DOCUMENT MANAGEMENT

Application Overview

The Document Management (DM) module provides the functionality to manage the Documents
obtained from Customers for availing various facilities with a Bank. With this Module installed, it
would be possible to specify details about Classification and Types of Documents, conditions for
required Documents when a Customer relation is established and for the various facilities offered to
Customers. The module would track the Status of required Documents and it would produce
appropriate overrides or errors when the required documents are with an invalid status.
DOCUMENT MANAGEMENT

Setting up the System

1. Documents obtained from Customers could be categorised into Customer level and
Application level Documents.
2. A Customer level Document is one, which would be required to establish a Customer
Relation with the Bank.
3. For example, Passport Copy would be a Customer level Document.
4. An Application level Document is one, which would be required from a Customer only for
transactions pertaining to a particular Application. Again, an Application level Document
could be categorized into Contract Specific and Non-Contract Specific.
5. A Contract Specific Document is one, which should be separately obtained from a Customer
for each transaction in an Application.
6. For example, a Promissory Note would be a Contract-Specific Application level Document
for LD Loans.
7. A Non-Contract Specific Document is one, which would be obtained once from a Customer
irrespective of any number of transactions in an Application.
8. For example, a Loan Conditions Agreement would be a Non-Contract specific Application
level Document for LD Loans, if it would be applicable all the LD loans granted to a
Customer.
9. A Mandatory Document is one, which is specified by User as such, and which could trigger
processing of overrides or error conditions by T24.
10. A Required Document is one, which is determined by T24 based on the defined parameters,
as essential for inputting a record in an application.
11. Track means the processing done by T24 depending on the status of Required Mandatory
Documents, for a record input in an application.
12. Document data files refer to the files CUST.DOCUMENT and TRANS.DOCUMENT, which
stores the details of documents tracked for a Customer.
13. A Tracked Document refers to any Document, which exists in the document data files
CUST.DOCUMENT or TRANS.DOCUMENT.
14. Each Tracked Document in the document data files is associated with only one Customer and
it would be referred to as a Document Tracked for the Customer.
15. If details of a Document for a Customer are not stored in the Document data files, it would be
referred to as a Document not already tracked for a Customer.
16. A Customer Type is any field in a T24 application whose value would refer to the ID of
record in CUSTOMER file (i.e. a Customer of the Bank).

For example, in the application SEC.TRADE the fields CUSTOMER.NO, BROKER.NO are Customer
Types. Documents would be tracked only for pre-defined Customer Types.
1. A Related Application is an application whose mandatory required documents would be also
tracked, when a record is input in another application.

For example, when a SEC.TRADE is input, documents required for related records in the
application SEC.ACC.MASTER may be tracked. In this case, SEC.ACC.MASTER would be
referred to as a Related Application of SEC.TRADE.

2. Status of a Document is a description of the position of a tracked document, specified either

by User or T24 in document data files.
3. An Equivalent Document is any document, which would be specified in the parameter files,
as equivalent to another document for the purposes of document tracking.
4. An Expired Document is one with its Expiry Date less than the Processing Date.

A Next Document is one, which would be obtained in replacement of a document before or after its
expiry.
DOCUMENT MANAGEMENT

Application Design

Topics

The following topics will explain the concept of DM in more detail.

Design overview

The DM Module is designed around parameter files and data files. The conditions for document
tracking are defined in the parameter files and details of documents are stored in the data files.

The parameter files are:

DM.APPLICATION.INFO
DOCUMENT.CLASS
DOCUMENT.TYPE
DOCUMENT.STATUS
DOC.GEN.CONDITION
DOCUMENT.REQUIRED

While DOCUMENT.CLASS, DOCUMENT.TYPE, and DOCUMENT.STATUS records need to be

specified at installation level, other parameter file records need to be specified for each Company
where DM is installed.

The data files are:

CUST.DOCUMENT
TRANS.DOCUMENT

While CUST.DOCUMENT stores Customer specific documents not tied to particular transactions,
TRANS.DOCUMENT stores transaction specific documents.

Invoking Document Tracking

Documents would be tracked when a record is accessed in an application (with file classification
CUS or FIN) with the following T24 functions: INPUT, COPY or HISTORY RESTORE.

When file update functions OFS, EBS.AUTO.FUNCTION are used, documents would be tracked
only when the target applications are accessed with the above referred functions of INPUT, COPY or
HISTORY RESTORE.

Once the DM Module is installed in a Company, its processing could be invoked from any T24
application of user’s choice.

For each application for which DM processing should be invoked, users could specify in
DM.APPLICATION.INFO, for which Customer Types (File names in the application which accept
only Customer IDs) documents need to be tracked. For example, when an FT record is input,
documents might be tracked only for DEBIT.CUSTOMER or for CREDIT.CUSTOMER or for both.

Figure 1 - Specification of Customer Types for FT Application

If a Customer Type for which documents need to be tracked is a multi-valued field, then documents
would be tracked for each Customer ID specified as a value of the field. For example in case of a
SEC.TRADE input, documents would be tracked for each Customer of the trade, if CUSTOMER.NO,
which is a multi-valued field, were specified as a Customer Type.

Document Status

To track documents, T24 uses Status codes associated with them. Users could specify the Status
codes in the application DOCUMENT.STATUS. A Status could be defined only as a Valid or
Invalid Status. T24 uses three pre-defined Status codes of 1 (“Received”), 2 (“Not Received”) and
3 (“Expired”), while creating document records or updating status of expired documents. The
DOCUMENT.STATUS records for these codes are supplied during product installation.

Figure 2 – User defined status of 5

Document Groups

The Required Documents for a record input could depend on the following factors: Application in
which the record is input, Customer Type for which documents need to be tracked and finally the
value of the data input in various fields.

For this purpose, Users could specify for each application plus Customer Type combination
conditions for document grouping. The conditions for Document groups are specified in the
application DOC.GEN.CONDITION.
For example, for an FT application, the Document groups for the Customer Types DEBIT.CUSTOMER
and CREDIT.CUSTOMER might depend on different conditions.

Figure 3 – Specify a Document Group for a Debit Customer

Figure 4 – Specify a Document Group for a Credit Customer

There is also a facility to define conditions for Document groups at Application level, which would
be applicable to any Customer Type in the Application, without its own Document Groups.

In the above example, for the Funds Transfer application, the document group conditions could be
specified at FT application level, which would apply to Customer Types DEBIT.CUSTOMER and
CREDIT.CUSTOMER, if they do not have their own document group conditions.

Figure 5 - Document Group conditions at Application level for FT

Document Tracking Requirements

Users could specify for each Document Group in an application, the requirements (rules) for
Document Tracking in DOCUMENT.REQUIRED. These requirements would specify the Document
Types to be tracked for the group, whether Customer level documents are to be tracked (for
applications other than CUSTOMER), and whether documents for a Related Application record also
need to be tracked.
 Figure 6 – Document requirements for Document Group FT*202

While defining documents for a group, Users could specify whether a Document is Mandatory or
not (Field: MANDATORY). T24 would track only Mandatory documents and would not do any
processing with non-Mandatory documents.

While defining documents for a group, Users could specify whether a Mandatory Required
Document with an Invalid STATUS would immediately stop a record input, by setting the field
STOP.TXN to YES.

They could also specify a period of time (filed STOP.TXN.DAYS) applied from the STATUS.DATE of
a Mandatory Required Document, up to which an application record which depends on the
document, could be input; T24 would not allow such a record input after the specified time.

Confirmation Messages

A Confirmation Message is a new type of Override Message displayed by T24 in a question format;
Users could respond for the message as either YES or CANCEL (in the T24 Browser) and YES or NO
(in Reflection); the responses would be respectively interpreted as a positive and negative response.
Depending on the user response, further processing would be done by T24. A response of CANCEL
or NO would not cancel the transaction as in the case of other Override Messages.

Such Confirmation Messages would be displayed by T24 in the following cases:

o A CUSTOMER record is input and a Mandatory Required Document is not already tracked or
tracked with a STATUS of 2 (“Not Received).
o A record is input in any application other than CUSTOMER and a Mandatory Required
Contract-Specific Document is not already tracked or tracked with a STATUS of 2 (“Not
Received).

Screen-shot of a Confirmation Message is given below. These messages would display the
Description of a tracked Document type (BIRTH CERTIFICATE), the document group for which it is a
required one (CUS*102) as well as the ID of the Customer (300018) for whom it is tracked.
 Figure 7 - Confirmation Message by T24

When a user responds to a Confirmation Message with yes, T24 would create or update a document
data record with a STATUS of 1 (“Received”). If the User response is CANCEL or NO, T24 would
create or update a document data record with a STATUS of 2 (“Not Received”). If the User wants to
input any other User defined STATUS (for example, a status code of 5 for Fax Copy Received), User
could later modify the STATUS in document data records.

When a Confirmation Messages is responded to by the User, appropriate Override Messages would
be stored in the application record. In the screenshot, for the Document IDCARD, user has responded
with YES and for the Document DOB, User has responded with CANCEL or NO.

Figure 8– Stored Override Messages for Confirmation Messages

Override Messages

For other Mandatory Required Documents not already tracked or already tracked with an Invalid
STATUS, T24 would display and store appropriate normal Override Messages.

In the screen-shot below the Document DOB (with Description BIRTH CERTIFICATE) for
Customer 30018 had been already tracked (stored in CUST.DOCUMENT) with a User defined
Invalid STATUS, and while tracking the document again when the CUSTOMER is modified, T24
displays a normal Override Message.

Figure 9 - Override Message for a Document with invalid status

Document Tracking for CUSTOMER Input

Any tracked document would be associated by T24 with only one Customer (ID of a record in the
CUSTOMER file).

When a CUSTOMER record is input, T24 would determine the required mandatory documents. If
any such document was not already tracked or already tracked with a STATUS of 2 (“Not
Received”), T24 would display a Confirmation Message as to whether the Document has been
received. Depending on the User response, T24 would appropriately create or update a data record
for the tracked document in the file CUST.DOCUMENT.

The table below shows the document tracking process when a CUSTOMER record is input.

Document Tracking for Customer Input

Mandatory Type of Status of Message by T24 Update by

Required Document Document and response by T24
Documents for User
CUSTOMER Any Document Not already tracked Confirmation Create record in
Message and CUST.
User response: DOCUMENT
YES with STATUS=1
(Received)
Confirmation Create record in
Message and CUST.
User response: DOCUMENT.
CANCEL or with STATUS=2
NO
(Not Received)
Not Already Error Message No action
Tracked in Live
File.
But CUST.
DOCUMENT
in INAU status
created by an
unauthorized input
from a different
Application.
Already Tracked in Confirmation Update STATUS
CUST. Message and to 1 (Received)
DOCUMENT User response:
with STATUS=2 YES
(Not Received) Confirmation No action
Message and (Document would
User response: remain in same
CANCEL or STATUS of 2)
NO
Already Tracked in Override No action
CUST.DOCUMEN Message
T with any Invalid
STATUS other
than 2

Document tracking for input in Applications other than CUSTOMER

When a record is input in any application other than CUSTOMER, T24 would determine the
required mandatory documents.
o If Customer level documents are required to be tracked (Field CHECK.CUST.LEVEL is YES in
DOCUMENT.REQUIRED), T24 would display Override Messages for all Mandatory
Customer level documents with an Invalid STATUS or not already tracked. If the document is
not already tracked, T24 would create the document in CUST.DOCUMENT with STATUS=2.
If the document is not already tracked, but in unauthorized status due to input from a different
application then T24 would display an Error message.
o If Mandatory documents for Related Applications are required to be tracked, (Field
RELATED.APPLN in DOCUMENT.REQUIRED is not null), T24 would display Override
Messages for all such documents with an Invalid STATUS or not already tracked.
o T24 would display a Confirmation Message whether the Document has been received for
Contract Specific Mandatory documents for the current application, if they are not already
tracked or tracked with a STATUS of 2 (“Not Received”). Depending on the User response,
T24 would appropriately create or update the data record for the tracked document in
TRANS.DOCUMENT.
o T24 would display Override Messages for Contract specific Mandatory documents for the
current application, already tracked with any Invalid STATUS other than 2
o T24 would display Override Messages for Non-Contract specific Mandatory documents for
the current application, with any Invalid STATUS.

The table below shows the document tracking process when a record is input in an application other
than CUSTOMER.

Document tracking for input in an application other than CUSTOMER

Mandatory Type of Status of Message by Update by

Required Document Document T24 and T24
Documents for response by
User
Current Contract Not already tracked Confirmation Create record in
Application Specific Message and TRANS.DOCUMENT
LD (E.g. User response: with STATUS=1
Promissory YES (Received)
Note) Confirmation Create record in
Message and TRANS.
User response: DOCUMENT with
CANCEL or STATUS=2
NO
(Not Received)
Already tracked in Confirmation Update STATUS to 1
TRANS. Message and (Received)
DOCUMENT with User response:
STATUS=2 (Not YES
Received) Confirmation No action
Message and (Document would remain
User response: in same STATUS of 2)
CANCEL or
NO
Already Tracked in Override No action
TRANS. Message
DOCUMENT with
any Invalid STATUS
other than 2
 Non-Contract Not Already Tracked Override Create record in
Specific Message CUST.DOCUMENT with
(E.g. General STATUS=2
Loan Already Tracked in Override No action
Agreement) CUST. Message
DOCUMENT with
any invalid STATUS
including 2
Not Already Tracked Error Message No action
in Live File. OR Override
But CUST. Message based
DOCUMENT in on the field
INAU status created CUST.DOC.O
by an unauthorized VERRIDE in
input from a different DM.APPLICA
Application. TION.INFO
Customer level Any Document Not already tracked Override Create record in
(CUSTOMER Message CUST.DOCUMENT.
application) with STATUS=2
Already Tracked in Override No action
CUST. Message
DOCUMENT with
any invalid STATUS
including 2
Not Already Tracked Error Message No action
in Live File. OR Override
But CUST. Message based
DOCUMENT in on the field
INAU status created CUST.DOC.O
by an unauthorized VERRIDE in
input from a different DM.APPLICA
Application. TION.INFO
Related Contract Not already tracked Override Create record in
Application Specific Message TRANS.DOCUMENT
(E.g. (E.g. Account with STATUS=2
ACCOUNT) Opening form) Already tracked in Override No action
TRANS. Message
DOCUMENT with
any invalid STATUS
including 2
Non-Contract Not already tracked Override Create record in CUST.
Specific Message DOCUMENT.
(E.g. Electronic with STATUS=2
Banking
Already tracked in Override No action
Agreement)
CUST. Message
DOCUMENT with
any invalid STATUS
including 2

Document Records created by T24

T24 would initially update document data records in an unauthorized state; it would update the live
records only when the underlying transaction is authorised by the User.
When any T24 initiated update to a document data record is outstanding in an unauthorized state,
Users would not be allowed to modify that document data record; this would ensure data integrity
of system-initiated updates.

When the User creates a new document data record and puts it in an unauthorized state, T24 would
not allow the User to commit any application input for which that document is mandatory; this
would ensure data integrity of user initiated updates.

Reversal and History Restore

When any application record is reversed using the REVERSE function, then all the Contract
Specific documents tracked for that application record would be automatically reversed by T24.

When a reversed application record is restored using the HISTORY RESTORE function, T24
would restore required Contract-specific documents from History, after confirming with the User
whether to restore them.

Maintenance of Document records

T24 would calculate and default the expiry date (Field: END.DATE) only for Documents with a Valid
STATUS, whenever any field on which the expiry date calculation depends such as STATUS.DATE,
SIGNATURE.DATE or STATUS is input, in the document data records.

If appropriate, T24 would default an expiry date in the Document data records created by it, during
document tracking.

In the screenshot below, a validity period of 30 Days is specified for the Valid STATUS 5 in the
application DOCUMENT.STATUS, which would be applicable from the STATUS.DATE. T24 has
defaulted an END.DATE of 09 AUG 2001.

Figure 10 - END.DATE defaulted by T24

Users would have an option to update a T24 defaulted expiry date with an appropriate lesser date.

On the End-of-day operations, T24 would update the STATUS of all documents expiring before the
next working day to a T24 defined status of 3 (“Expired”).
Maintenance of New Document details

A new document obtained in replacement of an expired document could be differentiated in

document data records by a document sequence number, (Field: DOC.SEQUENCE) which should be
maintained by User; T24 would update this field only in those cases, where it initiates update of
current document details with that of the next one.

Users have the option to specify details about a next document, while the current document is still
effective. For example, Users could specify the date on which a new document has been sent for
signature to replace the current one, etc.

Figure 11 – Details of Next Document updated by User

Users always have the option to directly update the details of the current document with that of the
next one; or Users could make a valid new document received from a Customer to replace the
current one, effective from a future date (Field: NEXT.EFF.DATE in CUST.DOCUMENT and
TRANS.DOCUMENT). On the effective date, T24 would update the details of the current document
with that of the next valid document.

If the next document is with an Invalid STATUS (for example: it is not yet received or received with
an invalid status), T24 would automatically update the details of the current document with that of
the next one, on the expiry (Field: END.DATE) of the current document. For this processing to
happen, the next document should not have expired (either Field: NEXT.END.DATE is null or it is not
less than the working day next to expiry date of current document).
DOCUMENT MANAGEMENT

Overview of Input and Processing

Structure of DM Applications

GLOBUS Applications
CUSTOMER

CUST.DOCUMENT
DOCUMENT.STATUS DM.APPLICATION.INFO
(Non Contract Specific
(Status definition that (Application level
Documents tracked for a
defines validity) parameters)
Customer)

TRANS.DOCUMENT
DOCUMENT.TYPE DOC.GEN.CONDITION
(Contract Specific
(Document Definition) (Document Groups)
Documents tracked for a
Customer)

DOCUMENT.REQUIRED
(Document Requirements
DOCUMENT.CLASS
for Application and
(Document Classification)
Customer Groups)

Figure 12 - DM Applications Relationship Diagram

Multi-Company
The parameter files:

DOCUMENT.CLASS
DOCUMENT.TYPE
DOCUMENT.STATUS

which describe the Class, Type of Documents and Status Codes are Installation (INT) type files
which could be shared by all Companies.

Other parameter files:

DM.APPLICATION.INFO
DOC.GEN.CONDITION
DOCUMENT.REQUIRED

which define the requirements for document tracking, are Financial (FIN) type, Company specific
files; they could be used to define Company specific rules for document tracking.
The data file CUST.DOCUMENT which, stores the details of Non-Contract specific documents
tracked for a Customer is a Customer (CUS) type file; this file would be shared by all Companies
which share the same CUSTOMER file.

The data file TRANS.DOCUMENT which stores the details of Contract-specific documents tracked
for a Customer (for any application) is a Financial (FIN) type, Company specific file. The
documents tracked for an application are stored in the appropriate Company’s
TRANS.DOCUMENT file, depending on the type of application.

DM.APPLICATION.INFO
This file contains the details of T24 applications for which DM Module processing should be
invoked; it also specifies the Customer Types in the applications, for which documents should be
tracked.

Records of this application could not be reversed.

DM.APPLICATION.INFO Field Description

Field Description
ID Any valid T24 application for which documents need to be tracked.
APPLN.MNEMONIC Specifies Mnemonic for the application, for Document Tracking purposes.
XX.CUST.FIELD.NAME Specifies the Customer Types (names of customer fields) in the
Application, for whom Documents need to be tracked. Documents would
be tracked only for the customer(s) whose IDs equal the values of the
fields defined here. Input is allowed only for Applications with File
Classification either CUS or FIN.
CUST.DOC.OVERRIDE Specifies whether an error message is to be displayed or an override
message is to be displayed while tracking non-contract specific
documents, which have already been tracked by a transaction different
from that of the application.

Specifying Customer Types for Tracking

The field CUST.FILED.NAME specifies the Customer Types for whom documents need to be tracked.
Hence a value of the field specified here should refer to a CUSTOMER record ID. If the value of
the field specified here, does not refer to a CUSTOMER record ID, then no document tracking
would be done for the Customer Type.

Track an Application’s documents only from other Applications

If required documents need not be tracked when a record is directly input in an application, but such
documents need to be tracked when a record is input in another application, then no value should be
specified for the field CUST.FILED.NAME. For example, documents might not be required to be
tracked when Security details are input in the file SECURITY.MASTER. However, required
documents for a Security might need to be tracked for a Customer or Broker when a SEC.TRADE
is input.

DOCUMENT.CLASS
A Document Class is the classification/grouping of document types at the highest level (e.g.
Account Opening Forms). No processing rules are applicable at this level.
Records of this application could not be reversed.

DOCUMENT.CLASS Field Description

Field Description
ID Name of the Document Class.
XX.LL.DESCRIPTION Description of the Document Class.

DOCUMENT.TYPE
A Document Type defines the common characteristics that apply to a particular type of document; a
document obtained from a Customer would be an instance of a Document Type (e.g. Signature
Card).

Records of this application could not be reversed.

DOCUMENT.TYPE Field Description

Field Description
ID Name of the Document Type.
XX.LL.DESCRIPTION Description of the Document Type.
CLASS The Document Class to which this Document Type is linked to.
VERSION Version of the Document Type, for information purposes.
BEGIN.DATE Date from when the Document Type needs to be tracked.
END.DATE Date up to which the Document Type needs to be tracked.
REVIEW.FREQ Frequency at which the Document Type needs to be reviewed by the
Bank for its format, etc, and the Next Date of Review.
SIGNATURE.REQD Specifies whether a Signature would be required for Documents of this
Type.
XX.EQUIV.DOC Document Types, which are considered equivalent to this Document Type
for processing purposes.
NEW.ALL.CUST Field to indicate whether a Document of this type is required for all
customers or for only new customers created on or after the
BEGIN.DATE.
NOTICE.DAYS Period before expiration of the Documents of this type, when customers
need to be advised (for information purposes only).
CONTRACT.SPECIFIC Specifies whether a Document of this type needs to be obtained separately
for each Contract (Transaction) from the Customer.
VALID.PERIOD Specifies the period up to which a Document of this type is valid from the
date specified as VALID.BASE.DATE.
VALID.BASE.DATE Specifies the date (at document level), to which the above defined
VALID.PERIOD would be applied to calculate a document’s Expiry
Date.
XX.VALID.COMPANY Specifies the Companies(s) in which this Document Type needs to be
tracked.

Stop Tracking a Document Type

Tracking of a Document Type could be temporarily suspended by updating the field BEGIN.DATE to
a future date.

Tracking of a Document Type could be permanently stopped by specifying the field END.DATE.

Equivalent Document Types

The field EQUIV.DOC could be used to define Document Types, which could be treated as
alternatives to a given Document Type, for document tracking purposes. For a Customer application
Document Group, PASSPORT is Mandatory. For PASSPORT, the equivalent documents specified are
DRILICENCE and IDCARD. If one of PASSPORT, DRILICENCE or IDCARD has been tracked with a Valid
Status, then T24 would not display any Override Message; otherwise it would treat it as an invalid
condition and process accordingly.

When none of the main document or its equivalent documents has been already tracked, then if a
Confirmation Message is to be displayed by T24, it would display the message for the main
document first. If the User responds with CANCEL/NO, then it would display the message for the
first equivalent document, and then it would continue to display messages for each equivalent
document until User responds with YES. T24 would then create a record only for the Document for
which the user has responded with YES, with a Status of 1 (“Received”) in the document data files.
If the User does not respond as YES to any one of the main document or its equivalent documents,
then T24 would create a record only for the main document with a status of 2 (“Not Received”) in
the document data files.

Equivalent documents could be defined only for non-contract specific documents.

Company dependent Tracking

The field VALID.COMPANY could be used to restrict the Companies in which a Document Type needs
to be tracked. T24 would apply this condition at the time of tracking. Document REGFXFORM is
specified as applicable only to Companies BN1 and BN2. If the document is a Mandatory one for a
record input in an application, it would be tracked, only if the record is input from Companies BN1
and BN2.

Customer level documents to be tracked only for new Customers

The field NEW.ALL.CUST is used to restrict tracking a Mandatory Customer level Document type
only for new customers created on or after its effective date. For example, TAXCLRCERT is a
Mandatory Customer level document type with an effective date of 15.2.2002 for a certain group of
Customers. When an existing Customer is modified and the above referred document type is
determined by T24 as a Mandatory one for the Customer, if the document has not been already
tracked for the Customer, then T24 would not consider it as an invalid condition. If the document
has been already tracked for the Customer, then T24 would subject it to the normal document
tracking processing validations.

DOC.GEN.CONDITION
This file defines the conditions for Document Groups for any T24 application defined in the file
DM.APPLICATION.INFO.

The conditions might be specified for each Customer Type in an Application or at Application level
that could apply to any Customer Type without its own record for Document grouping.

For a record input in an application, document group(s) for the Application plus Customer Type
combination would be determined from this file; Documents required for all such group(s) would be
tracked for the Customer Type. If no matched Group could be found, then documents would not be
tracked for the Customer Type.
To stop documents tracking for a Customer Type in an application, records of this application could
be reversed.

When documents are tracked for multiple customers in an application, and a value of the field to be
tested for determining document groups is associated with the Customers for whom documents are
tracked, it would be possible to specify this through the field ASC.CUS.FLD.

For example, if documents are tracked for each Customer in a SEC.TRADE and if the Customer
Residence of each Customer is to be compared to determine the document groups, then: In
DOC.GEN.CONDITION for SEC.TRADE, specify the DECISN.FIELD as CUSTOMER.RESIDENCE
which would be a multi-valued field returning one value for each Customer in the transaction, and
then set the field ASC.CUS.FLD to CUSTOMER.NO. When Documents are tracked for each Customer
(CUSTOMER.NO), then the value of CUSTOMER.RESIDENCE corresponding to that Customer would be
used for comparison purposes.

It is also possible to attach a local sub-routine in the DECISN.FIELD to test other conditions.

The local subroutine must be defined on the PGM.FILE as a V type program and while specifying it
as a value of DECISN.FIELD in DOC.GEN.CONDITION; any valid field name of the application
specified in the ID of the record could be specified as its parameter.

Figure 13 - DOC.GEN.CONDITION with local sub-routine attached

The local subroutine is called from the T24 subroutine DM.GRP.CONDITION to determine the
relevant group(s) the contract falls (if any).
The local subroutine must be defined to accept the following arguments:
APPLN: Name of the application
ID.APPLN: ID of the application record for which documents are tracked
R.APPLN: The application record itself
FIELD.VALUE: Value of the field specified as parameter in the routine attached to
DOC.GEN.CONDITION. If the parameter specified is multi-valued field
and a value is also specified for ASC.CUS.FLD, then this value would be the
value of the parameter field corresponding to the value of ASC.CUS.FLD.
COMPARISON: Value of DECISION in DOC.GEN.CONDITION
DATA.FROM: Value of DECISN.FROM in DOC.GEN.CONDITION
DATA.TO: Value of DECISN.TO in DOC.GEN.CONDITION

CONDITION.OK: Value returned should be null or 0 for False or any other value for True.

DOC.GEN.CONDITION Field Description

Field Description
ID Format of the ID will be "Application Mnemonic*Customer Field Name",
where the first part will be the Mnemonic defined for an application and
second part will be a customer field name defined for that application in
DM.APPLICATION.INFO. Second part of the ID is optional.
SCAN.ALL.GROUP Specifies whether T24 should stop with the first matched group or
whether it should scan all Group(s) to determine all matching Document
Group(s).
XX<DOC.GROUP Specifies a name for the Document Group.
XX-XX<DECISN.FIELD Could be either a local subroutine name or a field defined in the
STANDARD.SELECTION record for the application (identified by the
first part of the key field).
XX-XX-DECISION The comparison operator for the condition to be evaluated.
XX-XX-DECISION.FROM The constant, which the value derived from the DECISN.FIELD is
compared to.
XX-XX-DECISION.TO The upper value used for field value comparisons based on ranges where
the DECISION field is defined as NR (Not in Range) or RG ( in Range).
XX-XX>ASC.CUS.FLD Name of the Customer Field in the application associated with the
Decision filed (DECISN.FIELD) in the set.

Determination of Document Groups

Users could specify by setting the field SCAN.ALL.GROUP to NO whether T24 should stop with the
first matched group or whether it should scan all defined groups to determine other matched groups.

Example: SCAN.ALL.GROUP = YES. A record input satisfies the conditions specified for Groups
101, 102 and 103. Then T24 would track the Mandatory Required Documents for all the Groups
101, 102 and 103. If the value is NO, then T24 would track documents specified for the Group 101,
which is the first matched one.

DOCUMENT.REQUIRED
This application specifies for each Document Group (defined in the file DOC.GEN.CONDITION),
the requirements for documents tracking.

Records of this application could be reversed.

If no record exists for a Document Group in this application, then no documents would be
determined as required for that group.

DOCUMENT.REQUIRED Field Description

Field Description
ID Format of the ID will be "Application Mnemonic*Document Group",
where the first part should be the Mnemonic defined for an application in
DM.APPLICATION.INFO and second part should be a Document Group
 Field
CHECK.CUST.LEVEL
XX<DOCUMENT.TYPE
XX-MANDATORY
XX-STOP.TXN
XX-STOP.TXN.DAYS
XX>TXN.PROCESSING
XX<RELATED.APPLN
XX-APPLN.ID.LINK
XX>APPLN.CUS.FLD
Description
(field DOC.GROUP in DOC.GEN.CONDITION) for the application
defined in the first part.
Specifies whether for this group, customer level documents (documents
required for CUSTOMER input), should be also tracked in addition to
other application level documents.
Specifies Document Type(s) which needs to be tracked for the Group.
Specifies whether the Document Type is Mandatory or Optional.
Specifies whether a transaction needs to be stopped, if a required
Mandatory document is invalid. Stopping the transaction would be
subject to the value of the field STOP.TXN.DAYS.
Specifies the Number of days (calculated from a document's Status Date
in the file CUST.DOCUMENT or TRANS.DOCUMENT), after which a
required Mandatory document with an invalid status, would stop a
transaction input.
Specifies whether the document type needs to be tracked for transactions
input from a related application or not.
Specifies the related application(s) (other than CUSTOMER) whose
required mandatory documents also need to be tracked.
Specifies the name of a field in the application specified in the first part of
the ID (application in which a transaction is input), which links to the
related application.
Specifies the name of a customer field in the Related Application.
Documents for the related application would be tracked for the Customer
whose ID is equal to the value of this field in the related application's
appropriate record.

Check Customer Level Documents for records input in other Applications

Setting the value of the field CHECK.CUST.LEVEL to YES could specify this. For example,
Documents are tracked for Customer ID 1000 when a record is input in LD application. If this field
is specified as YES, then T24 would determine and track the Mandatory Required Documents
(Customer level documents) for the Customer ID 1000 in CUSTOMER application.

Then it would track the application level documents (for the LD application) for Customer ID 1000
specified in the multi-value field DOCUMENT.TYPE.

Track Application level documents of a Related Application

For tracking documents of a related application, T24 would determine the ID of the record in the
related application ACCOUNT, using the value of the field APPLN.ID.LINK in the current
application. Then it would determine the Customer for whom documents need to be tracked in the
ACCOUNT record. For this purpose, it would use the value of the field in the ACCOUNT record,
which is referred by the APPLN.CUS.FLD. T24 would then determine and track the application level
documents for ACCOUNT for the identified Customer ID. Since the Related Application could
have more than one Customer Type, it is essential to specify for which Customer Type in the
Related Application, documents need to be tracked.

Stop Transactions
Whether a Mandatory document with an Invalid STATUS should stop a transaction could be
specified by setting the field STOP.TXN to YES. If a Confirmation Message is displayed for such
documents, and the User responds with CANCEL or NO, T24 would display an Error Message and
control would return to the application record being input. If only an Override Message is displayed
for such a document (for example, a Non-Contract specific document with an Invalid STATUS), after
displaying the Override Message, T24 would display an Error Message and control would return to
the application record being input.

If the field STOP.TXN.DAYS is set to a specified number of days, then the above referred stopping of
a transaction would occur only when the application record is input after the specified number of
days calculated from the STATUS.DATE of the document.

Restrict Tracking of a Required Document only for input from Main application
It is possible to restrict a required document type (Field: DOCUMENT.TYPE in
DOCUMENT.REQUIRED) for tracking only when input is made from the main application; in such
a case, the document would not be tracked from any other Related Application. This could be
specified by defining a value of NO (do not track for input from another application) in the field
TXN.PROCESSING.

Example:
Electronic Statement Agreement (ELESTMT) is a required Document Type for ACCOUNT Document
Group 101 (In DOCUMENT.REQUIRED record with ID AC*101, ELESTMT is specified as a value of
the field DOCUMENT.TYPE). For this document, the field TXN.PROCESSING is set to NO. The
document type ELECSTMT would be tracked whenever an Account is input which belongs to the
Account Document Group 101.

In DOCUMENT.REQUIRED, for a LD loans Document Group, ACCOUNT is defined as a related

application in the field: RELATED.APPLN; When a loan is input in the LD Application, the related
Account belongs to Account Document Group 101. When the documents for the Account are
tracked after LD input, since TXN.PROCESSING is set to NO for the document ELECSTMT in Account
Document Group 101, it would not be tracked.

DOCUMENT.STATUS
This file stores the details of Status codes used in the document data files CUST.DOCUMENT and
TRANS.DOCUMENT.

Records with IDs 1 (“Received”), 2 (“Not Received”) and 3 (“Expired”) are supplied during
installation and these Status ID values are used by T24 in processing. While Status 1 is a valid one
(VALID=YES), both Status 2 and 3 are invalid (VALID=NO).

However, for workflow reasons, an option is available to the Users to modify the Status 1 to an
invalid one (VALID=NO).

When the DOCUMENT.STATUS ID 1 is specified as an invalid one and when a Document is

created by T24 with a Status of 1 (the document is tracked for the first time for the
Customer/Transaction and user responds with YES to a T24 Confirmation Message), the stipulation
of stopping a transaction when a mandatory document is invalid (STOP.TXN=YES in
DOCUMENT.REQUIRED) would not be applicable.

For example, VALID is set to NO in DOCUMENT.STATUS for the ID 1.

The document IDCARD is mandatory for a transaction input and set with STOP.TXN=YES in
DOCUMENT.REQUIRED. When IDCARD is tracked for the first time and the User responds with
YES to the T24 Confirmation Message, the input would not be stopped and T24 would create the
Document with the invalid Status 1. However, when the document IDCARD is again subsequently
tracked and if the document IDCARD is still with Status 1 (an invalid status) in
CUST.DOCUMENT or TRANS.DOCUMENT, the input would be stopped.

Users could define their own Status codes in this application, which could be either Valid or Invalid
(Field: VALID set to YES or NO).

Records of this application could not be reversed.

DOCUMENT.STATUS Field Description

Field Description
ID ID can be any positive integer subject to a maximum of 10 characters.
XX.LL.DESCRIPTION Description of the status.
VALID Specifies whether this status, if attached to a Document tracked for a
customer would make it valid or invalid.
VALID.PERIOD For a valid status (Value of the Field VALID is YES), this field specifies the
period up to which a Document of this status is valid. The validity period
could be calculated either from STATUS.DATE (in the file
CUST.DOCUMENT or TRANS.DOCUMENT) or from its calendar
year beginning, for a document of this status.

CUST.DOCUMENT
This file stores details of non-contract specific documents tracked for customers. Such documents
could be Customer level documents tracked for CUSTOMER record input or Non-Contract specific
documents tracked for record input in any application other than CUSTOMER.

For example, an IDCARD is a Customer level document tracked for CUSTOMER record input,
while a LOANAGREEM is an Application level document tracked for an LD record input. Both are
Non-contract specific and would be stored in the file CUST.DOCUMENT.

It would be possible to specify the details of the Next Document, while the current one is still
effective.

Records in this application could be created or updated by both the User and T24 as explained in
this document.

Records of this application could not be reversed.

CUST.DOCUMENT Field Description

Field Description
ID Format of the ID must be "Customer ID.* Document Type ID", where the
first part refers to the ID of the Customer for whom the document is
tracked, and second part refers to the ID of the Document Type.
REFERENCE.NO Specifies the reference for the document, if any.
BEGIN.DATE Specifies the Date from which the Document is tracked in T24.
STATUS Specifies the Status of the Document.
STATUS.DATE Specifies the Date from which the Status applies to the Document.
XX.LL.STAT.DETAILS Specifies the remarks if any, on the current status of the document.
SIG.DATE Specifies the Date on which Signature has been obtained on the Document.
END.DATE Specifies the expiry date of the document.
DOC.SEQUENCE Specifies the Sequence Number of a Document, to distinguish documents
obtained on expiry of an earlier one.
LAST.UPD.DATE Specifies the date the record was last updated.
 Field Description
LAST.UPD.APPLN When the document record is updated by T24, this field specifies the
application from which T24 is updating it.
APPLN.TXN.REF When the document record is updated by T24, this field specifies the
transaction reference number of the application, from which T24 is updating
it.
UPDATE.BY Used for T24 processing.

NEXT.STATUS Specifies Status of the Next Document.

XX.LL.NEXT.DETAILS Specifies the remarks if any, on the status of the Next Document.
NEXT.EFF.DATE Specifies the Date on which a Valid Next Document would become
effective, for tracking purposes.
NEXT.STATUS.DATE Specifies the Date from which the specified status (NEXT.STATUS) applies
to the Next Document.
NEXT.SIG.DATE Specifies the Date on which Signature has been obtained on the Next
Document.
NEXT.END.DATE Specifies the expiry date of the Next Document.

Processing of Expiry Date

If the STATUS of a document is Invalid, T24 would not default any Expiry Date; then User could
optionally input any date not less than Bank Date as its Expiry Date. However, when a Document is
initially created by T24 based on User response of YES to the T24 confirmation message “Have
you received ….”, then the Expiry Date of the Document would be updated by T24, irrespective of
whether the STATUS 1 of the created Document is defined as valid or invalid.

If a document is with a Valid STATUS, T24 would default the Expiry Date (Field END.DATE) of a
document (in CUST.DOCUMENT or TRANS.DOCUMENT), whenever the fields STATUS OR
STATUS.DATE or SIG.DATE is updated by the User.

The Expiry Date defaulted by T24 would be the least of:

1. Expiry Date calculated as per the validity period (Field: VALID.PEIOD) specified for the
STATUS in DOCUMENT.STATUS and

2. Expiry Date calculated as per the validity period (Field: VALID.PEIOD) specified for the
document type in DOCUMENT.TYPE.

The User would be allowed to update the T24 defaulted date only to an appropriate lesser date.

Whenever T24 creates or updates a document data record with STATUS 1 (“Received”), it would
default an Expiry Date, if there is a validity period defined for the document type in
DOCUMENT.TYPE.

If T24 does not default an Expiry Date, then User could specify any date not less than the Bank
Date as Expiry Date.

On the End-of-day operations, T24 would update the STATUS of all documents expiring before the
next working day, to a T24 defined status of 3 (“Expired”).

Expiry Date Calculation - Example

Processing of Next Document
The following processing for Next Document applies equally to documents either in
CUST.DOCUMENT or TRANS.DOCUMENT.

It may be required to send reminders to a Customer or forward the next document for signature, etc,
before the expiry-date of a current document. It is possible for a User to specify the Status and
other details associated with a Next Document, while the current one is still effective, in the fields
from NEXT.STATUS to NEXT.END.DATE.

The Bank might obtain the Next Document signed from the Customer before the expiry of the
current one. When the Next Document is received, Bank would like to make it effective
immediately or from a future date. It is always possible for the User to directly update the details of
the current document (Fields from REFERENCE.NO to SIG.DATE) with that of the next Document, if
the next one is to be made effective immediately. Whenever the User directly updates the details of
the current one with that of the next document, care should be taken by the User to increment the
field DOC.SEQUENCE by 1 to indicate that the current document has been replaced with a new one.

However, the User would have an option to make a Valid Next Document effective from a future
date, by specifying a value for the field NEXT.EFF.DATE. T24 would automatically update the
details of the current document with that of Next one on the Effective Date specified by the User.

If the Next Document is with an Invalid STATUS (field NEXT.STATUS), Users would not be allowed
to make it effective from a specified future date.
After expiry of the current document, if the Next Document is with an Invalid STATUS and not yet
expired, T24 would automatically update the details of the current document with that of Next one.

Processing of Next Document - Example

A Promissory Note (ID: PROMNOTE) received from Customer ID 1000 is due to expire on
20.03.2002. The Bank forwards a new Promissory Note to customer on 10.02.2002 for signature.
User might input a status of 6 (“Next Document sent for Signature” – Invalid Status defined by
User) for the Next Document (Field: NEXT.STATUS) and update its details.

Input of Next Document Details

Field Description
ID 1000*PROMNOTE
REFERENCE.NO PN12856
BEGIN.DATE 25.03.1999 (Date first tracked in T24)
STATUS 1 (Received)
STATUS.DATE 25.03.1999 (Date of Receipt by Bank)
XX.LL.STAT.DETAILS
END.DATE 20.03.2002 (3 years from Signature Date)
SIG.DATE 21.03.1999
DOC.SEQUENCE 2 (This is the second document of the same ID tracked for the Customer)

NEXT.STATUS 6 (New Document sent for signature – A user defined Invalid Status)
XX.LL.NEXT.DETAILS Chaser to be sent on 20.02.2002
NEXT.EFF.DATE
NEXT.STATUS.DATE 10.02.2002 (Date New Document sent for signature)
NEXT.SIG.DATE
NEXT.END.DATE

Case 1: There is no response from the Customer and the next document continues with an Invalid
Status.

Step 1: On End-of-Day of 20.03.2002 (Expiry of Current Document):

Status of current document would be updated by T24 to 3 (“Expired”).

T24 Update: On expiry of Current Document with valid status

Field Description
ID 1000*PROMNOTE
REFERENCE.NO PN12856
BEGIN.DATE 25.03.1999
STATUS 3 (Expired) (updated by T24)
STATUS.DATE 20.03.2002 (Updated by T24 to Bank Date)
XX.LL.STAT.DETAILS
SIG.DATE 21.03.1999
END.DATE 20.03.2002
DOC.SEQUENCE 2

NEXT.STATUS 6
XX.LL.NEXT.DETAILS Chaser to be sent on 20.02.2002
NEXT.EFF.DATE
NEXT.STATUS.DATE 10.02.2002
NEXT.SIG.DATE
NEXT.END.DATE
Step 2: On End-of-Day of 20.03.2002 (After expiry of Current Document):
Since the status of the next document (Field: NEXT.STATUS) is Invalid and the next document has
not yet expired, T24 would update the current document details with that of the next one.

T24 Update: After expiry of current document with valid status

Field Description
ID 1000*PROMNOTE
REFERENCE.NO PN12856
BEGIN.DATE 25.03.1999
STATUS 6 (Updated by T24 from NEXT.STATUS)
STATUS.DATE 10.02.2002 (Updated by T24 from NEXT.STATUS.DATE)
XX.LL.STAT.DETAILS Chaser to be sent on 20.02.2002 (Updated by T24 from NEXT.DETAILS)
SIG.DATE
END.DATE
DOC.SEQUENCE 3 (Previous sequence incremented by 1).

NEXT.STATUS Cleared by T24

XX.LL.NEXT.DETAILS Cleared by T24
NEXT.EFF.DATE Cleared by T24
NEXT.STATUS.DATE Cleared by T24
NEXT.SIG.DATE Cleared by T24
NEXT.END.DATE Cleared by T24

Case 2: Customer has signed a new Promissory Note on 15.02.2002, which was received by the
Bank on 16.02.2002. If the Bank desires to make the new document immediately effective, they
could directly update the details of the current document with that of next one, and clear the details
of the next one, on 16.02.2002.

User update: Current document details with that of next document

Field Description
ID 1000*PROMNOTE
REFERENCE.NO PN14989 (New Reference No.) (Updated by User)
BEGIN.DATE 25.03.1999 (No change field)
STATUS 1 (Received) (updated by User)
STATUS.DATE 16.02.2002 (Date received from Customer) (updated by User)
XX.LL.STAT.DETAILS
SIG.DATE 15.02.2002 (updated by User)
END.DATE 14.02.2005 (Calculated by T24 and accepted by User)
DOC.SEQUENCE 3 (Previous sequence incremented by 1 by User).

NEXT.STATUS Cleared by User

XX.LL.NEXT.DETAILS Cleared by User
NEXT.EFF.DATE Cleared by User
NEXT.STATUS.DATE Cleared by User
NEXT.SIG.DATE Cleared by User
NEXT.END.DATE Cleared by User

Case 3: Customer has signed a new Promissory Note on 15.02.2002, and was received by the Bank
on 16.02.2002. Bank desires to make it effective only from 21.03.2002 (after expiry of the current
document), and use the current document till its expiry.

Step 1: On receipt of the new Promissory Note on 16.02.2002, User could update the details of the
Next Document, with the following details, to make it effective from 21.03.2002.
User update: Next Document details

Field Description
ID 1000*PROMNOTE
REFERENCE.NO PN12856
BEGIN.DATE 25.03.1999
STATUS 1
STATUS.DATE 25.03.1999
XX.LL.STAT.DETAILS
END.DATE 20.03.2002
SIG.DATE 21.03.1999
DOC.SEQUENCE 2

NEXT.STATUS 1 (valid status for next document updated by User)

XX.LL.NEXT.DETAILS
NEXT.EFF.DATE 21.03.2002 (Make effective the Next Document from this Date) (updated by
User)
NEXT.STATUS.DATE 16.02.2002 (Date of receipt by Bank) (updated by User)
NEXT.SIG.DATE 15.02.2002 (Date of signature on next document) (updated by User)
NEXT.END.DATE 14.02.2005 (Calculated by T24 and accepted by User)

Step 2:

On Start-of-Day of 21.03.2002, the Effective Date of the Next Document (field NEXT.EFF.DATE),
T24 would update the details of the Current Document with that of the valid Next Document.

T24 update: On Effective Date of Next Document

Field Description
ID 1000*PROMNOTE
REFERENCE.NO PN12856
BEGIN.DATE 25.03.1999
STATUS 1 (Updated by T24 from NEXT.STATUS)
STATUS.DATE 16.02.2002 (Updated by T24 from NEXT.STATUS.DATE)
XX.LL.STAT.DETAILS (Updated by T24 from NEXT.DETAILS)
END.DATE 14.02.2005 (Updated by T24 from NEXT.END.DATE)
SIG.DATE 15.02.2002 (Updated by T24 from NEXT.SIG.DATE)
DOC.SEQUENCE 3 (Incremented by 1 by T24)

NEXT.STATUS Cleared by T24

XX.LL.NEXT.DETAILS Cleared by T24
NEXT.EFF.DATE Cleared by T24
NEXT.STATUS.DATE Cleared by T24
NEXT.SIG.DATE Cleared by T24
NEXT.END.DATE Cleared by T24

TRANS.DOCUMENT
This file stores details of Contract specific documents tracked for customers, in all applications
other than CUSTOMER.

Records of this application could not be reversed.

When a transaction is reversed in an application, its related documents in this file would be reversed
by T24.
TRANS.DOCUMENT Field Description

Field Description
ID Format of the ID must be "Customer ID.* Application Mnemonic *
Transaction ID * Document Type ID", where the first part refers to the ID
of the Customer for whom the document is tracked, second and third part
refer to the Application and Record ID for which the Document is tracked,
and the last part refer to the ID of the Document Type.
REFERENCE.NO Specifies the reference for the document, if any.
BEGIN.DATE Specifies the Date from which the Document is tracked in T24.
STATUS Specifies the Status of the Document.
STATUS.DATE Specifies the Date from which the Status applies to the Document.
XX.LL.STAT.DETAILS Specifies the remarks if any, on the current status of the document.
SIG.DATE Specifies the Date on which Signature has been obtained on the Document.
END.DATE Specifies the expiry date of the document.
DOC.SEQUENCE Specifies the Sequence Number of a Document, to distinguish documents
obtained on expiry of an earlier one.
LAST.UPD.DATE Specifies the date the record was last updated.
LAST.UPD.APPLN When the document record is updated by T24, this field specifies the
application from which T24 is updating it.
APPLN.TXN.REF When the document record is updated by T24, this field specifies the
transaction reference number of the application, from which T24 is updating
it.
UPDATE.BY Used for T24 processing.

NEXT.STATUS Specifies Status of the Next Document.

XX.LL.NEXT.DETAILS Specifies the remarks if any, on the status of the Next Document.
NEXT.EFF.DATE Specifies the Date on which a Valid Next Document would become
effective, for tracking purposes.
NEXT.STATUS.DATE Specifies the Date from which the specified status (NEXT.STATUS) applies
to the Next Document.
NEXT.SIG.DATE Specifies the Date on which Signature has been obtained on the Next
Document.
NEXT.END.DATE Specifies the expiry date of the Next Document.

DM.DOCUMENTS.TRACKED
This file stores T24 generated records with details of documents tracked for an authorized
application record.

DM.DOCUMENTS.TRACKED Field Description

Field Description
ID Format of the ID is "YYYYMMDD * Application Mnemonic * Transaction
ID", where the first part refers to the date the application record input,
second and third part refer to the Application and Record ID for which the
Documents are tracked.
xx-DOCUMENT Specifies the IDs of both CUST.DOCUMENT and TRANS.DOCUMENT
records tracked for the application record input.
 Figure 14 – DM.DOCUMENTS.TRACKED Example

Walk-through of setting parameter and data files

1. Determine for which T24 applications, document tracking needs to be invoked. For each such
application, determine the Customer Types for whom documents need to be tracked. Input
these details in the application DM.APPLICATION.INFO.
2. Determine whether any additional Status such as Advice Sent, Signature not obtained, etc.
need to be used in addition to the system installed Status records.
If so, determine for each Status:
• Whether such Status could be valid or invalid.
• If valid, determine what would be the period of validity, if any, for such status.
• Whether the validity period could be applicable from the STATUS.DATE or from its
calendar year beginning, for documents with this status?

Input the appropriate details in the application DOCUMENT.STATUS.

3. Determine the Document Class and Types, which need to be tracked by T24.
In particular, determine for each Document Type:
• From and up to when it needs to be tracked?
• What would be the frequency for reviewing the format, etc. of it?
• Whether a signature is mandatory for documents of that type?
• Whether there could be any equivalent documents?
• Whether it would be applicable only to new customers?
• What would be the validity period that would be applicable to a document of that
type?
• Whether the validity period could be applicable to a document of that type either
from its STATUS.DATE or SIGNATURE.DATE?
• Whether the validity period could be applicable from the date specified above or
from its calendar year beginning?
• Whether it is required only in specified Companies?

Input the appropriate details in the applications DOCUMENT.CLASS and

DOCUMENT.TYPE.

4. If there are multiple Customer Types in an application, determine whether the conditions for
Document Grouping would differ for them or they would share the common conditions. In
the first case document groups need to be defined for each Application plus Customer Type
combination and in the later case document groups need to be defined only at each
application level.

5. For each such combination, determine distinct document groups with unique document
requirements, and the conditions under which this grouping could be done. Input the details
of the Document Groups in the application DOC.GEN.CONDITION.
6. For each Document Group defined above, determine the requirements for Document
Tracking.
In particular, for each Document Group:
• Determine the Document Types, which need to be tracked.
For each Document Type, determine:
• Whether it is Mandatory or not?
• Whether its Invalid STATUS would immediately stop a transaction input?
• Whether its Invalid STATUS would stop a transaction input only after a specified
number of days from its STATUS.DATE?
• Whether Customer level documents also need to be tracked?
• Determine the Related Applications whose documents also need to be tracked.
For each Related Application, determine:
• Which field in the current application would hold the value of a Record ID in the
Related Application?
• For which Customer Type in the Related Application, documents need to be
tracked?

Input the records with relevant details in the application DOCUMENT.REQUIRED.

7. If there exists non-Contract specific documents, which were already tracked for a Customer,
input their details in the application CUST.DOCUMENT. The date of their original receipt,
etc. should be input as STATUS.DATE. Also input their current STATUS, etc. Ensure that the
Expiry Date (Field END.DATE), if any defaulted by T24 is correct; if not modify the record to
hold the correct Expiry Date.

8. Do a similar exercise for Contract specific documents and input their details in the
Application TRANS.DOCUMENT.

Walk-through of Document Tracking by T24

The following demonstration illustrates T24 screenshots for setting up parameter files for invoking
document tracking for an LD Loan input, with a requirement to track Customer level Documents
and documents for the DRAWDOWN.ACCOUNT in related application ACCOUNT, in addition to
documents for LD input itself. It also illustrates the T24 Overrides and Confirmation Messages
displayed, while the documents are tracked.

Step 1: User input of Parameter files

User inputs record for CUSTOMER Application in DM.APPLICATION.INFO.

 Figure 15 - Input for CUSTOMER Application in DM.APPLICATION.INFO

User inputs record for LD Application in DM.APPLICATION.INFO and specifies Customer Types
for whom documents need to be tracked in LD.

Figure 16 - Input for LD Application in DM.APPLICATION.INFO

User inputs record for Related Application ACCOUNT in DM.APPLICATION.INFO and specifies
Customer Types for whom documents need to be tracked in ACCOUNT.

Figure 17 - Input for ACCOUNT Application in DM.APPLICATION.INFO

User inputs record for IDENTIFER class of documents in DOCUMENT.CLASS.

Figure 18 - Input for ID: IDENTIFIER in DOCUMENT.CLASS

User inputs record for document type IDCARD in DOCUMENT.TYPE.

 Figure 19 - Input for ID: IDCARD in DOCUMENT.TYPE

User inputs Document Group conditions record for CUSTOMER application in

DOC.GEN.CONDITION.

• Group 102 defined for Customers with SECTOR=4100 (Private Individuals).

• Group 101 defined as a default group for other Customers.

Figure 20 - Input for CUSTOMER Application in DOC.GEN.CONDITION

1.7. User inputs Document Group conditions record for LD Application in

DOC.GEN.CONDITION.

• The record applies at Application level, for any Customer Type in LD, without its own
document group conditions.
• Conditions for Document Group 202 is defined for LD Loan Contracts with CATEGORY=21050

Figure 21 - Input for LD Application in DOC.GEN.CONDITION

1.8. User inputs Document Group conditions record for Related Application ACCOUNT in
DOC.GEN.CONDITION.

• The record applies at Application level for a Customer Type without its own record.
• Group 301 defined as a default group, which would apply to any Account.

Figure 22 - Input for ACCOUNT Application in DOC.GEN.CONDITION

1.9. User inputs Document requirements record for CUSTOMER Document Group 102 in
DOCUMENT.REQUIRED.

• Two Mandatory Documents IDCARD and DOB are required.

• Both the documents will be tracked from Related applications also (Field TXN.PROCESSING is
YES)
 Figure 23 - Input for CUSTOMER Group 102 (Private Individuals) in
DOCUMENT.REQUIRED

1.10. User input document requirements record for ACCOUNT Document Group 301 in
DOCUMENT.REQUIRED.

• One Mandatory Document ACOPENFORM (Contract-Specific in DOCUMENT.TYPE) is required.

• Specified that Customer level documents need to be tracked for this group (Field
CHECK.CUST.LEVEL is YES).

Figure 24 - Input for default ACCOUNT Group 301 in DOCUMENT.REQUIRED

1.11. User input document requirement record for LD Document Group 202 in
DOCUMENT.REQUIRED.

• One Mandatory Document PROMNOTE (Contract-Specific in DOCUMENT.TYPE) is required.

• The document would stop a transaction if tracked with an Invalid STATUS (Field STOP.TXN is
YES).
• Another Mandatory Document LOANAGRMT (Non-Contract Specific in DOCUMENT.TYPE) is
required.
• Specified that Customer level documents need to be tracked for this group (Field
CHECK.CUST.LEVEL is YES).
• Documents for an Account with ID equal in value to DRAWDOWN.ACCOUNT in the Related
Application ACCOUNT should be tracked.

Figure 25 - Input for LD Group 202 (Loans) in DOCUMENT REQUIRED

Step 2: Track Documents for an LD Loan input

2.1. User inputs CUSTOMER record with SECTOR=4100.

Mandatory Required Documents: IDCARD (Not already tracked) and DOB (Not already tracked).

Response by T24:

• Since document IDCARD is not already tracked, it displays a Confirmation Message. User has
already received the document and he responds with YES.
• Since document DOB is not already tracked, it displays a Confirmation Message. User has not
received the document and he responds with CANCEL or NO.
 Figure 26 - T24 Confirmation Message for document IDCARD after CUSTOMER Input

Figure 27 - T24 Confirmation Message for document DOB after CUSTOMER Input

2.2. T24 has created the following Documents in the file CUST.DOCUMENT, based on the User
response.
• Record for the Document IDCARD with STATUS=1 (“Received”).
• Record for the Document DOB with STATUS=2 (“Not Received”).

Figure 28 - CUST.DOCUMENT created by T24 for the document DOB

2.3. User inputs a new ACCOUNT for the Customer ID 300018 already created..

Mandatory Required Documents:

• Customer level: IDCARD (with a Valid STATUS of 1) and DOB (with an Invalid STATUS of 2).
• For own Application: Contract Specific document ACOPENFORM (Not already tracked).

Response by T24:

• Since document IDCARD is with a Valid STATUS of 1, it does not display any Override Message.
• Since document DOB is with an Invalid STATUS of 2, it displays an Override Message.
• Since Contract-specific document ACOPENFORM was not already tracked, it displays a
Confirmation Message. User responds with YES, since he has received the document.

Figure 29 - Override for Invalid Customer level document DOB after ACCOUNT Input
 Figure 30 - Confirmation Message for Contract Specific Doc. ACOPENFORM after
ACCOUNT Input

2.4. T24 has created a record for the document ACOPENFORM with STATUS=1 (“Received”) in the file
TRANS.DOCUMENT, based on the User response.

Figure 31 - Document record for ACOPENFORM created in TRANS.DOCUMENT by T24

2.5. User inputs a new LD Loan Account (CATGORY=21050) for the Customer ID 300018 already
created, with DRAWDOWN.ACCOUNT=40436.

Mandatory Required Documents:

• Customer level: IDCARD (with a Valid STATUS OF 1) and DOB (with an Invalid STATUS of 2).
• For Own Application: Non-Contract Specific document LOANAGRMT (Not already tracked).
• For Own Application: Contract Specific document PROMNOTE (with STOP.TXN flag set to YES
and Not already tracked).
• For Related Application ACCOUNT: Contract Specific document ACOPENFORM for the
ACCOUNT with ID 40436 (equal to value of DRAWDOWN.ACCOUNT) and for Customer ID 300018
(equal to value of field CUSTOMER in the ACCOUNT record) (with a Valid STATUS of 1).

Response by T24:

• Since documents IDCARD and ACOPENFORM are with Valid STATUS, it does not display any
Override Message.
• Since document PROMNOTE was not already tracked and it is Contract specific document for the
current application, it displays a Confirmation Message. User responds with NO, since the
document has not been received.
• Since the field STOP.TXN flag is set to YES for the document in DOCUMENT.REQUIRED, it
displays an Error Message and control returns to the application record.

Figure 32 - Confirmation Message for Contract-specific document PROMNOTE after LD

Input

Figure 33 - Error Message for Invalid Doc. PROMNOTE (Stop.Txn Flag set to YES) after
LD Input

2.6. User again commits the above record and now responds with YES for the Contract-specific
Document PROMNOTE Confirmation Message.

Mandatory Required Documents:

• Customer level: IDCARD (with a Valid STATUS OF 1) and DOB (with an Invalid STATUS of 2).
• For Own Application: Non-Contract Specific document LOANAGRMT (Not already tracked).
• For Own Application: Contract Specific document PROMNOTE (with STOP.TXN flag set to YES
and Not already tracked).
• For Related Application ACCOUNT: Contract Specific document ACOPENFORM for the
ACCOUNT with ID 40436 (equal to value of DRAWDOWN.ACCOUNT) and for Customer ID 300018
(equal to value of field CUSTOMER in the ACCOUNT record) (with a Valid STATUS of 1).

Response by T24:

• Since documents IDCARD and ACOPENFORM are with Valid STATUS, it does not display any
Override Message.
• Since document DOB is with an Invalid STATUS of 2, it displays an Override Message.
• Since document LOANAGRMT was not already tracked, it displays an Override Message. It does
not display a Confirmation Message, since it is not Contract-Specific.
• Since document PROMNOTE was not already tracked and it is a Contract-specific document for
the current application, it displays a Confirmation Message. User now responds with YES, since
he has received the document.

Figure 34 - Override Message for invalid Customer level document DOB After LD Input
 Figure 35 - Override Message for Invalid Non-Contract specific doc. (for LD application)
after LD Input

Figure 36 - Confirmation Message for Contract-specific doc. PROMNOTE after LD Input

2.7. T24 would store in the application record, the details of User response (Received or Not
Received) for the Confirmation Messages displayed by it.

Figure 37 – Document Tracking Override Messages stored in the LD record