Alogent Webinar 3 Time-Savings Document Workflows

Good afternoon, and thank you for joining today's webinar. I'm Jamie Biggs. I'm a product sales specialist with Alligent. I've been with the company for about fourteen years. And today, I'll be taking you through a short webinar on three time saving workflows within AccuAccount. If you have any questions as we go through the webinar today, feel free to type those into the q and a panel on the meeting, and I'll answer those questions at the end of the presentation. So to briefly touch on AccuAccount's main features, we've built our software around imaging with integrated exception tracking. Expired items. So AccuCount has several ways that data, images, and exception information can be input into the system. First of all, we integrate with your core system to bring in your customer and account data. We can also bring in document images and data from an e sign product or an LOS product that you may be using at your financial institution. We have several ways that you can image into Acu account, including scanning, drag and drop, batch imaging, really a number of ways that you can use the software to make it very easy to bring in your images. We offer integrated exception tracking, so we will track your missing documents for your customers and loans, any expiring items, and we also have tasks that you can track in the system. These items are then pulled onto reports in AcuAccounts. You can pull reports on demand. They can be emailed out to you on a schedule, and you can view your reports on dashboard pages within AccuAccount. There are also several additional features that AccuAccount offers. So I have them listed out here. We have items such as flex fills that can be input into the system. We handle cross collaterals. We have a built in quality control process, an audit module to do an export of data to your auditors or examiners, purge functionality, and so on. So if you see any features that you'd like to see more in-depth, please just let me know, and we can always schedule a live one on one demo outside of today's webinar, or we can send out a short recorded demo of these features. So the topics that we're going to discuss today in our demo include task group workflows. So these are going to be tasks that you can track your workflow for, accuapproval workflows, which is our loan application approval workflow flow by loan type, and the document approval workflow, which is our new document QC process. So just to quickly touch on these three workflows before we jump into a demo, we have our task group workflows. These are predefined groups of tasks that need to be completed for a specific situation. So I'll take you through a few examples of how you can use these for your customers and loans. This is gonna save you time on adding each task manually when it needs to be tracked. You can turn on this entire group and have those start tracking immediately. It also ensures accuracy of your tasks so that it gets entered the same to be able to pull combined reports, and you don't have users entering different types of tasks or titling them differently, and just keep some accuracy there. And these task groups track on your reports and your dashboard pages. So So if you're wanting to do appraisal review tasks or foreclosure tasks, all of those are going to be easily tracked on your dashboards, or you can pull them on an on demand report, have those emailed out to you, or you can build them into one of our dynamic reports. The next workflow that's available within Accu account is AccuApproval. This is our loan approval workflow that can be set up and customized per loan type. This takes an application through each step of the approval process, so all the way through approval or denial, withdraw, whatever options you want to set up in your active approval system. It ensures the application is routed to the appropriate person or department, sends email notifications, sets application analysts and approval statuses. It will track a full history of everything that happens on your applications and will always be saved with that application. Even when it becomes a booked loan, you'll be able to see that history. Timers can be enabled during each step of this process. And then you can pull pipeline reports and view these applications on your dashboard pages for easy access. And then the final workflow that we're going to look at today during our demo is the document approval workflow. This is our new document QC that is available in version twenty three of Acu account. It allows documents to be set as QC critical even after a document is added. That then tells the system that you don't want the exception to be cleared until the document goes through a QC process. So that workflow would look like adding the image to the customer's page, the document would then be forced to go through a QC process, and then the exception would be cleared. So it just adds an additional step for QC before that is going to be cleared from your reports. So let's go ahead and take, a look at how these work within Accu accounts so you can see, a quick demo on these. So here we have our dashboard page within Accu accounts. Just one second. And we're going to look at first the task groups that can be set up and enabled to start tracking for your customers or accounts. And I'm gonna do a quick search here and jump to a customer page for the customer, Amalgamated Industries. So a couple examples here. You can use task groups at the credit level. So if there are tasks that need to be completed that are attached to the customer and are not specific to an account or a loan, you can do the same functionality that we're gonna look at on the credit side. But I am gonna show some examples at the account level today. So for this loan that we're currently viewing ending in four one two, I have gone into the exception tab, and what we've told the system is that this loan now needs to go through this post closing review. So you will have predefined groups of tasks. Your administrators can go in and build unlimited task groups for whatever you wanna see in this drop down here, and I created one for post closing review. And then you would hit update to build out all of those tasks. So I have created these, and they are all titled with PCR. So we know those are close closing review tasks. That's an optional way to title these. But it has turned on all of the tasks that need to be completed on this loan after closing. So these tasks are now going to start tracking here on the exception tab for this loan. You can also have these display on your dashboard when you initially log in to Accu account, and they're going to show up on your reports. So if you were to pull a loan officer report for Alex Haley, Alex is going to see all of these exceptions listed on this report. There's also an option to pull a report by assigned user, and you can see that these tasks have been assigned to me, Jamie Biggs. So if I pull my assigned user report, I would be able to see these exceptions tracking as well. So it really just depends on how you want to assign and track these items and who you're going to put that responsibility on. When you are working through these, you can always go in and edit these task exceptions. So if you wanted to add a comment to these or where you are in, resolving this, item, you can. You can reassign it. You also have the ability to reassign from this little person icon here. So if you wanted to assign it to somebody else and you're saying, okay. David is actually responsible for tracking this item, it's really easy to assign it to him, and it's gonna show up on his report now. And then when you're wanting to resolve something, so if we say that we have done the HMDA reporting review, you can just click on this little check mark, and it resolves the item that's going to fall off of the exception listing here on the customer page on your dashboard and on your reports. But you can always go in and still view that information and see a history of everything that was ever tracking for this loan. So I just wanna give you a quick overview of how these tasks are built into the system. And again, this is an administrative function. But if I go into my task list, and I'm gonna focus on the account level here, you can see here is what was displaying in that drop down field of the optional task groups that can be selected. So we already looked at this post closing review. When we edit that, we can see all of those tasks that are gonna show up on the on that loan when it's selected. So you have full control over what tasks are built, how they are titled, how you want to track them, who they are assigned to, when they get added into the system. The other, task group that we're going to look at next is going to be the foreclosure tasks. Now there is a difference between the two that we, between the one we just looked at, this post closing review, has it set up to execute all tasks. The next example for foreclosure tasks is set up to execute the tasks in order. Now if we look at this task group, we have all of those tasks that need to be completed on a foreclosure property, but they are set up to happen in a specific order, meaning that when this task group gets kicked off, it's only going to turn on the first task and start tracking it, and the other ones are just going to be hidden in the background. Once this first task has been resolved and it is completed, it will then kick off the second task to be completed. So that's the sequential, sequential option where you can have it set up to just have one happen at a time. So I'm gonna go ahead and go back to my customer page for amalgamated industries. We can look at that foreclosure task option. And we're gonna do this down on the collateral level. So down in my collateral, I'm viewing the collateral information, the collateral documents, and we're gonna go into this exception tab. So let's say that we have updated the status for this collateral to foreclosure that likely comes over from your core system when the nightly process is run to update the status. So it might be, you know, a procedure that you put into place that any time a property has this foreclosure status, we're gonna go kick off this task group. So we know that every task that needs to be completed on this property is done. So I did already go in. We selected this task group for foreclosure tasks, and that first task in here is set up and is now tracking. So it's assigned to me. It's a true exception, and it's it's set up in there to have the locks changed for this property. That's the first thing that needs to happen. Now once that is completed, you actually have had the tap, the locks changed. You can make a comment if you wanted to, or you can just click on this option to resolve the task. Once it is resolved, it will turn off this exception from tracking on your reports, and it's going to build the second task that needs to happen within that task group, which is engage the cleaning company. So it's going to go through each one of those tasks one at a time to show on your reports. So those are our two options for the task groups to have them all kicked off together so they are all tracking, or you can have them set up to track one at a time. So just to show you how this looks like when you're viewing these tasks, if we go back to our dashboard page here in AccuAccount, there is a specific, widget that you can turn on for active tasks. If we scroll down to our section for Amalgamated Industries, which is the customer page we were just viewing, we can see those post closing review tasks that are tracking, and I can even see that foreclosure task that's tracking on my collateral. So it will start tracking how long these have been, outstanding. You can reassign them, and you can even resolve them from here. So if you know that these have been completed for this loan, it's really quick and easy to go through and select to resolve those items, and we do keep a history of when they were resolved and who resolved them in the system. These tasks also will show up on your active summary reports for exceptions, any exception reports that you build and pull. So just depending on how you have your dashboard set up, you can have these tasks track in multiple ways. So I'm gonna go back to Amalgamated Industries just one more time to show one other example of the workflow with task groups, and this is going to be at the deposit level. So if you are bringing in deposit accounts into your active account system, these task groups can be used the exact same way that we just saw for your loans. So if you have a customer that has a new checking account, we may want to have something tracked as a task group, for new account approval. So if there's several things that need to happen when a new checking account gets opened in the system, we can turn on that task group. So my first item here is approve opening of the account. This is set up sequentially, so it is happening one at a time, but, of course, these can be built to all be displaying so they don't have to be completed in a certain order. And then, excuse me, if I were to resolve this task, it's gonna set the next task to start tracking to approve the signature card. And once that's resolved, we're gonna kick off the check system verification and so on. So that is the workflow that you can set up for your task groups. The second workflow that we're going to focus on today is our accuapproval system, which is our loan approval workflow by loan type. So I'm going to go to a different customer page here to look at this example, and we are going to be on our Global Corporation customer page. When you have accuapproval accuapproval, excuse me, enabled in your accu account system, when you are viewing the loan tabs, and as long as you have permissions to do so, you're gonna see this link here to add a new loan application. So if our global corporation has applied for a new loan, we can do this option to, add the application. We would set what loan type they are applying for. You can set the initial status for this application. And when you choose update, it's going to allow you to put in all of the information about this application in here. So several fields that can be put in put in, regarding balances requested, property information, collateral information, who the lender is, and that can all be filled in initially right during this first process, or it can be added later as the information gets collected. Now for time purposes, I did already add an application that we're going to look at. So I have added this commercial revolving line of credit, And this is an active application tracking under Global Corporation. So the workflow for our application is to take it through every step of your approval process. It's going to allow you to route it to either different individuals or to different groups. You can assign it to an analyst group or an approval group, a loan committee, and all of those individuals would receive an email notification. They would also all have permissions to be able to take the next action on this application within Accu account here. Excuse me. So once we have this application in here, you can see some of the information that has been added. So all of those fields that you add during your ad loan application process are gonna be displayed here, and you can start adding the, document information. So any images that you have for this application can be scanned or uploaded right to the page here. And it works the same way as if you were working on a loan that you already have in the system. So if I were to take a document, maybe this is the loan application for Global Corporation, I can drag and drop it right to the applications page, and now any user would be able to view that image. It also allows you to add the customer's credit documents at this time. So if this is an existing customer for your financial institution that already has an active loan, they may already have a lot of these credit documents, so you don't have to request them again. You're gonna be able to see that they already exist here in Accu account. Once you have added all this, preliminary information on this application, you can then take an action. So this application has been assigned to me as the lender, so I am able to go in and take an action on this application. So you will customize all of the workflows that would be available at your financial institution. So all of the different possibilities, or or, you know, ways that an application could be routed, you will set up. So just for a quick example here, I'm gonna route this application for credit analysis. This will show any user in your Accu account system that is flagged as a credit analyst, and then you can input any approval conditions, post closing conditions, and comments, and that information is going to be saved with the application in the history. So I'm gonna go ahead and assign this to Dave as the analyst. Dave would receive an email notification that this application is out here waiting for him to do, the credit analysis on it. He can view documents, add images, whatever he needs to do on this application to push it along within the process. So since this is assigned to Dave, I'm actually going to log out of AccuAccount and log back in as Dave so you can see what he would see when he gets into AccuAccount. So in here, I would view a dashboard page. So if I have a dashboard under Dave that is set up to view application information, I have a pipeline report here, I would be able to see what is assigned to me and waiting for credit analysis. So I'm gonna go ahead and go out to amalgamated I'm sorry. I'm gonna go to Global Corporation, and we're gonna view that application on this customer's page now. So I'm just jumping back to the application. Just know that if Dave had got this email notification about the assignment, there is a link that he could click on that would open up AccuAccount right to this application. So once Dave reviews this information, he sees it's assigned to him, goes through credit analysis. We can see the statuses that have been updated because this is moving along in the process. We can see a history for every step that's been taken on this application so far. So any comments that have been added, any action that's been taken is gonna show up in this history here. And then when he's ready, he can route it along to the next, the next group or the next individual. So he has analyst actions that he can take to route it to, the next person that is responsible for this application. So this will go through approval or denial for your applications, and then this application would eventually become a booked loan if it was approved. That history is going to be tied to that loan for the rest of its life, and any images that have been added to it would carry over to that booked loan in the system. We do have several pipeline reports that you can pull for this process. So you don't only see them on the dashboards. You can pull on demand pipeline reports, or you can have those emailed to you on a regular basis. But just as kind of a, a quick tip, we do have task groups that can be kicked off with this application process. So when you build these workflows for your applications, you can have it set up certain tasks that need to be completed during that analyst process or document prep, status, and it would turn off all turn on all of those tasks that need to be completed on this application. So you can actually tie the first workflows that we talked about into this active approval process. Now the final workflow that we're going to look at today is our document approval work flow. I'm gonna go ahead and re log in as myself, and we're gonna be looking at a customer page for it's about here for Davy Jones. And this document approval process is our new QC process. You have complete control on what documents you want to have this enabled on. This can happen by customer type, by loan type, by deposit type. So so you can really, have control where you want to see this display. So I currently have this document approval workflow set up for my commercial customer type, and you're going to see some additional icons here next to the credit documents because I've set up this workflow process in here. So what we've told the system is that just because we have an image in this customer's credit file does not mean that it is satisfied. It has not gone through the QC process. So this is going to continue tracking as an exception in Acu account and on your reports until it has been QC approved. So just to show you an example of that, just keep, kind of note of what we have here. We do have the OFAC document, but it is not approved. We're missing a w nine. We have some other items that have not been approved. So if we were to look in the exception tab for this customer, you can see that even though we have some of these document images, like the OFAC, it is still tracking as an active exception and is going to show on your reports because it has not been QC'd. So the workflow here is just adding the step of this QC process. Previously, if you did not have this QC option turned on, as soon as you add an image to that customer's document, it would satisfy the exception. So the workflow with this new QC process would be that if you have a missing item, this is going to show up on your exception reports. Once you have that document from your customer, you can either upload it or scan it into your AccuCal system. And you can see now that I've uploaded this w nine, I now have the image for it. So it is viewable for all users at any location. They can see this w nine, but you can still see that it has not been QC'd, so it's still going to track. If I were to look at my exception tab once again, you can see that w nine is still tracking. It's still going to show up on your reports. The next step in this workflow process would be for it to go through QC. So you can do the QC process through your document history in a mass way, or you can do the QC process through your document thumbnail view per customer. So if I go into this document thumbnail view, and I'm gonna go ahead and look for my w nine document. So I can view the image here. I can look at the history. I can make sure that everything is correct on this before I did a QC process. But once I verify that it's correct, I can go up here to the top and either approve or reject it. So I'm gonna approve it. We can see this little shield, icon, so we know that this has been approved. And if we go back to our standard list view of the customer page here, you can now see that that w nine has been approved. So we have our green shield icon showing that it has been QC'd. And if we look in our exception tab, when these once these exceptions are refreshed, that w nine exception is no longer tracking. So just adding another layer to the QC process to make sure that your images are being input into your system correctly and, are is satisfaction. Alright. So that covers the three workflows that we wanted to go through in the system today for task groups, our AccuApproval loan approval system, and then our document approval workflow. So at this time, I'm gonna open it up for questions. So if you wanna put your questions into the q and a panel, answer those as they come in. You can put them in the chat as well. We do have one that came in for chat. Are all of these workflows standard for everyone on Accu accounts? So for the task groups and for the document document approval, so the first and third workflow that I showed, those are included in Accu account for everybody in version twenty three. For Accu approval, our loan approval workflow, that is an additional module. So if you're unsure if you have it, just reach out to our support team, and we'll see if it's something that you currently have. If not, we can always get you some pricing on adding that into your Accu account system. Alright. That looks like it wraps up our questions. So if any other questions come up after today's session, feel free to contact us here at Allergan. Thank you everyone who joined and have a great day.