Required Document Maintenance

In this article learn HOW TO:

  • Manage Single Edit Maintenance
  • Deleting a document from a template 
  • Change sort order of Documents
  • Manage Mass Edit Maintenance
  • Edit Document Settings
  • Add New Documents to a Template
  • Document Scheduler

Info:

Security Access Needed to perform these actions: Administrator or Super User.

The required document maintenance allows users to edit document settings either in a single or mass way. Required document maintenance also allows users to add new and delete document to a specific document structure/template. Required document maintenance also allows users to setup and edit document schedules in a mass way.

Single Edit Maintenance

  1. From AccuAccount menu, Select Admin
  2. Under Document Maintenance, Select Required Document Maintenance
  3. Select the Single Edit icon or Click on the Name of the Credit and/or Account type that you want to change
  4. Select the Edit icon next to the Document Tab name to be changed
  5. Modify any of the following fields below
  6. Once complete, Select Update

Note:

These changes are the final changes and override anything set in the "Tab and Group Maintenance" section

  • Is Default Document - This is used for conversions and should only be used as directed by a member of the AccuSystems team.
  • Existing Document Default Status - This is the status that the document currently has on the customers page by default for all of the existing document/accounts.
    • Required - The document is required, tracking on exception if applicable, and automatically displays on the customers page.
    • N/A - The document is not required, is not tracking an exception if applicable, and does not automatically display on the customers page.
    • Waived - The document is not required, is not tracking an exception  if applicable, and automatically displays on the customers page.
      • Check to reset - If you change Existing Document Default Status, you may want to "reset" all existing document/accounts in the system to this new setting. Checking this box will reset all existing document statuses currently in the system to the changed status as Existing Document Default Status. 
  • New Document Default Status - This is the status that the document has on the customers page for all NEW document/accounts.
    • Required - The document is required, tracking on exception if applicable, and automatically displays on the customers page.
    • N/A - The document is not required, is not tracking an exception if applicable, and does not automatically display on the customers page.
    • Waived - The document is not required, is not tracking an exception  if applicable, and automatically displays on the customers page.
  • Barcode Id - This is a numeric value that is used on the AccuScan/AccuCapture barcode sheets. Leaving this field blank will automatically define and ID. This item generally does not need to be changed by a bank user.
  • Required Expiration Date - This option allows you to require an expiration date on a document. Checking this box will turn on the expiration date field for the document on the customers page. It will also allow you to setup an expiring exception , and is required to setup said exception.
  • Default Expiration Date - When using an expiration date, Required Expiration Date, this is the defaulted date that you would like to see displayed. Not defining a date in this field, will automatically default to AccuSystems default date of 12/31/2099 which will also ignore the expiring exception that you may setup.
  • Hide Tab from Employees - Using this option, allows you to hide the document on the customers page if the customer is marked as an "Employee" which is defined within the Edit Customer section on the customer page. Employees are flagged with a red "Employee" notation next to their name.
  • Always Hide this Tab - Selecting this option will hide the entire tab, and document for all customers/accounts on the customers page. This is a great way to hide old/archived document from the customer page, but does not delete them.
  • Manage Document Schedule - This option allows you to schedule a document to create a "sub tab/document" on a reoccurring basis. For more information on Document Scheduler click the following link. 

Deleting a Document from a Template/Document Structure

Note:

Deleting of a document from a document structure and ONLY be done from the "Single" edit function, and can't be done from the "Mass" edit section.

  1. From AccuAccount menu, Select Admin
  2. Under Document Maintenance, Select Required Document Maintenance
  3. Select the Single Edit icon next to the document structure that you'd like to delete a document from
  4. Select the Edit icon next to the Document you'd like to delete
  5. If you are able to delete a document, select Delete. Confirmation page will display, Select Delete
    • If you do not see the delete option, this means there are documents scanned or uploaded to this tab. You will want to perform an "Existing Document Search", move the documents and then try this function again.

Info

You will want to go into "Tab and Group Maintenance" and delete the document from the Grouping to finalize the deletion. For more information click the following link:

Changing Sort order of Documents

For More information see 'Tab and Group Maintenance'

Mass Edit Maintenance

Mass Maintenance will add documents/modify existing documents. This may take a long time depending on the number of document for each customer/account that needs to be added or modified.

Note:

These changes are the final changes and override anything in the Tab and Group Maintenance section.

  1. From AccuAccount menu, Select Admin
  2. Under Document Maintenance, Select Required Document Maintenance
  3. Select the Mass Edit icon next to the credit or account type to be changed
  4. Modify any of the following fields below
  5. Once complete, Select Update

 

  • Importer Document Default - Is Default Document - This is used for conversions and should only be used as directed by a member of the AccuSystems team.
  • Existing Document Default Status - This is the status that the document currently has on the customers page by default for all of the existing document/accounts.
    • Required - The document is required, tracking on exception if applicable, and automatically displays on the customers page.
    • N/A - The document is not required, is not tracking an exception if applicable, and does not automatically display on the customers page.
    • Waived - The document is not required, is not tracking an exception  if applicable, and automatically displays on the customers page.
  • Existing Statuses - If you change Existing Document Default Status, you may want to "reset" all existing documents/accounts in the system to this new setting. You can choose to leave existing document statuses as they are, or override the existing statuses with any changes you made to Existing Document Default Statuses.
  • New Document Default Status - This is the status that the document has on the customers page for all NEW document/accounts.
    • Required - The document is required, tracking on exception if applicable, and automatically displays on the customers page.
    • N/A - The document is not required, is not tracking an exception if applicable, and does not automatically display on the customers page.
    • Waived - The document is not required, is not tracking an exception  if applicable, and automatically displays on the customers page.
  • Barcode Id -  This is a numeric value that is used on the AccuScan/AccuCapture barcode sheets. Leaving this field blank will automatically define and ID. This item generally does not need to be changed by a bank user.
  • Required Expiration Date - This option allows you to require an expiration date on a document. Checking this box will turn on the expiration date field for the document on the customers page. It will also allow you to setup an expiring exception , and is required to setup said exception.
  • Default Expiration Date - When using an expiration date, Required Expiration Date, this is the defaulted date that you would like to see displayed. Not defining a date in this field, will automatically default to AccuSystems default date of 12/31/2099 which will also ignore the expiring exception that you may setup.
  • Hide tab from employees - Using this option, allows you to hide the document on the customers page if the customer is marked as an "Employee" which is defined within the Edit Customer section on the customer page. Employees are flagged with a red "Employee" notation next to their name.
  • Always hide this tab - Selecting this option will hide the entire tab, and document for all customers/accounts on the customers page. This is a great way to hide old/archived document from the customer page, but does not delete them.
  • Manage Document Schedule - This option allows you to schedule a document to create a "sub tab/document" on a reoccurring basis. For more information on Document Scheduler see the below article.

Edit Document Settings

Mass Maintenance will add documents/modify existing documents. This may take a long time depending on the number of document for each customer/account that needs to be added or modified.

Note:

These changes are the final changes and override anything in the Tab and Group Maintenance section.

  1. From AccuAccount menu, Select Admin
  2. Under Document Maintenance, Select Required Document Maintenance
  3. Select the Mass Edit icon next to the Group Name to be changed
  4. Modify any of the fields below
  5. Once complete, Select Update 

 

  • Importer Document Default - Is Default Document - This is used for conversions and should only be used as directed by a member of the AccuSystems team.
  • Existing Document Default Status - This is the status that the document currently has on the customers page by default for all of the existing document/accounts.
    • Required - The document is required, tracking on exception if applicable, and automatically displays on the customers page.
    • N/A - The document is not required, is not tracking an exception if applicable, and does not automatically display on the customers page.
    • Waived - The document is not required, is not tracking an exception  if applicable, and automatically displays on the customers page.
  • Existing Statuses - If you change Existing Document Default Status, you may want to "reset" all existing documents/accounts in the system to this new setting. You can choose to leave existing document statuses as they are, or override the existing statuses with any changes you made to Existing Document Default Statuses.
  • New Document Default Status - This is the status that the document has on the customers page for all NEW document/accounts.
    • Required - The document is required, tracking on exception if applicable, and automatically displays on the customers page.
    • N/A - The document is not required, is not tracking an exception if applicable, and does not automatically display on the customers page.
    • Waived - The document is not required, is not tracking an exception  if applicable, and automatically displays on the customers page.
  • Barcode Id -  This is a numeric value that is used on the AccuScan/AccuCapture barcode sheets. Leaving this field blank will automatically define and ID. This item generally does not need to be changed by a bank user.
  • Required Expiration Date - This option allows you to require an expiration date on a document. Checking this box will turn on the expiration date field for the document on the customers page. It will also allow you to setup an expiring exception , and is required to setup said exception.
  • Default Expiration Date - When using an expiration date, Required Expiration Date, this is the defaulted date that you would like to see displayed. Not defining a date in this field, will automatically default to AccuSystems default date of 12/31/2099 which will also ignore the expiring exception that you may setup.
  • Hide tab from employees - Using this option, allows you to hide the document on the customers page if the customer is marked as an "Employee" which is defined within the Edit Customer section on the customer page. Employees are flagged with a red "Employee" notation next to their name.
  • Always hide this tab - Selecting this option will hide the entire tab, and document for all customers/accounts on the customers page. This is a great way to hide old/archived document from the customer page, but does not delete them.
  • Manage Document Schedule - This option allows you to schedule a document to create a "sub tab/document" on a reoccurring basis. For more information on Document Scheduler see the below article.

 

Adding New Documents to a Template

You can add new document to a document structure in a mass way, by using the "Mass Edit" function within Required Document Maintenance.

Info:

Documents and Groups need to be created prior to adding them to a document structure via the "Tab and Group Maintenance" area.

Documents colored in "GREY" are documents NOT currently added to the existing customer/account type you are on. Documents colored in "ORANGE" are documents that are currently added to the existing customer/account type you are on.

  1. From AccuAccount menu, Select Admin
  2. Under Document Maintenance, Select Required Document Maintenance
  3. Select the Mass Edit icon next to the customer or account type you'd like to add new documents to
  4. Check the Box under the Add column for all documents you want to add, and complete the any of the items below
  5. Once complete, Select Update

 

  • Add - This option allows you to add the document to the customer/account type that you are currently in.  This must be checked to properly add it to the document structures.
  • Edit Detailed List - This option will return you back to the "Requirements" page.
  • Default Group Activation - This is the current option for the group activation and overrides the "Tab and Group Maintenance" status.  Options are:
    •  Active - This option means the group is active and would display on the customer's page if documents are set to required.
    •  Inactive - This option means the group is inactive and would not display on the customer's page. If this option is selected, end users would need to go into the "Activate Groups" link to turn on this group and documents.
  • Manage Groups and Tabs - This option takes you back to the "Tab and Group Maintenance" screen in the admin area.
  • Importer Document Default - This option is used if your institution is doing a conversion, and will be set by an AccuSystems team member.
  • Barcode ID - This is the ID that is used in all AccuAccount barcode cover sheets.  If left blank, the system will automatically assign a number, which is recommended.
  • Existing Default Status - This is the status of the document for all "existing" customers/accounts that it's being added to.  You have the following options:
    • Required - This option will automatically display the document on the customer's page, and will track any exceptions that are created.
    • N/A - This option will not automatically display the document on the customer's page.  User's would need to manually change the document on the customer's page from N/A to required to display the document.  Exceptions if applicable, are ignored in an N/A status.
    • Waived - This option will automatically display the document on the customer's page, will indicate the waiver with a yellow triangle display, and will ignore exceptions if applicable.
  • New Default Status - This is the status of the document for all "new" customers/accounts that it's being added to.  You have the following options:
    • Required - This option will automatically display the document on the customer's page, and will track any exceptions that are created.
    •  N/A - This option will not automatically display the document on the customer's page.  User's would need to manually change the document on the customer's page from N/A to required to display the document.  Exceptions if applicable, are ignored in an N/A status.
    • Waived - This option will automatically display the document on the customer's page, will indicate the waiver with a yellow triangle display, and will ignore exceptions if applicable.
  • Requires Expiration Date - If the document you are adding is a document that you want users to add an expiration date for tracking, place a check mark in this box. In the box right below this option, you also have the ability to automatically set a default expiration date.  This is the date that will automatically show up on all documents until a user manually changes the date.  If you'd like to set a default date of 12/31/2099, this will set the expiration date, and then automatically ignore all exceptions until the date is changed.  This is also what will allow you to add an expiring exception from within Tab and Group Maintenance.
  • Hide from Employees - This option allows you to hide the document on employee tagged accounts.  Employees who are coded as an employee will be shown with a red "Employee" next to their name. 
  • Hide Tab - This option allows you to hide the entire tab and documents from the customer's page.  All users including administrators and super users will not be able to see the tab/document on the customer's page.  This allows you to hide the documents without deleting them, and allows you to clean up the customer's page as needed from old documents.
  • Manage Document Schedule - This option allows you to setup a document schedule on a reoccurring basis.  This option if activated, will create a sub tab/document and exceptions, if applicable, based on the schedule that is defined.  For more information on Document Scheduler see the below article.

 

Document Scheduler

Document Scheduler can be enabled to generate a new document tab for a recurring document on a scheduled basis (ex. monthly, quarterly, yearly).

How to enable the Document Scheduler for a particular document in a mass way (all customers or accounts), as well as on an individual customers page.

Single or Mass Edit

  1. From AccuAccount menu, Select Admin
  2. Under Document Maintenance, Select Required Document Maintenance
  3. Select the Single or Mass Edit icon next to the Group Name to be changed. To set a schedule for multiple document, use the "Mass" edit icon. To set a schedule for a single document, use the "Single" edit icon. It is necessary to enable the document scheduler for the required document in each applicable Credit or Account/Loan type.
    • Mass Edit - In the Mass Maintenance screen, Click the Green Plus Symbol next to the Manage Document Schedule section to expand the scheduler options for the desired documents.
    • Single Edit - To set a Document Scheduler for an individual document from the Single Edit, Click on the Edit icon to the left of the specific document. Us the Manage Document section at the bottom of the page to set the schedule.
  4. Modify any of the options below
  5. Once complete, Select Update 
  • Enable Document Scheduling - Click the box to turn Document Scheduling On or Off.
  • Create Document On - Input a date for Document Scheduling to begin; a new document title will show on the Customer page on this date.
  • Reoccurs every - Input how often the document should be created on the Customers page.
  • Schedule Ends - If the schedule should have a ending date, input that date.
  • Doc Expiration Period - If the document is set up as expiring, set how often this document should show as an Expired Exception.
  • Document Title - Use the buttons with the blue 'plus' symbol to input how the new documents should be titled: Options are Tab Name, Month, and Year.

 

Customer Page - Edit Schedule on a Specific Customer/Account

Once set, the Document Scheduler (calendar) icon is displayed next to each document tab with an active schedule.

  1. To Edit a document for a specific customer or account, go to the customers page and click on the Calendar icon next to the document tab to open the scheduler
  2. Check the Box to Override Default Schedule. This will allow the user to edit the fields for this schedule
    • To disable the default document scheduler for the particular document, deselect the Enable Document Scheduling check box.
  3. Make desired changes to the scheduler settings
  4. Select the Lock icon next to Lock Schedule Settings. to prevent the setting from reverting back to the default schedule with the nightly processes
  5. Select Update

 

Customer Page - Create a Document Schedule for a Specific Customer/Account

Scanners with Document Edit permissions can create or edit a document schedule at the customer/account level.

  1. From the Customer page, Select the Document Tab edit icon (left-side edit)
  2. Action window will display, Select Manage Document Scheduling link
  3. Modify any of the options below
  4. Once complete, Select the Lock Icon
  5.  Select Update
  • Override Default Schedule - Check this box to override any default schedule set globally for the document. You must check this box to access the schedule information.
  • Enable Document Scheduling - Click the box to turn Document Scheduling On or Off.
  • Create Document On - Input a date for Document Scheduling to begin; a new document title will show on the Customer page on this date.
  • Reoccurs every - Input how often the document should be created on the Customers page.
  • Schedule Ends - If the schedule should have a ending date, input that date.
  • Doc Expiration Period - If the document is set up as expiring, set how often this document should show as an Expired Exception.
  • Document Title - Use the buttons with the blue 'plus' symbol to input how the new documents should be titled: Options are Tab Name, Month, and Year.
  • Lock Schedule Settings - Once the information is set up, Click the Lock icon to prevent the schedule from changing with nightly processes.

Once the schedule is set for the document, new document tabs will be created automatically based on the document schedule. This calendar icon indicates there is an active schedule for this document. Click on the edit or cancel the schedule. The overnight processes must run before new tabs will be created.

 

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