Alogent Webinar: Creating Accountability & Productivity Tips to Complete your To-Do List with AccuAccount

Good afternoon, and thank you for joining our presentation for AccuAccounts. It's creating accountability and productivity tips to complete your to do list with AccuAccounts. I'm Jamie Biggs. I am a product sales specialist here with Alligent, and I've been with the company for about fourteen years. I have worked on the sales side, the support, training, and implementation. So if you have any questions about how the product works, the setup in the system, and whatnot, feel free to ask those questions in the GoToWebinar in the questions panel, and I'll get those questions answered at the end of our presentation. So for today's agenda, we're going to be looking at how to manage your tasks within AccuAccount. We'll also take a look at how to view those active tasks and how you can pull those onto your reports to either, pull the reports on demand or, of course, you can have those reports emailed out of the system just like you do with your normal exception reports. So before we jump in, I just wanted to hit on a high level overview of AccuAccounts capabilities. We do have a loan approval workflow within AccuAccounts. You can add your applications and do early capture on your documents. We integrate with over thirty different core products, so we bring in your data from your core systems that we stay in sync with your core. We can also bring in e sign and LOS documents or data with that nightly process to update, those documents. You don't have to touch them more than once. We, of course, do imaging and exception tracking in the system. Those are our two big pieces to our software, and then our reports and dashboards that are available to view items that are tracking. So we are going to focus on some of the exception tracking today by looking at these tasks that are available to turn on within your system. So looking at a couple examples here of tasks that we see regularly used, you can have tasks turned on to track something very simple, to reach out to the customer, call the customer. You can turn on an annual review if you wanted to track those within Accu account and then pull a report or show those on your dashboard for what customers need to be contacted. We also see items used like scheduling cattle inspections, doing an equipment check for UCCs. So this really can be used for any task that needs to be completed that you want to be able to track and follow-up on. You can also add comments that will track on your reports when you add them to these tasks. The second thing that we're going to be going through within Accu account are task groups. You can predefine groups of tasks for an event that happens so that you can turn on the entire group instead of having to build each task that needs to happen one by one. So a few examples here would be an appraisal review. So if there's several things that need to happen for an appraisal review, you can have that entire group of tasks enabled. A loan payoff, there might be several different things that need to happen there. If a property goes into foreclosure and new account approval. So a lot of times this is going to apply more on the deposit side of things. But if you wanted to have a group of tasks to approve a signature card, send out a welcome letter to a new customer, things like that. You can have those within these groups. Now within the task groups, you have two options for how these get enabled. One would be that all of the tasks within the group get turned on at once. So if I were to turn on a task group for a loan payoff, it would turn on every step that needs to happen on there all at once, and all of those items will be tracking on the report. The other option would be to have it happen sequentially. So if tasks need to happen within a certain order, you can have just the first task appear on the exception list. And once that gets cleared, it would automatically turn on the second thing that needs to happen. So it will go through that entire list one by one with those tasks. So I'm going to go ahead and jump into a demo within the system so we can see how these tasks look in Accu account. And I'm just going to log in as myself here. So in here, and I'm going to come back to this dashboard after we took take a look at some of the, task options that you have available, but there are different panels that you can turn on here when you log into Active account to help track your tasks or any exceptions within your Active account system. I am gonna go ahead and jump out to Amalgamated Industries. I'm just gonna use one of the hyperlinks here on my dashboard page to get to that customer page. But, of course, you can do a search for these customers just like you typically do to get to any customer you're working on. So I am looking at the exception tab. I have that open for my credit side, so all of the customer specific exceptions that are tracking. I also have the exception tab open for the loan that I'm currently viewing. So you can see items that are currently tracking here. We do have some tasks that are already turned on for policy exceptions. So if you wanted to track policies in in your active account system and report on those, we do a very nice report to show all of those policy exceptions that are tracking, and That can be done at the credit level and at the loan, collateral, or deposit level if you wanted to track those. So that is mainly what we're going to focus on here is this section here for task exceptions. So I'm gonna go through a few examples here. Let's say, for example, for Amalgamated Industries, we need to reach out and contact this customer. Maybe I'm just going through a customer list and adding these task exceptions so that somebody knows to go in and actually give this customer a call and you can assign who is responsible for that task. So I'm gonna go ahead and go into this option here to add a custom exception at the customer level, and we're gonna choose the task exception option. And the exception name is going to be exactly how this exception shows up on your reports and on your dashboards. So I can just put something as simple as call the customer. I can tie it to a policy exception if that applied. I can tie it into categories, and I can assign it to somebody specifically. So if I'm going to be the one that is actually contacting this customer, I would assign it to myself. Another option you have in here is setting up a task reminder date. So this is available for all of your task exceptions. This would be defining a date where you wanted this exception to begin tracking. So let's say, for example, I need to start tracking this call customer exception on my reports, but I don't need to call the customer until, we'll say, October first. So if I put in October second here, if I put in October second here, I'm gonna set this to not an exception so that it does not track by default. It's not gonna show on my reports, but on October second, it is going to turn on and start tracking on my dashboard and on my reports, and I'll have that reminder to reach out to the customer. You can also set up a grace period that is based on this date that you put in. So if you want this to start tracking as a pending exception on your reports five days before the date that is inserted here, this will show up on your report as a pending exception five days prior and then still on October second this will become a true exception on your reports. So I'm not gonna do the reminder date just so we can take a look at what this looks like when you build an active task exception. So I am creating it as is an exception, and then I'm just gonna click add down at the bottom. So really, it's a simple process. You're just giving that task a title, you give it an assigned user, and you click add. That is the only thing that you have to do to add these tasks to your customer page. So you can see this call customer task exception now tracking. It is an active exception, and we know that because there's a red exclamation point, and the assigned user is me. So this is going to show on my reports and on my dashboard, for the assignment. Now if I reached out to this customer, they weren't available, maybe I left a voice mail, you can always go in and add those details by editing a task exception and adding it into this comment field. So if I say I left the customer a voice mail in the comments, I'm gonna click update. And you can now see these comments here next to the exception, and these comments are also going to show on your exception reports. You can also add more than one comment. So if I were to go back in and edit that exception once again, you can see that comment field is blank again because my comment is actually going to be in this comment tab up here at the top. You can see I left a voicemail, its date and time stamped with who added that, comment in there, but you can always add additional comments. And it's going to add each comment on top of each other. So I can see every time a comment gets left and all of those comments show up on the exception part. So that is saved into the history of your exception. We have those comments that are added. We also have a history in here. So if I were to delete a comment or change the status, we're going to see everything that ever happened for this exception saved in this history here. Now let's look at another example of how we can use the task exceptions. If there is a task that you use on a regular basis, you can create the task globally and then just turn it on when it's needed instead of having to go in through this process here of building an exception, giving it a title. You can easily just turn it on. So we see this a lot of times with an annual review or a missing signature on a promissory note, however you wanted to title it, but you create it globally through your exception maintenance here for whatever customer type or loan or account type you're wanting it to be available on, and and then just turn it on when it's needed. So in this example, if if we were doing that, I have a, annual review task exception that has been created for my commercial revolving line of credit. So if I wanted to turn that on here, all I'm gonna do is choose this option to show all exceptions because it is created as not an exception so that it does not track for all of your customers by default. You're only gonna turn it on when it's needed. If you're going through a list of loans or customers that need to have this annual review tracking, you can do show all exceptions, edit this annual review, and all you have to do here is set it to is an exception, hit update, and now that is tracking as an active exception on your dashboards and on your reports. So that's just an easy way to turn something on that you use on a regular basis. Let's look at one more example of turning a global exception on in that way, and I'm gonna do this down at the collateral level. If I go into my collaterals and I'm actually gonna go to this UCC collateral for my welding equipment that's attached to this loan here. You can see I don't have any tasks currently tracking in here, but I do have some tasks that have been created in the background that are not tracking, one of them being this equipment check. So, again, if this is something that you need to do regularly and follow-up on, you can build it globally and then just turn it on when it's needed. So if I set this to is an exception, that's now gonna start tracking here on my customer page and on my reports that you can start following up on that item. You can even have a default assigned user when you create these exceptions so that when you enable it, it automatically assigns it to the appropriate person. Now the next portion for our tasks are going to be task groups that you can create in your system. Task groups are predefined groups that you can enable again when there's a specific event that you want to track in the system. So I have a couple examples to take a look at, and I am gonna switch back to collateral number one for this example. So let's say here, this Baseline Road property is going into foreclosure. There is this icon here to execute a task group. So you can create any task groups. You can have unlimited groups listed in here that you want to be able to turn on in a specific event. So you would choose foreclosure tasks, hit update, and I actually already have these built out here, and you can see that it turns on all of these exceptions to start tracking on the report. So that, foreclosure group is listed out here. It's going to start tracking all of these, again, on the dashboard and on your exception report. So you don't have to sit there and type them in one at a time. They're predefined and very quick and easy to turn on to start tracking. If something gets resolved in here, let's say for example that we engage the cleaning company, Very simple to resolve these. We can just click on this check mark that clears the exception. So you're no longer going to see it here in the active exceptions. You can see it's clear here. But you can always go back into the history for your task exceptions to see that it was tracking and then who had resolved this exception. If you add comments or make any manual changes to these task exceptions, that would show in this history as well. And then one more example for turning on these task groups, and I'm gonna do this at the deposit level. So this Amalgamated Industries does have some deposit accounts that we're tracking in here, and I'm looking at their checking account. So when we go into the exceptions tab here, if you are wanting to do something like a new account approval, you can turn that task group on as well. So I'm gonna go into this execute task list icon, and I'm gonna select this option for new account approval. Now a difference in this one is I have it set up sequentially, so it is going to happen one task at a time. So if you need to have these to happen in order, you would build that group to happen sequentially. So if I turn on this new account approval group, we can see for this checking account, we have this task section here. I have that approve opening of account. So if I wanna make comments that get saved to it, I can reassign this to somebody else if somebody else needs to review it, or I can just resolve it. So if I resolve this task for approve opening of account, it will clear that and will turn on the next task that needs to be completed. So now I need to go review the signature card. I might go to the document tab, open up that image, make sure it looks good. I can add a comment to it. If I need a secondary approval, I can add a comment that I approved it and assign it to somebody else, or I can mark it as resolved. So if I resolve this approved signature card, it's then going to turn on my next task that needs to be completed for a ChexSystems verification. And then I have one more in here and that's going to be send a welcome letter to your customer. So you can go through as many steps as you would like when you're using these task groups. And then if you were to go into this show all exceptions option to show what is and is not tracking any longer, you can still see those exceptions that were once tracking and have been resolved in here. So we can see that welcome letter is still tracking, but these other items have been resolved. I can always go back in and see the history of when those were disabled and who had changed it to not an exception. So those are the different ways that you can enable and track those exceptions on your customer pages. I want to show you a few ways that you can track these. One of our big ways now is our dashboard. So you can customize your dashboards for whatever you want to see when you log into the system and that is done by user. So everybody can set up exactly what they want to see. So I have turned on a few different reports and widgets for, task exceptions. I do have active tasks. So these are all tasks that have been assigned to me. You can go into this exception filter setting and you can specifically choose an officer or an assigned user or you can have it set to yourself. So by default it's going to be set to yourself so you can see anything that is tracking under your name. So these are all the tasks that have been assigned to me. So I have links to get directly to a customer page or a loan or account. I can see what those tasks are. I can see how long those have been outstanding. And then you also have some options here to reassign or resolve these task exceptions right from your dashboard page. And that information does get saved to the history even though you're doing it from here on your dashboard. I also have an exception summary so I can see how many items are tracking for each of my customers. It just kind of gives me an overview here. Down below, I created a report called annual review. So if you use an annual review or any specific task that you turn on on your customers' pages on a regular basis, you can create a custom report through dynamic reporting and have it displayed on your dashboard. So here I have my annual reviews and this is going to list out all of my customers that have that annual review exception tracking. So very easy to view that information, jump right to a customer's page if I need to view documents or other exception information. And as these exceptions get cleared, once the annual review is complete, it will automatically fall off of this report. And then finally on this dashboard, I created this task only report. Again, this is through dynamic reporting, but I have it grouped by officer and then, the name of that task. So I can see my officer, Aaron Pittman, has a couple annual reviews out here. Alex Haley as the officer has a couple annual reviews, has a call customer, has a few other tasks that are tracking. So if I wanted to keep track of what my officers are doing and what tasks are still outstanding I can easily see that here on my dashboard page. Now a few other ways that you can pull reports for these tasks, you can do this through our exception reports. So these are gonna be our canned exception reports. I do have one open already just to show you an example here. If you are using the exception report by assigned user, I can see everything that has been assigned to myself. So I chose my name as the assigned user in here, and I can see any exceptions that are assigned to me. So jump down to this amalgamated industry section, and I can see all of those foreclosure tasks that we had turned on through a task group and that they are tracking. And again if you added comments to any of these exceptions it would show here in this listing as well. You can use any of the exception reports to see your task exceptions, so those will get combined with your document exceptions on these reports. The other option for reporting is going to be through dynamic reporting itself. So if I go into reporting, my reports, this is going to give our dynamic reporting module where you can build unlimited reports within the system. So this can be exception reports, data reports, system log reports, really anything that you're wanting to get out of the system. But I did pre build a few different task reports so you can see what the system is capable of for tracking. So first of all, if we look at this task only report that I've created, this is just showing any tasks that are tracking within the system. So I did group this by officer and then by the task name, And this is the same report that we were looking at on our dashboard page. So I created it in dynamic reporting and then I turned it on to my dashboard for easy viewing. But you can go in anytime and pull this information on demand if you wanted to. I also created a tasks only deposits report. So if you are using deposit accounts in your system, you may want to have a report that just has deposits or just have loans or collateral credit. You can narrow the report down to just get those records on your report. So in here I have just my deposit, exceptions. We can see the officer's name, what the exception is, so approve opening of account and I can see what customers are tracking that exception, approve signature card, call the customer, and so on. So again very easy to build out these reports. You can also update this information. So if you wanted to move around the customer's name and full name, maybe you want that customer's name first. Maybe you want the reminder date at the end of this report. Very easy to make changes to the columns, the sorting, how you're filtering out the reports, and how you export the data as well. We also had turned on a task exception for an equipment check. So I did create an equipment check report in here. So if you want a specific task exception and all you track on that report is the information for that task, very easy to open that up and track. So we've only turned it on for one customer, so we did that a few minutes ago and we turned on that equipment check for Amalgamated Industries, collateral. You can add the collateral information into this report as well, and you can see that it is unresolved. So that is another thing is you can track what has been resolved in the system, and I will show that in just a moment. Real quickly, the annual review that we were looking at on our dashboard as well. So So if you wanted to pull specific task exception onto a report and just see the customers that are tracking for that task, very easy to build that report. So here's our annual review. You can group it by officer like I have here, or you can group it by dates, whatever is most helpful for you. And then the final report that I wanted to point out is my resolved task in the last thirty days. So this is a really nice feature of dynamic reporting is being able to see what has been resolved. It's not going to just show you items that are currently tracking. So what I have done in here is I've gone in and I have said that I want to show only items that are resolved. So these are my tasks that have been resolved and I did a resolve date for anything that's been resolved in the last thirty days. So you can put in any time frame there that you would like. So I did group this by officer. Again you have a lot of different options in here but you can see when these items were resolved. I did a sort on the result date, so it's going to put the oldest one first. And I can see everything that has been resolved for, Aaron Pittman's report, for Alex Haley's, Walt Whitman's. Each of my officers, I can see the work that they have done in the system. We also do have hyperlinks to get right to that customer's page, so if you needed to view additional details about these tasks being completed, you can jump right to that page to view that information. So those are the items that I wanted to show during our demo today. Does anybody have any questions on the items that we've gone through today? You can type this into the questions panel on the GoToWebinar or you can send it in the chat as well. I have a couple questions here. What permissions are needed for task groups? That's a great question. So for task groups, in order to build a task group, you do have to have administrative permissions. So only an administrator can go in and build those predefined groups. On the customer page, though, you just have to have editing permissions at the exception level, and then you can enable those task groups to start tracking on the customer page. And then one more. Can tasks be turned back on once they are cleared? Yes. You can turn task on and off as much as you need to. Actually, we've seen that with that, annual review exception. If you have it turned on globally, you can resolve it once that annual review is complete. And then the following year, if you want to start tracking it again, you can edit the exception and set it back to an exception so that it starts tracking on your report again. So you can reuse those as needed, yes. And any other questions? Okay. Another one here. Can you go through task example change address on core system? Yes. Absolutely. Let me go ahead and go back to Active Account really quickly. So I'm going to go back to the customer page for Amalgamated Industries. So if for example we want to do a change of address on core systems, so I am assuming that, that you are wanting to actually go change it on the core. So if you, want to do this at the loan level, it works the exact same way at the deposit level. You can have this built as a global exception and just flip it on when it's needed if it's something that comes up quite often. If you wanted to build it as just a custom exception for this account or for the customer level, either way works just fine, we would do this option here to add a custom exception, choose task exception, and then we can type in whatever we want to see on the report here. The change address on core system, I do want it to track right away. You can define who's responsible for making that change and then just add it. So now we have that change address on core system tracking as an active exception and that's going to be on your dashboards and on your reports. Another question, can read only users access all of this information or only editors? Readers can view all of this information. So they can go in and view the tasks, they can view comments, they can pull reports on demand, but they would not be able to make any changes to the task exceptions or how they are tracking. Now there is one exception to that. If the task exception is assigned to that person, then they can resolve it. So for example, if David Anderson was a reader only in accu account but this exception to change the address on the core system is assigned to him, he will have the ability to resolve it, but only the ones that are assigned to him. Hopefully that answered your questions. Alright, I think I got them all. Alright, well if you think of any other questions that come up after our presentation today, you can contact me directly or our support team here at Alligent. We also do one on one demos. We offer trial sites if you are not a current Accu account customer, and we can always set up an additional call to discuss your needs. Thank you for everyone who joined, and have a great day.