Auto Credit Express Blog
August 13, 2008
Electronic Document Storage with the latest version of LotProOnline
In special finance, it’s vital that all important deal-related documentation is kept in the customer file. Unfortunately, this information sometimes gets misplaced, delaying funding and making more work for the special finance manager. It can also inconvenience customers - especially if they have to request copies of these forms from their employers or utility providers. With the latest version of LotProOnline, these problems are a thing of the past.
Electronic Document Storage
Back in the bad old days of subprime, when a customer brought in their stips, these documents were copied and placed in the deal folder. As part of the funding package, copies of these documents were then mailed to the bank as part of the required documentation. If a mistake was made and either the original or the only copy was mailed to the bank and the bank lost this information, it was the job of the special finance manager to call the customer and have them bring in another copy of the bill or pay stub. All in all, it was never a good situation. Fortunately, the newest version of LotProOnline subprime auto software makes this “situation” one less thing that never needs to happen again.
With electronic document storage, LotProOnline users can now attach any type of document (word, .pdf, scanned images, etc.) and attach these documents to the relevant lead (or customer – depending on where you are in the sales process). Once these documents are associated with the individual and saved, they can be retrieved at any time for printing, emailing or faxing. You can also tag the form by adding a title so that it can be retrieved even more quickly.
How the document attachment function works
In its simplest use, you can use the electronic storage function to attach a document to a lead. Here’s how it works: on the home screen, click the “Leads” tab. Under “Lead Search Results”, find the lead you are looking for and click on the pencil icon to edit the lead information. In the next screen, click on the “Document” tab in the upper right hand corner under “Lead Information” to open up the next screen. Below the lead information screen you will see a “Files Found” bar and, under the “Actions” column you will find an “Attach Files” link.
Lead Upload Page with “Documents” tab in white
By clicking on the “Attach Files” link, you will open up the area below the Files Found bar that will enable you to upload any file stored on your computer. You do this by clicking on the “Browse” button. Once you’ve found the file and selected it, type in a title on the “title” line then put a check mark in one of the boxes in the “Tags” menu. Tags, by the way, are sorted by types. Pre-loaded types include Deal Forms, Stips, Lender Notices or Pre-Sale Forms. If the document doesn’t fall into any of these categories, you can name it yourself in the bottom box.
Attach Files Page with Forms Categories
Once these steps are completed, hit the “Upload File” button and the software will find the file and upload it. When this is complete, a line will appear below the “Files Found” bar with the file name, file title, file tag, the person who uploaded the file as well as the upload date and time. This means that the file has been stored and associated with your customer. It also means that you have safely and securely stored the document.
In addition to attaching a document to your lead, a special icon will appear in the lead screen on the right-hand side of the “Actions” column to let you know that that lead has documents associated with it.
Lead Document Icon on Leads Page
We’re not perfect, but we’re getting closer
This latest feature should help special finance managers and department employees store vital deal information safely and securely while still allowing for document retrieval at a moment’s notice. Documents not in file form can be scanned using an inexpensive digital scanner, and then attached to the customer in file form.
To find out more about these changes, as well as other features of the best subprime software on the planet, contact us at 888.535.2277 or by using our quick contact form.
