Document Manager Configuration

Mobicint Lesssons Document Manager Configuration

This document provides technical guidance on configuring the Document Manager within the FLEX system. Document Manager Configuration allows users to control the archiving of document groups and individual documents.

Accessing Document Manager Configuration

To access the Document Manager Configuration:

  • Navigate to the FLEX Main Menu.
  • Select Document Manager.
  • Choose Document Manager Configuration.

The Document Manager Configuration screen displays all current document groups and spooled files.

Document Groups

Document Groups categorize documents for more defined indexing, particularly for scanned or imported documents.

Pre-defined Groups

Several groups are pre-defined by FLEX for reports and should generally not be altered:

  • DLY: Daily Reports
  • EOD: End of Day Reports
  • EOM: End of Month Reports
  • EGL: General Ledger Reports
  • SPL: Miscellaneous Reports
  • STMT: Statements
  • UDF: Undefined
  • LOAN: Loan Documents
  • RCPT: Teller Receipts

Creating New Document Groups

Additional groups can be created to meet specific credit union needs (e.g., Loans, Member Services, Cards, Collections).

To create a new group:

  1. From the Document Groups section, click Add.
  2. Assign a Group Name (e.g., LOAN).
  3. Provide a Description for the group (e.g., LOAN DOCUMENTS).

Spool File Cross-Reference List

The Spool File Cross-Reference List displays all reports, whether generated by FLEX or manually created Report IDs for Document Manager Imaging. This section allows users to modify Report ID settings, including descriptions, printing options, and archiving parameters.

Editing Spool File Cross-Reference Entries

When editing a spool file entry, the following sections are available for configuration:

User Data

  • User Data: Indicates the program name of the report being generated, scanned, or archived.
  • Report Group: Specifies the group to which the report belongs.
  • Short Description: A brief description of the report, potentially used where space is limited.
  • Long Description: A more detailed description of the report, used where more information is required.
  • Signature Flag: Indicates if the document requires a signature prompt. Signatures must be pre-defined through the Forms module.

Miscellaneous

  • Default Retention Days: Sets the number of days the document will be retained before an automatic purge occurs.
  • Archive: Determines if the document should be archived.
  • Teller Security Level: Defines the minimum security level a teller must possess to view the document.
  • Log Docman Usage: (Currently not used).
  • Purge Spool File: If checked, the document will be included in the End of Month (EOM) automatic purge process.
  • Months Until Purge: If “Purge Spool File” is checked, this specifies the number of months to retain the document before it is automatically purged at EOM.

Archiving

  • Copy to MICROLIB:
    • If checked, the document will be copied to the Microlib Library for microfiching purposes.
    • Microfiche File Name: Specifies the name of the microfiche file.
  • Copy To I:Drive:
    • If checked, the document will be copied to a specified file and folder on the i: drive.
    • Folder: Indicates the destination folder on the i: drive.
    • File: Indicates the destination file on the i: drive.
  • Copy to Document Manager: If checked, the document will be copied to Document Manager.
  • Default Device: Indicates the default device for copies.

Printing Controls

  • Output to Printer: Controls whether a copy of the document is queued for printing.
    • Yes: Prints immediately.
    • No: Does not print.
    • Hold: Creates a copy and holds it in the output queue.
    • Prompt: Prompts for values if the job is interactive.
  • Printer ID: Specifies the printer ID if the document is printed. Some reports may default to the printer defined in Workstation Configuration.
  • Copies: Defines the number of copies to be printed.
  • Duplex: If checked, the report will print on both sides of the page.

Imaging Keys

Imaging Keys allow for the creation of custom indexes for specific documents, enabling the storage of additional information (e.g., Teller ID). These custom indexes function as filter options within Document Manager.

Available Imaging Keys

  • Alpha Index 1/2:
    • Required: If checked, a custom alpha entry is mandatory when scanning the document.
    • Range: If checked, the Document Manager filter will include a range of the alpha description when searching for custom indexes.
    • Description: A field to enter a description identifying the data entry required for the custom index.
  • Numeric Index 3/4:
    • Required: If checked, a custom numeric entry is mandatory when scanning the document.
    • Range: If checked, the Document Manager filter will include a range of the numeric values when searching for custom indexes.
    • Description: A field to enter a description identifying the data entry required for the custom index.