Alogent Webinar: Cold Storage, A Seamless and Companion Capability Available to AccuAccount Users

Good afternoon, everybody, and thank you for joining our Alligent webinar. This is really gonna be focused around the cold storage. This is I'm Jen Mitchell. I'm the VP of sales for AccuCount and AccuDoc here at Alligent. We really wanted to showcase the cold storage. This is obviously part of one of the Allgent offerings. With us becoming Allgent, we have some more products that we can offer to our current customers and prospects. So that's really what we wanted to focus on was that cold storage today. So I'm gonna go ahead and I'm gonna hand it over to Cameron and Michelle, and they're gonna take it from here. Thank you, Jen. Welcome again, everyone, to our cold storage, webinar today. With AccuAccount and FastStox, both of these products reside, in our process automation solutions, product area. And, our mission with our product area is is to, digitize the entire transaction ecosystem. And what we mean there is we create, product solution ecosystems that that meet a business need, that interact with each other when appropriate. Now some of our some of our, goals around enterprise information management as it relates to cold in particular, we strive to create a universal repository for those cold documents, to ensure ease of use, for the personnel within the financial institution and having a consistent way, to both research and access, that information. And then, manage the life cycle, allowing us accessibility from the point of origin, through the end of the life of that document. Now I wanted to talk a little bit about, cold document types and and what, how these manifest themselves. So they could manifest in the form of deposited or cleared checks within the institution. New account and new loan reports, coming out from a loan system or or a a core system. Account statements, based on account holder transactions and loan statements as well. All of these items come in, and are are processed and stored within FastDocs. I also wanted to talk a little bit about, the cold user persona. So from a customer, support rep, perspective, they could potentially receive a call from an account holder, inquiring about a check they wrote. And the customer support rep could then go to FastDocs and research, that particular check item, given some information from the account holder. And then a departmental employee, perhaps an operations employee wants to review, the new account reports for the last three months. They could access, some search criteria within FastDocs and pull up those reports and review and extract information, that they need. And I wanted to give just a high level, topography of of the document workflow within within FastDoc. So documents, whether they be checks, reports coming out of the core or account, account statements, are all ingested in in what we call our file import studio and and, indexes are extracted, and then the documents are stored within FastDoc and accessible, to the knowledge workers requiring that information. So given that, I'm gonna go ahead and hand it off to Michelle and and we'll go into, a demo of of how cold docs are accessed and used within FastDocs. Thank you, Cameron. So my name is Michelle Williams, and I'll be happy to present. And I'm going to share my screen. Alright. So you should be able to see my screen now. And you should see the Allergen logo. Can everybody see my screen? Yeah. We see the logo. That then. Perfect. Thank you, Cameron. Just wanna make sure. So definitely so I'm gonna walk you through just an a high level demo of of just what what the that cold reporting and what just what the reporting in FastDocs looks like, so and how to use some of the key features that are, beloved by our clients and how you can use this just to improve your your experience. So I'm gonna pull up our, our web browser. So you can access this information from any web browser. I'm using Chrome, but this is one hundred percent, accessible via, Acrobat, or so Safari Safari, Apple, devices, Firefox. It doesn't matter. It's really just it's for browser agnostic. And what I do is when I pull this up, is I'm going to click on the screen lines, over to the left of my screen, and then I'm gonna click on index search. And once I pull up index search, I'm gonna see a list of the reports that I have configured in my system. So, an important thing to note here is that we're really going to configure this, for you and, of course, teach you how to add things and save things later as you would like to. But what I've done is I've created just a series of reports that are just common and helpful to our clients. And then I've actually created a specific area for our reports and for our cold reporting. I have a few different examples of reports that I've created just based on historical information, maybe old reports that you had, old formats you have, updated formats, and, just getting really, really specific. So as I go through this, you'll see various ways, the system is extremely versatile in how you can access information and and use that in a in a very, very secure way. So the first thing I'm gonna do is I'm going to run a search that's more broad, and then I'm going to narrow my results. My examples in the system are from core reports and really specializing on loan, realized and projected data on those. So that's the example to make core reports that I'm using. So you'll see these, but as Cameron mentioned, it really doesn't matter what type of core report you're using. We can configure anything. So if this doesn't match perfectly, don't worry. We're gonna make it sync perfectly with what you're going to be using it for. The first thing you'll notice is to the right here, we have a series of search criteria. This is one hundred percent configurable. So this is again just, typical, typical things we see, employee ID, maybe if you wanna run a search. All of this is logged. There's an audit log for everything that's done, for compliance. But you can look up port ID, and you'll see that's what I'm gonna use later, document type. But first, I'm going to just run a general report. But, again, Sherry, if there's something you wanna add, you can absolutely do that. We're gonna configure that for you and teach you how to change that in the future. So the the first thing I'm gonna do is I'm gonna run a really broad search just to show you how the options work and and, just to show you you can go broad or go really, really narrow with any of these searches when you're trying to look for data. And you can type in information, and you can also click on this little icon here for your for your, calendar icon, which is super friendly to use. Now I'm gonna hit search. And I you see I have tons of documents here. So, again, I went really, really broad with this. But this is, again, just to show you. If you wanna go in and look at a broad range of things, you'll see I have different date ranges. So I have information that was updated. You'll see this is the date it was imported into our system. My system got a fresh upload this morning. So this morning, at time and date stamp, seven thirty one, AM, a new a new piece of information, a new report came in. So we have support for that. But if you go further back, go all the way to ten, we can see that we also had some reports flowing in, last week. So you can see those time and date stamps clearly to view the accuracy of this information and see how that data is flowing. And from here, there's one way to kind of narrow these results. So I have okay. I have all this information. How do I narrow it and make it, you know, easier to consume? Well, first of all, you can always sort. So any of these columns, you can sort or filter your data. So you can come in here and you could say, hey. I only wanna look at this time frame. Or or I can go by report date. I could say, hey. I want to look at the projected liability information versus what was actually realized. But I'm gonna go ahead and sort this by the report ID. And I'm gonna click on the report ID, and I'm gonna say, I only wanna look at my CRD days. But, again, that corresponds to our realized I'm gonna search that. And you see we have less results. So, a lot less results that really drill down and make it easier for us to see less information. Another way we can really sort this data is if you wanna come from this this really general perspective is I can come in here and I can run the search again just so I have all my results again. If I click on the name of the report again, then I'm gonna really I'm gonna narrow this from the beginning. I really just only wanna see one report type. And I'm gonna say I only want that date that format. So here again, we have that same result that we had from our general results to very specific by using that configured search criteria. And then once I open up these documents, I can click on the hyperlink, pull it up, and I can see all of this data. I can also come in and do markups, so make notes on this, redact information. And here, I also wanna notate that there is a really cool feature with file import studio. I'm not gonna go too far into that, But just one thing that it does, which would be really helpful, is you see this report. It really is just a big document with a whole bunch of numbers, which is vital data, but it could be hard to read or to consume or understand. And maybe you just don't want some of this information to show. And what we can do via file import studio is it can clean up the image. So on my original image, we have an additional bit of text right here on this on this report. But it it kinda just makes it kind of messy, and we don't want it to show that. We wanna see the data, but maybe we just don't wanna show this field. Maybe you wanna hide this field. And what we can do is we can automatically edit that information so you get a nice, pristine image, to show the data and just really honing in on what you wanna see and what you don't wanna see. That's just, again, just just something we can do. So if you have reports, it's kind of hard to read. We can make it really nice and pretty for your, for the people running these reports. And the other way we could really narrow it is if I click on this special CRDT report that I've created. And you see here on the right, I only have a date search. Now, of course, we can configure this for you, but the the reason that these options are so narrow is because I already narrowed it. I created a specific report that I only want to see the CRDT, the realized numbers for these loans that we're that we're running. Right? That's the only thing I wanna see. So I don't have to put in the report ID because I've already configured this. And also going to really kinda narrow my results just a little bit. So we can kinda limit the information that we're going to get. I've been run a search and you see I get less pages. And I could run it to two thousand twenty two and get even less and even less data. And I have all the same but we have the same report. I only get that. So if I come up here, there's nothing to filter because I was really specific on that original report creation. And another important aspect of this is, okay, now what if I wanna go in and I want to export this data and I want to share it with other people. Well, I can select one and, of course, here it gives us a preview so we can see a preview of this document, how it's indexed. Again, as Cameron mentioned, we're gonna automate all of this and you're gonna automatically get your indexing, your property, and here's a piece about the security. So we're gonna set up your retention to keep you compliant. When do we wanna delete this document? Who can see it. So the the security group is our accounting department, but you could say everyone. You could say you're auditing, really full control of what people can and can't see. But let's say I wanna take these documents, and I wanna export these documents or I wanna share them with someone else. Well, I can do that perfectly securely by right clicking. I can select one or more. I can print export them. Delete is an admin level function. I'm logged in in the admin. But if you wanna, again, keep that super secure, that's gonna be grayed out. So not all of it is just gonna do that. I'm gonna go ahead and export this. It's gonna list all of the documents that are going to be exported, and it even gives me the option to zip the files if I have a large amount of data or password protected. So just to, again, secure that that full simple process of going through and, going through and making sure that this is secure, that only the person that I want to see this data can. So it's completely up to you what you can do with that, but here are your options. Of course, you can also print it as well. And the next section I really wanted to go go into is I wanted to show you some of the other versatility. So what if we're thinking beyond core reports? So fast box reporting is not just core reports. It's excellent for that, but, really, you can create any report if you want to. And so I'm gonna show two examples. I'm gonna show, check a check search to pull up those check images and a statement search so you can really, really drill in and get, specific information. So first, I'm gonna do a check search, and I'm gonna say that and and I'm gonna say, I wanna look up a specific check number. So, again, I have these configured settings. I can come in. I can say for dates, check account, routing numbers, that kind of information. But I'm gonna say I want I have a really specific search. So we have a check number one three zero two. We need to audit this. So I'm gonna run search. I'm gonna pull this up, and it's gonna find those results. And I have a few of them because it's a demo server, but, obviously, you know, we would rank these. But I'm gonna click. I can open this two different ways. I can click on this these three little dots here. It opens. Then again, print next to open. Or I can click on that hyperlink. And then when I pull up this document, I can see the full check image that has come in through whatever your image processing is submitted. So it's gonna come in, through that, it's gonna connect. So I see the member's information, the check number, the date, and all the processing information. I can even check those endorsements. So you can come in and check all those endorsements, and you can come in and see this. Another popular report, kind of related to this is we have, ACH exception reports that we can run here too. So, anything you can think of, we can create, and we can each have to create them. And then the final search, really wanna get into is our statement search. So this is for your bank statement. What I'm gonna do first is I'm gonna start narrow, and then I'm going to, again, redefine it. So you see one of our key features, one of our beloved features that we created here is the find within result feature. So if you really wanna do a deep dive and audit or, a more detailed research. So what I'm gonna do is I'm going to put in the date range. I'm gonna say two thousand twenty three, the fact that you could keep it really just to keep that that, data really narrow. I only wanna look at this here. And I'm gonna run a search, and it's gonna find every bank statement that we have for two thousand twenty three for our members. Obviously, your list is gonna be much more, but this is all the data from that time period. Again, I can see the time and date stamp that this information came in. And then now I wanna narrow my so what if I'm not just looking for this? What if I'm looking for specific information? Maybe there's a an audit, particular transaction. And the example that we like to use is what if there's a a data breach or if, there's a certain vendor or that you're concerned about. What you could do is you can come in and you initially run the search for the time frame that you're concerned about, and then you click on that statement search again. And then now I'm gonna go to the right, and I'm going to pull up this find within result option. And I'm gonna type in the it says that this what I'm looking for is the Alaska Airlines. Now they haven't had a data data breach, but, they just they've been in the news. And, I live locally, so here. I use it. So let's say we wanna do a search for this. I wanna run search. So you see we went from five pages of results to four statements. So these four statements have transactions with that name. And if I click on it and open it up, I can see here not only did it find that specific information that I typed in, but it also but it also highlighted the documents that I want. And I can also narrow of course, we have these maybe I wanna drill really deep here. And I wanna come in here, and I wanted to make it bigger. Another common thing that we get asked, by clients is, you know, is how do I make it easier to read? So you could come in here. You can see this, then you can see, of course, pull down, see your document properties, how it was referenced, and all that information to access it. So we can come in here and, and, of course, if I wanna say now let's select all of these documents and let's export these so that I can, share information with it. Maybe and certainly maybe it's with these individuals. But either way, we can track, if this, you know, that vendor that we are concerned about. So that's really, and that's really the main, the main overview. But I think just some important takeaways that I that I, think that are important is, you know, we're it gives you access to automatically feed this information in regardless of what that document is, whether it be a check, a statement, loan information, whatever that may be. It's gonna come in, it's gonna sort it, it's gonna make that data accessible, easy to use. And with the beauty of, you know, file import studio too, it even can clean up those images. And that actually is a very popular thing. When working with our implementation team, they noted that. We said, you know, a lot of times, people really want that in these. They they have kind of a messy report. So that's a really great highlight, that that a lot of people really enjoy. But basically, it comes in here and, of course, at the utmost importance, we have security and compliance. So, yeah, you know, we had that one report which was only accessible to our accounting department. We can really filter that in to keep you compliant, on on every aspect of that, to limit what people can and can't see and how they interact with this data. So that's really the main overview. We'll configure these and, again, train you on how to do that. But, that's really I mean, that's the general overview of of this system. And, I now I know that a few people wanna I know a few people, they have some specific questions. So, I'll just now open that up to, to those specific questions. So this is Jen. I'm back. And, Hi. I forgot to mention at the beginning that you guys can ask some specific questions if you'd like about this. So, I believe it or not, there was a few while we were waiting. So, Michelle, I believe this is a question for you. Are we able to create our own reports after implementation, or do we have to contact Alligent to add more or make changes? Thank you, Jen. That's a great question. Absolutely. And that's really a huge pivotal, and that's one of the biggest things we hear when I do these demonstrations is I mean, it as, you know, as users, we think it's it's it's, simple and and goes without saying. But, I know that what you see on my screen is is an example, and you wanna make it specific. And we're gonna absolutely be able to do that. So you can create all of your own report during implementation. We're gonna go ahead and configure those and create those for you, but we're then gonna train you on how to do it too. So if you need help in the future, Allogene is here as your partner and, you know, member of your team to create success. But, we're gonna train you, we're gonna set that up in the beginning, and we're gonna also allow you to make changes in the future. Thank you, Michelle. And we do have another one. Can we store our information in the cloud? Yes. Also, great question. Yes. One hundred percent. So, you can also store it on premise, if you like, but Allergan is from hundred percent cloud and on premise friendly. So you can store it in your cloud if you already have and maintain one. We also have an Allergan hosted option. So we where we can manage that online cloud server for you, or you can store it on prem. So it's really your choice how you wanna secure your data. K. And I think one one more for you, Michelle, here. Are we able to create special permissions to protect sensitive information? Yes. Absolutely. So we can do, and that's again, closest, importance there. What we do is we create, what happens and this is more in the background, so I won't show you. But, basically, we create security groups and user groups. So that consists of what can a teller see, what can a loan officer see, what can, the president of the credit union see, what whatever that may be or the or the bank or the institution, whatever it may be. We can set up roles and user groups and determine what they can and cannot see and do. And then we can also, besides cleaning up information, we can use redaction and, limit what they can't do. So, you know, again, on this I'm an administrator, so I can delete that. You're not gonna give that to everybody. So, you would limit that. So, yes, one hundred percent, we're gonna keep you safe, compliant by those user groups, security features, and finally, keeping, retention schedules too so it'll automatically delete information. Perfect. Thank you, Michelle. Okay. Cam, I'll I'll take Michelle off the spotlight for a minute here, and I'll ask you a couple questions. There's two more, so we'll hit those last two, and then we'll probably be right at time. So, are we able to import documents and reports from third party solutions? Yeah. Absolutely. We we touched on, the file import studio capabilities, and we are able to to ingest documents from the core or other third party solutions, directly into FastDocs, pulling out those indexes, and and making them accessible to the to the financial institution. So yes. Thank you, Kim. And, this is actually a great question. Can we set retention rules on the documents stored? Yeah. That that is a good one. So I I mentioned at the beginning that we wanna manage the life cycle of the document. And not only does it come into the system, but when it comes in, it it's classified as a as a certain type of document. And along with that classification come retention rules so that once that retention has expired the document, then is, at your option, purged from the system so no longer available. Perfect. Thank you, Kim. Alright. Well, I think we're gonna close out the questions now. If you have any questions, please feel free to still you could still type them in the chat while I'm talking. If not, you can definitely reach out to us, and we'd be more than happy to get those questions answered for you. Obviously, if anybody wants to see a demo or have more discussion about the cold storage solution, please reach out. We will get you in touch with Kim and Michelle, and make sure that we can get a a live demo for you or your questions answered via phone call or a short little whatever we need to do with you guys. I do appreciate your time today, and I hope you all have a wonderful rest of your day.