Electronically Storing Documents with SecureDocOne

Stored Documents

With a SecureDocOne subscription, many documents generated within the RouteOne system can be stored within SecureDocOne. Examples of documents that can be stored include:

• Aftermarket
• Contract
• Contract Package
• Credit Application
• Credit Card Terms & Conditions
• Credit Report
• Credit Report Disclosures
• Credit Score Disclosures
• Decision Details
• Government
• Miscellaneous
• Services/Parts
• Vehicle

Note: Not all documents are stored automatically. RouteOne generated documents and documents uploaded to the Deal Worksheet (those that are transmitted to the Finance Source via Electronic Document Delivery and the Ready to Fund button) are automatically uploaded to SecureDocOne overnight. All other documents must be manually stored in the SecureDocOne tab.

User Permissions

To access SecureDocOne and all its functionalities, the following permissions must be granted at the user level.

Note: User permissions may only be edited by Dealer System Administrators (DSAs).

Hover over the ‘Admin’ tab and select the ‘Users’ option.

Locate the user and click ‘Edit’ to access their user profile.

Scroll down to the ‘User Permissions’ section and ensure that the ‘Does this person need access to archived documents’ permission is marked as “Yes” and the ‘Archived Document Access’ box is checked.

Note: Both ‘Yes – Allow complete access to archived personal/private customer data’ and the ‘Archived Document Access’ must be enabled.

Uploading Documents

To manually add new documents to SecureDocOne, hover over the ‘SecureDocOne’ tab and select the ‘Upload Documents’ option. You will be directed to the ‘SecureDocOne Upload Document’ page.

Note: The ‘Archived Document Access’ permission is required to be able to upload documents.

Complete as many fields as possible (the highlighted fields are required). Completing more fields will make it easier to locate the document later.

Under the ‘Document Type’ dropdown menu, select ‘Miscellaneous.’

Click the ‘Choose File’ button and select the document to upload from your File Browser.

Click the ‘Submit’ button.

Once submitted, you will receive a success message.

Uploaded documents will be available in the SecureDocOne tab within one (1) business day.

Locating Documents

To locate a document, hover over the ‘SecureDocOne’ tab and select the ‘Search for Documents’ option.

Enter the criteria for your search. You can search by Last/Business Name, First Name, and/or RouteOne Application #. You can also select a date range using the ‘Start Date’ and ‘End Date’ dropdown menus.

Note: If you do not know the exact value, enter a partial value followed by an asterisk (*). For example, to search for the user ‘James Wilson,' enter the first few letters of the last name followed by an asterisk (i.e., “Wil*") to view all users whose last name begin with ‘Wil.’

Click the ‘Submit’ button.

Note: You may filter further from within the search results window. Clicking on the Filter icon will display a list of options; however, the “Contains” option is recommended for best results.

A new window will open showing the search results. You can further refine your search by typing the desired criteria under the column header.

Right-click on the document to display a list of actions.

• History: Shows the user that viewed the document and the action they performed.
• Notes: Allows the user to add notes to the document without altering the document.
• Print: Allows the user to print the document.
• Send To: Allows the user to save the file to his or her computer or send as an email attachment.
• Delete: Allows the user to delete the document.
• Open in New Window: Allows the user to open the document in a new window.
• Create List Report: Allows the user to print the ‘Hit List.’

Select the document you wish to view by double clicking it. It will then appear in the lower window.

Right-clicking on the document in the lower window brings up a list of Adobe® Acrobat Reader® functions.

After reviewing your selected documents, close the window and you will be returned to the ‘SecureDocOne’ tab within RouteOne.

Note: If you receive a message saying ‘No Documents Found’, close the window and return to your search criteria. Make sure you entered your search criteria correctly, and that you’ve selected a date range.