Document Manager Imaging

Video Library Video Course Library Document Manager Imaging

Document Manager Imaging is a core component of the FLEX system, designed to facilitate the scanning, importing, and archiving of various documents. These documents can then be efficiently stored and retrieved through the Document Manager module.

1. Overview

  • Purpose: To enable the digital capture (scanning or importing) and organized storage of documents within the FLEX environment.
  • Integration: Seamlessly integrates with Document Manager for retrieval and management.
  • Prerequisite: Before attaching scanned or imported documents, a document group and ID must be established within Document Manager Configuration.

2. Accessing Document Manager Configuration

Document Manager Configuration is the central hub for setting up document groups and managing spool file cross-references.

  • Location: Navigate to the FLEX Main Menu, then select Document Manager > Document Manager Configuration.
  • Functionality: This section displays all existing document groups and spooled files, allowing for their management and configuration.

3. Document Group Configuration

Document Groups categorize documents, enabling defined indexing for scanned or imported items.

3.1. Creating a New Document Group

  1. Access: In the Document Manager Configuration screen, locate the Document Groups section.
  2. Initiate Creation: Click the Add button.
  3. Define Group:
    • Group: Enter a unique code for the new document group (e.g., LOAN).
    • Description: Provide a descriptive name for the group (e.g., LOAN DOCUMENTS).
  4. Save: Confirm your entries to create the new group.

3.2. Defining Report IDs (Document Types)

Once a document group is created, specific document types (Report IDs) must be defined and assigned to that group. This allows the system to identify and control document properties.

  1. Access: In the Document Manager Configuration screen, locate the Spool File Cross-Reference List section.
  2. Initiate Creation: Click the Add button.
  3. Configure Document Type (Edit Spool File Cross-Reference):
    • User Data: Enter a unique identifier for the document type (e.g., TITLES). This is crucial for system identification and property control.
    • Report Group: Select the previously created document group (e.g., LOAN – LOAN DOCUMENTS).
    • Short Description: Provide a concise description of the document (e.g., TITLES).
    • Long Description: Provide a more detailed description (optional, but can be used for display in certain views).
    • Signature Flag: Check this box if the document requires a signature prompt (signatures must be pre-defined via forms).

3.3. Archiving Settings

These settings control how documents are retained and copied within the system.

  • Default Retention Days: Specify the number of days the document should be retained before an automatic purge occurs (e.g., 365 days).
  • Archive: Check this box to enable archiving of the document.
  • Teller Security Level: Define the minimum security level a teller must possess to view this document.
  • Log Docman Usage: (Currently not used).
  • Purge Spool File: Check this box if the document should be included in the End-of-Month (EOM) automatic purge process.
  • Months Until Purge: If Purge Spool File is checked, specify the number of months to retain the document before the EOM automatic purge.
  • Copy to MICROLIB: If checked, the document will be copied to the Microlib Library for microfiching.
    • Microfiche File Name: Specify the file name for microfiche.
  • Copy To I:Drive: If checked, the document will be copied to a specified file and folder on the I:drive.
    • Folder: Indicate the target folder.
    • File: Indicate the target file.
  • Copy to Document Manager: Check this box to copy the document to Document Manager.
    • Default Device: Specify the default device for copies (e.g., OPT01).

3.4. Printing Controls

These settings govern the printing behavior of the document.

  • Output to Printer: Determines if a copy should be 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 to be printed.
  • Copies: Indicates the number of copies to be printed.
  • Duplex: If checked, the report will print on both sides of the page.

3.5. Imaging Keys (Custom Indexes)

Custom indexes allow for the storage of additional, specific information with a document (e.g., Teller ID). These keys also serve as filter options within Document Manager.

  • Alpha Index 1/2 Required:
    • If checked, a custom alpha entry will be mandatory during document scanning.
    • Range: If checked, the Document Manager filter will include a range search for this custom index.
    • Description: Enter a description to identify the required data entry.
  • Numeric Index 3/4 Required:
    • If checked, a custom numeric entry will be mandatory during document scanning.
    • Range: If checked, the Document Manager filter will include a range search for this custom index.
    • Description: Enter a description to identify the required data entry.

4. Importing Items into Document Manager Imaging

Document Manager Imaging is the interface for scanning or importing documents.

  • Location: Access via the FLEX Main Menu: Document Manager > Document Manager Imaging.
  • Sections: The interface is divided into two primary sections:
    • Import Items: Used for storing documents to a single account.
    • Documents to Index: Used for storing documents to multiple accounts.

4.1. Importing Documents

Documents can be imported using various methods:

  • File:
    1. Click the File button.
    2. Select the desired file(s) from your PC.
    3. Click Import to pull the file(s) into the Imported Items section.
  • Scan:
    1. Insert document(s) into the scanner according to scanner instructions.
    2. Click the Scan button.
    3. Scanner Settings (Scanner Model Window):
      • Scanner Model: Verify the correct scanner model is recognized.
      • Color Mode:
        • Black and white: Default and recommended setting.
        • Grayscale/Color: Can be used if documents will be printed to a color printer, but will consume more memory.
      • Duplex Scanning: Check if scanning documents with information on both sides (scanner must support this).
      • Document Type: Select the document size (e.g., auto, letter, legal, personal check, business check, custom).
      • Paper Orientation: Select Portrait or Landscape.
      • Feed Location: Select Normal or Center based on scanner feeder type.
      • Resolution: Defaults to 100dpi; can be changed if supported by the scanner.
      • Contrast/Brightness: Adjust as desired.
  • Import Encrypted:
    1. Click the Import Encrypted button.
    2. Enter the password for the encrypted document when prompted.

4.2. Managing Imported Items (Single Account)

Once documents are scanned or imported, they appear in the Imported Items section.

  • Selection:
    • Highlight individual document(s) by clicking them.
    • Click Select All to highlight all documents in the section.
  • Actions:
    • View/Edit Selection: Displays a larger version of the image and provides access to editing tools.
    • Password Entry: Prompts for a password if the selected document is encrypted.
    • Save Selection As…: Allows saving the document(s) to your PC. You will be prompted for the save location.
    • Store Selection / Store: Saves the selected document(s) to a single account number.
      1. Identify the Account and Suffix to index the document(s) to.
      2. Select the Group and Type parameters.
      3. Enter any Custom Indexes if configured.
      4. Click OK to store the document(s) within Document Manager.
    • Delete Selection: Removes all highlighted images from the Imported Items section. Deleted items will not be saved.

4.3. Importing Items for Multiple Accounts

The Documents to Index section is used to manage documents that will be stored across multiple accounts.

  1. Import/Scan: Use the File or Scan options in the Import Items section to bring documents into the system.
  2. Add Document to Index:
    • Click Add Document to open indexing options.
    • Alternatively, click and drag applicable documents from the Imported Items section down to the Documents to Index section.
  3. Indexing Documents: Once documents are in the Documents to Index section:
    • Select the Group and Document Type.
    • Enter the Account and Suffix.
    • Specify the Date for indexing.
  4. Store All: Click Store All to save all items currently in the Documents to Index section.
  5. Repeat: Repeat steps as necessary for additional documents or accounts.