections, click OK to select the files and close the Doc360 Search form. Files from the Doc360 Search > Results grid now appear in the Attachments grid.
  2. When you are finished attaching files to the Attachments form, then click OK. Attachments closes, and you return to the initial form: either an Activity, Note, or Vendor Invoice. Notice that the Attachments link now includes a number at the end (i.e., the number of files that you just attached).
  3. When you are finished entering data on the Activity, Note, or Vendor Invoice form, click Save & Close to close the form.

You can attach an email message or messages to an Activity, Note, or Vendor Invoice. The Attachments form provides a link to the Attach Email form, through which you can search for and select email messages from your Outlook® application (or another system-compatible email application).

Follow these steps to access the Attach Email form:

  1. Open the Attachments form.
  2. In the File Selection box, click  Attach Email to open the Attach Email selections form. (See the Attach Email topic for information about using this form.)
  3. When you have completed your search and made your selections, click Select to close the Attach Email form. Files from the Attach Email grid now appear in the Attachments grid.
  4. When you are finished attaching files to the Attachments form, then click OK. Attachments closes, and you return to the initial form: either an Activity, Note, or Vendor Invoice. Notice that the Attachments link now includes a number at the end (e.g., the number of files that you just attached).
  5. When you are finished entering data on the Activity, Note, or Vendor Invoice form, click Save & Close.

The Document History button appears on the My Documents view in the Home Center, and under the Documents view in all other centers except Financial and Sales.

When you click the button, the History form opens. History lists all the actions that have been taken on a document file. Additionally, the History grid includes a link to the specific Activity View, Note, and/or Vendor Invoice to which the document is attached.

You can delete a document from your Home Center, as long as the document's status is Unprocessed (e.g., it is not attached to a Personal Note).

You cannot delete a third-party document.

To delete an unprocessed document file, follow these steps:

  1. From the My Documents view in the Home Center.
  2. Select the document or documents to be deleted.
  3. Click Delete. The system deletes the document or documents and refreshes the Home Center.

When a Note is purged from the system, any attachments to that Note are also purged unless they are attached in the system elsewhere. To ensure that a document file is not accidentally purged with a Note, you can take one of these steps:

  • Create an Activity from the Note (see Notes).
  • Create a copy of the document from within its applicable center (see the Copy a Document section of this topic).
  • Attach the document to a new Activity (see the Attach a Document section of this topic).

You can delete a document attachment from the Attachments form of a Note or Vendor Invoice, if the vendor invoice has not yet been fully paid. If the deleted document has not been attached anywhere else, it is deleted from the system. However, if the document is attached at another location, it remains attached at that location; only the current reference will be deleted.

To delete documents from the Attachments form, follow these steps:

  1. Access the particular Note or Vendor Invoice.
  2. Click the Attachments link to open the form.
  3. In the grid, highlight the document that you want to delete and click the Delete grid command. You receive a system confirmation message.
  4. Click Yes in the message box to confirm.
  5. Click the OK button in the Attachments form.
  6. If you are in a Note, click Save & Close or if you are in a Vendor Invoice, click Post to save your changes.

If you want to delete the Note along with the attachment, you can simply select Delete from the menu on the Note form.

When a Note is purged from the system, any attachments to that Note are also purged unless they are attached in the system elsewhere! To ensure that a document file is not accidentally purged with a Note, you can take one of these steps:

  • Create an Activity from the Note (see the Notes topic for more information).
  • Create a copy of the document from within its applicable center (see the Copy a Document section of this topic).
  • Attach the document to a new Activity (see the Attach a Document... section of this topic).

What's Next?

For procedural information about importing files into AMS360, see one of these workflow topics that best suits your agency's workflow:

Workflow: Using Doc360 - Back-end Scanning

Workflow: Using Doc360 - Front-end Scanning

Workflow: Using Doc360 - On-Demand Scanning