Synergy Enterprise Content Management Productivity Modules• Manual or Auto Checklist Creation • Checklist Template Set-up – Custom Statuses – Categories – Document Groups

© 2015 Jack Henry & Associates, Inc.®1© 2015 Jack Henry & Associates, Inc.®

Synergy

Enterprise Content Management

Productivity Modules

Scott Gleason / Product Specialist

Thursday, May 26, 2016

Synergy

“Documents” Reports

Batch Doc Recognition

Synergy eSign

AutoImport

eDistribution Enterprise Workflow

Document Tracking

Power Search

Capture Add On Modules

Additional Productivity

Synergy Document Tracking

Document Tracking Reports

Checklist Document Information Report

Document Tracking Reporting With Cognos

Cognos Document Tracking Reporting

Cognos Document Tracking Reporting

Document Tracking Using eDistribution

Email to Customer/Employees

What is Synergy Document Tracking?

• Automates the creation and management of electronic checklists

• Can be used to track which documents are missing or expired for a particular set of documents.

• Uses customizable checklist templates that can be tailored to an organization’s needs

• Can search for and display checklists in the Synergy hitlist –results can be viewed, printed, faxed, exported, emailed

What is Document Tracking?

• Custom statuses can be set-up for missing documents or exception processing

(example: an Optional status for missing documents that are not required)

• Integrated with eDistribution module – customers can receive notices about missing

or expired documents

• Integrated with Synergy Workflow – Checklist can automatically start a Workflow

based on varying conditions

Document Tracking Major Components

• User Authorities

• Manual or Auto Checklist Creation

• Checklist Template Set-up– Custom Statuses

– Categories

– Document Groups

– Auto Checklist Linking

• Manual Checklist Linking

• Add like or different Documents to a Checklist

• Document Assignments

• Reporting– Synergy Predefined Reports

– Cognos Reporting

– Custom Reporting

User Authorities

• Authorities can be granted to individual operations: Modify

Status, Modify Custom Fields, etc.

• Or, the Modify Checklist authority can be granted to handle all

modification options.

Auto Checklist Creation

• Wizard for Set-up

• Auto Checklist creation utilizes the nightly CIF.XML file



Add like Documents to a Checklist

• Like Documents must have a unique description in order to differentiate them from each other.

• Example: Two LOANS –MORTGAGE, PROPERTY PHOTOs for the same checklist would need different descriptions:

– PROPERTY PHOTO – Front Photo

– PROPERTY PHOTO – Side Photo

– …etc.

• Checklist items with only a single instance of a Cabinet/Type will behave normally. The status will automatically change when a document is filed to the Cabinet/Type.

• Checklist items with multiple instances of a Cabinet/Type will have a new status when documents are filed: New Doc Available.

• Documents are missing initially.

• But each time a document is filed into the system, the status for all items changes to New Doc Available.

Add like Documents to a Checklist

Document Assignment

• Items in New Doc Available status require manual assignment

via the Assignments dialog so that the system knows which

document belongs to which checklist item.

Document Group

• The Document Group allows multiple documents to be added to a checklist at once.

• Helpful for adding multiple like documents.

• Beneficial when groups of documents are added repeatedly to a checklist, but the number of groups vary for each checklist.

• Example: Loan Collateral items

– A factory owner needs a new building for his business. The bank determines he will need to add several collateral items to obtain a loan. Each collateral item consists of several documents used to track the collateral.

New Features

• An automobile is

added as collateral

to the loan. In this

case, the

Document Group

feature allows this

set of documents

to be quickly

added to the loan.

Checklist Linking

• If the documents need to be tracked separately, or if they are saved using different

index values, a checklist can instead be linked.

• Linked checklists allow users to quickly navigate between checklists.

• Linked checklists can also be used to satisfy other checklists.

– Example: The bank needs to collect documents about the factory owner: his photo ID, tax returns,

etc. These documents are tracked using the factory owner’s customer ID at the bank. His loan is

tracked using his loan account number. However, his loan cannot be completed until his customer

records are on file.

Checklist Linking

• Linked checklists displayed on Properties tab.

• Checklists can be expanded to show all linked checklists.

• Required checklists can affect a parent checklist’s status:

ACCOUNT NUMBER 2, below, has all of its required documents,

but the required linked checklist, CIF #333, is still Pending

Review.

edistribution

• Electronically route internal reports and other ECM content electronically

– Employees

– Customers

• Reduces paper

• Provides additional level of security

– Electronic docs vs paper that could be more easily altered or copied

May 26, 2016©2012 Jack Henry & Associates. All Rights Reserved.

23

eDistribution

• Delivery Methods

– Encrypted PDFs

– Internal email notification with links to Open reports and docs using existing security

• Supports HTML based email content

May 26, 2016©2012 Jack Henry & Associates. All Rights Reserved.

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Synergy eDistribution™

• Easy to manage

• Easy to distribute daily, weekly, mid-month, quarterly and annual

report

• Easy and efficient to create templates by position

• Use for any report stored in Synergy including Doc Tracking

reports and predefined reports

• Attach PDFs or a link to the reports in Synergy


Document Tracking Using eDistribution

Email to Customer/Employees


