Doc360 Setup

This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package.

Doc360 Setup

The Doc360 Setup data entry form is an important tool in the setup and maintenance of your agency's document security. Additionally, you can use this form to enable or disable certain Doc360 features to optimize your agency's workflow.

Accessing Doc 360 Setup

You can access Doc360 Setup from any center or form that has a Toolbox menu. Select Toolbox > System Administration > Doc 360 Setup.

You must have security rights to access Doc360 Setup. See the Security Group Setup form for more information about employee security groups.

Doc 360 Setup Sections

System Configuration

Group/Field

What is this?

Document Storage Location

Enter a default document storage location or locations.

Field

What is this?

Database

Choose this option to store documents in your agency's database. Vertafore recommends this option for maximum security and accessibility to the documents.

Documents saved to the database have a size limitation of 100 MB per file.

Shared Folder

Choose this option to store documents in a shared folder on a server or another shared location. When the attachment is saved, it is moved or copied to this location.

There is no file size limitation for documents stored at a shared folder location.

All documents stored on a shared directory are saved under an obscure filename provided by Doc360; this ensures that the files will not be altered outside of Doc360.

You must identify the drive and directory path of the shared folder. Use Browse or type the exact drive and directory path in the field provided.

Link

What is this?

Browse

Use this link in conjunction with the Shared Folder option. You must identify the drive and directory path of the shared folder.

Once selected, the drive/directory appears in the field beneath the Shared Folderoption.

Reference to Disk

Choose this option to save a reference of the document's location. The document is not moved or copied from its original location.

Other (Allow Browse)

Choose this option to allow the user importing the document to decide where to save it.

Silent Activity Attachment Storage Option

These options apply to automatic Activity logging without user intervention. Choose one of the following options:

Field

What is this?

Database

Choose this option to store silent Activity Attachments in your agency's database.

Vertafore recommends this option for maximum security and accessibility to the attachments.
If you select Database, silent activity attachments over 9 Megabytes in size cannot be stored in the database.

Shared Folder

Choose this option to store silent Activity Attachments in the shared folder that you specified in the Shared Folder field in the Document Storage Location section above.

When the attachment is saved, it is moved or copied to this location.

Import Files Storage Location

This is the default location for files imported using the Get Documents and Document Distribution forms.

Field	What is this?
Database	Choose this option to import documents to your agency's database.
Shared Folder	Choose this option to import documents to the shared folder that you specified in the Shared Folder field in the Document Storage Location section above.

(Additional System Configuration Options)

Field	What is this?
Compress Files During Save	Check the box to reduce the document file size during file save. Defaults as checked. If you change your selection here, the new agency setting will only apply to new documents saved after the change.
Encrypt Files During Save	Check the box to encrypt files. Defaults as selected. Files are always encrypted when they are stored to the database. The Encrypt Files During Save option is provided for those files saved to a shared folder location. When the system encrypts a file, it translates the file data into a secret code. This provides an added measure of document security because outside the Doc360 system, the document file data is unreadable. If you change your selection here, the new agency setting will only apply to new documents saved after the change.
Default Attachment "Delete After Saving" Option to Yes	Forms that provide the Delete After Saving checkbox option include Document Distribution, Attachments, and Doc360 Match Pending Attachments. When this option is selected in Doc360 Setup, the default status of the Delete After Saving box is checked on these forms. If the Delete After Saving checkbox is selected, the system automatically deletes the source file from its initial location once it is saved. You can also access this option at the transaction-specific level.
Allow Document Attachments to Notes	Select this option to allow users the ability to attach documents to Notes. This selection also enables the Notes button on the Documents tabs of applicable centers. Defaults as selected.
Enable Backend Scanning Options	Select this box to enable Doc360 features useful to the back-end scanning workflow. Defaults as checked. Back-end scanning features include the Backend Scanning group box on the Attachments form, and access to the Doc360 Match Pending Attachments form.

Email Attachment Storage

Field

What is this?

From Outlook

The storage option you select here affects whether the email message created in Outlook or Contact Book is stored as an MSG, TXT, or HTML file.

MSG formats can double the storage space if you elect to store the attachments separately.

Field	What is this?
MSG	Available for Outlook or Contact Book. Saves messages in their original format. Attachments are saved as an embedded part of the MSG file. They can, optionally, be saved as a separate file.
TXT	Available for Outlook or Contact Book. This is the default setting for Outlook. Saves the message as text. Any attachments can only be stored separately when this format is selected.
HTML	Available for Contact Book only. This is the default setting for Contact Book. Saves the message in html format. Any attachments can only be stored separately when this format is selected.
Separate Attachments	This option is available for MSG files only. Choose MSG to save attachments both as embedded attachments to the email and as separate files. If you choose TXT or HTML this box is selected by default and cannot be changed.

From Contact Book

Document Security Classifications

Document Security Classifications Grid

Column	What is this?
Permanent	Displays an "X" for the permanent document classifications in Doc360.
Description	Displays the description of the classification. You can describe either the level of document security (e.g., Restricted), or the nature of the documents that receive this classification Non-Permanent Group descriptions can be added or changed through the Grid's New/Edit feature.
Active	If this option is selected, the classification is available on the Security Class selection lists throughout the Doc360 system.
Default	If this option is selected, this classification is the system default selection on the Security Class selection lists throughout the Doc360 system. Also, it is the default classification assigned to documents when they are imported using the Get Documents tool.

Document Security Classifications Data Entry Fields

Field	What is this?
Description	Enter a meaningful description of this classification. You can describe either the level of document security (e.g., Restricted), or the nature of the documents that receive this classification.
Active	If you select this option, the classification becomes available on the Security Class selection lists throughout the Doc360 system.
Set as Default	If you select this option, this classification becomes the system default selection on the Security Class selection lists throughout the Doc360 system. Also, it becomes the default classification assigned to documents when they are imported using the Get Documents tool.
Security Group Setup	If you have the proper security access, you can click this link to access the Security Group Setup form. Use Security Group Setup to authorize or restrict security group access to document classifications.

Employee Assignments

Group/Field

What is this?

Employee

Last and first name of the agency employee.

Hot Folder Location

Shared folder on the network from which this employee imports his or her documents in the front-end scanning workflow. See the Workflow: Use Doc360 - Front-end Scanning topic for more information.

The agency's scanning technician saves documents for the employee to this folder. The employee imports the documents using Get Documents.

When you import documents using Get Documents, the document files are deleted from the Hot Folder locations. The Hot Folders are empty after the import process. The files are now saved either to the AMS360 database or to a designated shared folder location; for storage options, see the System Configuration section of this topic.

Use this field to identify the drive and directory path of the shared folder. Use Browse or type the exact drive and directory path in the field provided.

If your agency hot folders are located in a shared folder network location, verify that the user and the person scanning documents have the proper authorization to access this network location.

Link

What is this?

Browse

Use this link in conjunction with the Hot Folder Location option. You must identify the drive and directory path of the shared folder.

Once selected, the drive/directory appears in the Hot Folder Locationfield.

Default Hotspot Definition

Option	What is this?
Enable Doc360 Center Hotspot for Frontend Scanning (Distribution Form)	If you select this option, then the Doc360 banner in the employee's User Center becomes an automatic launch point for the Document Distribution form. To launch the form, the user can click the banner, or he or she can drag and hover a document file over the banner. See the Workflow: Use Doc360 - Front-end Scanning topic for more information.
Enable Doc360 Center Hotspot for On-demand Scanning (Activity Form)	If you select this option, then the Doc360 banner in the employee's User Center becomes an automatic launch point for the Activity form. To launch the form, the user can click the banner, or they can drag and hover a document file over the banner. To use this option, the employee must have security authorization to create new Activity/Suspense items (secured item: Activity/Suspense Menu - Activity Suspense: New). See Security Group Setup for more information about employee security groups. See the Workflow: Use Doc360 - On-demand Scanning topic for more information.
Enable Doc360 Center Hotspot for Backend Scanning (Match Pending Attachments Form)	To select this option, you must first select Enable Backend Scanning Options in the System Configuration section. If you select this option, then the Doc360 banner in the employee's User Center becomes an automatic launch point for the Doc360 Match Pending Attachments form. To launch the form, the user can click the banner, or they can drag and hover a document file over the banner. See the Workflow: Use Doc360 - Back-end Scanning topic for more information.

Authorized to View Unprocessed Documents For

Group/Field

What is this?

Check All / Uncheck All

Click the Check All button to authorize access to unprocessed documents for all other agency employees. A check mark appears in every box in the Selection column.

Click the Uncheck All button to clear all selections from the grid.

Select

Click one or multiple employee Select boxes to authorize access to unprocessed documents for another employee.

Name

Last name, first name of the employee who is being granted access or restricted from processing another employee's unprocessed documents.

Status

Indicates employee's status, as entered on the Employee data entry form. Possible entries here include:

Group/Field	What is this?
Active	The employee's name appears in system selection lists and search results throughout AMS360.
Inactive	The employee's name does not appear in system selection lists and search results throughout AMS360.
Retired	The employee is currently retired, and their name does not appear in lists or search results throughout AMS360.

Title

The employee's title, as entered on the Employee data entry form.

Third-party Integration Setup

Group/Field

What is this?

Enable Third-party Document Management Integration

Select this option to enable the Doc360 features related to third-party imaging vendor integration. Related options then become available throughout the system. To enable your selection, you must next enter the Directory and Program name in the Application Program section.

If this option is not selected, the Doc360 third-party integration features are then hidden throughout the system.

Application Program

Enter data to help AMS360 locate and identify your third-party imaging vendor application.

These fields are required to enable Doc360 third-party imaging features.

Field

What is this?

Directory

Identify the drive and directory path of the folder in which the third-party imaging application is stored.

Use Browse to navigate your network and select the folder, or type the exact drive and directory path in the field.

Example: M:\Program Files\Doc Vendor

Program Name

Identify the drive and directory path of the third-party imaging vendor's executable program file.

Example: M:\Program Files\Doc Vendor\docvendor.exe

Icon Image for Application

The image you select from this list appears as a unique icon for third-party documents in the Info column of the Documents tab (or My Documents tab) of each applicable center.

When you click this icon, the Document Information form opens in a new window.

To obtain an appropriate image for this icon, contact your third-party imaging vendor. Once you have received an image from your third-party vendor, uploaded this image into AMS360 through the Logo Setup data entry form.

If you do not set up an icon image for your third-party documents, the default image is the standard Document Information icon.

Link

What is this?

Logo Setup

Click the link to access the Logo Setup form. Use this form to upload an image for use as the third-party document Info icon.

The ideal size for this icon image is 16x16 pixels.

You must first obtain an appropriate image from your third-party imaging vendor.

Icon Image for Web Page Tabs

The image you select from this list appears as a button on the Policy tab in the Customer Center.

When you click this button, it launches the third party vendor application.

To obtain an appropriate image for this icon, contact your third-party imaging vendor.

Once you have received an image from your third-party vendor, uploaded this image into AMS360 through the Logo Setup data entry form.

If you do not select an icon image for your third-party documents, the default image is the standard Document Information icon.

Link

What is this?

Logo Setup

Click the link to access the Logo Setup form. Use this form to upload an image for use as a launch button on the Policy tab for your agency's third-party imaging application.

The ideal height for this icon image is 16 pixels. The width should be between 20-90 pixels.

You must first obtain an appropriate image from your third-party imaging vendor.

Third-party Menu Text

Enter text that will appear in the Doc360 menu, as accessed from applicable centers. When a user selects this text from the Doc360 menu, it launches the third-party vendor application.

If you do not enter text here for your third-party vendor, then the list selection defaults as "Third-party Doc Vendor."

Logo Setup

Click this link to access the Logo Setup data entry form.

If you haven't yet uploaded icon images for your third-party vendor, then this link provides easy access to the form so that you can complete this task.

You must complete this task before you can select an Icon Image for Application or an Icon Image for Web Page Tabs.

Document 360 Show Me's

What's Next?

To customize Doc360 features to best suit your agency's scanning workflow, see one of the following procedural topics:

My Vertafore Support | Vertafore University | NetVU Network | Vertafore.com

© 2015 Vertafore, Inc. and its subsidiaries. All Rights Reserved. Vertafore, the Vertafore design, AMS360, Vertafore Producer Advantage, Producer Plus, AgencyEDGE, ReferenceConnect, BenefitPoint, Engage, and WorkSmart are registered trademarks of Vertafore, Inc. or its subsidiaries. Third party marks belong to their respective holders. AMS360 Classic Help updated 5/18/2016 10:59 PM

Doc360 Setup

Accessing Doc 360 Setup

Doc 360 Setup Sections

System Configuration

Document Security Classifications

Document Security Classifications Grid

Document Security Classifications Data Entry Fields

Employee Assignments

Authorized to View Unprocessed Documents For

Third-party Integration Setup

Document 360 Show Me's

Overview

Document Security

Back-end Scanning

Front-end Scanning

On Demand Scanning

What's Next?