Paperless can benefit you in many ways. It can make you more efficient by simply putting all of your documents in one place so that when you need to refer to them, they are easy to find. It also helps by eliminating rows and rows of filing cabinets that you don’t have to dig through to find that one elusive piece of paper.
Going paperless will put all your important documents at your finger tips in a organized way so that when you need them, they are not only easy to find, but are displayed quickly.
Jenesis can help you go paperless by using J-Images. J-Images allows you to scan documents into the Agency Management System in several different areas, so your documents are attached to the location that you would expect them to be stored.
Let’s go over the J-Image screen and its features. Let’s also take a look at several different areas that documents or images can be scanned and stored.
First, we will look at the J-Image form that is used when you click an image button inside of Jenesis.
This is the J-Image form. From here, you can select the date, category, and description of the image that is to be scanned. (Side Note: Depending on where you are in Jenesis, these fields will be pre filled and may not need to be changed.) You can also double click on a previously scanned image to view and/or print the image.
Notice the row of buttons on the bottom of the form. These are the buttons used to manipulate the image. You can scan, edit, delete, import, and email an image by clicking the appropriate button. The select source button allows you to select the correct scanner that is connected to your computer. (Side Note: This only needs to be selected the first time you scan and unless the scanner changes, it always uses the same scanner.) You can also search for images by entering character in the description field.
The next screen we will look at is the setup screen for the image default. This screen is accessed through Agency Setup and is on the Imaging tab. From here, you can set the default settings for all images that are scanned. Most of the time, these defaults will be selected during training setup and will not need to be changed once set. There are several places inside of Jenesis that you have the ability to use J-Images. You can image from Agency Setup, User Setup, Company Setup, the Main Screen, the Client screen, and the Policy screen. Just look for the button on the screen that you are on. It will be located at the bottom of the form in the button row. (Side Note: Images is on the ribbon at the top of the Main screen. We will discuss the purpose of this in a minute.)
Where ever you click the Images button inside of Jenesis will determine where the image is attached. For instance, if you click images on the Agency Setup Screen, the scanned or imported image will be associated with Agency Setup and will be accessed through Agency Setup.
Let’s list briefly each area that images can be scanned or imported in.
Agency Setup: Images scanned here would pertain to any Agency related documents such as an agency license or and E&O Dec Page.
User Setup: This area is for user related scans for each user such as an agent’s license or personal information.
Company Setup: Images pertaining to a specific company like commission statements.
The Client Screen: Scan here for Images related to the client, but not necessarily a particular policy.
The Policy Screen: This area is for scans that deal with a specific policy.
The Main Screen: The images are accessed on this screen from ribbon at the top.
Just click Tools and Images. These images are for scans that don’t have anything to do with any other category. This could be for daily mail or deposits.
J-Images is a great tool that makes going paperless simple. If you are not using it, you are working way to hard and papers are probably overwhelming.
Why not start J-Imaging today. If you need help setting up J-Images, give us a call at 828-245-1171 and GO PAPERLESS today.
PS One VERY important note, if you go paperless, it really is critical to have a good backup process in place. This will protect you from losing all your data and save you from a Big Headache. Maybe we will discuss this in another Blog.