BANKMANAGER ELITE Scanning & Indexing · 2019-11-07 · need to be sent to a Bucket in BankManager Elite Indexing Screen where documents will be indexed/filed to Customer files from

BANKMANAGER ELITE Scanning & Indexing

USERS CONFERENCE OCTOBER 2019

Table of Contents Scanning & Indexing ............................................................................................................. 3

ScanManager Navigation .................................................................................................. 3

ScanManager Screen........................................................................................................... 4

Barcode Setups ........................................................................................................................................... 4

User Settings ............................................................................................................................................... 5

Separate Pages ............................................................................................................................................ 5

Keep Pages Together .................................................................................................................................. 5

Scanning Documents from Desktop Scanner ................................................................... 7

Uploading Files/Uploading Folders ................................................................................... 7

Drag and Drop a File ......................................................................................................... 8

Viewing Scanned Images/Documents............................................................................... 8

Combine Images/Documents .......................................................................................... 10

Reorder Images/Documents ........................................................................................... 11

Insert PDF File/Documents ............................................................................................. 12

Separate Image/Document Page(s) ................................................................................ 12

Delete a Page from an Image/Document ........................................................................ 13

Delete Document ............................................................................................................ 13

Transfer Documents to Bucket ........................................................................................ 14

Access Buckets ............................................................................................................... 15

Docs Direct ..................................................................................................................... 17

Indexing/Filing Documents .............................................................................................. 18

Edit Imaged Documents .................................................................................................. 22

Combining Imaged Documents ....................................................................................... 23

Imaging Screen .................................................................................................................. 24

Insert Scanned Document into Existing Imaged Document ............................................ 24

Edit Imaged Documents ..................................................................................................... 27

Add Comments to Imaged Documents ........................................................................... 28

Copy Document to another Customer’s Imaging Screen/Document Tree ....................... 29

Combine Imaged Documents .......................................................................................... 30

Separate Imaged Documents .......................................................................................... 31

Modify Imaged Documents ............................................................................................. 32

Scanning & Indexing

The ability to Scan and Index is based on the permission settings of User Role If using a Desktop Scanner, turn scanner on before logging into ScanManager. The same username and password are used for both the ScanManager and

BankManager Elite systems. There are two methods of scanning:

1. Network Scanner (printer/copier/scanner)

2. Desktop Scanner (attached to the computer) Once documents have been scanned and edited, the document images will need to be

Indexed (filed) using the Indexing Panel The Indexing Panel is located in both ScanManager and BankManager Elite

ScanManager Navigation

When ScanManager is opened, it defaults to an Imaging Screen:

To access ScanManager, CLICK ScanManager:

ScanManager will open in a new window

NOTE: There will now be two windows open, Imaging and ScanManager. If the User closes the Imaging window, this will close the ScanManager window and completely log the User out of ScanManager.

ScanManager Screen OCR Template Selection, Auto Index Preview and OCR Template Settings - These three (3) icons are currently in development and not functioning to full capacity.

Barcode Setups – (This feature is only applicable for

barcode scanning) User to set up multiple Barcode Settings (i.e. set up barcodes for Loan documents originated from one system platform, and set up barcodes for Deposit documents originated from a different system platform)

1. CLICK New

2. ENTER Format Name

3. SELECT Barcode Format Type

4. Complete applicable settings

(Either Barcode with Separator

Options or Fixed Length Barcode

Options)

5. CLICK Add

6. SELECT new barcode from Barcode Format

dropdown menu

7. SELECT Barcode from Mode dropdown menu

User Settings - (This feature is only applicable for barcode

scanning) Allows User to set Barcode Location on Page, and Barcode Resolution (also includes settings for OCR future enhancement functions).

Separate Pages – Scans multiple pages into ScanManager as separate documents (i.e. if 10 pages are put into the scanner together at one time, each page will become a single document in ScanManager . . . 10 documents will appear in ScanManager, rather than one 10 page document).

CLICK Separate Pages Icon to Keep Pages Together:

Keep Pages Together – Scans multiple pages into ScanManager as

one multipage document (i.e. if 10 pages are put into the scanner

together at one time, they will appear as one document with multiple

pages).

Scan – After placing document(s) in scanner, CLICK Scan Icon to

scan them into ScanManager.

Customize the screen layout using the Thumb View dropdown menu and select Left,

Top, Right or Bottom Thumb View can be changed at any time

Left – Renders scanned documents along the left side of the image viewing window Top – Renders scanned documents along the top of the image viewing window Right – Renders scanned documents along the right side of the image viewing window Bottom - Renders scanned documents along the bottom of the image viewing window Classic – Removes the Indexing Panel and icons to modify image; Scanned documents will

need to be sent to a Bucket in BankManager Elite Indexing Screen where documents will be

indexed/filed to Customer files from an Indexing Panel in BankManager Elite

ScanManager provides two options for Indexing/Filing documents:

1. Scan documents and index/file documents directly to Customer files from an

Indexing Panel in ScanManager

2. Scan documents and send them to a Bucket in BankManager Elite and

index/file documents to Customer files from an Indexing Panel in

BankManager Elite

Note: The scanner settings will determine if multiple documents scanned at one time will come

into ScanManager as one large PDF or as single, individual pages

Scanning Documents from Desktop Scanner

If using a Desktop Scanner (attached to computer):

Place documents in scanner

Select scanner from Scanner dropdown menu If scanning documents with bar codes, select bar code vendor from Barcode

Vendor dropdown menu

Barcode Type dropdown

menu is for bar code setup with

Customer Care; User will not

need to use this dropdown If using a Network Scanner (printer/copier/scanner):

Scan documents

Upload File or Upload Folder (see Uploading Files/Uploading Folders section of User Manual)

Uploading Files/Uploading Folders

To Upload Files:

1. CLICK Upload File Icon, OR if importing a folder, CLICK Upload Folder

2. A new window will open; Search for desired file(s)/folder

Hold down the Ctrl key to select multiple files

Only one folder at a time can be uploaded

3. A window will open asking if User would like to

delete the original file. Always select NO if

uploading file(s)/folder from a network

file/intranet (example: all appraisals kept in a

public/shared network file). Otherwise, select

YES if duplicate document is not needed, as it

will now be virtually filed and stored in

BankManager Elite.

Drag and Drop a File

To Drag and Drop a File (this method does not work for folders), locate file (from folder or email) and drag and drop file into ScanManager

Viewing Scanned Images/Documents

Documents will scan into a “Working Folder” with current date (date documents are scanned)

Documents will stay in the dated folder until indexed/filed or transferred to a Bucket in BankManager Elite

Only the User who scans the documents will be able to view/access in ScanManager until they have been indexed/filed into Customer’s file or transferred to a Bucket in BankManager Elite (unless Users share the same work station for scanning, as the images are stored on the workstation)

CLICK on date to open folder and load documents

To adjust the thumbnail size, select size from Thumb Size dropdown menu:

If Thumb View is set to Left, Top, Right or Bottom:

CLICK on document to view

Use arrows at bottom of screen to navigate through multi-page document

Manipulation tools on top Tool Bar

If Thumb View is set to Classic:

DOUBLE-CLICK on document to view in new window

Use arrows at bottom of new

window screen to navigate through

multi-page document

Manipulation tools in Tool Bar

above document within the new

window

Zoom in or out to adjust viewed document size

Rotate Images/Documents

Rotate only the page currently being viewed clockwise or counterclockwise

Rotate entire document (all pages) at the same time

Combine Images/Documents

To Combine Images/Documents:

1. CLICK on first page to highlight

2. Press and hold down Shift key

3. CLICK on last page to highlight (all pages in between will automatically be

highlighted to be combined in that order)

Note: Press and hold down Ctrl key to CLICK and highlight each

page/document one at a time in the order they are to appear

4. CLICK Combine Icon

Reorder Images/Documents

Swap currently viewed page with another in document:

1. Select page in window to swap

2. CLICK Swap Pages Icon

3. Select page to swap with

4. CLICK Swap

Move currently viewed page in document:

1. Select page in window to move

2. CLICK Move Page Icon

3. Select page to move to

4. CLICK Move

Insert PDF File/Documents

Insert a file/document at currently viewed page in document:

1. Select page in window to insert new file/document

2. CLICK Insert Document Icon

3. Select file/document to insert (must be a PDF)

Separate Image/Document Page(s)

Separate a page or all pages of document:

1. CLICK Separate Document Icon

2. Select page number to separate OR select All from Separate page

dropdown menu

3. CLICK Separate

4. Page(s) will return to thumbnail view

Delete a Page from an Image/Document

Delete a Page from an Image/Document:

1. Select page number to delete

2. CLICK Remove Page Icon

3. Page will be deleted

Delete Document

To Delete Document:

1. CLICK on Thumbnail/Document to highlight

2. CLICK Delete Document Icon

3. Document will be deleted

Transfer Documents to Bucket

Once all documents in file have been manipulated (documents can also be manipulated

post-transfer), they can be transferred for indexing/filing to a Bucket. Documents transferred to a Bucket can be accessed by all

Users with permission setttings of assigned Role. Only the User who scans documents into ScanManager can view and access

documents in the Working Folder.

(Note: Images in Working Folder are stored on that Work Station; therefore,

ALL Users who share the same Work Station for scanning, will be able to view

ALL documents in that Working Folder and will need to transfer to their Bucket

in order to access documents from User’s own computer/Work Station) To Transfer Documents to a Bucket (Use this option if filing Bar

Coded documents):

1. Select a Bucket to transfer documents 2. CLICK File Batch Icon 3. ALL documents currently in that folder will be transferred to Bucket (Barcoded

Documents will auto index/file to Customer; however, any documents with barcodes that are not recognized will be transferred to selected Bucket for manual indexing/filing)

Access Buckets

Buckets can be accessed in both ScanManager and in BankManager Elite

To access Buckets in BankManager Elite:

1. Log in to BankManager Elite

2. CLICK Imaging Tab and CLICK

Document Indexing in dropdown

menu

3. Select Bucket Documents were transferred to

from Bucket dropdown menu in Indexing Panel

4. The number of documents in the Bucket will

appear to the right of the dropdown

5. Retrieve documents by entering the number to

retrieve

a. User may choose to retrieve all documents or

as few as 1

b. Document will be retrieved in the order in

which they were scanned

6. CLICK Grab or press EnterDocument thumbnails will download

RELEASE returns all images currently “Grabbed” (removed from a bucket) by User back into the selected bucket allowing other Users with Role permission settings to access documents from the selected bucket.

For example, JJohnson is logged in the system under his username and password and has two documents in his bucket:

He removes the documents from his bucket but

does not file them and logs off the system:

Another User, DLong, tries to retrieve

JJohnson’s documents to index. DLong is

logged in the system under her username and

password and selects JJohnson’s bucket, but

when DLong Grabs (removes) the documents

from JJohnson’s bucket, the documents do not

appear.

This is because JJohnson did not Release the documents, which would have sent them back into the bucket. DLong will need to contact Admin to release locked images from JJohnson’s bucket.

All of the same icons to modify the images are also in the Indexing Screen in

BankManager Elite:

To COMBINE Documents/Images:

1. Select images/documents to combine (see Combine Images/Documents section of User Manual)

2. CLICK Modify Images Icon 3. CLICK Combine Documents in new

window

To Swap, Reorder, Separate or Remove Pages, Insert a File or Delete Document:

1. Select image

2. CLICK Modify Images Icon

3. Complete task in new window

Docs Direct

If Using Docs Direct:

1. Log in to BankManager Elite

2. CLICK Imaging Tab and CLICK Document Indexing in dropdown menu

3. CLICK Docs Direct Import Icon

4. Select provider from Forms Provider dropdown menu

5. CLICK Start Import

6. Customer file will be built and documents auto-indexed/filed

Indexing/Filing Documents

If Indexing/Filing Documents in ScanManager, set Thumb View to Left, Top, Right, or

Bottom If Indexing/Filing Documents in BankManager Elite, Thumb View is defaulted to

Left Work the Indexing Panel from top to bottom

1. Document Will Be Filed To: Indexing To is the Customer the document is to be filed to The name of the customer User last viewed appears above the search bar Search Customer by typing customer name, loan number, or

account number in the search field and CLICK Enter

Customer list will appear below Using scroll bar to the right, search for Customer (or loan/account number) and CLICK

on name The new customer name will now appear above search bar.

2. Attach Document: A list of all Active Loans associated with the Customer will default in the next section of the

Indexing Panel. To attach document to a loan or account; attach as Direct Liability, or simply file document at Customer level (not attaching to a loan/account or as a Direct Liablity):

1. Select Loan or Account (Internal is for Document Drawers) a. Selecting Loan will provide a list of Loan Documents b. Selecting Account will provide a list of Account Documents

2. Select Active, Inactive, or All a. Active will display a list of Customer’s Active Loans/Accounts to select from b. Inactive will display a list of Customer’s Inactive Loans/Accounts to select from c. All will provide a list of All (both Active and Inactive) Loans/Accounts

3. CLICK checkbox next to loan/account to attach document to (can select multiple)

4. CLICK checkbox next to Direct Liability to attach selected document to all current

and future Loans/Accounts (i.e. financial statements)

5. Do not check box i f document not attached to Loan, Account or Direct

Liability

3. Name Document: The Document Name list defaults to

the 25 last document types used

(In ScanManager, the Document Name list defaults to all document types)

4. Date Document: Enter the date of the document by either typing or using Calendar Icon

Use these shortcuts for entering dates (CLICK in date field and type letter):

T = Today (current date)

Y = Yesterday (day before current date)

M = One Month from current date (adjust the day as needed)

Q = Quarterly (3 months from current date; adjust day as needed)

S = Semi-Annual (6 months from current date; adjust day as needed)

A = Annual (one year from current date; adjust day as needed)

U = UCC; sets date 54 months from current date (adjust day as needed)

5. File Document: CLICK File Document

If the document is a current open exception, a Clear Exception window will open (Only Users with permission rights to clear exceptions will see this window):

Clear Exception window provides three options:

1. File document WITHOUT clearing the exception 2. File document and CLEAR THE EXCEPTION WITHOUT ADDING A NEW

REQUIRED DATE

3. File document and CLEAR THE EXCEPTION AND ADD A NEW REQUIRED DATE

To file the document WITHOUT clearing the exception:

Simply CLICK Cancel

Document is filed, but exception is NOT cleared

To file document and CLEAR THE EXCEPTION WITHOUT ADDING A NEW REQUIRED

DATE:

1. CHECK BOX of document to clear (may be more than one listed)

2. To place a copy of the document/image in the Tracking Screen, leave check mark in “Show in Tracking” box (Unchecking box will not place a copy in the Tracking Screen; A copy of the document/image will be filed in the Doc Tree in the Imaging Screen regardless of whether box is checked or not)

3. CLICK Enter As Received

4. Document is filed, and exception is cleared

To file document and CLEAR THE EXCEPTION AND ADD A NEW REQUIRED

DATE:

1. CHECK BOX of document to clear (may be more than one listed) 2. To place a copy of the document/image in the Tracking Screen, leave check mark in

“Show in Tracking” box (Unchecking box will not place a copy in the Tracking Screen; A copy of the document/image will be filed in the Doc Tree in the Imaging Screen regardless of whether box is checked or not)

3. Enter new Required Date 4. CLICK Enter As Received 5. Document is filed, and exception is cleared

with a new required date

NOTE: “Show in Tracking” will replace any current image in the Tracking Screen with the image most recently filed/cleared (ALL images are filed in the Doc Tree in the Imaging Screen regardless of whether or not there is an image in the Tracking Screen)

Edit Imaged Documents

Edit Imaged Documents if:

Filed to the wrong Customer

Attached to the wrong Loan/Account or need to be attached to a Loan/Account or Direct Liability

Have wrong date

To Edit Imaged Documents:

1. Search for Customer

2. Navigate to Customer’s Imaging Screen

3. Locate document to edit

4. CLICK on documents to render in window to the right

5. CLICK Edit (located below Document

Tree)

6. Document Tree is replaced with EditingDocument Panel (looks like the Indexing Panel)

7. Work Panel from top to bottom

8. Document Tree reappearsSearch for document (now corrected)

Combining Imaged Documents

To Combine Imaged Documents:


2. Navigate to Customer’s Imaging Screen

3. Locate documents to combine

4. CLICK on one of the documents to render in window to the right

5. CLICK Show Checkboxes

6. Check box of documents to combine in order (the first checked document will appear first, the second document checked will appear behind first document, the third document checked will appear behind the second document, etc.)

7. CLICK Combine Filed Documents Icon

8. Document Tree is replaced with Combining Documents Panel (looks like theIndexing Panel)

9. Work Panel from top to bottomDocument Tree reappears

10. Search for document (now combined)

Imaging Screen Insert Scanned Document into Existing Imaged Document

The default Imaging Screen will

be used to scan a document into an

existing imaged document (This is

the default screen/first screen that

displays when User logs into and

opens ScanManager):


2. Document Tree for Customer will display

3. CLICK on Imaging to display specific documents

CLICK Loans to select:

Active Only

Inactive Only

All

CLICK Accounts to select:

All

OR CLICK All Loans/Accounts to display both Loan and Account

documents

4. Select existing image from Document Tree

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5. CLICK on document thumbnail to highlight

6. Place document to scan into Scanner and CLICK Scan Icon

Newly scanned documents and Existing document now combined as one document

7. Use icons to manipulate pages

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CAUTION: To DELTE ONE PAGE IN THE DOCUMENT, highlight document (document will

render in viewing window, CLICK REMOVE PAGE icon

DELETE DOCUMENT icon will DELETE ENTIRE DOCUMENT DESPITE HIGHLIGHTED PAGE

8. CLICK SAVE icon when complete

Edit Imaged Documents

(The ability to perform this function is based on the permission settings of User

Role) To Edit an Imaged Document (change Customer, loan or account

number, document name, or document date): Open selected document and CLICK Edit

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Document Tree is replaced with Editing Document Panel:

Editing Panel reverts back to current Customer’s Document Tree

If document was moved to another Customer, User will need to search for that

Customer to see document in their Imaging screen.

Add Comments to Imaged Documents


Role) Comments are displayed under the document name in the Document Tree To ADD a Comment to an imaged document:

1. Open selected document

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2. Type Comment in Comment field above document and CLICK Save

3. Comment is displayed under the document name in the Document Tree

Copy Document to another Customer’s Imaging Screen/Document Tree


Role)

To place a copy of document in another Customer’s file/Images/Document Tree, open

Copy Document window


2. CLICK on selected Customer from list

3. If attaching to loan(s), select loan(s)

4. CLICK Copy

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To copy multiple documents at a time to another Customer:

1. Check Show checkboxes

2. Check all documents to copy

3. Open Copy Document window

Combine Imaged Documents


Role) To COMBINE Documents:

1. Check Show checkboxes

2. Check box for each document to be combined:

a. Check box for document to be displayed first

b. Check box for document to be displayed second c.

Continue in the order as needed

3. CLICK Combine Filed Documents Icon

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Document Tree is replaced with Combining Documents Panel:

(Combining Documents Panel reverts back to current Customer’s Document Tree)

Separate Imaged Documents


Role) To SEPARATE Documents:

1. Open document to be separated

2. CLICK Modify Image Icon to open Modify

Image window

3. Select a Bucket to send separated pages to

4. CLICK Separate Pages and Requeue

5. Open Document Indexing screen

6. Select Bucket

7. Retrieve pages

8. Separated pages will render

9. Modify pages and file

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Modify Imaged Documents


Role) To MODIFY Imaged Documents:

1. Open document to be separated

2. CLICK Modify Image Icon to open Modify Image window

Swap or Reorder Pages:

Insert a File/Document into Imaged Document:

1. Select a file/document

2. Select Page to insert document

3. CLICK Insert

Separate Pages: (See Separate Imaged Documents)

Remove and Send Page(s) to Bucket:

1. Select page or pages to be removed

2. Select Bucket

Delete a Page or Delete a Document:

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