Agency Integrator Contacts Module

Contact Search

1. Click the Contacts link on the top navigation bar.

For your convenience, a list of the Last Accessed contact records will also display.

2. Click Edit or double-click to view the details of the contact.

 

Customizable Views

The Contact Search screen allows you to adjust the width of a column, turn columns On and Off, and Group by a specified column.

Adjust Column Width

1. Click and Drag the line to the left or right between two columns. This will allow you to adjust the width of the column, allowing the column to display more or less information.

Customize Columns

1. Click on Configure Table and a Select Columns menu will display, optional columns to select in the table.

2. Check and Un-check boxes as desired to display certain columns.

Search Parameters

Search parameters can be combined to further refine your search results.

1. Click Search to execute your Contact search.

2. Click Reset to clear the search parameters.

Search Results

A list of matching Contacts will display in the table below the search parameters.

1. Sort the results by clicking on the column headings (i.e. Name, Company, etc.).  If there are multiple pages of matches, you can page through the results by clicking the page numbers at the bottom of the screen.

2. To select a record, you can double-click on an individual row or you can click the edit hyperlink.

Open Record In New Tab 

When clicked on, the record you’ve selected will open in a new browser tab, allowing you to work with that record, without losing your current search result.

PDF button

1. Click PDF will generate a PDF in a new window that displays your current search results.

A sample view of a PDF.

 

Contact Entry General Information

Entering a Contact consists of entering information on a series of tabs. Some tabs are required, others are optional.

 

Required Information

When entering a Contact, each tab includes required optional fields.  Required fields can be identified by a red asterisk * next to the field.  Information will be required in those fields before you can move to another tab.

If you attempt to leave a tab before the required information is completed, you will receive an error notification similar to the one below.

 

Dates

Throughout the Contact entry process, you will be entering various dates. There are 3 methods available to enter a date.

1. Type in the date in MMDDYYYY format.   When you tab out of the date field, the system will automatically add backslashes between the MM, DD, and YYYY.
2. Type in the date including backslashes.  MM/DD/YYYY.
3. Select the Calendar function and click on the date.  Use the < and > buttons to scroll through months.  Use the << and >> buttons to scroll through years.

 

Create a Contact

1.  Select Contacts from the main navigation bar.

2. Perform a Search for the Contact you are entering.  If the system finds any matching entries, they will be displayed in the Search Results table.

The Add Contact button will be visible once you have searched for your Contact.

3. Click Add Contact.

The Create Contact screen displays.

4. Populate the following fields. Required fields are noted with a red asterisk *.

Based on the Contact Type you select, Options on the Organizations Tab and the Questions Tab will populate.

 

Organizations Tab

You can select one or many Organizations you would like to attach this Contact to.

To aid in searching through a long list of Organizations, you can start typing the desired Organization name in the box, and a list of matching Organizations will display in the table.

1. Check the Selected box for all Organizations you want this contact to be associated with.

2. If you would like one Organization to be the Contact’s default Organization, also click the Default check box next to the desired organization.  A default organization is needed in order to send out trigger event memos.

3. Start Date and End Date are not required but can be populated to note a Contact’s association with an Organization.

4. Click Next once you have selected at least one Organization.

 

Questions Tab

Based on the Contact Type you select, and whether your agency has set up Questions in Contact Type Administration, Questions will display in the table.

1. Type in Answers to the Questions.  Required Questions are noted with a red asterisk. *

2. Click the Next tab.

The Contact Detail screen will display.  At this point, you have successfully completed the Contact Entry process and your Contact has been saved in the system.

3. You can click the OK button at any time to save your changes and exit the module.

Though many fields and tabs in the Contacts module are not required to save the Contact, it is a good idea to enter all applicable information for a complete record. We will now go over the various fields, Tabs, and Contacts menu options that are available in the Contacts module.

The Contact Detail screen contains basic information about the Contact.  The screen is divided into several key areas:

• Contact Detail Header
• Contact Information
• Custom Fields
• Notes
• Contact Tabs

 

Contact Detail Header

The header of the Contact Detail page contains the following information as entered in the Contact entry process.

You can populate any additional fields as desired:

 

Primary Contact Information

The Contact Information section of the Contact Detail page contains the Primary Address and Phone Numbers for the contact.  Additional Addresses, Email Addresses, and Phone Numbers can be added to the Contact on the Address/Phone/Email Tab, but the ones selected as Primary will always display on the Contact Detail Screen.

Area codes are required in all phone, and cellular phone entries.  An address is also required if this contact will be an Agent with applications attached.

 

Custom Fields

Custom Fields are definable by your agency and can be created and modified through the Administration Module.  Depending on how they are set up, you may be required to populate the fields before you can save an application record.

 

Notes

Notes should be used for any topical, non-time sensitive information relating to the Contact. The Notes section can be deleted by any user in the agency.  If the information is sensitive and permanent, you will want to create a Comment on this Contact instead.

 

Contacts Tabs

To view, add, and edit additional information about the Contact, there will be several Tabs available on the Contact Detail Screen.

 

Customizable and Default Tabs

On a user by user basis, users now have the ability to set your own default Tabs.

1. Click Tabs on the sub-menu bar, the selection will display as a new Tab on the Contact Detail Screen.

Beyond setting a default tab, you can also ‘pin‘ and ‘un-pin‘ Tabs, allowing you to customize your view and hide the tabs you don’t frequently use.

 

Pin and Un-Pin Tabs

1. To pin a tab(s), click Tabs from the sub-menu bar, and select what you’d like to pin to your tabs.

2. Once the selected Tab opens, click the Pin icon.

3. After clicking the pin, the icon will turn into a Blue Pin.

4. To Un-pin, a Tab, select the tab you do not wish to see when accessing the Contact Detail.

5. Click the Blue pin.

 

Default Tabs

1. To add a Default Tab, select the tab.

2. Click the Star Icon.

You can only have one default Tab, if you click the Star Icon on another tab this will change the default tab.

 

Additional Detail Tab

1. If you have made any additions or changes to the fields on this tab, be sure to click Apply or OK before leaving the Tab.

The Additional Detail Tab contains the following information:

 

Address / Phone/ Email Tab

1. Clicking Address / Phone/ Email will open a new Tab, displaying (by default) all Addresses on file for the selected Contact.

 

Adding a New Address

1. To add a new Address for this Contact, click New.

A modal window will display:

2. Populate the following fields, required fields are noted with a red asterisk *:

3. Click Apply or OK to save your changes.

Only one address can be designated as Primary. The Primary Address will display on the main Contact Detail screen. Indicate if you would like this address to be used for Marketing, Memos, etc.

 

Edit an Address

1. To edit an existing address, right-click and select Edit:

The address will display in a modal window as currently entered.  Make any desired edits and click OK to save your changes.

 

Delete an Address

1. To delete an existing address, right-click and select Delete:

The address will be removed from the list, once you have selected Yes on the confirmation pop-up.

 

Controlled Address

A Controlled Address allows you designate a Master address within a contact record and associates this address with other Associated Contacts. If the address changes, you only have to make the change once to the Contact that holds the Master address and it will automatically make that address change to all Associated Contacts related to the address.  In addition to Address, this functionality also works for Phones and Emails.

Create a Controlled Address

1. To create a Master or Controlled address, check Master box on either an existing or new address:

2. Right-click on the Address, options, specific to a Controlled Address display:

Delete/Remove a Controlled Address

To remove the attached Dependents from the Controlled Address association.

3. Right-click on the Master Address and select Delete/Remove Associated.

View Associated Contacts

1. Select View Associated from the right-click menu on a Master Address.  The Associated Address List screen displays, showing currently Associated Contacts.

2. To add a new contact to be Associated with this address, click the New.  The Contact Search screen will display, where you can find the new Associated Contact.

3. Right-click on the contact and click Select.

You will see the Contact display in the Attached Associates table:

Continue adding Associates as desired.

4. To remove an Associated contact, right-click and select Remove Associated.

 

Remove a Controlled Address

To remove a Controlled Address and its attached Dependents:

1. Right-click on the Master Address and select Delete/Remove Associated.

 

Add Contact to an Existing Controlled Address

Instead of assuming that the selected Contact’s address is the Master, to add the Contact as an Associated Contact to an existing Controlled Address.

1. Click the New Controlled.

A pop-up window will appear, displaying all Addresses within your environment that are classified as Master addresses.

2. Click on the Master Address you would like this Contact to be Associated to:

3. The Address tab will re-appear, showing the newly attached address as Type: Controlled.

4. Right-click to Edit that new Controlled address, the Address fields on the modal window are grayed-out, indicating that this Controlled Address cannot be edited from this Contact, but must be edited from the Master Contact.

 

Additional Phones

To view or add additional phone numbers for a contact, open the Address / Phone / Email tab, and select Phone from the drop-down menu on the top of the tab:

The table will re-load, containing all Phone numbers for this Contact:

1. To edit, delete, or add new phone numbers, follow the same steps listed in the Additional Addresses section of this guide.

Controlled Phone Numbers function the same way as Controlled Addresses.

Additional Emails

To view or add additional email addresses for a contact.

1. Open the Address / Phone / Email tab, and select Email from the drop-down menu:

The table will re-load, containing all Email addresses for this Contact:

To edit, delete, or add new email addresses, follow the same steps listed in the Additional Addresses section of this guide.

 

Appointments Tab

This Tab will only be available for Contacts of Type: Agent.  The Appointments Tab will show a table of all Appointment records for this Agent, regardless of Status.

1. Click on any column header to sort by that field.

2. Hover over the icon in the Note column to view text entered in the Notes field for that Appointment:

View an Appointment

To view the details on an existing Appointment.

1. Right-click on the applicable row and select Edit.

The Appointment Detail screen will appear:

From here you can make changes to the Appointment you accessed. You can also access the Appointment Requirements, Comments, Memos, Licenses, Associated Users, and CE/Training Tabs.

 

Add an Appointment

To add a new Appointment, from the Appointments tab

1. Click New Appointment.

The Appointment Detail screen displays. All fields will be blank.

Populate the following fields.  Required fields are indicated with a red asterisk. *

2. Once you have filled in the required Carrier field, and any additional fields, click the OK or Apply to save this new Appointment.

Appointment Requirements Tab

To track outstanding and received Appointment-related Requirements, access the Appointment Requirements Tab.

1. From the Appointments tab of the Contact Detail page of a contact, right-click an Appointment and select Requirements or Edit.

The Appointment Detail screen will display, with the Requirements Tab selected.

Add an Appointment Requirement

1. To add a new Requirement, click the New Requirement.

The New Requirement screen displays:

There are several fields on this screen which can be populated.  The required fields are indicated with a red asterisk.  *

Once you have completed the Requirement Detail entry.

2. Click OK or Apply to add it to the Appointment.

Right-click Options

There are several functions on the Requirement Tab which can be performed by right-clicking.

• Edit: This option allows you edit the Requirement detail of the selected Requirements
• Receive: This option allows you to populate the current date as the received date for all selected Requirements
• Prioritize as Special: This option allows you to prioritized requirements as Special will appear in red font on the Requirement tab and Command Center.
• Change Follow Up Date: This option allows you to pick a specific follow-up date for selected Requirements
• Delete: This option allows you to delete selected Requirements.  Before the requirements are deleted, you will be asked to verify your selections.

Appointment Comments Tab

Accessing the Comments Tab from the Appointment Detail Screen will show you a list of all Comments on this Agent. Once on the Comments tab, you can add new Comments, Edit, Complete, etc. as explained in the Comments Tab section of this guide.

1.  Click new Comment from this screen, a new Comment will be created with the Carrier selection defaulted to the Carrier on the Appointment record you are currently accessing.

Appointment Memos Tab

1. Click the Memos Tab on the Appointment Detail Screen and the Memos tab will display, showing any previously sent Memos of the Appointment Type. You can also manually generate a new Licensing Memo from this tab by clicking the drop-down list next to Send New Memo:

Only Memos of the Appointment Type will appear on this drop-down list.  To send the Memo, follow the steps listed in the Memos Tab section of this guide.

Licenses Tab on Appointments

Allows you to view Licenses information while in the appointment detail.

 

CE/Training

Accessing the CE/Training Tab from the Appointment Detail Screen will show you a list of all CE/training on this Agent. Once on the CE/Training tab, you can add New, Edit, Delete, etc. as explained in the CE/Training Tab section of this guide.

1. Click Add CE/Training from this screen, a new CE/Training will be created with the Carrier and state selection defaulted to the Carrier and state on the Appointment record you are currently accessing.

 

Carbon Copy

Carbon Copy functionality allows an assistant or other contacts to receive Carbon Copies of Memos sent to a Contact in Agency Integrator.

1. View or Add a Carbon Copy, click Tabs from the submenu bar, and select Carbon Copy.

The Carbon Copy tab will display any existing Carbon Copy associates for this Contact. If no associations exist, the tab will be blank:

Add a Carbon Copy Association

1. Click New CC .

Fields to capture the Carbon Copy will display:

2. Populate the following fields.  Required fields are indicated with a red asterisk*.  Required fields will change, depending on the CC Method you select, either Email or Print.

2. Click Apply to save your changes.  You will see the new CC on the table:

By default, the Active and All Memos boxes will be checked, indicating that the system should Carbon Copy this contact on any Memos sent to the master Contact.

Select Memos to CC

By default, when a Carbon Copy is saved, it will be Active and will assume that this contact should receive Carbon Copies on ALL system Memos that are sent to this Agent/contact.

1. To select certain Memos that should be Carbon Copied, instead of ALL, right-click on the Carbon Copy and select Edit.

The Select Memos window will display:

The All Memos box will be checked by default.

2. Un-check the All Memos box, and the list below will become active, allowing you to check individual boxes for the Memos you want this contact to receive Carbon Copies of:

3. Click OK to save your changes.

Carbon Copy Associations and Memos

The next time an applicable Memo is generated for this Contact, the Carbon Copy Association will be pre-populated on the Memo:

Inactive Carbon Copy Association

1. To temporarily suspend Memos from being sent to this Carbon Copy association, you can simply un-check the box in the Active column.

2. This will save the Carbon Copy contact’s information, but will not generate Carbon Copies of any Memos while inactivated.

At any time, you can come back in and re-activate the Carbon Copy Association by checking the Active box.

Delete a Carbon Copy Association

To stop Carbon Copies from generating, and to completely delete the Carbon Copy Association’s name, address, and information

1. Right-click on the contact and select Delete.

 

Case(s) Tab

The Case(s) Tab on the Contact Detail Screen will allow you to view the Agent’s Pending, Paid, and Closed Applications, along with useful criteria for filtering the list of business, as well as Premium and Commission totals.

The default selections when viewing this tab are to view all Pending cases for all Lines of Business, with no Date Range restrictions.

1. To sort the list of cases, click on any column header to re-load the list.

2. Click on any row in the table to visit the Application Detail Screen and all applicable Tabs for that Application.

Search Criteria

To filter the case table to show a different list of Applications associated with this agent, populate the fields in the Search Criteria area of the Cases tab.

You will be able to filter your list by any combination of the following Criteria:

3. After selecting one or more of the Search Criteria options, the Application List will re-load according to your new criteria.

In the example below, the Application List shows all Formal Life cases in a Pending or Paid Status, with no date range restriction.

The Cases tab contains Premium and Commission amounts for the Agent applicable to the Filtered Application List you are currently viewing.

Each time you select a different Search Criteria at the top of the screen, the Application List will re-load according to your criteria, and the Premium and Commission amounts box will re-calculate according to the new list of Applications.

 

CE/Training

To track Continuing Education, Certifications, Training and similar items, for the agents with whom they do business, from the Agent Detail screen.

1. Click the Tabs menu from the submenu bar and select CE/Training from the drop-down list:

2. A list of all the Contact’s attached Continued Education training will display.

Add a New CE/Training

To add a new CE/training.

1. Click Add CE/Training.

In the CE/Training detail, required fields can be identified by a red asterisk * next to the field.

2. Once you populate your desired fields, click OK to save.

View or Edit the CE/Training Detail.

1. Right- click on the record and select the Edit.

CE/Training Detail screen displays:

2. Change any fields on this screen.

Deleting CE/Training

To delete a CE/Training.

1. Right-click on the record and select Delete.

 

Codes

To add, edit, or delete codes on a Contact.

1. Click on the Codes tab.

The Filter allows you to show all Codes or only those that are Active or Inactive.  The columns displayed on this tab are:

• Code
• Family
• Type: The possible types are Agent/App Auto-Assign, Agent/App Manual Assign, or Agent

Assign a Code

1. Click Assign.

The View/Manage Codes screen displays:

2. Once on the View/Manage Codes screen, pick the applicable Code Families and Codes by checking the Select box.

3. Finish the code assignment by clicking the Assign button.

You will not be able to add a Code to a Contact if the current date falls outside the active and inactive date ranges of the Code Families and Codes chosen.

 

Comments Tab

1. Click the Comments tab to open a full history of all Comments for this contact.

Comment Last updated date filter will show comments updated in the last year, but the From and To dates on the filter can be changed as desired to narrow or broaden the search. Warning at the bottom of the screen will display at the bottom of the screen as shown below.

The following information displays on the Comments tab:

The search field at the top of Comment tab allows you to search through the Description and Comment body, returning any comments on the record containing what you searched for.

Right-click Options
There are several available options when you right-click on a Comment record.

Hover Options

Hover over the Comment table also reveals important information.  Hover over the Description column with your mouse will initiate pop-up text, showing you the first line of text in the Comment history.  This will save you from having to open each Comment to view the body.

Sort Options

The Comments list is organized into columns, and each column is sortable to help you view the information in the most useful way.  By default, the Comments list is sorted by Created Date, showing the newest Comments at the top of the list.

1. To sort the Comments list by a column other than Created Date, click on the column name.  The list will re-load, sorted according to the column you specified.

2. Click on the column header a second time and the table will be sorted in descending order.   The column header with a single arrow indicates how the table is currently sorted.  A single downward arrow signifies descending order and a single upward arrow signifies that the table is sorted in ascending order.

Add New Contact Comment

To add a new Comment to a contact

1. Click New Comment.

The Contact Comment Detail screen displays. You will notice red text that says New Comment, to indicate that you are starting a new Comment record, not editing an existing Comment.

2. To save your changes and exit the Comment Detail screen, click OK. To apply your changes, but stay on the current screen, click Apply. To go back to the previous screen without saving your Comment, click Cancel.

Edit an Existing Contact Comment

To open, change, or complete a particular Comment.

1. Click on that row in the table to view the extended Contact Comment Detail.

2.Once the Comment is open you will see red text that says Edit Comment, to indicate that you have that particular Comment open for editing.

From this screen, you can add additional Threads to the History of this Comment, mark it Complete, change the Follow-up Date, Type, or Priority, or assign it to another User.

3. If you have made any changes to the Comment, click OK or Apply at the bottom of the screen to save your changes. If you want to leave the Comment without saving your changes, click Cancel.

Add Text to Contact Comment History

To add more text to the existing Comment History.

1. Type or copy text into the Comments box.

2. Click OK or Apply and the information will be added to the Comment history.

The Comment History will be displayed in chronological order according to when each thread of text is added.  There is no limit to the number of threads that can be added to the Comment History.  Users other than the original Comment author can add threads of text to a Comment which they did not author.

Scroll Through Contact Comments

If there are multiple Comments on a Contact, you can jump to the previous or next Comment without navigating back to the Comments tab.

1. Click the Previous or Next on the Contact Comment Detail screen, and you will be taken to the next Comment in the list.  There is an indicator which shows where you are in the Comment order.

 

Commission Assignment Tab

1. Select Commission Assignment from the drop down under Tabs in the sub-menu.

The Commission Assignment Tab displays:

Add a Commission Assignment

1. To add a new Commission Assignment, click New Assignment.

2. Enter the SSN/Tax ID of the individual receiving all of the commissions.  If you do not know the SSN/Tax ID, you may search for a contact in the system by clicking on the Search button next to the field.

Commission Assignments automatically default to All Carriers.

3. To create a Commission Assignment based on a specific carrier, click the drop-down box and select your desired Carrier.

4. Enter the Start Date and End Date in their respective fields.  These dates are based on the Application Entry Date that the Commission Assignment should be valid for.

The Entered By, Entered On, Changed By, Changed On fields are all read-only.  The system will automatically populate these fields based on the User ID of the person making the entry/change in the system.

5. Click OK or Apply to save your changes.

End-date a Commission Assignment

A Commission Assignment cannot be deleted; however, it can be end-dated.

1. To end-date a Commission Assignment, double-click on the record.

2. Change the End date of the Commission Assignment Detail

3. Click OK.

All Start and End dates in the Commission module refer to the Signed Date of the Application.

 

Commission Roles and Schedules Tab

User Rights are required to view this tab.  If you do not see this option, talk to your System Administrator.  To view an Agent’s attached Commission Schedules and Commission Roles.

1. Click Tabs from the Submenu bar, and select Commission Roles and Schedules.

The Commission Roles and Schedules Tab display :

Commission Schedules

View Commission Schedules

By default, the Tab will display all Schedules attached to the Agent. The View drop-down list will show Schedules:

1. You can filter the list of Schedules by selecting criteria from the Carrier or Product drop-down lists.

2. Once selected, the table will re-load, showing only Schedules that fit the selected criteria from the drop-down lists.

For example, if you are trying to find out which Schedule the Agent uses for Banner, select Banner from the Carrier drop-down.  The table re-loads with all Banner schedules attached to the agent, for all products.

3. To further filter the list and determine which Schedule is attached to a specific Product, make a selection from the Product drop-down list.  If the table re-loads but is blank, you know that the Agent is not attached to a Schedule with that particular product, and the system won’t be able to calculate Estimated Commissions for that Product.

 

Assign Commission Schedules

To attach a new Commission Schedule to this Agent.

1. Click Assign Schedule.

The Attach Schedule box displays:

2. Select a Carrier, Product, and Schedule from the drop-down lists.  Allow time for each subsequent list to reload once you have made a selection.  If you have a long list of Carriers or Products, you can start typing the name of the Carrier, Product, or Schedule to quickly jump to that portion of the list.

It is not necessary to make a selection on the Product drop-down list.  If you select the Carrier but leave the Product blank, the Schedule drop-down list will display any Schedule for that Carrier, regardless of Product.

Once you have selected the desired Schedule, if that Schedule has an assigned Start and /or End Date in the Commission Schedules Administration area, those dates will display.

The dates you populate in the Start Date and End Date fields will need to fall within the main Schedule’s Start and End Dates.

3. Populate a Start Date and End Date for this Agent’s attachment to this Schedule as desired.

4. Click the Apply to save your changes.

The new Schedule will display on the table:

 

Edit Commission Schedules

1. To edit an Agent’s attachment to a particular Commission Schedule, click on any row with the Type of Agent.

The Edit Schedule box will display, the selected Schedule’s current details:

If the Schedule has an assigned Start and/or End Date in Commission Schedules Administration, those dates will appear as Schedule Start/ End on this screen.

2. Edit the Start Date and End Date for this Agent’s attachment to this schedule, and then click Apply to save your changes.

 

Delete Commission Schedules

To Delete a Commission Schedule attachment to an agent.

1. Right-click on any row in the table with the Type of Agent and select Delete.

View Commission Roles

By default, the Commission Roles & Schedules Tab will display all Schedules attached to the Agent.

1. Change the View drop-down to Roles, and the table will re-load, displaying all current Commission Roles attached to the agent.

2. You can filter the list of Roles by choosing criteria from the Carrier and/ or Product drop-down lists.  Once selected, the table will re-load, showing only Roles that fit the selected criteria from the drop-down lists.

 

Attach Commission Roles

1. To attach a new Commission Role to this Agent, click the Assign Role.

The Roles that appear on the drop-down list are created by a System Administrator in the Commissions Administration Module.

2.  To view the specific Schedules attached to this role, visit the Commission Administration Module as well.

2. Select the desired Role from the drop-down list.

3. Populate the Start Date if this Role should apply for applications prior to a particular Signed Date.  By default, the Start Date will be blank.

4. Leave the End Date blank when first attaching the Role.  You can later add an End Date to end an Agent’s attachment to that Role

5.Click Apply to save your changes.

The new Role will display in the table:

 

Edit Commission Roles

1. To edit an Agent’s attachment to a particular Commission Role, click on any row in the table.  The Edit Role box will display the selected Role’s current details:

2. Edit the Start Date and End Date for this Agent’s attachment to this Role as desired, then click Apply to save your changes.

 

Delete Commission Roles

1. To Delete a Commission Role attachment to an agent, Click on a row in the table and select Delete.

Commission Summary Tab

To view a summary of an Agent’s paid Commissions, from the Agent Detail screen.

1. Click  Tabs from the submenu and select Commission Summary from the drop-down list:

The Commission Summary Tab displays.  By default, the table will display paid Commissions from all Carriers, all Dates and Paid Sources:

2. To sort the list of cases, click on any column header to re-load the list.

3. You will see two Totals at the bottom of the table:

• Total for Placed Apps:  the Total for the entries currently displayed on the table only
• Total:  the Total Paid Commissions to the Agent, this number will not change, regardless of the Criteria selected

Commission Summary Criteria

1. To filter the table to show a different list of Applications, populate the fields in the Criteria area at the top of the table:

su_spoiler title=”Filter Criteria Field Detail” style=”fancy”]

You will be able to filter your list by any combination of one or more of the following Criteria:

Carrier: Pick the Carrier from the drop-down list or start typing the Carrier Name in the field to quickly jump to a specific Carrier

Statement Date:  To only view payments from a specific date range, enter a Start or End Date.  This refers to the Statement Date as entered on the Commission Statement Batch

Paid Source:  Agent Commission Payment, Hierarchy Override Payment, Agent Special Deals Payment, or Miscellaneous Adjustments

[/su_spoiler]

2. After selecting one or more of the Criteria options, the Commission Summary List will re-load according to your new criteria.

In the example below, the Commission Summary List shows all American General payments of the Hierarchy Override source for all dates:

The Total for Placed Apps amount on the bottom of the table displays the total dollar amount of those specific payments only.

3. You can continue to change Criteria on this Tab to display alternate combinations of payments.  Give the table time to load between Criteria selections.

 

Contact Alerts Tab

1. To set an alert on a Contact, click on the Tabs menu and select Contact Alerts.

The Contact Alerts tab will now display.

2. Select Add Alert to create the alert.

3.  Type in your alert, or paste text into the box.

4. Click OK to save.

Once a Contact Alert is created and made active, it will appear each time the contact is accessed along with the date and user ID of the creator.

 

Document Vault Tab

Access to Document Vault is only available to agencies who subscribe to the service for an additional cost. Storage can be purchased in One Gigabyte (GB) increments. If you would like this function added to your system, contact your Account or Project Manager for details. Additionally, rights to view, use, and alter Document Vault are administered by your agency’s system administrator.

1. To access document vault, click Tabs from the submenu, and select Document Vault.

The Document Vault tab will display.

2. To create a new vault item related to this case only, click New Document.

3. Use the Choose File button to search your computer for the file you wish to upload.

4. Fill in the name of the document you wish to upload.

5. Select a category.

6. Enter a description.

7. Click the Ok then Attach.

8. This document will now be available for viewing by right click and select View.

Now that the document has been uploaded, you can attach it to any outgoing e-mail memos using the Attached Documents function discussed earlier in this section. For more details on Document Vault and its functionality, please refer to the section in the Administration Training Manual.

 

E&O / Bank Tab

1. From the Contact Detail screen, click Tabs on the submenu bar, then E&O/Bank:

The E&O/Bank tab will displays:

2. Fill in any fields as desired.  No fields are required on this Tab.

3. Click OK or Apply to save.

 

Employee Assignment Tab

The Employee Assignment Tab is related to the Employee Compensation portion of the Commissions Module.  If your agency uses the Commissions Module in conjunction with Employee Compensation, your System Administrator will set up grids in the Employee Compensation Administration area.  Once those steps have been completed, you can associate Agents to Employees through the Contacts module.

 

Add Employee Assignment

1. To assign an Employee to an Agent for commission sharing, click  Tabs from the submenu bar, and select Employee Assignment .

The Employee Assignment Tab will display:

2. Click the drop-down Employee menu to see a list of available Employees to associate with this Agent:

3. Once the desired employee has been selected from the drop-down menu, click the Add Employee.

4. Populate the following fields:

• Start: the date the Employee is associated with the selected Agent. It is not necessary to enter a Start Date if there is not a specific start date that the Employee is associated with the agent.
• End: the last date the Employee is associated with the selected agent. It is not necessary to enter an End Date if there is not an anticipated End Date when the Employee will no longer be associated with the agent.

• Default:  The Default checkbox is automatically populated for the initial employee association with the agent. The Default Employee will be the employee that is automatically attached to all of the Agent’s applications.
• Link Sales Manager: Checking the Link Sales Manager box will also assign the selected Employee as the Sales Manager for this Agent.

5.Click Apply to save your changes.

The selected Employee is now populated in the Employee table for the agent.

6. To associate additional Employees to the agent, follow the steps above.

When more than one Employee is assigned to an Agent, you will see multiple Employees on the table, but only one can be assigned as the Default, indicated by a Y in the Default column.

 

Modify an Employee Assignment

1. To modify an Employee’s attachment to an agent, click on the row of the table.

The row will highlight in yellow, and the Assignment detail will dispaly:

2. You can modify the Start date, End Date, Default, and Sales Manager link.

If an Employee is no longer associated with an agent, enter an End Date for the Employee Association.  When associating a different employee with that agent, make sure the Start Date for the new employee association is one day later than the End Date for the former Employee Assignment.

3. Click Apply to save your changes.

 

Delete an Employee Assignment

You should only Delete an Employee Assignment if it was added by mistake and if no Applications were compensated according to that Assignment.  If Applications were compensated based on this Assignment, you should End Date the Assignment instead, so you can retain the history of the Assignment.

1. To fully delete an Employee Assignment, right-click on the Employee and select Delete:

 

Financial Institutions Tab

Functionality on the Financial Institutions Tab will only be available if your Agency subscribes to LitWire.

1. To view, delete, or add Financial Institution Associations for this Contact, click Tabs from the submenu bar, and select Financial Institutions.

The Financial Institutions Tab displays:

If the Contact has no associations, the table will be blank.

Add a Financial Institution Association

1. To add a new Financial Institution Association, pick the desired Association from the drop-down menu.

Available institutions in the drop-down menu are added by iPipeline through your Agency’s LitWire Administration.  If you have any questions on the listed Institutions or do not see any Institutions on the drop-down list, talk to your Customer Account Manager or Implementation Project Manager.

2. Once the desired Institution is selected from the drop-down menu, click Add Association.

Delete a Financial Institution Association

1. To delete a Financial Institution Association for this Contact, right-click on the Institution and select Delete.

 

Hierarchy Tab

1. From the Contact Detail screen, click Tabs from the submenu bar, then select Hierarchy.

A list of all the Contact’s attached Hierarchies will display.

2. Click on any column header to sort the list alphabetically.

3. To View or Edit the Hierarchy detail, you may right-click on the record and select the Edit Hierarchy option.

You will be allowed to change the Tier and the Start and End dates once a contact Hierarchy relationship has been established.

4. If you need to change the Tier that the contact is assigned to, select the drop-down menu next to tier and choose the appropriate selection from the next screen.

5. To change the Start and End dates, simply type in the dates.

6. When you have completed the modifications, select Attach Hierarchy to update the Hierarchy.

 

Add a New Hierarchy

If Agents/Contacts need to be added intermittently after the Hierarchy has initially been created, it is best to attach the Hierarchy to the Agent/Contact record directly.

1. From the Hierarchy tab, click the New Hierarchy.

2. In the Add Hierarchy detail, select the Hierarchy you wish to attach to the Agent/contact.  The list will be populated with the Hierarchies created in the Hierarchy Administration module.

3. Once the Hierarchy is selected, select the Tier level for the contact. Tiers your Administrator has defined for this Hierarchy.

4. Once the Tier is selected, select the Parent contact (the person the Agent/contact reports directly up to in the hierarchy).  You will have the choice to select any Contact that is already attached to the Hierarchy.

5. If there are Start and End dates for the Agent/Contact’s attachment to the Hierarchy, enter them in the Start and End fields.  For those Hierarchies that are related to applications, the Start and End dates are based on the Application Entry Date.

6. When you have completed the entry, click the Ok to add the hierarchy to the contact.

The new Hierarchy will display in the grid.

7. Click OK or Apply to Save your Hierarchy Attachment to this Contact.

 

Delete a Contact Hierarchy

If you wish to delete an agent from a Hierarchy

1. Right-click on the record and, select the Delete option.  You will not be able to delete a contact from a Hierarchy if they have business attached to that Contact within the hierarchy. You will first need to delete the case association(s) to the Hierarchy, and then you will be able to delete the Contact’s association with the Hierarchy.

 

Licenses Tab

This Tab will only be available for Contacts of Type: Agent.  The Licenses Tab will show a table of all License records for this Agent, regardless of Status.

1. Click any column header to sort by that Field.

2. Hover over the icon in the Note column to view text entered in the Notes field for that License.

 

View a License

1. To view the details on an existing License, right-click on the applicable row and select Edit.  Or double-click on any row.

The License Detail screen will display:

2. From here you can make changes to the License you accessed. You can also access the license Custom Fields, Requirements, Comments, Memos, Associated Users, and CE/Training Tabs.

 

Add a License

1. To add a new License, from the Licenses tab click New License.

The License Detail screen appears.  All fields will be blank.

2. Populate the following fields.  Required fields are indicated with a red asterisk. *

3. After populating the required State field, and any additional fields, click the OK or Apply.

 

License Requirements Tab

1. To track outstanding and received License-related Requirements, access the License Requirements Tab.

2. When on the Licenses tab of the Contact Detail page of a contact, right-click a license and select Edit.  License Detail screen displays, where the default tab open at the bottom is Requirements. Or, simply double-click on the License you wish to view Requirements for.

The License Detail screen will display, with the Requirements Tab selected.

Add a License Requirement

1. To add a new Requirement, click the New Requirement.

The New Requirement screen display:

2. There are several fields on this screen which can be populated.  The required fields are indicated with a red asterisk. *

3. Once you have completed the Requirement Detail entry.  Click OK or Apply to add it to the License.

Requirements Right-click Options

There are several functions on the Requirement Tab which can be performed by right-clicking.

Edit: This option allows you to edit the requirement detail of the selected requirements

Receive: This option allows you to populate the current date as the received date for all selected requirements

Prioritize as Special: This option allows you to prioritized requirements as Special will appear in red font on the Requirement tab and Command Center.

Change Follow Up Date: This option allows you to pick a specific follow-up date for selected Requirements

Change Carrier Received Date: this option allows you to pick a specific carrier received date for selected requirements.

Delete: This option allows you to delete selected Requirements.  Before the requirements are deleted, you will be asked to verify your selections.

 

License Comments Tab

1. Accessing the Comments Tab from the License Detail Screen will show you a list of all Comments on this Agent.

2. Once on the Comments tab you can add new Comments, Edit, Complete, etc. as explained in the Comments Tab section of this guide.

 

License Memos Tab

1. Click the Memos Tab on the License Detail Screen and the Memos tab will display, showing any previously sent Memos of the Licensing Type.

2. You can also manually generate a new Licensing Memo from this tab by clicking the drop-down list next to Send New Memo:

Only Memos of the Licensing Type will appear on this drop-down list.  To send the Memo, follow the steps listed in the Memos Tab section of this guide.

 

Licensing Associated Users Tab

Only attached associated users will appear in this tab. To setup associated users, follow the steps listed in the User Association Administration guide.

CE/Training

Accessing the CE/Training Tab from the License Detail Screen will show you a list of all CE/training on this Agent.

1. Once on the CE/Training tab you can add new, Edit, Delete, etc. as explained in the CE/Training Tab section of this guide.

2. If you click Add CE/Training from this screen, a new CE/Training will be created with the state selection defaulted to the state on the License record you are currently accessing.

 

Memos Tab

The Memos Tab will allow you to send new Contact-related correspondence to this Contact, and also show you a complete History of all Contact-related Memos that have been sent to this Contact (Memo History).  Application-type Memos will not be viewable on the Memo History table but instead, are found on the Memos tab for the corresponding Application.

Memo History

The Memo History table is populated with a list of all Contact-related Memos sent to this Contact. The following information is included:

• Memo Name
• Delivery Method
• Status
• Memo Ordered
• Memo Delivered
• Memo Recipient
• Requested By

Memo History Right-Click Options

1. Right-click on a Memo in the Memo History Table will give you several options, depending on the Delivery Method selected for the Memo:

Resend Memo: The Memo will be resent, and will NOT be updated with current information. It will be sent exactly as it was at the time of original generation

View: An HTML window will pop-up, showing the Memo exactly as it was sent

View PDF:  Generates an Adobe PDF version of the Memo, which opens in a new window

 

Send a New Memo

Memos can be Triggered automatically by actions in the system.  Memo’s can be sent manually from the Memos tab.

1. To manually send a new Contact Memo, select a memo from the Send New Memo Dropdown.

You will see a list of all available Contact Memos.  This list of available Memos is controlled by your System Administrator through the Memos Administration module.

2. Once you’ve selected the desired Memo, the Send New Memo screen displays, pre-populated with some Contact information and default settings.  These default settings are controlled through the Memos Administration module and can be changed at any time by a system Administrator.  Some settings can also be modified from this screen, prior to sending the Memo.

Recipient Information

These fields will be pre-populated with the Primary Contact information from the Contact Detail Screen. Make any desired edits.

Carbon Copy

1. Click the Add Carbon Copy icon to open further detail.

If this Contact has a Carbon Copy assigned, that Contact’s information will be pre-populated in the Carbon Copy area.

2. You can add multiple Carbon Copy recipients.

3. Click Search for Carbon Copy icon.  The Contact Search screen will display.  Enter your search criteria and click Search or hit Enter on your keyboard.

4. When you have found your desired Carbon Copy contact, right-click on the Contact and click Select:

The Contact selected will appear on the Carbon Copy list. Select a Delivery Method.

5. You can continue to add Carbon Copy recipients by following the same process.  To remove a recipient, click the trash can icon.

Additional Text

In addition to the text and information that is part of the Memo template, you can add a line of text that will populate on this Memo one-time only.  Additional Text will be placed where the Additional Text Block is entered in Memo Administration.

Attachments

1. Click the paper clip icon to attach a document to this Memo.  Attachments are only available when Email is selected as the Delivery Method.

2. Once you are ready to send the Memo, click the Generate Memo.

The Memo History Screen will display, with the Memo listed in a Queued Status.

 

Memo Queue

1. Once you click OK on the Agent, the Memo Queue screen will display.  It will contain all Memos that have been generated Manually or Triggered, since the last time you clicked OK, so there may be more than one:

Preview a Memo
To preview the Memo and make edits before sending.

1. Click the Edit hyperlink under the Actions column.  A new window will pop-up showing a preview of the Memo, where you can make changes to the Memo text if editing has been allowed for the Memo in Memos Administration.

Stop a Queued Memo From Sending

If you would like to cancel a Memo in the Memo Queue list, causing it not to send

1. Click the check mark in the Send column box, and the Memo will not send.

Release a Memo From the Queue

To send the Queued Memo, with or without previewing or editing the Memo first.

1. Click OK all Memos in the Memo Queue with the box checked in the Send column will be sent.

You will be able to view the sent Memo in Memo History.

Failed memos

If a Memo fails to send, the user who sent the Memo will receive a Task in their Command Center, alerting them of the failure. If the Memo was sent by a process rather than a user, the Task will be assigned to the User specified as the Memo Reply User in System Preferences Administration.

1. Right-click and select Edit on the failed memo:

The history will display which memo failed.

Special Deals Tab

A Special Deal is a unique commission arrangement between you and an Agent.  Access to the Special Deals Tab requires User Rights.  If you need access to this screen and do not have it, contact your agency’s System Administrator.

 

Add a Special Deal

1. Click Tabs then Special Deals to make the Special Deals tab appear on the Contact Detail screen

2. Click New Special Deal :

The fields on the right-hand side of the screen will default to All, but you can filter the cases you want to apply the Special Deal to, based on Organization, Carrier, Plan, Individual Applicant, or Type of Plan.

 

Save a Special Deal

1. Once the desired criteria have been chosen, click Apply or OK to save.  Choosing Apply will refresh Special Deals Tab, allowing you to see all of the Contact’s Special Deals, whereas OK will leave the Contact’s record, but will also save your changes.

Delete a Special Deal

1. To delete a Special Deal, right click on the record and select Delete. You will be asked to confirm that you want to delete the Special Deal.

2.Select Yes.

If a Special Deal has already been applied to an Application, it cannot be deleted.  You can, however, end-date the Special Deal.

 

Agent Commissions Schedule PDF

1. Hover over the Actions menu and select Agent Commissions Schedule PDF.

2. A modal window will display allowing you to select the Carrier and the Lines of Business to be included on the PDF output.

3. Once the desired selections have been made, click the Generate PDF button and separate window will open with a PDF of the Agent’s attached Schedules for the selected Carrier(s) and Line(s) of Business.  From here, you can print, save, or do any other actions your PDF reader allows.

 

Contact Types Tab

1. Select the Contact Types from the Actions sub-menu bar.

The Contact Types screen displays:

The Contact’s default Type will display on the screen with the Default Type box checked.  You will also see the Contact Type Questions associated with this Contact Type, and any Answers typed in by your Users.

 

Add a Contact Type

1. To add an additional Contact Type to this Contact, click the Add button

The Add Contact Type modal window display:

2. Select the desired Type from the drop-down list and click Next.

3. If there are Questions associated with this Type, they will appear on the Questions Tab.

4. Click OK to save your changes.

 

Delete a Contact Type

1. Select the Contact Type you wish to Delete from the Contact Type drop-down list.  Then, click the Delete button.

2. A Delete confirmation box will display.  Click Yes to delete the Contact Type.

3.Click OK or Apply to save your changes.

 

Dymo Label

If your computer has a Dymo Label Printer connected to it, you can print a single mailing label with this Contact’s Primary Address.

1. To generate a Dymo label, hover over the Actions button on the top menu bar and select Dymo Label from the drop-down list.

A single label will be sent to the Dymo Printer.

2. To generate another label, look up another Contact and follow the same process as above.

 

Organizations Tab

1. Select Organizations from the sub-menu Actions from the navigation bar.

The Organizations Tab displays.  Because Contact Types and Organizations are interrelated, information for both Tabs is housed on the same screen.

The Contact Type field at the top of the Screen will be populated with the Contact’s Default Type, and display the attached Organizations for that Contact Type on the table below.

2. You can change the Default Organization, or check the boxes to attach new Organizations.

3. Select any other Contact Type from the drop-down list to see Organizations attached to that specific Contact Type:

4. Click OK or Apply to save any changes made to the Contact’s Organization attachments.

 

Print PDF Report

This Contacts menu item allows the details of a Contact to be easily printed and viewed as a PDF document.

1. Click the Actions submenu, and select Print PDF Report:

A PDF document will pop up in a separate window, containing a summary of the contact detail.

2. Select the Print icon at the top of the document to print the PDF on paper.  The document will be printed through your computer’s local printer, NOT through the iPipeline IP printer set up at your office. OR Select the Save icon to save the PDF file to your desktop, local computer, or network drive.

 

User Association Tab

A User Association is a way to link an Agent with an Agency Integrator User in your environment.  Set up a User Association to link Licensing and Appointment Follow-up Tasks for certain Agents to your Users. This will allow certain Users to be responsible for all L&A follow-up Tasks and to keep track of these Tasks on his or her Command Center Task List.

User Associations are created and managed in the Contact Administration module through User Association Administration but can be added to an individual Agent record by Accessing the User Association Tab.

1. Click Tabs from the submenu in the navigation bar and select User Association:

User Association will display:

Existing User Associations for this Agent will appear on the table at the bottom of the screen.

 

Add a User Association

To add a new User Association for this Agent,

1. Click Add Association

2. Select the Association Name you wish to affiliate this agent with from the drop-down list.   The Associations that appear on the drop-down list are created by a System Administrator in User Association Administration.

3.  Select the User ID you wish you attach to this agent.  The User IDs that appear in the drop-down list are determined in User Association Administration as well.

The Start and End date will be auto-populated by the Start and End Dates of the Association in Administration; however, you may alter them as long as they fall within the existing data parameters.