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There are two ways to add documents (statements, letters, etc.) to the ACT system for retrieval by tax office employees.

Documents Screen:

The Documents screen can be used to store and retrieve any type of document, spreadsheet or image and associate the document with an account or jurisdiction. Depending on a user's security settings, documents can be deleted or hidden from view. This screen can be accessed from the Main Menu, the Tax Unit Maintenance screen, or the Fiduciary Master screen. See below for more information.

Automated Document Storage Process:

Users can scan documents at their workstation and have them sent directly to a pre-defined folder that will then load it to the proper tax account overnight. This eliminates the need to manually attach the document via the Documents screen. See below for more information.

Entitlements:

The following user entitlementsmust be set for each user who needs access to the Document screens. They are part of the Manage Document Imaging task.

Users having any job can view this screen. Changes can be made with these jobs: Accounting, Attorney, CAD Save Calc Ag Rollback, CAD Owner Address Changes, CAD Wizard, Cashier1, CashierNo2, Client Admin, Head Cashier, Refund Manager, User Administration.  See Tasks, Entitlements, and Jobs for more information.

ACT_DOCUMENTS - Allows users to access the Documents screen.

DOCUMENTS_TAB - Allows users to use the Documents screen if they also have ACT_DOCUMENTS

DOCUMENT_ADD - Allows users to add a document if they also have ACT_DOCUMENTS and DOCUMENTS_TAB. For users without this entitlement, the Add Document tab is hidden.

DOCUMENT_COMMENTS_UPDATE - Allows users to change the comments and descriptions attached to a document.

DOCUMENT_DELETE - Allows users to delete a document from the system once it has been added.

DOCUMENT_VIEW_ALL - Allows users to view restricted documents.

DOCUMENTS_ESTMT_TAB - Allows users to access the Certified E-Statements tab. The ACT_DOCUMENTS entitlement is needed to access this tab.

DOCUMENTS_ESTMT_DELETE - Allows users to use the Delete button on the Certified E-Statements tab.

Client Preferences:

STMT_IMAGE_URL: Set to the URL used by your tax office for viewing statement images [http://[server name or IP address/act_images/statements/[client ID]/. This is also used by the automated document storage process.

IMAGE_ERROR_EMAIL: Set to a tax office email address to be used for emailing error information about the automated document storage process.

DOCUMENTS_REQUIRE_ALL_FIELDS: Set to Y (the default) to require all fields on the Documents screen to be populated before uploading a document. Set to N to not require this, in which case the current date will be automatically entered in the fields that the user leaves blank.

CLIENT_DOCUMENT_TYPES: A list of documents to appear in the Document Type drop-down list on the Documents screen. If expired (the default), all document types appear. Currently the following types are available. The Document Code (in bold in the table below) must be entered in the preference unless it is expired. The definition will be in the drop-down list. The Document Type is the number that is required in the file name if using the automated storage process (see instructions below).

Documents Screen: Searching for, Viewing and Deleting Documents

1. From the Main Menu, select Products, then Documents, or click Administration, then Tax Unit Maintenance. From the Tax Unit Maintenance screen, click the Jurisdiction Documents button to see the screen. From the Fiduciary Master screen, click the Fiduciary Documents button. From most screens, you can also click Accounts at the top and select Documents.
2. The Documents screen lists any documents that are associated with either the account, fiduciary, or jurisdiction, depending on what screen you were on previously. If no documents are available, the Documents screen opens in 'query mode', which allows you to search for a document. After doing a search, you can view a document or make changes to the comments.  
3. To do a search, enter one or more of the following:

• Account No - retrieve all documents related to a specified account number. If the account number is not found, the appraisal district number will be used instead. An error will be reported if the appraisal district number corresponds to multiple account numbers.
• Owner ID  - retrieve all documents related to a specified owner ID; this includes all accounts associated to the owner ID used.
• Year  - retrieve all documents that were entered for a specified year.
• Tax Unit  - retrieve all documents related to a specified tax unit.
• Fiduciary No. - retrieve all documents related to a specified fiduciary

5. Press F8. The  documents found for the search criteria will be listed.
6. To view a document, click the button with the asterisk (*) on it at the end of the row for the document you want to see.

Note: If the asterisk is missing, the document is restricted from your view.

7. If you have the DOCUMENT_COMMENTS_UPDATE entitlement, you can change an existing comment. You cannot change the contents of the uploaded document.
8. To Delete a stored document, highlight the row and click the Delete button on the lower right side of the screen. Click Yes  to the confirmation message. The document is deleted without having to press Save.

Adding Documents

There are two ways to add documents to the Tax Collection System. One way is to add them via the Documents screen. Instructions for this are provided below.

To add documents using the Documents screen, follow these steps:

1. From the Main Menu, select Products, then Documents, or to add documents related to jurisdictions, click Administration, then Tax Unit Maintenance.
2. The Documents screen will open. (From the Tax Unit Maintenance screen, click the Jurisdiction Documents button to see this screen.) You do not need to do a search before adding a new document.
3. If the account has documents stored already, they will be listed in the Documents screen. If not, a message appears saying no data can be found. Certified E-statements generated from the Online Products Delinquent Tax screen are added automatically to the Documents screen.
4. Click the Add Document tab.
5. In the Acct./Unit/Owner ID/Fido No. field, type in either the account number, tax unit , owner ID or fiduciary no. to which the document will be attached. The account number may be auto-populated if you have come to the screen with an account number.
6. The ID Type drop-down list changes to one matching what you entered in the Acct/Unit/Owner ID field. If this is not correct, select the correct type from the drop-down list. The choices are Account Number, Jurisdiction, Fiduciary, or Owner ID.
7. The Year field defaults to the current tax year. Change this if needed to the year for which the document is to be stored.
8. From the drop-down list, select the Document Type. See the client preference CLIENT_DOCUMENT_TYPES above for more information.
9. Enter a short description in the Description field.
10. Enter Comments in the space provided.
11. If the document to be stored pertains to several accounts, the image can be stored for all of the accounts. Click the Add Multiple Accounts button. The Add Multiple Accounts window will appear. If the accounts are listed in the trigger table, the request sequence number can be entered here to retrieve the accounts. The accounts can also be entered manually on the popup window.

Note: Entering multiple accounts must be done by either request sequence number or manual entry, but cannot be done by both at the same time.

12. Click the Browse button to find the file to be stored. Use this window to locate and select the file to be stored. Once the file is selected, the directory and file name should appear in the File Name field. The file name must be shorter than 250 characters.
13. If you want this document to be viewed by some, but not all users, check the Restricted box before uploading the document. To view a restricted document, the user must have the user entitlement DOCUMENT_VIEW_ALL checked.
14. Click the Upload Document button.
15. Click OK to the confirmation message. When the file has been loaded to the system, there is no further saving to be done.
16. To view an uploaded document, refer to the Searching for, Viewing and Deleting Documents section of this topic.

To add documents using an automated storage process:

The second method for adding documents is a two-step process. First, send them from your tax office scanner to a directory on the ACT server. A process will then run automatically to retrieve them and place them for viewing on the Documents screen.

Global Codeset and Client Preferences: To do this, the global codeset entries for SCANCAT_EXT_TYPE, DOC_TYPE, and INTERNAL_IMAGES_DIR must be set (this will be done by ACT). The client preferences STMT_IMAGE_URL and IMAGE_ERROR_EMAIL must also be set. ACT may require additional information, such as external IP addresses of the scanners.

FTP_Directory: Under the Directory_Type of SCANCAT_NEW, a directory location path must be entered. Contact ACT for assistance with this

File Names: Each file to be scanned must have a file name of no more than 50 characters in this format: account1,account2,account3-doc_type-comment.file_extension, where doc_type is the number associated with the document type you are scanning (for ex., 123456-27-return mail.jpg).  The Document Type numbers are given in the table above.

Processing: A process runs regularly during the day to upload these documents to the correct account. Batch menu entries are created each time this process runs; an email is sent if errors occur when loading certain document files.

Managing Certified E-Statements

Authorized users can access the Certified E-Statement tab even if they do not have access to the Document tab. You can see certified detail and certified summary delinquent statements that were generated on the Online Products Delinquent Tax tab by clicking the Certified Detail E-Statement and Certified Summary E-Statement buttons. Certified and Certified Expanded statements printed from the Statement Type drop-down list are not available here.

1. To search for statements, press F7.
2. To see all documents, press F8. To see a selection of documents, enter an Account No. or Reference No (if you entered one when creating the statement), then press F8.
3. To view a statement, check the box on the far right of the screen. You can only view one statement at a time.
4. Click View.
5. To view one or more of the statements listed, check the box on the far right of the screen next to the statements you want to print. To select all statements, click the asterisk (*) at the top of that column.
6. Click Print.
7. Authorized users can delete one or more of the statements listed. To do so, check the box on the far right of the screen next to the statements you want to delete. To select all statements, click the asterisk (*) at the top of that column.
8. Click Delete.
9. Click Yes to the confirmation message.