The Banking Buzz: AccuAccount, Tracking

Good afternoon, and thank you for joining our banking buzz presentation on Accu accounts tracking. I'm Jamie Biggs. I'm a product sales specialist with Alligent, and I've been with the company for about fourteen years. I have worked in various departments. So if you have any questions about the product, implementation of the product, support, anything like that, feel free to ask those questions in the questions panel on the GoToWebinar panel, and I'll answer those questions at the end of our presentation today. For today's webinar, we're gonna go over AccuAccount's tracking options. I'll touch a bit on imaging, which is an option with AccuAccount and a few other features that are offered as well. AccuAccount is a core integrated system for the life of the loan and stores and tracks documents, tasks, and policy exceptions. So we're gonna talk about all of those today. But to give you a little bit more background on AccuAccount, there are several things that AccuAccount does for collecting data and accept tracking exceptions within the software. First of all, we offer a loan approval workflow, which is a way that you can customize, workflows for your loan applications. We do integrate with your core system so that we stay in sync with your core. We update your customers' loans, accounts, and collaterals every night. We can bring in esign and LOS data, so we can bring those in with our processes as well. We offer imaging, so we can store all of your customer and account documents within Accu accounts. We, of course, offer exception tracking, which is mainly what we're gonna focus on today. And that's integrated with our imaging so you can get imaging and exception tracking or just one or the other if you wanted to. And, of course, our reporting options, we have several reports available in the system as well as the ability to build your own reports within the software. Contracts. Yeah. I mean, you know, we get we get. So let's talk a little bit more about our exception tracking. There's several different pieces to this. First of all, we offer missing exceptions. So missing exceptions track based on either an image or you just telling the system if you have that file if you're not using the imaging feature. So if you have a document in our software or it's flagged as in file, we will automatically stop tracking that missing exception on your reports. If something is missing from the customer's file, we automatically track that missing exception. So you really never have to touch the exceptions. You're just updating whether you have or do not have the documents, and we will track the exceptions automatically. With your expiring expiring documents, we track based on an expiration date that you add on your document. So same thing. You're only managing your documents, and we'll automatically track the exceptions on your reports based on that information. If you have a document that gets updated and you have a new expiration date in the future, once that expiration date is updated, it will automatically clear the exception from your reports and won't track again until that document has expired. Along with those expiring exceptions, you do have the ability to add a grace period or a lead time. So if you wanted to track something in advance, you'd be able to do so. For example, you have a UCC that you're wanting to track a hundred and eighty days prior to the expiration date. You could add that lead time to the exception, and it'll start showing on your reports a hundred and eighty days before the expiration date of that document. Next, we have task exceptions, sometimes called technical exceptions. These truly are tasks that need to be completed for a customer file or a loan file. You can attach these at the customer level, loan level, account level, collateral level, wherever you're wanting to track those in the system. But that could be something as simple as you need to call the customer, you need to do a file review, you're missing a signature. Whatever task you're wanting to track and show in your reports, you can add those along the way as well. We do offer automated reporting, so you can have your We do offer automated reporting, so you can have your exception reports or any of our canned reports emailed out on a regular basis. So if you wanted all of your loan officers to get their exception reports every Monday morning, that's gonna be in their inbox. Maybe your branch manager gets it monthly. Your regional gets it quarterly. You can set up unlimited subscriptions to any of those reports. And then we offer notices that can be tied to any of the exceptions that are tracking to either be printed out of our system or it can be emailed out of our system. And we track a history of the notices that get sent, so you can always pull on the report pull a report on those as well. It's just an easy way to reach out to your customers or even to third parties to collect that information. So there are some additional features that we're not gonna get in-depth, today on, but I just want you to know that they are available within the system. We do offer the functionality of emailing documents out of the system. You can use our participations module if you're using imaging to push documents, to downstream participating banks. We have an audit module, so you do not have to give your auditors or examiners access to your Accu account system. You would build out a dataset of whatever needs to be included in that audit build, and your auditors would get a copy of it. So they essentially get, like, a little mini Accu account. Looks very similar to opening up Accu account, but they only have access to the customers or accounts that you've included in that build. We do have a built in quality control process. So every time you make a document change, that is recorded in our system, and you can approve or reject those changes. That history is kept definitely in our system. We offer flex fields for any data that you're wanting to collect for a customer or an account. So if it's not, a standard field in our system, we build it as a flex field, and we can either import that data from your core, from an LOS system, or it can be entered manually into Accu account. We have related entities. So if you're willing to tie customers together for reporting options, you'd be able to do so. We offer cross collaterals excuse me. We offer cross collaterals so that you're only having to add images or exception information to the collateral one time, and that data is going to show up on all of the loans that that collateral is pledged to. And we do have a purge functionality. So if you're wanting to set up document retention rules, you can build that into our system based on account type or customer type, and you'd be able to remove that data from your system as needed. So you have full control over that purge functionality. So we're gonna go ahead and jump into a demo of Accu accounts. I'm gonna show you how you can automate your exception tracking with our integrated imaging, and if you're not using imaging, how those can be flagged in the system as well. We're gonna look at how you can view exception information on the reports. We have some dashboard options that we're gonna look at and some best practices for tracking those items in the system as well. Let me go ahead and bring that Accu account, and I'm gonna log in to the system. So when you initially log in to your Appu account, you're gonna be taken to this dashboard page. This dashboard is completely customizable by user, so everybody can set this up for whatever they want to see when they log in. Here I have a quick search option. I have active tasks that have been assigned to me, my active exception summary so I can get some numbers out here of how many items are tracking for each loan or each customer. I do have some reporting options. So any of the customer reports that you create in the system, you can have display on your dashboards. I have this annual review report. These are customers waiting to have an annual review. You could track that on your dashboard, and an exception report by officer. So all of these widgets can be rearranged, resized. There's a bunch of different widgets that you can select from to customize this dashboard page, And you can also have as many dashboards as you'd like in the system. So I have one called outstanding exceptions. I can change the view. So maybe I just want a report of information when I come into active account each day. You could choose that, that dashboard page to be displayed. So just to give you an idea of some of the things that you can do with your dashboard, here I have just some different inspection reports that are showing, loans opened in the last ten days. And then these are all hyperlinks to get directly to a customer's page. That's gonna be a really quick way that you can track items to quickly see them and then jump to a customer when you're wanting to view additional information. So I'm gonna go ahead and go out to a customer's page, and we're gonna search by, customer number here. We do have a full search page where there's a lot of different search options up here in the menu bar. This is just a quick search. And as you start typing in information, it's going to pull up anything that matches in your database. So I am now on this global corporation customer page. Every customer in the system will have their own customer page regardless of what their relationship is to an account or a loan. So global corporation, we have all of the customer data up top. This is going to stay in sync with your core system. So we will update this information nightly. We have the customer data. We have the customer type, which is going to be mapped in from your core. We will build a mapping when we implement your system so that you can use whatever customer types you would like. You can label that for whatever you'd like to see. And that customer type Excuse me for just a moment. Sorry about that. So this customer type, we're gonna map in from your core system, and it is going to drive what documents are gonna be required down the left side of the customer page. So these are all customer specific documents that you're tracking. You would customize these documents when you implement your system. So you'll work with an implementation specialist to build out what documents are going to be required. So you can see you have a group label here and then the documents that are being collected down below. We do use red and green indicators throughout the system. So if there's data in a tab, you're gonna see a green dot. If something is missing, you're gonna see a red indicator just showing that we do not have that document for this customer's page. The right side of the customer page is going to be all account specific information. So you can see here I'm looking at the loan tab. This customer is associated with three different loans, so this would show primary and secondary relationships to your loans. All of the information in these banners is updating with your core every night, so we're gonna have updated information. And the loan type is going to be mapped in from your core as well, and it will drive what documents are going to be required for this specific loan. So you can see we don't have very many documents for this loan yet. Very easy to change between loans if you click on this view loans link. I can click on whatever loan I'm willing to view, and only the right side of this customer's page is going to change with the new loans information. You can see this is a revolving line of credit, so I have a different document structure down below. But the left side of the customer page does not change. So regardless of what loan or account you're viewing, you can always see the credit documents, and those will only need to be imaged one time for for all of the loans that that customer has. Down below, your loan is where you're going to find the collateral information. So we do bring each collateral in separately. So this loan has two pieces of collateral tied to it. We have a real estate, mortgage that has its own document structure to track based on, and you can change which collateral you're viewing here as well. So I just wanna give you an idea of the layout of the customer page, and let's look at how the items on here are tracking. So just at a glance looking at the document tab on the credit side of this customer's page, we can see that we have a missing financial statement. We actually have multiple financial statements already out here for this customer because the customer is requiring quarterly financial statements. So you do have the option to turn on a schedule to have the system, excuse me, automatically create this document once a quarter or annually, however often that customer requires that document. When that schedule is enabled, our nightly process will create an empty document tab in this scenario every quarter. And as long as that document isn't there, it is going to track on your reports. You can also see at a glance that we have the certificate of good standing that has an upcoming expiration date. It hasn't yet expired, so it's showing in gray. But once it does expire, this, flag here will change to red, so it's gonna stand out that that document has expired. Now if I go into the exceptions tab for the credit side of the customer page, you're going to see that those two exceptions are currently tracking. There's my missing financial statement for April. You can add comments to this. You can make assignments if somebody is responsible for that item for reporting. And then we also have that expired certificate of good standing that is a pending exception, and we know it's pending because it has this yellow exclamation point. I have a lead time set up on this exception, so it starts tracking as an exception ten days before the expiration date of that document. Once that document truly expires, this will become an active exception and the end, that exclamation point will change to red. Now if I were to go back to the documents tab, and if you're using our imaging option in the system let's go ahead and say, for example, that I add this financial statement to my customer's page. So I'm just doing a drag and drop upload. You can scan that file in. You could do a traditional upload, however you're wanting to get that item. But once that image is there or you've told the system that you have it, you can see that that missing financial statement document is no longer tracking as an exception. So you're only ever having to manage the document information, either adding images or telling the system that you have that document and modifying expiration dates, and those exceptions are going to track automatically for you. Now for reporting options, you're going to see anything that's in this exception tab on your reports. You will see any comments that you add to your exceptions on your reports as well. You could see that this customer is also carrying a policy exception. We have our debt to income ratio tracking, and I know that it's a policy exception because we have this little p icon next to it. So you can include or exclude policy exceptions on your standard exception reports. You can also pull specific reports for just policy exceptions to track those in your system as well. Now a couple other examples. I'm gonna look at the loan side for this next example. Looking at the exception tab for the loan that we're currently looking at, we can see some missing items out here. We have an expired borrowing base certificate as well. So if we go into the exceptions tab, you're going to see those items tracking. I also have this section for task exceptions. So task exceptions, technical exceptions, those are going to be tracking in this section and will show on your exception reports. So you really can put in whatever you would like to track for this loan. Again, you can add comments to these. You can assign it to somebody specifically. All of our exceptions have the ability to add a notice letter to be generated on them. So those, again, will show up on your exception reports. If you wanted to edit those, you can add your comments. You can reassign the users. Or if something has been satisfied, we went in and we verified that their interest has been paid, you can check this box to clear that exception off of the reports. So that will no longer be on the exception report, but it is still in the background if you ever needed to see a history of items that had previously tracked for this loan. One more example I wanted to show you for your exceptions, and this is gonna be down on this collateral that we're looking at here for this mortgage real estate piece of collateral. And I'm gonna go into the exceptions tab for this collateral. We have what we call task groups that can be created and turned on as needed when a specific event is that is occurring. In this example, I put that this property is going into foreclosure. So I have a group of tasks that could be turned on in a click of a button. I basically go into this task list. I'm gonna choose that I need to turn on my foreclosure tasks, hit update, and it's going to build out all of these task exceptions for me automatically. So I don't have to sit there and type them out. Nobody has to, you know, make sure that they remember each of these tasks that need to be completed. You just turn them all on, and they're gonna begin tracking. And you can have them all track at once like they are here, or it can happen sequentially. So only the first one starts tracking, and once it gets satisfied, it kicks off the second task and then the third and so on. You may also see this for appraisal reviews or paid loans may have a set of tasks that need to be completed. You can turn on that task group at the collateral level, the loan level, deposits, credit, wherever you're wanting to track these task groups. And I wanted to jump over into a deposit account just to see how those track as well. Your deposit accounts, if you were to bring those into Accu account, track the same way as they do for any of your loans. So if I'm in the deposits, I'm gonna go to our documents tab here. I have one deposit account for this global corporation. So we can see they have a free commercial checking account, and that account account type is going to drive what documents are going to be required for this account. So you can image or you can just mark items as in file if you're not using the imaging feature. But whatever is not showing as in file, you're gonna have exceptions tracked for those in the document section. You can also use task exceptions, policy exceptions, or task groups. So we see those task groups used a lot on the deposit side for, account approval. So if you have a new account and there's several steps, you need to run a check system, you need to verify their signatures on their signature card, whatever those tasks may be, you can turn on that entire task group to start tracking for that account. So I wanna jump just a little bit into the report options that are available. You can see that there are several different reports that we have available out here. Today, we're gonna focus just on the exception reports. So we actually have eleven standard exception reports. Just for time purposes, I already opened this. This is our exception report by officer, which is one of the eleven standard reports that we have available for exceptions. Each of those eleven reports are going to have different filtering options up here at the top. So in this scenario, you can narrow down by officer, by branch. You can put in the dates that something began tracking, include or exclude those policy exceptions. There's a lot of different options here. And here's our exception report by officer for Alex Haley. So this report is going to give you the customer details, your account information. If there are any comments that you've added on your exceptions, those are gonna track on the report as well. And you do have hyperlinks to jump right to that customer's page. So if there's additional information that you wanna see about this customer's page or about the account, simply click on one of those hyperlinks, and it takes you right to that page. Now just to go back to some of the other exception reports, so here are those eleven standard reports that we have available. We can do the reporting by assigned user, which is going to be this assignment here. So you can pull reports by the customer officer, the loan officer. You can also pull reports by assigned user. That's gonna be at the exception level. We have by branch. You can set up categories to group your exceptions together by customer, several different options that you have in here. And these are reports that you can subscribe to. So if you're wanting to email these out of the system on a schedule, you can set up unlimited subscriptions on these. Now if you set up that subscription option, just to give you an idea of what that email is going to look like, you have the option of having the data embedded in the email like you see here, or you can have a PDF attached to the email that your lender or whoever's viewing this email can then open to view the exception report. So it's going to look very similar to if you were pulling that report on demand. You even still have the hyperlinks, which would open an Accu account and take you right to that customer's page. So we really try to give you all of the information that a lender would need to go work their exceptions right from this email. So if they didn't want to get into Acuit account, they can just use this email for that information. Now the final piece that I wanted to look at today and show you is dynamic reporting. Dynamic reporting is a way that you can create your own reports in the system. You can create exception reports, data reports, system log reports. Really anything that you wanna see from the system, you can create in here. So you can build your own reports. Those can be shared with other users, or you can share them bank wide. But just to give you an idea of what this looks like, I'm gonna go into my exception report by officer. And all of the columns on here can be added or removed. The left side is going to give you those options of what can be added. So I have exception information, customer information, account information, and so on. So let's say, for example, I'm building this report, and these are my columns up here at the top. If I also wanted to add the type of this exception on here, whether it's a missing exception, expiring exception, or task, you're simply clicking on, the box over here, and it adds it as as a column to the report. You can then drag and drop these columns around so you can put this report in any order that you would like to see. All of these options over here on the left have a filter. So you can, do a search filter that you type information into on any of these fields. You can do a multi select. You can do date range searches. A lot of different filtering options available there. You have some filters down here at the bottom so you can see what those look like. You can click on any of these column names to sort ascending or descending, and then you can group this report by anything that you'd like. So if you're wanting to group this by officer, I can take this officer column and just drag it up here to the top, and now I have my report sorted by officer. So there is my Aaron Pittman, all of his exceptions. Then I have Alex Haley's exceptions, and you can see these, collapsible fields in here make it really easy to view the data. You can even do this more than once. So if you want it sorted by officer and then you wanna have it grouped together within the officer's information by customer, I can take the customer's name or customer number up here to the top again. And now I have two groupings. So I have Aaron Pittman's as an officer, his exceptions, and then each customer has their exceptions grouped together. So it's really easy to go in and create these reports for whatever information you're wanting to see in your AcuCal system. So I'm gonna go ahead and jump back to our presentation here, Kind of some next steps to give you if you're wanting to get more information from us. We do offer other banking buzz webinars. We've recently had the life of of the loan and an imaging webinar. So if you'd like to see those recordings, just let us know and we'll get the links out to you. We also offer hands on hands on trial sites. So if you're wanting your own trial site to get in and play around with, just let us know and we'll set that up for you. We do one on one demos. And then if you're wanting to have a personalized price quote, just let us know, and we'll set up a call to discuss your needs to make sure we have what you're looking for exactly, and we'll get that price quote out to you. So I'm gonna go ahead and open it up for questions now. Again, you can type your questions into the questions panel on the GoToWebinar, or you can put it in the chat window. Either way, you'll get that information. I have a couple in chat. Can exceptions be manually turned off? And if so, can you see who did it? That's a great question. You can, if you have permissions, turn exceptions off. So there are several different permission levels. So you're anybody that's doing editing in the system, obviously, is gonna be somebody you trust with your exception tracking. They can manually turn off an exception from tracking, but there is a history that is recorded for every change that is made in the system. So if somebody inadvertently turns something off, you can go in and see who did it. You can always turn it back on if you needed to. Can exceptions be modified so they don't track automatically, like a document that's not always needed? Yes. So during our implementation process, you will actually customize what you wanna track in your system. So even though you saw on the customer page that whole list of documents, if you don't want to track all of those, if there's something like a miscellaneous document or correspondence, something that you don't need to track when you don't have that image in there, you don't have to have an exception tracking for those items. And can custom exception reports be created? Yes. They can. That was that dynamic reporting module that I showed right at the end that you can go in and create those custom reports within our system. Alright. Looks like that's all the questions for now. If you have any additional questions that come up after today's webinar, feel free to contact us here at Alligent. Thank you everyone who joined, and have a great day.