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

Enter or modify index information for a document using the Change Index Information data entry form.

    Using the Document Information Icon to Access Change Index Information

    Using the Change Index button to Access Change Index Information

If you have Full Access security to a document in the system, you can open and view the document in an application compatible with the document's file extension.

Example: a Word document is assigned to your User Center. The file extension on this document is .doc. When you click the View icon, MS Word® launches and opens the document.

If your agency has enabled Doc360 features for third-party vendor imaging, then View is the only Action available for those documents managed using the third-party vendor. Click to open the document using the third-party imaging application. (To enable this feature, see Document 360 Setup > Document 360 Setup Sections > Third-party Integration Setup for more information.)

View a document by clicking the View icon, which is available in the following places in AMS360:

• Documents or My Documents center tabs

• View Attachments grid, as accessed through an Activity

• Attachments grid, as accessed through a Note or Vendor Invoice.

• The Results grid of the Document 360 Search form.

If you opened a document in View mode, then any changes you make to the document cannot be saved back to the system! If you made changes to a document in this mode, and you want to save your changes to the system, first save your changes to your local drive; next, import a new version of the document into the system using Document Distribution. If you are willing to redo your changes, you can alternately close out of View mode, and re-open the document in Edit mode (see the Edit a Document section of this topic).

Viewing a Document...	Workflow: Access Viewing a Document from this Location
From A Center	Access the View icon under the My Documents tab in the User Center, or under the Documents tab in any other center except Financial and Sales. When you click the icon, the associated application launches, opening the document file.
From An Activity	Under the Activity tab in any applicable center, the paper clip icon in the Activity row indicates that the Activity includes at least one document attachment (or attachment placeholder). If an Activity includes an attached document file, when you view that Activity, the document appears as a row in the View Attachments grid. The File Name that appears in the grid row is actually a link; when you click it, the outside application launches, opening the document file. For more information about viewing an Activity, see the View Activity topic.
From a Note	Under the Notes tab in any applicable center, and in the Notes List grid of the View Notes form, the paper clip icon in the Note row indicates that the Note includes at least one document attachment (or attachment placeholder). If a Note includes an attached document file, when you open that Note, you see a numeric suffix next to the Attachments link, representing the number of files attached. Click on the link to open the Attachments form. The View icon is available in the document row of the Attachments grid. When you click the icon, the associated application launches, opening the document file.
From a Vendor Invoice	Under the Vendor Invoices or Invoices tabs in applicable centers, the paper clip icon in the Vendor Invoice row indicates that the invoice includes at least one document attachment (or attachment placeholder). If a Vendor Invoice includes an attached document file, when you open that invoice, you see a numeric suffix next to the Attachments link, representing the number of files attached. Click on the link to open the Attachments form. The View icon is available in the document row of the Attachments grid. When you click the icon, the associated application launches, opening the document file. For more information about viewing a Vendor Invoice, see the Vendor Invoice topic.
From Document 360 Search	On the Document 360 Search form, enter your search criteria and click the Find button. Document files that match the criteria appear as rows in the Results grid. The View icon is available in the document row of the grid. When you click the icon, the associated application launches, opening the document file.

If you have the proper security access, you can edit an unprocessed document in the system (i.e., a document in your User Center that is not yet attached). You can also edit processed documents attached to either a Note or a Vendor Invoice.

• You cannot edit a document that is attached to an Activity.

• You cannot edit a document that is attached to both an Activity and a Note or Vendor Invoice.

• If a document is attached to only a Vendor Invoice or Note, but not an Activity, you can edit the document from the Vendor Invoice or Note.

Any changes you make to a document in Edit mode are not accessible in the system until you Save and check in the document.

The Edit icon is available on all center tabs except Sales and Financial. It is also available on the Attachments form grid, which you can access through the Attachments link on a Note or Vendor Invoice. Finally, the Edit icon is available on the Document 360 Search form, in the document rows of the Results grid.

The Edit icon is not available for any document that is checked out for editing by another user.

The Edit icon is not available for third-party documents.

Editing a Document...	Workflow: Edit a Document from this Location
From A Center	Follow these steps to edit a document from a center: Click Edit to open the file in the Associated Application. When you do this, you "check out" the document file from the system. No one else can make changes to it while you are editing. Example: The file extension on a document is .doc. When you click Edit, MS Word® launches and opens the document. While it is checked out, under the Documents or My Documents tab, the icons change from and View and Edit to and Open and Save. Make your changes to the document in the Associated Application, and save them within the application. Quit the application, or just close the document. Under the Documents or My Documents tab, click Save to launch the Check In form. Click OK to "check in" the document, including your changes. In the system, the revised document replaces the previous version of the file. When you refresh the center, under the Documents or My Documents tab, the icons change from and Open and Save back to and View and Edit.
From a Note	Under the Notes tab in any applicable center, and in the Notes List grid of the View Notes form, the paper clip icon in the Note row indicates that the Note includes at least one document attachment (or attachment placeholder). Follow these steps to edit a document attached to a Note: From the Note, click the Attachments link to launch the Attachments form. Click Edit in the grid to open the file in the Associated Application. When you do this, you "check out" the document file from the system. No one else can make changes to it while you are editing. Example: The file extension on a document is .doc. When you click Edit, MS Word® launches and opens the document. While it is checked out, in the Attachments grid, the icons change from and View and Edit to and Open and Save. Make your changes to the document in the Associated Application, and save them within the application. Quit the application, or just close the document. In the Attachments grid, click Save to launch the Check In form. Click OK to "check in" the document, including your changes. In the system, the revised document replaces the previous version of the file. In the Attachments grid, the icons change from and Open and Save back to and View and Edit. When you are finished, click OK to return to the Note.
From a Vendor Invoice	Under the Invoices tab in the Vendor Center, the paper clip icon in the invoice row indicates that the invoice includes at least one document attachment (or attachment placeholder). Follow these steps to edit a document from a Vendor Invoice: From the Vendor Invoice, click the Attachments link to launch the Attachments form. Click Edit in the grid to open the file in the Associated Application. When you do this, you "check out" the document file from the system. No one else can make changes to it while you are editing. Example: The file extension on a document is .doc. When you click Edit, MS Word® launches and opens the document. While it is checked out, in the Attachments grid, the icons change from and View and Edit to and Open and Save. Make your changes to the document in the Associated Application, and save them within the application. Quit the application, or just close the document. In the Attachments grid, click Save to launch the Check In form. Click OK to "check in" the document, including your changes. In the system, the revised document replaces the previous version of the file. In the Attachments grid, the icons change from and Open and Save to and View and Edit. When you are finished, click OK to return to the invoice.
From Doc360 Search	Follow these steps to edit a document from the Results grid of the Doc360 Search form: On the Document 360 Search form, enter your search criteria and click the Find button. Document files that match the criteria appear as rows in the Results grid. The Edit icon is available in the document row of the Results grid. Click Edit in the grid to open the file in the Associated Application. When you do this, you "check out" the document file from the system. No one else can make changes to it while you are editing. Example: The file extension on a document is .doc. When you click Edit, MS Word® launches and opens the document. While it is checked out, in the Results grid, the icons change from and View and Edit to and Open and Save. Make your changes to the document in the Associated Application, and save them within the application. Quit the application, or just close the document. In the Results grid, click Save to launch the Check In form. Click OK to "check in" the document, including your changes. In the system, the revised document replaces the previous version of the file. In the Results grid, the icons change from and Open and Save to and View and Edit. When you are finished, click OK to return to the invoice Document 360 Search

Unless you delete it, the status of a document remains Unprocessed in your User Center until you attach it to an Activity, Note, or Vendor Invoice.

For your convenience, each of these attachment options is represented by a launch button under the My Documents tab in your User Center. Note and Activity buttons are available under the Documents tabs in the other applicable centers.

You must have the proper security to access these attachment option buttons. See the Security Group Setup topic for more information about authorizing employee access to secured items.

The Activity, Note, and Vendor Invoice data entry forms each feature a link to the Attachments form. When you click this link, a form launches through which you can attach document files from your network directory, as well as from within the Doc360 system. You can also attach email messages from your Outlook® or other system-compatible email applications.

You cannot attach a third-party document from the User Center. To attach a third-party document in the system, you must access the Attachments data entry from via a new Activity, create a placeholder for the document, and then export the file data to your third-party vendor. See the Help topic for more information.

To attach a document file using the Attachments form, see the section that best describes your task at hand:

    Attach File: Import a file from your local or network directory

    Attach Doc360 File: Search for and attach file from within the system

    Attach Email

The Email button appears under the My Documents tab in the User Center, and under the Documents tab in all other centers except Financial and Sales.

It is also accessed above the Results grid on the Document 360 Search form. You can email only those documents for which you have Full Access security rights.

You cannot email a third-party document from the User Center. You must email the document from within your third-party application.

Follow these steps to send a document file via email:

1. To enable the Email button, select at least one document under the Documents or My Documents tab.

2. Click the button to launch the Contacts form. See the Contacts topic for more information about entering recipient email addresses and other data on this form.

3. After selecting your recipients, click the Email link to create the message in Outlook® , or other system-compatible email applications.
   
   The document(s) selected are now attached to the email message within the email application. When the email transaction is implemented, AMS360 logs an Activity for the transaction. As the system logs this Activity, it automatically compares the email attachment file to the original system file, checking for changes.

If the MSG option is selected in Doc360 Setup, there might be a brief delay before the activity is logged while AMS360 waits for the message to be saved in the Outlook Sent items folder.  See Doc360 Setup for more information about email attachment storage options.

At this point, three scenarios are possible:

• If the original file was an unprocessed document selected from the User Center, it is now processed in the system because it is attached to the Activity.

• If you had opened and edited the email attachment file from within the email application, without going through Doc360's Edit and Save features, then the system recognizes these changes during the automatic file comparison. In this case, the system copies the edited file as a new Doc360 document, and attaches it to the Activity.

• If you have not made any changes to the email attachment file, then the system logs the Activity with the original document attached.

The Copy to Clipboard button appears under the My Documents tab in the User Center, and under the Documents tab in all other centers except Financial and Sales.

It is also available above the Results grid of the Document 360 Search form.

You can email only those documents for which you have Full Access security rights.

You cannot copy a third-party document to the clipboard using the User Center button. You must create a copy of the document within the third-party application.

Follow these steps to create a copy of a document file:

1. To enable the Copy to Clipboard button, select at least one document under the Documents or My Documents tab.

2. Click the button. The system creates a copy or copies of the selected document(s).

3. You can enter this copied file onto any Doc360 form with the Paste Clipboard button:

• Document Distribution

• Document 360 Match Pending Attachments

• Attachments - accessed from an Activity, Note, or Vendor Invoice

You can also use your right-click menu to Paste the file to your desktop or another location on your network directory, or into a software application outside the system.

 

If you want to route a document to another user for processing, you can use the Document Distribution form to re-assign the document from your User Center to another employee's User Center. You can re-assign only those documents that are in an Unprocessed state (e.g., not attached to a Personal Note).

From the User Center, you can launch this form either by selecting Distribute Documents from the Doc360 menu, or by clicking the Re-assign button on the My Documents tab.

You must have the proper security to re-assign unprocessed documents. See the Security Group Setup topic for more information about authorizing access to secured items such as the Re-assign button.

You cannot reassign a third-party document.

Example #1: You are the manager of the Claims Department at your agency. All claims-related correspondence is scanned and routed to your User Center. You must then route the document files to the appropriate CSRs within your department.

Example #2: Although you normally handle vendor payables for your agency, your manager has asked to approve any invoices from a new office supply vendor, Workstation Solutions. Your agency receptionist scans all incoming vendor invoices and routinely distributes them to you. You receive an invoice from Workstation Solutions, so you must re-assign it to your manager for approval.

To re-assign an unprocessed document in your User Center using the Re-assign button, follow these steps:

1. From your User Center My Documents tab, select the document or documents to be re-assigned by checking the Select box in the appropriate row(s).

2. On the My Documents tab toolbar, click Re-assign. The Document Distribution form opens.

3. The document that you selected from your User Center appears as a row in the grid.

4. If you selected multiple documents, and the pre-index information for each file does not match, you receive a system warning asking to clear the pre-index information. To proceed, click OK. If you don't want to clear the pre-index information, click Cancel; now select and re-assign each document separately, using a new Document Distribution form for each.

5. To route the document to an agency employee, select his or her name from the Assign To list. You can also enter information relevant to the pending business transaction, if necessary. This information is not used to process or file the document; however, it may be useful as resource information for the Assigned To employee.

6. 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.

7. If you must change the Security Class for the document, you can do so here.

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 Document 360 Security for more information.

8. When you are finished, click Update to enter data in the grid.

9. Click OK. The form closes.

10. When the recipient next refreshes his or her User Center, the new files appear under the My Documents tab.

The Document History icon appears under the My Documents tab in the User Center, and under the Documents tab in all other centers except Financial and Sales. It is located in each document row under the History column header. Document History also appears in the Results grid of the Document 360 Search form.

When you click the icon, it launches the History form. History lists all the actions that have been taken on a document file within the system. Additionally, the History grid includes a link to the specific Activity View, Note, and/or Vendor Invoice to which the document is attached.

    Delete a Document from the User Center My Documents Tab

    Delete a Document from a Note or Vendor Invoice Attachment form

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