Contacts

A single insured account can have one or multiple associated contacts. Each contact can be given a login to access the Self-Service portal.

A default contact is generated for each insured account based on the information in the Main Contact Information section of insured detail. If nothing is entered in the Main Contact Information frame, the default contact's name is None. Updates made to the Main Contact Information frame in insured detail carry over to the contact detail and vice versa.

To access the Contacts area:

1. Locate the desired account.

   Click the dropdown arrow next to the Locate button to access a recently opened account. To search for accounts:

   1. Click the Locate button.
   2. Enter the desired Search criteria:
      1. In the Client Name or Client Code field, optionally enter at least one character.
      2. Optionally narrow results by Line of Business, Status, or Type.
   3. Click Find. A list of matching accounts displays below. Click an account to view its detail.
2. In the navigation panel, click Account Detail > Contacts.

Add a Contact

1. Click the Add button.
2. Enter the contact's name in the First Name, Middle Name, and Last Name (and Prefix/Suffix if applicable) fields.
3. Enter any Designations (qualifications or clarifications of the contact's role).
4. Enter a Description for the contact. Your management system (Applied TAM or Epic) automatically updates this field.
5. Enter the contact's job Title.
6. Enter contact information in the Primary Phone, Secondary Phone, Fax, Cell Number, and Email fields.
7. Optionally fill out the contact's Birthday, Marital Status, Spouse Name, and Number of Children.
8. Select the Location that applies to this contact. Locations are entered in the Locations section of account detail.
9. The optional Multiple Named Insureds feature allows you to issue certificates with different locations/sub-entities listed as insureds. If your organization uses this feature, give this contact the ability to select All or Selected named insureds associated with the account. If you select All, the contact will be able to access named insureds that are added in the future in addition to the current list.
1. If you choose Selected, click the Selected link. The Named Insureds pop-up window displays.
2. To filter the list, enter a Description, Address, and/or Location No and click Find.
3. Select the Accessible checkbox for each named insured you want the contact to be able to add when issuing certificates.
10. Select Policy Access Roles to restrict the types of policies the contact can view when accessing policies in the Self-Service Portal.
11. To set permissions for Certificate Templates, choose one of the following:

• To give this contact access to all certificate templates set to Allow Client Access in Proofs > Certificate Templates, select All.

• To give this contact access to specific templates only, click the Selected link to open the Certificate Templates pop-up. Select the templates you want the contact to see on the Self-Service Portal, then select the appropriate Certificate Role. This role determines their certificate processing permissions on the portal. See Certificate Roles for instructions on adding roles.

Only templates that are marked Allow Client Access and have a future expiration date are available for selection in the pop-up.  Select the appropriate Certificate Role. This role determines certificate processing permissions in Self-Service portal.

12. Check any of the following that apply:
    • Is Contact Part of Decision Making Team?
      This field is informational only and has no impact elsewhere in the system. You may refer to this field when determining what information should be made available to the contact.
    • Is Contact The Main Contact for Insured?
      This displays only if the contact is not currently the main contact for the insured (i.e., the contact that was created by default when the insured was added). Select this checkbox to change the main contact on the account. If you select this checkbox, if the account had a primary contact, it will be replaced with this one.
    • Send Certificate Confirmation to This Contact?
      The contact receives certificate confirmation when a user issues a certificate for the account.
    • Replace Insured Information on Certificate With Contact Location Information?
      This means that when this contact issues a certificate, information from the location assigned to the contact rather than the main insured account defaults into the applicable certificate fields (Name, Address, etc.). This checkbox displays only if the Multiple Named Insureds feature is enabled for your organization.

13. The Is Contact Active? checkbox defaults as selected. Deselect it if you do not want to activate this contact until a later time.
14. Select the appropriate menu. This enables the CSR24 sync functionality (logging of activities, etc.) set up for menu items when this contact uses the portal.
15. In the Agency Code field, enter the contact's lookup code. This should exactly match the contact's lookup code in your agency management system.
16. Type any other relevant information in the Contact Notes field.
    For Applied Epic users, any information found in the contact's Comments field in Epic populates this field.
17. Choose the desired Document Roles. This assigns specific Document folder structures your contact can view. To select more than one role, press [Ctrl] or [Shift] as you click on the items. See Document Configuration for instructions on adding document roles.
18. Click Save to add the contact or Cancel to discard changes.

Set up a Contact as a Portal User

1. Locate a contact. In the Search frame, you can narrow the list of contacts with the following filters: enter a portion of the contact's first or last name, enter the client code, select the line of business, select the status, and/or select the type of client. After you select filters, click Find. To remove the criteria set from the list, click Clear Filter.
2. Click any of the information listed for the contact (the name, title, or email address) to open contact detail.
3. Click Portal on the options bar.
4. The following information defaults in the fields: First Name, Middle Name Last Name, Suffix, Title, Email, Phone, and Fax. You can update this information if necessary.
5. Select the checkbox for all User Groups to which the contact should belong. Designate one as the contact’s Primary group.
6. The contact's email address defaults in the Login Username field. You can edit it if necessary.
7. Enter a Login Password.
8. Select a portal Start Page.
9. If you have Applied MobileInsured, choose an App Page.
10. Select the appropriate Time Zone.
11. Click the Save button at the top of the page.
12. You are prompted: Require change to password on login? Click Yes.

Client View

To access and view the selected contact's Self-Service Portal, click Client View on the options bar. This allows you to view the Portal as the contact and assists troubleshooting issues they may have. Click the down arrow beside the Client View button to view the Portal client view for a different contact on the account.

Edit a Contact

1. Locate a contact. In the Search frame, you can narrow the list of contacts with the following filters: enter a portion of the contact's first or last name, enter the client code, select the line of business, select the status, and/or select the type of client. After you select filters, click Find. To remove the criteria set from the list, click Clear Filter.
2. Click any of the information listed for the contact (the name, title, or email address) to open contact detail.
3. Click Edit.
4. Make any necessary changes to the information. For more information on fields on this screen, see the instructions above under Add a Contact.
5. Click Save to apply your changes or Cancel to discard them.

Import Contacts

If you have contact data saved in an external Excel or tab delimited text file, you can use the import feature to automatically create the contact records in your system. The Import Contacts feature must be enabled for your organization.

The file must contain the following columns, in this exact order.

You have the option of downloading an import template that you can fill out. (See instructions below.)

To import contacts:

1. Click the Import button at the top of the list.
2. If you wish to download a template, click the Help button at the top of the screen, click the appropriate link, and fill out and save the template.
3. Click the Browse button to locate the appropriate file.
4. Select a Default Location. This is the location that will be assigned to all contact records that do not have any location/address information entered.
5. Select a Default Menu. This is the menu that will be assigned to all contact records that do not have a valid menu name entered in the Menu column.
6. Click Import.
7. The number of records added and the number of records updated display once the import is complete.