Edit an Opportunity

Opportunities represent business that you seek to acquire or retain; you can use them to manage your Applied Epic sales processes for both new and renewal business. On each opportunity, you can define a preferred opportunity contact: the person you should contact as you work that opportunity. Assigning a preferred opportunity contact allows you to identify and contact this person quickly and easily from the Opportunities list on the Home screen (if you have set it up to display Contact Name and Contact Via information).

The associated account’s primary contact or main business contact may default as the preferred opportunity contact, depending on the option your organization has defined in System Settings. However, you can change the preferred opportunity contact if necessary by selecting a contact on the Contact/Business Info tab of the opportunity.

3. Click to highlight the opportunity you wish to edit and do one of the following: 
   • Click the Edit button . 
   • Double click the opportunity. 
   • Press [Ctrl]+O. 
   • Press [Enter].
4. Select the New business or Renewal business radio button. 
5. Enter a Description. 
6. Optionally select the Target close date and Source from the dropdown menus. 
   • The Target close date helps you track the opportunity. An entry in this field is necessary to display the opportunity in the Opportunities list and Dashboards on the Home screen and on Opportunities Reports.
   • The Source menu populates with the options set up in Account Sources Configuration.
7. Enter the SIC code manually, or click the lookup button to the right of the field to locate the SIC code. Hover over the SIC field to display the description of the selected code..
   1. In the Search By frame, select a Category, or search by <All> categories.
   2. Enter a Search term (required if you search by <All> categories), or leave the Search field blank to view all SIC codes for the category you selected.
   3. Click Search or press [Enter].
   4. Select the desired code in the list and click Finish, or click Cancel to close the SIC Lookup window without selecting a code.
8. The Agency, Branch, Department, and Profit Center default, but you can change these selections if necessary. At minimum, you must select an Agency and Branch.
9. You can use the following sections of the opportunity to capture information that may assist you in acquiring this business or provide detail in reports:
   • Detail/Summary

     Opportunity and Structure data display at the top of the screen. You can update this information if necessary. The screen contains the following tabs:

     • Detail
       1. Optionally update the information in the Estimated Value section: Estimated Premium, Revenue, # of policies, # of risks, and/or # of client contracts. The estimated Premium and/or Revenue values are multiplied by the Probability associated with each opportunity stage, so the Estimated Value of the opportunity increases as it moves through the sales pipeline. The Estimated Value is used to track progress toward individual and team sales targets on Dashboards and Opportunities Reports.
       2. Optionally associate the opportunity to a Sales team and an Owner. The Sales manager associated to the team you select will default. Entries in these fields are required to display the opportunity in the Opportunities list on the Home screen and to track it accurately on Dashboards and reports. 
       3. Stage Details cannot be edited.
       4. Optionally add Comments.
     • Categories

       Use this section to apply agency-defined categories to an account. For instructions on adding new agency defined categories to the system, see Agency Defined Categories Configuration.

       1. To apply a new category to this account, in the Brokerage Defined Categories section, do one of the following:
          • Click the Add button .
          • With focus on the Brokerage Defined Categories list, press [Insert] on your keyboard.
       2. The Brokerage Defined Category window displays.
       3. Filter the list of categories if necessary.

          Use the search bar to display categories that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of categories.

          

          1. Click the Edit Filter button .
          2. The Edit Filter pop-up window displays. Click the Add button to add filters.
          3. Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.

          Click the Delete button to remove a filter from the list.

          4. Click Finish when you have applied all of your desired filters.

          Hover over the Search where text to see the filter that is currently applied to the list.

          To clear the currently applied filter and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and gray when filters are cleared.

          

          1. Make a selection in the first dropdown menu.
          2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
          • Contains: Enter at least one character of the search criterion (e.g., part of a category) in the field to the right.

          3. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
             
             To clear the currently applied filter and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
       4. Select the checkbox beside each category you wish to apply to this account. To select all of the items listed, click the Select all checkbox.
       5. Click Finish to add the category and close the Brokerage Defined Category window.
          
          To remove a category from the list, highlight it and click the Delete button or press [Delete] on your keyboard. You are prompted, "Do you wish to delete this record?" Click Yes.
   • Contact/Business Info

     Narrow the list of contacts for the selected account if necessary.

     Use the search bar to display contacts that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of contacts.

     

     1. Click the Edit Filter button .
     2. The Edit Filter pop-up window displays. Click the Add button to add filters.
     3. Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.

     Click the Delete button to remove a filter from the list.

     4. Click Finish when you have applied all of your desired filters.

     Hover over the Search where text to see the filter that is currently applied to the list.

     To clear the currently applied filter and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and gray when filters are cleared.

     

     1. Make a selection in the first dropdown menu.
     2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
     • Equals: Enter the search criterion (e.g., the full name or description) in the field to the right, or select a date from the dropdown calendar (if applicable).
     • Contains: Enter at least one character of the search criterion (e.g., part of a name or description) in the field to the right.

     3. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
        
        To clear the currently applied filter and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.

     You can do the following:

     • Add a contact to the opportunity
       1. Do one of the following:  
          • Click the Add button . 
          • Click New on the options bar and select Add a Contact. 
          • Press [Insert] on your keyboard. 
       2. Select one of the following radio button options, and then click Continue:
          • Add new contact

            This option adds a new contact to the account and associates it to the opportunity.

            1. Select the Individual or Business radio button. 
            2. For a business, enter a business Name. The Name field is required. For an individual, select a Prefix; enter a First, Middle, and Last name; and select a Suffix. The Last name field is required. 
            3. Select the Contact only, Policy only, or Both Contact & Policy radio button in the Category frame.  
            • Contact only: The contact will be unavailable for selection on Policy Detail screens (e.g., as a Driver or Employee). 
            • Policy only: The contact will be unavailable for selection as a Contact on Activities, Claims, Invoices, etc. 
            • Both Contact & Policy: The contact will be available in any area where a Client Contact can be looked up. 
            4. Optionally select a Description for the contact.
            5. In the Address section, select the Use account address checkbox if the contact's address is the same as the account address.
            6. If you do not select the Use account address checkbox, select the checkbox(es) to indicate the Type of address:
            • Mailing 
            • Billing 
              
              Note: The billing address does not default when you add a transaction. However, you can use this address description to assist you in locating the appropriate contact/address.
            7. If you want to pull an address into this record from an existing policy application, click the lookup button in the corner of the Address field to open the Address Lookup.

               The Address Lookup pulls information in from the following areas:

               • Business Owners Premises
               • Canadian Habitational Applicant and Locations
               • Contact Details
               • Com AP Premises
               • Flood Applicant
               • Ontario Auto Applicant
               • Personal AP Locations
               • Worker's Compensation Locations

               Follow the steps below on the Address Lookup screen.

               1. Click the Include history policies checkbox if you want to include history policies in the list.
               2. Optionally use the search bar to narrow the list.
                  1. Make a selection in the first dropdown menu:
                  • Contact Name
                  • Policy Type
                  • Policy Number
                  • Site ID
                  2. Make a selection in the second dropdown menu:
                  • Equals: Enter the entire contact name, policy type, or policy number in the field provided.
                  • Contains: Enter at least one letter of the contact name, policy type, or policy number in the field provided.
                  3. Click Find or press [Enter].
               3. Click on the correct item in the list.
               4. Click Finish to pull the selected address into the contact's account detail.

               Click Cancel to close the window without pulling an address into the contact detail.

            8. To enter an address manually, click in the large field in the Address/Phone Number section. Enter the Street, City, State/Province, and County (if applicable) in the highlighted fields that display.
            9. Enter the ZIP/Postal Code/Postcode, or click the lookup button to look up the code.
            1. From the second dropdown, select Begins with or Contains.
            2. Enter at least one character of the desired ZIP/Postal Code/Postcode or City and click Locate or press [Enter]. If more than 500 results are found, you must enter more than one character.
            10. Optionally enter a Description for the address, or select a new Description from the dropdown menu.
                Note: Typing a description might not be an option, depending on how your agency has set up address descriptions. See Contact Description Configuration for more information.

            11. Enter a Site ID if applicable.
                Note: Site IDs allow you to enter specific address location numbers. This user-defined number is available throughout the system for servicing, billing, and reporting purposes.

            12. In the Primary Number/Email section, select Business, Fax, Mobile, Other, or Residence from the dropdown menu.

            13. Tab to or click in the Number field and edit the information if necessary. For international phone numbers, tab to or click in the Number field. Click on Country and select the correct county from the dropdown menu.

            

            

            14. Enter the remainder of the phone number in the field.
                
                Note: See Telephone Country Codes Configuration for instructions on adding, editing, or removing a country code.

            15. If applicable, click in or tab to the Ext field and enter the extension.

            16. If the contact has opted in to receive SMS messages at this number and you have enabled SMS messaging in System Settings, select the SMS checkbox. You are prompted, "Would you like to enable conversational SMS for this contact?" Click Yes if the client wants to engage in individual text conversations with users at your agency. The Conversational SMS checkbox is selected in the SMS Opt-Ins frame.

            Important! You must obtain a contact's consent before sending SMS messages. Familiarize yourself with Canadian laws on text communications before you begin using this functionality.

            17. Optionally enter a Description of the phone number (e.g., Home or Mobile).

            18. Make a selection in the Permission dropdown menu to indicate whether or not you have permission to call the contact at this number:

            • Did Not Obtain

            • Obtained

            • Please Do Not Call

            19. Make selections under Preferred Contact Methods. When a contact is added to an item (e.g., transaction, certificate, or invoice), the system defaults the appropriate Contact/Distribute via value from that contact's detail.

            • Contact via: This is the contact's preferred method of communication.

            • Email

            • Fax

            • Mail

            • Phone

            • SMS

            • Billing: This is the manner in which the contact prefers to receive statements and invoices. This selection defaults as the delivery method when statements and invoices involving this contact are created.

            • Email

            • Fax

            • Mail

            • Servicing: This is the manner in which the contact prefers to receive materials related to client servicing matters. This selection defaults as the delivery method when servicing items involving this contact are created (e.g. certificates, policies).

            • Email

            • Fax

            • Mail

            • Marketing: This is the manner in which the contact prefers to receive marketing materials.

            • Do Not Market

            • Email

            • Fax

            • Mail

            • Language: This is the contacts's language/dialect, which determines the default language for any attachments created for the contact via document merge. Languages that currently have a Status of Active in Contact Language Configuration are available for selection.

            Contact history displays but cannot be changed.

            20. Enter the contact's Email address and a Description for the email address.

            Note: To email the contact from this screen, click the Email button to the right of the email field. An email opens with that address in the To field.

            21. If applicable, enter a Website and a Description of the website.

            Note: To view the contact's website from this screen, click the Internet button beside the Website field. The website displays in your browser.

            22. In the SMS Opt-Ins frame, make selection to indicate the kinds of texts the contact wants to receive:

            • Conversational SMS: Select this checkbox if the contact would like to communicate with your brokerage on an individual basis via SMS messaging. This selection applies to text conversations unique to this client, not to templated bulk SMS messages.

            • If the contact wants to receive bulk text messages of one or more types, click the Bulk SMS Opt-In Status link. In the Bulk SMS Opt-In Status pop-up window, click the Send Invite link for each type of message the contact wants to receive.

            • Account: Notifications of changes to the contact's account

            • Marketing: Special offers from your organization

            Your organization must have Contact Info defined in SMS Template Configuration before you can send bulk text messages, including invites.

            23. Make selections in the Marketing Opt-Ins frame to indicate all methods by which the contact has consented to receive special offers from your organization. Checkboxes are active only if you made a selection in the Marketing menu in the previous step.

            • Phone

            • Fax

            • SMS

            • Mail

            • Email

            • 3rd Party

            Select the 3rd Party checkbox to indicate whether you have requested and received a client’s consent to supply their personal information to third parties for marketing purposes.

            A Last updated placeholder and a Marketing Preferences Reviewed button may display. The placeholder records the user who last made changes to the contact’s marketing preferences, with a timestamp. The Marketing Preferences Reviewed button allows you to update the placeholder to indicate that you have reviewed the contact’s preferences even if you make no changes. Your organization may require you to review marketing preferences regularly to maintain regulatory compliance. You can perform this review when you edit contact detail.

            If applicable, use the Marketing Automation Opt-Ins link to access a contact's Applied Marketing Automation information (such as their email history, list membership, and subscription preferences). Selecting the Email checkbox opts the contact into all Marketing Preferences options for Applied Marketing Automation (e.g., Newsletters, General Communications, Product Offerings, Compliance and Legislative updates, Events, and Safety and Preparedness). Deselecting the Email checkbox opts the contact out of all Marketing Preferences options. To select individual preferences for the contact, click the Marketing Automation Opt-Ins link, followed by the Manage Preferences button.

            24. You can click Finish or press [Enter] to end the workflow at this point. However, it is advisable to click Detail and add the rest of the contact information at this time.

            Click Cancel or press [Esc] to exit the workflow without saving the information. You are prompted, "Do you wish to discard changes?" Click Yes.

          • Add existing contact

            This option associates a contact already on the account to the opportunity.

            1. The Available Contacts screen displays a list of all contacts associated to the account. Use the search bar to narrow the list of contacts if necessary.

               Use the search bar to display contacts that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of contacts.

               

               1. Click the Edit Filter button .
               2. The Edit Filter pop-up window displays. Click the Add button to add filters.
               3. Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.

               Click the Delete button to remove a filter from the list.

               4. Click Finish when you have applied all of your desired filters.

               Hover over the Search where text to see the filter that is currently applied to the list.

               To clear the currently applied filter and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and gray when filters are cleared.

               

               1. Make a selection in the first dropdown menu.
               2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
               • Equals: Enter the search criterion (e.g., the full name or description) in the field to the right, or select a date from the dropdown calendar (if applicable).
               • Contains: Enter at least one character of the search criterion (e.g., part of a name or description) in the field to the right.

               3. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
                  
                  To clear the currently applied filter and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
            2. Select the contact(s) you want to add to the opportunity. To select all contacts in the list, check the Select All checkbox.
            3. Click Finish or press [Enter] to add the selected contacts to the opportunity.

            Click Cancel or press [Esc] to exit the workflow without adding any contacts.

     • Edit Information for an existing contact
       1. Select the contact in the list and then do one of the following: 
          • Click the Edit button to the left of the list.
          • Double click the contact.
       2. The Contact Detail screen displays. Edit this information as necessary. 
       3. Click Finish or press [Enter] to save your changes and close the Contact Detail screen.
          
          Click Cancel or press [Esc] to exit the Contact Detail screen without saving your changes. 
     • Change the Preferred Opportunity Contact
       1. Select the contact you want to assign as the preferred opportunity contact in the list.
       2. Click Actions > Assign as Preferred Contact on the menubar or options bar.

       You are prompted to confirm the change to the preferred opportunity contact. Click Yes to make the change or No to cancel the action.

        

     • Delete a contact
       1. Select the contact in the list and do one of the following:
          • Click the Delete button to the left of the list.
          • Press [Delete] on your keyboard.
     • Print a list of contacts associated to the opportunity
       1. Click the Print button to the left of the list.
       2. The Print window displays. Print this as you would any other document.
   • Associated Items
     1. To associate a marketing submission, policy, or client contract service to the opportunity, click the Add button or press [Insert]. The Find Associations screen displays.
     2. Select the desired item type:
        • Marketing Submission
          1. A list of available Master Marketing Submissions displays. If you want to view historical as well as current Master Marketing Submissions, select the Include history checkbox.
          2. Limit the items that display in this list if necessary.

             Use the search bar to display marketing submissions that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of marketing submissions.

             

             1. Click the Edit Filter button .
             2. The Edit Filter pop-up window displays. Click the Add button  to add filters.
             3. Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.
                
                Click the Delete button to remove a filter from the list.
             4. Click Finish when you have applied all of your desired filters.
                
                Hover over the Search where text to see the filter that is currently applied to the list.

             To clear the currently applied filter and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.

             

             1. Make a selection in the first dropdown menu.
             2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
             • Equals: Enter the search criterion (e.g., the full master marketing submission) in the field to the right, or select a date from the dropdown calendar (if applicable).
             • Contains: Enter at least one character of the search criterion (e.g., part of the master marketing submission) in the field to the right.
             • Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars.

             3. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
                
                To clear the currently applied filter and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
          3. Select each item to which you would like to associate the opportunity in the list. To select all items in the list, click the Select All link. To deselect them, click the link again. 
        • Policy
          1. A list of Policies displays. If you want to view historical as well as current policies, select the Include history checkbox.
          2. Limit the items that display in this list if necessary.

             Use the search bar to display marketing submissions that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of marketing submissions.

        • Service
          1. A list of Services displays. To view closed as well as open services, select the Include closed checkbox.
          2. Limit the items that display in this list if necessary.

             Use the search bar to display marketing submissions that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of marketing submissions.

          3. Select each item to which you would like to associate the opportunity in the list. To select all items in the list, click the Select All link. To deselect them, click the link again. 
     3. Click Add to save the association(s) and immediately add another (e.g., of a different Item type).
        
        Click Finish to save the association(s) and close the Find Associations screen. 
        
        Click Cancel to discard your changes and close the Find Associations screen.
   • Attachments
     1. To add an attachment to the opportunity, click Attachments on the navigation panel.
     2. Click the Add button.
     3. In the Add Attachment window, select the appropriate radio button and click Continue.
        • Email

          Note: Your brokerage's email program must be integrated with Applied Epic to attach emails to items in Applied Epic.

          1. Click the Browse button.
          2. In the Attach Existing File window, click on the email that you would like to attach.
          3. If the email contains an attachment, the Save attached files checkbox is selected by default. If you do not want to add the email's attachment(s), deselect the checkbox.
          4. Click Finish.
          5. In the Attach Existing File window, select the Delete original after attaching checkbox if you want to remove the email from your email program.
          6. Click Finish or press [Enter] to add the attachment.

          Click Cancel or press [Esc] to exit the workflow without adding the attachment. You are prompted, "Do you wish to discard changes?" Click Yes.

        • Existing client document
          1. In the Available Attachments window, select the checkboxes for all of the attachments you want to add. If needed, you can filter the list to locate the correct attachments more easily.
          2. Click Finish or press [Enter] to add the attachment(s).

          Click Cancel or press [Esc] to exit the workflow without adding the attachment(s). You are prompted, "Do you wish to discard changes?" Click Yes.

        • Existing file
          1. Click the Browse button.
          2. Locate the file or files you want to attach and click Open. You can select multiple files by holding the [Shift] or [Ctrl] key while clicking.
          3. Enter or modify the Description of each attachment.
          4. If Applied Epic is installed locally on your computer, you can remove the files from their original locations by selecting the Delete original after attaching checkbox for each attachment. If you access Epic through a web browser, you must delete the files manually after completing the workflow if you no longer need the originals.
          5. Click Finish or press [Enter] to add the attachment.

          Click Cancel or press [Esc] to exit the workflow without adding the attachment. You are prompted, "Do you wish to discard changes?" Click Yes.

     4. To remove an attachment from the opportunity, click to highlight the attachment and click Delete .
        
        Note: You can also add attachments to an opportunity by clicking New > Attachment in the options bar and selecting the correct attachment type.