Using Desktop-based Capture vs Web Capture when Launching from Advisors Assistant

Using Desktop-based Capture vs Web Capture when Launching from Advisors Assistant

Overview

For higher-volume capture of documents - for instance, selecting tens of documents at once for a given client from a folder -- the desktop-based ReadyCapture application provides a quicker, more efficient  solution. Also, for documents that are in excess of 50MB in size, the Desktop Capture option includes a facility for handling large files upwards of 2GB each, that may otherwise fail when using Web-based Capture. The downside is, if you are typically capturing documents one or two documents at a time for a given Contact, the Desktop Capture process will be a little slower than using the Web-based capture since the Desktop application takes a few moments to launch compared to Web-based Capture.

Prerequisites:

A. To use desktop-based capture, you will need version 8.1 or above of our ReadyCapture application. A link to download the application is below. If you already have ReadyCapture installed, take a look at the upper right corner and the version that is displayed (if no version is displayed, you need to upgrade).




B. Update the Advisors Assistant station program to version 8.19.162.206 or above. Please see here for more information and instructions.

Configuration for Desktop-based Capture

After confirming the prerequisites, login to Advisors Assistant and select File, User Preferences. Then click the Other Passwords tab. Then click the "Use ReadyDoc Desktop Application" checkbox as shown below:


After checking the box, click the OK button to save changes.


Capturing Documents through Advisors Assistant

To capture a document, from a Contact record make sure the Files tab is selected, then click the Add button:



The Desktop Capture application will launch with the Contact Information populated into the Index Card fields.


At the top of the Desktop Capture window are the options Scan and Import. Scan will invoke scanning based on the Selected Scanner. Import will open a file import dialog from your local workstation.

We will use Import in the example below as it is has features that are an advantage over the Web-based capture - namely, the ability import multiple documents for the same client at once.
      
Importing Files to ReadyCapture

1. Click the Import button and browse to the location of client electronic files. You can select a single file for the client contact, or use the standard windows keystrokes of Shift + click to select a range of files, or Cntl + Click to select multiple files for the same client. Then click Open to bring the files into ReadyCapture.

IMPORTANT: These files must all pertain to the currently selected Client Contact in Advisors Assistant.

      

2. With the documents imported there is one thing to do: Assign a document type to each document. Document type is used to organize documents under each client when they are stored in ReadyDoc. The document type is also shown as a column in the Advisors Assistant file list.

PRO TIP: If all the documents are of the same type, select the document type first, before importing documents, and each imported document will inherit whatever index card values were set at the time the documents were imported.

      

3. With the Document Types assigned to each document, click the Send All Documents button to save them to ReadyDoc. If only one document was imported the Send All Documents button will be disabled and the single "Send Document" button will be active. After a few moments the Capture window will clear
      

Note, with multiple documents loaded in Capture, you can also opt to send one at a time by clicking the Send Document button for each document. Only the selected document will be sent. Some people prefer this method - they set a document type and maybe additional information on the current document, click Send Document to save it to ReadyDoc, then repeat the process with each remaining document. The Send All button is the fastest way to get folders worth of client documents in to ReadyDoc though.

4. While documents are being sent, status for each document will be displayed at the bottom of the viewer window.
      
      
5. When all documents have been sent click the "X" in the upper right corner to close ReadyCapture. Closing ReadyCapture will cause the Advisors Assistant contact window to be updated with the new document links.

      

6. The updated Files tab in Advisors Assistant (double-click on any of the files to view them in ReadyDoc).




Another approach: The Hybrid Option - Switching back and forth from desktop Capture through the Web-Based Capture application

If the majority or Capture activity is smaller volumes, you could also choose to make Web Capture your default method of Capture but switch to Desktop Capture when you have a larger volume of capture to do for a given Client Contact. To use this approach you would need to leave the Advisors Assistant User Preferences checkbox "Use ReadyDoc Desktop Application" unchecked. When this option is unchecked the system will default to Web-based Capture. The downside of this approach to using Desktop Capture using the more direct configuration above, is that there will be some additional popup windows that will appear in the process.

For instance, just as when Desktop Capture is selected using the Configuration steps above, from the Advisors Assistant Contact window, with the Files tab selected, click the Add button:

      

VERY IMPORTANT: Advisors Assistant will display a window for refreshing documents after Capture is complete. Do not close this window yet!!

      

The Web Capture Window will appear - note the Use Desktop Capture button at the top:

      



To launch Desktop Capture, click on "Use Desktop Capture" and review the options - select one of the options and click OK



Options:
Just this time - The current request will use Desktop Capture but future requests will still default to web-based capture.
Until I change it back - All capture requests will use Desktop Capture until this option is turned off.

Note that the first time desktop-based capture is launched from the web, you will receive a warning message from the browser - click the checkbox to avoid this warning in the future for this application:
     


There will also be a web browser tab opened - another side effect of launching a desktop application from a web application but perfectly harmless - the contant on the tab will explain that it can be closed at any time.

The ReadyCapture desktop application will display with the selected client information pre-populated. Follow the usual instructions for completing Capture using the instructions in the prior section above.



After saving the document(s) click the "X" in the upper right to close the capture application



Now, back at the Advisors Assistant Contact window, go ahead and click OK to the popup prompt:



Click OK again to the document count confirmation prompt:



The captured document will then display in the Files List in Advisors Assistant.

To change back to using web-based capture from Advisors Assistant

If you selected the option during the Hybrid capture approach to "Until I change it Back", you can change back to Web-based Capture by turning off Desktop Capture from within the ReadyDoc Web Application.

Login to the ReadyDoc Cloud application at https://app.readydoc.com and select Manage, My Advisors Assistant Integration.