Workflow: Using Doc360 - Back-end Scanning

When you enable the Back-end Scanning Options in Doc360 Setup, the following back-end scanning features become available in the Doc360 system:

• Back-end scanning options in the Attachments data entry form.
• Match Pending Attachments data entry form.
• Option to set the Doc360 Center Hotspot to launch the Doc360 Match Pending Attachments form.

Use the following steps to enable these options:

1. Open the Doc360 Setup form.
2. Select the Enable Back-end Scanning Options check box.
3. Click Save & Close.

The Doc360 Center Hotspot is located at the bottom of each center.

When enabled for a specific employee in Doc360 Setup, the Doc360 Center Hotspot launches the Match Pending Attachments form when the logged-in employee drags a document to the Hotspot.

This Doc360 Center Hotspot is a timesaving feature for those employees with back-end scanning responsibilities because the Match Pending Attachments form is part of the workflow.

Use the following steps to set up the Doc360 Center Hotspot for staff requiring access,

1. Open the Doc360 Setup form.
2. Expand the Employee Assignments section to view the grid. Highlight the employee name for whom you would like to assign a Doc360 Hotspot.
3. Click Edit to open the data entry fields.
4. In the Default Hotspot Definition section, select Enable Doc360 Center Hotspot for Backend Scanning(Match Pending Attachment Form).
5. Click Update to add the data to the grid.
6. Repeat steps 2 - 5 until you have enabled the Doc360 Hotspot for each employee with scanning responsibilities.
7. Click Save & Close.
8. When the designated employee(s) next refresh the Home Center, the Doc360 Center Hotspot launches the proper form.

When your agency receives a document, the hard copy is distributed to the appropriate department or employee handling the transaction relevant to the document.

The employee enters the document information into AMS360. Next, he or she generates a system placeholder and reference number for the document. The employee then tags the hard copy with a cover page that includes this reference number. The hard copy is then moved to an "out box," ready to be scanned by a scanning technician (or an employee with the responsibility).

Example A Business Auto customer provides a photograph of hail damage to his car. The photo is distributed to the CSR handling his Business Auto policy.

The CSR enters information about the hail damage on the Business Auto Claim form. She then creates a claim Activity, clicks the Attachments link, and enters a placeholder. When the system generates the placeholder, it gives the document a reference number. From the Attachments form, she either prints a cover page with the document's reference number and clips the cover page to the photograph, or she writes the reference number on a sticky note and attaches it to the photo. She then puts the photo in the "out box," with other documents to be scanned.

To set up index information and generate a placeholder for a document, use these steps:

1. From an Activity, Note, or Vendor Invoice, open the Attachments data entry form by clicking Attachments.
2. In the Backend Scanning section, in the # of Pending Attachments field, enter the number of documents for which you require placeholders in the system. Each separate document requires a placeholder; enter no more than the number of placeholders required.
   
   To use back-end scanning options (such as this section of the Attachments form), you must first enable them in Doc360 Setup. For more information, see the Setting Up Doc360 for Back-end Scanning section of this topic.
3. Click Create Placeholders. In the grid, each new row represents a document to be scanned; note that a system reference number (Ref #) is assigned to each row. You can add or edit some data fields by clicking directly in the grid cells (e.g., Description, Doc Type, Index 1, Security).
4. To open the data entry fields for a row, select it and click Edit.
5. Enter document information, including data that your agency may require for indexing purposes.
6. Your Security Class selection affects which employee security groups will have access to the document after it is scanned and entered into the system. The Security Class selection list is maintained in Doc360 Setup, and employee authorization is granted in Security Group Setup.
7. Click Update to add the information to the grid.
8. When you are finished entering document information for each row, click OK.
9. When you are finished entering information on the Activity, click Save & Close.

The scanning technician gathers all the agency’s documents at once, scans them, and then enters each file and its corresponding reference number in the Match Pending Attachments form. This workflow requires no knowledge on the part of the scanning technician with regard to a specific document's routing, nor to the business transactions affected by a document.

Match Pending Attachments uses the document reference number to match it to a previously entered Attachments "placeholder," along with additional data about the document. Once it finds a match, the system applies the electronic file to its attachment placeholder.

Match Pending Attachments provides three means to import a file into the system:

• Paste Clipboard button
• Browse link
• Drag-and-drop feature

For a list of file extensions that cannot be imported into Doc360, see Doc360 - An Overview. 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, you can open and edit a .gif using 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.

Use the following steps to import electronic files into the system using the Paste Clipboard feature of Match Pending Attachments:

1. Once you have scanned the document, save the electronic file on your local or shared drive in a folder that is easily accessible.
2. Inside the folder, select the file, right-click it, and click Copy.
3. On the 360 Toolbox menu, click Doc Management >Match Pending Attachments.
4. Click Paste Clipboard. Your file appears as the Source File on the Document 360 Match Pending Attachments form.
5. Type the Reference # from the cover page of the first document.
6. Click Get Documents. The form fields pre-fill with data entered at the time the placeholder and reference number were assigned.
7. Verify that the information in the fields corresponds to the scanned document.
8. When you are finished, click OK to create the attachment. You can continue to use the form for your next attachment. When you are finished, close the form.

To import electronic files into the system using the Browse link, use these steps:

1. Once you have scanned the document, save the electronic file on your local or shared drive in a folder that is easily accessible.
2. In any AMS360 center, click Match Pending Attachments from the 360 Toolbox> Doc Management.
3. Click Browse to open a window that allows you to browse your local or shared drive for the file.
4. Select the file and click Open.
5. Type the Reference # from the cover page of the first document.
6. Click Get Documents. The form fields pre-fill with data entered at the time the placeholder and reference number were assigned.
7. Verify the information in the fields corresponds to the scanned document.
8. When you are finished, click OK to create the attachment. You can continue to use the form for your next attachment. When you are finished, close the form.

Follow these steps to import electronic files into the system using the drag-and-drop feature of Match Pending Attachments:

1. Once you have scanned the document, save the electronic file on your local or shared drive in a folder that is easily accessible. Keep the folder open.
2. In any AMS360 center, select Match Pending Attachments from the 360 Toolbox > DocManagement menu to open the Match Pending Attachments form.
3. With the Match Pending Attachments form open, click the file in the open folder on your local drive, and then drag the file over the form by holding down the mouse button. When you release the button, the file appears as the Source File on the Match Pending Attachments form.
   
   If you have designated the Doc360 Center Hotspot to launch the  Match Pending Attachments form, you can drag and hover a document over the Hotspot to automatically enter the file on the form as it opens.
4. Type the Reference # from the cover page of the first document.
5. Click Get Documents. The form fields pre-fill with data entered at the time the placeholder and reference number were assigned.
6. Verify that the information in the fields corresponds to the scanned document.
7. When you are finished, click OK to create the attachment.
8. You can continue to use the form for your next attachment. When you are finished, close the form.