• Adding Documents at Case Level
  • Adding Documents at Service Level
  • Browse a Document from Disk or CD
  • Scanning a Document from a Local Scanner
  • Adding a Copy of Document to a Case
  • Adding a Link to Other Documents for this Claimant
  • Reviewing a Claimant's Document History

1.  ADDING DOCUMENTS TO A CASE

W5 document management allows you to add documents onto a case or service using any of the following methods:


1

Browse a document from disk or CD

2

Create a new document using a W5 document template

3

Scan a document from a local scanner

4

Add a copy of a document from the document library

5

Create a link to a protected document in the document library

6

Attach a document attachment from an MS Outlook email

7

Browse “en-masse” a collection of documents from a folder


For methods 1 thru 5:


1.1.  Adding Documents at Case Level


To add documents to the case you must be in the case maintenance and at the case level.


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case Case item in the case navigator panel to add the document at case level.


2.  Click on the Documents tab.


3.  Click on the New button (on the bottom toolbar).


– OR –


1.2.  Adding Documents at Service Level


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the  Services item in the case navigator panel to add a document at the service level.


2.  Click on the Documents tab.


3.  Click on the New button (on the bottom toolbar).


1.3.  Adding Documents to a Case - Browse a Document from Disk or CD


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case item in the case navigator panel to add the document at case level.


     – OR –


    Click on the Services item in the case navigator panel to the add document at the service level.


2.  Click on the Documents tab.


3.  Click on the New button (on the bottom toolbar).


4.  Click on the Browse button under the New Document section.


     A file browser window will open. Locate and select the file that you want to upload to the claim.


     You can only select one file at a time.


     Unless W5 is configured otherwise, the file will be copied from the selected folder. It will not be moved or deleted.


5.  Enter a document Reference.


     This is a 50 character “caption” for the document.


     The name of the file as it appeared in the browse window will be used as the default.


     You can change it to whatever is appropriate.


6.  Specify a Document Type.


     This is the document extension and a description of the type of file, i.e.: Word Document, PDF Document, etc.


7.  Draft/Final.


Optional - Tell W5 whether this is a draft or final. User access to a document can be in part controlled by its draft or final setting.


8.  Indicate a Document Class.


You can optionally assign a classification to a document. This can be used as an organization aid.


User access to a document can be in part controlled by its classification setting.


9.  Click on the Save button (on the bottom toolbar).


1.4.  Creating a New Document Using a W5 Document Template


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case item in the case navigator panel to add the document at case level.


– OR –


Click on the Services item in the case navigator panel to the add document at the service level.


2.  Click on the Documents tab.


3.  Click on the New button (on the bottom toolbar).


4.  Click on the From Template button under the New Document section.


5.  Select a template for the template list.


6.  Fill in the fields as needed:


(a)  Document Reference.


(b)  Document Type


(c)  Draft/Final


(d)  Document Class


7.  Click on the Save button (on the bottom toolbar).


W5 will create the document from the template and attach it to the case or service.


The document will then be downloaded to your workstation and opened.


Any changes that you make to the document will NOT be saved back to the case or service UNLESS you close the document and repeat step 7 above.


1.5.  Adding Documents to a Case - Scanning a Document from a Local Scanner


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case item in the case navigator panel to add the document at case level.


– OR –


Click on the Services item in the case navigator panel to the add document at the service level.


2.  Click on the Documents tab.


3.  Click on the New button (on the bottom toolbar).


4.  Click on the Scan button under the New Document section.


If you’re going to use the sheet feeder on the scanner then click on “Use Feeder”.  Otherwise W5 will try to scan from the flatbed.  If you think it is necessary then make any setting adjustments.


5.  Click on Scan.


Last Page
The page or pages will be scanned into W5 and the last page scanned will be displayed.
Reading Pages
Access all of the pages by clicking on Thumbnails at the bottom of the Scanning form and then selecting the page to read.
Delete Page
Delete any page by selecting the page and clicking on Delete Image.
Rescan
Rescan a page
Rotate Page
Rotate a page by selecting the page, then click on the rotate icon.
Reorganizing

Reorganize by selecting a page, then dragging it to another page location.


6.  Click on the Make Document button when scanning completed.


(a) Select an image format (PDF or TIFF).


7.  Click on the Save Document button.


8.  Fill in the fields as needed:


(a) Document Ref.


(b) Document Type.


(c) Draft/Final.


(d) Document Class.


9.  Click on the Save button (on the bottom toolbar).


1.6.  Adding a Copy of a Document to a Case from the Document Library


Copying a document from the Document Library to this case.


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case item in the case navigator panel to add the document at case level.


– OR –


Click on the Services item in the case navigator panel to the add document at the service level.


2.  Click on the Documents tab.


3.  Click on the New button (on the bottom toolbar).


4.  Click on the Copy From Library option under the New Document section.


The Document Library form will open.


5.  Click on the Library to expand the listing.




The sub-folders will be displayed.


6.  Click on the sub-folder that contains the document you wish to copy (an example is displayed below).



A listing of the documents contained within the folder are displayed.


7.  Navigate to the document you want to copy (attach).


8.  Click on the Document ID link that belongs to the document you want copied (and attached) to this case.



9.  Fill in the fields as needed in the Document Maintenance form:


(a) Document Reference.


(b) Document Type


(c) Draft/Final


(d) Document Class


10.  Click on the Save button (on the bottom toolbar).


1.7.  Creating a Copy from Other Documents Already Attached to this Case


Creating a copy of a document from the documents already attached to this case.


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case item in the case navigator panel to add the document at case level.


– OR –


Click on the Services item in the case navigator panel to the add document at the service level.


2.  Click on the Documents tab.


3.  Click on the New button (on the bottom toolbar).


4.  Click on the Copy From Other Doc link under the New Document section.


A list of the documents that have been created at Case or Service level, for this case will display.



5.  Click on the Select button belonging to the document you want to make a copy of for this case.


6.  Fill in the fields as needed:


(a) Document Reference.


(b) Document Type.


(c) Draft/Final.


(d) Document Class.


7.  Click on the Save button (on the bottom toolbar).


W5 will create a copy of the document and attach it to the case or service.



1.8.  Creating a Copy of Documents, That are in Other Cases, for the Same Claimant


Creating a copy of a document from the documents already attached to this case or from other cases with the same claimant.


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case item in the case navigator panel to add the document at case level.


2.  Click on the Claimant tab.


3.  Click on the Document button in the History section.


A listing of all of the documents, in all the cases associated to this Claimant is displayed.



4.  Checkmark the checkbox(es) belonging to the document(s) (for this Claimant) you wish to copy to this case.



5.  Click on the Link button (on the bottom toolbar).


A prompt will display asking:  Do you want to link the selected documents to the case [case #]?


(a) Click on the Yes button to proceed.


When selected, a prompt will display indicating if the documents were successfully linked to the selected documents.  Click on the OK button to acknowledge this dialogue.


– OR –


Click on the No button to cancel.


6.  Return to the Case Maintenance form.


7.  Click on the Documents tab.


8.  Click on the Edit button belonging to the linked document that you wish to make into a copy of the document.



9.  Click on the Change to Copy link (in the Edit Document section).



10. Click on the Save button (on the bottom toolbar).


The linked document will now display as a copy of the document in the document listing.


1.9.  Creating a Link to Other Documents, in Other Cases, for the Same Claimant


Creating a link to the other documents, that are attached to other cases for the same Claimant.


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case item in the case navigator panel to add the document at case level.


2.  Click on the Claimant tab.


3.  Click on the Document button in the History section (on the right-hand side) to see a Document History for this Claimant.


A listing of all of the documents, in all the cases associated to this Claimant is displayed.



4.  Checkmark the checkbox(es) belonging to the document(s) (for this Claimant) you wish link to this case.



5.  Click on the Link button (on the bottom toolbar).


A prompt will display asking:  Do you want to link the selected documents to the case [case #]?


(a) Click on the Yes button to proceed.


When selected, a prompt will display indicating if the documents were successfully linked to the selected documents.  Click on the OK button to acknowledge this dialogue.


– OR –


Click on the No button to cancel.


1.9.2.  Reviewing the Documents Linked to the Case


Go to the Case the documents were linked to in Case Maintenance - only if you’re not already thereHome tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case item in the case navigator panel to add the document at case level.


– OR –


Click on the Services item in the case navigator panel to the add document at the service level.


2.  Click on the Documents tab.


3.  Click on the Refresh button to update the listing if the documents have just been linked to this case.


The linked documents will display (and are available) alongside of the other documents for that case.



Identifying Which Case the Linked Document Came From


4.  Click on the Edit button belonging to the linked document.


The file number belonging to the linked document is displayed in the Document Location field, an example is displayed below.



1.10.  Reviewing a Claimants Document History


Viewing the documents that are attached to all of the cases for the same Claimant.


Go to the Case in Case Maintenance - only if you’re not already there:
Home tab > Load Case # (File Number) OR Load Name (Claimant) OR Case Search E(dit)


1.  Click on the Case item in the case navigator panel to add the document at case level.


2.  Click on the Claimant tab.


3.  Click on the Document button in the History section (on the right-hand side) to see a Document History for this Claimant.


A listing of all of the documents, in the all the cases associated to this Claimant is displayed.