Workflow: Using Document 360 - Back-end Scanning

When you enable the Back-end Scanning Options in Document 360 Setup, the following back-end scanning features become available in the Document 360 system:

• Back-end scanning options in the Attachments data entry form.

• Doc360 Match Pending Attachments data entry form.

• Option to set the Document 360 Hotspot to launch the Document 360 Match Pending Attachments form.

1. You must have security access to Document 360 Setup in order to enable the Back-end Scanning Options.

Follow these steps to enable these options:

1. Open the Document 360 Setup form.

2. Check the box labeled Enable Back-end Scanning Options.

3. Click (Save & Close).

The Document 360 banner, pictured below, is located above the center menu bar in every center:

When enabled for a specific employee in Document 360 Setup, the Document 360 banner automatically launches the Document 360 Match Pending Attachments form when the logged-in employee drags and hovers a document over the banner.

This "Document 360 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.

1. You must have security access to Document 360 Setup in order to enable the banner hotspot.

Follow these steps to set up the Document 360 banner as a hotspot for your scanning technicians:

1. Open the Document 360 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 the option Enable Document 360 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 Document 360 Hotspot for each employee with scanning responsibilities.

7. Click (Save & Close).

8. When the designated employee(s) next refresh the User Center, the Document 360 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 responsible for the transaction enters the pertinent 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 such duties).

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 customer's Business Auto Claim form. She then creates a claim Activity, clicks the Attachments link, and enters one placeholder in the Attachments form. When the system generates the placeholder, it gives the document a system reference number. From the Attachments form, she either prints out a cover page with the document's reference number and clips the cover page to the photograph, or she writes the reference number down 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, follow these steps:

1. From an Activity, Note, or Vendor Invoice, open the Attachments data entry form by clicking the Attachments link.

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 one 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 Document 360 Setup. For more information, see the Setting Up Document 360 for Back-end Scanning section of this topic.

3. Click the Create Placeholders button. 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, highlight it and click Edit.

5. Enter document information, including data that your agency may require for indexing purposes.

Your Security Class selection here 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 Document 360 Setup, and employee authorization is granted in Security Group Setup.

6. Click Update to add the information to the grid.

7. When you are finished entering document information for each row, click the OK button at the bottom. You return to the Activity form.

8. When you are finished entering information on the Activity, click (Save & Close).

The scanning technician gathers all the agency’s documents up at once, scans them, and then enters each file and its corresponding reference number in the Document 360 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.

Document 360 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.

Document 360 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 Document 360, see the topic Document 360 - 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 MicrosoftPaint® ), 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 - Paste Clipboard

    Import - Browse Link

    Import - Drag and Drop