Administration

In this article learn How To:

  • Add, Edit and Delete a User Group
  • Add, Edit and Delete Permissions for each user
  • Add, Edit and Delete Action timers
  • Add, Edit and Delete Approval Status maintenance
  • Add, Edit and Delete Analysis Status maintenance
  • Add, Edit and Delete Account Status maintenance
  • Add, Edit, and Delete Decline Reasons
  • Setting up workflows

Info

Before building workflow actions, definitions and maintenance is required to allow user access, define statuses and times, and provide options used in the application header.

User Group Maintenance

In this section we talk about two types of groups:  User Groups and Approval Groups.   

User groups pull together individual users with a similar role.  For example, you may have a “Credit Analyst” group that contains all credit analysts in your institution; and you may have multiple approval groups such as “Loan Committee” and “Board of Directors”. 

User Groups can be assigned to one or more Approval groups.   Example: you may have an underwriting group who will perform analysis duties as well as making a credit decision.  The underwriting group would be part of the “Analyst” and “Approver” Approval (Action) groups. 

When building workflows, you will define which Approval Group types will be allowed to perform the action; be assigned as the approver, lender or analyst; or notified  when the action is taken. 

Example:  a workflow action is being taken to submit the application for approval.  When taking the action, the user will be presented with a list of individual approvers and User Groups defined as approver (such as Loan Committee and Board of Directors).

Once the group has been established, individual users are added.

How to Add a User Group

  1. Select Admin from the menu tab
  2. Select User Group Maintenance. From the User/Scanning Maintenance section
  3. Select Add a new Group
  4. Define a Group Name, Group code, and select whether the group should belong to the Analyst, Approver or Lender groups
    • Name: This should be something to help you identify who is in the group.  For example: Loan Officers
    • Group Code: This can be any type of coding and is used behind the scenes when processing group levels. For example: logroup1
    • Approval Groups: Select which set of actions/groups the group will be able to take.  For example, if you have a group called Loan officers, you would assign them to the Lenders group, and perhaps the Approval group if they are able to approve loans.
  5. Select Update
  6. Add User from the drop down
  7. Select Add. Repeat to add additional users
  8. A list of users will start to populate
    • This will default to the users Approval Security Settings, click the following Link on How To  How to Add a New User/Security  under the Approval Security Section
  9. Near the top of the page you will see a notification User successfully added to Group
  10. Select Return to group maintenance or Return to Admin once finished

How to Edit an Existing Group

  1. Select the Admin from the menu tab
  2. Select the User Group Maintenance, from the User/Scanning Maintenance section
  3. Select the Edit Icon Edit next to the group you want to maintenance
    • This will bring you to the Edit User Group section and the Edit Users section where you can edit the Group Name, Group Code, and Approval Groups that is tied to the group.
  4. Near the top of the page you will see a notification Group has been successfully updated
  5. Select Return to group maintenance or Return to Admin once finished

How to Delete a User Group

In order to delete a user group, you will need to remove all users from the group
  1. Select Admin from the menu tab
  2. Select the User Group Maintenance
  3. Select the Edit Icon Edit next to the group you want to delete
  4. Select the Trash Can icon Delete next to each user. Once all users have successfully been removed from the group
  5. Near the top of the page you will see a notification User Successfully removed from Group
  6. Select Return to group maintenance Link
  7. Select the Trash Can icon Delete next to the group you want to delete
  8. Confirm Deleting the Group and Select Delete
  9. Near the top you will see a notification Group successfully deleted

User Maintenance 

How to Add Users Approval/Underwriting Security

  1. Select Admin from the menu tab
  2. Select User Maintenance
  3. Select the Edit Icon next to the Users name
  4. Select the Approval Security Tab
  5. Define Approval/Underwriting Security Settings. Check the box next to the following:
    • Is an Approver
    • Default Approval Limit
    • Is an Analyst
    • Is a Lender
    • Is a Loan Delegate
  6. Define Approval Limit by loan Type
    • New Application Limit
    • Renewal Limit
  7. Select Update

How to Edit/Delete User Security

  1. Select Admin from the menu tab
  2. Select User Maintenance
  3. Select the Edit Icon next to the Users name
  4. Select the Approval Security Tab
  5. Select the box (to Edit) or De-Select the box (to Delete) next to the following:
    • Is an Approver
    • Default Approval Limit
    • Is an Analyst
    • Is a Lender
    • Is a Loan Delegate
  6. Select Update 

Action Timer Maintenance

Timers can be attached to various workflow actions. The actions determine if a time is to be started, stopped or reset; Thereby allowing a designated individual to automatically receive an email notification when an application is stalled in a particular action. An unlimited number of action timers can be added, and one can be designated as the action timer that will auto-start with a new application.

How to Add Action Timers

  1. Select Admin from the menu tab
  2. Select Action Timer Maintenance, from the AccuApproval Maintenance section
  3. Select Add New Timer link
  4. Define the following fields -
    • Timer Name:* Enter name for the timer
    • Notification Period (days):* .  When a time has reached this determined number of days, an email alert is automatically sent to designated individuals.
    • Timer Calculation: Indicates whether the time will calculate based on business days (Monday thru Friday) or calendar days (Sunday thru Saturday). Each timer can be based on different days if desired.
    • Auto Start on New Applications?: For the default timer to be started at the time the application is entered into AccuAccount, select "Auto-Start Timer" from the drop down box.
    • E-mail Notification: Add the email address(s) of the individual to receive the email alert. This cannot be established by group or product, and email notifications will be sent only to the individuals denoted.
  5. Select Update

How to Edit Action Timers

  1. Select Admin from the menu tab
  2. Select Action Timer Maintenance, from the AccuApproval Maintenance section
  3. Select the Edit icon next to the Action Timer Name
  4. Make your required changes
  5. Select Update

How to Delete Action Timers

  1. Select Admin from the menu tab
  2. Select Action Timer Maintenance, from the AccuApproval Maintenance section
  3. Select the Delete icon

Note: You will only have the option of deleting, if Timers are Not tied to an application.

Approval Status Maintenance

An unlimited number of approval statuses can be added. One approval status can be designated as the default approval status to be assigned to new applications.

How to Add Approval Status

  1. Select Admin from the menu tab
  2. Select Approval Status Maintenance, from the AccuApproval Maintenance section
  3. Select Add a new approval status
  4. Define the following fields
    • Description: Description is how the status will appear in the application header
    • Status Code: is user assigned and works behind the scenes as the application is routed and statuses changed. There should be no spaces or special characters (#, !, etc.) in the status code.
    • Is Default: If "Yes" in the "Is Default" field indicates that this is the default approval status that will appear when a new application is entered.
    • Is Active: If the approval status indicates an application that is still active, select yes. If the approval status indicates that the application is inactive (denied, withdrawn, etc.) Select no. 
  5. Select Update

How to Edit Approval Status

  1. Select Admin from the menu tab
  2. Select Approval Status Maintenance, from the AccuApproval Maintenance section
  3. Select the Edit icon next to the Approval Status
  4. Make your required changes
  5. Select Update

How to Delete Approval Status

  1. Select Admin from the menu tab
  2. Select Approval Status Maintenance, from the AccuApproval Maintenance section
  3. Select the Delete icon
  4. Confirm and Select Yes

Note: You will only have the option of deleting, if Approval Status is Not tied to an application.

Analysis Status Maintenance

An unlimited number of analysis statues can be added. One analysis status can be designated as the default analysis status to be assigned to new applications.

How to Add Analysis Status

  1. Select Admin from the menu tab
  2. Select Analysis Status maintenance
  3. Select Add a new credit analysis status
  4. Define the following fields
    • Description: Description is how the status will appear in the application header.
    • Status Code: is the user assigned and works behind the scenes as the application is routed and statuses changed. There should be no spaces or special characters (#, !, etc.) in the status code.
    • Is Default: "Yes" in the default field indicated that this is the default analysis status that will appear when a new application is entered.
    • Active: If the analysis status indicates an application that is still active, select Yes. If the status indicates that the application is inactive, select No.
  5. Select Update

How to Edit Analysis Status

  1. Select Admin from the menu tab
  2. Select Analysis Status Maintenance, from the AccuApproval Maintenance section
  3. Select the Edit icon next to the Credit Analysis Status
  4. Make your required changes
  5. Select Update

How to Delete Analysis Status

  1. Select Admin from the menu tab
  2. Select Analysis Status Maintenance, from the AccuApproval Maintenance section
  3. Select the Delete icon
  4. Confirm and Select Yes

Note: You will only have the option of deleting, if Analysis Status is Not tied to an application.

Account Status Maintenance

Note when entering the "Account Status Maintenance" screen, you must select "Application Status" area of the screen.

An unlimited number of application statuses can be added, and once can be designated as the default application status to be assigned to new applications.

How to Add a New Application Status

  1. Select Admin from the menu tab
  2. Select Account Status Maintenance, from the Account Maintenance section
  3. Select Add New Application Status link
  4. Define the following fields
    • Status Name: Description is how the status will appear in the application header.
    • Status Code:  is the user assigned and works behind the scenes as the application is routed and statuses changed. There should be no spaces or special characters (#, !, etc.) in the status code.
    • Active Status: "Yes" in the Active Status will allow exception tracking to occur during the application process.
    • Default Status: "Yes" in the default field indicates that this is the default status that will appear when a new application is entered.
    • Approval Status: "Yes" in the Approval status field indicated that the application has been approved though a workflow action.
  5. Select Update

How to Edit Application Account Status

  1. Select Admin from the menu tab
  2. Select Account Status Maintenance, from the Account Maintenance section
  3. Select the Edit icon next to the Application Status name
  4. Make your required changes
  5. Select Update

How to Delete Application Account Status

  1. Select Admin from the menu tab
  2. Select Account Status Maintenance, from the Account Maintenance section
  3. Select the Delete icon
  4. Confirm and Select Yes

Note: You will only have the option of deleting, if Application Status is Not tied to an application.

Decline Reason Maintenance

Declined Reason Maintenance is where you will establish your declined reasons for loan applications.  Declined reasons are only displayed on the application on the customers page, and are captured in the application history.  At this time no further functions are available for declined reasons. 

How to Add a Decline Reason

  1. Select Admin from the menu tab
  2. Select Decline Reason Maintenance, from the AccuApproval Maintenance section
  3. Select Add a new Decline Reason link
  4. Define the following fields
    • Decline Reason Description: Is how the status will appear in the dropdown selection. his is also what will be captured on the customers page, and in the application history. 
    • Decline Reason Code: Code is the user assigned

    Info

    Each description and code must be unique and cannot be duplicated.

  5. Select Update 

How to Edit a Decline Reason

  1. Select Admin from the menu tab
  2. Select Decline Reason Maintenance, from the AccuApproval Maintenance section
  3. Select the Edit Icon Edit next to the Decline Reason Description
  4. Make your required changes to description and / or code
  5. Select Update 

How to Delete a Decline Reason

  1. Select Admin from the menu tab
  2. Select Decline Reason Maintenance, from the AccuApproval Maintenance section
  3. Select the Trash Can Icon Delete next to the Decline Reason Description you wish to delete
  4. Confirm and Select Yes

Note: You will only have the option of deleting if you Do Not have any current applications with the declined reason attached to it.

Building Workflows

As a user selects “Take Action” on an application to route it through various processes, an underlying “WorkflowAction” changes statuses, assigns users, sends automatic email notifications, builds the application history, etc.


Workflow actions are defined by account type, which allows different workflow actions to be available for different types of loans. Example: a HELOC application may have 10 workflow actions, whereas a commercial real estate application may have 30 workflow actions.


Analyze the various processes in use in your institution as you route an application through the application and approval process. By analyzing your processes you may determine that some of your existing processes are no longer necessary. To determine if the process should have a related workflow action understand what the process is trying to achieve:

  •  Do you need to time the action?
  •  Does an individual or group need notified that an application needs their attention?
  •  Does an individual or group need assigned to the application?
  •  Do you want to assign a specific loan, analysis or approval status to the Application?
  •  Do you want the action to be part of the application history?

If you answer yes to one or more of these questions, you probably want to define a workflow action.

Here are steps that are defined for each workflow action.

  1. Select Admin from the menu
  2. Select Workflow Action Maintenance, from the AccuApproval Maintenance section
  3. Select Create New Workflow Action link
  4. Define the following fields

STEP 0: Select Account Type this Action belongs to (required)

  • From the drop down menu, Select the loan type the workflow action is being Created for

Info

Once you have completed all of the steps related to the account type, you will not have the ability to change the account type the action is associated with.

STEP 1: Action Name (required)

  • Define the Action Name and Description: When the user selects "Take Action" on the application they will see the action selection button as well as a description of what the action does.

STEP 2: Who can execute this Action (select all that apply)

  • Define the groups that are allowed to execute the workflow action.
    • Lenders
    • Analysts
    • Approver

STEP 3: Does this action require one or more Status Conditions to be taken (select all that apply)

  • Define Status Conditions
    • No Status Conditions Required:
    • Requires Status Conditions: Select from Application Statuses / Analysis Statuses / Approval Statuses.  When requiring a status condition be met before the action can be taken, you may need to select multiple statuses.

A user can be prevented from executing workflow action unless it is in a defined analysis, approval or application status.

STEP 4: Does this action require one or more assignees to be updated (select all that apply)

  • Define Assign Group(s). Check the appropriate box if the assigned lender, analyst or approver should be changed when the action is taken.

STEP 5: Does this action require someone to be notified (select all that apply)

  • Define Notify Group(s).  Check the appropriate box. A workflow action can send an automatic email to the assigned lender, analyst, approver or designated individuals.

If the assigned user is a group, everyone in the group will receive an automated email. If the assigned user is an individual, only that individual will receive the automated email.

the automated email contains a link to the application in AccuAccount, denotes the action that created the email, and includes a history of the application at the time the action was taken.

STEP 6: Does this action require a status to be changed (select all that apply)

  • Define if action requires a status change. Check the box for those statuses that are to be changed, and use the drop down to select the status that should appear after the workflow action is taken.

STEP 7: Does this action need to Enforce User's Approval Limit

  • When a user is designated an approver, you could enter their approval limit. If the action cannot be take if the approver's limit is exceeded, Select the box next to Enforce Approval Limit.

STEP 8: Does this action require Decline Processing

At present, selecting this has no impact on any workflow actions. Future enhancements may include the ability to generate denial letters when this option is selected.

STEP 9: Does this action require Conditions to be managed

  • If users should have the ability to manage pre and post closing conditions through the action, Select the box next to Manage Conditions.

STEP 10: Does this action require the Application to be Locked

  • If the application should be locked when the action is taken, Select the box next to Lock Application. Locking the application places a padlock next to the application number in the application header.

Info

Only lock the application if there are no further workflow actions that need to be taken. Suggested times to lock the application would be when non-originated processing is completed on a denied or withdrawn application, or when an application is sent for booking.

STEP 11: Does this action require an Application Snapshot Document built

  • If the application snapshot should be generated when the action is taken, select the box next to Build Application Snapshot.

An application snapshot can be created through any workflow action. In order for the application snapshot to generate, a designated document must be assigned to each loan type. i.e. title document "Application Snapshot". When this option is selected, an Application history snapshot is generated and attached to the designated document. The snapshot is date and time stamped to show when it was generate, and includes a history of the entire application process in AccuAccount.

Info

An application snapshot can be generated though any workflow action. If this snapshot is created at multiple application points, older snapshots will be overwritten by most recent snapshot. It is suggested that snapshots be created at a minimum when an application is approved, denied or withdrawn to provide an electronic history.

STEP 12: Does this action need to be Timed

  • To start, stop or reset a timer though the workflow action, click the drop down under Add New Timers.
  • Once timer has been added, Select the drop down under Set timer Action (Start, Stop, Reset)

Timers can be automatically started, stopped or reset with a workflow action, and these timers are seen in the application header.

Info

Only four timer actions can be added at one time. If the action requires more than four timer actions, add the first four timers and update the action. Once the action has been created, edit the action. The established timers will appear under "Current Timers" and you have the ability to add four additional timer actions.

STEP 13: Does this action require a Program to be Executed

  • If the action requires a Program to be executed, Select the box next to Execute the following Web App if Action is Taken.
  • Define the Web App.

STEP 14: Does this action require Task Generation

  • If the action requires a Task, select the box next to Execute Task Group if Action is Taken
  • Select the Task Group from the drop down menu

Final Step: 

Once you have completed all steps, Select Add and the workflow action is assigned to the loan type.

Workflow Maintenance

Workflow order

Workflow actions can be placed in any order under the loan type.

Next to the name there is a grouping of action arrows:  These arrows move the workflow to the top of the list, up or down one row, or the bottom of the list.

Copy a workflow action

Once an action has been established under a loan type. it can be copied to any other loan type.

  1. Click the Clone the Action icon next to the action name. The "Copy" workflow action maintenance screen will appear.
  2. From the drop down menu in 'STEP 1' , Select Account Type to Copy to
  3. Modify any step or just select Update

The action is copied to the selected Loan Type.

Edit a workflow action

Once an action has been established, it can be edited at any time.

  1. Click the Edit Action icon next to the Action Name. The "Edit" workflow action maintenance screen will appear
  2. Edit the necessary step(s)
  3. Select Update

Delete workflow action

Once an action has been established, it can be deleted.

  1. Click the Delete action icon next to the action name
  2. You will be asked to confirm you action. Click Delete and action is removed from the loan type.

 

 

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