The Banking Buzz: AccuAccount, Imaging

Good afternoon, and thank you for joining our banking buzz presentation on AccuAccounts imaging. I'm Jane Biggs. I'm a product sales specialist for AccuAccount. I've been with Alligent for about fourteen years, and I've worked in the various, departments. So if you have any questions on how the system works, implementing the software, training, or support, feel free to ask those questions as we go through the presentation today. And you can type those on the GoToWebinar questions panel or in the chat panel, and I'll answer those questions at the end of the presentation. For today's webinar, we'll go over AccuAccount's document management options with imaging. I'll touch on our exception tracking and a few of the other features that are offered as well. AccuAccount is a core integrated system for the life of the loan and stores and tracks account document images as well. So to give you a little bit more on what AccuAccount does, we have the ability to add loan applications and do a loan approval workflow with our AccuApproval system. We do a core integration. So we have integrated with over thirty core products to bring in your customer and account data. So we get a nightly I'm sorry. A nightly data file from your core system. We map in your new customers, new accounts, loans, collaterals, balances, addresses, and we keep everything up to date in Acu account so that we stay in sync with your core system. We also do a lot of interfaces with e sign products and LOS systems. So if you wanted to bring in e sign documents or any documents, any data from an LOS, we can bring in that information with a nightly process as well. Imaging is going to be our primary focus for today. So there's a lot of different ways that you can add images into the system. So we'll go in-depth on that today. We do exception tracking. So we have what we call integrated exception management. So this integrates with your images to clear your exceptions as images are added into the system. You can also do task exceptions, policy exceptions, and you can do reporting from your system. So you can get exception reports, expiring document reports, imaging reports, policy exception reports, really anything that you could think of you can build a report for in the system. So let's go ahead and get into some of the imaging options that we have available. I'm gonna talk about them here, but we'll also look at them in a demo as well. So the first way that we do imaging in our system is with barcode scanning. This is completely optional to use barcode scanning. You can print off the cover sheets from AccuAccount. You can see here that we have a cover sheet for Timmy's Boat Services. This cover sheet with the barcode would go on top of any documents being scanned to this customer's page, so our system knows where the documents should be saved. You would also print off a document cover sheet for each document being scanned in so the system knows what document tab that document is being saved to. So you can create a stack of documents, with multiple customers, multiple accounts, loans, or collaterals. As long as they have the correct barcode cover sheets, you can scan them in bulk with your multifunction devices, and those will get saved to the appropriate location on the customer's pages. We can also read third party barcodes. So if you're using a document prep system that prints off barcodes on your loan documents, we can map those into our system and read those instead of having to print the cover sheets from accu account. We also offer bulk scanning without imaging with our scanning product. So for this product, it'd be installed on your user's PC. Documents can be scanned in either on a desktop scanner or can be scanned on a multifunction scanner. You can scan multiple customers, any documents that you would like, it doesn't matter. And then you can define where those documents should be saved within the scanning product. So you can drag and drop documents, you can rearrange, rotate, annotate, really whatever you need to do. It is a true document editing program, and then you can just drag and drop those directly to the customer's page to save them. So that is a very fast way to get images into the system, and I will demonstrate that today during our demo. We also have AccuPrint, which is a virtual printer that can be installed on any user's PC. This allows you to print documents into Accu account that are received electronically. So if you have a lender that receives a document electronically, they can do a file print, which launches this Accu print program and allows them to define what customer this document belongs to, the document tab it should be saved to, and they can optionally add a title and comment to those documents before it gets uploaded into Accu account. Those documents would then go through a review process to be looked at before they're moved to their final location on the customer's page. We have a drag and drop upload feature. This allows you to take a document that is saved on a shared drive on your PC or that has been emailed to you and drag and drop it right to the customer's page within Acu account. So it does a very quick upload of that document. And as soon as that image is there, it's available to be viewed by any user at any location. And then finally, we do have a single scan option for your trailing documents. So if you have something that comes in from a customer that maybe gets mailed to you and you do have a paper document, you can do a desktop scan of that file, scan it in. You can define what document it belongs to, what customer page it's going to be saved to, add titles, add comments, add the expiration date optionally, and that saves that image to the customer page very quickly. We also offer image conversions if you're already imaging into another system. System. We've worked with many programs, I have a handful of them listed here, but we have worked with several others as well to convert images out of that system into Accu account so you don't have to start over on your scanning processes. We We also have several other additional features that we're not going to go in-depth on today during this webinar but I want you to know that they are available. We offer emailing documents out of our system. We have a participations module that allows you to push documents to downstream participating banks out of Accu account with a nightly process. We offer an audit module, which allows you to build out a dataset to give to your auditors or examiners so they do not have to have access into your Accu account system. They will only see the data that you add into that audit module. We have a built in quality control process for everything that gets done within the system. So you can always go in and pull a report of anything that's been imaged. Anytime a document has been touched, it will be recorded in the history, and you can approve or reject any of the changes within Accu account. And if something gets rejected, it will send an email notification to the person who added that image or made the change to the image, so they can go back and review that information, and then we keep a history of everything that happens on that document. So if it was originally rejected, then it was fixed and approved. You'll be able to see all of those changes for each document. We offer flex fills, so if there's any additional data that you want to bring into your Accu account system that is not a standard field, we can build that as a flex field at the customer level, the loan account, or collateral level. We do have a way to handle related entities. So not only are we bringing in relationships to your loans and accounts, but we also have a way to tie customers together in a related entity. So this could be sister companies, DBAs, and you can report on those as well to watch legal lending limits. We offer cross collaterals. This allows you to tie collaterals together that are pledged to multiple loans that you only have to image and track those collaterals one time. So you're not having to image those documents under each of the loans that that collateral is tied to. And then we offer a purge functionality as well. You can set up document retention rules in the system, and then you have control over pulling a report for what's going to be purged and actually executing the purge from your system whenever you would like to do that. As far as imaging goes, we also offer a secondary product called AccuDoc that does imaging for other documents that you may have at your financial institution that may not be customer or account related. So a couple examples I have here, we have accounts payable, vendor contracts, human resources. We've actually built over thirty different modules for imaging any type of document that you would like to house in AccuDoc at your financial institution, such as investments, credit card applications, insurance policies. Whatever you have paper for, we can build a module for that system. So let's go ahead and jump into a demo of AccuAccount so you can see what it looks like. We're gonna talk about the customer and account layout just to give you a feel of how the system looks. We're gonna talk about the imaging options that are available today and some of the back best practices that we see at our financial institutions. So I'm gonna go ahead and log in to the system. Your AccuAccount system can be set up with Microsoft authentication so that you're automatically logged into Accu account when it gets opened. When you initially open Accu account, you will be taken to a dashboard page, which is completely customizable by user. So every user can see custom reports on their dashboard, applications, exceptions, information, tasks that they wanna track. There's a lot of different options, and you can move these around. You can resize them, and you can also have multiple dashboards here on your system when you log in. So if you wanted to see just your task exceptions that you're tracking, you can have different reports that are available on that dashboard page. I'm gonna go ahead and search for a customer. You can search by name, customer number, tax city, or account number from this quick search widget. We also have a full search screen where you can search by many other fields in the system such as collateral descriptions, dates, balances, officers, and so on. So I'm gonna go ahead and search for our customers page by customer number. And as you type, it's going to bring up anything that matches in your Accu accounts database. So we'll go ahead and click that search option, and it takes me right to this customer's page for Timmy's Vogue services. Now in this example here, we don't have anything imaged into the system so far. This is a brand new customer in AccuAccount. So we are going to import all of the data that you see up at the top in these banners. So this is all the customer data, customer number, tax ID, the customer's officer. We have a total loan balance and commitment amount that would combine all of their loans that they have. We have the customer type, and this customer type would be mapped in from your core system and would drive the documents that are gonna be required on the left side of the customer page. So not only can you customize what types you're bringing in for the customer, you're also going to customize the documents that you want as standard for each of your customer types. We also bring in a status, the branch for this customer, and, again, that total loan balance. Over on the left side, this is going to be all customer specific information. So credit documents, customer documents, exceptions that are tracking at, for this customer, any related entities, and you can add comments to the customer's page as well. The right side of the customer page is all account specific. So you can see here that we have loans. Pretty much everything in the system is going to be indicated with a red or a green dot to let you know if there is data in that field. So So we can see this customer does have loans. They actually have five loans that they are associated with. We are looking at this loan ending in one two one, and then all of the information that you see in this banner is importing from your core system as well and updating every night with our nightly process. So if there's a status change or a balance change, you'll see that update so we stay in sync with your core system. Now this loan type is going to drive what documents are going to be required on the right side of the customer page for this loan. So this commercial real estate is a customizable document structure that you build during implementation. So, again, you can build it, you can bring in any of your loan types that you want to see, and each of those loan types would have a customized document structure. We also have exceptions that are tracking for this loan. Guarantor, so any relationship information will be imported from your core system, and you can put in, account specific, comments as well. So they'd be tied to just this loan. Down below your loan is where you're going to find the collateral information. So we do bring in the collateral as each, excuse me, as its own, collateral number. So right now, we're looking at collateral number one, which is, a commercial real estate, and it's going to have its own document structure, its own exception tracking, and the information in this banner is updating from your core system as well. So just giving you a high level overview of the layout of the customer page there. Now we have red dots for all of the documents that are showing here on the customer page because this is a new customer. Once you add documents, you're going to see those dots change to green and you'd be able to view the images on these customer pages. So I'm going to go ahead and add some documents. You can see what this looks like. And the first way I'm going to add images is with our drag and drop feature. So if you already have documents that are saved on a shared drive on your PC, or maybe you scan them in on your multifunction device and you save them to your desktop, you can then take the documents and drag and drop them to the customer page. So I can go in and say, okay, there's my customer CIP document doing a drag and drop. That dot is going to change to green, and I'm now able to view that image. And in fact, any person at any location can now view this document image. So So it's pretty quick to go in and drag and drop these documents to where they belong on the customer page. Okay. So we've added a few documents in there as well. So we have three images out here. If you wanted to view these, you just click on the little view icon and it opens up in a separate viewer. You can have more than one document open at the same time if you needed to compare document images and multiple people can be viewing the same images at the same time. You can also drag and drop documents in from an email attachment. So if you have an email in here, we're saying this is a new OFAC or Timmy's boat services, I can take it directly from my email attachment and drag and drop it to the customer's page. So I now have two copies of this OFAC document. If I want to specify which is which, maybe one has been updated in here, you can go in and edit the document that has, that you're wanting to add a title to. And in here, I'm gonna say that this one has been updated. Maybe I wanna put a date in here. You can put a specific note that you want to have displayed, and you can even change the color of the title if you really want it to stand out on the page. So I'm going to change the text to red, choose update, and now I can see those two OFAC documents. There's one that I haven't added a title to and then there's my updated one that I've put in red text so that it stands out. You can always go in and edit any existing document. So if I wanted to update this document, maybe the pages are out of order or you need to add a page, you can always go in and open this document in our editing software to make changes to it. So Accu Image is our document editing program. Give that just a second to load in here. But in here, you can add additional pages. You can delete pages. You can rearrange very easily. You can rotate. You can break apart this document. So if two documents got sent together from your customer and you have your OFAC and your credit report are all in one image, you can break it apart in this system and save it to the customer page in the correct document tabs. Now another way that you can add images into the system is with our bulk scanning option. We call it batch scanning in Accu account. So you can scan, a large document with your multifunction devices, and you can break that document apart with an AccuImage. So I'm going to go ahead and show my desktop. I'm going to launch AccuImage. I have it pinned in my taskbar. That's optional. And once that's open, you can take a document that has been scanned or saved on a shared drive or on your computer, and you can just drag and drop it into our AccuImage software. So I've gone in and I've scanned a whole bunch of documents that belong to Timmy's boat services. I just drag and drop it into AccuImage, and it's going to load the thumbnails for all of the pages that are in that PDF file. So I can start breaking this document apart. I can say, okay, page one, two, and eight, because maybe this is out of order, belong to the tax return. So I'm going to drag that up to the top and it's going to pull out those three pages in here. I can optionally title this if I'm wanting to save a title for that document, but you do not have to do that. You can continue pulling this apart. So I pulled one page here. Maybe page one, two, and three belong to, the loan application, whatever it may be, and you just break that apart. Now for another example, if you have this tax return document, we have three pages, but I missed a page. I can go back to the original document and say okay this page one here also belongs in that tax return. I move it over to that tab, I can rearrange it, make sure it's in the right order before I save that document. Now there's a few ways that you can save this. You can actually go in and hit save, type in the customer's name, choose what document it belongs to, but there's a quick way that you can just drag and drop these documents to the customer page. So here's my four page tax return. I can just take this, drag and drop it to the customer page. I can go to this other document over here and say, okay. That is my approval and drop it drop it onto the loan side. So this is gonna work on your credit documents, your loan, deposit documents, trust documents, collateral documents, and you're just taking each of these documents that you broke apart within Accu Image and doing a drag and drop to the customer's page. So really quick way that you can add those images into your Accu account system with doing a VASH scan option. You can also do a single scan option. So if you have a trailing document that gets sent to you, maybe you have an updated insurance policy, I can go down to my collateral section. If I wanna update this property insurance for this, commercial real estate property, I just click on that edit option, hit scan, and it's going to start feeding through that document on my desktop scanner to scan that image to the appropriate location. So, again, another quick way that you can add documents into your system. Now we also talked about AccuPrint, which is a virtual print driver that you can use to print documents into the system. So I wanna quickly show you what that looks like. We're gonna say that this OFAC got sent to a loan officer that does not have any editing permissions in AccuAccount, but they need to have this document saved in AccuAccount. So what they can do is, optionally open it or they can just do a file print on that attachment. And any document that's open, they can choose to print the document. They're gonna choose Accu print as their printer, and then it'll give them a little pop up where they can add the customer and document information. Give that just a second to launch here. And sometimes things do not play nice with me with when I'm on a webinar, so bear with me for just a second. Yep. It's not gonna play nice. Sorry about that. But what you can do at that point, your lender, even though they do not have, editing permission, they can push through that document, and it's gonna go into this dashboard widget for my uploads. So anybody would be able to see this, and they can go in and review the document that has been Accuprinted as long as they have editing permissions within Accu account. So we can see there's the OFAC for Timmy's boat services. I can click on the view icon to take a look at it, make sure everything looks good on that OFAC, and then I can push that document to the customer's page. I can review it, make sure it's being saved to the correct document tab, and just hit update and it moves it to the customer's page. So that gives you a secondary step on reviewing documents before they get pushed to the final location on a customer page, especially when they're coming from somebody that doesn't have editing permissions within Accu account. So those are a handful of ways that you can add images into the system. I'm gonna go ahead and go into, back into Timmy's boat services just so you can see what this looks like once multiple images have been added in here. So this is a different copy of Tumi's boat services. We're saying that all of the files have been, imaged into the system. You can now see the credit documents here. We have the loan documents. We have collateral documents all imaged for this loan. But you can also see that there is a w nine missing, and there's a financial statement missing. We actually have multiple financial statements in here because we're collecting quarterly financial statements for this customer. So if I were to go into the exceptions tab for Timmy's boat services, you'd be able to see that under these document exceptions, there's my missing financial statement and my missing w nine. So those automatically update and track on your reports for whatever is missing or expired. You can also track task exceptions and policy exceptions in the system. So that works the same way on the credit documents as the loan collateral deposit accounts. We will track anything that has not been imaged or has an expiring date on it. Now just to quickly show you how that exception option works, if I were to go back in and add, a w nine for this customer, who's gonna take something random, if I update that document and now we have an image for a w nine in here, If I go back into the exception tab, you can see that that w nine would be cleared. And, actually, I have a review option not to clear it. There's a secondary option in here where you can say that a document has to go through a QC process before it will clear the exception. So once that gets QC'd, that will clear the w nine exception from your exception tab on the customer page as well as on your exception reports in real time. So we are going to have a webinar next week on Tuesday that goes through all of the exception tracking features. So it's another Banking Buzz webinar. I'm going to go ahead and put that out in the chat. So you're going to see that in the chat option for the GoToMeeting panel that there is a link in there if you'd like to register for the webinar that goes over all of the exception tracking features that we are having next week. Now one other thing I wanted to touch on with your imaging options is the ability to turn on the document scheduler. This is going to be used for any documents that reoccur in the system. So in this example, Timmy's boat services requires a quarterly financial statement. So I have a schedule created that builds this document every quarter and begins tracking it on my reports. You can do this on tax returns, financials, rent rolls, really anything that reoccurs for a customer, and you can define when that document gets recreated. So every quarter, it's going to create an empty financial statement with a title on it for the date, and this will start tracking as a missing exception on my reports. Once I get the financial statement from this customer, I can go ahead and update the image. And as soon as the next quarter hits, it's going to create another empty document and start tracking online reports. So that's just, one of the best practices that you can use to stay up to date on documents that you need to collect from your customers on a regular basis. So I'm gonna go ahead and go back to our presentation. And, of course, if you have any questions, feel free to put those into either the chat or the questions panel on the GoToMe, on the GoToWebinar. So some of the next steps, that you can take to learn more about AccuAccounts, of course, we have the next Bankers Buzz webinar that I've put into the chat window if you'd like to sign up for that webinar. We do have the ability to set up a trial site for your financial institution. So if you want your own site to play around in to see if it's going to work for you and how easy it is to navigate in there, just let us know and we can create that for you. We also offer one on one demos. So if you wanted to see more features of AccuAccount that's personalized for your financial institution, please reach out to us, and we can put together a personalized price quote as well. So I'll go ahead and answer questions now. Looks like I had a couple come in through chat. Again, you have some time to put that into the questions panel if you have anything which you'd like to ask. First of all, can I customize which documents get imaged? Yes. The system can can be completely customized. So not only are we bringing in your customer types, your loan and account types, but each of those types will have a document structure that you get to define. So what you saw today is just kind of a demo site that I have, but you can decide what documents you want to have out there as required documents, which ones are optional, or if there's something you don't need at all, it can be removed from the document structure. Can images be hidden based on permissions? I wouldn't want someone who works with deposits to see all the loan documents. Yes. We do have permissions built into the system that would define what documents they can see. So if it's account documents, you can say that a user cannot view loan documents at all or they cannot view deposit documents at all if they're a loan user. So you can break that down. And on the credit side, you can also define which of those credit documents your users would be able to see based on if they are a loan user or a deposit user. Can more than one copy of a document be added? Yes. You can have unlimited copies of documents added into the system. They're going to be ordered by document date, so you have control over how they're ordered. But, yes, you can have as many copies in there as you would like, or you can always merge your documents together when they get updated. Can we see a report of who is adding images? Yes, we do have a report that you can go in and pull through our QC option. We also have some canned scanning reports where you can go in and look at how many documents are added, who's adding images into the system. But the easiest way is through our QC option. You can see every time a document is added or edited in the system as well as do an optional QC functionality on it. And can older images be edited? Yes. You can always edit your images with our Accu Image program. So it doesn't matter how old a document is, You can always go in and modify it as long as you have permissions to do so. And is there a place on the dashboard that shows all of my exceptions? Yes. So there's multiple widgets that you can turn on your dashboard. One of them is, an assignment of exceptions. So you can go in and choose your own name. You can also do a multi select. So if you wanted to see your exceptions plus another users, you can combine those onto your dashboard. We see that a lot for like a loan assistant. If they're an assistant for multiple lenders, they can show multiple lenders exceptions, but there's a lot of different options for how those exceptions are displayed on your dashboards. You can also create custom reports and have those reports show on your dashboards that would only show your exceptions. Great questions. Alright, it looks like that's all of them. So if you think of any additional questions after today's webinar, feel free to contact us here at Allgiv. Thank you everyone who joined and have a great day.