Using the Quick Action Menu the user can perform mass action on single or multiple profiles at a time. It enables the user to change the SFA Folder status or move single or multiple cases from one SFA Folder to another SFA Folder simultaneously.
Sign in to AgentFront CRM
From the top menu, choose Cases
In the left-side panel, select SFA Folder
Select the desired SFA Folder. For example, here we have selected ‘Health SFA’ SFA Folder and there are 18 cases available in this SFA Folder
A new page will open for the ‘Health SFA’ SFA Folder, displaying the available cases within it
Select the case(s)
After selecting the case(s) action menu will be enabled
Select the another SFA Folder from the drop-down menu. Here we have selected ‘Application Received’ SFA Folder from the drop-down menu
Click on Submit () icon
The selected case(s) will be moved from the current SFA Folder to the selected SFA Folder from the dropdown menu
User can see the number of cases will be updated in SFA Folder on cases tab.We have moved cases from the ‘Health SFA’ SFA Folder to the ‘Application Received’ SFA Folder. As a result, 18 cases were transferred to ‘Application Received’, updating its count from 0 to 18, while the count for the ‘Health SFA’ SFA Folder are updated from 18 to 0.
Using the Quick Action Menu the user can perform mass action on single or multiple profiles at a time. It enables the user to change the Pipeline status or move single or multiple cases from one pipeline to another pipeline simultaneously.
Sign in to AgentFront CRM
From the top menu, choose Cases
In the left-side panel, select Pipeline
Select the desired Pipeline. For example, here we have selected ‘DI GRADED’ pipeline and there are 17 cases available in this pipeline
A new page will open for the DI GRADED pipeline, displaying the available cases within it
Select the case(s)
After selecting the case(s) action menu will be enabled
Select the another pipeline from the drop-down menu. Here we have selected ‘HEALTH HUMANA ONE’ pipeline from the drop-down menu
Click on Submit icon
The selected case(s) will be moved from the current pipeline to the selected pipeline from the drop-down menu
User can see the number of cases will be updated in Pipeline on cases tab. We have moved cases from the ‘DI GRADED’ pipeline to the ‘HEALTH HUMANA ONE’ pipeline. As a result, 17 cases were transferred to ‘HEALTH HUMANA ONE’, updating its count from 0 to 17, while the count for the ‘DI GRADED’ pipeline are updated from 17 to 0.
The Document Type refers to the specific classification or category of a document based on its purpose or content. It helps in organizing, managing, and processing documents efficiently.
The following are the steps to manage a Document Type in the system:
1.Navigate to the ‘SETUP’ tab.
2. Click on ‘System Setup’ in the left-side panel.
3. Click on the ‘Document Type’ option in the System Setup menu.
4. The User can search for the Document Type option by typing in the search area.
5. The ‘Setup – Life – System Setup – Document Type’ page will open, displaying existing Document Types along with fields including the Document Type, Title, Status, Description, Created By, Create Date and Action under the ‘Document Type’ tab. There are three available options: Add, Print, and Export.
6. Click the ‘Add Document Type’ icon to add a new Document Type.
7. The pop-up window ‘Life – Add Document Type’ will open, containing fields for Document Type details and ‘Save’ and ‘Cancel’ options at the bottom. Fields marked with an asterisk are mandatory. ● *Document Type: Enter the Document Type Name. ● *Title: Enter the value for Title for the Document Type. ● *Status: Select a status for the Document Type ● Description: Enter the value for Description for the Document Type.
8. Fill in the details and click the ‘Save’ button to continue.
9. A confirmation message will appear, and the newly added Document Type will be available on the list.
10. There are two options available for each Document Type under the Action heading: Edit and Delete or Lock. For newly created Document Types, the Edit and Delete options will be available by default. ● Edit: By clicking on the Edit icon, the user can edit the details of the selected Document Type. ● Delete or Lock: By clicking on Delete, the user can remove the selected Document Type. However, once the Document Type is assigned to any profile, the option will change from Delete to Lock. The Delete option will remain available until the Document Type is assigned to a profile.
11. The User can update the values for the created Document Type by clicking on the edit icon for the selected Document Type.
12. A pop-up window titled ‘ Life – Edit Document Type’ will open with the existing field values.
13. Update the values for the Document Type details In this case, we are updating the Title. Once the Title is updated, click on Save button.
14. The system will generate a confirmation message saying that the ‘Document Type updated Successfully’ and the updated name will be displayed in the listing.
15. To remove the existing Document Type, click on the Delete icon.
16. After Clicking on Delete, the system will ask for confirmation before deleting. Click on Delete to remove the Document Type.
17. The system will generate a confirmation message, and the Document Type will be removed from the list.
18. To print the list of available Document Types, click on the Print icon.
19. After clicking on the Print icon, a page will open with the print window containing the list of available Document Types. The user can print the data using the desired options.
20. To export the list of available Document Types, click on the Export icon.
21. By clicking on the Export icon, a pop-up window will open with different options. The user can export the data using the desired options.
22. The Document Types will be exported according to the selected option, and the CSV file will be saved in the designated location.
The following are the steps to add/edit/delete Department in the system:
1.Navigate to the ‘SETUP’ tab and click on ‘System Setup’ in the left-side panel.
2. Click on the ‘Department’ option in the System Setup menu.
3. Users can search for a specific Department by typing in the search area.
4. The page ‘Setup – Life – System Setup – Department’ will open, displaying existing Department along with details including Name, Description, Created By, Create Date and Action under the ‘Department’ tab.
5. Click the ‘Add Department’ icon to add a new Department.
6. A pop-up window titled ‘Life – Add Status Flag’ will open, containing fields for ‘Initial Status Flag,’ ‘Add Status Flag After,’ ‘Status Flag Name,’ and ‘Description’.
Fields with an asterisk* are mandatory. In this case, Status Flag Name and Description are mandatory fields. ● Initial Status Flag Checkbox – By checking this checkbox, the status flag will remain at the top of the listing. ● Add Status Flag After: The user can select the Status Flag from the drop-down menu, after which the Status Flag will be placed in the desired sequence. ● Name: Enter the desired Status Flag name. (Limit is a maximum of 100 characters) ● Description: A description for the Status Flag needs to be added in accordance with the Status Flag name. (Limit is a maximum of 100 characters)
7. Fill in the details and click the ‘Save’ button to continue.
8. A confirmation message will appear on the page, and the newly added Status Flag will be available in the list.
9. There are three options available for each Status Flag under the Action heading: View, Edit, and Delete. ● View: By clicking on the view icon, the user can view the details of the selected Status Flag. ● Edit: With this option, the user can update the details of the selected Status Flag. ● Delete: By clicking on Delete, the user can remove the selected Status Flag.
10. By clicking on the view icon, a pop-up window “Life – View Status Flag” will open, displaying the details of the selected Status Flag.
11. The newly added Status Flag will be displayed in Status Flag drop down in the following two places: ● Cases tab > Case Profile > Quick Profile > Life tab ● Cases tab > Case Profile > Quick Profile > Action tab
12. Users can update the values for a created Status Flag by clicking on the edit icon for the Status Flag.
13. A pop-up window ‘Life – Edit Status Flag’ will open with the field values. Update the values for the Status Flag.
For example, we are updating the sequence of the Status Flag: remove the value from the “Add Status Flag After” drop-down and select the checkbox for “Initial Status Flag” and click on Save.
14. The sequence of the Status Flag will be updated and displayed at the top of the listing.
15. Updated sequences will also be changed in Status Flag drop down in the following two places:
● Cases tab > Case Profile > Quick Profile > Life tab ● Cases tab > Case Profile > Quick Profile > Action tab
16. To remove the existing Status Flag, click on the Delete icon. (The delete button will not be enabled if a status flag has already been assigned to any case.)
17. After clicking on Delete, the system will ask to confirm before deleting.
18. Click on Delete to remove this Status Flag.
19. The system will confirm, “Status Flag deleted successfully” and the Status Flag will be removed from the list.
20. The Status Flag will no longer be displayed in the Status Flag drop down in the following two places: ● Cases tab > Case Profile > Quick Profile > Life tab ● Cases tab > Case Profile > Quick Profile > Action tab
Form Creator is a feature that allows users to design and build custom forms. These forms are typically used by the sales or support teams to enter information into the CRM system manually.
The following are the steps to utilizing the Form Creator feature:
1. Navigate to the ‘SETUP’ tab and click on ‘System Setup’ in the left-side panel.
2. Click on the ‘Form Creator’ option in the System Setup menu.
3. Users can also search for the ‘Form Creator’ option by typing in the search bar.
4. A new page ‘Setup – Life – System Setup – Form Creator’ displaying the existing Forms with field details including Form Name, Title, Description, Created By, Status, Create Date and Action under the ‘Form Creator’ tab will open.
5. Pagination and sorting features are available on this page. ● Users can set the view to display 10, 20, 25, 50, 75, or 100 forms per page, as needed. ● Sorting features are available on the Form Name, Title, Description, Created By and Created Date fields. Users can set the form listing in ascending or descending order by clicking on the field names. By default, this listing is sorted in ascending order by Create Date.
6. Click the ‘Create Form’ icon to add a new Form.
7. A pop-up window ‘Life – Add Form’ will open, containing four steps ‘Add Form’, ’Add Fields’, ‘Set Sequence’, and ‘Add Separator’. ● The first step of the ‘Add Form’ contains the following fields: Form Title, Description, Form For, Select Default SFA (dropdown), Select Default Pipeline (dropdown), Form Status, In Column, and Show This Form. ● Fields marked with an asterisk are mandatory. In this case, the mandatory fields are Form Title, Form For, Form Status, In Column, and Show This Form.
8. Complete the details on the pop-up page: ● Form Title: Enter the desired Form Title. This field allows alphabetical, numerical, spaces and special characters except html tags (< and >). (Limit is a maximum of 35 characters). ● Description: A description for the Form needs to be added in accordance with the Form Title. (Limit is a maximum of 500 characters) ● Form For: This field has three options—Add, Edit, and View. Each option functions separately. The Add option is selected by default and remains selected. i. If the form is created using the ‘Add’ option, the Form Number will begin with ‘CF’. Additionally, once the form is created using this option, it will be placed according to the selection made in the ‘Show This Form’ drop-down menu. ii. If the form is created using the ‘Edit’ option, the Form Number will begin with ‘UF’. Additionally, when the form is created using this option, the user can add and update details for the form, regardless of where it is placed, based on the selection made in the ‘Show This Form’ drop-down option. iii. If the form is created using the ‘View’ option, the Form Number will begin with ‘VF’. Additionally, when the form is created using this option, the user can only view the details for the form, regardless of where it is placed, based on the selection made in the ‘Show This Form’ drop-down option. ● Default SFA: This field will only be enabled when the ‘Add’ option is selected for the ‘Form For’ field. Select the SFA name from the dropdown menu. When a profile is generated using the ‘Add Case’ or ‘Web Form’ option, that profile will be moved to the selected SFA folder. ● Default Pipeline: This field will only be enabled when the ‘Add’ option is selected for the ‘Form For’ field. Select the Pipeline name from the dropdown menu. When a profile is generated using the ‘Add Case’ or ‘Web Form’ option, that profile will be moved to the selected Pipeline. ● Form Status: This field has two options: Active and Inactive. When the Active option is selected, the form will be available in the locations as per the setup. With the Inactive option selected, the form will not be applicable anywhere. Select the desired option. ● In Columns: This field has three options: 1, 2, and 3. The form will be generated in the column corresponding to the selected option. Select the desired option. ● Show This Form: i. If the ‘Add’ option is selected for the field ‘Form For’, the following three options will be enabled in this drop-down: None, Add Case, and Web Form. a. With the None option, the form will not be applicable anywhere. b. With the Add Case option, the form will be available under the CASES > Left side Add Case menu. c. With the Web Form option, the form will be available under SETUP > Lead Generation > Web Forms > Add Web Form page. ii. If the ‘Edit’ or ‘View’ option is selected for the field ‘Form For’, the following four options will be enabled in this drop-down: None, Quick Profile > Tabs, Quick Profile > Top right sub header and Information Tab. With the Edit option, the form will be editable, and with the View option, the form will not be editable. a. With the None option, the form will not be applicable anywhere. b. With Quick Profile > Tabs option the form will be available under the Cases > Any case’s Quick Profile. c. With Quick Profile > Top right sub header option the form will be available under the Cases > Any case’s Header Menu > Top right sub header d. With Information Tab the form will be available under the Cases > Any case’s Information Tab. For example, the form here is created with the following options: ● Form For with Add option ● Active Status ● 3 Columns ● Show this form with Add Case option
9. Once all details are entered and options selected from the dropdown, click on the Next button.
10. After clicking on Next, the system will generate a confirmation message that the form has created successfully. The form will then be available in the listing, and the system will redirect to the next step to add fields to the form.
● Here, the form is created using the ‘Add’ option, the Form Number starts with ‘CF’.
11. The system will display a list of available fields in the next step to add fields to the form. The user can view the list of fields by clicking on the down arrow for any field group. Click on the down arrow to reveal the fields for selection then select the required fields and click on the Next button.
12. After selecting the required fields and clicking the ‘Next’ button, the system will redirect to the next step to set the sequence of the fields. By selecting the six-dot icon before the field name, the user can rearrange the sequence of the fields as needed.
13. The user can set the mandatory fields at this step. By default, First Name, Last Name, and Email are required fields under the ‘Value Required’ section. These three fields cannot be changed to optional; therefore, the checkboxes for these fields are selected by default and are uneditable. The user can add more fields as mandatory from the remaining available fields. ● Here, the checkboxes for Date of Birth and Gender are selected under the ‘Value Required’ section, making both fields mandatory. This brings the total to 5 mandatory fields for the form. These two fields are optional to set as mandatory, and their checkboxes are blue and editable
14. After selecting the mandatory fields and arranging the sequence, click on the ‘Next’ button.
15. After clicking the ‘Next’ button, the system will display a confirmation message stating, ‘Form fields updated successfully,’ and the page will redirect to the next step to add a separator and review the form preview.
16. On this page, the user can create different sections of fields by selecting a field from the dropdown. For example, if Date of Birth is selected from the Add Separator Before fields drop down, the system will divide the fields into two sections: the first section includes the fields before Date of Birth, and the second section includes the fields on or after Date of Birth.
17. After selecting the field to separate the sections, enter a separator name. The section of fields separated by the Date of Birth will display the header entered in the separator title field. Next, select the column in which the user wants to divide the next section. These selections will apply only to the next section that is separated by the Date of Birth. After completing the selection and adding values in the fields, click the ‘Add’ button.
18. After clicking the ‘Add’ button, the system will display a confirmation message stating, ‘Feature Forms created successfully’. The form will then be added to the listing on the same page, with details including Separator Before, Separator Title, Columns, and Action.
19. Users can add multiple separators for the same form. In this case, an additional separator is created with the ‘Gender’ field. As a result, the form will be divided into three sections based on the selections. The first section will begin with the ‘First Name’ field, the second section will start with the ‘Date of Birth’ field, and the third section will begin with the ‘Gender’ field.
20. For each separator, there are two options under the ‘Action’ header: Edit and Delete. The user can update the separator details by using the ‘Edit’ button. Click on the ‘Edit’ button to update the separator details.
21. Once the separator details are updated, the system will generate a confirmation message stating that the Feature Forms have been updated successfully. ● In this case, we have updated the field from ‘Gender’ to ‘SSN’ for the second separator.
22. By clicking the Delete button, the user can remove the unwanted separator. Click the Delete button to delete the separator.
23. After clicking on Delete, the system will prompt for confirmation before deleting.
24. Click Delete to remove the selected separator.
25. The system will generate a confirmation message stating that, ‘Feature Forms deleted successfully,’ and the separator will be removed from the list.
26. There is an option called ‘Preview’ on the same page. With this option, the user can review the created form and apply any required changes before finalizing it.
27. Click the Preview button to review the created form.
28. After clicking the Preview button, a new page will open, and the form will be displayed with all settings according to the user’s selection of fields, field sequence arrangement, and addition of separators.
29. As per the criteria set during the form creation, the option ‘Add Case’ is selected from the ‘Show This Form’ dropdown, so this form is available under the CASES > Add Case menu.
30. If the ‘Edit’ or ‘View’ option is selected for the ‘Form For’ field, and ‘Quick Profile > Tabs option is selected from the ‘Show This Form’ dropdown, the form will be available under Cases > Any case’s Quick Profile.
31. If the ‘Edit’ or ‘View’ option is selected for the ‘Form For’ field, and ‘Quick Profile > Top right sub header’ option is selected from the ‘Show This Form’ dropdown, the form will be available under Cases > Any case’s Header Menu > Top right sub header.
32. If the ‘Edit’ or ‘View’ option is selected for the ‘Form For’ field, and ‘Information Tab’ option is selected from the ‘Show This Form’ dropdown, the form will be available under Cases > Any case’s Information Tab.
33. Once the form is created, it will be available under the ‘Form Creator’ tab. There will be four options available: Preview, View, Edit, and Delete. To preview the form, click on the Preview button.
34. After clicking the Preview button, a pop-up window will open, and the user can preview the created form view.
35. To view the setup of the form, click on the View button.
36. After clicking the View button, a pop-up window will open, and the user will only be able to view the setup of the created form for form details, fields, sequence and separator.
37. To edit the setup of an existing form, click on the Edit button.
38. After clicking the Edit button, a pop-up page will open, and the user can update the setup of the selected form. The user can update the form details, fields, sequence and separator also.
39. Update the value for any field. For example, here we have updated the place for this form by changing the value in the ‘Show this Form’ dropdown from ‘Add Case’ to ‘Web Form’. Then, click the Next button.
40. After clicking on the Next button, the system will generate a confirmation message stating that the Forms updated successfully, and the page will be redirected to the next step to edit the fields. The user can edit the fields, sequence, and separator as required and apply the necessary changes. Here, we have only changed the place for this form.
41. Now the place will be changed, and this form will be available under Setup > Lead Generation > Web Forms.
42. Locate the Setup > Lead Generation section and click on Web Form. The form will be available under the ‘From’ dropdown.
43. To remove the existing Form, click the Delete icon on the right hand side of the window.
44. After clicking Delete, the system will prompt for confirmation before deleting.
45. Click Delete to remove the selected Form.
46. The system will generate the confirmation message ‘Forms deleted successfully,’ and the Form will be removed from the list.
Trigger Action –A trigger action refers to an event or condition that causes a specific action to occur automatically. These triggers are typically used to automate processes or workflows based on certain criteria.
The following are the steps to manage Trigger Action:
1. Navigate to the ‘SETUP’ tab and click on ‘System Setup’ in the left-side panel.
2. Click on the ‘Trigger Action’ option in the System Setup menu.
3. Users can search for the Trigger Action option by typing in the search area.
4. A new page titled ‘Setup – Life – System Setup – Trigger Action’ will open, displaying the existing Triggers along with field details such as Trigger Name, Created Date, Created By, Activation Date and Actions under the ‘Trigger Action’ tab.
5. Click the ‘Add Trigger Action’ icon on the right side of the window to add a new Trigger Action.
6. A pop-up window titled ‘Life – Add Trigger’ will open, containing fields for ‘Name’ and ‘Description’, along with sections for ‘Criteria’ and ‘Action’. The Save and Cancel buttons are also available on the same page. ● Fields with an ‘*’ sign are mandatory. In this case, Trigger Name, Description, all fields of Criteria section and all fields of Action section are mandatory fields.
7. Please fill in the details on the pop-up page. ● Name: Enter the desired Trigger Action name. [Trigger Name field allows alphabet, number, space and following symbol: -_’& only] and (Limit is a maximum of 50 characters) ● Description: A description for the Trigger Action needs to be added in accordance with the Trigger Action name. (Limit is a maximum of 500 characters)
8. Users need to set criteria for the trigger. ● Criteria are the conditions that define when and how the trigger should be activated. These conditions can be based on predefined events or data. ● There is a separate section under the header ‘When this happens’, which includes different fields such as: i. First Drop Down: This dropdown will display a list of available fields in the system from the parent forms under both tabs in Cases: Information > Default and Information > Custom Fields. (This dropdown will not include the fields of parent forms through which more than one entry of data can be saved). [If a non-date-related field is selected from the first dropdown, two additional options need to be selected from the second and third/fourth dropdowns. If a date-related field is selected, three additional options must be selected from the second, third, and third/fourth dropdowns.] ii. Second Drop Down: This dropdown will display the options to set criteria based on the selected fields from the first dropdown, which include ‘Changed From’, ‘Changed To’, ‘Changed’, and ‘Received/Value Added’. iii. Third Drop Down: This dropdown will be enabled only if a date-related field is selected from the first dropdown. It will then display options to set criteria, including ‘Today + Days’, ‘Today – Days’, ‘Fixed Date’, and ‘Other Fields’. iv. Third/Fourth Drop Down or Text Field: This option will be enabled based on the selections made in the first, second, and third (if enabled) dropdowns. For this option, the user is required to either select an option from the dropdown or enter specific values in the text box, depending on the available options.
● For example, a trigger is created based on Gender. When the Gender value is changed from ‘Female’ to ‘Male’, this trigger will be executed. ● Please select ‘Gender’ from the Personal Information parent form fields from the first drop down.
● If a non-date-related field is selected in the first dropdown, the date-specific option dropdown will not be enabled. ● Since a non-date-related field is selected, only two fields are required to set the trigger. ● Please select the ‘Changed From’ option from the second dropdown menu.
● Then, please select the value ‘Female’ from the last dropdown menu.
● The first criteria setup is completed as follows: o When the gender is changed from Female. ● There is an option to set multiple criteria for the same trigger action. ● To add multiple criteria, click the + sign, and a new row will appear with the same fields under the “AND” header. ● If needed, the user can define the criteria in this new row, and both criteria will be applied to the trigger when it runs. ● So, by using the + sign, the user can set multiple criteria, and all criteria will be applied with an AND condition.
After completing the field selection under the criteria section, the action must now be set. ● Action: Actions are tasks or operations that are automatically executed once the specified criteria or conditions are met. When the conditions are fulfilled, the action is “triggered” and carried out without the need for manual intervention. ● There is a separate section under the header ‘Then do this’, which includes different fields such as: i. First Drop Down: This dropdown will display a list of available fields in the system from the parent forms under both tabs in Cases: Information > Default and Information > Custom Fields. (This dropdown will not include the fields of parent forms through which more than one entry of data can be saved). ii. Second Drop Down: This dropdown will display the options ‘Equals’ or ‘Equals and Remove Fields Value’ based on the field selected in the first dropdown. The user needs to select one of these options from the dropdown. [If the user selects the ‘Equals’ option, the third and fourth dropdowns will be enabled. If the user selects the ‘Remove Fields Value’ option, the third and fourth dropdowns will not be enabled.] iii. Third Drop Down (if enabled): If a date-related field is selected from the first dropdown, this dropdown will display options to set criteria, including ‘Today + Days’, ‘Today – Days’, ‘Fixed Date’, and ‘Other Fields’. If a non-date-related field is selected, the dropdown will display options to set criteria, including ‘Fixed Value’ and ‘Other Fields’. The user needs to select one of these options from the dropdown. iv. Fourth Drop Down or Text Field (if enabled): For this option, the user is required to either select an option from the dropdown or enter specific values in the text box, depending on the available options. ● For example, a trigger is created based on Gender. When the Gender value changes from ‘Female’, this trigger will be executed, and the case will be moved to the specified SFA folder. ● Please select the ‘SFA Folder’ field from the first dropdown.
● The next dropdown will display options based on the field selected in the first dropdown. ● Select the ‘Equal’ option from the second dropdown.
● The next dropdown will display options based on the field selected in the first and second dropdowns. ● Select the ‘Fix Value’ option from the third dropdown.
● The next dropdown will display options based on the fields selected in the first, second and third dropdowns. ● Select the specific SFA Folder name from the fourth dropdown.
● The ‘Rerate To Mail’ SFA folder name is selected.
● The first action is set as follows: o Based on the set criteria, when the gender is changed from Female for a particular case, the action will be triggered, and that case will be moved to the “Rerate To Mail” SFA Folder. ● Similarly, multiple criteria can be set, and multiple actions can also be defined for the same trigger action. ● To add multiple actions, click the ‘+’ sign, and a new row will appear below the first action row with the same fields. ● By clicking the ‘+’ sign, multiple actions can be configured to run with the trigger. ● If needed, the user can define the action in this new row, and all actions will be applied when the trigger runs. ● Using the ‘+’ sign, the user can set multiple actions, and all actions will be applied with an AND condition. ● After completing the criteria selection and setting the actions, click on Save button.
9. The system will generate a confirmation message indicating that the Trigger created successfully, and the newly created Trigger Action will now be available on the list.
10. There are four options available for each Trigger Action under the Action heading: Toggle to Disable/Enable, Edit, Copy, and Delete. ● Toggle to Disable/Enable: The newly added trigger will have a disabled status by default. Click the toggle to enable the trigger, and the color will change to green. Until the status is enabled, the trigger will not execute. ● Edit: The user can update the details, reset the criteria, or reset the action of the selected trigger action. ● Copy: The user can create a duplicate trigger with a different name. ● Delete: By clicking on Delete, the user will remove the selected trigger.
11. Click the Enable/Disable toggle to enable the trigger.
12. The system will generate a confirmation message to enable this trigger. Click on Enable.
13. The system will generate a confirmation message indicating that the trigger is enabled successfully, and the color is changed to green for that trigger.
14. Go to the Cases tab and select any profile. Currently, no SFA is assigned to this profile.
15. Open the Information tab for the selected profile and check the current value of the gender field is Female.
16. Change the gender value from Female to Male and click Save.
17. The system will generate a confirmation message indicating that the information has been updated successfully.
18. The trigger has run, and the selected case has been moved to the ‘Rerate To Mail’ SFA folder as set in the trigger.
19. Users can update the criteria and action for a created Trigger Action by clicking the edit icon next to the Trigger Action on the right hand side.
20. A pop-up window titled ‘Life – Edit Trigger’ will open, displaying the existing field values for criteria and action. Update the values as needed. For example, in this case, we are updating the SFA folder name under the Action section: change the SFA folder value from ‘Rerate to Mail’ to ‘Rerate – Send Close’ and click Save. Now, when the user updates the gender value from Female, the case will be moved to ‘Rerate – Send Close’ instead of ‘Rerate to Mail’.
21. Change the option for the SFA Folder and click Save.
22. The system will generate a confirmation message that the trigger has been updated successfully.
23. To create a duplicate trigger, click on ‘Copy’ for the trigger the user wants to duplicate.
24. A pop-up window titled ‘Life – Copy Trigger’ will open, pre-filled with the same criteria and action settings from the selected trigger. The description will also remain the same as the selected trigger, but the Name field will be blank.
25. Enter the new Trigger name and click on Save. (User can update the criteria and actions as needed)
26. The system will display a confirmation message indicating that the trigger has been created successfully and the newly created Trigger Action will now be available on the list.
27. To remove the existing trigger, click the Delete icon on the right hand side of the window.
28. After clicking on Delete, the system will prompt for confirmation before deleting.
29. Click Delete to remove the selected Trigger.
30. The system will generate a confirmation message saying, ‘Trigger deleted successfully,’ and the trigger will be removed from the list.
31. Additionally, pagination and sorting features are available on this page. ● Users can set the view to display 10, 20, 25, 50, 75, or 100 triggers per page, as needed. ● Sorting features are available on the Trigger Name field. Users can set the trigger sequence in ascending or descending order by Trigger Name.
The WhatsApp Template category is used to categorize WhatsApp messages such as business communications, sales support, customer support, updates, seasonal greetings, personal messages, and networking.
The following are the steps to manage the WhatsApp Template Categories:
1. Navigate to the ‘SETUP’ tab.
2. Select ‘System Setup’ from the left-hand panel and a pop-up window will appear.
3. Select the ‘Template Category’ option.
4. The user can search for the ‘Template Category’ setup by entering keywords in the search field.
5. A new page titled ‘Setup – System Setup – Template Category’ will open, displaying the WhatsApp Template Category by default.
6. This page will show fields including Category Name, Description, Created By, Creation Date, and Action.
7. Click the ‘Add WhatsApp Template Category’ icon on the right side of the window to add a new WhatsApp template category.
8. A pop-up window titled ‘Add WhatsApp Template Category’ will open, containing fields such as ‘Name’, ‘Description’, and ‘Do you want to add an unsubscribe link to the end of the SMS in this category?’ along with ‘Save’ and ‘Close’ options at the bottom. ● Fields marked with an asterisk are mandatory. ‘Name’ and ‘Description’ are required fields.
9. Fill in the fields and click the ‘Save’ button: ● Name: Enter the desired name for the WhatsApp Template Category. The maximum length is 30 characters. ● Description: Provide a description for the WhatsApp Template Category that aligns with its name. The maximum length is 100 characters.
10. The system will display a confirmation message indicating that the WhatsApp Template Category was created successfully, and the newly created category will appear in the list.
11. Under the ‘Action’ heading, three options are available for each WhatsApp Template Category: View, Edit, and Delete. ● View: The user can see the details of the selected WhatsApp Template Category. ● Edit: The user can modify the selected WhatsApp Template Category. ● Delete: By clicking ‘Delete’, the user can remove the selected WhatsApp Template Category. The Delete option is only available for categories which are not used.
12. Click the ‘View’ icon to see the details of the selected WhatsApp Template Category.
13. A pop-up window will appear where all the fields are read-only, allowing the user to view the details without making any changes. After viewing the information, click the ‘Cancel’ button to close the pop-up.
14. Click the ‘Edit’ icon, the second option in the Action column on the right side of the WhatsApp Template Category (highlighted by a red box), to modify the details of the WhatsApp Template Category.
15. A pop-up window titled ‘Edit WhatsApp Template Category’ will appear, allowing the user to update the details of the WhatsApp Template Category.
16. Update the details as needed. For example, change the ‘Description’ and click the ‘Save’ button.
17. A confirmation message will appear, indicating that the WhatsApp Template Category has been updated successfully.
18. The user can remove the WhatsApp Template Category by ‘Delete’ option. The Delete icon is only available for categories which are not used. Click the ‘Delete’ icon, the last option in the Action column on the right side of the WhatsApp Template Category (highlighted by a red box), to remove the WhatsApp Template Category from the list.
19. Click the ‘Delete’ option in the confirmation message to proceed with removing the WhatsApp Template Category from the list.
20. A confirmation message will appear, indicating that the WhatsApp Template Category has been deleted and is no longer available on the list.
The SMS Template category is used to categorize SMS such as business communications, sales support, customer support, updates, seasonal greetings, personal messages, and networking.
The following are the steps to managing the SMS Template Categories :
1. Navigate to the ‘SETUP’ tab.
2. Select ‘System Setup’ from the left-hand panel and a pop-up window will appear.
3. Select the ‘Template Category’ option.
4. The user can search for the ‘Template Category’ setup by entering keywords in the search field.
5. A new page titled ‘Setup – System Setup – Template Category’ will open, displaying the SMS Template Category by default. Click on the SMS tab.
6. A new page will open showing the SMS Template Categories. This page will show fields including Category Name, Description, Created By, Creation Date, and Action.
7. Click the ‘Add SMS Template Category’ icon on the right side of the window to add a new SMS template category.
8. A pop-up window titled ‘Add SMS Template Category’ will open, containing fields such as ‘Name’, ‘Description’, and ‘Do you want to add an unsubscribe link to the end of the SMS in this category?’ along with ‘Save’ and ‘Close’ options at the bottom. ● Fields marked with an asterisk are mandatory. ‘Name’ and ‘Description’ are required fields.
9. Fill in the fields and click the ‘Save’ button:
● Name: Enter the desired name for the SMS Template Category. The maximum length is 30 characters. ● Description: Provide a description for the SMS Template Category that aligns with its name. The maximum length is 100 characters.
10. The system will display a confirmation message indicating that the SMS Template Category was created successfully, and the newly created category will appear in the list.
11. Under the ‘Action’ heading, three options are available for each SMS Template Category: Disable/Enable, Edit, and Delete.
● View: By clicking ‘View’, the user can see the details of the selected SMS Template Category. ● Edit: By clicking ‘Edit’, the user can modify the selected SMS Template Category. ● Delete: By clicking ‘Delete’, the user can remove the selected SMS Template Category. The Delete option is only available for categories which are not used.
12. Click the ‘View’ icon to see the details of the selected SMS Template Category.
13. A pop-up window will appear where all the fields are read-only, allowing the user to view the details without making any changes. After viewing the information, click the ‘Cancel’ button to close the pop-up.
14. Click the ‘Edit’ icon, the second option in the Action column on the right side of the SMS Template Category (highlighted by a red box), to modify the details of the SMS Template Category.
15. A pop-up window titled ‘Edit SMS Template Category’ will appear, allowing the user to update the details of the SMS Template Category.
16. Update the details as needed. For example, change the ‘Description’ and click the ‘Save’ button.
17. A confirmation message will appear, indicating that the SMS Template Category has been updated successfully.
18. The user can remove the SMS Template Category by ‘Delete’ option. The Delete icon is only available for categories which are not used. Click the ‘Delete’ icon, the last option in the Action column on the right side of the SMS Template Category (highlighted by a red box), to remove the SMS Template Category from the list.
19. Click the ‘Delete’ option in the confirmation message to proceed with removing the SMS Template Category from the list.
20. A confirmation message will appear, indicating that the SMS Template Category has been deleted and is no longer available on the list.
The Documents Library Category helps organize and classify documents based on their content or purpose.
The following are the steps to manage the Documents Library:
1. Navigate to the ‘SETUP’ tab and click on ‘System Setup’ in the left-side panel.
2. Click on the ‘Documents Library Category’ option in the System Setup menu.
3. Users can search for the Documents Library Category option by typing in the search area.
4. A new page titled ‘Setup – Life – System Setup – Documents Library Category’ will open, displaying the existing Document Library Categories along with details of fields such as Category name, Description, Created By, Create Date and Action under the ‘Documents Library Category’ tab. There are three available options: Add, Print, and Export.
5. Click the ‘Add Documents Library Category’ icon to add a new Documents Library Category.
6. A pop-up window titled ‘Life – Add Documents Library Category’ will open, containing fields for ‘Category Name’ and ‘Description’, additionally ‘Save’ and ‘Cancel’ options available at the bottom.
Fields with an ‘*’ sign are mandatory. In this case, Category Name is a mandatory field. ● Category Name: Enter the desired Category Name. (Limit is a maximum of 100 characters) (This field allows to enter alphabet, space and single quote only) ● Description: A description for the Documents Library Category needs to be added in accordance with the Category name. (Limit is a maximum of 100 characters)
7. Fill in the details and click the ‘Save’ button to continue.
8. The system will generate a confirmation message saying ‘Document Library Category created Successfully’ and the newly added Documents Library Category will now be available on the list.
9. There are two options available for each Category under the Action heading: Edit and Delete or Lock. For newly created categories, the Edit and Delete options will be available by default. ● Edit: By clicking on the Edit icon, the user can edit the details of the selected Category. ● Delete or Lock: By clicking on Delete, the user can remove the selected category. However, once the category is assigned to any document, the option will change from Delete to Lock. The Delete option will remain available until the category is assigned to any document.
10. The newly added Category will be available on the CASES tab > Case > Documents Library > Document Category Drop down.
11. The user can save a Document under this newly added Document Library Category.
12. Once the category is assigned to any document, the option will change from Delete to Lock, and it can no longer be deleted.
13. Users can update the values for the created Category by clicking the edit icon for the selected Category.
14. A new pop-up window titled ‘ Life – Edit Documents Library Category’ will be opened with the existing fields value. Update the values for the Category as needed. For example, in this case, we are updating the category name. Once the category name is updated, click on Save.
15. The system will generate a confirmation message saying ‘Documents Library Category updated Successfully’. The updated name will be displayed in the listing.
16. Category names will be updated in the CASES Tab > Case > Documents Library > Category Drop down.
17. Category names will also be updated in the existing document listings under CASES Tab > Case > Document Library > Document Library List, where this category has already been assigned.
18. To remove the existing Category, click on the Delete icon. (If a category is assigned to any document, it cannot be deleted.) (To explain the delete function here we have created another category which is HR Document Category and not assigned any documents).
19. After Clicking on Delete, the system will generate a pop-up to confirm before deleting.
20. Click on delete to remove this Category.
21. The system will generate a confirmation message “Documents Library Category deleted successfully,” and the Category will be removed from the list.
22. This Category will no longer be displayed in the CASES Tab > Case > Documents Library > Category Drop down.
23. To print the list of available categories, click on the Print icon.
24. By clicking on the Print icon, a new page will be displayed with the print window containing the list of available categories. The user can print the data using the desired options.
25. To export the list of available categories, click on the Export icon.
26. By clicking on the Export icon, a pop-up window will open with different period options. The user can export the data using the desired options. Select the required period and click on ‘Export’.
27. Records will be exported according to the selected option, and the CSV file will be saved in the designated location.
The Custom tab is used to view fields and can be configured through SETUP > Quick Profile > Custom. The system allows users to add or edit the fields in the Custom view.
The following are the steps for managing the Custom view:
1. Navigate to ‘SETUP’ and click the ‘Custom’ tab.
2. After clicking on ‘Custom’ the tab will open, displaying the default groups and fields which are loaded by Admin/Upper Level. The user cannot edit these fields but can add a new group and fields within it.
3. The ‘Custom’ fields will be seen under the ‘Quick Profile’ in Cases.
4. By using the ‘Add Custom Group’, the user can add a group. Click on the ‘Add Custom Group’.
5. After clicking the ‘Add Custom Group’ icon, a pop-up will open.
6. Select option ‘Fields.’ Add ‘Custom Group Name’ and click on the ‘Save’ button.
7. There will be a confirmation message ‘Custom group created successfully’ and the newly created custom group will display in the list.
8. Click on the down arrow to open the options.
9. The user can add fields as required.
10. After adding fields, the custom group will show like this:
11. Go to the ‘Cases’ tab and open a case. Select the ‘Quick Profile’ and the user can check the created custom group and fields are there.
12. The user can edit the information using the Edit icon.
13. The custom group will open in edit mode.
14. The user can make any required changes and click the Save button.
15. There will be a confirmation message ‘Custom group updated successfully.’
16. The user can remove the custom group using the ‘Delete’ icon.
17. There will be a confirmation message asking ‘Are you sure you want to delete?’ Select the ‘Delete’ button.
18. The custom group will be removed from the list and there will be a confirmation message ‘Custom group removed successfully.’
19. To add multiple entry fields, the user can add ‘Modules or Multi entry Field Group’.
20. Select ‘Module or Multi entry Field Group’, Add the information for the group and Click on the Save button.
21. The Module or Multi entry Module or Multi entry Field Group will be saved in the list.
22. Go to the Cases tab and open a case. Open ‘Quick Profile’ and the user can check the created Module or Multi entry Field Group and field there.
23. To add the information in the custom group, go to the Information > Custom > Beneficiary tab.
The Field Group provides a comprehensive way to manage and customize both Groups and fields in a member’s profile. It allows the user to easily add new Groups and fields, modify existing ones, and update information based on user’s specific requirements. This ensures that member profiles remain up-to-date and are tailored to capture the most relevant data, ultimately improving the overall management and organization of member information.
The following are the steps to manage the Field Group:
1. Navigate to the ‘SETUP’ tab and click on ‘System Setup’ from the left-side panel.
2. A pop-up bar will appear. Select the ‘Field Group’ option.
3. The Field Group page will load, displaying a list of existing Field Groups.
4. To create a new Field Group or add a new Field to an existing Field Group, click the ‘Add Field Group’ icon.
5. A new pop-up page will appear for adding a Field Group, with the ‘Group’ field selected by default.
6. The user can add a Group, Field or Form with the help of this page.
7. First, add a Group, which is selected by default.
8. Enter the Group Name. This field is mandatory, can contain up to 30 characters, and does not allow special characters.
9. Select an option from ‘Required Multiple Entry’. Choose ‘Yes’ if multiple entries are required for the form, or ‘No’ if only a single entry is needed.
10. Select the page where the form should be displayed. You have two options: ‘Default’ and ‘Custom’.
11. Select an option from ‘No’ for question ‘Would you like to display this group as read-only under information?’. Choose ‘Yes’, if this group need to be read-only.
12. Select an option from ‘No’ for question ‘Would you like to hide this group under information?’. Choose ‘Yes’, if this group need to be hidden.
13. Once all the details are entered, click the ‘Save’ button.
14. A confirmation message will appear, indicating that the custom group was created successfully, and the newly created Field Group will be displayed in the list.
15. To view the newly created Custom Group, go to CASES > Recent Case > Information. Then, navigate to the Custom tab, where the Custom Group was created. Since no fields have been added yet, you will see ‘No data found’ in the Custom Group.
16. The newly created Field Group has two available options: a. Edit b. Delete
17. To edit a Field Group, click the ‘Edit’ icon.
18. The Field Group will open in the edit pop-up page. After making the required changes, click the Save button. If no changes are needed, click the ‘Cancel’ button.
19. A confirmation message will appear, indicating that the Case Custom Group has been successfully updated.
20. If the Custom Group is no longer needed, it can be deleted using the delete functionality. The Delete button will only be available for Custom Groups that do not contain any fields. Once fields are added, the Custom Group cannot be deleted. In this case, only the newly created Custom Group will have the delete button, as it contains no fields. Click the Delete icon to remove the Custom Group.
21. A confirmation prompt will appear asking, ‘Are you sure you want to delete?’ Click the Delete button to proceed.
22. A confirmation message will appear, indicating that the Custom Group has been successfully deleted, and it will be removed from the list.
23. To view the custom fields in the Custom Group, click on the name of the Custom Group.
24. Since there are no fields in this Custom Group, a message saying ‘No data found’ will appear when you open it.
25. To create fields in the Custom Group, click on the ‘Add Field Group’ icon.
26. The ‘Add Field Group’ pop-up page will open with the ‘Group’ option selected by default. Select the ‘Field’ radio button.
27. A new pop-up page will open to add a new Custom Field for the Custom Group, featuring a checkbox for ‘Initial Group Field’ and fields for ‘Group’, ‘After’, ‘Name’, ‘Type’, ‘Maximum Length’, and ‘Require’, along with ‘Save’ and ‘Cancel’ buttons at the bottom.
28. Fill in all the required information to create a new field and click the ‘Save’ button: a. Initial Group Field Check box: If the field needs to be the first field of the group, select this checkbox. b. Group: Select the group to which this field belongs. c. After: Specify after which field this new field should appear. If the ‘Initial Group Field’ checkbox is selected, this option will be greyed out and unavailable. d. Name: Enter the name of the field. e. Type: Choose the type of field based on your needs (e.g., text box, text area, checkbox). f. Maximum Length: Define the maximum length of text allowed in this field. This will change based on the field type. If the type is a checkbox, it will change to ‘Default Values Separated by commas.’ g. Require: Choose whether the field is a compulsory field in the group. Select ‘Yes’ if it is a required field, or ‘No’ if it is not. h. Validation: Select the appropriate validation for the field (e.g., Alphanumeric, space, symbol (._’&), Alphabet, Dash, Underscores). If no validation is needed, select ‘No Validation’.
29. A confirmation message will appear saying, ‘Custom Field created successfully’, and the newly created Custom Field will be displayed under the Custom Group listing.
30. To view the Custom Field in the member’s profile that was just created, go to CASES > Recent Case > Information > Custom > Health Insurance Information.
31. Similarly, create other Custom Fields following the same process as outlined above.
32. Check the Custom Group and its custom fields in the Recent Case to ensure they have been added correctly.
33. There are 3 options for the Custom Field that appear when the mouse hovers over the fields: a. View b. Edit c. Delete
34. The Edit and Delete options will only be available for fields that do not have any data in them. If a member has data in the field, only the View button will be available, and the Edit and Delete options will be disabled.
35. Using View functionality, the user can view the Custom Field. Simply click on the ‘View’ icon.
36. The Custom Field will open in view mode, and the user will not be able to make any changes, as the fields will be read-only. After viewing the field, click on the ‘Cancel’ button at the bottom to exit the popup.
37. Using the Edit functionality, the user can modify the existing Custom Field. Click on the ‘Edit’ icon to begin.
38. The Custom Field will open in Edit mode, and all fields will be editable. Make the necessary changes and click the ‘Save’ button. If no changes are required, simply click the ‘Cancel’ button to exit this popup.
39. A confirmation message will appear saying, ‘Custom Field updated successfully’ once the changes are saved.
40. If the Custom Field is no longer needed, the user can remove it using Delete functionality. Click on the ‘Delete’ icon to remove the Custom Field from the form.
41. A confirmation prompt will appear with the message, ‘Are you sure you want to delete?’ Click on the ‘Delete’ option to confirm.
42. A confirmation message will appear saying, ‘Custom Field deleted successfully’, and the field will be removed from the list.
43. Check the member’s profile to ensure that the removed Custom Field is no longer available.
44. To create a Form, click on the ‘Add Field Group’ icon.
45. The ‘Group’ field will be selected by default. Select the ‘Form’ field radio button.
46. A new pop-up page will open for the Form field, displaying the message: ‘No Group available to add form.’ ‘Please create the Group first by selecting the Group radio button.’ This message appears because there is no Custom Group available that doesn’t already have Custom Fields. To resolve this, we need to create a Custom Group without adding any fields to it, following the same steps as above.
47. To create a new Custom Group, click on the ‘Add Field Group’ icon again.
48. The ‘Group’ field will be selected by default.
49. Add all the necessary details for the new Custom Group and click the ‘Save’ button.
50. The new Custom Group is created successfully and will be available in the listing.
51. Once the Custom Group is created, click on ‘Add Field Group’ again.
52. Select Form from the Add Field Group pop-up page. The message will now change to: ‘No Form(s) are available to add.’ ‘Please create the form from System Setup > Form Creator.’ Since the Custom Group has been created but no form is available that hasn’t been used elsewhere, you will need to create a new form.
53. To create a new form, go to Setup > System Setup > Form Creator and click on Create Form.
54. A new pop-up page will open, allowing you to add a new form to the system.
55. Add all the required information and Click on Next button: • Form Title: Enter the title of the form in this field. • Description: Add the description of the form in this field. • From For: This field differentiates how the form will be used — add, edit, or view only. It has 3 options: o Add o Edit o View • (Select Edit, as “Add” forms are not available for Custom Fields. The user can use Edit and View options for custom fields.) • Form Status: Indicates whether the form is active or inactive. (Select Active.) • In Columns: Specify the number of columns in the form. You can add a minimum of 1 and a maximum of 3 columns. (Select 1.) • Form Type: Select the type of form. There are 2 options: o Full o Popup (Select Full.) • Show This Form: Select the page where this form should appear. (Select Information.)
56. A confirmation message will appear saying, ‘Form created successfully’, and the newly created form will be displayed in the listing. Additionally, the next pop-up page will open.
57. Select the required fields needed for the form and click on the ‘Next’ button.
58. The next page, ‘Set Sequence’, will open. Adjust the sequence of the fields as needed, select the checkbox if the field is required to be a compulsory field, and click on the ‘Next’ button.
59. The last page, ‘Add Separator’, will open. Add the separator if required. Since we are not adding a separator for this form, click on the ‘Close’ button.
60. Once the form is created successfully, go to Setup > System Setup > Field Group and click on ‘Add Field Group’ again to create the Custom Form.
61. The ‘Group’ field will be selected by default. Select ‘Form’.
62. The Form pop-up will open.
63. Select the Group Name from the dropdown that was created earlier.
64. Select the Form from the Form Name dropdown.
65. Click on the Save button.
66. A confirmation message will appear saying, ‘Form Module created successfully’.
67. The form will be available under the Custom Group.
68. Go to Cases > Recent Case > Custom > Policyholder Information to view the newly created form in the member’s profile. The fields in this form will be editable, as we created the form with the ‘Edit’ option.
69. If the requirement is to view the form only, select ‘View’ from the Form For option while adding the form.
70. The form will be opened as a read-only type in member’s profile.
71. If the form is no more of use, the user can delete it with the help of delete icon. Click on ‘Delete’ icon to delete the form.
72. There will be a confirmation prompt asking – ‘Are you sure you want to delete?’ Select option ‘Delete’.
73. A confirmation message will appear saying, ‘Form Module deleted successfully.’, and the form will be removed from the list.
The Assignment Rules functionality automatically assigns cases to specific associates. This occurs after a particular action is performed.
The following are the steps to manage the Assignment Rules:
1. Navigate to the ‘SETUP’ tab and click on ‘System Setup’ from the left-side panel.
2. A pop-up bar will appear. Select the ‘Assignment Rules’ option.
3. The user can search for the ‘Assignment Rules’ by typing keywords in the search area.
4. A new page titled ‘Setup – Life – Assignment Rules’ will open, displaying the existing Assignment Rules along with fields such as Create Date, Name, Create Rule For and Action.
5. Click on the ‘Add Assignment Rules’ icon on the right side of the window to add a new assignment rule.
6. A new pop-up window titled ‘Life – Add Assignment Rule’ will open, containing fields such as Name, Description and Create Rule For with Save and Close at the bottom. • Fields with an ‘*’ sign are mandatory. In this case, Name and Create Rule For are mandatory fields.
7. Fill all the fields and click on ‘Save’ button: • Name: Enter the desired Assignment Rule Name. Assignment Rule Name field allows alphabet and space, and limit is a maximum of 30 characters. • Description: A description for the Assignment Rule needs to be added in accordance with the Assignment Rule Action name. The limit is a maximum of 500 characters. • Create Rule For: Select the Associate Assigned from the drop down. There are 5 options in this drop down- SM Assigned(P), CSR Assigned(P), Associate Assigned, Policy Agent and ASU Agent.
8. The system will generate a confirmation message indicating that the Assignment Rule created successfully, and the newly created Assignment Rule will now be available on the list.
9. There are three options available for each Assignment Rule under the Action heading: Button for Disable and Enable, Delete and Manage. • Button for Disable and Enable: The newly added Assignment Rule will have a disabled status by default. Click the button to enable the Assignment Rule, and the color will change to green once it is enabled. Until the status is enabled, the Assignment Rule will not be executed. • Delete: By clicking on Delete, the user can remove the selected Assignment Rule. • Manage: By clicking on Manage, the user can manage the selected Assignment Rule.
10. Click the enable/disable button to enable the Assignemnt Rule.
11. The system will generate a confirmation message to enable this Assignment Rule. Click on Enable.
12. The system will generate a confirmation message indicating that the Assignment Rule is enabled successfully, and the color is changed to green for that Assignment Rule.
13. To remove the existing Assignment Rule, click the ‘Delete’ icon on the right-hand side of the window.
14. After clicking on Delete, the system will prompt for confirmation before deleting. Click Delete to remove the selected Assignment Rule.
15. The system will generate a confirmation message saying, ‘Assignment Rule deleted successfully,’ and the Assignment Rule will be removed from the list.
16. To manage the existing Assignment Rule, click the Manage icon on the right-hand side of the window.
17. A new page ‘Setup – Life – System Setup – Assignment Rule – Associate Assignment Rule’ will open with fields Craete Date, Name Description, Assigned Users and Action.
18. There are four options on the right-hand side top. • Back: The back icon is used to go back to the last page • Add Manage Rules: Add Manage Rules is used to create new manage rule.
19. Click on ‘Add Manage Rules’ to create new manage rules.
20. A new pop-up window titled ‘Life – Manage Rule’ will open, containing fields for ‘Name’ and ‘Description’, along with sections for ‘Criteria’ and ‘Action’. The Save and Cancel buttons are also available on the same page. • Fields with an ‘*’ sign are mandatory. In this case, Manage Rule Name, Description, all fields of Criteria section and all fields of Action section are mandatory fields.
21. All fields on this page are mandatory. Please fill in the details on this pop-up page and click on ‘Save $ Next’. • Name: Enter the desired Assignment Rule Action name. [Assignment Rule Name field allows alphabet, number, space and following symbol: -_’& only] and (Limit is a maximum of 50 characters) • Description: A description for the Assignment Rule Action needs to be added in accordance with the Assignment Rule Action name. (Limit is a maximum of 500 characters) • Criteria: Add the criteria as per the requirement. • Action: Add the criteria as per the requirement.
22. There will be a confirmation message that ‘Rule is created successfully.’ And the newly created rule will be seen in the list. The user will be moved to next page ‘Manage Limit’.
23. Add the limit of contacts for all the associates and click on ‘Save & Next’.
24. There will be confirmation message ‘Assignment Rule updated successfully.’ The user will be moved to next page ‘Sort Sequence’.
25. The user can change the sequence as per the requirement.
26. The Assignment rule is updated successfully and shown in the list.
27. There are four options available for each Manage Rule under the Action heading: Button for Disable and Enable, Edit, View, and Delete. • Button for Disable and Enable: The newly added Manage Rule will have a disabled status by default. Click the button to enable the Manage Rule, and the color will change to green once it is enabled. Until the status is enabled, the Manage Rule will not be executed. • Edit: By clicking on the Edit button, the user can update the existing Manage Rule. • View: By clicking on the View button, the user can view the Manage Rule. • Delete: By clicking on Delete, the user can remove the selected Manage Rule.
28. Click the enable/disable button to enable the Manage Rule.
29. The system will generate a confirmation message to enable this Assignment Rule. Click on Enable.
30. The system will generate a confirmation message indicating that the Assignment Rule is enabled successfully, and the color is changed to green for that Assignment Rule.
31. Go to the ‘CASES’.
32. Select the cases for which the user needs to assign the associates. The action bar will open select the SFA and click on the OK button.
33. There will be a confirmation message ‘Cases data updated successfully.’ The cases are assigned as per the assignment rule setup.
34. Click on the ‘Edit’ icon to update the existing Manage Rule.
35. The pop-up window ‘Life – Manage Rule’ will open.
36. The user can update the required field on the Add Rule page and click on Save & Next.
37. There will a confirmation message ‘Rule Details updated successfully.’ The user can update the required field on the Manage Limit page and click on Save & Next.
38. There will a confirmation message ‘Rule Details updated successfully.’ The user can update the required field on the Manage Limit page and click on Save & Next.
39. The user can update the required field on the Sor Sequence page and click on Save.
40. There will be a confirmation message ‘Assignment Rule updated successfully.’
41. To view the Manage Rule, the user need to click on the ‘View’ icon.
42. The user can view the Manage Rule and to view the other pages click on the Manage Limit.
43. The Manage Limit page will be opened. Click on Sor Sequence to view the sequence.
44. The Sort Sequence page will be opened. Click on the ‘Cancel’ button to close the window.
45. To remove the existing Manage Rule, click the Delete icon on the right-hand side of the window.
46. After clicking on Delete, the system will prompt for confirmation before deleting. Click Delete to remove the selected Manage Rule.
47. The system will generate a confirmation message saying, ‘Assignment Rule deleted successfully,’ and the Manage Rule will be removed from the list.
Quick Profile provides a brief overview of the case, can be configured through SETUP > Quick Profile > Quick Profile. The system allows users to add or edit the fields in the Quick Profile list.
The following are the steps to set up the Quick Profile:
1. Navigate to the ‘SETUP’ tab and the tab will be opened: Setup > Life > Quick Profile > Quick Profile.
2. Users can update the Quick Profile view in the Cases tab by adding or modifying fields from this section.
3. A maximum of 50 fields can be set to display in the ‘Quick Profile’.
4. By using the ‘+’ sign, users can add a new row with 2 fields simultaneously. Similarly, to remove an existing row with 2 fields, use the ‘X’ sign.
5. To add/update a field, the user needs to enter the Display Name value and select the corresponding field name from the ‘Select Field Name’ dropdown menu.
6. Using the ‘+’ sign, users can add multiple fields, up to a limit of 50. Click on ‘+’ sign.
7. By clicking on the ‘+’ icon, a new row with 2 fields will be enabled. Add the Display Name and select a value from the Select Field Name dropdown.
8. By clicking on the ‘X’ icon sign, the user can remove the one row with 2 fields. Click on the ‘X’ sign icon.
9. After clicking on the ‘X’ icon, the selected rows will be deleted.
10. The system will not allow users to keep identical names in ‘Display Name’. If duplicates are detected, the system will generate a validation message indicating that the ‘Display Name’ should not be the same.
11. Once all the fields’ details are set properly, click on the ‘Save’ button.
12. The system will generate a confirmation message that the Quick Profile Setup has been updated, and the newly updated Quick Profile will appear under the ‘Quick Profile’ section in the Cases tab.
13. Go to the ‘Cases’ tab and click on a Case to view the updated Cases Summary.
14. Upon clicking on the cases, the case ‘Dashboard’ will open. Then, click on the ‘QUICK PROFILE’ option.
15. The Case Quick Profile is displayed on the right side of the Case Summary page according to the fields set in Setup, Quick Profile’.
16. If the user wants to reset the Quick Profile section, navigate back to the ‘Quick Profile’ under the ‘Quick Profile’ option in the left-side panel of the ‘SETUP’ tab and click on the ‘Set to Default’ option.
17. The system will ask for confirmation to reset to the default setting. Click on ‘Ok’.
18. The system will generate a confirmation message that the Quick Profile Setup is updated, and the default setup of Quick Profile will appear under the ‘Quick Profile’ section in the Case tab.
19. The Quick Profile is displayed on the left side of the Information page according to the default setup fields in ‘Quick Profile’.
The Case Quick Search Setup feature allows users to designate which fields to search for data using specific characters simultaneously.
The following are the steps for setting the Case Quick Search parameters:
1. Navigate to the ‘SETUP’ page and click ‘Quick Search’ under the ‘System Setup’ option from the left-side panel.
2. When clicking on ‘Case Quick Search,’ a pop-up window will open displaying the selected fields in ‘Case Quick Search’.
3. Users can customize the field preferences using the ‘Change Case Quick Search’ option.
4. After clicking on ‘Change Case Quick Search,’ a window will open.
5. The system will allow selection of a maximum of 10 fields.
6. Click on the down arrow to reveal fields for selection.
7. After clicking the down arrow next to ‘Personal Information,’ the list of personal information fields will be opened.
8. Select the fields to configure the ‘Case Quick Search’ for searching data from the Personal Information fields.
9. Similarly, you may select fields to configure the ‘Case Quick Search’ view from the Contact Information fields.
10. Similarly, you may select fields to configure the ‘Case Quick Search’ view from the Policy Information fields.
11. On the same page, there are two options: Save and Cancel.
12. After clicking the ‘Save’ button, the Case Quick Search feature will search data based on the selected criteria.
13. The system will generate a confirmation message, and ‘Case Quick Search’ will operate based on the selected field preferences.
14. Go to the ‘CASES’ tab and click on the ‘Quick Search’ option.
15. The ‘Quick Search’ will expand into a text box. Enter at least 3 characters in the search box, then click the search icon.
16. Afterward, navigate to the ‘Case Quick Search’ tab under the ‘System Setup’ option in the left-side panel of the ‘SETUP’ tab. Click on the ‘Set to Default’ option.
17. The system will ask for confirmation to reset to default settings. Click on ‘OK’.
18. The system will generate a confirmation message that the Case Quick Search setup was updated. The ‘Case Quick Search’ option will now operate based on the default field preferences set in the ‘System Setup’.
Letter Templates let you store frequently used letters in a single, reusable format. Once created, the same letter template can be used in system to ensure consistent wording and style. You can use Letter Templates in (Base on the access rights):
Case > Print Letters
Case > Send Email
Create Letter Template:
Sign in to AgentFront CRM.
From the top menu, choose Tools.
In the left sidebar, select Template Creator.
It will open Template Creator with multiple tab (Based on the access rights)
Click on Letter tab
It displays the list of available/created Lettes.
Click on ‘Create Template Creator’ icon from the Top Right side of the list.
It will open page to create new letter template
To create new letter template, enter the following details:
Template Name: Enter clear, descriptive name. This is what users will see when they select a letter template from other places of the application.
Template Category: Choose from the drop-down list. (Categories can be managed in Setup → System Setup → Template Category.)
Usage: Option to select Public/Private. (Default will be Public).
Public: Visible to anyone with access.
Private: Visible only to the creator.
Description: Optional explanation of the template’s purpose.
Content: Write or paste the letter text. A rich-text editor appears when you click in the box. Use placeholders from the panel on the right to insert dynamic data—place the cursor where the value should appear, then click the required field.
Preview the letter: choose a sample person, then click Preview to verify that letter format and placeholders resolve correctly.
Click Save. The template is now listed and ready for use.
Update Letter Template:
Sign in to AgentFront CRM.
From the top menu, choose Tools.
In the left sidebar, select Template Creator.
It will open Template Creator with multiple tab (Based on the access rights)
Click on Letter tab
It displays the list of available/created Lettes.
From the list click on Edit () icon from the Action column for the letter you want to edit/change
It will open the selected letter in edit mode.
You can make the require edit in the below fields values of the open letter templates
Template Name: Enter clear, descriptive name. This is what users will see when they select a letter template from other places of the application.
Template Category: Choose from the drop-down list. (Categories can be managed in Setup → System Setup → Template Category.)
Usage: Option to select Public/Private. (Default will be Public).
Public: Visible to anyone with access.
Private: Visible only to the creator.
Description: Optional explanation of the template’s purpose.
Content: Write or paste the letter text. A rich-text editor appears when you click in the box. Use placeholders from the panel on the right to insert dynamic data—place the cursor where the value should appear, then click the required field.
Preview the letter: choose a sample person, then click Preview to verify that letter format and placeholders resolve correctly.
Click Save. The template is now updated and ready for use.
Delete Letter Template:
Sign in to AgentFront CRM.
From the top menu, choose Tools.
In the left sidebar, select Template Creator.
It will open Template Creator with multiple tab (Based on the access rights)
Click on Letter tab
It displays the list of available/created Lettes.
From the list click on Delete () icon from the Action column for the letter you want to delete.
It will ask for confirmation in popup, click on Delete button to delete letter otherwise click on Close button.
Important: If the template is referenced elsewhere (for example, in a Trigger), deletion is blocked until those references are removed.
Multi-product tip
If your login has access to multiple products, be sure to select the correct product from the product icons in the top-right corner before creating, editing, or deleting templates.
Navigate to the ‘TOOLS’ tab. The Tools tab will open with the ‘Template Creator’ tab displayed by default.
The user will see the ‘Tools – Template Creator’ with four different tabs: Email, Letter, SMS, and WhatsApp.
The ‘Email’ tab opens by default in the Document Editor, displaying a list of existing email templates along with details.
Click on the ‘Letter’ tab.
By clicking on the ‘Letter’ tab, a new list will open and display a list of existing letter templates, with details including Template Name, Category, Usage, Created By, Created Date and Action.
Click on the ‘Create Letter Template’ icon to create a new letter template.
A pop-up window will open with fields for Template Name, Template Category, Subject, Usage (default selected as Public), Description and Content.
Fill in the fields to create an SMS message template. Also, on the right-hand side, there is a list of fields that will fetch details for the message. Search for field names to use in the templates. Double-clicking on the field will add it to the content area. For example, users can include fields such as FirstNameLastName and Date.
At the bottom, there is a dropdown menu with the names of associates and three buttons: Preview, Save, and Cancel.
Select an associate’s name from the dropdown menu.
Click on the ‘Preview’ button.
A pop-up window will open, displaying the template details in preview mode. Click the ‘Cancel’ button to close it.
Click the ‘Save’ button.
A confirmation message will appear, and the user will find the newly created template in the list.
Click the ‘Edit’ option to modify the created template.
A pop-up window will open, allowing the user to update details of the template.
Click the ‘Edit’ option to modify the created template.
A pop-up window will open, allowing the user to update any details related to the template.
Update details to edit the template. For example, we have added ‘Salutation’. Click on ‘Save’ button.
A confirmation message will appear that the template has been updated, and the list will show the updated ‘Usage’ field value.
Select the ‘Delete’ option to remove the template from the list if it is no longer needed.
Select the ‘Delete’ option in the confirmation message to proceed with removing the template from the list.
After clicking on the Delete button, a confirmation message will appear, indicating that the template has been deleted and is no longer available in the list.
Template Category > Letter – The Letter Template category is used to categorize letters such as business communications, sales support, customer support, updates, seasonal greetings, personal messages, and networking.
The following are the steps to manage the Letter Template Categories:
1. Navigate to the ‘SETUP’ tab.
2. Select ‘System Setup’ from the left-hand panel and a pop-up window will appear. 3. Select the ‘Template Category’ option.
4. The user can search for the ‘Template Category’ setup by entering keywords in the search field.
5. A new page titled ‘Setup – System Setup – Template Category’ will open, displaying the Email Template Category by default. Click on the Letter tab.
6. A new page will open showing Letter Template Categories. This page will show fields including Category Name, Description, Created By, Creation Date, and Action.
7. Click the ‘Add Letter Template Category’ icon on the right side of the window to add a new Letter template category.
8. A pop-up window titled ‘Add Letter Template Category’ will open, containing fields such as ‘Name’, ‘Description’, and ‘Do you want to add an unsubscribe link to the end of the Letters in this category?’ along with ‘Save’ and ‘Close’ options at the bottom.
Fields marked with an *asterisk* are mandatory. ‘Name’ and ‘Description’ are required fields.
9. Fill in the fields and click the ‘Save’ button:
Name: Enter the desired name for the Letter Template Category. The maximum length is 30 characters.
Description: Provide a description for the Letter Template Category that aligns with its name. The maximum length is 100 characters.
10. The system will display a confirmation message indicating that the Letter Template Category was created successfully, and the newly created category will appear in the list.
11. Under the ‘Action’ heading, three options are available for each Letter Template Category: Disable/Enable, Edit, and Delete.
View: By clicking ‘View’, the user can see the details of the selected Letter Template Category.
Edit: By clicking ‘Edit’, the user can modify the selected Letter Template Category.
Delete: By clicking ‘Delete’, the user can remove the selected Letter Template Category. The Delete option is only available for categories which are not used.
12. Click the ‘View’ icon to see the details of the selected Letter Template Category.
13. A pop-up window will appear where all the fields are read-only, allowing the user to view the details without making any changes. After viewing the information, click the ‘Cancel’ button to close the pop-up.
14. Click the ‘Edit’ icon, the second option in the Action column on the right side of the Letter Template Category (highlighted by a red box), to modify the details of the Letter Template Category.
15. A pop-up window titled ‘Edit Letter Template Category’ will appear, allowing the user to update the details of the Letter Template Category. 16. Update the details as needed. For example, change the ‘Description’ and click the ‘Save’ button.
17. A confirmation message will appear, indicating that the Letter Template Category has been updated successfully.
18. The user can remove the Letter Template Category by ‘Delete’ option. The Delete icon is only available for categories which are not used. Click the ‘Delete’ icon, the last option in the Action column on the right side of the Letter Template Category (highlighted by a red box), to remove the Letter Template Category from the list.
19. Click the ‘Delete’ option in the confirmation message to proceed with removing the Letter Template Category from the list.
20. A confirmation message will appear, indicating that the Letter Template Category has been deleted and is no longer available on the list.
The Email Template category is used to categorize emails including business communications, sales support, customer support, updates, seasonal greetings, personal messages, and networking.
The following are the steps to manage the Email Template Categories:
1. Navigate to the ‘SETUP’ tab.
2. Select ‘System Setup’ from the left-hand panel and a pop-up window will appear. Select the ‘Template Category’ option.
3. The user can search the ‘Template Category’ setup by entering keywords in the search field.
4. A new page ‘Setup – System Setup – Template Category’ will open, displaying the Email Template Categories by default. This page will show fields including Category Name, Description, Unsubscribe, Created By, Creation Date, and Action.
5. Click the ‘Add Email Template Category’ icon on the right side of the window to add a new email template category.
6. The pop-up window ‘Add Email Template Category’ will open, containing the fields ‘Name’, ‘Description’, and ‘Do you want to add an unsubscribe link to the end of the emails in this category?’ along with ‘Save’ and ‘Close’ options at the bottom.
Fields marked with an *asterisk* are mandatory. ‘Name’ and ‘Description’ are required fields.
The ‘Do you want to add an unsubscribe link to the end of the emails in this category?’ radial will be set to ‘No’ by default.
7. Fill in the fields and click the ‘Save’ button:
Name: Enter the desired name for the Email Template Category. The maximum length is 30 characters.
Description: Provide a description for the Email Template Category that aligns with its name. The maximum length is 100 characters.
Do you want to add an unsubscribe link to the end of the emails in this category?: Select either ‘Yes’ or ‘No’.
8. The system will display a confirmation message that the Email Template Category was created successfully, and the newly created category will appear in the list.
9. Under the ‘Action’ heading, three options are available for each Email Template Category: Disable/Enable, Edit, and Delete.
View: By clicking ‘View’, the user can see the details of the selected Email Template Category.
Edit: By clicking ‘Edit’, the user can modify the selected Email Template Category.
Delete: By clicking ‘Delete’, the user can remove the selected Email Template Category. The ‘Delete’ option will appear only for those categories which are not used.
10. Click the ‘View’ icon to see the details of the selected Email Template Category.
11. A pop-up window will appear where the fields are read-only, allowing the user to view the details without making any changes. After viewing the information, click the ‘Cancel’ button to close the pop-up.
12. Click the ‘Edit’ icon, the second option in the Action column on the right side of the Email Template Category (highlighted by a red box), to modify the details of the Email Template Category.
13. A pop-up window titled ‘Edit Email Template Category’ will appear, allowing the user to update the details of the Email Template Category.
14. Update the details as needed. For example, change the ‘Do you want to add an unsubscribe link to the end of emails in this category?’ option from ‘Yes’ to ‘No’. After making the changes, click the ‘Save’ button.
15. A confirmation message will appear, indicating that the Email Template Category has been updated successfully.
16. Click the ‘Delete’ icon, the last option in the Action column on the right side of the Email Template Category (highlighted by a red box), to remove the Email Template Category from the list if it is no longer needed. Delete icon is available only for those categories which are not used.
17. Click the ‘Delete’ option in the confirmation message to proceed with removing the Email Template Category from the list.
18. A confirmation message will appear, indicating that the Email Template Category has been deleted and is no longer available on the list.
5. By clicking on the ‘Letter’ tab, a new list will open and display a list of existing letter templates, with details including Template Name, Category, Usage, Created By, Created Date and Action. Click to Expand
6. Click on the ‘Create Letter Template’ icon to create a new letter template. Click to Expand
7. A pop-up window will open with fields for Template Name, Template Category, Subject, Usage (default selected as Public), Description and Content. Click to Expand
8. Fill in the fields to create an Letter template. Also, on the right-hand side, there is a list of fields that will fetch details for the message. Search for field names to use in the templates. Double-clicking on the field will add it to the content area. For example, users can include fields such as FirstNameLastName and Date. Click to Expand
9. At the bottom, there is a dropdown menu with the names of associates and three buttons: Preview, Save, and Cancel. Click to Expand
10. Select an associate’s name from the dropdown menu. Click to Expand
14. A confirmation message will appear, and the user will find the newly created template in the list. Click to Expand
15. Click the ‘Edit’ option to modify the created template. Click to Expand
16. A pop-up window will open, allowing the user to update details of the template. Click to Expand
17. Click the ‘Edit’ option to modify the created template. Click to Expand
18. A pop-up window will open, allowing the user to update any details related to the template. Click to Expand
19. Update details to edit the template. For example, we have added ‘Salutation’. Click on ‘Save’ button. Click to Expand
20. A confirmation message will appear that the template has been updated, and the list will show the updated ‘Usage’ field value. Click to Expand
21. Select the ‘Delete’ option to remove the template from the list if it is no longer needed. Click to Expand
22. Select the ‘Delete’ option in the confirmation message to proceed with removing the template from the list. Click to Expand
23. After clicking on the Delete button, a confirmation message will appear, indicating that the template has been deleted and is no longer available in the list. Click to Expand
Import – Import files containing specific data in CSV format with delimiters, which will then be displayed in the CASES list.
The following are the steps to use the Import feature: 1. Check the total number of cases before importing the data in the ‘Specific SFA – Cases List’. For example, here we are importing data into “App Completed – Awaiting Signature” SFA.
2. Navigate to the ‘TOOLS’ tab.
3. The Tools tab will open, displaying the ‘Tools – Life – Template Creator’ with four tabs: Email, Letter, SMS, and WhatsApp.
4. Click on ‘Import’ in the left-side panel.
5. A new page titled ‘Tools – Life – Import’ will open, featuring the ‘Import’ tab with three steps to complete the process: Upload CSV, Map Fields, and Review & Import. 6. Fields marked with an asterisk (*) are mandatory to import data.
7. Click the ‘Choose File’ option to select and import the new file.
8. Import the file. For example, the import file named Awaiting Signature, which contains data for fifteen customers up for signature.
9. There will be a dropdown menu to select the delimiter used in the file format fields.
10. Select a delimiter. For example, select a comma (‘,’), which will use a comma delimiter between fields. 11. After that click the ‘Import’ button to proceed to the next step: ‘Map Field’.
12. The ‘Map Fields’ page will open, featuring fields to configure including Import Type, SFA Folder, Header Row, Trigger, and Field Mapping. 13. Fields marked with an asterisk (*) are mandatory to select.
14. Enter the details to map the fields. 15. Click Next to proceed to ‘Review & Import’. Click ‘Back’ if the user needs to update details from the previous step. 16. Users can uncheck the specific field(s) if they don’t want to import.
17. The ‘Review & Import’ page will open, displaying a message indicating how many records will be imported and how many records have issues if any. For example, if there are no issues with the selected file’s field mapping or format, this will be noted. 18. Click ‘Import Data’ to proceed. Click ‘Back’ if users need to update details from the previous steps.
19. A confirmation message will appear, indicating that the records have been imported. Users can view them in the ‘CASES’ tab.
20. Check the total number of cases in the ‘Cases List – App Completed – Awaiting Signature’, it should have increased by 45, totaling 31.
Create templates to streamline and expedite email sending. These email templates can be used when sending any email from the system.
The following are the steps for creating email templates:
1. Navigate to the ‘TOOLS’ tab. The Tools tab will open with the Template Creator tab displayed by default.
2. Users will see the ‘Tools – Template Creator’ with four different tabs: Email, Letter, SMS, and WhatsApp.
3. The ‘Email’ tab opens by default in the Template Creator, displaying a list of existing email templates with details including Template Name, Category, Usage, Created By, Create Date and Action.
4. Click on the ‘Create Email Template’ icon to begin creating a new email template.
5. Click on the ‘Create Email Template’ icon to begin creating a new email template.
6. Fill in the fields. Fields with an asterisk are mandatory.
7. On the right-hand side, there is a list of fields that will fetch details for the selected user. Search for field names from the list to use in the templates. Double-clicking on the field will add them to the content. For example, users can include fields such as Date, Salutation, and FirstLast for mapping.
8. Users can apply formatting effects to specific text in the content editor, such as font styles, size, and headings. For example, use Bold for the Date, salutation, name fields, and the text ‘Good News!’ and phone number.
9. At the bottom, there is a dropdown menu with the names of the associates and three available buttons: Preview, Save, and Cancel.
10. Select an associate’s name from the ‘Name’ dropdown menu.
11. Click the ‘Preview’ button.
12. A pop-up window will open, showing the template details in preview mode. Click the ‘Cancel’ button to close it.
13. Click the ‘Save’ button.
14. A confirmation message will appear that the template is saved, and the user will find the newly created template and its details in the list.
15. Click on the ‘View’ icon to view the existing Template.
16. A pop-up window will open, where the user can view the details of the template in read-only.
17. Click the ‘Edit’ option to modify the created template.
18. A pop-up window will open, allowing the user to update details of the template.
19. For example, we have added ‘Last Name’. Click on the ‘Save’ button.
20. A confirmation message will appear showing Email Template updated successfully.
21. Select the ‘Delete’ option to remove the template from the list if it is no longer needed.
22. Select the ‘Delete’ option in the confirmation message to proceed with removing the template from the list.
23. After clicking on the Delete button, a confirmation message will appear, and the template is no longer available in the list.
Export – The Export feature is used to export files with specific data in CSV, XML, and JSON formats.
The following are the steps for Export data:
1. Navigate to the ‘Tools’ tab.
2. The Tools tab will open, displaying the ‘Tools – Life – Template Creator’ with four tabs: Email, Letter, SMS, and WhatsApp.
3. Click on ‘Export’ from the left-side menu.
4. A new page titled ‘Tools – Life – Export’ will open with the ‘Export’ tab, which has fields for exporting a file with dates, SFA Folder, and format selected. 5. Fields marked with an asterisk (*) are mandatory to select.
6. Select ‘From Date’ and ‘To Date’ for the date range. The range can only be a maximum of 31 days. For example, we have selected dates from 11/01/2024 to 11/30/2024.
7. Select the SFA Folder to export the file with data. For example, we have selected SFA as ‘Lead Received’.
8. Click on the three-dot button to select fields.
9. A pop-up window titled ‘Export – Select Fields’ will open.
10. Click on the down arrow to reveal the fields for selection. The fields will be listed in sections such as Personal Information, Contact Information, Employment Information, Policy Information, Other Policy Information, Medical History, Other Information, Disability, Health Policy, Owner & Payor, RSA Information, Horizon Agent Journey, and Health Policy Information. 11. Additionally, the user can search for field names based on their requirements, and the system will display the corresponding results.
12. Select the field names whose data the user needs to export in the file. For example, the user might choose First Name, Last Name, Date of Birth, Place of Birth, SSN, Gender, Marital Status and Driving License No from the Personal Information section. Additionally, the user could select Email, Address1, City, State and Zipcode from the Contact Information section. 13. Click ‘Next’ to proceed.
14. Clicking on ‘Next’ opens a new page listing the selected fields.
15. The user can change the sequence of the fields list using the six dots. For example, we have set Place of Birth and Gender after the Date of Birth field.
16. Click on the ‘Save’ button to proceed. If changes to the field selection are required, click on the ‘Back’ button.
17. There are three available formats for exporting the file: CSV, XML, and JSON. Select the desired format and click the ‘Export’ button to proceed. For example, you might choose the CSV format.
18. A confirmation message will appear, stating that the data has been exported. The file will be exported and saved in a temporary location.
Address Book –The Address Book feature consolidates general, business, and personal details of customers in one place.
The following are the steps to save data in the Address Book:
1. Navigate to the ‘Tools’ tab.
2. Click on ‘Address Book’ from the left-side menu.
3. A new page titled ‘Tools – Address Book’ will open, displaying the existing contacts under the ‘Address Book’ tab.
4. Click the ‘Add New Contact’ icon to add a new contact.
5. A pop-up window titled ‘Add New Contact’ will open, displaying fields including General Information, Business Information, and Personal Information. 6. Fields marked with an asterisk (*) are mandatory.
7. Fill in the details and click the ‘Save’ button to proceed.
8. A confirmation message will appear, and the newly added contact will be included in the list.
9. Click the ‘View’ icon to open the contact details.
10. A pop-up window will open the contact in view mode, displaying the contact’s General Information, Business Information, and Personal Information. Click the ‘Cancel’ button to close the window.
11. Click the ‘Edit’ icon to update the contact details.
12. A pop-up window will open, allowing you to update the information.
13. Make the necessary updates. For example, change the Availability field from Public to Private. Click the ‘Save’ button to proceed.
14. A confirmation message will appear, indicating that the Address Book has been updated for the selected contact.
15. Click the ‘Favorite’ icon to add the contact to your Favorites list.
16. A confirmation message will appear indicating that the Address Book has been updated for the selected contact.
17. The contact that was added to favorites will also appear in the favorites list.
18. Click the ‘Delete’ icon to remove the contact details.
19. A confirmation pop-up will appear, asking if you want to delete the contact. Click the ‘Delete’ button to confirm.
20. A confirmation message will appear indicating that the contact has been deleted.
21. Select an option from the Display Settings to change the number of contacts shown per page, based on the total number of contacts available. After selecting a Display option, the system will show contacts and pagination according to the chosen setting. For example, if you select 20 contacts per page, the system will display 20 contacts per page and paginate the data accordingly.
22. Click the ‘Quick Search’ icon to find a contact in the list.
23. Type the name or email of the contact you need to search for. For example, search for contacts with ‘Robin’ in their name or email address.
24. Click on a letter to find contacts whose names start with that letter.
25. Click on ‘D’ and contacts with names that start with ‘D’ will be displayed.
26. Click the favorite icon to view the contacts in your Favorites list.
Transactional History is a list of users’ tasks filtered by date and task type.
The following are the steps to generate the report for Transactional History:
1. Navigate to the ‘TOOLS’ tab..
2. Click on ‘Reports’ in the left-side menu, then select the ‘Transactional History’ option from the list of reports.
3. By clicking on Transactional History a new page titled ‘Tools – Life – Reports – Transactional History’ will open. This page will provide dropdown menus to select users and tasks by date.
4. Select a user from the dropdown menu to generate and view their ‘Transactional History’ details.
5. The ‘Tasks’ dropdown includes options such as Notes, Send Mail, Scanned Documents, and Flow History. Select the desired option from the dropdown menu. Users can choose either a single option to view or select ‘All’ to view the history for all categories together. For example, the ‘All’ option is selected from the dropdown menu.
6. Select the desired date range for the data to be listed, and then click on ‘View List’ to proceed.
7. It will display the transactional history details for the selected task(s) within the specified date range for the chosen user.
8. Click on the ‘View’ option next to the task for which the user wants to see details.
9. A new pop-up window will open to display the details of that selected transactional history. Click the ‘Close’ button to exit.
10. Choose an option from the display settings at the bottom to specify the number of records to show per page, based on the total number of available records. After selecting the Display option, the system will present the records and pagination based on the chosen setting. For example, if the user selects 50 cases per page, the system will display 50 web resources per page, with the data distributed accordingly.
The Web Resource feature allows users to create a comprehensive list of web resources and save important URLs in the system.
The following are the steps to manage Web Resources:
1. Navigate to the ‘Tools’ tab.
2. Click on ‘Web Resource’ in the left-side menu.
3. The ‘Tools – Web Resource’ page will open, displaying existing web resources with details such as Name, URL, Available, Created By, Create Date, Status and Action.
4. Click the ‘Add Web Resource’ icon to add a new web resource.
5. After clicking on the ‘Add Web Resource’ icon, a pop-up window ‘Add Web Resource’ will open.
6. Fill in the details for the Web Resource, including Name, URL, Availability and Status, then click the ‘Save’ button.
7. A confirmation message will be generated, and a new web resource will appear in the list.
8. Click on the URL of the newly created web resource to check if it is working properly. For example, click on the URL for the ‘AOLOSYS Associate Site’.
9. After clicking on the URL, the system will redirect the user to the URL of the selected web resource.
10. Navigate to the ‘Tools’ tab again and click on the ‘Web Resource’ option to go back to the web resources page.
11. Click on the ‘Print’ icon to print the web resources.
12. After clicking on Print, a popup page will open displaying the current page data and various print options. a. Select the print option from the ‘Destination’ field and click on the ‘Print’ button.
b. Select the ‘Save as PDF’ option from the ‘Destination’ field and click on the ‘Save’ button to save the file to the required location. The file will be saved at a temporary location.
13. Click on the ‘Export’ icon to export web resources.
14. Upon licking Export, export’s pop-up window will open, and you can select the ‘Period’ to export data from. There are four options available: a. Last 10 days – This option is used to export data from the last 10 days. b. Last 30 days – This option is used to export records from the past 30 days. c. Current month – This option is used to export records for the Current Month. d. Date Range – This option is used to export records for the selected date range within 90 days.
15. Select a period as per the requirement and click on ‘Export’ button.
16. Records will be exported according to the selected option, and the CSV file will be saved in the designated location.
17. To update the details of the web resources, click on the ‘Edit’ icon.
18. ‘Edit Web Resource’ pop-up window will open. Make the changes and click on the save button.
19. A confirmation message will appear indicating ‘Web Resource updated successfully.’
20. By using the ‘Delete’ icon, the user can remove the web resource. Select the ‘Delete’ button to remove them.
21. Select the ‘Delete’ option from the confirmation message asking to delete the web resources.
22. A confirmation message will appear confirming that the web resource has been deleted successfully, and it will be removed from the list.
23. Select the option from the Display settings to specify the number of records per page based on the total number of records available. After selecting the Display option, the system will present web resources and pagination based on the chosen setting. For example, if the user selects 10 web resources per page, the system will display 10 web resources per page, with the data distributed accordingly.
The user can efficiently manage and update all relevant company details within the system, including contact information, address, and any other essential data, ensuring that the information remains accurate and up-to-date for effective communication. The following are the steps to manage Company in the system:
1. Navigate to the ‘SETUP’ tab and click on ‘System Setup’ in the left-side panel.
2. Click on the ‘Company’ option in the System Setup menu.
3. Users can search for the Company option by typing in the search area.
4. A new page titled ‘Setup – Life – System Setup – Company’ will open, displaying the existing Companies along with fields such as Company name, First Name, Last Name, Email, Phone, Created By, Create Date and Action under the ‘Company’ tab.
There are three available options: Add, Print, and Export.
5. Click the ‘Add Company’ icon to add a new Company.
6. A new pop-up window titled ‘Life – Add Company’ will open, containing fields for ‘Company Name’, ‘Short Name’, ‘First Name’, ‘Middle Name’, ‘Last Name’, ‘Email’, ‘Phone’, ‘Alternative Phone’, ‘Mobile Number’, ‘Fax’, ‘Address 1’, ‘Address 2’, ‘Zip Code’, ‘City’, ‘State’, ‘Company Assign#’, ‘Preferred Send Method’, ‘From Email’, ‘Quote code’ and ‘Agency Number#’ and ‘Save’ and ‘Cancel’ at the bottom.
Fields with an ‘*’ sign are mandatory. In this case, ‘Company Name’, ‘First Name’, ‘Last Name’, ‘Email’, ‘Company Assign#’, ‘Preferred Send Method’, ‘Quote code’ and ‘Agency Number#’ are mandatory fields.
Company Name: Enter the desired Company Name. (Limit is a maximum of 100 characters) (This field allows to enter alphabet only)
Short Name: Enter the desired Short Name of the Company. (Limit is a maximum of 100 characters) (This field allows to enter alphabet only)
First Name: Enter the value for First Name. (Limit is a maximum of 30 characters) (This field allows to enter alphabet only)
Middle Name: Enter the value for Middle Name. (Limit is a maximum of 30 characters) (This field allows to enter alphabet only)
Last Name: Enter the value for Last Name. (Limit is a maximum of 30 characters) (This field allows to enter alphabet only)
Email: Enter the email address with email format only. (Limit is a maximum of 50 characters)
Phone: Enter the value of phone number in xxx-xxx-xxxx format only. (This field allows to enter numeric value only)
Alternative Phone: Enter the value of alternative phone number in xxx-xxx-xxxx format only. (This field allows to enter numeric value only)
Mobile Number: Enter the value of mobile number in xxx-xxx-xxxx format only. (This field allows to enter numeric value only)
Fax: Enter the value of fax number in xxx-xxx-xxxx format only. (This field allows to enter numeric value only)
Address 1: Enter the value of the Address field. (Limit is a maximum of 100 characters) (This field allows to enter alphabet, number and following characters only #&-_’,./ only)
Address 2: Enter the value of the Address field. (Limit is a maximum of 100 characters) (This field allows to enter alphabet, number and following characters only #&-_’,./ only)
Zip Code: Enter the value of zip code. (Limit is a maximum of 5 characters) (This field allows to enter numeric value only)
City: After entering the zip code, the system will fetch the corresponding City and State values.
State: After entering the zip code, the system will fetch the corresponding City and State values
Company Assign#: Enter the value of Company Assign number. (Limit is a maximum of 10 characters) (This field allows to enter numeric value only)
Preferred Send Method: Select the value form drop down.
From Email: Enter the email address with email format only. (Limit is a maximum of 50 characters)
Quote code: Enter the value of Quote code. (Limit is a maximum of 10 characters) (This field allows user to enter all alphabet, number and characters.)
Agency Number#: Enter the value of Agency Number. (Limit is a maximum of 20 characters) (This field allows to enter all alphabet and number)
7. Fill in the details and click the ‘Save’ button to continue.
8. A confirmation message will appear on the page – ‘Company created successfully.’, and the newly added Company will now be available on the list.
9. There are two options available for each Company under the Action heading: Edit and Delete or Lock.
For newly created companies, the Edit and Delete options will be available by default.
– Edit: By clicking on the Edit icon, the user can edit the details of the selected Company.
– Delete or Lock: By clicking on Delete, the user can remove the selected Company. However, once the Company is assigned to any profile, the option will change from Delete to Lock. The Delete option will remain available until the company is assigned to any profile.
10. This newly added Company will be available on the Cases > Profile > Information > Default > Life Policy > Insurance Company drop down.
11. The user can assign the newly added company to any profile.
12. Once the Company is assigned to any document, the option will change from Delete to Lock, and it can no longer be deleted.
13. Users can update the values for the created Company by clicking on the edit icon for the selected Company.
14. A new pop-up window titled ‘ Life – Edit Company’ will open with the existing fields value. Update the values for the Company details as needed.
For example, in this case, we are updating the company name. Once the company name is updated, click on Save.
15. The system will generate a confirmation message saying that ‘Company updated Successfully’. The updated name will be displayed in the listing.
16. The updated company name will be displayed in the Cases > Profile > Information > Default > Life Policy > Insurance Company dropdown.
17. The updated company name will also be reflected in the existing assigned profiles under Cases > Profile > Information > Default > Life Policy > Insurance Company.
18. To remove the existing Company, click on the Delete icon. (If a company is assigned to any profile, it cannot be deleted.) (To explain the delete function here another company is created which is SBLI Life Insurance Company New and not assigned to any profile.)
19. After Clicking on Delete, the system will prompt confirmation before deleting.
20. Click on delete to remove the Company.
21. The system will generate a confirmation message saying, “Company deleted successfully,” and the Company will be removed from the list.
22. This Company will no longer be displayed in the Cases > Profile > Information > Default > Life Policy > Insurance Company drop down.
23. To print the list of available companies, click on the Print icon.
24. By clicking on the Print icon, a new page will be displayed with the print window containing the list of available companies. The user can print the data using the desired options.
25. To export the list of available companies, click on the Export icon.
26. By clicking on the Export icon, a new pop-up window will open with different period options. The user can export the data using the desired options.
‘Unsuccessful Login’ is triggered when a user attempts to log in with incorrect credentials. This process results in error messages and may limit login attempts for security purposes.
The following are the steps that will cause the unsuccessful login errors to appear: 1. Open the AOLOSYS login page, where the login interface will appear.
2. Enter the username and click the ‘Continue’ button to proceed.
3. If the entered username is incorrect, the system will display the error message – ‘Invalid Username.’ This informs the user that the username does not match any registered account.
4. Enter the correct username and click the ‘Continue’ button to proceed to the next step.
5. After entering the correct username, the system will prompt for the password.
6. If the entered password is incorrect the system will display the error message – ‘Invalid Password’. This indicates that the password does not match the username.
7. If the user enters the incorrect password 3 times, the system will give the error message – ‘Invalid Password. Please use the ‘Forgot Password’ link below to reset your password and avoid being locked out’.
8. If the user enters the incorrect password 4 times, the system will display the error message – ‘Invalid Password. Please use the ‘Forgot Password’ link below to reset your password and avoid being locked out. This is your last attempt. If you fail again, your account will be locked.’
9. If the user enters the incorrect password 5 times, the account will be locked, and the system will display the error message – ‘Your account has been locked. Please use the ‘Forgot Password’ link below to reset your password and regain access to your account.’
10. If the account is inactive, the user will not be able to log in. In this case, the user must either use the ‘Forgot Password’ functionality or contact the admin to reactivate the account.
11. If the user enters the correct password within 5 attempts, steps 9 and 10 will not apply. The user can then click the ‘Login’ button to complete the login process.
12. Upon entering the correct credentials, the user will be successfully logged into the AOLOSYS system and directed to the default tab based on their settings.
The user can manage and update all company details within the system, including contact information, address, and any other data, ensuring that the information remains accurate and up-to-date for effective communication through the System Setup – Company page.
The following are the steps to manage a Company in the system: 1. Navigate to the ‘SETUP’ tab and click on ‘System Setup’ in the left-side panel.
2. Click on the ‘Company’ option in the System Setup menu.
3. Users can search for the Company option by typing in the search area.
4. The ‘Setup – Life – System Setup – Company’ page will open, displaying existing Companies along with fields including the Company name, First Name, Last Name, Email, Phone, Created By, Create Date and Action under the ‘Company’ tab. There are three available options: Add, Print, and Export.
5. Click the ‘Add Company’ icon to add a new Company.
6. The pop-up window ‘Life – Add Company’ will open, containing fields for Company details and ‘Save’ and ‘Cancel’ options at the bottom. Fields marked with an *asterisk* are mandatory.
*Company Name: Enter the Company Name.
Short Name: Enter any abbreviation of the company name if applicable.
*First Name: Enter the value for First Name.
Middle Name: Enter the value for Middle Name.
*Last Name: Enter the value for Last Name.
*Email: Enter the email address with email format only.
Phone: Enter the value of phone number in xxx-xxx-xxxx format only.
Alternative Phone: Enter the value of alternative phone number in xxx-xxx-xxxx format only.
Mobile Number: Enter the value of mobile number in xxx-xxx-xxxx format only.
Fax: Enter the value of fax number in xxx-xxx-xxxx format only.
Address 1: Enter the value of the Address field.
Address 2: Enter the value of the Address field.
Zip Code: Enter the value of zip code.
City: After entering the zip code, the system will fetch the corresponding City and State values.
State: After entering the zip code, the system will fetch the corresponding City and State values.
*Company Assign#: Enter the value of Company Assign number.
*Preferred Send Method: Select the value from the drop down.
From Email: Enter the email address with email format only.
*Quote code: Enter the value of Quote code.
*Agency Number#: Enter the value of Agency Number.
7. Fill in the details and click the ‘Save’ button to continue.
8. A confirmation message will appear, and the newly added Company will be available on the list. 9. There are two options available for each Company under the Action heading: Edit and Delete or Lock. For newly created companies, the Edit and Delete options will be available by default. – Edit: By clicking on the Edit icon, the user can edit the details of the selected Company. – Delete or Lock: By clicking on Delete, the user can remove the selected Company. However, once the Company is assigned to any profile, the option will change from Delete to Lock. The Delete option will remain available until the company is assigned to a profile.
10. This newly added Company will be available on the Cases > Profile > Information > Default > Life Policy > Insurance Company drop down.
11. The user can assign the newly added company to any profile.
12. Once the Company is assigned to any document, the option will change from Delete to Lock, and it can no longer be deleted.
13. Users can update the values for the created Company by clicking on the edit icon for the selected Company.
14. A pop-up window titled ‘ Life – Edit Company’ will open with the existing field values. Update the values for the Company details. In this case, we are updating the company name. Once the company name is updated, click on Save.
15. The system will generate a confirmation message saying that the ‘Company updated Successfully’ and the updated name will be displayed in the listing.
16. The updated company name will be displayed in the Cases > Profile > Information > Default > Life Policy > Insurance Company dropdown.
17. The updated company name will also display in the existing assigned profiles under Cases > Profile > Information > Default > Life Policy > Insurance Company.
18. To remove the existing Company, click on the Delete icon. (If a company is assigned to any profile, it cannot be deleted.) (To explain the delete function here another company has been created which is SBLI Life Insurance Company New and not assigned to any profile.)
19. After Clicking on Delete, the system will ask for confirmation before deleting. 20. Click on Delete to remove the Company.
21. The system will generate a confirmation message, and the Company will be removed from the list.
22. This Company will no longer be displayed in the Cases > Profile > Information > Default > Life Policy > Insurance Company drop down.
23. To print the list of available companies, click on the Print icon.
24. By clicking on the Print icon, a page will open with the print window containing the list of available companies. The user can print the data using the desired options.
25. To export the list of available companies, click on the Export icon.
26. By clicking on the Export icon, a pop-up window will open with different options. The user can export the data using the desired options.
An inactive user login occurs when a user attempts to access an account that has been deactivated due to security policies.
The following are the steps to view the ‘Inactive User’ Login: 1. Open the AOLOSYS login page, where the login interface will appear.
2. Enter the username and click the ‘Continue’ button to proceed.
3. After entering the username, an error message will appear – ‘Associate is not active, please contact the administrator’ instead of prompting for the password. 4. The user needs to contact the administrator to reactivate the account. Once the administrator reactivates the user login, the user will be able to log in to the account.
Reset Password for Forgotten or Expired Passwords A user may use the password reset link in the following two scenarios: 1. The ‘Forgot Password’ option on the login page allows users to reset their password if they can’t remember it, by sending a recovery link to their email. 2. If the user has not logged in for more than 60 days, the system will redirect them to the reset password page upon login. (See Step 11)
The following are the steps to use the ‘Forgot Password’ option if the user has forgotten their password or not logged in for more than 60 days and needs to reset it: 1. To reset the password for Forgot Password, open the AOLOSYS login page, where the login interface will appear.
2. Enter the username and click the ‘Continue’ button to proceed.
3. After entering the username, the system will prompt the user for the password. Click on the ‘Forgot Password’ link.
4. The forgot password page will open and ask the user to enter their username – ‘Enter your username to receive password reset link’.
5. Enter the username and click on the ‘Submit’ button.
6. The system will display a message – ‘A password reset link has been sent to your email address. Please check your email inbox, including your spam or junk folder, to locate the email.’ 7. The login link will also be available on this page. If the user remembers or retrieves their password, they can log in from here.
8. To reset the password, open the registered email account and locate the email titled ‘Password Reset Request’. 9. Click on the hyperlink in the email – ‘Reset Password’.
10. The ‘Reset Password’ page will open.
11. If the user has not logged in for the past 60 days, their password will expire, and they will need to reset it. When the user attempts to log in after 60 days, they will be redirected to the Reset Password page, with an error message displayed on the same page: ‘Your password has expired. Please change your password’.
12. The following are the steps to reset the password in both scenarios: Forgot Password and Password Expired. 13. Enter the new password in the ‘Enter New Password’ field and confirm the same password in the ‘Confirm Password’ field. Then, click the ‘Submit’ button.
14. The system will display a confirmation message – ‘Your password changed successfully. Please login again with new password.’
15. The system will redirect the user to the login interface.
16. Enter the username and click on the ‘Continue’ button.
17. After entering the username, the system will prompt the user for the password.
18. Enter the new password and click on the ‘Login’ button.
19. Upon entering the new password, the user will be successfully logged into the AOLOSYS system and directed to the default tab based on their settings.
The scanned document category helps organize and classify documents based on their content or purpose. The following are the steps to manage the Scan Document Category: 1. Navigate to the ‘SETUP’ tab and click on ‘System Setup’ in the left-side panel.
2. Click on the ‘Scan Document Category’ option in the System Setup menu.
3. Users can search for the Scan Document Category option by typing in the search area.
4. A new page titled ‘Setup – Life – System Setup – Scan Document Category’ will be opened, displaying the existing Scan Document Categories along with details of fields such as Category name, Description, Created By, Create Date and Action under the ‘Scan Document Category’ tab. There are three available options: Add, Print, and Export.
5. Click the ‘Add Scan Document Category’ icon to add a new Scan Document Category.
6. A new pop-up window titled ‘Life – Add Scan Document Category’ will be opened, containing fields for ‘Category Name’ and ‘Description’, additionally ‘Save’ and ‘Cancel’ options available at the bottom.
Fields with an ‘*’ sign are mandatory. In this case, Category Name is mandatory field. – Category Name: Enter the desired Category Name. (Limit is a maximum of 100 characters) (This field allows to enter alphabet, space and single quote only). – Description: A description for the Scan Document Category needs to be added in accordance with the Category name. (Limit is a maximum of 100 characters).
7. Fill in the details and click the ‘Save’ button to continue.
8. The system will generate a confirmation message saying, that ‘Scan Document Category created Successfully’ and the newly added Scan Document Category will now be available on the list.
9. There are two options available for each Category under the Action heading: Edit and Delete or Lock. For newly created categories, the Edit and Delete options will be available by default. – Edit: By clicking on the Edit icon, the user can edit the details of the selected Category. – Delete or Lock: By clicking on Delete, the user can remove the selected category. However, once the category is assigned to any document, the option will change from Delete to Lock. The Delete option will remain available until the category is assigned to any document.
10. This newly added Category will be available on the CASES tab > Case > Scanned Documents > Category Drop down.
11. The user can save a scan document under this newly added scanned document category.
12. Once the category is assigned to any document, the option will change from Delete to Lock, and it can no longer be deleted.
13. Users can update the values for created Category by clicking on edit icon for the selected Category.
14. A new pop-up window titled ‘ Life – Edit Scan Document Category’ will be opened with the existing fields value. Update the values for the Category as needed. For example, in this case, we are updating the category name. Once the category name is updated, click on Save.
15. The system will generate a confirmation message saying, that ‘Scan Document Category updated Successfully’. The updated name will be displayed in the listing.
16. Category names will be updated in the CASES Tab > Case > Scanned Documents > Category Drop down.
17. Category names will also be updated in the existing document listings under CASES Tab > Case > Scanned Documents > Scan Document List, where this category has already been assigned.
18. To remove the existing Category, click on the Delete icon. (If a category is assigned to any document, it cannot be deleted.) (To explain the delete function here another category is created which is HR Document Category and not assigned to any document).
19. After Clicking on Delete, the system will prompt confirmation before deleting. 20. Click on delete to remove this Category.
21. The system will generate a confirmation message saying, “Scan Document Category deleted successfully,” and the Category will be removed from the list.
22. This Category will no longer be displayed in the CASES Tab > Case > Scanned Documents > Category Drop down.
23. To print the list of available categories, click on the Print icon.
24. By clicking on the Print icon, a new page will be displayed with the print window containing the list of available categories. The user can print the data using the desired options.
25. To export the list of available categories, click on the Export icon.
26. By clicking on the Export icon, a new pop-up window will open with different period options. The user can export the data using the desired options.
A salutation is a prefix or title used when addressing or filling out a form. Users can add or update existing salutations in the system.
The following are the steps for using the Salutation Setup: 1. Navigate to the ‘SETUP’ tab and click on ‘System Setup’ in the left-side panel.
2. Click on the ‘Salutation’ option in the System Setup menu.
3. A new page ‘Setup – System Setup – Salutation’ will open, displaying the existing salutations.
4. Click the ‘Add Salutation’ icon to add a new salutation.
5. A pop-up window titled ‘Add Salutation’ will open, containing fields for ‘Salutation Name’ and ‘Description’.
6. Fill in the details and click the ‘Save’ button to proceed.
7. A confirmation message will appear, and the newly added salutation will now be available in the list.
8. Click the ‘Edit’ icon to update the details of a salutation.
9. A pop-up window will open, allowing the user to update the information.
10. Update the details and click the ‘Save’ button to proceed.
11. A confirmation message will appear, indicating that the salutation has been updated.
12. Click the ‘Delete’ icon to remove the salutation.
13. A confirmation message will appear, asking if you want to delete the salutation. Click the ‘Delete’ button to proceed with the removal.
14. A confirmation message will appear on the page, indicating that the selected salutation has been deleted.
15. Click on the ‘Print’ icon to print the page.
16. After clicking on “Print,” a pop-up page will open displaying the current page data and print options. Select the desired printer from the ‘Destination’ dropdown and click the ‘Print’ button.
17. Click on the ‘Export’ icon to export the data.
18. Upon clicking ‘Export,’ a pop-up window will open displaying the selection criteria for the ‘Period.’ There are four options available: a. Last 10 days – This option exports records from the last 10 days. b. Last 30 days – This option exports records from the past 30 days. c. Current month – This option exports records for the current month. d. Date Range – This option allows exporting records for a selected date range within the past 90 days.
19. For the first three options, simply select the radio button and click the ‘Export’ button. Records will be exported according to the selected option, and the CSV file will be saved in a temporary location. 20. For the ‘Date Range’ option, specific dates need to be selected.
21. Select the date and click the ‘Export’ button.
22. The CSV file will export the records based on the selected option, and the CSV file will be saved in a temporary location.
23. Select an option from the Display Settings to specify the number of salutations per page, based on the total number available.
24. After selecting the Display options, the system will show salutations and pagination according to the settings. For example, if the user selects 10 salutations per page, the system will display 10 salutations per page and distribute the data accordingly.
The Associate Quick Search Setup feature allows users to designate which fields to search for data using specific characters simultaneously.
The following are the steps for setting the Associate Quick Search parameters: 1. Navigate to the ‘SETUP’ page and click ‘Quick Search’ under the ‘System Setup’ option from the left-side panel.
2. Click on ‘Associate Quick Search’.
3. Users can customize the field preferences using the ‘Change Quick Search’ option.
4. When clicking on ‘Change Quick Search,’ a window will open.
5. The system will allow selection of a maximum of 10 fields.
6. Click on the down arrow to reveal fields for selection.
7. After clicking the down arrow next to ‘Personal Information,’ the list of personal information fields will be opened.
8. Select the fields to configure the ‘Quick Search’ for searching data from the Personal Information fields.
9. Similarly, you may select fields to configure the ‘Quick Search’ view from the Contact Information fields.
10. Similarly, you may select fields to configure the ‘Quick Search’ view from the Policy Information fields.
11. On the same page, there are two options: Save and Cancel.
12. After clicking the ‘Save’ button, the Quick Search feature will search data based on the selected criteria.
13. The system will generate a confirmation message, and ‘Case Quick Search’ will operate based on the selected field preferences.
14. Go to the ‘CASES’ tab and click on the ‘Quick Search’ option.
15. The ‘Quick Search’ will expand into a text box. Enter at least 3 characters in the search box, then click the search icon.
16. Afterward, navigate to the ‘Case Quick Search’ tab under the ‘System Setup’ option in the left-side panel of the ‘SETUP’ tab. Click on the ‘Set to Default’ option.
17. The system will ask for confirmation to reset to default settings. Click on ‘OK’.
18. The system will generate a confirmation message that the Case Quick Search setup was updated. The ‘Case Quick Search’ option will now operate based on the default field preferences set in the ‘System Setup’.
The Case Summary section under the CASES tab can be configured through SETUP > Quick Profile > Case > Case Summary. The system allows users to add or edit the fields in the Case Summary list.
The following are the steps for updating the Case Summary: 1. Navigate to ‘SETUP’ and click on ‘Case’ under the ‘Quick Profile’ option in the left-side panel. 2. After clicking on ‘Cases,’ a new window will open with the following three tabs: Quick Profile, Case Summary, and Custom. 3. Click on the ‘Case Summary’ tab.
4. After clicking on ‘Case Summary’ a new tab will open, displaying the default selected fields. 5. Users can update the Case Summary view in the Cases tab by adding or modifying fields in this section.
6. A maximum of 50 fields can be set to display in the ‘Case Summary’. 7. By using the ‘+’ sign, users can add a new row with 2 fields simultaneously. To remove an existing row with 2 fields, use the ‘X’ sign.
8. To add/update a field, the user needs to enter the Display Name value and select the corresponding field from the ‘Select Field Name’ dropdown menu.
9. By using the ‘+’ sign, users can add multiple fields. Click on the ‘+’ sign.
10. After clicking on the ‘+’ icon, a new row with 2 fields will be added. Enter the Display Name and select a value from the Select Field Name dropdown.
11. By clicking on the ‘X’ icon, users can remove the row with 2 fields. Click on the ‘X’ sign.
12. After clicking on the ‘X’ icon the selected row will be deleted.
13. The system will not allow duplicate names in the ‘Display Name’ field. If duplicates are detected, the system will generate a validation message indicating that the ‘Display Name’ can not be the same.
14. Once all the field details are set, click on the ‘Save’ button.
15. The system will generate a confirmation message that the Case Summary Setup is updated, and the newly updated Case Summary will appear under the Case Summary section in the Cases tab.
16. Go to the ‘CASES’ tab and click on a Case to view the updated Case Summary.
17. Upon clicking on the case, the case’s ‘Dashboard’ will open. Then, click on the ‘INFORMATION’ option.
18. The Case Summary is displayed on the left side of the Information page according to the fields added in Setup.
19. If the user wants to reset the view of the Case Summary, navigate to the ‘Case Summary’ setup under the ‘Quick Profile’ option in the left-side panel of the ‘SETUP’ tab. Click on the ‘Set to Default’ option.
20. The system will ask for confirmation to reset to the default settings. Click on ‘Ok’.
21. The system will generate a confirmation message that the Case Summary Setup is updated, and the default setup for the Case Summary will appear under the ‘Case Summary’ section in the Case tab.
22. The Case Summary is displayed on the left side of the Information page according to the default setup fields in ‘Case Summary’.
Associate Summary –The Summary section under the Associates tab can be configured through SETUP > Quick Profile > Associate > Associate Summary. The system allows users to add or edit the fields in the Associate Summary list.
The following are the steps to set up the Associate Summary: 1. Navigate to the ‘SETUP’ tab and click on ‘Associate’ under the ‘Quick Profile’ option in the left-side panel.
2. After clicking on ‘Associate’, a new window ‘Associate Summary’ will open, displaying the default selected fields. 3. Users can update the Associate Summary view in the Associates tab by adding or modifying fields from this section.
4. A maximum of 50 fields can be set to display in the ‘Associate Summary’. 5. By using the ‘+’ sign, users can add a new row with 2 fields simultaneously. Similarly, to remove an existing row with 2 fields, use the ‘X’ sign.
6. To add/update a field, the user needs to enter the Display Name value and select the corresponding field name from the ‘Select Field Name’ dropdown menu.
7. Using the ‘+’ sign, users can add multiple fields, up to a limit of 50. Click on ‘+’ sign.
8. By clicking on the ‘+’ icon, a new row with 2 fields will be enabled. Add the Display Name and select a value from the Select Field Name dropdown.
9. By clicking on the ‘X’ icon sign, the user can remove the one row with 2 fields. Click on the ‘X’ sign icon.
10. After clicking on the ‘X’ icon, the selected rows will be deleted.
11. The system will not allow users to keep identical names in ‘Display Name’. If duplicates are detected, the system will generate a validation message indicating that the ‘Display Name’ should not be the same.
12. Once all the fields’ details are set properly, click on the ‘Save’ button.
13. The system will generate a confirmation message that the Associate Summary Setup has been updated, and the newly updated Associate Summary will appear under the ‘Associate Summary’ section in the Associate tab.
14. Go to the ‘Associates’ tab and click on an Associate to view the updated Associates Summary.
15. Upon clicking on the associate, the associate’s ‘Dashboard’ will open. Then, click on the ‘INFORMATION’ option.
16. The Associate Summary is displayed on the left side of the Information page according to the fields set in Setup, ‘Associate Summary’.
17. If the user wants to reset the Associate Summary section, navigate back to the ‘Associate Summary’ under the ‘Quick Profile’ option in the left-side panel of the ‘SETUP’ tab and click on the ‘Set to Default’ option.
18. The system will ask for confirmation to reset to the default setting. Click on ‘Ok’.
19. The system will generate a confirmation message that the Associate Summary Setup is updated, and the default setup of Associate Summary will appear under the ‘Associate Summary’ section in the Associate tab.
20. The Associate Summary is displayed on the left side of the Information page according to the default setup fields in ‘Associate Summary’.
The Archive feature is used to temporarily move cases to Archive folder that are not currently needed.
The following are the steps to move Cases to the Archive: 1. Navigate to the ‘CASES’ tab where you’ll find the Cases List – All Cases.
2. Check the total number of cases in the All-Cases List; it shows 2774 cases available.
3. Before moving a case to the ‘Archive’ check the number of cases in the ‘Archive’ folder (located within the SFA folder). There are currently 70 cases in the Archive.
4. Select the cases from the ‘Cases List – All Cases’ list that is currently not needed. After clicking the check-box the Quick Action pop-up menu will be enabled.
5. Click on the ‘Archive’ option.
6. A validation message pop-up will appear to confirm your action to move the cases to the archive. Click on the ‘Archive’ button.
7. The selected cases will be removed from the ‘Cases List – All Cases’ list and moved to the ‘Archive’ folder. A confirmation message will be generated by the system.
8. Check the total number of cases available in the All-Cases list. It should have decreased by 2.
9. Check the total number of cases available in the Archive folder. It should have increased by 2.
10. Navigate to the ‘Archive’ folder, and you will find the cases moved there. You can also verify the total number of available cases here.
11. Any case from ‘Archive’ can be moved back to ‘Cases List – All Cases’. To move a case from the ‘Archive’ back, select the cases check box and the Quick Action pop-up menu will open. 12. Choose the SFA Folder or Pipeline or both, then click on the ‘Click To Submit’ option.
13. The selected cases will move from the ‘Archive’ folder, and a confirmation message will be generated by the system. The cases will disappear from the ‘Cases List – Archive’.
14. Check the total number of cases available in the ‘Cases List – Archive’. It should have decreased by 2
15. Navigate to the ‘CASES’ tab, and you will find the cases moved. Verify the total number of available cases in ‘Cases List – All Cases’. It should have increased by 2.
16. There is another way to move the case to the ‘Archive’. Open the case profile by clicking on it.
17. The profile’s ‘DASHBOARD’ will open. Click on the ‘ARCHIVE’ option.
18. A validation message pop-up will appear to confirm your action to move the case to the archive. Click on the ‘Archive’ button.
19. The case is moved to the Archive folder, and a confirmation message will be generated by the system. The case will disappear from the ‘Cases List – All Cases’ list.
20. Navigate to the ‘Archive’ folder, and you will find the case moved there. Verify the total number of available cases.
21. Update the number of records to display from the drop-down to specify the number of cases per page based on the total number of cases available in the Archive.
22. After updating the Display, the system will present cases and pagination based on the chosen setting. For example, if the user selects 10 cases per page, the system will display 10 cases per page, with the data distributed accordingly.
23. To view the cases in ascending or descending order, click on the field title. When the user clicks on the title, a downward arrow will appear next to it, indicating that the cases are arranged in descending order.
For example, this list displays State in descending order for the Archive List.
24. When the user clicks on the title again, an upward arrow will appear beside the title, indicating that the cases are now arranged in ascending order.
For example, this list displays Name in ascending order for the Archive List.
25. Click on the left search bar and enter the data you wish to search for from the Archive List. For example, select the option ‘Equals’, select the field as ‘State’ and keep the value as ‘Alabama,’ which will display the cases associated with cases from Alabama.
26. The result displays the list of cases in the Archive Folder where the cases are belongs to ‘Alabama’ state.
27. Click on the Quick Search and enter the data you want to search for from the Archive List. For example, entering ‘bimsym.com’ will display the cases with the email available with ‘bimsym.com’ domain.
28. Therefore, the result displays the list of cases in the Archive Folder where the email domain is available with ‘bimsym.com’.
29. Click on the ‘Print’ option to print the current page. The print feature will print the data based on the current display settings.
30. Filters, display options, and export functions will consistently operate on the entire Case List.
Display – used to create specific views of the Cases listing. Users can set a maximum of 5 displays, choosing from the available fields and apply them to the listing as needed.
Following are the steps to set the Display: 1. Go to the ‘CASES’ tab and click on ‘Display’.
2. Clicking on the ‘Display’ icon will open a popup page to set a new Display. a. Existing ‘Displays’ will be listed under ‘Saved Displays’, if available.
3. Click on ‘Add Display’ to create a new ‘Display’.
A new window will open.
4. The system will allow selection of a maximum of 15 fields.
5. Click on the down arrow to reveal the fields for selection.
There is also a search bar available.
6. The system will display field names matching the searched word.
7. After clicking the down arrow next to ‘Personal Information,’ the list of personal information fields will be opened.
8. Select fields to configure the ‘Display’ view from the Personal Information fields.
9. Select fields to configure the ‘Display’ view from the Contact Information fields.
10. Select fields to configure the ‘Display’ view from the Policy Information fields.
11. After selecting up to 15 fields, there are three options: Back, Next, and Cancel.
12. Clicking on ‘Back’ redirects to the first page of the ‘Display’.
13. Clicking on ‘Next’ opens a new page with the selected fields listed. Users can update the sequence of the displayed fields list using the option represented by six dots. a. Apart from the ‘Name’ field, all other field sequences can be changed.
14. Add the ‘Display’ Name at the end.
15. On the same page there are three options: Back, Save & Apply, and Save.
16. Clicking on ‘Back’ redirects to the ‘Add Display’ page.
17. Clicking ‘Save’ will save the ‘Display’, and it will be listed in the Saved Displays but it will not be applied to the listing. Click on the Save.
18. The system will generate a confirmation message that the ‘Display created successfully’ but it will not apply the Display to the Contact List.
19. Clicking on ‘Save & Apply’ will save the ‘Display’ under the ‘Saved Display’ listing and apply it to the ‘CASES’ list. Click on the Save & Apply.
20. The system will generate a confirmation message, and the ‘Display’ will be applied to the ‘CASES’ list.
21. Now, the ‘CASES’ listing will display the list according to the criteria set in the ‘Display’. 22. Hovering the mouse over the ‘Display’ icon will show the applied display name.
23. Users can view the criteria of the ‘Display’. a. Click on ‘Display’ again and hover the mouse over the view icon. b. Click on the ‘View Display’ icon.
24. The created criteria will be displayed. a. Apply and Cancel buttons will be displayed. b. Users can apply the ‘Display’ by using the ‘Apply’ option.
25. Users can edit the ‘Display’. a. Click on ‘Display’ again and hover the mouse over the edit icon. b. Click on the ‘Edit Display’ icon.
26. The ‘Display’ window will open with existing criteria, and users can modify the ‘Display’.
27. Users can change the criteria of the ‘Display’ and then click on ‘Save & Apply’.
28. An updated ‘Display’ will be applied to the ‘CASES’ listing.
29. Users can delete the ‘Display’. a. Click on ‘Display’ again and hover the mouse over the ‘Delete’ icon. b. Click on the ‘Delete Display’ icon.
30. The System will ask for confirmation. Click on ‘Delete’.
31. The system will generate the message and ‘Display’ will be deleted.
32. Users can verify if the ‘Display’ is deleted or not. a. Click on ‘Display’ again. b. Verify that the deleted ‘Display’ is no longer available in the listing.
Filters are used to create a listing with specific data. Users can set a maximum of 5 filters, selecting from available fields, and apply them to the listing as needed.
The following are the steps to create and apply customized filters for the ASSOCIATES list: 1. Go to the ‘ASSOCIATES’ tab.
2. Click on the ‘Filter’ option.
3. After clicking on ‘Filter’, a popup window will open to create a new filter. a. Existing filters, if available, will be displayed under the ‘Saved Filters’ section.
4. Click on the ‘Add Filter’ button to create a new filter.
5. Clicking ‘Add Filter’ will open a new window where the user can set the filter criteria according to the requirements.
6. Enter a name for the filter.
7. Select the field from the dropdown where the filter should be applied.
8. Apply the condition to set the filter.
9. Select or enter the value to set the filter.
10. Choose either ‘Match All Filter Rules’ or ‘Match Any Filter Rule’ based on the needs.
11. There are three options at the bottom: Back, Save, and Save & Apply’.
12. Clicking ‘Back’ will return the user to the first page of the ‘Filter’ window.
13. Clicking Save will only save the filter, displaying it in the filter listing (it will not be applied to the listing).
14. The system will generate a confirmation message for the newly created filter.
15. Clicking Save & Apply will save the filter under the ‘Filter’ listing and apply it to the ASSOCIATES > Cases List.
16. The system will generate a confirmation message, and the filter will be applied to the All Associates List.
17. The Associates listing will now display according to the criteria set in the filter. 18. Hovering over the ‘Filter’ icon will display the name of the applied filter.
19. The user can apply any available filter by clicking the filter option, selecting the desired filter, and then clicking Apply. 20. Clicking Apply will apply the selected filter to the listing. 21. To view the filter criteria: a. Click on the ‘Filter’ again and hover over the ‘View’ icon. b. Click on the ‘View Filter’ option.
22. The filter criteria will be displayed: a. Only the ‘Back’ button will be shown. b. The selected fields and criteria will be greyed out and cannot be edited.
23. To edit the filter: a. Click on the ‘Filter’ again and hover over the ‘Edit’ icon. b. Click on the ‘Edit Filter’ option.
24. The filter window will open with the existing criteria, allowing users to modify the filter.
25. Users can apply multiple ‘Filter’ criteria simultaneously: a. Applying more ‘Filter’ criteria and then clicking on ‘Save & Apply’.
26. The updated filter will be applied to the All Associates List.
27. To delete a filter: a. Click on the ‘Filter’ again and hover over the ‘Delete’ icon. b. Click on the ‘Delete Filter’ option.
28. The system will ask for confirmation. Click Delete to proceed.
29. The system will generate a confirmation message, and the filter will be deleted.
30. To check if the filter has been deleted: a. Click on the ‘Filter’ again. b. Checking the listing: A deleted filter will not be available in the ‘Saved Filters’ section.
An Information Custom Field is a feature designed for adding and updating specific case information within the system. It allows users to customize data entry fields according to their needs, enhancing the flexibility and efficiency of managing case-related details.
The following are the steps for setting up a Custom Group and Fields:
The user needs to create a ‘Field Group’ first. 1. Navigate to the ‘SETUP’ tab. Open the ‘System Setup’ dropdown from the left menu. Select the ‘Field Group’ option.
2. The ‘Field Group’ tab is listed displaying all groups already created. After creating a ‘Field Group’, required fields can be set for the created group.
3. The created field groups are displayed in the ‘Custom’ tab under the ‘INFORMATION’ section of the CONTACTS’ tab. Users can add values to custom fields corresponding to the values added in the ‘Default’ tab.
4. Two types of Custom Groups can be created as follows: a. With Single Entry (values are added or updated using a single-entry form) b. With Multiple Entry (values can be added, and multiple entries can be saved) 5. Custom groups created with the single-entry option display the values added by users in the fields.
6. Custom groups created with the multiple-entry option, after values are added and saved, will be displayed in the list under the ‘Field Group’ title as separate sections.
Full Profile displays key information on the case.
The following are the steps to access the Full Profile: 1. Navigate to the ‘CASES’ tab where you’ll find the Cases List – All Cases. 2. Click on a case to proceed.
3. After clicking on a case, the profile’s ‘Dashboard’ will open. Click on the ‘INFORMATION’ option.
4. The Information page will open. Hover the cursor over the option icon located on the left side of Quick Notes, which has three dots. 5. There will be three options displayed: a. Full Profile b. Quote Sheet c. Ins. Quote 6. Click on the ‘Full Profile’ option.
7. The Full Profile pop-up window will open, showing ‘Personal Information’ by default. The information on this page is read-only; users cannot update it from this page. This page will display the basic information of the user.
8. Scroll down to this page to view the ‘Policy Information’ section.
9. Scroll down to this page to view the ‘Medical History’ section.
10. Scroll down to this page to view the ‘RSA Information’ section. Click on the ‘Cancel’ button to close this page.
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