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If your agency utilizes the back-end scanning workflow, then the Doc360 Match Pending Attachments form plays the essential role of attaching scanned files to their proper placeholders in the system.
As agency personnel process hard copy documents throughout the day, they enter these placeholders in the system by attaching them to either an Activity, Note, or Vendor Invoice. Later, when the agency's scanning technician scans in the hard copy documents, he or she uses Doc360 Match Pending Attachments to fill each placeholder with the proper electronic document file.
For more information about the back-end scanning workflow, see the topic Workflow: Use Doc360 - Back-end Scanning.
To create placeholders or to use Doc360 Match Pending Attachments, you must first enable the system's Backend Scanning Options in Doc360 Setup.
Accessing Doc 360 Match Pending Attachments
Use either of these methods to access the Doc360 Match Pending Attachments form:
From the menu in any Center, first click Doc 360 on the menu bar, and then select Match Pending Attachments from the list.
From the Policy menu bar or from the Submission menu bar, select Operation > DocManagement > Match Pending Attachments.
From the Policy tool bar or from the Submission tool bar, select DocManagement > Match Pending Attachments.
If your Doc360 center banner has been enabled in Doc360 Setup as a "hotspot," then you can click it to launch the form. Alternately, you can drag and hover a document file over the banner: this launches the form with the file already attached.
The Doc360 banner is located above the center menu bar in every center.
When enabled for a specific employee in Doc360 Setup, the Doc360 banner automatically launches the Doc360 Match Pending Attachments form when the logged-in employee drags and hovers a document over the banner.
This Doc360 Hotspot is a timesaving feature for those employees with back-end scanning responsibilities because the Match Pending Attachments form is an essential part of their workflow.
You must have security access to Doc360 Setup in order to enable the banner hotspot.
Follow these steps to set up the Doc360 banner as a hotspot for your scanning technicians:
Open the Doc360 Setup form.
Expand the Employee Assignments section to view the grid. Highlight the employee name for whom you would like to assign a Doc360 Hotspot.
Click Edit to open the data entry fields.
In the Default Hotspot Definition section, select the option "Enable Doc360 Center Hotspot for Backend Scanning (Match Pending Attachment Form)".
Click Update to add the data to the grid.
Repeat steps 2 - 5 until you have enabled the Doc360 Hotspot for each employee with scanning responsibilities.
Click Save & Close.
When the designated employee(s) next log onto the system and access the User Center, the Doc360 Hotspot launches the proper form.
Using Doc360 Match Pending Attachments
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 Doc360 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 relevant to a document.
Doc360 Match Pending Attachments matches the document reference number to an Attachments placeholder, which was entered in the system previously, along with additional data about the document. Once it finds a match, the system applies the electronic file to its correct attachment placeholder.
Doc360 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 the topic 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.
Import File Using Paste Clipboard
Follow these steps to import electronic files into the system using the Paste Clipboard feature of Doc360 Match Pending Attachments:
Once you have scanned the document, save the electronic file on your local or shared drive in a folder that is easily accessible.
Inside the folder, select the file and copy it using your right-click menu.
In any AMS360 center with a menu bar, select Match Pending Attachments from the Doc360 menu. This opens the Doc360 Match Pending Attachments form.
Click Paste Clipboard. Your file appears as the Source File on the Doc360 Match Pending Attachments form.
Type in the Reference # from the cover page of the first document.
Click Get Documents. The form fields pre-fill with data entered at the time the placeholder and reference number were assigned.
Verify that the information in the fields corresponds to the scanned document.
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, follow these steps:
Once you have scanned the document, save the electronic file on your local or shared drive in a folder that is easily accessible.
In any AMS360 center with a menu bar, select Match Pending Attachments from the Doc360 menu. This opens the Doc360 Match Pending Attachments form.
Click the Browse link to open a window that allows you to browse your local drive for the file.
Select the file and click Open. The window closes and the file appears as the Source File on the Doc360 Match Pending Attachments form.
Type the Reference # from the cover page of the first document.
Click Get Documents. The form fields pre-fill with data entered at the time the placeholder and reference number were assigned.
Verify that the information in the fields corresponds to the scanned document.
When you are finished, click OK to create the attachment.
You can continue to use the form for the next attachment. When you are finished, close the form.
Import File Using Drag-and-Drop Feature
Follow these steps to import electronic files into the system using the drag-and-drop feature of Doc360 Match Pending Attachments:
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.
In any AMS360 center with a menu bar, select Match Pending Attachments from the Doc360 menu. This opens the Doc360 Match Pending Attachments form.
With the Doc360 Match Pending Attachments form open, select 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 Doc360 Match Pending Attachments form.
If you have designated the Doc360 banner as a hotspot to launch the Doc360 Match Pending Attachments form, you can drag and hover a document over the banner to automatically enter the file on the form as it opens.
Type the Reference # from the cover page of the first document.
Click Get Documents. The form fields pre-fill with data entered at the time the placeholder and reference number were assigned.
Verify that the information in the fields corresponds to the scanned document.
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.
Doc360 Match Pending Attachments Sections
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Field Name |
What is this? |
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Source File |
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Match To |
You must enter a Source File first before you can complete this section.
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Pending Attachment Information |
View-only data fields. Information appears in this section when you retrieve the applicable placeholder from the system based on the Reference # field. Placeholder information for this specific Reference # had been entered previously on the Attachments form. For more information about the Management System Workflow, including Attachments data entry for placeholders, see the section in the Workflow: Use Doc360 - Back-end Scanning topic.
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View these slide shows for more information on Doc360:
Show Me: Doc360 Security Setup
Show Me: Doc360 Authorizing Unprocessed Documents
Show Me: Doc360 Back-end Setup
Show Me: Doc360 Match Pending Attach
Show Me: Doc360 Placeholder Attachments
Show Me: Doc360 Front-end Setup
Show Me: Doc360 Front-end Setup -- Hotfolder
Show Me: Doc360 Front-end Setup -- Hotspot
Show Me: Doc360 My Documents Tab
To learn more about working with documents in AMS360, see the topic Workflow: Work with Doc360 Documents. For general information about the Doc360 document management system, see the topic Doc360 - An Overview.
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