Alogent Webinar: Tickler to AccuAccount Track Everything You Need to Know

Good afternoon. Thank you for joining our webinar today on tickler to active account track, everything you need to know. As most of you have heard, we are sunsetting our tickler product as of December thirty first of this year. ActiveCount Track is our tracking software that will be replacing Tickler. So we are conducting this webinar to give you a high level overview of ActiveCount Track's functionality and benefits. If you have any questions during today's webinar, please type those into the question panel or the chat section of the GoToMeeting webinar, and I'll address those at the end of the presentation as time allows. Before we jump into the product information, I wanna introduce myself. I'm Jamie Biggs, and I'm a product sales specialist with Alligent. I've been with the company for about fifteen years now and have spent that entire fifteen years, working with our Acuathrone product. I also have Jen Mitchell on with us today who is our VP of sales for AccuAccount. She has been with the company for about twenty years, and she's also been focused on AccuAccount during that entire time. So we've been building and supporting AccuAccount for financial institutions since two thousand and three. AccuAccountTrack integrates with your core system to update customer, loan, and account information so it stays in sync with your core. This gives you a tracking solution for the life of the loan and helps streamline your tracking processes. We offer a solution to track missing documents, expiring documents, and other types of exceptions, which are the ticklers that you see on your reports today. So we have what we call integrated exception management with AccuAccountTrak. AccuAccountTrak is customized for whatever items you want to track at your financial institution. So you will go through an implementation process with us to determine your customer types, your loan and account types, collateral types, and what items you want to track for each of those. So the first type of exception or tickler that we track would be a missing exception. Missing exceptions are anything that you do not have flagged as in the file. So it'll automatically track something as a missing exception on your reports when you do not have that item. With your expiring exception, this is date based. So if you have a document that truly expires, you can add that expiration date with the document information, and it will begin tracking an exception on your reports or this this expiring document when that expiration date hits. You can also set up a lead time or a true grace period after the expiration date of that document to determine when you want it to begin showing on your reports. We also offer task exceptions, which are more of a free form way that you can track something. This truly is just a task to be completed. It could be as simple as calling the customer or doing a file review, but you can type in a custom title that would show up on your reports. We also do task groups. So you can predefine groups of tasks that you can turn on in a specific scenario. So if you have, an appraisal review that you're doing, you may have several different tasks that need to be completed. You can turn that entire group on and it turns on all of the tasks to be completed instead of having to type them in one by one. For any of the tasks that are tracking, we do offer automated reporting. This means that you can send out reports to your loan officers, your managers, whoever you would like to receive these reports on a regular basis. And those exception reports can be worked from that email. We do include all the information that would be needed. So if your users don't want to get into Accu account track, they can do all of their exception updates, and reviewing the information from those automated reports. We have notices that are tied to the exception information as well. So if you're wanting to generate a notice, either a printed notice or a notice that gets sent out via email, that can be done from Accu account track. You can combine multiple exceptions onto one letter that gets sent out to your customers or to a third party, and we will keep a history of all of those notices that get sent from the system. There are several other features that Active Account Track offers that I wanna go ahead and touch on. We do offer unlimited users within the software, so you aren't paying per seat, and it is web based. So anybody at your financial institution can access the software, And as long as they have a login for the system, they can get in and view the information as needed. Add to account track is organized by customer rather than account. So that is a little bit different from tickler, but it does give you a better overview of the entire customer's file with their financial items that are tracking and then each of the loans or accounts that is it is associated with that customer. We have several report options available, which can be set up on a subscription to send out again to your officers, your managers, etcetera, whoever you'd like to send those out to. We have a built in quality control process for any change that gets done for your documents and exceptions. We do a nightly core data feed to keep active account track in sync with your core system. So we can also bring in information from a third party. So if we have an additional interface set up that you wanna bring in data from outside of your banks, bank or financial institution's core, we can bring that in with our nightly process as well. And I do wanna make everyone aware that we are in the process of building staged notices into the software. So we offer notices today, and in development we will be doing staged notices that will be released in the near future. So I want to give you just a high level overview of our agenda for today. I'm going to jump into AccuAccount so you can see what it looks like. I want to give you an overview of our dashboards and how those can be customized, the customer page and the layout of the information, all of the exception tracking options that you'll have, and the reporting options that are available as well. So you should be able to see my Accu account track screen now, and we are currently looking at the dashboard page. When a user logs into Accu account track, they will initially be taken to their dashboard, and this can be customized by user. Every user can set up exactly what they want to see when they open up AccuAccount Track. You have options to turn on different widgets, such as a quick search option. I have a few others turned on here. We have collaterals in a flood zone so you can create custom reports to be displayed on your dashboard. I have active tasks that are tracking so these will be task exceptions that are assigned to myself. You can also set some filtering options. So if you are an officer, you can see your own exceptions. If you are an assistant and you help with several different officers, you can pick and choose which of those officers exceptions you're seeing on this dashboard. I also have a loan exception report, and this is a custom report that has been created and they have displayed on this dashboard. So it's a little bit larger. You can resize any of these widgets. You can move them around, really for whatever you want to see and what pertains to your job duties when you log into Active Account Track. You can also have multiple dashboards set up. So this is my home dashboard. You may have dashboards set up for task exceptions. So everything on this this dashboard has to do with tasks. I have a a summary report on here, different task listings. So anything that's custom that's created in our dynamic reporting module can be displayed here as well. And just to give you one other example, if you have somebody that logs in and they're in management and they just need to see reports when they open up accu account, They may have the specific reports that they are always wanting to view set up as their dashboard page so that's the initial information that they're always going to get. So going back to my home dashboard and in this quick search panel, any of our search fields as you type into them are going to prefill with any information that matches within your database. So if you start typing in a customer name or a loan number, you're going to see any matches start to pop up. So I have my loan. I have a couple collaterals tied to it, and I'm gonna go ahead and jump directly to this loan number. And that is for my customer, Amalgamated Industries. So I did mention earlier that our system is set up by customer. It's organized by customer. So every page that you're looking at is going to be a customer's page. Up at the top, we are going to update this customer's information from your core system on a nightly basis. If you have a new customer or a new loan, that information is going to flow over during that nightly process and you'll see it the next day. Also, if there are any changes to an existing customer or an existing loan, such as a balance or a status, we will update that information with that nightly process. Up in the customer information here, so we have some standard fields, you can also have flex fill data that gets imported. So if there are any custom fields that you want to collect in Accu account track that import either from your core system or a third party, or this information can be added manually. You can have that displayed on your customer page. You can search on this information and you can also report on it. The customer type will be mapped in from your core system. These mappings are set up during the implementation process of Accu account track. This customer type is going to drive what documents and items are required for this customer. So the left side of the customer page is all going to be customer or credit specific documents that are going to track. So you will determine what items you want to have tracking during the implementation process, and you'll see these available as soon as that new customer page is imported from your core system. So you don't have to set any of this up manually. It's already gonna be there for you and ready to start tracking. Before I get into more of the information on the documents, I just wanted to touch on the right side of the customer page, which is all of the account specific information. So we're focusing on loans today. You can see a loan tab here. We also have the ability to bring in deposit accounts and trust accounts. And all of the features that we're looking at today at the account level on these loans, those features will apply to deposits and trust as well as far as tracking, reporting, and relationship information. So for the account information, we're gonna bring in the loan number from your core system. Any of these standard fields that you see here are going to update on a nightly basis. And then we also have a section where we can import flex field data if you're wanting to, be able to view information, search, or report on it. The loan type that you see here is going to map in from your core system and it will drive what documents are going to be required for this loan. So again, that is going to be customized for your financial institution for whatever items you want to have available to show on your reports and track. Down below the primary loan, you'll find a section for your additional collaterals. We bring in each collateral addendum, as its own, piece of collateral so you can track on it separately. Right now, I'm looking at collateral number one for this loan. We'll bring in this collateral type, which is going to drive excuse me, it's going to drive the documents and items that are going to track for this collateral. You have a status that will update nightly and then the description that's coming in from your core. If you're wanting to change the collateral that you're viewing or even the loan above, you just click on the next, collateral number, and that page is going to refresh to show now this additional collateral titled and we're going to have a different document structure that is listed here that you're able to track on. If you are to change the loan number or deposit account that you're viewing or even the collateral, you will notice that the left side of the customer page does not change. Once you collect information about this customer's financial documents, you're updating information, putting in comments, whatever information you do at the customer level, that information is going to be displayed regardless of what loan or account you're viewing. So that just eliminates the need to put in information at the customer level more than once. So let's get into how the exceptions work. I'm going to focus on the credit side here, but just know that all of these features that we're looking at also work the loaner account level. We can see at a glance that there are items that are missing from this customer's file and those are indicated with, a red dot. So you'll see that throughout the system. There's a green indicator anytime there is data in a field. If there's no information or, in this case, we don't have a file, you're going to see a red dot indicating that it is missing. So you can see we have, three items that are currently missing. And I'm gonna click into this exceptions tab at the credit level, and you'll be able to see those three exceptions are tracking. There's our missing company background information, missing financial, and rent roles because we don't have those in the file there. So these are automatically going to track as a document exception. Now there's a few ways that you can go in and mark these documents as in file. It can be done one by one. You can do it by group. So, for example, if I click on this projections group, there are both of my documents. I can set them both to has, has a file. So you're basically telling the system that you do have this document in the customer's file. You can change those one by one if you needed to. And I'm just gonna update that. So we've now marked this company background information and the rent roll that we have those documents. And if we go back into the exception tab, you can see that those two exceptions are no longer tracking. You're not gonna see them on the customer page, and you're not going to see them on the reports any longer. We update that information real time. If you made a mistake and something actually wasn't in file, you can revert that change and it would turn the exception back on. There are a few ways that you can do a mass edit of this information. You don't have to go through each of these documents one by one and mark them as in file. You can edit the entire customer page to flag information either at the customer level or at the loan level. So you can see here for my commercial real estate loan, I don't have any documents marked as in file. So if you are actually going through this, you have your paper document in front of you or however you're viewing this customer's document information even if that is online and we can go in and say what which of these documents you currently have. So you're telling the system what you want to track. So in this scenario, I'm going to go ahead and edit this loan and I'm gonna go into our document section here. So you can see a longer list of documents here than what you're seeing on the customer page because there can also be documents that are hidden because they aren't needed all the time. For example, if you have an application renewal, that document is currently flagged as NA so it's not displaying on that customer's page but it's in the background if it is ever needed for this customer. So it can be turned on to start tracking as needed. When I'm reviewing that file, I can go ahead and mark which documents I have. So I can say I have the boarding data sheet, I have the loan checklist, I have the disclosures, and quickly mark all the documents that are that's within this file. You can also mark all of them out at once. If you wanted to say I have everything for this customs file, it's been reviewed, you can just click on this box and it will show them all as in file. So I've updated just a few of the documents here. I'm gonna go ahead and select update and go back to the customer's page so that you can see this change. So now I can see those three documents I have marked as in file. And if I were viewing the exceptions at the loan level, those three documents would not show up on this listing, but all of the documents that are required for this loan that have not been marked as in file are going to show up on your exception reports. Now our other type of exception that we work off of, would be expiring documents. So, again, during that implementation process, you're going to determine which of your exceptions can expire. And when you're adding the document information and marking them as in file, you can add the expiration date. Just to give you a quick view of that, if we are working on these organization documents, we can mark which of these are in file, and at this time, you can add the expiration date to this document. When this document expiration date hits, this will start tracking as an active expiring exception on your reports. This will also display in red, so it will really stand out when you're viewing the customer's page that this item has expired. I'm gonna jump back into the exception tab and you can see that that expired certificate of good standing is showing in my exception list, but it's showing as pending and it has a yellow exclamation point next to it to indicate that it is pending. And that just means that it hasn't expired yet, but I have a lead time set up on it. In this example, I have a ten day lead time, so it's gonna start tracking on my reports ten days before the expiration date of the document. You have complete control over those lead times. So if it's something like a UCC, you may track that a hundred and eighty days before the expiration date on that document. Once that document is updated in the customer's file, you can always go in and update the expiration date to the next time that it expires, and that will automatically clear the exception from your reports. You do not have to touch the exception, you're just updating the date and that will update the exception for you. So that is a little bit different than how Tickler works. Everything is based on a date within Tickler but you now have the option to track true expiration dates on expiring documents or you can just track when something is missing instead of having to put a date into the system for that item. The other type of exception I wanted to show really quickly would be our task exceptions. Again, this is a free form task that you can enter into the system to show on your dashboards or to show on your reports anything that you're wanting to track for the customer page. And you can do this at the customer level, the loan level, the collateral level, or if you're bringing in deposits, we can do it at the deposit level as well. You can go in and add comments to these and any comments that are added on your exceptions will show up on your exception reports, including the reports that get emailed out of the system. With our task exceptions, we also offer policy exceptions. So if you add, your policies into our system, you can easily turn those on at the customer or loan level to track as an exception, and you can pull policy exception reports as well. And I wanted to quickly show, what our task groups look like. I'm gonna click into the exception tab down on the collateral. So we talked about this, a little bit earlier, how you can set up predefined task groups that get activated when a certain, situation happens. So for example, if this collateral was gonna go into foreclosure, you could turn on foreclosure tasks that track on your reports. So I can go in and set my foreclosure tasks. You would build these out for whatever items you're wanting to track on the customer page and on your reports, and that would turn on all of the tasks that need to be completed for this piece of collateral. So it's very quick, and that eliminates you ever having to go in and type this information. We now have all five of these exceptions very quickly showing on the customer page, the dashboards, and the reports. One other feature that I wanted to touch on for the exceptions is your ability to set up a document schedule for items that recur. For example, your financial statements, your tax returns, your rent rolls, anything that you need to collect from your customer on a regular basis, you can set up a schedule. So for this example, if Amalgamated Industries was required to have quarterly financial statements, you have this tab here for your financial statements. We can see that it's currently missing. But you can go in and build a schedule that tells the system that you need to collect this document every quarter. Our nightly process is going to build a new financial statement under this primary one every quarter and start tracking it on your reports automatically. So that just helps you organize those documents. Once you build that schedule, you never have to go in and manually turn on something to track a tickler or this exception to start showing on your reports. That's going to happen automatically every quarter so that you're notified that you need to reach out to the customer to get their financial statement. Just a couple other features I wanted to touch on on the customer page. We do offer related entities. So these are customers that you can associate together. Doesn't mean that they're necessarily relationships on each other's loans or accounts. It could be just sister companies, DBAs. It does give you a way to watch legal lending limits. In this, scenario here, I have a group created called Amalgamated, and I have Amalgamated Industries and Nationwide Partnerships as part of that related entity group. I'm gonna be able to see their outstanding loan balance and commitment amount, and it gives me a running total at the bottom. Not only can you see this information here on the customer page, you can also pull a specific related entity report to see all of those entity groups that have been built within your system. At the account level, we do automatically bring in relationship information from your core system. So if you're viewing a loan, you're going to see a guarantors tab to view any relationship information to this loan that you're currently viewing. If you are viewing a deposit account, this is going to say signers. You do have a link in here to jump directly to this customer's page. So if you wanted to view John Smith's information, you can just click on his name. You are now on John Smith's customer page. So every customer is going to have their own customer page that allows you to collect financial information. So we do have a specific document structure for John Smith as a consumer customer, but you can still see the loan information that we were previously viewing under John Smith's customer page since he has a relationship to that loan. So now I'm gonna go ahead and get into the report information that you have available within Accu account track. We have a drop down up here at the top, and you can see that there are several different report options that we have available. We talked about that related entity reports. If you wanted to pull policy reports, you'd be able to do that from here as well. But today I'm going to be focusing on the exception reports. So for time purposes, I did preload our exception summary report. So this is a requested item from our tickler banks. So this is a report that I know is commonly used, from the tickler system. So we have built that into Accu account track as well, where you can go in and pull this summary report to see how many items have been, excuse me, that are outstanding and how long they have been outstanding. So I have this rendered for, the officer. You can also summarize by branch, by category. You can narrow it down by officer, branch, and category. And you can also put in a start and an end date into this report to narrow down those results. I'm gonna click back into our listing of exception reports. We have eleven canned exception reports that you have access to. Anybody can go in and pull these reports on demand, and these are also the reports that can be subscribed to. So you can set up unlimited subscriptions for any of these reports to be emailed out on a regular basis. I know a commonly used report, just to give you an overview of these report options, is our exception report by officer. Each of these reports that you click into are going to have different parameters that you can set. So if I click on an officer's name, I can narrow down by branch, by dates, different exception statuses, and then I can render that report to view it on demand. These reports render very quickly. We also have hyperlinks within the report that will take you directly to that customer page in accu account. And, of course, you can always export this data to different formats. The last reporting option that I wanted to give you today is our dynamic reporting module, which is a way that you can go in and create custom reports within your Accu account track system. So I'm gonna click into this my reports option, and we can see that there are several reports out here. So I have reports that I have built, and then there's also a section of reports that have been shared with me by another user. So you can build your own reports and you can determine who you want that to be shared with or if it should be shared bank wide. You can create unlimited reports, and these aren't only just exception reports. These can be data reports as well. So you can pull, customer specific information, account specific information, your flex fill data, even system log reports. So really anything that you're wanting to get out of the system, you can build into one of these custom reports. I do want to give you a quick overview of what they look like. So I'm going to click into this exception report by officer. I have started building this report, and you can see all of the columns that have been added. Over on the left, you're gonna have additional fields that you can add, sort, and filter by. So if I wanted additional exception information, you can see all of the fields that you can add as a column onto this report. So for example, if I wanted the assigned user to also be a column on this report, I'm just going to click on that assigned user option and it adds it as a column. You can then go in and rearrange any of your columns as you would like to view it. You can click on the column names to sort ascending or descending. And any of the options that you see here, it can be the exception information, customer account, document information. You can filter on these as well. So if you want a search option or a multi select option on any of these, we do have different options for date filters as well. You can add as many filters to the report as you would like. And then you have some options to group as well. So if you wanted this to be by officer as it's titled, I can go ahead and take the the officer for the account level and bring it up here to the top. And that groups all of my accounts, sorry, all of my officers' exceptions together. So there's all of Brock Lee's and you can sort through that. Then we have John Taylor's, Sam's, and so on. So they're grouped into a section on this report. These are also collapsible sections and you can group more than once. So if you want this grouped by officer and then also by customer, you can take the customer's name or customer number, however you're wanting to do that, take that number up to the top and now I have Brock's exceptions grouped together and it's also grouped by the customer number. One other thing I'll point out is you do have the ability to have the exception status on your reports, which shows resolved or unresolved exception statuses. That does give you the ability to build reports around items that have been resolved and have a date time frame on that as well. I'm gonna go ahead and jump back into our presentation. And I do wanna touch on the fact that AccuAccount does offer imaging as well. What we've looked at today is AccuAccountTrack, which is our tracking solution. It does not have the imaging option enabled, but it is available. So if your financial institution is also interested in imaging, it can be added, within the system. And instead of marking items as in file just to track your exception items, you add the image to it, which automatically clears your exceptions, and you can still add the expiration dates the same way that I showed today. Just to give you a high level overview, you are able to electronically print documents into the system. You can scan in paper files either with a desktop scanner or with a multifunction device. You can upload documents that you already have in an electronic format. We have a drag and drop option which is a very quick upload process that allows you to take something that you have electronically even out of an email, if you have an email attachment, and just drop it to the customer's page to do a quick upload. And we can, use a customer portal to request information with our notice letters, and then you would get those documents that you can upload into the system. So once you add those images, it clears out your exceptions for you. And when you add those images, it is available for all users to be able to view the image at any location right then and there. So I'm gonna go ahead and open this up for questions now. Give me just a minute to bring those up. Does the login to the site require 2FA? No. It does not at this time. That's something that we could always put in as a requested feature, however. Can you limit access by user? Yes. We have a lot of different security built into the system for, your user login information, different levels of access, users that can only view information, some that can, edit. We have administrators in the system, but you can also narrow down if users can only see loan accounts or loan, sorry, deposit accounts. You can also turn off access by branch as well. So if you're wanting to hide information by branch and actually also by employee, almost forgot that one, you can add that security into the system as well. And it looks like I have can a date be associated with a task exception? Great question. Also, yes. It can. So when you build your task exceptions, you can add a reminder date is what we call it. And when you add that reminder date, you can put a future date in there so that that task exception does not track right away. It would begin tracking at that reminder date, or you can even put a lead time on that reminder date if you wanted to, and that's when it would start tracking on your reports. Is the site IP whitelisted, or what security measures outside of username and password are there for login? I could get you some more security information. We can send that out if you'd like. Typically, that is just it is hosted on your server, so it is held internally, but we can get some more information out in the security as well. I believe clicking through this. And a couple others that came through on chat. Let me get through those really quickly for you. We currently track our ticklers based on a date. Can Accu account track be set up the same way? Yes. You can track based on date if you wanted to for each of the items. Accu account track just gives you some additional options for how you can track those. So you can you can track based excuse me. Track based on the date information or you can track whether you just have that file or not. You can track on a task exception, so you have options to use a date or not use a date. Do you have to pay per user? No. You do not. With Accu account track, you do have unlimited users in the system at no additional cost, so we do not limit you there whatsoever. And what is the time frame for this project? That is kind of a loaded question. So if you would like, let us reach out to you with that information. It really is dependent on, when we get started and what the project queue is looking like. We may be able to may be able to take these in pretty quickly. Later in the year, it it might be a little bit delayed for the timeline. Alright. So if any other questions come up after today's session, feel free to contact myself or Jen. Jen and I will be sending out this recorded webinar to everyone who attended today or anyone that registered, so you'll have our contact information that way. Thank you to everyone who joined and have a great day.