Here’s the situation: Your financial institution uses FASTdocs to store and manage a variety of documentation. Recently, you’ve been experimenting with the FASTdocs Workflow Library to improve vendor invoice routing and other processes. Now, you’re looking to leverage workflows to increase transparency, control, communication, and compliance throughout the entire document life cycle. This playbook shares tips for using FASTdocs workflows to streamline document management from item creation through deletion.
Play #1: Routing Newly Created Suspicious Activity Reports
Some documents must be prioritized for supervisor review immediately after they’re added into the ECM (enterprise content management) system. Suspicious Activity Reports (SARs) are a good example. When suspicious activity is detected, front-line workers prepare the report and submit it for review. With a paper-based approach, documents are routed via couriers or interoffice mail. Relying on email may be faster than paper, but sending attachments back and forth is less than ideal. In either case, there’s always the possibility that someone will forget to take action. FASTdocs offers a more reliable solution with less room for oversights.
Here’s the Game Plan
Step 1: A front-line worker adds the completed SAR into the customer or member’s suspicious activity folder in FASTdocs. This action pre-populates relevant metadata, such as document type, customer or member name and number, and date. Other information can be manually entered or detected via OCR.
Step 2: FASTdocs automatically sends an email to the designated security group (i.e., a supervisor or group of managers), notifying the user(s) of the pending SAR review.
Step 3: The supervisor performs the SAR review, thereby completing this workflow.
Pro Tip: Financial institutions can customize pre-configured workflows in FASTdocs for additional automation and enhanced compliance.
Play #2: Reviewing New Customer Applications
Onboarding a customer or member involves multiple steps, including the review of a new account holder application. FASTdocs offers a prebuilt workflow to expedite this process.
Here’s the Game Plan
Step 1: A new accounts worker adds the completed document into a departmental folder for customer or member intake. As with the previous play, relevant metadata is pre-populated to save staff time and reduce data entry.
Step 2: FASTdocs automatically routes the application to a supervisor for approval. If approved, the workflow is complete. However, if the document is rejected for missing information or other reasons, FASTdocs prompts the new accounts team member to try again. FASTdocs also deletes the rejected document to reduce clutter and avoid confusion.
Play #3: Ensuring Documents Aren’t Accidentally Deleted
FASTdocs offers powerful retention capabilities, including the ability to manually delete documents. With FASTdocs, financial institutions can designate sensitive folders—such as loan documents, customer or member ID cards, and core reports—to require manual review prior to deletion.
Here’s the Game Plan
Step 1: A person at the financial institution attempts to delete a sensitive document in FASTdocs. The system informs the user that the item may require further review prior to removal.
Step 2: FASTdocs notifies the appropriate supervisor about the attempted deletion. The supervisor reviews the request and makes a final decision.
Step 3: Depending on the supervisor’s decision, FASTdocs sends the deleting party an email with details about the final outcome.
Start Using Workflows in FASTdocs
Increase efficiency at your financial institution by enabling pre-configured workflows in FASTdocs. Our industry paper explores multiple use cases for getting started with this powerful feature.
Contact us to learn more about workflows in FASTdocs
Download: FASTdocs Workflow Library White Paper
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