Glossary of terminology used in this FAQ
Data Exchange [Ezidox]: The platform and/or service provider (Us)
Collector(s): You or your team as the primary user of the Data Exchange [Ezidox] platform.
Customer(s): Your customers or clients.
Document Request(s): The method for sending a list of Documents and Attachments to your customer to upload and download.
Custom Template(s): A pre – defined list of Documents & Attachments that can be selected when creating your Document Request.Makes the process of sending a Document Request faster.
Custom Document(s): The custom documents you wish to collect from a customer.
Attachment(s): The documents you wish to send to a customer to read or sign.
How can I benefit from Data Exchange?
Unlocking Efficiency with Data Exchange [Ezidox]: A Revolution in Document & Data Management
In a world driven by complex transactions and paperwork, document management can often be a tedious, time-consuming process. This is particularly true for both Customers and Collectors, who struggle to track which documents have been received, identify missing pieces, and determine when they have collected all the necessary materials. Add to that the manual tasks of collecting, validating, naming, and filing documents into document groups, and it becomes apparent why organizations often outsource these responsibilities to admin teams or offshore resources.
Data Exchange [Ezidox] emerges as the solution to these prevalent challenges. Originally focusing on the broker market, Data Exchange [Ezidox] has evolved and extended its capabilities to cater to any process involving documents from Customers, becoming an integral component of these workflows.
Customizable Document Management
One of the key features of Data Exchange [Ezidox] is its customizability. Its base version allows users to specify the names of documents they need to collect and group them in a manner that best suits their specific needs. This versatility makes it an ideal solution for any situation that requires the collection of multiple documents from various sources.
Streamlined Workflow
Data Exchange [Ezidox] simplifies document collection by offering features like automatic reminders, a full audit trail, progress tracking, and a host of other time-saving functionalities as standard. With Data Exchange [Ezidox], Collectors can effortlessly create Document Requests, select the desired documents, and send the requests to relevant parties. Once a request is made, Data Exchange [Ezidox] notifies the Customer, who can view the requested documents and easily upload them on any device.
Real-Time Progress Tracking
One standout feature of Data Exchange [Ezidox] is its real-time progress tracking. Both Collectors and Customers have access to a consistent, unique view of what is happening with their documents. This transparency and collaboration streamline the entire process, allowing for efficient document management.
Enhanced Security
Data Exchange [Ezidox] does not stop at document collection and management. It includes Optical Character Recognition (OCR) functionality to automatically handle sensitive information like Tax File Number (TFN) removal, ensuring the security and privacy of data.
Discover More with Data Exchange [Ezidox]
The capabilities of Data Exchange [Ezidox] extend beyond these features. To unlock the full potential of the platform and experience just how easy document collection can be, start using Data Exchange [Ezidox] on a free trial today.
How will this FAQ help me and my team?
The philosophy behind this FAQ is to guide a Collector through the normal Document Request flow:
- Registering your new Collector profile (one-off)
- Creating a new Document Request for a new Customer
- Assisting the Customer in uploading documents, in case they are directly sent to the Collector via email
- Reviewing the documents uploaded
- General operations on the whole Document Request, both when in progress and completed
Summary of Data Exchange process
Step 1:
Obtain the Customer details.
- Manual – Obtain the Customer details via call or email and use the Data Exchange [Ezidox] Interface.
- Integration – You can use the Data Exchange APIs to integrate with your website or CRM. For this set-up, you will need access to an internal developer team to help build your ideal Customer flow, and our team is happy to consult on API best practise, please contact support@doxai.co to set-up a consultation call.
Step 2:
Send Document Request from Data Exchange [Ezidox]
- Create a Document Request for your Customer
- Enter the Customer details
- Select the most appropriate template/Individual documents:
- Include the relevant groups and documents
- Add any other person involved in the loan, if any: a co-borrower, a guarantor or simply another person who can upload the documents required on behalf of your Customer
- OPTIONAL – Share the Document Request with a colleague
- Select the documents to send to your Customer as part of the initial email
- Update the notifications settings and enter a welcome message for your Customer
- Check the data inserted and submit the Document Request: it will now be added to your personal list
- The Customer will receive an invitation mail to inform him/her: this will allow him to start uploading the documents
Step 3:
a: Follow up: request for additional documents
- Edit the Document Request
- Select any additional group or document that you need from your Customer
- Save the Document Request
- The Customer will receive an email to inform him/her of the additional documents requested
b: Follow up: send additional documents
- In the Document Request details, you can easily send files to the Customers by uploading them to the Attachment section. Customers will receive an email with the new file, which they can then download from the email or from the Document Request at their convenience.
Step 4:
Complete the Document Request
- Lodge your Document Request to email all the documents to the Lender/third party. This will also change the status of the Document Request to ‘Complete’ and will stop sending reminders to the Customer; you can select the “Complete without Email” option to avoid any email being sent.
- Manually export the documents into your local drive as a Zip File/PDF and change the Status of the Document Request to ‘Complete’ from Actions.
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