AccuAccount Live! Tracking: Eliminate Spreadsheets with Automated Exception Tracking

Hello, everyone, and thank you all for joining us today. My name is Kara Talcott. I'm the marketing communications coordinator here at Alligent. Welcome to the last installment of our AccuAccount Live webinar series. If you missed the first two, you can view a recording of them on our website. As for today's session, we'll be going over AccuAccount's exception tracking capabilities and how a real time view of outstanding requirements keeps documents moving through your institution. Our speaker here with us today is Jamie Biggs, Alligent's sales manager for AccuAccount. If any questions come up during the webinar, please feel free to type them into the chat box. We'll have a designated Q and A segment at the end to answer any of those. And with that, I'm gonna hand things off to Jamie. Great. Thank you, Kara. Thank you, everyone, for joining. Again, I'm Jamie Biggs here with Alligent. And today we're going to be looking at the features of AccuAccount's tracking within the system. So just a high level overview of AccuAccount before we get started. AccuAccount is built around loan manage management and exception tracking, although we also bring in deposit accounts as well. We built the system around requested features from our financial institutions, and we still take those requests today to continue building onto the software so we make sure that we are meeting your needs when it comes to imaging and tracking at your institution. We do allow unlimited users within the software to retrieve images, track your missing documents, expiring documents, and a few other types of exceptions that we're gonna talk about today. So just a quick reminder of the series that we've been doing. We did our AccuCount live on life of the loan. That goes from the application process all the way through account close. If you wanna view that webinar, they are saved on our website as well as our one on imaging. And today, we'll be going through the tracking features. So a little bit on our data and tracking and how that gets into the software. We do integrate with your core system to bring in data nightly. So anytime you have a new customer or member, a new loan, an updated collateral, a deposit account, anything that you want within the system, that is going to import into AccuAccount so that you don't have to update anything manually. We will stay in sync with your core system. We can also bring in documents and data from esign and LOS platforms so that you don't have to ever touch those documents. They would be imported automatically. We handle imaging for your financial institution, so there's multiple ways you can get those images in. And, again, if you missed our webinar last week, it is out on our website to look at all those imaging features. Today, our focus is going to be on the exception tracking, so we'll talk about all the different ways that you can track within AccuAccount, and then we'll also take a look at the reports that are gonna be available for you. So the types of exceptions that we track within AccuAccounts, the first one's going to be missing exceptions. So just taking a step back on how this works, when you implement AccuAccount, you will come up with your own custom document structures for each of your customer or member types, each of your loan types, collateral types, and whatever accounts you want to have within the system. So when we map in that data, we know the customer type, account type, what documents are required. So anything that is missing in your system will automatically track as a missing exception. We also offer task exceptions and task groups, which we'll demo today, but it is a free form way that you can track something within the system. You can add something custom at the customer or member level as well as adding it to a loan collateral or an account. And our task groups allow you to turn on a whole group of tasks that need to be completed. We track on expiring documents. It's our third point here. So when a document is expired or expiring, you're able to pull reports to collect that information. We do automated reporting out of our system. You can pull reports on demand. You can build your own reports, and you can have reports emailed out on a regular basis. So if you want your lenders to get a weekly report, a branch manager to get them monthly, You have full control over those schedules and can set up unlimited subscriptions to your reports. We do notices within the system, and this allows you to generate a notice out to the customer, the member, or a third party to collect information that's needed. So this could be any documents that are missing, expired, any tasks, any contact you need to have, with that client. You can reach out, and you can print those notices, or you can email them from the system. We also track policy exceptions within the system. So a lot of our institutions are still tracking policies on spreadsheets, and it eliminates that need for the spreadsheet. And for manual updates, you can go in and add your policy at customer member level. You can add it at the loan or the collateral level and then pull reports for, those records that are carrying a policy exception. So a few additional features I just wanna hit on that are available within AccuAccount. We can bring in FlexFill data for searching and reporting purposes. We handle related entities. We have a built in quality control process if you're doing imaging within the system, so you have full QC capabilities. We do document sharing to push documents out to a third party or to a participating bank. We handle cross collaterals, which is a great feature because if you have a collateral pledged to multiple loans, you only have to image or update how it's going to track one time, and those changes will be applied to all of the loans that that collateral is associated with. We have a document portal about to be released that allows you to collect documents from your customer or member. We have a purge process, which allows you to set up document retention rules to purge data from the system when you're ready. And we have application workflows. This allows you to put an application into the system to do early capture and allows you to route that application around in custom workflow processes that you can set up. So our agenda today for the demo, we're gonna go through the dashboard options that are available. We'll do a high level of the customer page and layout so you have an idea of navigating within the system. We're gonna mainly focus on that exception tracking. We'll look at our reporting options, and then we'll take a quick peek at our notices that are available as well. So I'm gonna go ahead and bring up our AccuAccount website. And I am logged in to AccuAccount as myself, and each user is going to have the ability to customize their dashboard for whatever they want to see when they log in. So this can be changed based on whatever that person's role is. So I have a quick search set up to get out to a customer or member's page. I have a report for annual reviews that I'm tracking, some application information, exception summary. So there's a lot of different widgets that you can turn on. You can move these around. You can resize them, and you can also have unlimited dashboards set up in here. So if you're wanting to just look at outstanding exceptions, you can see that you have a a different look and feel here for active tasks that are tracking, your active exception summary, exceptions by branch. So any custom reports that you create in the system, you can have displayed on your dashboard. I'm gonna go ahead and jump out to a customer's page, and we're gonna be focusing on amalgamated industries. So as soon as I do that search, it's going to take me right to that page to look at their information. The top banner is going to have all of that customer or member's data that imports from your core system. So if something changes, it will update in AccuAccount as well. There's also a section to bring in FlexFill data. So if there's any custom fields that you want to have displaying, you can bring those in. You can report on that data as well. An important piece of this is going to be your customer or member type. We're going to map these in from your core system based on whatever codes you would like us to use, and you can label that field however you would like. So I have it set up as corporation, and that type is going to drive what credit documents are going to be required down the left side of this page. So we lay the customer page out just like you were viewing a paper file where you have all of your credit documents on the left and all of your loan or account documents on the right. So the right side of the page, again, is going to be account specific. You can see we're in the loan tab. Amalgamated industries is associated with ten different loans. But we're looking at one loan at a time. This one is ending in four one two. So all of the data you see in this banner is coming in from your core system. There's also a section here for any flex fill data. Those are custom fields that you can have imported or you can manually build into the system for reporting. We're also gonna map in that loan type from your core. Again, that can be labeled however you would like, but that will drive what documents are going to be required for this specific loan. Down below the loan, you're going to have your additional collateral. So you can see there are five collaterals that are associated with the loan above. We do import each collateral record separately so that you can image and track each collateral independently. The data that you're going to see here also flows in from your core, and you can bring in flex fields at the collateral level. So we're gonna focus on exceptions. So you'll notice that there is an exception tab on each section of the customer page, the credit, the loan, and down on the collateral if we were viewing deposit accounts, which I'll quickly switch over there so you can see what that looks like. Kind of have the same format here. We're looking at one deposit account at a time, and we also have exceptions that are tracking. So looking at the exceptions, I'm gonna go into this exception tab on the credit side. So there's three different sections of exceptions that can track. We have task exceptions, which are a free form way to track something. So I have an annual review set up for this customer. You can also track your policy exceptions. That will be indicated with a little key icon, and you can pull policy exception reports to see where these are being carried. We have our document exceptions. So this is going to be anything that's missing, expired, or reoccurring documents. And there's also a section for covenants So we can bring in covenant data to track for your customers. So I'm gonna focus mainly right now on our document exceptions. You can see that we have this expired certificate of good standing. It has a yellow exclamation point because it is a pending exception. That means it's in a grace period and hasn't yet expired. You have full control over your grace period, so every exception can have its own number of days. I have this set up to track ten days before the expiration date of the document. So ten days before that date is going to be pending. Now if you wanted a larger date, you can put in thirty days, maybe one hundred and eighty days on your UCCs, then those will start tracking that far in advance. Any item with a red exclamation point is an item that is an active exception and is tracking, so you can see that we're missing the December financial statement, and we're missing a rent roll for this customer. Now if I go back to my document tab here, you can see that's exactly what I have. My certificate of outstanding expires on Friday. We're missing a rent roll, and I know that because there's a red dot. There's no image to view for that rent roll. And same thing for my financials. I've been collecting quarterly financials for this customer, and you can go in and set up a schedule for any of the documents that reoccur. So we see this most often on financials. This can also be on rent rolls, tax returns, anything that you wanna collect on a regular basis. You can tell the system how often you need this document. So I've gone in and and told it we need this quarterly. So every quarter, it's going to automatically create an empty document tab with a red dot since I don't have an image in here and automatically start tracking that exception on my reports. So every quarter, I'm gonna get notified that I need to go out and collect this financial statement. Now there's a couple ways to clear the exceptions by adding images. I am gonna really quickly just add a document into this rent rolls tab so you can see what that looks like. So if you have a document that's already in an electronic format or if it's been emailed to you, you can simply take that document and drag and drop it to where it needs to be saved. I'm gonna take this rent roll, drag and drop it right onto that rent roll tab. It'll do a quick upload for me, and now I'm gonna be able to view that document. Anyone can at your institution. Our little dot changes to green. And if I go back into this exception tab, you will see that that missing rent roll is no longer tracking. So we update those documents in real time. As soon as something is imaged, we will clear that exception. One thing that I wanted to mention really quickly is we do offer what is called AccuAccount track. That is AccuAccount without imaging. So in the instance that we've looked at, we're adding images to clear the exceptions. For our financial institutions that already have an imaging system in place, you can use AccuAccount Track in this case, which I'm gonna switch over to a separate website. We're gonna go to the same customer's page. And I have the same layout here for the credit documents that you'll see. So same things that are tracking, certificate of good standing, rent rolls, financials. So the layout is going to be the same regardless if you're using our imaging or not. You still have your red indicators, but there's no view icon. So you wouldn't be adding the images into the system. You would just be telling the system what images you do and do not have from your other system. So if we were to verify that we actually have this rent roll on hand, we can edit the document, set it to the image file exists, and update it. That's going to change that red dot to green, and it would clear the exception. So just a couple different ways that you can do it depending on if you're going to use the imaging with an AccuAccount or not. So I'm switching back to our site with imaging for the rest of the demo. Of course, if you have any questions on how that works without imaging, just let us know. We're gonna look at one more example here on this certificate of good standing on clearing exceptions, and it expires in two days. If I went out and I pulled that new certificate of good standing, you can then image it. You can drag and drop. You can upload. You can scan to it. You can add multiple versions. Really up to you on how you wanna do that. And then we would go in and add the updated expiration date. So if this expires in a few more years, I'll go ahead and change this out to twenty twenty nine. So now our date is three years out. I'm gonna go ahead and go back into that exceptions tab, and you'll see that that expiring certificate of good standing is no longer tracking because it doesn't expire for three years. We're no longer in that ten day window for the lead time. But in twenty twenty nine, ten days before that expiration date, this is going to pop up as an exception again on your reports. So looking at a couple other options you have for tracking tasks, so we kind of touched on what you can do with tasks. It is free form. You can create tasks and just turn them on when they're needed. You could even go in and build a specific task that's custom to this customer or member. You can do the same thing at the loan level. So I'll go ahead and go into the exception tab here on the loan. I can see items that are missing. I have tasks, size of the post closing review task that need to be completed. You can track whatever you would like within the system. Now a nice feature that you have available is going to be with our task groups. You can build out custom task groups that would be used for a specific scenario. This could be an annual review, an appraisal review, foreclosure, properties in a flood zone if there's multiple things that you wanna verify. You can build all those out and have those tasks turned on when they're needed. So I'm I'm gonna look at a couple examples of this down on my collateral. This collateral number one has gone to a foreclosure status. That status would update from your core system automatically. And I'm gonna go into the exception tab on that piece of collateral. I can go into this execute task list. This is where it's going to display all of the groups of tasks that you have created, and I would select this foreclosure tasks. Now I've already done that. We would hit update there, and it builds out all of these exceptions that you see tracking under your tasks. So we now need to engage the cleaning company, have the locks changed, and so on. So there are two different ways that you can do the task exceptions. One is to have them all happen at once, which is what we see here. We have five different tasks that need to be completed. And when you select that task group, it's going to turn them all on to start tracking all at once, and then you can complete these tasks in any order that you would like. When you are due, going after clearing these, you can always add comments. You can change who's assigned to them, and that is going to be saved with the history of each of those exceptions. I'm gonna look at one other example of where we see task groups used frequently, and that's actually on a deposit account. So if I go into deposits, again, we can see what is missing out here, kind of the same layout here, what's missing, what is being imaged. I can view those exceptions, and then I can go under the exception tab to see, again, what is missing, what is expired, and any tasks or policies that are associated with this deposit account. So we're saying that this is a new deposit account that opens. So I'm gonna go into those task groups, and I'm gonna choose this new account review. I have a whole group of tasks that I have set up. But this time, I have it set up that these tasks need to happen sequentially. So I need to approve the account opening. Then I can go in. I can reassign it. I can add comments, which would show on my reports. Or once it's approved, I can go ahead and click on this little check mark to say that that has been completed. And once that has been done, it's going to kick off the second task that needs to be completed to approve the signature card. Once that is done, it'll kick off the third. So it'll go through that entire list and do them in the order that you specify. So just a few other options that you're going to see on all of your exceptions. Again, you can add comments in here. If you have a comment, it's going to give you this little comment bubble. These comments will show on the exception reports when you pull them from the system. If a notice needs to be generated out of the system, it's going to be displayed here. And then we have an assigned user. So the assigned user is important because it gives that person the responsibility, gives them access to mark off something if it's assigned to them, and it also allows you to pull reports by the assigned user. So there are different ways that you can pull reports. You could go in and pull an exception report by Alex Haley since he's the officer. He would be able to see all exceptions at the credit level for every loan, for every deposit because he pretty much owns this this relationship. He's the officer for every account that you see here. But I could also go in, and I could pull my own exception report by assigned user, and I would also see these exceptions tracking on my report. So let's talk about some of the report options that you have available. There is a drop down up here at the top, and we have a ton of different report options available in here for pulling exception reports, expiring documents, your policy exceptions. We can look at document history across collaterals. There's a lot of different information in here, so I'm not gonna get into it today just for time purposes. But most commonly is going to be our exception reports. We do have eleven standard exception reports, all with different filtering options so that you can pull reports on demand. These reports can also be subscribed to. So if you wanted those reports emailed out on a regular basis, just wanna show you a quick glance of what that would look like. So here's our exception report by officer for officer Mary Shelley, and you're going to get that exception report embedded into the email. It's going to have your customer member information, customer number, account number, and then you should be getting really all the information that is needed so that your lender can work this report right from the email without needing to get into AccuAccount. If they do need to view something in AccuAccount or maybe they want to add a comment onto one of their exceptions, they can then use the hyperlinks that are here in the email to open up AccuAccount right to that specific page. Now another option that you have for reporting is under the report option report option, excuse me, under my reports. Now this is what we call dynamic reporting, and it allows you to go in and build your own reports. So anybody that has access to it can build their own reports here, and then there's also going to be a section where you can share reports with others. So any reports that are shared with you would show down below. This can build your exception reports, expiring document reports, those policy exceptions we talked about, but you can also get data reports, system log reports, user permission reports. Really, any data that you have in Accu account, you can pull right here in dynamic reporting. But I did wanna show you how easy this is to use to create your own reports. I can go into my exceptions by officer, which is a report that I have started to build. I haven't completed it yet, and I can add whatever columns I would like to see in this report. Over here on the left, you're going to see what options you have to build as columns into the report. So I have exception information that can be added. I have customer or member information, my account information. And anything that you see here, this is pulling from your customer or member page, they can be added as a column into the report. So if I'm building this out and I also wanna be able to see who the assigned user is on each of these exceptions, we're just gonna click on assigned user and then add that as a column on this report. I can move this around. You can reorder these tabs in, I'm sorry, reorder these columns in any way that you would like very easily. You can sort on the columns ascending or descending just by clicking on them, and you can filter out data with any of these little filter options that you see. So any field that you bring into the report, you have the option to filter on. So there are search filters, multiselect filters, and date range filters that can be added. You can then organize this document by grouping these fields together. So since this is the exception, the by officer, if I wanted to just take the officer information and pull it up top There's the account officer. I'm just gonna drag it up here to the top. It's going to group all of the exceptions that are tracking for each of the officers. So I have all of Aaron Pittman's exceptions, all of Alex Haley's, and these can be expanded and collapsed on. You can even do that more than once if you wanted to have it grouped by officer and also by your customer or member. I have Eric Pittman's grouped together, and then that specific customer or member is grouped together as well. So a very easy way to go in and organize your data, save these reports, and create as many of them as you would like. The last feature that I want to show is going to be the notices that can be generated from the system. So up at the top, you have the option to do a notice administration where you can go in and you can build as many letters as you would like. So if you have a specific letter that needs to go out to collect financial information and it's formatted a little bit differently to collect collect insurance information, you can have different letters built out there. But I'm gonna show this notice distribution so you can see how easy it is to generate these notices. You can have a notice be generated on any type of exception that is tracking within Acumen account. So there are I have nineteen notices that are ready. You can sort on any of these fields, filter on them if you would like. When you're ready to generate them, you can select whatever letters you want to go out and select this option to distribute. That's then going to put it in this distribute column up here at the top, and you can see what's ready to go out. There is a preview option in here, so I can click on this letter, and you'll be able to see exactly how it's formatted before it gets sent out of the system. So we have header. We're gonna have a body of the letter. It's doing basically a mail merge to pull in that customer's information and loan information into the letter and then a footer in here. So you can generate these and print them from the system, or you can email them directly out of the system. All right. So I did want to quickly talk about some success statistics that we have seen from other financial institutions using AccuAccount. In exception reporting, we see a savings of over forty hours per week with automated reporting. You never have to go in and build anything manually for reports. With integrated exception management, that's gonna save you over sixty hours per week. That's an average of what we see, not having to do spreadsheets any longer and having those exceptions track automatically based on your document images, and reduce outstanding exceptions up to thirty percent with our exception reporting and notice generation out of the system. So quick reminder of our other series webinars that we have available, life of the loan and imaging are out on our website if you would like to view those. And, again, our our tracking that we're doing today is also gonna be out on the website as So I'm gonna go ahead and open it up for questions now. If you wanna put questions into the chat box on the GoToWebinar panel, I'll go ahead and get those answered. Kara, would you let me know if there's any questions waiting in there? Yeah. Saw one come in earlier. Can I track covenant exceptions? You can. So you can go in and add your covenants, add your mins and max, have notifications, and track those within the system. We're also going to be adding some additional features to our covenant tracking, there's gonna be more reporting options coming. Awesome. Who can access reports? Really, anyone can access reports if they have a login into Acumen account. It can be restricted. So for some reason, you don't want people accessing this report. You can restrict it. But as long as they have access into AccuAccount, typically, they would have access to all of the on demand reports. Another one that I see is, can I build my own reports? Yes. So that's what we were looking at with dynamic reporting. You can go in and create unlimited custom reports from the system. Those can even be exported or emailed from the system if you'd like. And last one that I see so far is, can multiple exception requests go out on one letter? That's a great question. Yes, you can definitely combine your exception requests into one letter. So it would basically list all of the items that are needed. It can be combined on the credit side, loan, account, collateral. Those items can all be requested on one letter. Well, that's the last that I see of them so far. Thank you, everybody, for joining us today. If there are any additional questions, please reach out to us at marketingalligent dot com or visit our website. Be sure to check out our events page for all future webinars if you enjoyed this one. We appreciate your time with us this afternoon, and we hope you have a great day.