The Banking Buzz: Document Versioning: Powering Smarter Content Management and Stronger Compliance with FASTdocs

And thank you all for joining us today. My name is Kara Taka, and I am the marketing communications coordinator here at Alligent. In today's webinar, we'll take a closer look at FastDoc's document versioning feature and how it helps financial institutions like yours strength strength and accuracy and compliance throughout the entire document life cycle. We have three great speakers here with us today. We have Jen Mitchell, the director of product management for AccuAccount Alex Gillette, a senior product manager for EIM and Jason Urie, a sales engineer for EIM as well. If any questions come up during the webinar, feel free to type them into the chat box. We'll have a designated q and a segment to answer any of those at the end. And with that, I'm gonna hand things over to Jen to kick things off. Good afternoon, everybody, and welcome to our webinar. Just to go over the meeting agenda and what we're gonna look at today, first, we're gonna talk about Alligent and who we are, then what is FastDocs, the document versioning in FastDocs that we put together, and then the FastDocs feature showcase. We're going to show a demo of the FastDocs document versioning for you. And then as, Karen mentioned, we'll do a q and a at the end. So please put your questions in to the, questions box, and we'll get those answered for you. Alright. So first of all, just to start out off with Allogene and who we are. As you can see, Allogene has won several awards with our suite of products. This year, fax FastOx is a finalist for the Credit Union ten Luminary Awards for our product innovation for AI advances. Allegiant was also the winner in the twenty twenty five top forty most innovative tech companies by the Technical Association of Georgia. So just to talk a little bit about the entire transaction ecosystem and what we do here at Alligent, we offer a suite of products for all types of financial institutions. We offer a payment solution, a loan management software for imaging and tracking exceptions, and a full enterprise content management system, which is fast docs, and that's what we're going to be looking at today. So we're gonna go ahead and start off with our enterprise content and information management. What is Fast Docs? Fast Docs offers a full ECM suite with options to input images and information from multiple points of entry. Our fast docs product offers workflows for document approvals and reviews, has reporting and self-service options to allow members and customers to receive and to share documents with a financial institution directly through your digital banking system. Why Fast Docs? Why Eligent and Why Fast Docs? We offer the self-service option to instantly share or request documents with your customer member. We can replace several different systems within your financial institution. FastOx can be used for all the departments within your financial institution to include human resources, accounts payable, and even operations. Fast Docs is a person centric software, which brings all accounts into one member or customer view within Fast Docs. Our EIM team also has about sixty five years of combined experience in enterprise content management. So just our expertise in what this is and how to use it has obviously shined in this this field. So just a little bit about what FastDocs offers. FastDocs offers some of the most innovative features to include the AI document classification. BestOx offers a my recent documents view. It uses OCR for indexing, and it allows for easy document search and even an option for batch scanning, which can be used to image backlog, or you can also use that for day forward imaging of all the departments. At this time, I'm gonna go ahead and I'm gonna hand it over to Alex who's going to take you through the document versioning. Yes. Hello, everybody. My name is Alex Gillette. I'm a senior product manager here for EIM at Alligent. So let's talk a little bit about what document versioning is. So what we really wanted to do with FastOx is make the product more of an active participant in your day to day workflow. And this feature is definitely a step in that direction. Document versioning is a new capability in FastDocs designed to support documents that evolve over time. So unlike our existing supersede feature, which replaces an expired document like a driver's license with a new driver's license, document versioning allows users to create and manage multiple versions of a living document. So each version is tracked, preserving its history and ensuring full visibility into changes over time. And so why do we have document versioning? Well, you know, these days versioning just isn't a convenience. It's it really is a necessity. You know, financial institutions face increasing regulatory pressure to maintain traceable document histories. Auditor expects auditors expect to see who makes changes, when they make changes, why they make changes, and industry standards emphasize the importance of transparency and accountability. So document versioning in FastDocs helps these institutions meet these expectations while strengthening internal auditing and risk management. And so let's take a look at some of the benefits of document versioning. With document versioning, you know, our teams gain full visibility into how documents change over time. So this simplifies workflows. No more manual tracking or overwriting files, and this really enables seamless collaboration with, you know, across departments. And more importantly, it reduces the risk of data loss and ensures that compliance gaps are avoided. It's smarter, safer way to manage your institution's most critical documents. So let's take a look at some of the feature highlights of document versioning. The first thing to know about document versioning is that this is an optional feature. You don't have to use it if you don't want to. You can use it for a while and then, you know, determine whether it's gonna work for you and and just leave it or just turn it off. It's not really a big deal. You're not gonna lose any versions if you turn it off after you've used it for a while. So there's really no risk in any kind of data loss there. So this is an optional feature. You can use it or not. What we do is we give you the, ability to automatically purge old versions. There's a setting in in FastDocs that says, hey. How long do you wanna keep old versions for? And you could not set anything web and that would mean that all versions are kept forever, or you can set a particular date that all purged versions are going to disappear. If you have an older version, you can restore that version to the latest version or the most current version. You can do that so you can kinda pick and choose which is the best version for you for your workflow. And like I said before, you can set timing, for the purging of old versions. And really most importantly is, like, with these different versions and working with them, we keep an audit trail for all versions. So every time you upload a new version, and you're gonna see this in the demo in just a minute here, you have to tell the system, like, what's this new version for? So you have to write something in a in a text box and save that. And so, that will make will be a kind of a traceable kind of a feature or a data point there. So you can see, why you uploaded that version and when you did that. So a lot of a lot of features here in in document versioning, and we're really excited to show this to you. So now what I'm gonna do is I'm gonna go ahead and pay hand this off to Jason Uri to give you a demoing of document versioning. Jason? Alright. Appreciate that, Alex. And, yes. Good afternoon, everyone, and thank you for joining today's webinar. What I'd like to do next is actually, take us through a couple of those document examples, as Alex mentioned, that, you know, might evolve over time where you'd wanna leverage this document versioning feature to keep track of those changes, you know, what changes were made and who made them. And so just a couple of examples I wanted to highlight, but one of the first ones is a change of address. So definitely, you know, a form that that might, you know, evolve over time where you wanna keep that historical record. And if we look at our, you know, initial version of this change of address form for this particular account holder, mister Blackburn. We can see that this original document was initiated in January of this year. In particular, it was to update his address to one two three Sample Drive. So that's, you know, our initial change of address form, the initial version that we have in the system. Also, where we've built this document versioning feature into FastDocs is within this, what we call the document details pane, just below the document listing where you're gonna find all those other document values and properties such as the indexes, the properties, notes, the audit trail, etcetera. So we built document versioning into this particular area, this window, and we can see there's that initial version we just looked at. And this is where I can also go ahead and grab that new document. Maybe that account holder's come into the branch and, you know, has filled out that form and is requesting his address to be updated again. So we'll go ahead and pull that document, and I have all the same ways to bring in documents as throughout FastDocs, a drag and drop, a browse. And we can see with this new form, this new change of address form that he's initiated, this was in October of this year. And in particular, it has a new address of nineteen eighty three Lois Lane. So that's the the address that he's wanting to update to this time. Just like Alex mentioned as well, each new version is going to require you to input a change description. So, again, just some additional context that is available to the user that's reviewing those version histories, that's gonna let them know what precipitated this particular change or version. And so in the case of a change of address, you know, maybe I'll include that new address and indicate that it was in branch. It it could be whatever, but we'll go ahead and go with that. And as that new version is created, we'll see now in our version history, we still have that initial version that we took a look at to begin with. But now the top version is that one that we just loaded into the system for the nineteen eighty three Lois Lane address. Furthermore, if I actually then access the document, we'll see that FastDocs is now presenting the user with that most recent and relevant version of the document. So in this case, it's that October twenty twenty five version where the account holder updated their address to nineteen eighty three Lois Lane. So just one example there with a change of address. The other example of, you know, again, one of those documents that evolve over time and I think is a great use case is signature cards. So, again, just like we, you know, saw with that change of address, we can see, for this initial version of this signature card, it has, just James Blackburn as the, sole owner of this particular account. And, maybe in this case, you know, he's come in and wants to, add a new signer to his account. He's initiated the new, documentation and gotten it signed. So we're gonna go ahead and load that new signature card in just like we did for that change of address. And once that document is loaded, again, just like we saw before, we'll add some change description to it. And we could see here, indeed, he's adding Patricia Davis to this particular account. And so for my change description, maybe I'll just include that that, you know, he's adding Patricia Davis to the account. Again, just that additional context to the user as they're reviewing that version history. And so now once this new version is created, we can see that that is the version on top where Patricia Davis was added. And again, just like that change of address form, if I access that signature card, it's now gonna present me with the most recent and relevant version of that signature card. So I I think back to when I was working in branches and using paper documents and, you know, you kinda staple that latest version on top while still retaining the old versions, I kinda think, you know, this is the digital version of that where the system is just presenting that most recent version on top while still retaining those prior versions as well. So, again, just a couple of quick examples of some of the ways and types of documents that you can use with this new document versioning tool that we've added to to FastDocs. And, you know, some some key takeaways again is, you know, really being able to to track and monitor those changes, especially when it comes to the purpose of, you know, keeping that that compliance and audit history available just to see what changes were made and who made those changes through the life cycle of those particular documents. But with that, I think I'll go ahead and pass it back over to Kara to see what questions have come in. Thank you so much. Looks like we have a few that have popped up in chat. First one that I see is, is there an audit record tied to this feature? And I'll go ahead and take that one. This is Alex. And, there absolutely is an audit record tied to this feature. Every time that you add a new version, you must enter information about why you're adding that new version. And all those changes are tracked, with a timestamp, the change that was made. So and you can see for a version document, even if it has, you know, twenty versions associated to it, you'll see, the complete audit record for all of those twenty versions. So definitely, yes, we do have an audit trail. Thank you. Next one I see is how many versions can you save for a single document? Yeah. I'll I'll take that one. Chris, it's Jason. Yeah. When it comes to, you know, how many versions you have for a single document, there's really, no limit, to the number of versions. And, just to kinda also piggyback on what Alex said earlier is there's no limit to the number of versions you can have, and you can also manage those, with, you know, auto deletion, time period scheduled. So, you know, being able to keep that clean, but, there's no limit to the number of versions that you can have for a particular document. Awesome. Next one is, can certain users be restricted from reverting to older versions? Yeah. I'll actually take that one as well, Kara. Yeah. You must have the create permission to be able to revert to a previous version in with with document versioning in in FastDocs. So much like throughout FastDocs, leveraging permissions to, you know, restrict or allow users to do certain things with this particular feature. As long as you have the create permission, you would be able to revert to a previous version. And just expanding on that a little bit, you know, in the case of if your new version, for example, removes annotations from a prior version, you must also have the the permissions to delete annotations in order for you to restore, that version to the latest. So, again, very robust, permissions capabilities, leveraged in Fast Docs for that feature. Thank you. And it looks like we just have one last one in chat. Is this a licensed feature? And I'll go ahead and take that one. This is Alex, and this is not a licensed feature. You know, what we like to do with FastDocs is every time we we always try to maintain, FastOx by by updating with the latest feature set, for no extra for no extra licensing fee, and that's what we've done with document versioning. There is no extra licensing fee. Brand new customers will get this as just a regular part of the product. And for existing customers, when we come out with this new version, probably at the end of q one of twenty twenty six, they will see this new, version, being able to be utilized with no extra licensing fees. Thank you. I appreciate all your answers. That seems to be the last of them. Thank you, everybody, for joining us today. If you have any additional questions, please reach out to marketing at Allogene or visit our website. Please be sure to check out our events page for all future webinars if you enjoyed this one. Thank you to everyone in the audience. We appreciate your time with us this afternoon, and we hope you have a great day.