FASTdocs + Alogent Document Portal: Simplify Document Collection from Start to Finish

Hey. Good afternoon, everybody. We're gonna give people another minute or so to join, and we'll get started soon. Alright. We're gonna go ahead and get started. Hello, and thank you all for joining us today. My name is Naomi Nicholas, and I'm the senior marketing manager here at Alligent. In today's session, we'll look at how Alligent document portal works with FastDocs to simplify how financial institutions securely request, collect, track, and manage documents. Joining us today are Alex Gillette and Jason Urie. If any questions come up during the webinar, please feel free to drop them into the chat. We'll answer as many of them as we can at the end of the session, or we'll follow-up with you afterwards. With that, I'm gonna hand things off to Alex and Jason. Well, welcome, everyone, and thank you for joining us. Today, we're gonna look out how FastDocs and the Alligent document portal work together to make document collection more secure, consistent, and easier to manage for both financial institution staff and the people sending documents. So we'll... We're gonna start with the business problem, then show the integrated workflow, and finish with a live demonstration and questions. My name is Alex Gillette. I'm the senior product manager for enterprise information management here at Algit, and I'm joined by our wonderful sales engineer, Jason Urie. And I'm gonna provide the product and workflow context, and Jason is gonna go ahead and bring that experience to life during a demonstration. So here's our plan today. We'll begin with a brief overview of Allogene, then discuss the common challenges FIs face when requesting and collecting documents. And then from there, we'll walk through the Allergen document portal workflow and show the experience in action. And then at the end, we're gonna go ahead and reserve some time for q and a. Now as we go, please add questions in the webinar chat. We'll address some during the presentation and then return to the rest at the end. So who are we? So Allogene focuses on helping banks and credit unions modernize the transaction and information life cycle. Our solutions span payments, enterprise content management, and loan management with an emphasis on purpose built technology and scalable architecture. For today's discussion, the important connection is between the enterprise content management and secure document intake, helping institutions collect information from account holders and third parties and then manage it within established operational processes. And this slide shows how the pieces fit across Allogene's portfolio. FastDoc supports document imaging, capture, import, classification, workflow, and secure document exchange. The Allogene document portal extends that story by giving institutions a dedicated way to collect documents from account holders and third parties. So the value is not simply another upload site. It's the connection between the external collection experience and the internal FastDocs workflow so staff can request, track, review, and retain document with less system switching. So before we share the solution, let's pause on a problem. Let's let's pause on the problem. Document collection sounds straightforward, but the process often crosses teams, communication channel systems, and people outside the institution. And this creates opportunities for duplicate outreach and consistent instructions, limited visibility, security concerns, and delays. And the next few slides will make those challenges a bit more concrete. So let's start with the challenges of document collection. These challenges tend to reinforce one another. When requests come from different employees through different methods, recipients may receive overlapping or confusing messages. When documents arrive through email, shared drives, paper, or other channels, the institution has more manual handling and less consistent tracking. And at the same time, teams need to collect documents from both members and nonmembers, monitor what's still outstanding, control access, and maintain this, you know, repeatable process. So we're gonna launch a poll here, and I'm gonna give you a few minutes to kinda read this and kind of let me know your feedback. What are your biggest challenges with document collection today? So, again, I'm just gonna pause just for a few seconds here, let you input your answers, and then we'll continue on. Okey doke. Thank you for that. Let's move on. So the document portal is designed around four connected goals, security and compliance, a better user experience, greater operational efficiency, and faster processing. Improving only one part of the document collection is not enough if the rest of the processes remained fragmented. And so our aim here is to provide a secure submission experience for the recipient while giving staff a clearer, more centralized way to manage requests and move move approved documents into the appropriate fast docs process. The first opportunity is to standardize how requests begin. Rather than having each employee invent the process, staff can use a consistent request workflow and monitor outstanding requests in a centralized location. FastDocs can support requests associated with entity trees and single views, and that's really important. You can do it through both methods. Where multiple collection options are available, the institution can select the approach that best fits the use case, while the document portal provides a consistent experience for both existing and prospective customers. There we go. Next step is secure intake. The goal is to reduce reliance on email, shared drives, paper, and other inconsistent methods for sensitive documentation. The recipient receives a defined request and uses the portal as the destination for the upload. The portal supports browser based upload, including drag and drop and browsing to a file. On mobile devices, the user can browse or use the camera when available. Uploaded files are then checked for permitted file type and size and are scanned for viruses before moving into review. Once a document is submitted, access should not depend on a single employee's box or folder. Authorized financial institution users can work from the request dashboard, review the request, see the statuses and notes, and take the appropriate next action. So this creates a more visible and auditable process so staff can review uploaded documents, approve or reject them, add notes, download eligible documents, resend an awaiting upload request, or cancel a request based on its status. So the Allogene document portal connects a financial institution with consumers through a secure request and upload experience. Internally, staff can manage requests. Externally, the recipient registers or authenticates and then submits the requested document. With FastDocs integration, staff can manage requests and review submissions from the document portal dashboard in FastDocs. So you're really doing everything in FastDocs. For requests created in FastDocs, approved documents are then added to the product, helping connect collection directly to your content management workflow. The benefits come from managing the life cycle as one connected process. Staff can request documents from FastDocs, track that request and submission status from one dashboard, and collect from both members and nonmembers. So during review, authorized users can approve, reject, download, resend, cancel, or add notes as appropriate. And the solution can be deployed either on premise if you want or in a multitenant data center environment. And it can operate as a standalone solution if you want or fully integrated with FastDocs. And that flexibility lets an institution align deployment and workflow choices with its operating model. This view shows the document portal as a document intake capability that can support the Allergic ECM suite of documents and standalone use cases. In the current FastDocs integration, requests can be tied to either member trees or entity trees and single views, including the cases involving prospective customers. So our broader objective here is to centralize intake, reduce operational friction, and apply a more consistent process. In today's demonstration, we'll focus on the FastDocs workflow. AccuAccount support is identified as being in development, but it's actually just released. We just released it, like, a month ago. We're very excited about it. We've actually sold it to several AccuAccount customers because they saw the value in this immediately. But for this demo, we're gonna keep this centered on FastDocs. And with that, I am going to pass this off to Jason who's gonna do our demo. Awesome. Thank you, Alex. And, yeah, what I'd like to go ahead and do, you know, from here is go ahead and show some of those examples that Alex had mentioned, whether it was the sharing or making a document request from a member tree view or even from that single view section where you might utilize it to request a document from a non account holder that you might be in the process of onboarding, or it could even be a third party that you're requesting those documents from. And so the way we've designed this integration actually allows me to... When it comes to requesting a document from a member or account holder, it actually allows me to navigate to the exact folder of where I want that document to finally be saved and and stored. So one example of that might be if I'm requesting a updated driver's license from a particular member or account holder, I am able to make that request from that particular identification folder or container as you might be familiar with in in FastDocs. And so as I make that request, I'm also given additional options with this request. This includes information that can be presented to the recipient to give them additional context for this request. Maybe I want to add some urgency to the request so I can add a due date to the particular document request. So give them a couple days there to get that request in. It's automatically gonna prefill the member's email because that information is already stored in FastDocs. And then again, I can add some additional notes, some additional context to the recipient to let them know what I'm looking for. Again, this could be as detailed as you want. Again, just whatever information will help expedite this process. So once I've identified the type of document that I'm requesting, I can go ahead and send that request, and now it's going to, alert that, member or account holder with an email where they can then, as Alex mentioned, registered for... Register for the document portal, website, and then they'll get access to their version of doc portal to begin that upload process. But while we're still in FastDocs for the internal FI user, so once I've made that request from the member tree view, as Alex mentioned, we've really unified the entire document portal environment through a document portal dashboard. And so some of the benefits that Alex touched on here is the ability to actually, you know, send those out and have the user... The internal user be able to see the whole list of documents that are requested, outstanding. Also have some information about the current status of those documents. So critical information about, you know, if we're still waiting upload for that particular document, is the document ready for review? So the second document this tells me that the document has been uploaded, and now it's ready for review. So any user that has access to this dashboard can come in and approve that document. So it gets rid of... I think, again, as Alex mentioned, that that siloed nature that other utilities can can offer where each request is segmented and and not visible by the whole group. This allows you to expedite that process for the intake of those documents and and approving them once they're uploaded and ready for review. But going from the document portal dashboard into another example that Alex mentioned is with single views. And so this is also beneficial in that instance where, again, you might be in the process of onboarding a a a new member, a new account holder. Again, it could also be third party vendors that you have. But I've created an example where I might be in the process of collecting that onboarding documentation for maybe... I'll use mister Smith here, and let's go ahead and request a document from him. Maybe he's requesting a loan from us, and we just wanna get some copies of his pay stubs. And so here, again, adding that additional context for this request, I can add some info... Context for what this request for. Maybe he's doing a new loan application for us, so he knows why... Stub. Again, I can have a due date here as well to add that urgency to get this document uploaded to us. Since in this case, this is from a single view and there's no tie to a member record, I can key in some additional information for this request. So the first and last name along with the email address for this particular user. And again, so this allows you to actually extend it outside of, you know, existing members to those nonmembers that you're onboarding or those third parties and any additional context as well saying, you know, this is for your new loan app. And I can go ahead send that request asking for him to upload a copy of his pay stub. And, once that document request has been sent off, I could view that from the, document portal dashboard. So now I see that John Smith request for his pay stub is awaiting upload. So if if I switch hats now, so to kinda give a different perspective from the member view or the account holder view, they can go ahead and log in to their version of document portal. So I've registered my account here as as John Smith, if you will. And so from John Smith's perspective, I can see that my institution is asking for a copy of my pay stubs. And I can see that that information that we kinda saw on the document portal dashboard internally showing me the the type of document that has been requested. I I could see the requested date when it was initiated, but I can also see that due date. So, again, giving me some urgency to this request, making sure that I get this in a in a timely manner. We provide a a very clear visible way to get them to upload that document with this upload option, and they also have options of doing a drag and drop for the file, or they can even browse for the file. If they were on their cell phone, it would also allow them to activate the camera on their device. So if they wanted to take a picture of the particular document, they could do that as well. In this case, I was able to navigate for that copy of a pay stub, and you could see from the John Smith's perspective, the status has now changed to pending review. So it's... It... We thought it was very important for us to keep both sides of this request updated on the status of the particular request. So not just on the internal user side, but on the recipient side, letting them know the status of this request. So now that it's, you know, up and uploaded, it's pending a review. So if I switch hats back to the internal FI user and look at my dashboard again, I can see that top line John Smith pay stub request. There's a hyperlink now for the document where it says document pay stubs, and the current status has changed to ready for review. So that bit of information there tells me that this document has come in, and now it's ready for me to review and approve. So if I take a look at this document, I can click on the hyperlink here or those, three dots as well. It's gonna bring me right to that particular document. So it allows me again to have a a visual review on this document, make sure it's... It is the correct document that was requested. In this case, this appear... Does appear to be a pay stub, which is what I requested. So we can go ahead and approve this document. I do also have the option to reject those. So if I needed to get a a corrected document, I could reject it, and it would send notification back to that user letting them know that it was rejected and that they would need to go ahead and reprocess the upload. But in this case, this looks like the document I was asking for, so I can go ahead and approve it. You'll also see it is going to, on approval, send an email notification back to John Smith because, again, we wanna keep both sides of the process current on on the status. We're So also gonna send John Smith a confirmation email, letting him know if this process is complete because we've approved this document. And then so once that document is approved and I refresh my folders here, the John Smith folder now has one document, which is that pay stub that was, uploaded by John Smith and approved by, again, really any internal user that has access to the document portal dashboard. So, again, really streamlining that approval and intake process along with the, you know, tracking and managing of all those outstanding, document requests that might be out there. So if we look at this document portal dashboard again, really offering up a lot of information, allowing the the users that have access to this dashboard the ability to make sure, they're staying current on approving these documents and getting that intake as as efficiently as as possible. So... But with that, I know that was pretty quick there, but that was the content I had scheduled to demo for you today for for Doc Portal. Of course, if anyone is interested in a... Another view, another demo, or additional deep dive, we're happy to coordinate with you to get that set up. But I think with that, I will go ahead and pass it back over to Naomi and and open up for questions, see what questions might have come in during the process. Thanks so much, Jason. Really appreciate the demo. We will move on to our q and a section now. So if you guys have any questions, please drop them into the chat. And we'll get started with a few that came in earlier. First is, is there a virus check done on documents that are uploaded through the portal? There is. If you buy the allergen document portal, in a hosted, configuration where it's hosted in our data center, absolutely, files are virus checked. And then if you host it yourself, there is a spot to, there is somewhere that you can, configure, whatever virus scanning that you want. Great. Thank you. The next question we have is is there... Is the customer notified when a document is approved or rejected? Yes. Absolutely. And you saw that just with JSON. Whenever a document is approved or rejected, the the person, in question, the, consumer will get an email notification. Great. And one last question. Can I set up recurring notifications to remind a customer if they haven't submitted the requested documents yet? Well, that's a great question. And that's one of the things that, we wanted to do, but it didn't make it into this initial version. But that is scheduled for our next version, which we're actually working on now. But, yeah, that's a great that's a great question. It's And, yes, that that is something we're working on now. Thanks, Alex. Unfortunately, that's all the time we have for questions today. If you submitted a question that we didn't get to, we'll follow-up with you afterwards. And if any additional questions come to mind later, please feel free to reach out to marketing@Alligent.com or visit our website, alligent.com. Before we go, please be sure to check out the events page on our website for upcoming webinars and other opportunities to connect with the team. You all again for spending part of your afternoon with us. We appreciate you joining, and we hope you have a great rest of your day. Thank you, everyone.