How Do I Sign Georgia Work Order

How do i document type sign work order georgia

well alrighty let's go ahead and get started however hello everyone and thank you for joining our webinar this morning as a follow-up to our presentation that invent the investment conference in chicago city of digital is very proud to be a tamarac integration partner and a leading laser fish reseller in the country my name is Morgan wheeler and i am the director of sales here at city's digital and today to take a little closer look with you at what it means to plug a document management system like laser fish and it's workflow tools right into and avail itself of the beautiful structure of data that we call crm namely tamarac CR and will run through some document management basics what you should expect from a system like this and then peek at a live workflow and the tamarack integration as well feel free to type any workflow our excuse me any questions you may have about work floor tamarac er but not in the questions dialog box and I'll make sure to get to them here at the very end of the presentation so the city's digital has now grown to be the largest lay the fish reseller in financial services over the last 13 years we have been vetted and approved by number numbers of private and regular regulatory groups we have a professional project management team now and different divisions and over the years we have developed a very turnkey approach to implementing document management and workflow and we continue to grow it was a good bet 13 years ago and it continues to be today and one of those on the elements of specialization is our deep relationship with the tamarack staff both their account management and their development staff bringing you a connection and unison between the tamarack application and laser fish your document management and workflow tool amongst others for my new folks in the room laser fish of courses is moving now into its second generation of being a family-owned business it's how does 40,000 plus installations now worldwide and really claims an extensive base of financial service firms of various shades and maintains itself as yes a document management system but also with an up-to-date latest feature set like integrations with your applications a different app for all the various devices out there a webform suite as well as API and s behave tools and and the like now conceptually just so we we make sure to understand what laser fish is is it's a movement away from the centralized distributed windows folders to a central document repository or content repository rather that's not just documents that can be stored in laser fish but it's a central location on a server either in a cloud in our data center for instance or on your local servers so that you now can treat documents more efficiently and of course bringing the compliance element and they start to they start to act more along the standard of efficiency that we expect from raw data that's really what a document management system fundamentally does the turns containers of distributed trapped information across windows folders and in other lesser systems and turns them into something that is regularly accessible as data still visible as a document but now availing yourself of the best of the pieces and data within that document and in the whole or in parts and laser fish does this by offering a central repository for for documents and files and that that central document management repository or content repository does properly position itself as a replacement to windows folders as a generally looks acts and feel like those folders that you're already used to just with a considerably added set of opportunities and and features and we'll see that here in a second now lays the fish kind of acts in that way is integrative middle layer between your documents and your various other applications so not only providing you that digital filing cabinet that is searchable and secure and compliant has an audit trail running behind it but it can now also be seen through tamarack acccess remotely pushed your client portal push the docusign automatically download from laser app and serves as that central kind of final piece of technology that comes after portfolio management and financial management and CRM and maybe a handful of others you get the whole shop comment on all cylinders and then these documents just sit here in a system that is our in folders rather or perhaps another type of system that is probably at the very least not globally searchable and at the very sharp end of that blade not compliant and in that way laser fish allows you to distribute documents to various applications and the way people want to see them so for instance most of my advisors on my client staff live and breathe out of their CRM they want to see document management through the eyes of the CRM that's fine with our given our integration however support staff and operational staff often need to access the document management system the digital filing cabinet which is a dramatic understatement of what laser fishes but the example is fitting they may need to access it directly through a myriad of different devices and all of that can be pulled together with the implementation of an ECM and enterprise content management system which is really the the proper name for something like laser fish so let's dispense with a couple of the basic expectations you should have about what a document management system should give you and then therefore that feature set be plugged into your your CRM in this case tamarac which will see today once you're logged into laser fish usually just through your regular windows login your users are presented with the nested folder structure we all have known and come to love over the decades of interacting with Windows applications and the windows operating system this emulates the windows file handling experience so drag and drop double clicked open right click for options and properties etc minimizes the training need and the learning curve and of course users will only see the folders on the tree there on the left that they have access to so only certain support staff and advisors with managers see certain client files and not others that smaller organizations that may not be a need but that becomes increasingly important to do complying with SEC rule 17 a three and four there's four components to that unalterable attea debility folder level security and full-text search that third one folder level security is kind of a military like need to know requirement if you don't interact with a certain client base or group or you don't work on their their stuff you really shouldn't see their folders and that's very difficult to accommodate and regular windows or other types of simple filing systems very easy to accommodate in Windows and that that security carries through to Tamarack and is ultimately built off of Active Directory anyway so no multiple logins I just pulls your particular windows login and knows exactly what you can see and therefore what you can see through the integration with tamarac everything can be stored here as well so that that brings in operational documents as well Laser fish is a leading solution for client documentation but is a viable solution end to end within your organization for all types of of organizations excuse me all types of organizational schemes and documents so for instance that the overarching common department through all of our businesses is of course the HR department and those those documents dig is even deeper into the layers of the compliance onion bringing in HIPAA and a few other requirements but laser fish satisfies those and it's off the shelf configuration and provides you with a holistic enterprise content management system for more than just client documents but that's the only time I will mention that particular use of the system today because we're focused on financial advisor use today and the rest will all be about client talks but it doesn't just end there pop open the laser fish document viewer if you don't actually want to double-click a document and open it have a little preview different types of views they're all saved and they pass right through into tamarac when you look at the document through the tamarack integration as well the off-the-shelf set of scanning tool that comes with laser fish allows you to scan right through tamarac and into the laser fish client folder set and I'll show you the I'll show you this here with the integration in just a second but whether you're using laser fish through tamarac or you're using it on an ipad remotely or on a laptop or in the office lay the fish comes with its own canning tools and pull the information about that particular client right out of Tamarack as long as you have that particular client folder selected or are dragging and dropping into that folder for instance or are using the tamarack integration and just drag and drop right through the the tamarack interface which will also see drag and drop or scan right through tamarack into your now plugged in document repository that has replaced your windows folders or other kind of the legacy filing systems when I mentioned SEC rules 1783 and for of course searchability is one of those four big ones it was uh put in there for archaic reasons just so we didn't lose documents when we scan them into a system but now has been trumped by the productivity hits of being able to find certain matters and certain clients and certain issues deep buried within a certain document at a moment's notice and then email that off to a client for instance and that opens in a document viewer that we're familiar with because it's based on the look and feel of laser fish excuse me of Adobe PDF and including the available metadata about that particular document all of which here is populated automatically from tamarac so we have a complete synchronization between the the fields that are available alongside our documents and alongside our folders that inform our file naming conventions all pulled from that data set in tamarac that we've already invested so much in building why not it's just a collection of client name account number social security number form types custodian it's the collection of all the information that will likely be placed in those template fields manually when scanning in a document so why not very tamarac into the mix and allow tamarack to essentially auto populates the important fields maybe you're selecting document type in the the particular client off of a drop-down list but nothing more than that and then laser fishes point all the rest of the information from tamarac and auto filing it for you will see that here in a second now of course the the documents that one of the other big for in compliance is unalterable ax t the laser fish of course brings that the the best of both worlds there in to Tamarack and into the regular laser fish document viewer we're able to see unalterable document file formats and a viewer that a lot of us to still put sticky notes and highlights and redactions and call outs on it so we can still make all the edits that we need to without editing the document and that's a particular reconciliation of a contentious issue that presents itself with all of my clients between compliance and client service storing things in an unalterable file format almost always means the level of three multi-page black-and-white 300dpi TIFF that's what the SEC is getting that an SEC rule 17 a three and four but you absolutely can't send a tiff to a client so what is the reconciliation behind an unalterable document format and the PDF that ultimately needs to be sent to to a particular client well that's an unalterable file stored in a document management system that lets you make overlays electronic overlays that don't affect the integrity of the document and then whenever it's sent out to this to a client emailed out sent to docusign dragged and dropped even out of the system it automatically converts over to a PDF see have the best of both worlds there and nobody has to mind the the essentially the file conversion now laser fish presents itself as a as a replacement to the windows file and folder structure and so it must be seamlessly integrated to do that effectively and that that even there's even an added dynamic to that with the added buttons that we see the ribbon and Microsoft Outlook as well as Microsoft Word these these buttons allow us to interact between our document editing tools and the laser fish repository directly allow us to save an email that we get in right to the to the laser fish repository or for instance the file attachments and we see that here we can save that attachment right into our lives official repository while the actual email is tracked in tamarac this presents a nice a nice best of both worlds solution as well to financial firms that have the overarching question of what to do with an email there's often promissory language in the message that the attachment is usually the document that matters so where does the correspondence and and the content begins and the code the correspondence of course being the purview of your CRM and the document the attachment being the purview of a content management system a document management system well through laser fishes easy interaction with your email clients and Tamarack that can just automatically that decision can be made automatically or on the fly through the simple click of a button save the documents in my document management system linked over to this contact and crm where i can see the email that came in that brought that attachment everything of course that comes into laser fish even our word documents and and excel spreadsheets have version tracking available to them and we can see this just by right-clicking documenting which selecting its metadata or even just viewing the metadata in tamarac which will see here lies all of these these feature set all of the the document scanning and search ability and usability and and reconciliation between unalterable ax t and and editable files the versioning all of these are the features that you should begin to expect from a document management system that can be accessed either directly or right through our little button that will place in tamarac that i'll switch over to your show as i wrap up our our little run-through of plugging in easy document management and workflow into dear tamarix here digital signatures are another kind of point of confusion and within the financial services sector and there that usually the the fine line usually has to do with whether or not the clients in the actual office if they're in the actual office they can sign right there in a document that pops up out of Tamarack right out of laser fish proper and they can sign on a little pad right in the office that burns a signature an unalterable signature into a tiff an unalterable file format and records the time and date and the authentication that particular scenario is a compliant means of collecting client wet signatures without ever printing a document if the client is not in the office however we just push the document right out of laser fish again selecting a document in the the tab in tamarac that will see and just clicking the button that says and the DocuSign if we have a client agreement that we have prepared and laser fish maybe we downloaded it out of laser app and orphan or form fill that in laser fish even and now we want to send that to a client to have them sign in a in the TD approved fidelity approved WOB approved way or just the single most popular digital signature tool yet just clicking that this little DocuSign button in the top bar of the laser fish application through tamarac or in laser fish directly we'll send that document directly to the client for signature and they will already the email address that's been pulled out of Tamarack and stored alongside as metadata in your documents and laser fish can automatically push that email address in the DocuSign so that when the document is is submitted in forfar final signature you'll see the screen here you get one chance to drag some some signature fields to certain reasons of the document and acts add some annotations in docusign if you like but w at you hit hit the little send button which we see here in the bottom left that will actually send that copy of the document to the the client automatically without you ever having to type in their email address because it pulled it right from tamarac through laser fish and pushed that information along with a document in the docusign calling goes in and signs in docusign and then a signed copy moves back into laser fish for you which you can have an email notification or other notification attached to and again see it all right through tamarac and push status notifications perhaps two different fields in Tamarack if you have the tamarack API that's one caveat with the width of pushing information back into tamarac in terms of field notifications but their API is a beautifully structured thing as well and that is an absolute capability of the laser fish workflow tool as well now everything that's happening here because it's coming through laser fish and the documents originating and laser fish were being saved at a laser app to laser fish or other form generating tools even the laser fish eforms tool which will have a quick peek at here all of this is being tracked in the laser fish audit trail so it's telling us which you deserves what doing what item whether or not it was successful what particular server they were on were they using an iPad app an Android app and iPhone app the thick client the browser-based what's called thin client what they were looking at whether it was successful and much much more information about what's going on with your documents and resources it's also tracking in the tamarack activity in the layers of fish repository workflow activity so you have a complete log as to happening to documents what's happening with the system-wide access to your document management system and this goes well above and beyond the audit ability requirements of suc 17 a 3 and 4 and really musters as a robust ediscovery tool as well and i mentioned the thin client here and this is where we start to get into what is how we push the file and folder view of laser fish into tamarac and this is what we would see we will see an iframe and alex the superior live will see a particular tab right next to the the tamarack contact that the normal contact record you see you'll see the laser fish then client the browser-based version popped up right next to it but you'll just see that particular clients folder so for on John and Jane Doe for instance talent record in tamarac and we hit the little laser fish button it's going to give us john and jane doe's client folder structure only which we can drag and drop files to as you see here and in the image and it collects all the information about that particular client or even scan a document right through the embedded thin client that we built into tamarac and you can see the scan button right here we'll see that here in just a second little look at it through the iPad and now the other components of this presentation was was of course workflow automation and we'll see a workflow live here and so the lat as I wrap up my last couple of slides for you and for a jump into the applications will i'll just show you the ability to have front-end instructions added to your your workflows your automation that can be delivered right to the user as a pop-up or in the email notification people can start work flows right on the fly workflows are an evolving thing as well just like digital signatures and e forms in the financial service sector and they used to be these completely back end things that require programmers entirely now not so much through the use of front-end tools like the ability to start a business process tool like form fill out a new ira adoption agreement for this particular client auto populate out a new client agreement a change order generate new documents out of our data set that we know we have over in tamarac pull it right out through laser exhibition generate the document using this CRM data to guide your construction and management of documents but all files really you can start those on the fly and provide users instructions all along the way in the background the laser fish workflow designer is the guts of all of this and that pushes and pulls data out of Tamarack and and back to to laser fish and if we again if we have access to the tamarack API pushes status notifications and all manners of data pay it back into custom fields in tamarac and this is one of the interfaces that my team is extremely proficient at working through but it's available to you as well as simple Microsoft Visio like workflow designer tools on the left activities that are that you would want to use dragged into a canvas canvas in the middle very simple instructions about what happens these can all be customized add some data over on the right in terms of what happens at each step this is where we'd have things push and pull data for instance to to Tamarack or any other application or pull information out of metadata and populate a PDF all sorts of infirmity that this laser fish workflow tool can accommodate as an integrative middleware of sorts between your other applications and of course your documents and one of the newer modules that we've that was released last year to the laser fish sweet intuitively is electronic forms tool now this can be something that advisors fill out and perfectly generate documents filled out PDFs your own existing PDFs the PDFs you have right now that could be filled out the in electronic form and auto-generated so you don't miss a single piece of data and it's all typed out it there and then rendered in a couple of different ways for the client to sign this could be client facing or what's the what's very popular now is a quickie form for the client is for the advisor to fill out while discussing with a particular client that's generated pushed in the laser fish may be signed at the office or through docusign but that is the content of our electronic forms webinar which is coming up soon here as well so it won't belabor that one too much but electronic forms just intuitively feed perfectly into a document workflow engine so let's go take a look at a couple other items here as we wrap up our presentation today and I have on my desktop I've got tamarac open and I've got laser fish open I have them both open here so we can take a look at both applications here but we would if you're an advisor especially you would probably only use laser fish through the tamarack integration if your support staff or heavily involved in scanning or an effort to get rid of some file cabinets you may find it better to access laser fish directly like I here right here on the top screen if you're a remote advisor for instance not even in the office you'll definitely use it all through through the tamarac integration so let's look here at a quick document workflow for instance that feeds information to Tamarack and pulls information out of it and so I'm going to click on my new business workflow here that I have lined up for you in a series of one two three four four folders I'm going to minimize tamarac in the background here just to keep our screen simple and what what I'll do will point out though for you is that this one two three four folder structure here is and how we'd actually have things in real reality we of course have an incoming scans folder it's a very popular way to coordinate scanning into a single location that you just auto filed and via your selection of metadata many of my advanced firms choose this methodology rather than drilling down into the particular client folders for instance to file things can always do it that way but this is maybe a little bit of a better way you tell me so I'm going to drag and drop a document because I don't have a scanner attached to this particular computer but it's all the same incomes an unnamed document and delays or fish there are a number of means maybe I save it from an email or I print two laser fish or save a drag and drop something through tamarac now no matter how we do this we find the template information and this is what 10th the time wreck integration can auto apply for us to nearly a hundred percent now the advisor here is it would be Auto selected if this was tim logged in but i'm lying support staff an admin user so all scientists documents of Tim now i'm going to type in a client named here so that i can we can see a brand new folder created so i'll type in for instance let's type in at it and we'll type and gene so i'm just going to type that in so we have a new value here so there's no smoke and mirrors but how you would have this wind up if you've got the tamarack integration with laser fish is a drop-down calendar here would show you all the clients that you have in tamarac this could be leads prospects or actual accounts or separated into three different categories it have a little scroll bar here is that the list was long like it usually is this is an effective method for hundreds if not thousands of clients we can start typing in a particular clients name and it pops right into that field for me there and this is of course automatically updated via what's called a dynamic field over to my client list in tamarac and so i would automatically also be able to pull in my account number and the custodian i was with here and now i'm bringing in a brand new client here and so I'm doing this a little differently than we would have in production but through the dynamic field lincoln chair between your laser fish templates and the data set in tamarac we can grab all the important information that is prime for for misspelling or four errors and leave the the advisor or support staff really only choosing document type and grabbing the data from the drop-down calendar and they don't have to be bothered with how to format that date you know remember I never named this particular document so again and a edified use of collecting some basic information about a document what i like to call just asking the user some basic questions about this document they're submitting door to the system these have all been named according to your particular offices wording for documents so are the names of the template you'd only have a few of the easier maybe even a smaller template to this because it's all going to be synced as much as possible over to the data set in tamarac and then that information will of course be used to auto name an auto file this document and we'll see I never named this document i click ok now I'm going to do the ocean right away just so we can see that it's done and we'll see an extracted text layer here ocra means optical character recognition that's making the document full-text searchable and that of course is one of our productivity and our compliance requirements and this know also will can be moved to a later time so if we're scheduled for scanning in a lot of documents and we need to to hold off on OCR een because it's just going to make the process take a little bit too long we can absolutely turn it off go back in and OCR later or even schedule it to to come back on so you'll notice our documents no longer in this incoming scans folder anybody can have access to this incoming scans folder they just scan the document there select the right document type sink it over to Tamarack if that's a if it's a client file for instance and then later official make the decision to route it here to our compliance manager now will notice here that there is ms abbott's documents then auto named otto filed auto routed and has a workflow status that could be reported to Tamarack at any point so if we go to ms ms abbas contact record at at any point we're looking for the status of our new account paperwork we'd see that it's pending review and the fields that are available for customization now i can double click this and view the document in the laser fish document viewer there's the text layer i mentioned to you i'll just we just extract it i'll get rid of that because it's not necessarily something people always like to take a look at but here's our document that we have we just brought in all of the information things with tamarac i could just change this this approval to approved here and the documental auto file under tim's client folders but let's say I'm out of the office so I'm not here to see this document arrive in my particular file and laser laser fish so i'll log in remotely maybe through tamarac and I'll take a look at this particular document and approve it on my iPad my iphone my android device any remote device I can can be used from anywhere with connection to not only retrieve documents but also participate in workflows while not in the office and I'm storing this all on my own local computer here so that took just a little longer than it would for you but here we are and there's no abbott's document I'll just go ahead and change her status field to approved save my changes and logout because that's what we do when we were remotely accessing anything with client information and we'll see here back in the home office system that heard that her document is gone we've routed a shortcut here to the compliance manager for his overarching view of all the changes to retirement accounts at least they'd like to keep a close eye on that so they routed a shortcut but that sure could be deleted at any point as could any shortcut to this document that was created because of course we've got the original here that lives in perpetuity and the right folder auto created for the right document type that was auto named and filed was the workflow status approved of course that could be reported to Tamarack at any point and I'll just point out that of course whenever we create a new client folder we wouldn't want just one class sub folder created we would want a whole set of sub folders created which of course would be the case with wood workflow easy to do I just like to do it this way for visual ease right away so we see it's the same folder with the document type we chose off that template field to begin with and so now we've got this client folder it's got everything auto filing into it and we want to see and interact with this document management system through tamarac well that's easily done through us the same web-based tools that you use to access access tamarac already so here we are on the happy family record now i'm using a tamarac demo council I forgive me if it it times out a little bit of log me right back in but it will cause a little bit of a delay if we if we are here managing the Abbey family's information we're interacting with their their assets we're gathering information for our niche our next client meeting and we want to see documents associated with this particular account we just click the little laser fish button here and that pops up a tab for us with that families bullet file and folder sent right out of laser fish I've had this open for a little while as well web and talking to you so it will auto log me back in here but now what we have is a unison between our tabs with all our client information on it right next door to all the folders for that particular client so whenever we need to go in and access a particular document for instance or drag and drop a document let's open an application here right here I am NOT right next to the my ABI family record in in tamarac and I want to see an application that opens right here next to a just a little tab next to the folder so we can see any of the information that we need to on the documents and also all of that synchronized metadata which is loading here over on the left my internet connections just taking a little bit of time to load and there we are and so we have a linkage between that information and our documents now this was a tamarac ID just a CRM unique identifier insert CRM name here and allows us to link the folder set for a particular client in this particular case the Abbey family in laser fish with a unique ID over to that particular same unique entity in tamarac and so this allows us to not only have a unison between the tamarack record and our documents but also the data that lies in between if we wanted to scan to this particular folder we just pop open laser for sca ning right here with the metadata populated for the Abby family or if we want to drag a drop into the system since I don't have a scanner attached to the computer we can always just try can drop this into the laser fish system and as we see here because we're in the Abbey family record laser fish knows which particular client this is and we'll collect all that information here and these laser fish template fields when we drag and drop something into the system and I'll just show you that here briefly remember these templates fields I don't have this particular system sets to connect right now but this is where all that client information would line back up so all of our network client files here excuse me and so we'd be able to synchronize all these particular template fields with the information and laser fish this is one of this is in more my Bev system so I won't do that right now but we saw that right next to the application here in the tab next to our tamarac CRM record and there's our little laser fish button for instance just to remind you where we are we're in the accounts tab and Tamarack so when we come off the homepage we would go into our particular accounts this is where we would land and right in what tamarac calls the ellipses we have the tamarack button allows us to interact with the documents folder for the Abby family just that particular document folder set so we don't have to juggle back and forth with the laser fish application lets you see here but that should be an option when we're doing more operational or admin focused uploading or scanning and a laser fish either as an option for you so that brings our presentation to a bit of a conclusion thank you very much for your time today I hope this all rang some bells with you and may n was a particularly on point presentation I'm I know most of you in the in the room today and of the few others i interact had the pleasure of interacting with you as a tamarac conference thank you for stopping by that makes those conferences all the much more fun for us and we continue to enjoy being one of the premier rec partners if you have any further questions about how this all works or would like to see a more customized demonstration I'm always happy to do that please feel free to shoot me an email or give me a call anytime and without further ado thanks again for your time and have a great paperless day bye for now