Alogent Webinar: Gain Tangible Efficiency with AccuAccount

Good afternoon, and thank you for joining today's webinar. I'm Jamie Biggs. I'm a product sales specialist with Alligent, and I've been with the company for about fifteen years. I worked in support, implementation, training, and now on the sales side. And today, I'm gonna be taking you through a short webinar on ways to gain tangible efficiency with AccuAccount. If you have any questions as we go through the webinar, feel free to put those into either the q and a field on the GoToWebinar panel, or you can put them into the chat window, and I will get to those at the end of our presentation today. So just to briefly touch on AccuAccount's main features, we've built the software around imaging and integrated exception tracking. These features help, users at your financial institution to view customer loan and account documents and easily track missing and expired items in your system. So there are several other efficiency features that ActiveAccount offers beyond just imaging into the system and the exception tracking features. We have a document scheduler that helps you, track recurring documents that you can set up per customer. So if you have specific, requirements for financial statements, tax returns, you can set up a schedule for your customers and track those documents as they are needed. We have notice letters that can be generated out of the system to request needed items. We could set up interfaces to bring in data and documents from other systems. We have a few different workflow options, and then we'll get into those in just a moment. Accuapproval is our loan approval system where you can build custom workflows for your loan applications. We also have, efficiencies with participations and document sharing that you can set up in the system, and then, of course, our audit feature, which is a huge piece of the software to help with efficiency, in getting your audits or exams out as needed. So let's talk about a few of these here. First of all, we have several ways that you can get your images into Accu account. Accu print is a stand alone install on each user's PC, and that allows you, allows a user to print documents into the system. These users don't have to have access to Accu account. They don't have to have permissions. They can simply print a document and it goes into a holding location for somebody with access in Accu account to review and put the document in the correct location. So it's a nice way that allows your lenders or anybody at your financial institution to push documents into the system. You can scan in paper files with a desktop scanner or a multifunction device. You can do an upload feature. You can do move and copy within that upload. We do a drag and drop upload as well, so you can quickly drag items into the system and upload those images. And you also can bring in documents with a customer portal. So there's a if you if you use a customer portal at your financial institution, we can request those documents through our notice letter feature as well. So along with all of those, when you have images that are added into the system, those images are immediately available to be viewed by any user at your financial institution at any location. We also have a built in quality control process for these images coming into the system. So you can go through and review everything that's being done. You can approve or reject items, and you can also build in document workflows with that QC feature. AccuCount has what we call integrated exception management for tracking. So if you were to go with AccuAccount, you go through an implementation process to build all of your customer types, your account types, and a document structure for each of those. And within that process, you would determine what documents you want to track exceptions on. So there's a few different options for tracking. We do missing exceptions. So, of course, this is going to be any document that's missing an image. And when you add that image to the customer's page, it automatically clears the exception for you. So you don't have to touch the exceptions. And it works the same way if you were to delete a document out of the system. You would have to have specific permissions to do that. But if somebody deleted something, it would trigger that exception to begin tracking again for that customer. We also have expiring exceptions. So any document that truly expires, you can add an expiration date on, and we will begin tracking that on your reports when the expiration date hits. You can set up a grace period on these or a lead time. So, for example, if you have a UCC that you wanna track a hundred and eighty days in advance to the expiration date, you can enter that lead time, and those will start showing on your exception reports, a hundred and eighty days beforehand as a pending exception so you can start following up on those. When you update that document, that has expired, the new, the new expiration date would be input, and that would clear the exception automatically and then start tracking again when the new expiration date hits. So, again, you're only updating information on your documents. You don't have to go in and do anything manually on the exception tracking. With the document exceptions or missing missing and expired exceptions, we also have something called the document scheduler for your recurring items. So if you have something that you need to collect regularly from your customer, like a financial statement, you can set up that schedule to reoccur annually, quarterly, monthly, however often you need it from your customer, and that will trigger that document to be created on the customer page and start tracking on your reports. And that scheduler also sets an expiration date automatically based on, how often you need that item. We have task exceptions, which are more of a free form way that you can track something in the system. So this may not be document related, although it could be. It might be that you need a signature on an item. It could be you need to do, a file review. You need to contact the customer, you need a a new appraisal. Whatever it is, you can create any task that needs to be completed, and those will show on your exception reports as well. Within the task exceptions, you can also build task groups. So if you have a whole group of tasks that need to be completed, say if you're doing an appraisal review or if you have a property that goes into foreclosure and there's a bunch of tasks that need to be completed, you can just turn on the task group and it creates all of those tasks for you so that you can start completing those. They show on your reports. They show on your dashboards. It just makes it really easy to track. And then another type of task exception that we have would be our policy exceptions. So it's really easy and straightforward to track policies in our system. You don't have to use a spreadsheet if you have Accu account, but you would build out any policy exceptions that your financial institution keeps track of. You can add that at the customer or the account level. It just shows in the exceptions, and you can pull specific exception reports for those policies. Next, we have our automated reporting that's tied to our exception tracking. So you can always go out and pull reports on demand, or you can have them set up to be automated. So these are subscriptions that can be built. You would have access to unlimited subscriptions on any of our canned reports to have these reports emailed out on a regular basis. So if you wanted your lenders to get their exception report every Monday morning, and then a branch manager needs to get, a report once a month. You can go in and say how often and when you want that report to be delivered to them. And also tied to our exception tracking is our notice letters. So for anything that's tracking in the system, your missing or expired document exceptions, task exceptions, you can tie a notice letter to it. So you would create a template, really easy to do in the system. You tie that to the exception, and it pulls the customer data onto the notice letter. And then that letter can be either printed out of the system or you can have it emailed out of the system, and we do keep a history of all of those notices that are generated. So just to touch a little bit more on the report options that are available within AccuAccounts, again, we have on demand reports. Anybody that has access to AccuAccount can go in and pull a report anytime they would like. Those reports can also be set up to be emailed out. Those are the subs excuse me, subscriptions that we talked about. And we have, custom reports as well. So custom reports, would be built through dynamic reporting. You can build exception reports, data reports, history reports, anything that you would like to do, and those can be set up to be shown on your dashboards. We do have custom dashboards that can be created to show these reports in a bunch of different widgets that we have available. Now the next efficiency I wanna talk about are interfaces. There are several different third parties that we interface to to bring in data or document images. So this just allows you to be more efficient because you don't have to enter that information twice. If you're putting it into another system, we can automatically pull it over into Accu account. One of the interfaces that we see a lot would be DocuSign. That's getting more and more popular, but it works the same way with any of the esign products. Once documents are signed by your customer and they get pushed back to you through DocuSign or Prosign, any any of those that you're using, they'll go to a holding location, and we pick those documents up and import those to the customer page. So if you have a new loan that's getting booked, our nightly process is going to create the new loan in Accu account, and then it will also import any of the documents that have been esigned. So when you come in the next day, there's your new loan in Accu account with all of the images that have been e signed in their correct document tabs. We do do a mapping when we implement the interface, so you don't have to touch those documents. You don't have to do anything with them at all. They're ready for any user at your financial institution to view. We also have several workflow options to help with your efficiency in Accu account. We have task groups. These are predefined groups of tasks that need to be completed in a specific situation. So this saves time on adding each individual task. You don't have to sit there and type in everything that needs to be completed. It also ensures accuracy of tasks for a given situation. So you know that something doesn't get missed, You just turn on this entire group, and everything that needs to be completed is going to start tracking. So those tasks are going to track on your reports, on your dashboards. And I've listed a few examples here that we see this commonly on. On foreclosure properties, when you have a loan payoff, there's a bunch of tasks that need to be completed that you can turn on or maybe a new, deposit account opening. So, really, any scenario where you have, items that need to be completed, you can build a task group to be turned on at the customer level, the loaner account level, or even at the collateral level. The second workflow listed here is document approval. So this is through our QC options. If you're reviewing documents, you can approve or reject items, but we have a document approval option that allows you to set it up so that an exception that is tracking won't automatically be cleared when an image is added. It would first have to go through the QC process. The document would need to be, reviewed and approved before the exception for that document would be cleared. So that's an optional feature that can be enabled. And then we have our accu approval, module for our loan application workflows. So these are custom workflows that you would set up by loan type to take an application through approval or denial in your, in your Accu account system. So I'm gonna get a little bit more into AccuApproval and some of the features that are offered there. AccuApproval creates efficiency because it allows you to fully track the loan application approval process as it goes through document preparation, credit analysis, approval, boarding. So what you do is is you add this application into Accu account, and then the custom actions that you create in the system routes this application along through that approval process. So every time an action is taken, it creates a history of that action that is taken. So you can always get in and you can see where a lender is at in the, in the application or approval process for any application that's in AccuAccount. It times various aspects of the application process, sends email notifications to whoever is assigned to that application. It captures information that can be pulled out on pipeline reports. So you can create your own pipeline reports through dynamic reporting, or you can use our canned reports and have those sent out on a subscription if you'd like. You can add comments to your application during any part of the approval process, and that gets saved with the application forever. We do application snapshots. So you can, at any point in time, do a snapshot of the application, and it saves the history into a document tab that eventually gets turned into your booked loan, so you always have access to those application snapshots. You can record pre and post closing conditions to the application. We can track the missing and expired documents the same way you would do on any other account within AccuAccount. Denied applications are safe for future reference. So you still have a customer page in that denied application. So if a customer came back in, you already have potentially some of their credit documents and their loan application from, the previous app that you can refer back to. So you don't have to start that process completely over. You would have that information recorded. And there's also security built in by users. So you'd be able to say who has access to these applications, who can take actions, and so on. So there's a lot of security built around it. These custom workflows, are created to route the application to a specific person or a specific department. So, again, you would create those different workflows that you want to have completed. Our next efficiency for AccuAccount would be the document sharing options that you have available. We have a participations module. This sends documents to downstream participating banks. Participations can also be used just to send out documents to a third party. It doesn't have to be used for actual participating things. So it is an automated way that you can send out documents during our nightly process. You can also manually email documents from the system. So it's a nice little pop up when you're on a customer's page. You can you can select multiple documents and input an email address and send those documents on their way. So if you wanted to send something out to your customer, this can also be used for participating banks, any other third party, a lawyer, insurance company. It's really easy to get those documents and email it out of the system as long as the user had permissions to do so. And then our audit module can also be used to share documents with auditors, examiners, lawyers. Any anybody that you need to send a set amount of data to, you can use our audit module. And I wanna get a little bit more into our audit feature as well. The audit feature in AccuAccount lets you build out a set amount of data so you would determine what gets included in this audit. So you can go out and you can choose credit files, your loaner collaterals, deposit accounts, the relationships to be included, and then you can narrow down what documents from each of those records are going to be included. So it's really user friendly to go in and build exactly the, dataset that you were wanting to put into your audit. And once you've built that audit, you can then, you can put it on a disk, a jump drive, an external hard drive. You can upload it to an FTP site. Or if your auditors or examiners are on-site, you can just give them the URL to the audit file. But they don't have to be on-site. You don't have to pull any paper files, and you don't have to file them away at the end of the exam. It is all automated and your auditors only have access to the data set that you build. They do not have access to your full Accu account system. So I'm going to go ahead and jump into a demo so we can see some of these efficiencies that we've talked about today. Let me go ahead and open Accu account real quickly. So here we have a customer's page in Accu account. The top of the page is going to have all of the customer's information, and whatever the customer type is is going to drive the customer's credit documents that are tracking on the left side of the page. The right side of the page is all going to be account or loan specific. So just kind of a quick overview of how our customer page is laid out here. So I wanted to show you, some of the ways that you can use the system with imaging. You can see when we are viewing the credit documents for this customer, we have images anywhere there is a green indicator and you can easily view by just clicking on that view icon. So it opens up in a separate viewer. And it looks like I've timed out. Hold on just one moment for me. I'm gonna go back to that customer page that we were just looking at. Really easy to search and get back where we were. If I wanted to view this, certificate of good standing, for example, I'm just clicking on that view icon. It opens up in a separate viewer. So you can always have multiple documents open at the same time, and multiple people can be viewing the same document at the same time, so we don't lock the file. Everybody can be viewing the same document if you're in a meeting, a Zoom call or something like that. Now anywhere where there is not an image, you're going to see a red indicator and we don't have a view icon in here, So anything that's missing or expired, that's automatically going to track as an exception. So if I were to click into this exception tab for the, credit side of this customer page, you can see for my document exceptions here, I'm tracking the missing financial statement and that missing rent roll because we don't have an image for those documents. I'm gonna go ahead and click back into the document tab here, and I'm gonna upload the rent roll. So we'll say we got that from the customer. You, of course, can scan this in. I'm just gonna do a drag and drop. So I'm just taking that file and dropping it where I want it to be saved. So that does a quick upload of that image. It's now available to be viewed by any user at any location. And if you were to go back into the exception tab, you can see that rent roles exception is no longer tracking. So that happens real time as soon as you add an image. And if you were to pull a report, it's gonna be updated there as well. Kind of works the same way going the opposite. If somebody had permissions to delete an item or if they moved that file to a new location, maybe it got uploaded in the wrong place, somebody went in and deleted that image from the system. So now I'm gonna see that there's that red indicator again. You go back into the exception tab, it's going to be tracking on your reports again. So anytime images are added, deleted, moved, we're gonna update these exceptions real time. Now we talked a little bit about the document scheduler for items that, that recur. So, our financial statement, for example. I'm gonna expand here. You can see the images that have already been collected. We're gonna say, for example, that this customer is requiring quarterly financial statements. Now in December, this created a empty document tab for me that happens automatically. We have the schedule here. That schedule is set up to say when you want the first document to be created, how often you want it to be created, so if you want it annually, quarterly, monthly. And you can also put in a specific title for how you want that document to be labeled here. So I just have this happening quarterly. So that does start tracking as an exception because it is an empty document tab. I can reach out to my customer, get that new financial statement, scan it, or upload it into the system, which will clear the exception off of my reports. Then when the next quarter comes around, so in March, the system is automatically going to create a new empty document tab, and it will start tracking on the reports. So there's nothing that you have to do automatically that is going to turn on and start tracking Now just a little bit more on the exception tracking, we talked about expiring documents. So we can see I've got this expiring, certificate of good standing. It doesn't expire till twenty twenty. So it's in a gray color. All of these features work the same way on the credit side as the account side. But we do have items that have expired, so they're gonna show in red. That's going to really stand out to you that an item has expired, and it also automatically starts tracking an expiring exception on your reports once it comes due. So just to show you how this works, I'm gonna change the date on this certificate of good standing. So let's say, for example, that this document is is about to expire at the end of the month. So I actually have a, grace period set up. I'm gonna put this for the twenty seventh that it expires on. So a few days from today, this document is going to expire. So it still is going to show in gray because it hasn't yet expired. But if I go into the exception tab for this customer, you can see that expired certificate of good standing is tracking with a yellow exclamation point, and that just indicates that it's a pending exception. It hasn't yet expired, but it is within the lead time that you have set up in your system. I have this set up as a ten day lead time. You have complete control over your lead times for each specific exception. And, again, you know, I gave the example of a UCC might be a hundred and eighty days, whereas other expiring items are just three days in advance that you're wanting to begin tracking. So you have control over that as well. Once this document truly does expire, this is going to change to a red exclamation and will show on your reports as a true tracking exception. When you go pull that new certificate of good standing, you can then update your document, input the new expiration date, and it will clear the exception automatically. So you're not going in. You don't have to touch the exception. You're just updating the document information, and that will, carry over so that your exception is tracking correctly. So for anything that is tracking in the system, and, again, I'm gonna jump back into this exception tab here, you can tie a notice letter to that exception. So I have one tied to this, missing rent rules exception that allows you to either print off a letter to be generated, and sent to the customer, or you can email it to the customer if you would like. And if this customer had multiple notice letters set up, we do combine them into one letter that gets sent out to your customer, and then we keep a history of all of those notices that have been generated. On the report side of things, we did say you can go in. You can pull any of these reports on demand at any time. So any user that can get into Accu account can access the reports. If I pull up, and I have this preloaded here, our exception report by officer. This is a very common report that gets used. It can be set up on a subscription to e be emailed out to each of your officers at any given time if you'd like, but I just wanted to give you an overview of what the reports look like. I do have Amalgamated Industries here. That's the customer page that we're looking at in the background. We have the credit exceptions, and then it gets into all of their loan collateral and deposit account exceptions that are tracking. But this will give you, loan amounts. This will give you the name of the exception, what is tracking, and you can even see comments that have been added on the exception. So just kind of looking back here, they have, little comment bubbles. So anytime you reach out to the customer or you want to track an update, you can enter those comments here, and those will also show on your report. Those comments are also included when this report gets emailed out as a subscription. We also track when items begin tracking. We can track an expiration date. You'll be able to see if it's an existing exception or a pending exception. So there's a lot of information on these reports. And you also have a hyperlink. The customer name, customer number, and account number will hyperlink you right to that customer's page in Acu account. So even if your lender is working a report from an email that they received, a subscription of this report, they have these hyperlinks. So they could click on any of these links, and it will open up Accu account, log them in, and take them right to that customer page to review information that they're needing to see. This information can also show on your dashboards. Dashboards are customizable by user, and every user can have as many dashboards as they would like to set up. You can see in here I have some application updates. So if you are using our application workflows, we can see all of the active loan applications, applications that are in credit analysis, applications that are pending loan approval. So there's a lot of different widgets that you can turn on to track this information, and any custom reports that you create through dynamic reporting can also be displayed on your dashboard. So this is one of those reports here. I have my loan application by lender, custom report in here so you can view information right here on your dashboard, and you have hyperlinks to jump right to the customer's page if needed. So it's really easy to switch between dashboards. You can always do this drop down here. If I wanted to see items that are tracking in the system, this might be your exceptions. I have an exception report by officer displaying tasks that are tracking, some summary options. So you can go in. You can resize any of these widgets. You can move them around. You really can choose whatever is being whatever you'd like to have displayed on your dashboard. Now the last thing that I want to touch touch on, we are about out of time so I'm going to jump into it really quickly, is our audit feature. Audits are very simple. They're easy to build in the system. They are extremely easy for auditors or examiners to use. You can go into any of these, build a new audit. I'm gonna click into one that already exists just for time purposes. But when you are building your audits, if you're given a list of customers, you can go in and start searching for those customers or accounts that need to be included. We do have range options. So if you if your auditors wanna see all of your loans that are, in a specific balance range, you can use these ranges here, date ranges, close dates, origination dates, really whatever you're wanting to build into this audit. And as you're doing that search function, it's going to create a list of customers that are going to be included in this audit build. You can go in and delete certain items. If you decide you don't need these, you can just delete whatever you select. You can also go in to this export document field and choose which of the customer's documents you want to show in the audit. There is a view icon here, so you don't have to go back to the customer page to verify these items. You can view them from here, choose what should be added to that audit, and choose update. So there's a lot of, really nice features in building this dataset. Then you just hit build audit and it creates it for you. That will take a copy of, the customer's information and all of their images, put it into an audit file on your server, and then you can have that put on a disk, a dump drive, an external hard drive, upload it to an FTP site, however you're wanting to give that to your auditors. And I want to quickly show you what they see. So you can view the audit just by clicking on this little view icon. This is exactly what your auditors are going to see when they open the file. If your auditors are on-site, you can just give them this URL up here at the top as long as they're connected to your Internet, and this is what would open. They do not have access to your Accu account site. They can only see the data that you've added into this audit. So we do have comments that can be added to it when it's built, your bank's privacy statement, and they go into this audit listing here. There's our Amalgamated Industries that we've been working on. So we can see all of the data for Amalgamated Industries, Industries, and what was included. If I click on their name here, I have a copy of the customer page that looks very similar to working in AccuAccount. I can see the customer data up top. I've got the credit documents listed on the left, and then we have all of the loans or deposits. Anything that was included in this audit build is going to be listed out here. So your auditors open this up. They can review the files. They can see expiration dates, and they view the images the same way that you would an Accu account just by clicking on that view icon and the image opens up in a separate viewer. So it's very easy and straightforward for your auditors to go in and view this information. When they're done, they can simply close this out. You can optionally delete the audit build if you're done with it, but you never have to go in and pull paper files again or refile them. So those are the efficiencies that I wanted to walk through today. I'll open it up for questions now. So you can type those into the Q and A panel on the meeting or you can put them into the chat. Let's take a look really quickly. So it looks like I do have just one question that's come in on the chat. Feel free to continue typing those questions in if you'd like. What can be customized, and can customization be changed after being implemented? Almost anything in the system can be can be customized. Now we do have a hard coded fields when you look at the customer information. We're gonna map that in from your core, but you can bring in flex build data. So if there's additional data that you're wanting to import, we build those as flex builds. But we customize your customer types, your loan types, account types, collateral types, as well as the document structures that are tied to each of those and the exceptions that track. So you have full control over what your customer page looks like as far as how documents are laid out and what is gonna track in your system. And, yes, you can absolutely go in and change the customization at any time. So an administrator in the system can go into the admin pages. You can revamp your, document structures, how things are tracking, and we do have training on how all of that gets completed. So, it is your system. You can go in and make changes anytime you would like. Hey. Looks like that was the only question I have now. If you have any other questions that come up after today's session, feel free to contact us here at Allergan. And thank you to everyone who joined. Have a great day.