Form Document Groups

The Forms Configuration Utility in the FLEX system enables credit unions to organize and manage forms by creating “Groups” or “Packages.” These packages contain specific forms that are associated with particular loan types. When processing a loan, the system will automatically display only the documents relevant to that loan type, streamlining the workflow.

1. Accessing Form Group Configuration

To create or modify Form Packages:

• Navigate to the FLEX Main Menu.
• Select Operations.
• Under Operations, choose Forms.
• From the Forms submenu, select Form Group Configuration.

2. Creating a New Form Package

1. Open Form Group Configuration: Follow the steps in Section 1 to access the “Form Group Configuration” screen.
2. Initiate Package Creation: On the “Form Group Configuration” screen, locate and click the Add button within the “Form Packages” section.
3. Define Package Name:
   • The “Add Form Package” dialog box will appear.
   • In the Package Name field, enter a descriptive name for your new form package.
   • Character Limit: The field accommodates up to 10 alphanumeric characters.
   • Naming Convention: Choose a name that clearly indicates the types of loans it will be associated with (e.g., “HELOC” for Home Equity Line of Credit).
   • Default Packages: A dropdown menu is available, offering several default package names such as:
     • Cash Transaction Report
     • Certificates
     • IRA Auto Transfer
   • These default packages can be utilized to define forms for specific system features.
4. Save the Package: Click the Save button to create the new form package.

3. Adding Forms to a Form Package

Once a Form Package has been created, you can add individual forms to it:

1. Select the Package: On the “Form Group Configuration” screen, highlight the desired Form Package from the “Form Packages” list.
2. Initiate Form Addition: With the package highlighted, click the Add button located in the “Forms” section.
3. Select Form Details: The “Add Form” dialog box will appear, displaying the selected Package Name.
   • Form Name: Use the dropdown menu under Form Name to select from all forms currently loaded in the system. Forms are listed alphabetically by their Form ID and Form Name.
   • Sequence Number: A Sequence Number will be automatically assigned. This number dictates the order in which the forms will be selected during the “Printing Selection” step in Loan Processing.
   • Print Form: Ensure the Print Form checkbox is selected if you want this form to be included for printing.
4. Save the Form: Click the Save button to add the selected form to the package.

4. Associating Form Group ID with Loan Types

After defining your form packages and adding forms, the final step is to link these packages to specific loan types.

1. Access Type Configuration:
   • Navigate to the FLEX Main Menu.
   • Select General Configuration.
   • Under General Configuration, choose Type Configuration.
2. Select Loan Types Tab: In the “Type Configuration” screen, click on the Loan Types tab.
3. Choose Desired Loan Type: From the list of Loan Types, select the specific loan type you wish to associate with a Form Package.
4. Navigate to Miscellaneous Tab: With the loan type selected, click on the Miscellaneous tab.
5. Enter Form Group ID:
   • Locate the Form Group ID field within the “Miscellaneous Parameters” section.
   • Enter the exact name of the Form Package you created (e.g., “LOAN” or “HELOC”) into this field.
6. Save Changes: Click the Save button to apply the association.

5. Editing and Removing Packages/Forms

• Editing: Package names, available forms within a package, and their sequence numbers can be edited at any time if they are no longer needed or require modification.
• Removing: Form Packages and individual forms can also be removed from the system if they become obsolete. Specific steps for editing and removing are typically available within the respective configuration screens (e.g., “Form Group Configuration” and “Add Form” dialogs).