Admin

The Admin section allows administrators to manage and customize options in Benefits Designer. You can add users, carriers, and third-party admins, and configure branding for documents generated in Benefits Designer. If you use Applied Epic, you can manage the integration between Epic and Benefits Designer. The areas that display in Admin vary, depending on your role.

Users

You can add users and assign roles to grant them permissions to configure different areas of the system, and create and manage employers and plans. Users’ assigned roles may limit their access to some areas in the Admin section.

Use the search field to locate users by name or email address.

Add New User

1. Click + Add New.
2. Enter the user’s Name and Email address.
3. To send access and training information to the user, select Send Welcome Email.
4. To require the user to log in with a password you define, select Set Password, then enter the password. Make sure to provide this password to the user.

If you do not select Set Password, the user can set their own when they first log in. Applied recommends letting users set their own passwords.

5. Select Roles to assign permissions to the user. Hover over the info icon to view details about each role.
6. Click Add User.

Edit User

Click the user’s Edit User button to modify their name or roles.

Click the dropdown and select Client Access to view the employers the user can access. Client access defaults based on the User Level Access defined on each employer’s Account Overview.

Select Send Welcome Email from the dropdown to send the email again (for example, if the user accidentally deleted the original email).

Select Remove from the dropdown to revoke the user’s access to Benefits Designer.

Carriers

In the Carriers area, you can add, edit, or remove carriers; view carrier plans and designs; and link carriers to Applied Epic company accounts. You may want to view carrier plans to see how frequently benefit plans and plan designs use the carrier.

Use the search field to locate carriers by name, Epic Company Name, or Epic Lookup Code.

Add a Carrier

1. Click + Add Carrier.
2. Enter the carrier Name.
3. If you use Applied Epic, use the search field to locate the carrier’s company account. Select the company name from the search results.
4. Click Add Carrier.

Edit Carrier

Click the carrier’s Edit button to update their name.

Click the dropdown and select View Usages to view the benefit plans and plan designs that use the carrier.

Select Epic Account to unlink or change the carrier’s Applied Epic company association.

Select Remove to remove the carrier from the system. You cannot remove a carrier in use on a plan or plan design.

3rd Party Admins

In the Third-Party Admins area, you can add, edit, or remove third-party admins; view plan group usage; and link third-party admins to Applied Epic company accounts.

Use the search field to locate third-party admins by name, Epic Company Name, or Epic Lookup Code.

Add a Third-Party Admin

1. Click + Add Third-Party Admin.
2. Enter the third-party admin Name.
3. If you use Applied Epic, use the search field to locate the admin’s company account. Select the company name from the search results.
4. Click Add Third-Party Admin.

Edit Third-Party Admin

Click the third-party admin’s Edit button to update their name.

Click the dropdown and select View Usages to view the plan groups that use the third-party admin.

Select Epic Account to unlink or change the third-party admin’s Applied Epic company association.

Select Remove to remove the third-party admin from the system. You cannot remove an admin used in a plan design.

Branding

In the Branding area, you can customize elements that display on agency-branded documents created in the Branded Documents area, such as plan cover pages and reports.

• Primary Colors: Enter hex codes for a primary set of text and background colors to use for the cover page for any documents you create, or select them from the color picker. The preview updates dynamically to display your primary colors as they will display for clients. You can choose between your primary and secondary color palettes when creating a cover page in the Branded Documents area.
• Secondary Colors: Enter hex codes for a secondary set of text and background colors to use for the cover page, or select them from the color picker. The preview updates dynamically to display your secondary colors as they will display for clients. You can choose between your primary and secondary color palettes when creating a cover page in the Branded Documents area.
• Logo: Upload an agency logo to display on branded documents. The preview updates dynamically to display your logo as clients will see it.
• Contact: Enter the agency address, Website, and Phone number to display on cover pages.
• Disclaimer: You may enter a disclaimer to display on cover pages. If you leave this field blank, a default disclaimer displays on cover pages instead.

Click Apply Changes to save your changes.

Branded Documents

In the Branded Documents area, you can customize user-generated cover pages and reports.

You can configure the options that display in this area in the Branding area.

• Enable Cover Pages: Select the Cover Page Options, then select Enable Cover Pages to make your cover page available for selection in the Proposal Builder when you Add Documents and select Run Report.
• Cover Page Options: Select the options you want to display on cover pages.
• Cover Page Colors: Select whether to use your agency’s Primary or Secondary colors on the cover page.
• Cover Page Style: Choose a template for the cover page. Each style is available in both portrait and landscape format.
• Report Options: Select the options you want to display on generated reports.

Click Preview Cover Page to download a preview or open the configured cover page in your browser.

Click Apply Changes to save your changes.

Epic Integration

If your agency uses Applied Epic, you can configure the integration between Epic and Benefits Designer in the Epic Integration area. See Applied Benefits Designer: Epic Integration to learn more about the information that syncs between the two systems.

Integration Setup

This section displays the Epic database connected to Benefits Designer and the version of the Applied Epic Software Development Kit (SDK) currently in use. Benefits Designer uses the SDK to sync your Epic and Benefits Designer data behind the scenes. The information in this section may be useful for reference if your agency has separate training and production databases.

Pushing to Epic

In this field, specify how long, in seconds, Benefits Designer should wait for a response from Epic before timing out when retrieving policies during workflows that update information in Epic. Applied recommends leaving the default value of 45 seconds.

Policy Type Mapping

Associate Epic policy types to benefit types in Benefits Designer. Once policy types are mapped, they are sent to Epic. Benefits Designer only retrieves policies from Epic that use the policy type codes mapped in this section.

1. Choose an Epic Policy Type code and a matching Related Benefit Type in Benefits Designer.
2. To add additional policy type codes, click Add Mapping.
3. Click Apply Changes.

Activity Type Mapping

Map Applied Epic activity codes to actions in Benefits Designer to generate activities in Epic when users perform these actions.

1. Choose an Epic Activity Type Code and an associated ABD Action.
2. To add additional activity codes, click Add Activity Type Mapping.
3. Click Apply Changes.

Available Attachment Access Levels

Assigning an Access Level to an Applied Epic attachment limits the users who can view it. You can make some or all of your Attachment Access Levels available for selection in Benefits Designer so users can choose the appropriate level when pushing attachments to Epic. For example, you might make some attachments public but make others viewable only by Human Resources.

1. Select an Attachment Access Level.
2. To add additional levels, click Add Attachment Access Level.
3. Click Apply Changes.

RFP Email Templates

In the RFP Email Templates area, you can create and manage email templates for requests for proposal. Users can edit the email text for a specific RFP if necessary when creating a carrier submission.

Use the search field to locate templates by name.

Add an RFP Email Template

1. Click + Add Template.
2. Enter a Template Name.
3. Enter default body text for the email. Use the Merge Variables panel to insert variables that populate with information from Epic, such as a client’s name or email address.
4. Click Create Email Template.

Click an email template’s Edit button to modify it, or click the dropdown to Copy or Delete it.

NPNs

To prepopulate National Producer Numbers (NPNs) in the Quoting screen, enter an NPN and Description. Click Save.