Alogent Webinar: FASTdocs Advanced Imaging & Automation for AccuDoc Customers

Welcome, everyone. We're excited to host the webinar today and and glad you're able to join us. We'll be talking about, advanced imaging and automation for AccuDoc customers. My name is Cameron Marks. I'm the director of product management. With me, I have Jen Mitchell, who's our VP of sales, and Michael Muncy, who's our VP application engineer. We're gonna go we're gonna talk through some user scenarios as well as a brief demo. If throughout the webinar you have any questions, please type it into the chat, and, we will try to get to those. With that, I'm gonna hand it over to Jen. Well, good afternoon, everybody, and thank you for joining our webinar. I'm gonna go ahead and show off my camera now. Alright. The reason we invited you all to see FastDocs today is to see the additional features and offers that you may have been asking for within AccuDoc. First of all, Fastdocs is a cloud based solution. We know some of our banks are looking to move to the cloud, and Fastdocs already has this completed. It's already on the cloud. It is a cloud solution today. Currently, you all have the ability to approve on a record level. Fast docs actually has the ability to approve on the document level rather than the record level. So you're actually gonna see that capability today with Michael's presentation. Fast docs offers customizable reporting capabilities. Acrobat is very limited, as we all know, on the amount of reports we offer within, our current modules. Fast docs gives you the ability to build your own data reports for any of those modules. So that's a that's a big improvement from what you have today for within AccuDoc. Fast docs offers several ways to input images into the system. One offering that stands out for our current AccuDoc users is the ability to utilize OCR for those large groups of documents you need to image. It still has the ability to scan and drag and drop, but that added feature is something I know we've all been looking for, with the AccuDoc product. Just as AccuDoc offers the daily, weekly, and monthly batch imports and exports for some of our systems, Fast docs utilizes APIs, allowing users to connect easier to those third party products. This will give you the ability to connect Fast docs to streamline more of your processes for other departments. It's not just gonna be limited to those few HR interfaces we have or accounts payable interfaces we have. At this time, I'm going to hand it over this presentation over to Michael Muncy, and he is going to walk you through Fast Talk. Thank you, Jen. Appreciate that and Cameron. So as, Jen was talking about some of the options, we're gonna focus just on a couple quick, automation processes. Now bear in mind as I go through these, these were just two that we selected, that I'm gonna be focusing on and three that I'm actually gonna be demoing. But bear in mind, you really have the flexibility to use these in multiple different areas. So as we think about these approval options at the document level, let's take a look at the first example here. The first example I'm gonna be using is with an HR resume review. So we might look at this as a process automation or workflow that you might have within your your bank and you might have certain processes that you have to manually go through. What we wanna show you today is how you can use FastDocs to automate this process, to be able to kick off different areas within this process in an easy fashion directly within the system. So as we look at this HR review, this workflow here, you can see as the new resume comes in, the decisioning that needs to happen, then after that, the review process. And notice even at the acceptance or rejection, the email that would go out to the applicant. So this is the first example. Let's take a look at it in action. To do this, I'm gonna switch over now into my FastDocs system. What you're looking at here is Alligent FastDocs. As we look at this, today is just a high level. So I'm only gonna be able to go into some of these process automations that we've talked about. And in particular, as I look at this, I'm gonna be going into the documents area. And for the human resources resume process, I'm gonna go directly into human resources. Bear in mind, there's many other different areas that are in here. But as I mentioned, this is just a focus on this one particular document review. So as I come in here, I have a folder structure that was custom built for me, for my financial institution. This can be built out however you choose and to your needs there at your bank. For the scenario that I'm using for the resume review, I'm gonna go ahead and expand this folder structure. As you can see, I have eligible, ineligible, and new resumes. For this scenario, I'm actually gonna put in a new resume and go through that. So we received this resume and we need to bring this into the system to kick off some of the automation. So let me just drag and drop that right into the system. You'll notice it immediately recognizes it as a resume. It tells me I need to put in the person's name, so I'm just gonna put in the person's name here. So Cameron Marks. With that, then, you'll notice that automatically applies the security group behind this. So the system is smart enough based off of the document type and the information that's coming in to truly be able to manage things like the security, the retention, if a document would expire, how long that's gonna take place. All of this is automatically done. The end user wouldn't even have to choose these options, but it really allows you as an administrator at the bank to truly be able to manage what these settings would be. For this scenario, I'm gonna go ahead and click next. Now bear in mind, I've given some examples here for indexing. Think about the different types of indexing that you would wanna do based off of this type of process, automation. Now bear in mind, there could be other types. And as Jen mentioned at the beginning, we could actually even use OCR to populate these fields based off of what's on the resume. However, that's in a different demo. Today, what I'm gonna be focusing on is just showing you the process automation. So at this point, I'm gonna go ahead and say that this person is eligible for hire, so I'll choose that. Remember, this scenario, I just wanna go ahead and type in the name there just so I have it. I want to put in the reason why they're eligible. So I'm gonna just say that they're qualified and then notice it automatically puts in my, login ID. So I'm logged in as a teller right now And then, I can go ahead and put in the individual's email address. Now, why is the email address important? Well, as this process automation goes through, remember the last step was to actually automate and send an email directly to that individual. So that's why I went ahead and put that in there. I'm gonna go ahead and finish this process. And you'll notice the resume has been brought in. Even renaming the file to exactly what it should be called, we chose in this scenario the name of the individual. So now that we have this new resume, we have all the information in here, I'm gonna go ahead and just drag and drop it into the eligible folder. Remember, by dragging it and putting it in there, that's what's actually gonna kick off the workflow or the process automation for this HR resume. So now it's in here. So as I moved it in there, one of the first things it did was actually send out an email. So this email actually went out and notified that individual that they now have, a task assigned to them and they actually need to review that resume. Review what's been chosen on that. So I'll go ahead and close that out. And then we'll go ahead and look at, our review here. Notice down here in workflow tasks, it now shows a number one. If I click on that, I'll now be able to see my resume right here that I can start working on. Notice the indexes that are here, and I can go ahead and just zoom out real quick just so we can see the whole, resume here. We can review it, look at all the information, make any modifications if need be. Maybe they're not eligible now. So you still have that capability as the reviewer. Now bear in mind, this might be somebody totally different than actually who, submitted this item. But it even tracks who's reviewing it as well at this point. So at this point, everything looks good. I'm gonna go ahead and click save index. Once that's done, that's been approved, that's been completed. And now if I go back to my emails, that process is completed. The email is, approved. The resume is approved. And at this point, everything is completed. And actually, even an email has been sent out to the candidate directly from the system based off of the automation, process automation in here. So and you can control what it looks like. But notice it goes directly to the individual and it has all the details directly in there. So the idea is to simplify the automation, making it simple and easy. So if I go back into our PowerPoint here, didn't we see that happen? The new resume came in, the decision was made, it was eligible, it was moved, and then that workflow took place, reviewing the index task, and then ultimately, because it was accepted, it was an email that was sent directly to the applicant. Now bear in mind, once again, as I share this with you, this was just an example of an HR. But you could literally replace the same type of process with any type of document that you need to be able to manage directly in FastSox. That same process, that flow could be applied. You're probably already thinking of many different areas within your bank that you could actually do it. But as I mentioned, we had a few different scenarios. So I'm gonna give you a little bit different scenario of how you can do a process automation with a SAR. So you probably are familiar with, suspicious activity reports or as many people refer to them as a SAR. When those come in, to your bank, typically, they're completed, they're done, you have a document, and now you just need to bring that into the system, store it with the customer, and ultimately just review it. Now, there is different scenarios that maybe you want somebody to approve it or not approve it. But usually, a lot of times with the SAR, it just needs to be tracked, logged, and managed in the system. So here's a basic, workflow. There are automation that happens directly in here. So what's gonna happen with this? So let's go ahead and jump back over into the system and we'll take a look at this flow. So here in this scenario, for customer James Blackburn, you'll notice here under audit, I need to be able to bring in this SAR. Once again, I could right click, I could scan this SAR directly in here, But for simplicity for today, I'm just gonna drag and drop it directly into the system. As I bring it into the system, it automatically recognizes it, the type of document it is, based off of the document template. If I click next, once again, look at how it automatically is doing the work for you. It's putting it under the accounting group, the security group that you choose. It's puts it putting the correct retention period on it based off of the type of document and the the regulations that are there. And then also makes it, searchable based off of different categories. I can talk about that on a further demo at another time. But let's go to the next screen. Notice how the indices are automatically populated for this individual. Their account number, their Social Security, their name, their Social Security, the date of this, all of that information is automatically captured in here, eliminating the need for manual indexing and eliminating errors that really could come just with a simple drag and drop. Now bear in mind, as we talked about before, even with the ability to OCR the information and pull it directly off of there, even beyond some of the auto indexing that happens within our system. Once I click finish on this, now that SARS is brought directly into the system, I have it here to review. I could open it directly in here quickly just by double clicking on it. But also, what just took place is an email was sent out. Remember our our process automation is it was sent out to the person that needs to review it. So here's our new email. I can go ahead and look at it. Excuse me. Sorry about that. So once that comes in, it's the top one, there we go. So as you can see, the suspicious activity report came in. The attachment, it was right there in the email that I could open and a detailed message that could be shared directly in the email. So imagine just for a moment, you get that SAR, it needs to go to somebody directly within your organization. That email can be, sent out directly from just dragging and dropping it right into the system. I didn't do anything more than just drag and drop it directly in to the SAR, area. And all of that was automated for you. So it's simply really going through this process of being able to go through an easy process of bringing the document in and doing the workflow that's needed behind it. Now, you might say, what about if I need to approve a document or not approve it? In this scenario, this was just automatically approved. But one last scenario I wanna show you is the ability of just bringing a document for approval. For this scenario, I'm actually gonna use a wire. So I'm gonna just go in here into my wires folder for my account here and once again, I'm gonna just drag and drop this wire directly into the system. From here, I'm gonna say it's a wire form. It's not rejected. It's good. So I'm gonna go ahead and just come in here. Everything looks good. Once again, we have all the security, all the permissions set up on this. The indices are automatically created in here. I can finish that process. So now that this wire form is in here, if I go back into my main area and go into workflow tasks, you're now gonna see that all my items are actually in here and now I have my wire form to approve. So now imagine not just the email that you get, but now you're actually even getting the document directly in this workflow and I can come down here and approve it or reject it, save the indices on it. For this scenario, I'm just gonna go ahead and say approved, wire has been sent. So we keep track of those information, approve that process, and everything is complete. Now bear in mind too, an email is generated even for that scenario with that information when a workflow task has been assigned to you as well. So it's keeping that process automation even by notifying you for items that take place outside of the system. And this is just a generic email. You could have a lot more detail directly in there. So hopefully, you saw some of the process automation. Bear in mind, as I went through this today, this was just high level of a couple features, couple ways of being able to manage this process. But you literally could take this SAR area, replace it with a different type of document. Think of the different types of approvals that you need. And remember, as Jen mentioned at the beginning, it's the document level approval. So it's really allowing you to be able to process those documents with automation, going through the different approval process, and ultimately, storing it with the right security, the right permissions, and the right retention to ultimately have it in the system for when you need that. So hopefully that was helpful for you. At this time though, we wanna just take a few moments now that you were able to see this information and we now wanna talk about some of the benefits, that come from these different types of automations that we showed you today. To do that, I'll turn it over to to Cameron to be able to talk through those areas. Great. Great. Thanks, Michael. You know, we just saw a couple of common use cases for for business process automation and fast talks. And, you know, we're eager to engage with you to identify business processes in your organization. These are these are some of the out of the box, templates that we have prebuilt. But, yeah, we can they are definitely customizable and we look forward to to reaching out and engaging on that. In in addition to, you know, the automated indexing that Michael showed, I mean, drag and drop those documents in. Another key feature of FastLocks is the ability to OCR information, for indexing and search purposes. This extracts the data simply by clicking on an alphanumeric, and that greatly streamlines the indexing process for documents coming in. Michael showed and demonstrated, how we automate the routing of documents for review and approvals. So through business process, automation can be modeled, to your bank specific process route, and so that the individuals that need the information can have it when they need to see it. One of our best practices is, paperless operations. Keep it electronic when you can. So Michael showed, dragging and dropping right into the system. There are other ways to get documents into FastDocs in addition to dragging and dropping, scanning. We can receive items through our API, as well as through email. So speaking of the API, that sucks has a robust external API. This enables integration with your banking systems, whether it's a homegrown solution or a third party product. We've got robust documentation for the API along with a fully functional test harness that that demonstrates its use. So if you have, developers, we could we could hand that off to them and they could implement, the integration with FastDocs, so we could work with you on that. So at at this point, we'll go ahead and, take some questions. I've got a couple queued up and ready to go. Let's see. This one's probably gonna be for Jen. So can we move everything we scan into AccuDoc into Fastdocs? So, yes, you absolutely can. We will have a migration path to move stuff from your current AccuDoc modules into FastDocs mod modules. Obviously, there's an implementation for this. There you know, we'll build out and customize that FastDocs, maybe that it matches your current AccuDoc, or maybe we can add add that additional functionality that you're looking for. But, yes, we will make that migration happen between the two systems. Okay. Great. Thanks, Jim. Another question. Does FastDocs have a way to export the information out to examiners? Cameron, I can take that. Yeah. I can fill that question. So, yeah, that's actually a common question that we see. And yes, absolutely. We do give you the ability to be able to export, both on the document level, multiple document, across accounts, really easy within the system. However, what a lot of our customers do with this is we even can provide a login, a separate login. You can actually create it for auditors or examiners and such like that, that can log into the system and only see the documents that they need. So what we try to help you to be able to do is make it easy. Try not to send documents back and forth, but provide a portal, so to speak, using FastDocs, really ultimately to be able to log in and see just the documents those examiners need to see. Okay. Great. Thank you, Michael. Got another question. Do I need new scanners to scan information into FAFSAX or can I use the current scanners that we have in place? I could take that one as well, Cam. So, FAFSAX uses, Twain enabled scanners. I believe, you know, if you're today using the Accu, system, AccuDoc, you do have the ability, and you have, TWAIN enabled scanners. So good news for you, they'll work just fine. In fact, FastDox, has been continuing to work with so many different because we're supporting any type of Twain that we're seeing such a variety of different types of scanners, being used out there from all in one to different types of just right at the desktop. So, no, you won't have to buy new scanners for this system. You'll be able to take those scanners that you currently have and, be able to use them. Okay. Great. Thank you. And then one one final question here. How long does it take to get FastOx implemented and everything converted? Yeah. The two parts of that question, Cameron. Maybe I can, start off with it, and then if there's anything else. So first of all, to implement it, we see it usually implemented in, less than ninety days. So Fast Talks can be, put in place. We work with you to make sure that the folder structure, the layout, the just like I showed you the HR and the information technology, etcetera, we're gonna make sure everything looks good. Usually that takes less than ninety days to put in place. Then the other place, the other part of that was getting everything converted over. That usually depends on the amount of data. We start working with you right away on that. But we like to make sure when you bring the data in, it's clean, it's in the right place, it's got the right, permissions, the right retention policies, everything when it comes to that. So that amount of data and that move can take different amounts of time, but usually it goes fairly fast when we work side by side on that. And once we establish those rules of what you want for your financial institution, for your bank, then it really makes that process a lot quicker for you all. But, usually less than ninety days for implementation and then the merging, of the migration of documents usually happens simultaneously, but can go just slightly longer than the ninety days. Okay. Great. Thank you, Michael. Alright. So with that, we'll wrap up our webinar today. I hope this information was beneficial to you. Both Jen and Jamie will be reaching out, to answer any additional questions that we didn't have time to to get to. But with that, we'd like to thank everyone for attending, and, we hope you have a great day.