i-power DMS - Document Management System Last Revised: 8/25/17 Version: 1.0

Transcription

1 i-power DMS - Document Management System Last Revised: 8/25/17 Version: 1.0 EPL, Inc. 22 Inverness Parkway Suite 400 Birmingham, Alabama (205) / EPL (4375)

2 Property of EPL, Inc., 22 Inverness Center Parkway, Birmingham, AL , (205) , Fax (205) EPL, Inc. believes this document is accurate and reliable, and much care has been taken in its preparation. However, EPL, Inc. cannot accept any responsibility, financial or otherwise, for any consequences arising out of the use of this material. The information contained herein is subject to change. Revisions may be issued to advice of such changes or additions. The information and techniques contained in this document are the property of EPL and may not be disclosed in total or in part without the written permission of EPL, Inc EPL, Inc. All rights reserved.

3 i P a g e Contents OVERVIEW... II SECURITY... III Feature Key Required... iii User Record Update... iii DMS - DOCUMENT MANAGEMENT SYSTEM... 1 Accessing Documents... 1 Documents Tab... 2 Search Documents... 2 Browse Documents... 4 Action Icons... 5 Upload Documents Subscriptions Print Statements (Bulk Printing) ADMIN FUNCTIONS Manage Document Printers Manage Users and Folder Access Edit Users Manage Restricted Account Numbers Manage Restricted Account Numbers Manage Restricted Document Types Manage Restricted Document Types Query Audit Log Manage Document Type Aging Managing Document Types System Frequently Asked Questions and Answers Admin Frequently Asked Questions and Answers... 34

4 ii P a g e Overview EPL offers a Document Management System (DMS) for our Credit Unions. The DMS System converts paper documents to electronic documents that are organized, stored, managed and tracked. The DMS System permits the storage of auto saved documents, including i-power Reports, Statements, Notices, etc. Additionally, users may scan and upload documents of any file type and can quickly extract necessary information by using appropriate fields to index the document. These documents become an electronic database that can be accessed by users throughout your credit union. The electronic storage option allows employees to use keywords to search for files or documents without ever having to leave their desks.

5 iii P a g e Security Feature Key Required A feature key is required for access to the Document Management System. Notify your Relationship Manager or Product Support for assistance. User Record Update Once the feature key has been activated, the User Record for any staff member requiring access to reports should be updated by the Institution Manager. Manager/Institution/User Access Management/Users Select the User Enable DMS Access

6 1 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m DMS - Document Management System Once a credit union is enrolled in EPL s Document Management System (DMS), a SSO option will be available permitting access to the DMS. Member Services / Doc Management System Accessing Documents When you select, Doc Management System, from the i-power Member Services menu the application will route you to the Document Management System Home screen. Choose from the following tab options: Home Documents Print Statements Logout

7 2 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m Documents Tab Provides access to documents stored in DMS Search Documents Browse Documents Upload Documents Subscriptions Search Documents Document Description User may type the name of the specific document or select from the dropdown of all reports available. The list is provided in alphabetical order Document Date defaults to current date, calendar permits user to choose a date range o Tip: Pulls on Report Date not Prepared Date because sometimes reports are ran/prepared at different times. Account Individual document search associated with a particular account number that uploaded, scanned or auto archived o Tip: Can be used for Statement searches Account Suffix Users may further define search by specific suffix

8 3 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m Account Name Users may search by the member s name if the document was stored using the members name o Tip: Can be used for Statement searches Folder-- The Folder option permits the user to search in a particular report type for the information entered in the fields above File Name/Report ID- User may search by Report Name or Report ID for the information entered o Tip: You can use a wild card of % to search for reports that start with the same information. For example, if I want to search for all reports that contain 500 I can search %500 and the system will pull all reports that start with 500. Document Type - Uploaded Document, Scanned Document or Archived Document Title The DMS System permits the upload or scanning of documents, credit union s may attach a Title to the report for search purposes Teller Search for reports or documents stored by a particular Teller Number Origin - Loan Document, New Account, New Member, etc. Keywords During uploads and scanning of documents, credit union s may attach keywords Content Search (last 6 months) This is an ALL Documents, ALL Files, ALL Reports info Search except Statements

9 4 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m Browse Documents This option allows the user to view folders and/or reports based on their permissions (defined within the Manage Users section). Users can access by either: 1. Selecting Browse Documents from the Documents menu 2. Selecting, Browse from the Search Documents screen When selected, application will display the Root menu and the list of folders available for viewing. The user can research as follows: Browse by Date by entering a date range and selecting Filter. Application will display documents in descending date order. o Tip: You must select a folder option to view the information based on the date range entered. Browse by Folder by selecting a folder and viewing documents, as appropriate. o Tip: Some folders have sub-folders where additional folders will be available. Example: Reports Folder > Sub Folders of all Report Types displays for user selection. o Tip: To go back to the original folder list select, Root.

10 5 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m Action Icons The application will allow the user to perform different functions based on the type of document. The following icons permit the following actions: Download using Word Download using Excel (See How to Parse Data) Download using Adobe View File Details Individual File Download Notes Multiple Downloads of Selected Reports Once Multiple Reports are selected, choose Download Selected Files

11 6 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m How to Parse Data When you download using Excel all of the information will be displayed in one column. In order to parse out the data you will need to do the following. 1. Download using Excel and Open Document. 2. Highlight column A that contains the combined data 3. Select, Data tab in the ribbon, then look in the Data Tools group and select, Text to Columns. Application will display the Convert text Columns Wizard

12 7 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m 4. Choose Delimited and select, Next 5. Select Space (as the deliminer) and select the box next to Treat consecutive delimiters as one and select, Next

13 8 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m 6. Select, General under Column Date Format and select, the red arrow/spreadsheet icon next to the Destination text box 7. Highlight the columns you wish to contain the split data by selecting the letters directly above the columns (or manually click and drag to select the cells you wish to contain the split data) and select the red arrow/spreadsheet icon once more to return to Wizard

14 9 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m 8. Select, Finish

15 10 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m How to Add Notes The application will allow you to add/view notes that are associated with the document. Each note is stored with the document and will keep a file maintenance record of the note details including date, time, user that added the note and the actual note entered. When the document is purged the notes associated with that document will also be purged. Select, Note Icon. Application will display a pop-up box that will display the following: Report Name and Date Added Notes- File Maintenance Log and Details about notes associated with the document New Note- Ability for the user to add notes Add Note- Ability to add the note Finished- Ability to exit or cancel out of the notes

16 11 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m Upload Documents The Document Management System allows credit unions to upload and store their own documents using the Upload Documents Option. Please note that this capability requires setup and the credit union must contact EPL Product Support, as appropriate. The documents can be any file type Multiple fields are available to index each document Use the Search or Browse option to locate the document when needed Note: The more values entered, the easier to locate a document in the DMS System

17 12 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m Subscriptions i-power generates numerous reports on a daily basis. Credit Unions may use the subscription option to identify the reports they most frequently use. This will enable the credit union to extract those frequently used reports without conducting a search each time. When Subscriptions is selected from the Documents menu, the application will display all subscriptions, allow to view/edit/etc., and add additional subscriptions. Add Subscription Select, Add Subscription, to add a new subscription. The application will display the Edit Subscription screen where you can complete the required fields. See details below. Detail Provide a Subscription Name Required Field Tip: Use a name that will help you identify what is in the subscription. (i.e. Balancing to Network)

18 13 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m Subscription Item Entry User may add documents to the Subscription along with the document criteria. Filter- This lists all reports by the Report Number. You can search by Report Number, select and then select Add. Application will add it to the list. Or- This lists all reports by the Report Name. You can search by Report Name, select and then select Add. Application will add it to the list. Frequency- This allows you to select the frequency of the report you want to view. Valid Values includes: o Current Day (Will only display the current date within the Subscription) o Current + Prior Day (Will display 2 reports- Current Date and Prior Date) o Last 3 Days (Will display the last 3 days of reports) o Last 7 Days (Will display the last week of reports) o Custom (Allows you to enter the number of days) Export Pages- This allows you to specify the page details that you want to export (application will automatically export this information in the subscription and allow you to save to your PC or print the document). Here are the values you will need to enter: o ALL- This will export ALL pages within the Report o LAST- This will export the last page of the report o 1- This will export the first page of the report o 1,2,3- This will export the first three pages of the report o 1,15,LAST- This will export the first page, page 15 and the last page of the report Finished- When selected, will save the subscription information. Delete- Will delete the subscription. When selected, application will display application error asking if you want to delete the entire subscription. Subscription List User may select a report based on the Report Number (Select Document Type) or Report Name (Select Document Description) Document Type- This lists all reports by the Report Number. You can search by Report Number, select and then select Add. Application will add it to the list. Document Description- This lists all reports by the Report Name. You can search by Report Name, select and then select Add. Application will add it to the list. Frequency- Displays the frequency of the report. Export Pages- Displays the details of which pages from the report to export. Up/Down- This allows you to move documents up and down in the list o Note: The application will display and export report details in the order of the subscription. Edit- This will allow you to edit the details of the report criteria (Frequency and Export Pages) - When selected, application will display application error asking if you want to delete that particular document.

19 14 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m View Subscription Items Select Subscriptions from the Documents menu and select, View next to the corresponding subscription you want to view. When selected the application will display the subscription documents along with the corresponding information and action icons. User has the ability to select the report to view, add notes or export together with other reports to download and to auditors for example or print out. Tip: Select this checkbox to automatically select all reports Action Icons The application will allow the user to perform different functions based on the type of document. The following icons permit the following actions: Download using Word Download using Excel (See How to Parse Data) Download using Adobe View File Details Individual File Download Notes

20 15 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m Edit Subscription Items Select Subscriptions from the Documents menu and select, Edit next to the corresponding subscription you want to view. Application will display Edit Subscription where you can edit accordingly. See Add Subscription above for additional details.

21 16 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m Print Statements (Bulk Printing) The print statements tab provides the credit union with an option to print there statements without sending them to a Vendor. A PDF file can be saved to any storage device or the file can be sent to a printer. Note: This service requires a configuration setup. Please contact Network Helpdesk Support Select, Add Print Queue

22 17 P a g e D M S - D o c u m e n t M a n a g e m e n t S y s t e m Complete fields and select, Queue Print Batch Select, Confirm Print Batch Application will route to the Statement Printing Queue where all batches will display the information and status.

23 18 P a g e A d m i n F u n c t i o n s Admin Functions Many administrative capabilities are available within Manage tab. Please note that only users with this permission will be able to view this tab (*See Manage Users and Folder Access). Note: The system has additional administrative functions that are enabled/disabled based on the credit union and their IT setup/configuration. System o Manage Document Printers Document Types o Manage Document Type Aging Security o Manage Users and Folder Access o Manage Restricted Account Numbers o Manage Restricted Documents o Query Audit Log

24 19 P a g e A d m i n F u n c t i o n s Manage Document Printers Provides access to configure and setup printers in order to perform bulk print statements capabilities. Note: This service requires a configuration setup. Please contact Network Helpdesk Support When you select the Manage Document Printers link under System the application will route you to the configuration screen for managing printers. EPL will assist you with the initial setup. The screen will display the printers that you have available for printing statements and will allow you to delete and add new printers, as appropriate.

25 20 P a g e A d m i n F u n c t i o n s Manage Users and Folder Access Provides access to configure and setup user permissions and accessibility. When you select the Manage Users and Folder Access link under Security the application will route you to the Managing Credit Union Users screen. The system will display all users that have permission to DMS via i-power. Add User- Ability to add a new user (Do NOT use- this will be done for you in i-power) Full Name- Users Name User Name- The system generated 9 digit key Password- The system generated password. Users will NOT need a password since SSO. Last Login- Date/Time of last login Edit- Ability to edit users permissions Note: Users must select the Doc Management System link from Member Services Menu within i-power in order to setup a key within DMS. Once created an administrator can edit their permissions. Each user will default to Read-Only access for all folders except Secured Statements.

26 21 P a g e A d m i n F u n c t i o n s Edit Users When you select, Edit the application will display the CU User Login screen that outlines the user and permission/role options available. The screen is divided into 3 main sections: Detail- User details calculated by i-power and checkbox capabilities to enable certain areas of the system and user permissions. o Please do not change the Full Name, User Name, Password, or Teller Initials. If changed, the user will not be able to access via the SSO and will result in multiple records. User Identifier- Calculated by i-power to setup the initial user template. Access Level- Ability to include restricted accounts and/or restricted documents and provide access and permissions at each folder level. Note: All users will default to Read-Only access for all folders except Secured Statements.

27 22 P a g e A d m i n F u n c t i o n s Detail User details calculated by i-power and checkbox capabilities to enable certain areas of the system and user permissions. Full Name- Users Name calculated by i-power. Do NOT edit (if changed will result in multiple user records for the same user) User Name- The system generated 9-digit key calculated by i-power. Do NOT edit (if changed will result in multiple user records for the same user) Password- The system generated password. Users will NOT need a password since SSO. Do NOT edit (if changed will result in multiple user records for the same user) Address- Not required for your configuration. EPL use only. Teller Initials- Not required for your configuration. EPL use only. DMS Administrator- Provides administrative rights. If selected, user will see the Manage tab and be able to perform administrative system roles. Can Print Statements- Provides the ability to print bulk statements. If selected, user will see the Print Statements tab. Can Delete Member ID Images- Not required for your configuration. EPL use only. Can Upload Documents to DMS- Provides ability to upload documents into DMS. If selected, user will see the Upload Documents option under Documents tab. Template for New SSO Accounts- Not required for your configuration. EPL use only.

28 23 P a g e A d m i n F u n c t i o n s Access Level Ability to include restricted accounts and provide access and permissions at each folder level. Copy settings from- This allows you to select a user and copy there particular user permissions. This is a shortcut. Restricted Account List- This allows you to restrict certain accounts from the user. For example, if you want to restrict employee account information you can select so that the particular user is not able to view that account. If the Restricted Account List field is left blank, the user will be able to see documents for all accounts. See Manage Restricted Accounts for more information. Restricted Document Type List- This allows you to restrict certain documents from the user. For example, if you want to restrict certain documents within a folder but not the entire folder. See Manage Restricted Documents for more information. Folder Permissions o No Access- Hides the entire folder and contents from the user. The folder, child folders and all files are not presented to the user. This setting overrides all other settings. o Read- Provides ability to view the contents of folder. This setting is automatically enabled if Write or Move/Delete is enabled. o Write- Provides ability to update file settings for files in this folder, and can upload or move files into this folder. o Move/Delete- Provides the ability to move and delete contents within the folder o <If Nothing Selected> - If no folder permissions are defined for a folder, the permissions will inherit from parent folders. For folders that are on the root with no Folder Permissions defined, they will be treated as if the user has No Access.

29 24 P a g e A d m i n F u n c t i o n s Manage Restricted Account Numbers Provides ability to definite lists of accounts that will not be visible to users of the Document Management System. When you select the Manage Restricted Account Numbers link under Security the application will route you to the Managing Restricted Account List screen. You have the ability to create new restricted lists or to edit existing ones.

30 25 P a g e A d m i n F u n c t i o n s Manage Restricted Account Numbers To define a Restricted Account List, you must specify a name for the list and at least one account. Detail o List Name- Specify the name that you want associated with the list (i.e. Employees, Board Members, etc.) Accounts o <Free Form Box>- Enter an Account Number that you want to include in the list and select, Add Account Number. Application will display the account number in the corresponding box. To remove an account number select it from the list in the box and select, Remove Account Number. Note: You can setup multiple lists so that you can restrict different groups of accounts for different users. For example, you may want to setup Employees and Board Members.

31 26 P a g e A d m i n F u n c t i o n s Manage Restricted Document Types Provides ability to definite lists of documents that will not be visible to users of the Document Management System. When you select the Manage Restricted Document Types link under Security the application will route you to the Managing Restricted Document List screen. You have the ability to create new restricted lists or to edit existing ones.

32 27 P a g e A d m i n F u n c t i o n s Manage Restricted Document Types To define a Restricted Document List, you must specify a name for the list and at least one account. Detail o List Name- Specify the name that you want associated with the list (i.e. Payroll, etc.) Documents o <Drop Down Box> - Select the Report ID that you want to include in the list and select, Add Doc Type. o <Free Form Box>- Enter a Report ID that you want to include in the list and select, Add Doc Type. Application will display the document in the corresponding box. To remove a document select it from the list in the box and select, Remove Doc Type. Note: You can setup multiple lists so that you can restrict different groups of documents for different users.

33 28 P a g e A d m i n F u n c t i o n s Query Audit Log Provides access to query access into the system, the actions performed and the documents that were viewed. When you select the Query Audit Log link under Security the application will route you to the Query Audit Log screen.

34 29 P a g e A d m i n F u n c t i o n s Manage Document Type Aging Provides ability to define a particular lifespan for a specific Document Type that is imported into DMS. Any documents that are in the system longer than the defined aging value will be automatically removed from DMS. Note: This is enabled for particular credit unions based on credit union configuration and IT. If not enabled for your credit union and you want it enabled, please contact Network Support When you select the Manage Document Type Aging link under Document Types the application will route you to the Manage Document Type Aging screen. Add Document Type- Link to add a new document type. Document Type o Name- Name of Document o Aging Days- Number of Days to keep on the system. Note: All documents will be stored for a minimum of 2 years. o Edit- Ability to Edit settings

35 30 P a g e A d m i n F u n c t i o n s Managing Document Types To define a Document Type Aging, you must specify the Document Type and how long, in days, to keep the file. Document Type- This is case-sensitive Document Aging (in days) - Specify the number of days the document will be available within the DMS system. Document Aging will automatically be applied to any existing or imported files into DMS, through specific documents can override the Document Aging. Note: A separate service will need to be configured by EPL before the purging can take place.

36 31 P a g e A d m i n F u n c t i o n s System Frequently Asked Questions and Answers Q: When searching for a report I am not seeing everything. A: The system pulls based on the actual Report Date and not the Prepared Date. Many credit unions setup the system to prepare a report at different times and therefore, for consistency the system will always use the Report Date. Q: I am trying to find Statements with a date range and not getting anything back. A: Due to the amount of Statements in the system, the application requires that you search for Statements using the following Search Options: Account and Account Name. Q: How can I search for all reports that start with a specific set of numbers (i.e. 500)? A: You can use a wild card of % by using the Search Option, File Name/Report ID, and entering %500. Q: If I want to search using a string (i.e. a few numbers in a set of numbers- such as Pre-Auth) how do I do it? A: When doing a full text search it will match full words or prefixes (SQL servers Full Text engine requirements). If doing a prefix or string you will need to add an asterisk at the end so that the system knows (i.e. mem* to find words like member). Q: I am trying to find an ACH outage for $34.56 but it is only going back 6 months? A: The system provides full text search capability for the last 6 months. Q: When I a browsing for documents and enter a date range the system doesn t show me anything? A: The system will organize the search records in descending under the appropriate folders and subfolders. Example, if you are looking for reports from 06/20/2017 to 06/21/2017 for Loans you would enter the date range, select Filter, select Reports and then select Loans. Q: How do I see all the reports for one category- such as Management? A: Some reports have sub-folders under the Browsing Documents section and therefore, you would need to go to the appropriate sub-folder and search accordingly. Management is under the Reports folder. Q: When I download using Excel why is everything in one column? A: You will need to parse the data. See How to Parse Data for instructions. Q: When I am searching for a document, the application displays the following error: A query was caught during the execution of a retrieval query. Timeout expired. The timeout period elapsed to completion of the operation or the server is not responding. A: Try narrowing your search range and try again. The system is not able to pull all of the information in the allocated timeframe provided by the database (SQL limitation).

37 32 P a g e A d m i n F u n c t i o n s Q: I am searching the documents and not able to see a particular folder or document that other people are able to see? A: This is due to your user setup. Each folder, sub-folder, etc. have the ability to provide various permissions. Contact your system administrator to view your user setup. Q: I am receiving the following error when I am trying to print documents: Error-404- Page not Found. A: This is an issue due to a Microsoft Windows update in Internet Explorer. Please contact Network Helpdesk Support. Q: I cant pull a report from 2014? A: DMS only contains documents starting from Any documents prior to 2015 are located on an external drive that was sent to the credit union from EPL, Inc. (archive documents , if applicable). <Note: Typically the credit union will want to store 2 years worth of documents within the DMS system and archive any documents prior to> Q: I can t pull a tax form prior to 2016? A: DMS only contains tax forms starting from 2016 from SI Solutions (for prior tax forms you will need to access the external drive that was sent to the credit union from EPL, Inc. (archive documents , if applicable). Q: Why can t I see my 2016 tax forms? A: Because your credit union used a different statement provider that the EPL preferred vendor, SI Solutions, and your statement provider did not provide these documents to EPL. Q: Why Don t I see Doc Management System under Member Services Menu A: You must have this enabled within your Users institution settings. Once enabled (Enable DMS Access) you will need to log out and back into i-power to see the new dropdown option Doc Management System located under Members Services. Q: How can I print on both sides of paper when doing Print Statements? A: This is a setting within your Devices and Printers via Control Panel. To setup, following the instructions below: a. Close all browsers b. Open Control Panel c. Select, Devices and Printers d. Select the printer you want to use for printing statements e. Right Click f. Select, Printer Properties g. Select, Preferences h. <depending on printer installed- typically on Fishing Page or Frequently Used Settings> a. Select, Duplex (Printing on Both Sides) (also called 2-Sided)

38 33 P a g e A d m i n F u n c t i o n s Q: What are Statement Restricted? A: These statements are not to be distributed (via mail or electronic) to the corresponding member due to certain regulatory criteria including charge off loan and bankruptcy. These are conditioned in the database by program VCI740 where if criteria is met it populates a type of D on the statement (which tells the system how to transmit them). The DMS sweeper reads the D and puts the statements in the Restricted Statement Folder. Q: Why can I not view some of the Statements in a PDF format? A: When EPL imported data from third party statement providers into DMS, in many cases, we only received a text file and therefore, were not able to offer the ability to view in PDF. Q: How can we change our timeout period in DMS? A: The timeout is defaulted to 30 minutes. To change this timeout period you will need to contact EPL Product Support. The setting is in the web.config file of the Web App (<add key= LogoutWaitSeconds value= 1800 />) Q: What types of reports are in STANDARDCHECK in DMS? A: These are images of the checks written by the credit union but only applicable if the credit union uses generic check printing software. If the credit union uses Wycom this folder will be empty.

39 34 P a g e A d m i n F u n c t i o n s Admin Frequently Asked Questions and Answers Q: How do I setup users in DMS? A: You will never add users through DMS directly (this is for IT staff that need to access the system outside of i-power and works a bit differently). We want i-power to setup the user link through the SSO. To set someone up you will need to do the following: 1. Update their user record in i-power by selecting Enable DMS Access 2. Ask the employee to log into i-power and to select Doc Management System from the Member Services Menu 3. Ask the employee to notify you once that is done (you may need to update their roles/permissions- remember the system will automatically default them to Read Only access for all folders) 4. If you want to provide more roles/permissions go into DMS and edit their user. If changes are made- ask the employee to log out of DMS and i-power and log back in Q: Why doesn t this user have the Print Statements tab? A: See Manage Users and Folders for details. You will need to provide them access by editing their user within DMS and selecting, Print Statements. Q: How do I block Employee Statements from other Employees? A: See Manage Restricted Account Numbers for details. You will need to setup a restricted list and update each user record by applying the restriction list. Q: How do I block certain documents in a folder (i.e. Payroll)? A: See Manage Restricted Documents for details. You will need to setup a restricted documents list and update each user record by applying the restriction list.