Document Distribution
Use the Document Distribution form to distribute electronic files to other employees in your agency. This form is useful as part of an electronic document "routing" workflow, where one employee is responsible for distributing electronic files to other personnel.
Example:
At your agency, the mail room clerk is also the scanning technician. The mail room clerk is in charge of creating electronic files of hard copy documents that arrive in the mail. As part of the workflow, the clerk scans in all claims-related documents, and then enters the electronic files in the Document Distribution form.
Using the form, the clerk assigns these files to the manager of the Claims department. When the assignment is complete, the manager sees the files in her Home Center. The manager then routes the files to the appropriate CSRs in the department to complete the business transaction.
On the Document Distribution form, you can enter additional information about the document file before you send it, including comments, system center assignment, and searchable index keywords. You can also select the document's security classification.
Accessing Document Distribution
On the 360 Toolbox menu click DocManagement > Distribute Documents.
Distributing Documents
To distribute unprocessed documents to other staff, you can use the Reassign button on the My Documents view on the Home Page or you can import them into AMS360 using the Document Distribution data entry form.
Use the following steps to import a document into Doc360:
- Once you have scanned the document, save the electronic file on your local or a shared drive. With the Document Distribution form open, use one of the following methods to import the file into AMS360 and distribute the document(s):
Drag and Drop - With the folder containing the document open in Windows Explorer, click the file and hold down the left mouse button. While holding down the mouse button, drag the file onto the Document Distribution form and release the mouse button. The file appears in the grid.
Paste Clipboard Button - With the folder containing the document open in Windows Explorer, select the file and right-click it. From the menu, click Copy. Switch back to the Document Distribution form and click Paste Clipboard. The document appears as a row in the grid.
Attach Files Link - From the Document Distribution form, click Attach Files. The Attach File window opens where you can browse for the file. After locating the file, select it and click Open. The window closes and 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 (e.g., 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. |
- To route the document to another employee, select his/her name from the Assign To list. You can also enter information relevant to the pending business transaction. This information is not used to process or file the document; however, it may be useful as resource information for the Assigned To employee.
- 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.
- Enter a meaningful File Name that identifies the document in the system.
- Enter a Security Class for the document. The default classification is maintained in Doc360 Setup.
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. - Click OK. The form remains open for the next document to be routed.
- When you are done, click Close. When the recipient next refreshes their Home Center, the new files appear under the My Documents view.
Document Distribution Sections
Assign To, Attach File, and Pre-index Information
| Field Name | What is this? | ||||||
|---|---|---|---|---|---|---|---|
|
Assign To |
From the list, select the name of the employee to whom you will distribute the document. |
||||||
|
(Enter file 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 (e.g., Microsoft Paint® ), click Yes to attach the file to the Documents grid. If not, consider saving a new file for your document, as a different extension. |
||||||
|
Document Pre-index Information |
If desired, select the Center to which this document's related business transaction applies. All Center selections require a Name. The Customer Center provides additional data selection fields that are optional.
Example: A photograph of hail damage to a car is related to a policy claim. It applies to the Customer center and should also be assigned to the customer (name), policy number, effective date, and claim number. |
Documents Data Entry Fields
Access the Document data entry fields by first selecting a document, and then selecting Edit on the section menu. Information entered can assist the recipient with further processing of the document. It can also provide means for system retrieval, if your agency utilizes index keywords as a means to search and retrieve documents. Finally, you can assign or change the document's security classification using the selection list in this section.
| Field Name | What is this? | ||
|---|---|---|---|
|
Comments |
Enter comments in this text box that might be required by your agency, or might be helpful to the recipient. Example: You are submitting a vendor invoice to a manager for review. You include the purchase order number in the comments. |
||
|
File Name |
Enter a meaningful name for the document. The name should identify the document in the system. Do not enter the file extension as part of the file name. Do not use the following characters in the file name, as the system considers them invalid: \ / : ? " < > | |
||
|
Doc Type |
From the list, select the type of correspondence that best describes the document, based on the document's business application. Example: If the document file is a scanned image of a vendor invoice, then select Invoice from the list. |
||
|
Description |
To optimize the document's retrievability through Doc360 Search, enter meaningful data. Data defaults from the file name; you can enter a different description. This is a searchable field in the system: Doc360 Search provides a keyword search as well as a prefix search based on data in this field. |
||
|
Extension |
View-only field. This is the system extension attached to the original file. It indicates the document's file type. Example: A scanned photograph of hail damage to an automobile is saved as an AutoClaim.jpg. When you enter this document in the Document Distribution form, the Extension field fills with the extension JPG. |
||
|
Index 1 Index 2 |
If your agency uses index keywords or numbers as a means to search and retrieve documents, enter an index word or number using your agency-defined indexing method. In the search and retrieval process, the system matches index keyword data either as a prefix or as a sequence within the word. It matches data exactly as the text is entered in the field. To prevent data entry errors, enter data in this field with care. |
||
|
Security Class |
Enter a 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 view and/or edit the document. See Workflow: Set Up Doc360 Security for more information. |
||
|
Delete File After Saving |
If this box is checked, the system will delete the source file from its location on your local or network directory, after it has saved the file within Doc360 (e.g., in the Document Storage Location designated in Doc360 Setup). Uncheck this box if you do not want to delete the source file when it is saved in the system. The default setting for this box (selected or cleared) is maintained in Doc360 Setup.
|
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.