PDF Filer Manual Revised 4/7/2007

Transcription

1 PDF Filer Manual Revised 4/7/2007 edocfile, Inc Willow Oaks Drive Valrico, FL Phone

2 Table of Contents Table of Contents Purpose Limitations Licensing Options Scanning CD Presentor The Main Menu Setting up the Program Step One Running the Setup Program Step Two Setting up Retrieval Profiles Optional Step Three Configuring the Method to Run the Application Assigning a Hot Key Placing an Icon on the Quick Launch Bar Setting Up Scanning Setting up Running the Application To Add a Document to the system Splitting a Document into different Sections File Retrieval Modifying a Retrieved File Modifying existing Documents Re-filing a misfiled document correctly Rearranging pages Using Fax Monitor Running Fax Monitor Batch Processing Archiving the Loan File CD Presentor

3 Purpose PDF Filer has been designed to provide a user of Calyx Point a logical method of quickly storing, retrieving, and creating PDF files that relate to their client s Mortgage Loan File. All files are stored on the users Network and there are no per file charges. The program utilizes Windows Security to place the mortgage loan documents in a file folder scheme based upon the Loan Officers Name, Borrowers Name, Calyx Point File Name and Document Type. Users of Microsoft XP Professional have an additional feature available to them that allows them to file an attached without first saving it. The option will install itself automatically if XP Professional is the operation system in use. Tiff images (faxes) can be converted to PDFs with PDF Filer. This is done by a monitored Hot Folder This allows the user to eliminate the printing of facsimiles. Limitations Encrypted files cannot be added without conversion. Recreating them with a PDF Creation program that prints to a PDF will not work. It is necessary to recreate the file as an image file and then recreate the PDF. To create the image file the user can use Microsoft Document Image Writer or request a tiff printer driver from edocfile. The second limitation is that the file must physically exist. If a user scans a file with Acrobat and tries to add it to the system it will not be added unless the user saves it first. It cannot read what Acrobat has in memory. The program will only work in a Network environment. Licensing The program is sold on the basis of installed Workstations. Additional options only need to be purchased for the Workstations they will be installed on. Options Scanning CD Presentor There are three options available for PDF filer. 3

4 1. Scanning Option - this option allows a user to scan a mortgage document directly into the system 2. Option this option allows an to be sent automatically to either or both the Loan Officer and Processor notifying them that the document is now in the system. This allows for documents to be centrally processed and the users notified of their presence. 3. CD Presentor this option creates a customized CD for the Borrower. All buttons on the CD can be configured to either open a file or run a program. The Borrowers loan file is automatically placed on the CD along with a letter from Mortgage Broker. The borrowers name, loan officers name, property address is also placed on the CD making it completely unique for the client. The Main Menu Shown here with all options The menu will vary depending Upon the operating system and options installed Auto File PDF This menu option is available only to users of Microsoft XP Professional. (It will not appear if Microsoft XP Professional is not installed) It is designed so that any PDF file open on a users screen can easily be added to the system. If a PDF is open and the program activated the user will automatically be prompted to file the document Retrieve File Allows for documents to be retrieved, appended and separated. Scan File Scans a file into the System File PDF s Opens a file folder containing PDF files and cycles through the documents prompting the user to classify the document by the documents contents. It also allows the user to separate the document into different document sections. For instance if a PDF was sent containing both the application and income documents they could be separated into two files. Turn On/Off Monitor Monitors the folder where the incoming files have been stored. This allows the user who has a network scanner to scan files to user s desktop where the user is automatically notified of the documents presence and prompted to 4

5 file it accordingly. It can also be used to remind a user that they have documents that need to be filed. Exit Exits the Program Setting up the Program Step One Running the Setup Program Begin by creating a file folder on the network where the images of the loan files will be stored. At this point everyone should have read/write privileges to this folder. Once the program has been used once on a PC, the administrator should go back and change the privileges on the folders that have been created by the PDF Filer. The folders created will match the Loan Officers name. The Loan Officer will need full access to their folder only. Processors who work on the loan officers file will also need read privileges. If the Scanning or Mail option is installed the person doing it will need full privileges to the folder. Map this drive to a letter that is available to all users. Run the Setup Program 5

6 1. Enter the Path to the folder where images are going to be stored. This should be the path mentioned above. 2. Enter a Path for the Document Section List. This can be a standardized list that is stored on the network or each user can have their own. If each user has their own list this path should be to a folder on the local PC. 3. Browse to the folder that the user will use to cycle through PDF files. This should be a path on the local PC. On a rare occasion if PDF Filer cannot determine the Path of an open file it can be saved here first. This folder is also used to store PDF s for later usage. For instance in the morning the user may go through numerous s and want to batch process the attachments at a later time. The attachments can be saved in this folder and the user can batch file them quickly at a later time. 4. Enter the folder that is going to be monitored for PDF files. This can be the same folder as above if the user wants to automatically be notified when a document arrives. It can also be set to monitor a folder that users scan to with a Network Copier/Scanner. This folder will be used as the output folder for monitoring for faxes. 6

7 5. Setup Document List options for the user. The user can be given rights to only use the default list, add a new type but not make it part of the list for all users or create a new type and update all user s lists. 6. Enter a Path for Retrieval Profiles. This can be a local path if each user wants to return documents in a different order, or a network path allowing all documents to be retrieved in a standardized manner 7. Select the version of Acrobat. If using Reader, download the latest version from Adobe. Click on Continue when Finished and a new Window will open Enter a list of document types. This list will appear on all of the drop down menus. It is suggested that there be a section called do-not-delete in the list. The do-not-delete section name can later be used for modifying documents that were accidentally filed incorrectly Click on Continue when finished entering document section names. A new Window will appear. Click on yes to setup this option. This option allows the user to automatically update the general tasks list when a document is entered into the system. 7

8 From the drop down list select which document type entered in the document section list relates to the document type in the General Tasks list. For instance, Calyx Pont uses the term Preliminary Report for a Title. If the user wants to call his Title Policy Title Insurance and have the task updated automatically. They would select Title_Insurance from the drop down list. The user also has the ability to disable this option by placing a check in the box Disable This Option When finished mapping the fields click on continue. This will finish the basic setup. Click on Exit to Finish the basic Setup. 8

9 Step Two Setting up Retrieval Profiles Optional Click on Start/All Programs / PDF Filer / Setup / Setup Retrieval Profiles A new Window will open The Profile Manager allows the user to create custom retrieval profiles. These profiles can be used to retrieve the documents in a specified bookmarked order, or allow a subset of all of the documents to be retrieved quickly. For instance, if one lender consistently wants certain documents and they want them in a specified order a profile can be created for that lender. To create a profile, select an item on the left side of the Window and use the arrow keys to add or remove it to the list on the right. The Up and Down buttons can be used to move the item up and down on the right side of the Window. This may take a while to get used to. 9

10 Once the list is in the proper order click on save and give it a name. The name used to save it will be the name that appears in the drop down list. When finished click on Exit. Step Three Configuring the Method to Run the Application The following icon will be on the users screen. The user can drag it to their Quick Launch Bar or Assign a Hot Key Combination to it. Assigning a Hot Key To assign a Hot Key, right click on the icon and select Properties Place the cursor in the Shortcut box and Press any key combination and then click on Apply and then Okay. 10

11 Placing an Icon on the Quick Launch Bar To place the shortcut in the Quick Launch Bar begin by right clicking on the Task Bar If Lock the Taskbar is checked, left click on it to uncheck it, and then right click the Taskbar again and select Toolbars. When the Toolbars Menu Appears Place a check mark on Quick Launch. Left click on the Icon and drag it to the Quick Launch Tool bar. Adjust the Tool Bar if necessary and then go back and lock the Taskbar. Setting Up Scanning From the Programs menu select PDF Filer/Setup Scanning. It is set to use default Scanner attached to the PC. In some cases settings may need to be changed, if experiencing any difficulties with your particular scanner call edocfile at for assistance. 11

12 Setting up Click on Start / All Programs / PDF Filer / Setup / Mail Client Browse to the folder where you want the settings stored and click on Continue. If the user has read/write privileges to this folder they will have the ability to add addresses for new employees automatically. What will occur is that if a match cannot be found for the Loan Officer or Processor the user will be prompted to add one saving a call to IT. If more than one user is using the Mail Option this file can be placed on a shared Network Drive allowing all users to be updated at once. Enter your mail settings provided by your ISP. If you are using an account such as Hotmail or Yahoo and do not have a POP mail account with SMTP, the SMTP server in XP Professional can be used. 12

13 Enter the names of the Loan Officers and Processors in the Enter Recipients Name box. They need to be added EXACTLY THE WAY THEY APPEAR IN THE DROP DOWN LISTS IN POINT. After the name add a semicolon and then the Loan Officer s and Loan Processor s address. When finished click on continue. Running the Application The program will prompt the user as to what to do. Once they activate the program all that needs to be done is for the user to read the instructions as they appear on their screen. The program will exit if they don t follow them correctly. There is no going back, if the user makes a mistake they must exit and start over. This will train the user to do it quickly each time. Some of the menus can be disabled after the user becomes more familiar with it. To Add a Document to the system With a PDF open activate the program by pressing the Hot Key Combination or clicking on the Quick Launch Icon. Click on AutoFile PDF Follow the Prompts that appear on the Screen they will take the user step by step through the process of adding the file. Splitting a Document into different Sections When the menu appears prompting for a Document Type, select Split Document 13

14 A new Window will open Enter the page range under Extract Pages for the document type. For instance if adding a Fax that was forwarded as a PDF to that contains the Application on pages 1-3, then a Bank Statement on page 4, on page 5 the last page of the Application and on pages 6-8 more Income Documents you would enter the following: Click on Continue 14

15 A new Window will open confirming the results of the Action. The user now has three options: 1. Delete Processed File and Continue If the user is processing files in a batch manner this will delete the original File. This assures the user that they will not be prompted to process the same document twice. This option should not be used if processing attachments with Auto File PDF as the attachment will be deleted from the . Once finished the user will be prompted to sent s if the option is installed. 2. Continue without Deleting Processed File This option is for processing attachments or reprocessing the document. It will leave the file in its original location allowing the user to process it again. Once finished the user will be prompted to sent mails if the option is installed. 3. Exit Application the original file remains intact and no is sent. File Retrieval Run the Application and click on Retrieve File A menu will appear 15

16 1. To Select a single document click on the Section Name and then Continue the document will be retrieved 2. To Select multiple sections as one PDF, click on each of the section names while holding the Ctrl key and then click on Continue 3. The user can select a profile from the drop down list and then click on continue, if a profile name is in the drop down list it will override any manual selection made by clicking on individual documents. 4. Open Folder for Editing PDF s opens the folder and allows the user access to the actual files. Any changes made here are permanent. If a user desires to remove a section this is where it would be done. 5. Exit Modifying a Retrieved File After a Document is retrieved the user will be prompted to modify the document. Click on Yes to Modify the Document 16

17 The user enters pages to be extracted and selects a Title for the section from the drop down list or types in a new section name. When finished the user click on continue to open the new file. No changes are made to the original Files. Modifying existing Documents Re-filing a misfiled document correctly Rearranging pages 1. Always start by backing up your work. 2. Run the Retrieval Program and Open the folder that contains the documents and make a copy of the originals Always backup first. 3. Rename the incorrectly filed document and then open it do not rename the file Temp. 4. Open the incorrectly filed document and reprocess it using Auto File PDF 5. Run the Retrieval Program again and Open the folder that contains the documents. Delete any files that were manually renamed Using Fax Monitor Fax monitor monitors a folder for tiff images. When it finds one, it automatically converts it into a PDF File and places it in the folder that is monitored by PDF Filer. This allows a user to be notified when a fax arrives. To setup the program: Click on Start / All Programs / PDF Filer / Setup / Mail Fax Monitor 17

18 A new Window will open Browse to the folder that contains the incoming facsimiles. Select a time in seconds that the folder should be checked and click on Continue. Setup is now finished. Running Fax Monitor Click on Start / All Programs / PDF Filer / Start Fax Monitor An Icon will appear in the System Tray showing the user that it is open and running 18

19 The program can be turn on and off by right clicking on the Icon in the System Tray Once turned off the Icon will change This informs the user that the folder is no longer being monitored. Batch Processing File PDF s allows the user to cycle through documents quickly and file them properly. This will open each of the files in the folder and prompt the user for the index information and then load the next document automatically. This makes it ideal for processing images that come from a Copier that can scan to a folder on a network or processing faxes. 19

20 The PDF file will open and the user can file it by clicking on Add, skip processing it now, Delete the file and Exit. The same prompts and menus appear as if the user were filing any document. When finished processing the file, the user should delete the original file so that they will not be prompted to file it again. To notify the user that documents are in their folder and ready to be processed the user would turn on the Monitor Function This checks the folder for incoming documents, notifies the user when they arrive and will launch File PDF s for them automatically. Archiving the Loan File Go to the client s file in Point and click on Click on Start / All Programs / PDF Filer / Closed Loan Files / Archive Loan File 20

21 This will combine all file sections and place one PDF file with the same name as the Point file in the directory that Point uses for storing the BRW file. This allows the file to automatically be moved with the BRW file if it is moved. To retrieve the Archive file, open the client s file in Point and Click on Start / All Programs / PDF Filer / Closed Loan Files / Retrieve Closed Loan Do not delete the original loan files until the loan file is archived and retrieved at least once. CD Presentor Contact edocfile directly for setup the price includes remote setup and training. 21