Document Manager – Document Retrieval

Document Manager (DocMan) is a core FLEX system feature that allows users to archive and retrieve various reports and documents. This includes items generated directly by FLEX or scanned into the system via Document Manager Imaging.

Accessing Document Manager

DocMan can be accessed through multiple entry points within the FLEX system:

• Main Menu:
  • Navigate to the “Document Manager” section in the FLEX Main Menu.
  • Select “Document Manager” from the available options.
• Transaction Entry/Inquiry:
  • For all documents related to an account number:
    • While in Transaction Entry/Inquiry, click on the “Inquiry” drop-down menu.
    • Select “Documents.”
    • DocMan will display documents specific to the account number entered in Transaction Entry/Inquiry.
  • For documents specific to an account number and suffix:
    • Right-click on the desired suffix.
    • Select “Documents.”
    • DocMan will display documents specific to that account number and suffix.
  • For documents related to a specific transaction (e.g., receipts, check images):
    • Access “Suffix History.”
    • Right-click on the relevant transaction.
    • Select one of the applicable options (e.g., “View Check Image,” “View Receipt”).

Document Manager Interface Overview

Upon accessing DocMan, the “Documents” field will initially be blank. You must perform a search or apply filters to display documents.

Main Search and Filter Options:

• Account: Enter an account number to search for account-specific documents.
• Suffix: Enter a suffix to search for documents associated with a specific share, loan, or certificate suffix on the entered account number.
• Quick Filter Buttons:
  • EOD (End of Day): View all reports generated during the most recent End of Day process.
  • EOM (End of Month): View all reports generated during the most recent End of Month process.
  • GL EOM (General Ledger End of Month): View all reports generated during the most recent General Ledger End of Month.
  • Today: View all reports generated for the current day.
• Filter: Access the “Document Filter” screen for more specific search criteria.
• Clear Filters: Clear all applied search and filter criteria.
• Maximum Results: Set the maximum number of results to display (default is 500,000; blank means no maximum).

Document Filter Screen

The “Document Filter” screen provides advanced filtering capabilities:

• Account And Suffix:
  • Account: Enter an account number for account-specific document searches.
  • Suffix: Enter a suffix for specific documents associated with a share, loan, or certificate suffix on the entered account number.
• Document Type:
  • Document Group: Select a document group to view available reports. Common groups include:
    • Daily Reports
    • End of Day Reports
    • End of Month Reports
    • Member Statements
    • Teller Receipts
    • Any additional custom groups created by the credit union.
  • Document Type: Once a Document Group is selected, applicable document types will become available for selection.
• Date Range: Filter documents by a specific date range. The “Date Range” option allows for “from” and “to” date selections.
• Custom Indexes: These are used to store additional information for scanned documents. If applicable, indexes will appear once a document type is selected.

Document View

Based on your search and filter selections, the applicable documents will be displayed in a table format. Each column provides identifying information for the document:

• Description
• User Data
• Group
• Date
• Sequence
• Pages
• Account
• Suffix
• Note Indicator
• Index 1, Index 2, Index 3, Index 4 (Custom Indexes)

Additional Document Options (Right-Click Menu)

Right-clicking on a specific document in the results list will display a context menu with additional options:

• Help: Directs the user to the help documentation.
• View Document: View the full document. (Double-clicking the document also performs this action.)
• Document Details: Displays information regarding how the document was stored.
• View Notes: View or add notes to the document.
• Email Document: Email the document. This option prompts for encryption or password protection and automatically attaches the document to an email.
• Encrypt Document: Encrypt or password protect the document.
• Collect Additional Signatures: Used with forms and electronic signatures to collect a signature at a later time.
• Delete Selected Document(s): Delete one or more selected documents. (Security permissions may apply to this option.)
• Reassign Document Type For Selected Document(s): Move a previously indexed document to a different document type.
• Reassign Account Number For Selected Document(s): Move a previously indexed document to a different account number.
• Reassign Dates For Selected Document(s): Change the dates of a previously indexed document.
• Reindex Document(s): Reindex the document.
• Work With Spooled Description: Work with the spooled description and other properties of this document type. Refer to Document Manager Configuration in FLEX Academy for more information.

Transaction-Specific Document Retrieval Options (Suffix History Right-Click)

When accessing documents from Suffix History, right-clicking on a transaction provides specific options for related items:

• View Check Image: View an image of a cleared check, if available.
• View Check in Document Manager: View an image of a cleared check through Document Manager.
• Import Images: Import additional images such as deposit slips, withdrawal slips, etc.
• View Imported in Document Manager: View any documents previously imported through Document Manager.
• View Receipt: View the receipt for the selected transaction.