Auto Assign Collection Officers

Lending Lending Auto Assign Collection Officers

This document provides technical guidance for configuring and managing the Auto-Assign Collection Officers feature within the FLEX system. This feature automates the assignment of collection accounts to specific officers based on predefined criteria, streamlining the collection process and ensuring officers view only their assigned accounts.

1. Overview

The Auto-Assign Collection Officer option facilitates the automatic distribution of collection accounts to designated collection officers. Once the criteria are established, each officer, upon logging in with their unique teller ID and password, will access the Collections Maintenance program and view only those collection accounts specifically assigned to them.

2. Accessing Auto-Assign Collection Officers

To access the Auto-Assign Collection Officers configuration:

  • Navigate to the FLEX Main Menu.
  • Select Collections.
  • Expand the Share Collections sub-menu.
  • Click on Auto-Assign Collection Officers.

3. Auto-Assign Collection Officer Maintenance Screen

The Auto-Assign Collection Officer Maintenance screen displays a list of existing auto-assignment rules. From this screen, you can:

  • Add: Create new auto-assignment rules.
  • Edit: Modify existing rules.
  • Delete: Remove rules.
  • Reassign Collection Officers: Manually refresh the list of collection accounts for each officer. This process also runs automatically at End-of-Day (EOD). To get an updated listing during the day, click Refresh on the Delinquency and Inquiry Maintenance screen.

4. Adding/Editing an Officer Assignment Rule

When adding a new rule or editing an existing one, the Add Officer screen will appear. Not all fields are required; complete only those that are desired for your specific assignment criteria.

4.1. General Assignment Fields

  • Sequence:
    • The system automatically assigns sequence numbers in increments of 10.
    • This determines the order in which rules are processed.
  • Officer ID:
    • Select the specific collection officer to whom collection accounts will be assigned.
  • Branch ID:
    • Select this option if you are assigning collection accounts based on a specific Branch ID.
  • Type:
    • Select a specific account type to assign to a collection officer.
  • From: Last Name Starting Letter / To: Last Name Starting Letter:
    • Use this range to assign account numbers to a collection officer based on the beginning letter(s) of the account holder’s last name.
  • Loan or Share:
    • Identify whether to assign only the loan or only the share collection accounts to a collection officer.
  • Group Code:
    • Identify whether accounts will be assigned based on a particular group code.
    • The available groups in the drop-down will be based on whether a loan or share account is selected in the “Loan or Share” field.

4.2. Loan-Specific Assignment Fields (Available if “Loan” is selected in “Loan or Share”)

  • Purpose:
    • Identify whether accounts will be assigned based on the loan purpose code.
    • This field is only available if “Loan” is selected in the “Loan or Share” field.
  • Security Code:
    • Identify whether accounts will be assigned based on the loan security code.
    • This field is only available if “Loan” is selected in the “Loan or Share” field.

4.3. Delinquency-Based Assignment Fields

  • Delinquent Amount Low/High:
    • Enter a range of delinquency amounts to assign accounts by the amount owed.
  • Delinquent Days Low/High:
    • Enter a range of the number of days delinquent to assign accounts based on the duration of delinquency.

4.4. Member Bankruptcy Field

  • Member Bankruptcy:
    • Indicate whether accounts will be assigned based on the member’s bankruptcy status.
    • Valid options are:
      • Blank: Will not consider bankruptcy when assigning members.
      • Only Bankrupt Accounts: Will only consider accounts marked as bankruptcy.
      • No Bankrupt Accounts: Will only consider accounts not marked as bankrupt.