SETTINGS: 200 DPI, Black and White, Page size will vary
All documents should be scanned at a resolution of 200 DPI and Black & White. The page size will vary. When the Scan button is clicked, the document scanner scanning interface will appear.
Depending on the scanner, the page will be fed in face up and flush to the left or face down and flush to the right. There will be buttons setup for ID scanning, letter sized scanning, and if it is a duplex scanner, double sided letter size scanning.
Odd sized documents (not letter size) should not be scanned as letter size. For instance, paycheck stubs and car titles are not letter sized documents. If scanned as such, there will be wasted space in the document, and in the database. In the picture below, you can see an example of what a check would look like, if you had scanned it as letter size. You can see all of the extra, wasted black space.
For these documents, there is a different way to scan them. In order to get the dimensions of the document, insert the document into the scanner and click Preview.
Preview will pull the paper through the scanner and show you a picture of what the document looks like. Once the previewed document is displayed, resize the scan area by adjusting the red dotted line to the document size. Left click and drag the lower right hand corner of the scan area so it “frames” the image, then release the mouse.
Once the scan area has been set, re-feed the document into the scanner and click on Scan.
Basically, the first 2 steps (preview and resize of scan area) are to set up the scanner, and the final step is to actually scan the document.
Check scanned as letter:
Check scanned with preview:
Once all of the additional documents have been scanned in, it is time to collect the appropriate signatures for the document. To collect a signature, click on the page where a signature is needed, scroll down to where the signature should be and SINGLE CLICK the Sig Add button.
This will launch a signature box, in the upper left hand corner of the window.
A blank signature box.
There are two ways to position the signature box. One way is to click on the signature box, in the bold pink strip above the signature box (a + cursor will appear) and drag it to the appropriate spot on the form. Another way is to place the cursor where the signature box should be placed and right click. The signature box will jump to the cursor position.
Now the document is ready for the member to sign the signature pad. Once the pad has been signed and the OK hotspot has been pressed on the signature pad, the signature will display inside the signature box in CDP Manage. This must be done for every signature field that needs to be signed on the form. A signed signature box cannot be copied or moved from one page to another or even from one signature line to another on the same page. This is to protect the signatory. They will know that where they signed is where the signature will stay. If it must be removed, click on the X in the upper right of the signature box, and add another signature box in the correct location (i.e. if it needs to be placed in a different position on the document, or someone signed in the wrong location).
To prepare for an upcoming appointment:
- Print the document from the core loan application or through the CDPManage_VirtualPrinter, into CDP Manage
- Place all of the necessary signature boxes in place and then put the document into Pending
When the member comes in for their scheduled appointment:
- Search for the document and pull it out of pending
- Scan all necessary pages and capture all of the necessary signatures
A completed signature box.
Once all the signature boxes are signed on the document, the next step is to Index the document. To do this, press the Type button and select the Group/Type that it belongs to. The Type button is located on the far right of the CDP Manage interface, about 1/3 of the way down.
Once Type is clicked, a box will be presented where the type of document that is being saved can be selected. The Group/Type window in CDP Manage will not be exactly as the one below, since the Group/Types are specific your organizational and business needs. The Group/Type configuration can be edited at any time in the future to compensate for additional products and document types.
Once the type of document is selected, the social security number, member number, first and last name should auto-populate (if the information is transmitted with the form). If this was a scanned document, then the indexing information will not be automatically populated. In the case of a scanned document, the indexing information will have to be manually filled in. The document will not save without at minimum: a Document Description, Type, Member No. and Date. Some organizations opt to have other mandatory fields as well, which are indicated by the asterisk (*).
Finally, press the Save button up top to save what is displayed on the screen. This will convert the pages and signatures into a PDF and save it away. PDF is used because it is not editable. The saved document will be automatically pushed to DMS/iDS after business hours on the day that it is saved. Once a document is saved, it CANNOT be edited.
If a document still needs some work (i.e. a signature from a co-borrower, loan manager approval, etc…) Pending can be used. The Pending status is a temporary holding place for documents. If a document is saved as Pending, it will not be pushed to DMS/iDS - the document is stored locally.
To put a document into Pending, follow the same steps, Print-Scan-Sign-Type but now, instead of clicking Save, click Pending.
This will store the pages, signatures, scans, just as they are. Once ready to work on this Pending document, go to Document > Inquiry and search for the document.
Make sure the Pending check box is checked in the middle of the search pane.
This enables the searching of only documents that are in Pending. Once the document is located in the search results, click on it and then click on the Edit button up top.
This will bring the document to the foreground, so that it can be worked on. From here, pages can be scanned in, additional signatures can be collected, or comments can be made. Once the document has been complete, it can be Saved. As outlined above, when a document is Saved, it will be removed from Pending, and will then be automatically pushed to DMS/iDS after business hours.