File Manager

This function allows you to receive incoming files (received via fax, Email or mail) that are scanned and saved to folders defined by your company. After a file has been saved to a folder, it is available for review by a user, search for the policy or claim and attach it. When a file is attached, it is then identified by the user. Some attachment types have the ability to generate an automated workflow (Diary) item.

Note: Prior to using the File Manager, system settings and authorities need to be set up.

System Settings: File Manager Folder

Field	Function / Value	Options	Default
Completed Files Directory	This is used to determine the name of the directory where a file that has been attached is moved to.	Implementation specific; user defined.	Al-test\SQL-1\TestData\FileManager\Completed
Default Due Days	Determines the “Default Due Days” associated with the Diary that is generated when attaching a file.	Implementation specific; user defined.	10
Root Directory	This is the root directory where all files and folders are available in the File Manager Control.	Implementation specific; user defined.	Al-test\SQL-1\TestData\FileManager

Authorities: File Manager Group

Workflow Authority	Location in Diamond	Impact on User
Allow Access	Employee Web / Imaging Menu / File Manager	This allows a user to access the File Manager from the Imaging menu. If users do not have this authority, they will not see the Imaging menu topic on the Diamond Main Menu.
Delete File	Employee Web / Imaging Menu / File Manager	Allows a user to delete a file on the file system.
Move File	Employee Web / Imaging Menu / File Manager	Allows a user to move a file to another directory on the system.
Purge Files	Employee Web / Imaging Menu / File Manager	(Note! A user must have “View Completed Files” authority to do this.) This allows users to purge completed files from the system.
Unlock File	Employee Web / Imaging Menu / File Manager	(Note! This should be used with caution!) The intent of this authority is to allow a user to manually unlock a file. This should only be done if the user with the locked file is no longer working on the file.)
View Completed Files	Employee Web / Imaging Menu / File Manager	Allows users to view completed files.

Accessing File Manager

From the Employee Web Diamond Main Menu, select Imaging. This opens the File Manager screen. Folders and sub-folders that have been manually added by your company under the Root directory (Diamond System Editor: File Manager / Root Directory) are displayed.

Selecting a folder name opens a list of files in that folder. If a file is in use by another user, a message is displayed that the file is locked, and the user's name having the file open is shown.

Selecting a File and the File Manager Toolbar

Double click the file. It will open to the right of the file list.

The toolbar at the top of the screen has the following options:

Attach: Takes the user to the Attach File Search screen.
Delete: Allows you (providing you have the authority) to delete the file. A prompt is shown: "This file will be permanently deleted from the server. Do you wish to continue?" Click OK. A message is displayed: File scan <Name of Deleted File> deleted successfully." Click OK.
Move: Allows you to move (providing you have the authority) the file from one folder to another. Select the location where file will be moved from the Move To combo box. Then click Move To. A message is shown: "<File Name> will be moved to <Selected Location>. Do you wish to continue?" Click OK. A second message is shown: "<Name of File> has been successfully moved to <Name of New Location>." Click OK. (Note: Files can only be moved to the sub-folders that are located under the Root directory.)
Print: Allows you to print the selected file.

Attaching a File

Selecting Attach returns the Attach File Search screen. This screen has the following options:

Search by Policy: Here, you can search by Policy Number or Policyholder Name (First and / or Last).
Search by Claim: This is done by Claim Number or Claimant Name.
Search by Agency: By Agency Code or Agency Name.

Select your Search Option and enter the corresponding search criteria. Search results are listed below your search criteria. Once you have clicked a specific link (e.g., Policy number, claim number, agency name) this will load the policy, claim or agency to confirm that this is the correct item. Fields shown include the following:

Policy Info: Policy Number and Insured Name.
Agency Info: Agency Name and Agency Code.
Claim Info: (Claim Level) Claim Number and Loss Type.

Click Attach. A screen is returned where the file can be added. The following information can be assigned:

File Name (System generated)
Attachment Level (Policy, Agency or Claims)
Attach To: Dependent on what Search Criteria was used (Policy number, claim number or agency name / code).
Attachment Type: Select from the combo box; filtered by Attachment Level (policy, claims or agency).
Attachment Description: Text box; make manual remarks if necessary,
Diary Assignment: Populated after Attachment Type is chosen.
Due Date: Defaults based on the Task (Workflow) Type; can be overridden by user.
Urgent: Select to place a check mark if the Diary item should be marked as "Urgent."
Diary Remarks: This is a memo field that defaults the file name where it has been attached (Policy, Claim or Agency).

Click Attach. This attaches the file to the policy, claim or agency. If there is an associated workflow for the Attachment Type, a Diary is automatically created. A message is displayed: "File attached successfully and assigned to <Name of Queue.>" Click OK. The Attach File Search screen returns.

Viewing the Attachment (After Addition)

After the Attachment has been added, it can be viewed using the Attachment link through the level it was added (Policy, Claim or Agency). In this example, we will use "Policy."

Access the policy the Attachment was made to.
When displayed, the Attachment link shows the number of Attachments on the policy; click Attachments.

Select the Attachment. Displayed in the Grid View:

Name of File
Type
Attached By
Date Attached
Policy / Claim #
Level
Private (Yes or No)
Level Description
Origination - File Manager is shown if attached in File Manager.

Users (provided they have the authority) can view, edit or delete the Attachment.

If a user deletes an Attachment, a configurable option can be added to write a note out to the policy or claim. The deleted Attachment information is still stored in the database; it is just not displayed on the screen. To view the deleted note, users can select the Include System Generated Notes at the top of the Note screen.

Move a File

Once an Attachment has been added / saved, the file should then be moved to a completed folder and marked with a status of "Complete." From Imaging / File Manager:

Highlight the file in the list.
Select the location where file will be moved from the Move To combo box.
Then click Move To.
A message is shown: "<File Name> will be moved to <Selected Location>. Do you wish to continue?" Click OK.
A second message is shown: "<Name of File> has been successfully moved to <Name of New Location>." Click OK. Remember, files can only be moved to the sub-folders that are located under the Root directory.

Completed Files

Files that have been moved to a "Completed" folder can be viewed and later purged from the system. From Imaging / File Manager:

Select View Completed Files. This returns a screen that displays: File Name, Original File Name, Attachment Level, Attachment Info, Date Processed and User (Processing file).
Providing you have the authority, you can purge files selectively or all at the same time.
Purge All: Placing a check mark in the upper left of the screen places a check mark next to ALL files displayed.
Purge Selective Files: Place a check mark opposite each file you want to purge in the left hand box.
Once you have made your selection and click Purge, the system returns a message: "Purging files will remove the files from the file system, and they will no longer show in the View Completed grid. This is recommended to reduce the file system space. Do you wish to continue?"
Click OK.