FLEX Ten Open New Accounts

FLEX Ten FLEX Ten Member Services FLEX Ten Open New Accounts

This document provides comprehensive technical guidance on utilizing the “Open New Accounts” feature within FLEX. This functionality allows Credit Union staff to efficiently create new member accounts, manage associated workflows, and ensure all necessary information and documents are processed.

1. Introduction to Open New Accounts

“Open New Accounts” in FLEX Ten is designed to guide users through the process of establishing new member accounts. It integrates with workflow configurations, allowing for a customized and streamlined approach to account creation, including the assignment of account numbers and the management of pending applications.

2. Accessing the Open New Accounts Screen

To access the Open New Accounts screen:

  • Navigation Path:
    1. Click on the Menu icon in FLEX Ten.
    2. Select Member Services.
    3. Under Member Services, choose Open New Accounts.

3. Overview of the Open New Accounts Screen

The “Open New Accounts” screen is logically divided into two primary sections:

  • New Account Section (Left Panel):
    • This section is used to initiate the creation of a new base sub-account and automatically assign an account number.
    • It requires the input of key initial information.
  • Queues Section (Right Panel):
    • This section displays all pending new accounts.
    • It also shows any customized queues that have been configured (refer to “FLEX Ten Workflow Configuration” documentation for details on setting up custom queues).
    • Queues can be searched, hidden, or filtered based on specific criteria.

4. Creating a New Account

To open a new account:

  1. Enter Initial Account Information:
    • In the “NEW ACCOUNT” section, provide the following mandatory and optional details:
      • Account Type (Mandatory)
      • Account Sub Type (Optional)
      • Base Share Type (Mandatory)
      • Onboarding Group (Optional – links to predefined groups for additional shares; refer to “FLEX Ten Workflow Configuration” documentation).
      • Tax ID (SSN) (Mandatory)
  2. Initiate Account Creation:
    • Click the “+ Create” button.
    • To clear all entered information, click “Clear”.

5. Navigating the New Account Workflow

After clicking “Create,” FLEX Ten will guide you through a pre-defined workflow (configured in Workflow Configuration). The specific sections and their order may vary based on your Credit Union’s setup.

  • Workflow Sections (Left Panel):
    • Displays a series of sections that need to be completed for the new account (e.g., Photo ID, Member Information, Employer, Credit Score, Phone, Address, Email Address, Additional Information, Shares, Authorized Users, Cards, Internet Banking, Notes, Documents).
    • Each section can be expanded by clicking the carrot icon (>) on the right side to reveal and enter required information.
  • Right Panel (Queue, Incomplete Information, Tasks):
    • Queue: Indicates the queue to which the application has been assigned. If multiple queues are available, you can select and reassign the application to a different queue.
    • Incomplete Information: This critical area lists all required fields that have not yet been completed within the workflow.
      • Clicking on an item in this list will directly navigate you to the corresponding field for completion.
    • Tasks: Displays any credit union-defined tasks associated with the workflow.
      • These tasks must be checked as complete before the new account application can be finalized.

6. Key Workflow Sections and Data Entry

Here’s a breakdown of common sections and their data entry requirements:

6.1. Photo ID

  • Purpose: To capture or upload the member’s identification.
  • Actions:
    • Click “Scan New” to use a connected scanner.
    • Click “Upload” to upload a saved image from your computer.

6.2. Credit Score

  • Purpose: To retrieve or manually enter credit report and score information.
  • Credit Reports Tab:
    • Click the “+” button to pull a new credit report.
    • Enter Applicant Information (Last Name, First Name, Middle Name, SSN, Date of Birth).
    • Enter Address Information.
    • Click “Request Report” once all required fields are entered.
    • The Risk Model will typically default but can be changed from the dropdown.
  • Credit Scores Tab:
    • Click the “+” button to manually add a new credit score record.
    • Enter SSN, Processor Type, Score Type, Effective Date, Score, and Grade.
    • Click “Save”.

6.3. Member Information

  • Purpose: To capture personal details of the member.
  • Fields: Includes Member Name (First, Middle, Last, Nickname, Title, Pronouns, Suffix) and Personal Information (Date of Birth, Gender, Driver’s License Number/State, DL Expiration Date).
  • Personal Identification: Click “+” to add a new record for identification details (Name on ID, Identification Type, Description, Issuer, Date Issued, Expiration Issued, ID Number).

6.4. Address Maintenance

  • Purpose: To enter and manage member addresses.
  • Actions: Click “+” to add a new address record.
  • Fields: Address, City, State, Zip, Country, Red Flag Verified, Census Tract.
  • Address Type: Indicates usage for mailings (Receipts, Statements). Default is “All,” but can be changed.
  • Usage: Choose whether the address is for “Individual,” “Household,” or “Other” use.

6.5. Phone

  • Purpose: To record member phone numbers.
  • Actions: Click “+” to add a new phone record.
  • Fields: Phone Number, Extension, Country Code, Type, Priority, Description, Bad Phone Date.

6.6. Email Address

  • Purpose: To record member email addresses and communication preferences.
  • Actions: Click “+” to add a new email record.
  • Fields: Email Address, Invalid Email Address checkbox.
  • Preferences: Check boxes to indicate where documents like Alerts, Credit Cards, HELOC, Mailings, Newsletters, Notices, Receipts, and Statements will be sent.

6.7. Additional Information

  • Purpose: To capture tax, mailing, and security-related details.
  • Tax and Mailing Information: Additional Mailing Line, Tax ID (SSN), Tax ID Certified, Branch, State Tax ID, Statement Code, Receipt Delivery, Mail Code 1/2.
  • Security Information: Maiden Name, Mother’s Maiden Name, Security Word, Security Level, Privacy Protected, Force Notes.

6.8. Employment

  • Purpose: To record member employment details.
  • Fields: Employer Code, Employee Code, Covered by MLA.

6.9. Miscellaneous

  • Purpose: To capture various account-specific settings.
  • Fields: Account Type, Account Subtype, Account Source, Member Eligibility, Risk Level.

6.10. Reg E Information

  • Purpose: To manage Regulation E opt-in/out preferences.
  • Fields: Reg E Opt In (Yes/No), Reg E Notice (Yes/No), Reg E Opt In/Out Reason.

6.11. Override Shared Branching Limits

  • Purpose: To set specific shared branching limits for the new account.
  • Options: Override Shared Branching Inquiry Limits, Deposit Limits, Withdrawal Limits on New Accounts.
    • Note: If checked without individual limits in Shared Branching Configuration, the member will have no limits for that activity.

6.12. Shares

  • Purpose: To define the share accounts that will be opened with the new account.
  • Actions: Click “+” to add a new share record.
  • Fields: Type and Sub-Account, Share Type, Share Sub-Account, Description, Excessive Withdrawal, Allow Priority Type Change, Dividend Payment Options, Miscellaneous, Referral Code, Annual Distribution, Transfer-In Check.

6.13. Authorized Users

  • Purpose: To add joint owners, beneficiaries, and authorized signers.
  • Actions: Click “+” to add a new record. This will initiate a new workflow specifically for authorized user information.
  • Authorizations: Options to select Owner, Beneficiary, or Authorized Signer for each share.

6.14. Cards

  • Purpose: To issue new cards for the account.
  • Actions: Click “+” to add a new card record.
  • Fields: Name on Card, Card Number, Card Type, Card Style.

6.15. Internet Banking

  • Purpose: To set up Internet Banking access for the new member.
  • Actions: Click “+” to create a new Internet Banking user.
  • Fields: Member, Username, Email Display Name, Email Address.
  • Password Management:
    • For new members, a password will be established upon first login to Internet Banking.
    • Members can use the “Forgot Password” option on the Internet Banking login screen to receive a temporary password via email.
    • The “Change Password” button in FLEX Ten allows authorized users to reset a member’s password, but the “Forgot Password” option is generally more secure.

6.16. Notes

  • Purpose: To add internal notes related to the account.
  • Actions: Click “+” to add a new note.
  • Fields: Priority, Category, Expiration Date, Sub-Account, Force, Show in Transaction Entry, Allow Edit After Add, Subject, Text.

6.17. Documents

  • Purpose: To generate, upload, and manage documents for the new account.
  • Sections:
    • Pending: Displays documents that are yet to be generated or selected.
    • Generated: Shows documents that have been created.
  • Actions:
    • Click “+” to select forms from a packet (refer to “FLEX Ten Packet Maintenance” documentation).
    • Click “Generate Documents” to create the selected documents.
    • Fill out any required information on the generated forms and click “Next”.
    • Documents can be uploaded or sent for eSignature (e.g., DocuSign, eDocs).

7. Completing the New Account Process

Once all required sections are completed and all tasks are checked:

  1. Review the “Incomplete Information” panel to ensure all mandatory fields are filled.
  2. Ensure all defined “Tasks” are checked as complete.
  3. Click the “Create” button (typically located in the right panel) to finalize and complete the Open New Account process.