The Banking Buzz: Smarter Exception Tracking: Everything You Need to Know About AccuAccount Track

Good afternoon. Thank you for joining our webinar today on Smarter Exception Tracking, everything you need to know about AccuAccount Track. AccuAccount Track is our tracking software without imaging. So I'm gonna give you a high level overview of AccuAccount Track's functionality and benefits. If you have any questions during today's webinar, feel free to type those into the questions or chat section of the GoToWebinar, and I'll address those at the end of the presentation as time allows. Before we jump into the product information, I wanna just just to quickly introduce myself. I'm Jamie Biggs, and I'm a product sales specialist with Alligent. I've been with the company for about fifteen years and have spent that entire fifteen years working with our AccuAccount product. We have been building and supporting AccuAccount for financial institutions since two thousand and three. So everything that we do in the software comes from your requests. AccuCountTrack integrates with your core system. It updates the customer loan and account information nightly so that we stay in sync with your core. This gives you a tracking solution really for the life of the loan, helps you streamline these tracking processes, gives you, many ways that you can track items in the system. So we offer missing documents, expiring documents, and several other types of exceptions that we'll talk about today, which really are the ticklers that you would see on your reports that are tracking. So with AccuAccount track, we have what we call integrated exception management, and your AccuAccount track system is customized for whatever items you want to track on your reports. So we have missing exceptions. These are going to be items that you do not have a document for. Expiring documents are, of course, just that, items that have truly expired. We do task exceptions, which are a free form way that you can track something in the system. So it could be as simple as you need to call the customer, do a file review, you need a signature card, you wanna offer them a new product. This is completely customizable to track these task exceptions. You can also task sorry. You can track task groups. So if you have a whole group of tasks that need to happen on your foreclosure loans, your, new account approvals, things of that nature, you could turn on an entire task group of several different tasks that need to be completed. So you just switch that group on instead of having to build those one by one. And then also within our task exceptions, you have the ability to track policy exceptions. So any policies that you're tracking at your financial institution, you can build into Accu account track and just flip those on when you need to track them either at the customer or member level or at the loan or account level, and that's how we're going to show in your reports. We offer automated reporting, so everything that we're tracking in the system can be pulled either on an on demand report or can be emailed out to you on a schedule that you determine. So you can set up unlimited subscriptions to go out to any of the users, or other people at your financial institution. And then we have our notices that tie back to all of these exceptions. So any exception can prompt the system to generate a notice. This can be a printed notice letter, or you can email a notice out of the system. So there's several other features that Accu account track offers. Again, I'm gonna touch high level on a lot of these, but there's several other features that we offer. If there's something you wanna learn more about, just let us know, and we can always do a one on one demo. Or I can send you a video on, a specific topic if there's something that you want to see. But for AccuCount Track, we do offer unlimited users in the system, so you can go in and build your users with the set permissions that you want pages by customer or member rather than account, so it gives you a better overview of the entire customer or member's file with their financial items, and then each loaner account's items are visible when viewing that customer's page. There are several report options available, which can be set up on a subscription, like I mentioned. You can send these out to officers, managers, board members. It doesn't matter. You can you have complete control over those subscriptions. We have a built in quality control process that every for everything that gets done, so you have control to go in and look at reports, see what items have changed, see who changed them with the date and time stamp, and you can approve or reject items for tracking. We have a nightly core data feed to keep back your account tracking sync with your core system. We can also bring in third party, information. So if you wanted to bring in data from an LOS, if you are doing imaging and want to bring in e sign documents, we would be able to bring that in as well. And then finally on this slide, we are in the process of developing staged notices. We currently offer notices to either print or email those from the system. Towards the end of the year, we will have staged notices as well, so you can have a first, second, third letter that increases in, basically demand or however you wanted to work those notices. So we're gonna look at a quick demo today of Accu account tracks. You get a good idea of how the system is laid out and how it works. We'll look at the dashboards, different options you have for setting those up, your customer or member page, the exception tracking, and some of the report options that you have available. Then we'll open up for questions at the end of the presentation. So I'm gonna go ahead and open up Accu account track. Just for demoing purposes, I have a login page, but you can have this automatically log you in with your credentials based on your profile that you're logged into your PC as. And when you initially log into the system, you're going to see this dashboard page. These dashboards are completely customizable by user. So when you log in to the system, you're gonna see the dashboards that pertain to your user role. You can see, for example, this dashboard I have set up. I have a quick search so I can start looking at a customer or a member's page. Uploads, we have an a loan exception report. So any custom reports that you create in ActiveAccount track, you can have those displaying on your dashboard. I have some active tasks that have been assigned to me that I want to review. And then here's another report. I have collaterals and a flood zone if that's something that I'm tracking. Inactive account tracked, you can have something like that visible as well. All of these options, for widgets, you can resize, you can rearrange them, you can really do whatever you want on these dashboards, and you can have unlimited dashboards set up. So this is just my home dashboard. If I wanted to see tasks that I'm tracking, I might have completely different report options that are displaying in here. I have an outstanding exceptions dashboard, again just some examples of some different views that you can set up in here. Or if you're somebody that just has reports that need to be reviewed daily, you can have your dashboard set up with those handful of reports. You can review the information very easily. Every user can have these dashboards set up the way that they would like, so everyone's in control of their own dashboard. We do have hyperlinks to get right to a customer or members page from this dashboard, but I'm gonna go ahead and use this quick search option to look for a customer's page in here for Amalgamated Industries. You'll notice as you type in any of these fields, it starts pre filling with that information for anything that matches in your database. So I'm going to go ahead and hit search. That goes specifically to Amalgamated Industries page, and we have this laid out very similar to what you would see if you were looking at a paper loan file. You're gonna have the customer's information along the top. This is all updating from your core system on a nightly basis. So if something changes in your core, it's going to update an Acu account so that we stay in sync. So we're bringing in all this data that you see here. We will map in your customer or member type, and that can be labeled any way that you would like when you implement the system. But that customer type or member type is going to drive what documents will be required down the left side of the customer page. When you implement the system, you will determine what these types are and what documents you want to have available displaying here to track on your reports. These are all broken out into groups. So we have, like, a customer, identification CIP group and then the specific four documents here that are tracking for that group, and then you can see our other groups that are listed down below. So during implementation, you determine your groups, the group names, the order of them, which documents you want to have tracking. And you can also have other documents that are not always required that are hidden in the background that you can turn on when needed. For example, if I were to click on this, customer identification CIP, you can see there's a couple items that are set to an NA status. Because they are NA, they are not displaying here on on the document listing. They're hidden in the background just to use these on a case by case basis. Now this is a commercial customer. We typically would not have a driver's license. But just to give you an example, if I set that document to a required status and updated it, you now have that driver's license to start tracking on this customer's page. So very easy to manage those. You can turn these on and off just depending on what you wanna track. But, typically, you will have what you typically are going to see for a commercial type already set up. You just have those one off documents hidden in the background. Everything in the system is indicated with a red or a green indicator if there is or is not information. So just an example, all of these items that you see here with a green dot, we have told the system that that image exists. You have that document. If it has a red dot next to it, that's telling the system that you do not have that document, and it needs to track on the exception reports. Now before we get into more of that document tracking information, I wanted to review the rest of the layout of the customer page. Back up on the top here, there is a section where you can bring in FlexField data. So there's additional information that you wanna have displayed on your pages. This can be at the customer or member level. It could be at the loan, account level, collateral level. Wherever wherever you're wanting to track that at is where it will display. So not only are you able to see this flex fill data for any custom fields you wanna bring in, we can import that from your core. You can update it manually if you wanted to. It could come in from a third party to update nightly, and then you can build reports around this information, and you can use our search page to search on this specific information. The right side of this page is all going to be account specific information. So right now we're looking at the loans. Amalgamated Industries has two loans. So right now we're looking at a commercial real estate. We've got a loan description pulling in from the core system. And all of these fields are updating from the core and nightly basis. So if the status changes or balance changes, you're gonna see that update after the nightly process runs. This loan type will map in from your core system system to drive what documents are going to be required for this specific loan, and you can change which loan you're viewing. So if I click on this, view loans with the two next to it, I can see that there are two loans for this customer. This would show primary or secondary relationship accounts. If I wanna look at this loan ending in four one two, I just click on that loan number. The page refreshes with loan four one two. So we have the specific information for this loan, which is a commercial real estate, and it has its own documents to be tracked. You will notice regardless of what loan you're looking at or even if you were looking at a deposit or a trust account, the credit documents remain the same. So this information over on the left only needs to be added to the system one time, and it will be displayed regardless of what account you were viewing over on the right. Just a quick FYI on that. There are permissions that are added between loan deposits and trust accounts. So if you have users that can only view loan accounts, you might have a driver's license, hidden from loan users. And on the other side of that, if you have a user that only has access to deposits, you might wanna hide financials, tax returns, and things like that from even displaying. So there is some control with the permissions over what, document information is going to be displayed. There is a section here for flexible data on the loan. So, again, if any custom fields are being brought in at the loan level, that's where it's going to be displayed. And then the lower section is going to be any collaterals that are tied to the loan that's displaying above. So there are two pieces of collateral attached to the loan above. We do bring in each collateral separately so that it can be tracked independently in AccuCount Track. We're looking at, collateral number one. We have a type, status, and a description pulling in, and we also have a document structure for what is going to track for this piece of collateral. If you wanted to change the collateral you're viewing, just click on that link there. I'm gonna select collateral number two for this Chevy truck. And now we have our own documents that are going to be tracked for this piece of collateral. So regardless of which collateral you're viewing, you can still see the loan information above, and of course that credit information is not going to change as long as you're on the Amalgamated Industries page. So getting into more of the document information and tracking, this does work the exact same way regardless if you're viewing the credit side of the page, the accounts, the collateral, all the tracking works the same. So I just wanted to point out really quickly. You can see that we have said that we do not have a rent roll document. We do not have a financial statement. And there's this certificate of good standing that expires in a couple of days. So your expiration dates are going to show next to each of those documents. I'm gonna flip back to collateral one, and you can see an example here. We have all these flood insurance, and you can see the specific, expiration dates that are tracking for each of those rental properties. So you have control over how this looks on each of your pages. So focusing on the credit side really quickly, we have those items. If I were to go into this exceptions tab here, we can see that we have that missing rent roll document, missing financial statement, and the expired certificate of good standing has a yellow exclamation point because it's a pending exception. It hasn't yet expired, but it's in a grace period or a lead time. You have control over that. So if you want, in this scenario, I have a ten I have a ten day lead time on this certificate of good standing. So this will start tracking ten days before the expiration date of the document. On something like a UCC, you might have a hundred and eighty day lead time, so it starts showing up on your reports much sooner. So you have control per exception for, for what you're wanting to when you're wanting to track those exceptions. So let's look at how this works. Again, for this these document exceptions, that's what I'm focusing on here, we have those three items tracking. So let's say that you are actually reviewing this, this profile in here and you say, okay, I do have the rent roll for Amalgamated Industries. You can go in and edit that document. We're just gonna see that that image file exists. So if you have this in a paper file or if you are using a different imaging system, you can say, yes. I do have the rent roll. We're just telling the system that it exists, so it changes that to a green dot. And if you go back into the exceptions tab, that rent roll exception is no longer tracking because we've told the system it exists. So this will update the exceptions real time here on the this page and on your exception reports if you were to pull that. Same thing with the expired documents. So if I went through and I went, if I pulled the new certificate of good standing, I can say, okay. This has now been updated. The next expiration date is gonna be in twenty twenty six. So I'm just updating that date. Now we're no longer in that ten day lead time because the date is two years out. If I were to go back into the exceptions tab, that expiring exception is no longer tracking. So you only ever have to manage the document information. You're telling the system at that, if you have the image and if it's expiring you'll update the date and our exceptions track off of that information automatically. There's nothing that you have to do manually to get these items to show in your reports. Now a couple other things, we do have comments that can be added to the reports. Reports. So if somebody were to go in and edit this missing financial statement and said, you know, I spoke to the customer on this date. They're gonna bring it in by the end of the week. You can put that in as a comment. And once you update it, you'll have this little comment bubble that you can either click on or you can hover over it to see that information, and these comments will show up on your exception reports when you pull them. So even if you have a ton of different comments, you're going to see those those comments on your reports. If there's a notice letter tied to this exception to be generated to the customer or to a third party, you'd see a little envelope icon here. And you can have excuse me. Have a specific assigned user for each exception. So just a little bit about that and on the tracking. You can see up at the top for the for this customer's information, we have Samsonite as the officer. So if if Sam were to go in and pull an exception report by officer, he's going to see all of the exceptions that track for the credit file and every loan, every account, every collateral on this customer's page. However, I could go in and I could pull an exception report by assigned user and I would also see this customer file review showing up on my report. So just depending on how you want to track those, how you want to assign responsibility to these, there's going to be several ways that you can pull exception reports to get that information. Just want to click into the exception tab over on the loan side to give you a little bit more on how these would look. Again, you have some tasks. And in this example, I have a policy exception that's tracking, for this loan, so that's gonna show up on my reports. You can have policy exceptions be included in your exception reports, or you can exclude them and pull them in a separate report as needed. And same thing for just proof of concept. If I go into the exception tab down on the collateral, I can see that I have an expired flood insurance for rental one tracking. I also have a missing flood insurance document, so that has not been reported as in file. I can see some comments that have been added there, and those comments are gonna show on the exception report when I pull it. One other piece of this that I wanna point out is the relationships to every loan or account. So we do map this in from your core system. We're going to show every relationship to the account that you're currently viewing. You can see John Smith is a guarantor for this loan, and it's a hyperlink. So if I were to click on John Smith's name, it's gonna take me to his customer page. It has all of his data up top. He's a consumer customer, so he has documents that are going to be required for consumer. And this keeps the credit information separately in this scenario for the business versus the guarantor. They're going to have their own page where they can store the credit information, but the loan information is going to be shared. We're still looking at loan four twelve. John Smith is the guarantor for this loan, and I can view the loan information, collateral information, or view the exception information for the loan and collaterals. Now the final piece that I wanted to show today are some of the report options that you have available. There's a lot of different reports that we have out here. Exception reports are going to be the most popular. So we have eleven canned exception reports that you can go in and set up subscriptions to. We also have reports that you can build in the system custom. So this is through dynamic reporting that allows you to build these custom reports. So you can have your own reports that you create. You can also have reports that are shared with you from other users. You can build reports from scratch. You can import reports from, our support site and then modify them from there if you don't want to start from scratch. But I just want to give you an overview of how these exception reports look. So if I were to go into this exception report by officer, I've already started creating this report. So I have several columns out here that have been created. Now over on the left are the fields. So we can see there's exception information that could be added to the report. There's customer or member information. There's loan information, document information. You can determine exactly what you wanna see on the report. So everything that is selected is currently a column on this report. So if there's something you wanted to add, let's say we wanted the customer's branch to be displayed on this report also, you just click on branch, that checkbox there, and it adds the branch as a column onto the report. So You can add as many columns as you would like to. You then have filtering options. You can, do a search filter if you wanted to type something in on any of these. You could do a multi select. You can do date range filters, whatever you're needing to to narrow down this information. The columns can be rearranged very easily, so you can drag and drop these for however you want to see them. And there's the option to group all of these reports. And so if I wanted this grouped by officer, since this is an exception report by officer, I can take that customer's officer and just drag it up here to the top, and it's gonna group them together. So here's all of the Sam's exceptions. And, actually, I only have those ones showing in the report right now. But if there were multiples, you would see different collapsible options for each of those officers. You can do that again. You could do it by the customer information, by branch, however you're wanting to group this report. I'm going to close out of here, but just to let you get an overview of some of the other reports that are available, we do exception reports, data reports, system log reports, user reports, document audit history. So really anything that you can think of that is stored in Accu account track, you can build a report around that information. Alright. So that gives you a high level overview of active account track and how it's used for tracking purposes. I'm gonna go ahead and jump back to our presentation here. I do wanna mention that we have imaging options as well. So we've only looked at the tracking options for today's webinar, but if you wanted to use Accu account for imaging also, we have several different ways to get images into the system, and then your exceptions would track based on that image information. So if the image exists or if the image expires, it would track the information off of that image instead of you inputting that information manually. So I'll go ahead and open it up for questions really quickly. We have a few minutes left in our webinar today. Okay. I've got a couple in chat here. It's not going to load. There we go. Okay. We currently track our ticklers based on a date. Can Accu account track be set up the same way? Yes. You can add a date to any of your exceptions or ticklers that you're wanting to track in Accu account, but you do have the additional option with this to just track if an image exists or not. So if you're using the tickler system, everything is tied to a date. Accu account actually looks at if if the image is there or not, and we typically only track, or use a date if you're doing something with an expired exception. But you really can do it either way. Do you have to pay per user? No. It is unlimited users at no additional cost, so you have control on going into the system, building all of your users. You can use AD sync to bring in your users if you would like, but we do not have a limit on how many users can be input into the system and there's no additional cost for it. Also, who can access the reports? Actually, anybody that has a user account in AccuAccount track can go in and access the reports. They can pull those on demand, or if a subscription has been set up to send out to individuals, they don't even have to have a user account and active account if you're only wanting them to get report information. Great questions. Alright. Looks like that's all the questions that I have had come in. If you think of any other questions after today's session, feel free to reach out to us here at Allergen. Thank you to everyone who joined, and have a great day.