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Imaging Assistant
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security lets you protect insurance
or investment documents from
those who do not have access to
modules. You can also cut off all
access to documents for those who
don’t have the need to know.
Finally, if you have the MultiProducer version of Advisors Assistant, the built in security automatically denies access to any document
stored for producers the user can’t
access.
Protected Archive
When you archive a non-scanned
file, such as a Word document,
with Imaging Assistant, you can
retrieve it, but you can’t save back
over the original. You re-archive
the new version so you have a
history of changes.
For master documents or documents you will be changing, just use
Advisors Assistant’s new folder
associations and save them in a
local folder until you want to archive the final version in Imaging
Assistant.
Backups To DVD
Imaging Assistant also uses Microsoft’s new DVD writing software to
enable you to make backups to
DVD. This is important because
DVD backups cannot be changed
so you have a snapshot of your
files.
You can also use an Internet
backup, such as Carbonite, to back
up your scanned documents.
Economical
We’ve priced Imaging Assistant
realistically with special introductory pricing at just $499 for the
first user and $129 per user thereafter. All Advisors Assistant users
can view and/or scan, so you can
put small scanners on every desk if
that’s your target.
Minimal Hardware
Your “document storage com-
puter” does not have to be a big
expensive server. A single core
Windows XP computer hooked to
your network will do just fine.
(That’s what we use with 25 users.)
You can also use the same server
you use for other business. You
don’t need a dedicated computer.
We do recommend having a decent
amount of storage space available.
Twenty GB free space is about a
minimum to store about 300,000
pages. We recommend starting
out with 60GB.
Other Features
In addition to having our tech support and updates included, Imaging
Assistant lets you export documents to Adobe PDF, attach documents to emails, and print documents.
It is also set up so that if you ever
wanted to move the documents to
another system, such as LaserFiche,
your document database contains
all the information a vendor would
need to import the files.
Market Position
If you’re looking for a convenient,
efficient, low cost, secure, and time
saving way to store and retrieve
documents, you should take a look
at Imaging Assistant. ◊
Overriding The Role
Not everyone fits into a template
you might set up. Some associates
may demonstrate excellent abilities
and you may want to provide more
rights to them than you originally
set up in their role.
Rather than having to devise a new
role, complicating the list of templates, you can assign special rights
by just overriding the task list for
that particular user.
Just click on Admin | Maintain Users, and modify the individual user’s
rights. On the Modify User Screen
you can add or remove rights to
any task without affecting the main
Role Template.
You can also see the last time the
user logged into the database and
the last time their password was
changed from this same screen.
The Modify User Screen can only
be accessed by those who have
Advisors Assistant administrator
rights.
Access vs Task Rights
Access rights represent an additional feature in the MultiProducer
uses Advisors
Assistant’s Role
Based Security to
keep documents
from leaving your
office without
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a need to use them.
Imaging Assistant
version of Advisors Assistant. Access rights allow the Administrator
to restrict access to clients and
contact information based on the
Primary Producer listed in the contact’s name record.
Access rights allow you to provide
rights for a producer to access only
their own clients and contacts.
However, since an assistant may
work for more than one advisor,
you can assign users access to
more than one advisor’s data, and
you can provide key office personnel with access to all names.
If you have the MultiProducer version, you can change access rights
by clicking on Admin | Maintain
Access Rights.
There is a very complete help topic
that shows you how to set up the
rights and set up access to groups
of advisors.
Security Summary
Advisors Assistant will give you the
flexibility you need whether you
are in a small or large office. In
today’s privacy environment, it’s
very important to review and control who has access to data, and
can take your data off site. ◊
your permission!
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