Using 5.0 at the Desktop
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1 Applied Systems Client Network SEMINAR HANDOUT Using 5.0 at the Desktop 801 Douglas Avenue #205 Altamonte Springs, FL Phone: Fax: Copyright 2005, 2006, 2007 by Applied Systems Client Network, Inc. (ASCnet), 801 Douglas Avenue #205, Altamonte Springs, FL Protection claimed in all forms and matters of copyrightable material and information now allowed by law or hereafter granted including both electronic and conventional distribution of herein products. Reproduction or transmission unless authorized by ASCnet is prohibited. All rights reserved. Specific product information regarding Applied Systems The Agency Manager and Vision, as well as other products copyrighted and mentioned within (ex: Microsoft, Excel, etc.) are the product of the individual company and no endorsement or ownership of product should be implied by its mention and use. All workflows are suggested and common workflows. Users of this material agree that ASCnet cannot be held liable for any omissions or errors within the guide.
2 Seminar Title Objective: In this session you will learn the functionality of You will learn how to send items either by fax or while making sure that these items attach to the client. Assumptions: This seminar is based on the following TAM Version Table of Contents What is 3 Using 3 Options... 3 Selecting a Cover Page... 5 Selecting the Recipient... 6 Adding Additional Recipients... 8 Building Your Fax Documents... 8 Final Service Options Editing an Existing Job Received Faxes More Information... Error! Bookmark not defined. Other Ways to Access Stored Numbers / Addresses... Error! Bookmark not defined. Using Fax@vantage at the Desktop 2
3 What is is an integration solution provided by Applied Systems that allows you the ability to fax or any item that you can print. TAM s attachment system allows all faxes that have been associated to a client file through the workflow wizard to store the entire fax in the client s file. So, if you need to resend a fax, you can simply go to the client, select to view the fax and reprint it to print driver. Using fax@vantage Fax@vantage Options When you open fax@vantage for the first time, you should do is to set your user information. This allows for you to define your personal information such as phone number, fax number, etc. To set up this information, from the fax@vantage main page, click on Options, then select User Setup. You will see the following screen where you can enter your contact information. This will default your information in the appropriate fields on the fax cover page that you select when sending a fax through fax@vantage. Using Fax@vantage at the Desktop 3
4 Anything that you can print from your workstation, you can fax with Your workflow will begin when you select to print an item through TAM. After you choose Print from TAM, change your printer in the print dialogue to Sometimes the software will open right after the print is complete. If it does not, simply double-click on the icon on the desktop. This is the first screen you will see: From this screen, you would select New Job. Once you select the option of New Job, you are brought to the next screen where you have the option to select a cover page. Using Fax@vantage at the Desktop 4
5 Selecting a Cover Page Fax@vantage contains several pre-designed coversheets that can be created for various fax jobs just like form letters or titled memos. You can create your own fax cover pages or modify the templates provided. This information is covered in the Using fax@vantage for Administrators session. You can also choose to not use a cover page, for instance if you were faxing a memo. Is a cover page really necessary? Possibly you could replace the memo by using a cover page and entering your memo text in the message of the cover page. To select a cover page, simply click the down arrow under the Cover Sheet area. If you choose no cover page, remember to complete the subject as this will appear on the description line on your attachment list in Applied. If you are sending this as an instead of as a fax, then you would not need to select a cover page. The subject and body entered on this screen are entered into the subject and body text for your . The Subject and Message fields are merged into the cover page and you have the ability to preview using the Full Screen button. Applied has designed fax@vantage system in a wizard format. This allows you the ability to go forward and back through all of your steps. Once you have selected your cover page and completed the Subject and Message fields, click Next. Using Fax@vantage at the Desktop 5
6 Selecting the Recipient Now you need to choose the destination for your fax, whether you choose to fax or . You need to determine if this process requires an activity and if so, who should it be attached to? You MUST use the TAM Phone Book if you want an activity to be attached to an entity in TAM. To do this, click on Phone Books button on the left and select TAM then click OK. Using at the Desktop 6
7 Below is the TAM Address Book where you can select a recipient. The first drop down defaults to customers, but you can change this to Prospects, Lienholders, Companies, Vendors, etc. Let s assume that you are sending a binder to a mortgagee for one of your clients for a closing. In the drop down, you would select Lienholders. Once you locate the recipient in the Available Recipients box, highlight them and select either Select for Fax or Select for . This will send the information to the queue on the right. Once you have your recipient information, you need to select your Category and Subcategory for this fax. If we click OK here the activity will appear on the Leinholder and we don t want that. We want the activity to appear under the client. To do this, select the Activity Notify button in the upper right hand corner. This will bring up the Notify Selection screen below which allows you to direct an activity to another area of the system. In most cases, this would be your client. Using Fax@vantage at the Desktop 7
8 Select your client. Notice that you can also associate this activity to a particular policy or claim. If you don t want the activity to be added to the Leinholder, highlight their name and click the Remove button. When you click on OK, you are taken back to the Service Options screen. You will see the field Activity Recipients now shows the client code. When you Adding Additional Recipients On the Service Options screen, you can add additional recipients for this fax. For example, if you would like to send the documents to the attorney for the closing you can add them as an additional recipient for this same fax. This will allow you to send the same information to both parties. In a single workflow you can send your document to multiple recipients using both fax and That s GREAT! Simple click the Insert button in the upper right hand corner and you can type in the Name, fax number or address of another recipient. Repeat as often as necessary!!! If you can even pull from your Outlook Address Book by clicking the Address Books button on the left!!! When you have all the recipient information entered, click Next. ng Your Fax Documents and include any documents that you want to include. On the next Service Options screen you will see a listing of available documents. The highlighted document will appear in the preview window with the option to view it full screen. Using Fax@vantage at the Desktop 8
9 You will arrive at the screen below. You have the option to Include All Documents as well as the option to Delete Document After Use. (Both check boxes towards the bottom of the screen. The Include all documents option will move any available documents into the Selected field. This means that any documents you printed to will automatically go to the recipients in this workflow. The Delete Document After Use option does not delete the document from the client, only from the Add/Remove Documents screen. The next time you select to send a fax or , items that you previously sent will not be listed as an available item. Once you set these options, they will become your default but can be turned on or off at any time. Once you have your documents selected, you could click the Finish button. However, let s look at the last screen of the options by clicking Next. Using Fax@vantage at the Desktop 9
10 Final Service Options The final screen shows your user information and allows for you to schedule delivery of the fax or to send it immediately. If you choose not to send immediately, you define the time and date that you want the fax sent. Scheduling allows you to control when your faxes will be sent, such as heavy activity on outgoing faxes in the agency or client s fax line being busy, you may choose the early hours when the recipient s fax machine would have a greater chance of being idle. This gives your staff a great amount of flexibility to control the fax and not have to interrupt their workflow. This is a very beneficial concept that your staff can begin and end a workflow that involves faxing without having to wait at the machine or re-fax because of a busy number. Fax@vantage will put the fax in queue and fax with as many attempts that are set in the Administration area. If a fax fails after multiple attempts, you will be asked if you wish to re-queue or stop the process. You also have a Fax Priority option. The default is Standard, however there are other options that you could select. These other options are Broadcast and Priority. Broadcast priority is considered the lowest priority and is used when sending a fax to multiple recipients. If you select Priority, this will queue your fax ahead of any queued faxes. You also have a Notification Option. This allows you to define how you are notified about the success or failure of the fax that you sent. The last item on this screen is the Job Archiving. In the Server setup you select when to have faxes Archived and stored for a period of x months Using Fax@vantage at the Desktop 10
11 Editing an Existing Job You have the ability to edit a job that is shown as a Queued status. To do this, on the main fax@vantage screen, select the job that you wish to edit and click the Edit Job button. You would use this option to correct incorrect fax numbers, or recipient information. Received Faxes By clicking Received on the main fax@vantage screen, this will switch your view to the fax inbox where you can do a number of different actions. The only time an incoming fax can be attached to a client is while it sits in the inbox, do you should not delete faxes until you are certain of the workflow. The right to view received faxes on the fax server, is not a right that all users have due to an agency s security requirements. You have the option from this screen to To, which allows you to forward the to someone else. If the fax has been routed by , the mail icon next to the fax will no longer be greyed. If you select the Attach icon, this will take you through a wizard and attach the fax to the appropriate client. Upon doing this, the paper clip will no longer be greyed but actually show a color. You can also print a fax from this area or preview the highlighted item by clicking View Full Screen. Using Fax@vantage at the Desktop 11
12 A Sample Workflow Our first step begins with the completion of the Homeowners Application. When that application is complete, print it to (We will be sending this to the client for a signature along with a copy of the binder). Next we want to create a Binder from the application that will be sent to the mortgagee and the attorney. Also print this form to Fax@vantage. (You will have to choose this each time you want to send a job to the fax server.) Now our last step is to create a MEM bill in transactions and print the invoice We now have a total of three documents waiting to be faxed. NOW go into Fax@vantage... Our first fax will go to both the Attorney and the Mortgagee. They will be getting the binder and the invoice. So complete the CoverPage screen in Fax and click next. That will take us to the Recipient Information screen, where using the TAM Phone Book, we will pull the Mortgagee from the Leinholders section of TAM and add an activity to the client. We will manually type in the attorney s information. On the Add/Remove Documents screen, verify that only the invoice and the binder are in the Selected column and Delete Documents After Use is NOT checked. Then click Finish. Now back at the Fax@vantage main screen, click New Job. This time we are going to be faxing the Application and Binder to the client. Complete the Cover Page screen and click next. Using the TAM Phone Book, choose the client for fax. On the Add/Remove Documents window, you can delete the Invoice by highlighting it in the Available column and clicking on the X button we just won t be needing it anymore. Then move the Application and Binder to the Selected column and check the Delete Document After Use box. Click Finish are you are done!!!! Using Fax@vantage at the Desktop 12
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