The Banking Buzz: Speed Access to Data, Enhance Efficiency and Standardize Procedures with the FASTdocs Workflow Library

Good afternoon and thank you for joining us for today's webinar. We will be going over, the FastDocs workflow library and other practical examples. I am joined today by Michael Muncy and Cameron Marks, and I will hand it off to them to get everything started. Alright. Thank you, Kara. My name is Cameron Marks. I'm the director of product management responsible for our FastDocs product suite. And with me, I've got Michael Muncy, who is our VP of Application Engineering. We're excited to have you, join us for our webinar today. So we'll dig we'll dig right into it. So we'll talk about, you know, what is the FastDocs workflow library? And let's go ahead and go ahead and advance our slides there. Alright. Perfect. So our FastDocs workflow library, it's a collection of common processes within a financial institution. So what we've done, we've taken a toolbox, a general toolbox for building out workflows, and we've created, preconfigured processes, for ease of use, and allowing for minor customizations, but streamlining, processes that occur within your financial institution. So, this library of workflows can be leveraged out of the box and implemented to meet your needs. The workflows themselves employ what we call event driven workflows. And these are, single document processes that are triggered or initiated by by events that occur within FastDocs, that occur within that ecosystem, such as creating a document. We'll talk a little bit about some of the the other triggers that can that can initiate these processes as we get into our presentation. But the overall goal in creating the FastDocs workflow library is efficiency and time savings. There's an an analogy. My my nine year old son is, he's been doing, swimming lessons, since he was a little kid, and he's he's starting to get really good at swimming. And one of the sayings that his coach uses is that slow is smooth and smooth is fast. And so as you evaluate some of these these workflows, there are some similarities there. We're putting structure around your processes, and and maybe some of your knowledge workers, have their own, way of doing things, whether it's, you know, creating, you know, file system on their own computer and working through their process there, and then, you know, getting that through into into a system of record. The goal in in applying a workflow, library to your processes is to be able to, you know, essentially slow things down, but make things consistent, repeatable, and making them smooth. And smooth in the long term equates to fast. It also gives, you know, consistency in your processes and your procedures. And then, additionally to that, when something is consistent and followed as part of a normal, process and procedure, as part of a workflow, there is audit and traceability for those actions. Alright. So what are some of the base basic, process flows that that FastDocs, users can utilize? Now we've broken these down into, named processes. And as we get into, the demonstration portion of this, Michael will use, some specific, document types. But think about that those simply as as examples and think about the process. Focus on the process, and think about in your organization, what are documents that would need to follow the process that we're modeling here. So some of those processes include a quality control review, email notifications and alerts that go out as a response or a prompt, for reviewing documents. We also, will be showing a deleted document review and approval as a security gate for particularly sensitive documents. We'll we'll talk through examples around an index value review, and also explore the case of a document move. What happens when a document moves within the system, and what review steps should take place. So when in all of these cases, a knowledge worker is interacting with documents in FastDocs, and those interactions can serve to trigger associated business processes or workflows. So this gives you the ability to consistently apply a standard process for handling all these documents and and, documents of different types within your organization. So at this point, I'm gonna invite, Michael to talk through six different ideas associated with these sample processes. So, Michael, would you take it away for us and talk us through some of these examples? Sure. Thank you, Cameron. I appreciate that. And I'm excited to really go through this and demo it for you all, today. A lot of you, I've known for many years and these these processes, like Cameron mentioned, really can help out in so many great areas. So, but just bear in mind, I had to use some type of examples for each one of these. So like Cameron mentioned, while I mention a specific document, however, you can apply that to any type of document within the structure. So, just keep that in mind as we go through this and we're gonna be doing some quick polls, as we go through this. So you're gonna see some interaction too from all of you that I'd love to get some feedback as well. So let's go ahead and dive right in. So the first one we're gonna talk about is a quality control, review. So when we're looking at a quality review, quality control, it's really about really understanding that process. Right? And, where certain things need to make sure that they're end up in the right spots, make sure that they're actually done properly, whether it be scanning, drag and drop, whatever the process. There's probably some quality control that you'd like to have within your organization. Well this is what this sample workflow is pre built, as Cameron mentioned, already in the FastDocs, to be able to use. And you can use it just by assigning it to your document templates. So here it is. So if you look at this just real briefly, you see the start process. You send the document for approval. Is document approved? If it is, then it'll go. If it's not, then it'll delete the document. If it is, then it's completed. So basic review. So let's see it in action. So let me go ahead and pull up FastDocs. And let's go ahead and go into and actually see this. So I'm gonna just go in for this demo. We're using Fastdocs seven, just so you're all aware of what you're seeing here. So I'm just gonna go ahead and pull up, our member, James Blackburn, for our demo. We'll be using James and a couple other department structures as well. Now for this one, I'm gonna actually be doing a legal document. As you saw, it's a power of attorney, right? So so let's just take this and let's, go ahead and grab that power of attorney. So in this scenario, I literally, I just I wanna grab, drag and drop it right into my system. So I'm gonna take it and, right into my legal documents, I'm gonna, drag and drop it directly in there. So there's no document there now. I choose my, template. So remember, it's all driven by the document template, so power of attorney. So we'll go ahead and say create. At this point, if you remember now, so this document is in the system. All your basic principles of what you wanna do with it, your indices, things like that, all of that stays the same, but I'm gonna go ahead and click create. Now with this, you want somebody to actually be able to review this and see this on the back end. So as that document is created in the system, it's saved in here. However, it's kicked off a workflow process. So let's take a look at that. So what I'm gonna do is I'm gonna pull up our review area for our workflow. So our workflows are right here. You'll see workflow tasks in the desktop app. We'll go ahead and review this just by clicking on the workflow tasks here. Give me a second as it pulls up. It always pauses me for the first time. Give me one second here. Let me just relaunch that real quick. So as it comes in here, we're gonna see that we have now this new document to review. So see, I have a one here, so I know I can be notified by email. But for this instance, I'm just gonna click on my workflow tasks and actually start looking at my workflows that I have to approve. So here's my power of attorney. So at this point, I can look at my document. I can review it, just so I can see the whole thing. I can zoom in, look at all the different details. Now note some of these I'm not gonna go through each one of these every time, but notice you can add notes in here if need be. You can see notes. You can see the indices that are captured within each one of these documents. And ultimately, what you're gonna wanna do is approve or reject it or add in notes. So based off of this principle, remember, if you decide to approve or reject, now what are you gonna do with that? So in this scenario, I'm gonna go ahead and click approve. Once that document's approved, I could put a note. It's optional. Now I could choose as well if I reject it that I have to put a note in there. And it's tracking all who's doing this, where it's going to, all of that's managed directly here with this workflow. So I'm gonna go ahead and click approve, and you can see my task list is done. I no longer have any in there. So now if I go back into FastHawks, the document's still there. Everything is good. So this was the first workflow. Basic workflow of what I wanted to show. Basically, is the document approved? What do we do with that? If it's not approved, it would actually automatically delete the document, and also send notification, as Cameron mentioned in the earlier, by emails, etcetera. So we're gonna open our first poll. Remember, this was just a power of attorney, so go ahead and let's do our first poll here. Do you see this as possibly, one process that you could see within your organization? So you can choose there. Go ahead and choose in the poll there. We'll leave that open just for a moment. And the other in every one of these polls, you're gonna see an other. That allows you to type in other types of documents as well too. So if you weren't comfortable with like the power of attorney in this one, you could choose other and type in another document. But, great. So this is awesome. So I see a lot in there that's coming in. So it looks like this is a pretty positive one, Cameron, that, just a quality control review would be very handy within, the organization. So excellent. Well, let's go ahead and go on to our next one here. So we'll go ahead and close that poll. Alrighty. So our next example that we're gonna use is a little bit different for index review with email notifications. So, based off of this, we're gonna have this document come into the system, however it is, scan, drag, and drop. We talk about this all the time. But whatever way it comes in, a decision has to be made. But the difference now is it's either gonna approve or reject it and then send an email in this scenario. So, and based off of that information, if you reject it, same basic principle, it can delete the item. But this is just simply reviewing the index values in this scenario. So, you could do different values based off of this, but let's go ahead and just go jump into the system so you could take a look at, what we're talking about here. So we're gonna go down here to verification documents. You can see I don't have anything in there right now, so let me just go ahead and drag a credit report in here. So once again, I'm using credit report, but it doesn't have to be this example. I just like to use a simple idea just for the demonstration. So credit report, create. Now that it's come into the system here, let me just go ahead and expand this so you can see this. So at this point, there's a couple options that it wants to put in here, and this index value allows you to review it based off of these different items. So let's just say their credit score is five hundred, everybody's probably laughing right now, and the loan is for two million dollars So let's just go ahead and put that in there. So So somebody has a credit score, what would you do? Right? So, we'll go ahead and click finish. So this is not the person responsible for it, but they got that information, they know the loan amount. You can choose your indices that you choose. I'm just using this as an example, but I'm gonna go ahead and click create. So now what this did is it actually created an email that actually went out to the individual to notify them that, there's an item in there for approval. So, just to give you an idea, simple emails will come in. I'm just gonna give you an example of what what it looks like. So I'll just open it up, an email, just so you can see it from this standpoint. But, basically, you could have different, task information in here, but it kicks off an email and shows it. However, the more important thing is actually what are you gonna do with it. So let me go into my workflow engine here. I can review this item now. I saw the email that it came in, so I got notified it's there. Here's my credit report. So now I have this information, I have all the detail, but in this one, remember the index data is so important. So see, I see my credit score that was put in, my loan amount, different information to that degree. So what would I do with this? Well remember, if I delete it, obviously it can remove that item. If I approve it, it can keep that item, but probably in this scenario, we're gonna go ahead and reject this item. Notice a note is required, so credit score too low, and then at that point, we can go ahead and save that. Once again, all these notes are tracked with this, I reject this item, my queue is clear now, but however, remember in the workflow, an email is notified. So even this reject is gonna see in the new email, notifying that information can go back to the person who submitted it, and then that item would be complete. So this is where it's not deleting the actual document, but it's truly a review based off of email. So let's open our next poll here. So our example here of being able to do an index review with email notifications. So is this something that you could see within your organization, being able to use this email review process, just for notifying and approving of documents this way? So give that a moment. We've got a few people that have voted. Once again, you can use other, so that way then, if you want to put something else in there besides a credit report, once again, I'm just using that as an example. But it really could be any type of document. So, that's just giving you another example of being able to process and then actually have an approval process, through this. So, so excellent. Very good. So we got a few votes in there. It looks like a hundred percent yes, for this one, Cameron. So good to make note on this. Good to see that a lot of people see this as a as a process. So we'll go ahead and close that poll. And let's go ahead and move on to our next one. We've got quite a few to go through, so I wanna make sure we get through them all here. So this one is basically a little bit different than what we just talked about because now in this scenario, it's very simple. A document's been added into FastDocs, however, for this type of document, I just want this to be sending an email for review. Right? So simply just being able to go in there and get the email with the actual documents. See, the last time we did this, it just notified them that they had an action item. So let's go ahead and do this real quick. So this is just to show you a little bit different, process here. So let me go ahead and minimize this real quick. And so for this one, what we're gonna do is a suffic suspicious activity report. So the way that I'm gonna do that, this is just to show a couple other features of FastDocs, is I'm gonna go ahead and add my new container for audit, because he hasn't had a SAR before. So I wanna make sure that, only when they need that, that he has the SAR. So there's my new, audit folder. So now that I have my audit folder, I can go ahead and drag in my SAR here. So let's go ahead and do that. That. So I put it in there, choose once again document templates, so key on this, because that's how it's gonna kick off these different types of workflows. So we'll go ahead and click create. Once that comes into the system, So with this scenario, basically, there's no indices that I have to capture anything new, but I'll go ahead and click finish and go ahead and click create. So now what it's doing differently now is that document's stored in here, but remember from the workflow, this is simply just actually sending an email with the actual attachment, directly in there. So let's just go up there and take a look at it. This is the new one I just did, so I'll go ahead and open that email just so you can see it, and I can put show you all that. But basically, you see the attachments directly in there with the, with the actual item with the email. So the idea here now is to notify and actually even provide the document outside the system. So a different way of being able to do it. Now however, even with that process, if I refresh it, you know, different tasks. See this one is not coming into the workflow because this was simply just creating it and sending it out as an email. There's no other action to actually do. So if we go back to here, see email manager for review, complete. So a very simple process. So let's go ahead and open our poll again. Our third poll here. So do you see this as a process where you just have certain documents that don't think just only SAR, but other types of documents where you truly would want just a copy of it to be emailed to somebody when somebody drags and drops it into the system? Could that be of a benefit for other documents within your system? And once again, while you're while we're collecting some of this information, I really want to hear the other types of documents that you wanna use this for, how you vision it, at your financial institution because, ultimately, you know, we wanna make sure that this works for your area, but it literally can be attached to any document template that you choose within the system. Excellent. Alrighty. We'll keep moving here. So we'll go ahead and close out. Thank you all. A hundred percent yes again there, Cam, just so you know. So a lot of people really wanting to use that. So we're gonna move on to the next one and I'm gonna continue to use the suspicious activity report, but you're seeing now our workflow is getting a little bit more complex, right? So why? Well, as you can see through this process, as the document comes in, you know, now there's other processes that you might want to control. This is a big one. I know I've talked to a lot of you folks out there, and you don't like when something gets deleted out of the system. However, certain things should be deleted. Let's just use, you know, certain things that maybe a credit report or such like that after ninety days. However, in the SAR, here's a perfect example of, you know what, you probably don't want somebody just deleting this, no matter who it is within your organization. So in this demo, I'm actually gonna show you how when somebody tries to delete it, what happens. So let's go ahead and go into our demo system. So once again, I'm just using the same file just to keep consistency here, but, we'll just, take a look at this. So let's go back into our FastDoc system here. So now we have our suspicious activity report. I'm gonna go ahead and delete this at this point. So I'll just go down here and click delete. Notice it says the action will invoke the delete event driven workflow if one is configured. So notice our even our wording on here actually tells the end user. So we're gonna go ahead and say yes. Now it's gonna look like everything was deleted, but remember that workflow is kicked in. So notice, no more document there. It's gone. However, remember our process flow. So now it actually needs to be reviewed. So here if I refresh my tasks here, you see approved document for deletion. So right at this point, the wording changed. It's a totally different than what we were doing before because now we're not just approving to keep, but it's actually approving to delete. So you could see down here, same thing. You got your notes, your indexes, indices here. You could see the the document here, but notice down below the buttons can change based off of your needs. So in this one, it's delete document, keep document, or save the indexes. So by the way, the save, if you ever see that, maybe it's a decision you don't wanna make right then and there. You could just save it, look at it later. But in this scenario, I'm gonna say, you know what? I wanna go ahead and delete this. At this point, if I click delete, it will remove that document. Once again, the note is optional. You can choose those optional or not, but, you know, please delete. So I'm just gonna put a note in there just just to give just to give you an example of what it looks like, but once again, it says right in here it's optional. So we'll go ahead and delete the document. Once that's done, you see my queue is clear and if I go back over here and if I go down to my, my audit, so even though the document, I chose it's deleted, it's still gone. So if I would've chose to keep it, it would've come back, but, for this scenario, I chose to actually keep it deleted, so then it is done. So let's go ahead and open our next poll here as we're going through this. So do you see this as a good poll or a good workflow for deleted documents, being able to manage that within your organization? Remember, you could have this on fifty different types of, document templates. It's however you choose. You can do it on as many as you want, but do you see the value of being able to control that? I forgot to do it. I was gonna actually say no, not to delete, so it recreated it. I apologize. I clicked the wrong button there, but but you get the principle. So if I would have said don't delete it, then it actually would have brought that document back into the system. So so you see the differences there that you can control it, manage it directly through there as another option for controlling and managing, the delete process. Alrighty. I think I'm running out of time, so let's go ahead and close that one. Let's move on to our next one. So our next one that we're gonna talk about is index value. So this one is see, we're getting more complex here. Right? What do we do with this at this point? So this one is actually as the index is coming in, based off of values, now you can control if it actually needs to go through a review process. This is something that a lot of you have talked to me about over the years and I'm really excited to show you this. So let's go ahead and go in here. For this scenario, once again, I could be doing this in a member document, but I just wanted to mix it up a little bit. So for this one, I'm actually gonna go and actually do, a different one under accounting. But like I said, it could be any document template within your system. So we're gonna go down here into invoices. So I got my invoices here directly in the system and at this point, I just wanna go ahead and put one in the inbox. Based off of the values now, let's go ahead and just drag and drop my invoice directly in here, put it in the system, I choose my vendor invoice, and click create. Now when I do that, for this one, the document template, there are specific indices that I wanna actually capture. So first of all, I'm gonna just go ahead and make sure that it's a Dell invoice, you know, just to just to keep it clean that way, so you could actually have them type that in. But notice it's asking for amount. And one of the things I just wanted to show you is our OCR, ability as well directly in here. Maybe you haven't seen it. So I'm gonna actually OCR to fill in the amount instead of actually, going in here and manually typing it. So I'll just come down here and do my fifty, fifty thousand there. So it's captured my end of see rate in there, put it directly in there. I didn't even have to type anything. Right? So it's using that OCR click. You can also use OCR rope. We'll go ahead and finish this. But based off of that value of that index amount, because it's over a certain amount, this is actually gonna kick off that workflow. So if it was over a certain dollar amount, then that's actually gonna go through and actually require that review. So let me just go ahead and come in here. So the first one is to review the indexes. So this is simply just a review of understanding if this amount was correct. So you could have the first step of somebody just verifying that that dollar amount is correct. Yep, everything is good, so everything is good on this part, so I'm gonna go ahead and say save index. Notice there's not even an approve or reject because this is simply just saving the index information. However, after you click save, then it goes over and then you can actually have somebody else then come in and actually approve it. So you see the two flow process here of actually not just, seeing the document and approving it, but actually being able to go through and go through that process. So I'm gonna go ahead and say approve, complete that process, my queue is done. By the way, every time I do all of this, I'm getting I can get email notifications, etc. So let's go back, to our presentation here. So, a little bit more detailed. I went through that quickly. Let's go ahead and open our poll here. But do you see the value here of doing it through an index value? So over a certain amount, things like that that you could choose. So a little bit different there, based off of different values because you see this being used within your organization. So got quite a few people responding here. This is great. So this is good just to kinda get you an idea. Like like I said, I'm doing this for vendor invoices, but literally could be done for other things as well. Alrighty. We're running out of time. So we'll go ahead, got a hundred percent on that one, so we're good to close that one out. Thank you very much. So let's go to our last one. I'm not gonna have time to go into this HR, resume though, but basically, you see the principle here. So this one actually can even move the document from, once the excuse me. If a document's moved from one area to another, it can actually also kick it off. And also based off of, index values as well too. So the document comes in, you assign different index values based if it hits multiple index values, and then move to an acceptance folder, and I'd be happy to demo this to you at a later time. Then once again, it can have that acceptance email, declined email, and actually even go out to a third party if need be too. So interacting with members, employees, such like that as well too. So, great options there. We just ran out of time, to go through that. So these were just some examples of how we can use these workflows to really trigger events, provide approvals within the FastDocs, system here. So, I do wanna turn it over to Cam. I know we're running out of time, but we'll go ahead and turn it over to Cameron, to talk about, the additional items. Thank you, Michael. That was great. And I'll I'll try and wrap this up relatively quickly. But what we've done is with with our our process automation, product within FastDocs, we've created a robust tool set for emulating business processes within your organization. But the intent in creating this library is to have preconfigured workflows that put a process, apply a process to your to your organization in a consistent manner, with an ease of use and an ease of deployment, goal in mind. We have the full intention of adding additional, preconfigured workflows to our library. So if you have any ideas for processes in your organization, that may not match exactly with the examples that we showed today, please reach out. We'd love to work with you, and build those into the system and, you know, make them available for for our financial institutions. So presently, within within our our workflow module, documents, are triggered by events. And and they trigger workflow processes whether the the regardless of how the document originates too. So Michael showed a lot of dragging and dropping, but there are things that can happen, behind the scenes as well that can trigger workflows, whether it's from a scan, a drag and drop, whether documents are coming in through file import studio or through the FastDocs API. And that leads us to, the next item in our list here. One of our upcoming initiatives is to build out, automated document classification leveraging AI. So this powerful technology will give FastDocs the ability to automatically classify documents and extract made metadata, and then have through the use of keywords and indexes from those documents, and essentially, trigger the initiation of these workflows. So there were some several manual steps that you saw Michael go through and as far as the indexing of documents and getting them into the system. This will further streamline, those processes by allowing the automation of those components, and and streamlining the process around those workflows. So I think at this point, we'll wrap up. Michael, do you think we have time to take a couple questions, or should we wrap up here and we can we can follow-up with folks offline? I think we're maybe what we could do is we could leave the chat open just for a couple minutes, but I think we'll wrap up. So if anybody needs to leave. But if you have any questions, let why don't you go ahead and put it in the chat now. We'll be happy to get back with you, even go into more detail or show more of these in more depth, even though how how it can be set up. So, I think we'll wrap up now for ones that need to leave, but, go ahead and put your questions in the chat and we'll definitely follow-up with you. So let's, let's go ahead and advance to the end of our deck here, Michael. Oh, yeah. And we'll, so, you know, expect an outreach, from us. We have some additional information that we'd like to share, around our workflow library and, you know, more information about what Michael showed today. And then if you have any questions, please reach out to us as well, but expect to follow-up in the next couple of days. Thanks, everyone. Yeah. Thanks for attending, everyone. We appreciate you spending your time with us this afternoon.