Activities

Activities track actions taken on each account and serve as reminders to follow up on various items. The Add Activity screen automatically displays during certain workflows. (See Activity Event Configuration for instructions on how to specify the events that will prompt users to add activities.) You can also add activities manually.

The following workflows are available in this area:

• Add a Task to an Activity

• Add an Activity

• Add an Activity Note

• Change Further Actions

• Close an Activity

• Drill Down

• Edit a Task

• Edit Activity Detail

• Print a List of Activities

• Related Activities

• Reopen an Activity

• View All Notes for Activity

• View an Activity Timeline

The following reports can be accessed from this area:

• Activity Timeline
• Billing Register
• Coverage Snapshot
• View All Notes for Activity

To access the Activities area, follow the steps below.

1. Locate the appropriate account.

   1. To access Accounts from the Home screen, do one of the following:

      • Click Accounts on the navigation panel.
      • Click Areas > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Click the Locate button on the options bar.

   To access Accounts from another area of the program, do one of the following:

   1. • Click Home > Accounts on the menubar.
      • Click the down arrow next to Home on the options bar and select Accounts.
      • Click the Locate button on the options bar.

   2. In the Locate account dropdown menu. select the account type.
   3. In the Locate by dropdown menu, select the appropriate option.
   4. Select the suitable checkbox or checkboxes to the right.
      • Insureds (available only if Clients is selected in the Locate Account field)
      • Prospects (available only if Clients is selected in the Locate Account field)
      • Active
      • Inactive
   5. Enter the first few letters of the name, lookup code, phone number, etc. (depending on your Locate by selection) and press [Enter] or click Locate.
   6. The Results list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
   7. Highlight the desired item in the Results list.

2. Click Activities in the navigation panel or Areas > Activities on the menubar. The Activities screen displays.
   
   To perform actions on an activity or multiple activities, select the activity or activities in the list and right click the selection. The following actions are available:

• Add Note

• Add Task

• Change Follow Up Date/Time

• Change Who/Owner

• Close

• Reopen

The screen is comprised of the following sections:

• Menubar

  

  The following options are available from the menubar of the Activities area. The options vary, depending on the type of account.

  • • File
    • • New
      • • Activity
        • Contact
        • Opportunity (available for clients only)
        • Service (available for clients only)
        • Policy (available for clients only)
        • Proofs (available for clients only)
        • • Binder
          • Certificate of Liability Insurance
          • Certificate of Property Insurance
          • Evidence of Property
          • Evidence of Commercial Property
        • Transaction (available for Broker, Client, Finance Company, and Other interest)
        • Attachment
        • • Acquire and Attach Image
          • Document
          • Email
          • Existing File
          • eForm
        • Claim (available for clients only)
        • Activity
        • Email
        • Sticky Note
        • Receipt for Payment
        • Client Refund
      • Open
      • Save
      • Print
      • • Listview
        • Activity Notes
        • Barcode
      • Display Options
      • Exit
    • Edit
    • • Undo
      • Cut
      • Copy
      • Paste
      • Delete
      • Select All
      • Desired
      • Required
    • Areas
    • • Account Detail
      • Contacts
      • Opportunities
      • Client Contracts (available only if Client is selected in the Locate account dropdown)
      • Policies (available only if Client is selected in the Locate account dropdown)
      • Proofs of Insurance (available only if Client is selected in the Locate account dropdown)
      • Transactions
      • Attachments
      • Claims (available only if Client is selected in the Locate account dropdown)
      • Activities
      • SMS History
      • Commissions (available only if Employee is selected in the Locate account dropdown)
    • Home
    • • Accounts
      • General Ledger
      • Reports/Marketing
      • Procedures
      • Configure
      • Utilities
      • Email
    • Locate (Each open account displays in this menu.)
    • Actions
    • • Add Note
      • Add Task
      • Change Follow-Up Date/Time
      • Change Who/Owner
      • Close
      • Reopen
    • Real Time (available only if Client is selected in the Locate account dropdown)
    • Account Update
    • Local Security
    • On Demand
    • • Account Workflows
      • Activity Timeline
      • Billing Register
      • Coverage Snapshot
      • View All Notes for Activity
    • Access
    • • Associated Accounts
      • Attachments
      • Drill Down
      • Related Activities
      • Auditing
      • Client Access Log
      • Notifications
    • Links
    • myEpic
    • SMS
    • Help
    • • Applied Epic Help
      • Applied KnowledgeBase
      • Applied Epic Release Notes
      • Online Chat / Log a Case
      • About Applied Epic July 2023
• Options Bar

  

  The following options are available from the options bar of the Activities area:

  1. • Home
     • • Accounts
       • General Ledger
       • Reports/Marketing
       • Procedures
       • Configure
       • Utilities
       • Email
     • Locate (Each open account displays in this menu.)
     • Actions
     • • Add Note
       • Add Task
       • Change Follow-Up Date/Time
       • Change Who/Owner
       • Close
       • Reopen
     • Real Time (available only if Client is selected in the Locate account dropdown)
     • Account Update
     • Local Security
     • On Demand
     • • Account Workflow
       • Activity Timeline
       • Billing Register
       • Coverage Snapshot
       • View All Notes for Activity
     • Access
     • • Associated Accounts
       • Attachments
       • Drilldown
       • Related Activities
       • Auditing
       • Client Access Log
       • Notifications
     • Links
     • myEpic
     • Exchange
     • SMS
     • New
     • • Activity
       • Contact
       • Opportunity
       • Service
       • Policy
       • Proofs (available for clients only)
       • • Binder
         • Certificate of Liability Insurance
         • Certificate of Property Insurance
         • Evidence of Property
         • Evidence of Commercial Property
       • Transaction (available for Broker, Client, Finance Company, and Other interest)
       • Attachment
       • • Acquire and Attach Image
         • Document
         • Email
         • Existing File
         • eForm
       • Claim (available for clients only)
       • Activity
       • Email
       • Sticky Note
       • Receipt for Payment
       • Client Refund
     • Print
     • • List
       • Activity Notes
       • Barcode
     • Save
     • Undo
• Navigation Panel

  The navigation panel is on the left side of the screen.

  

  The navigation panel consists of the following buttons.

  1. • Account Detail
     • Opportunities
     • Contacts
     • Client Contracts
     • Policies
     • Proofs of Insurance
     • Transactions
     • Attachments
     • Claims
     • Activities
     • SMS History
     • Commissions (Available only if Employee is selected in the Locate account dropdown)
• Contact Cards

  Primary contact information about the selected person or company displays in the bottom left corner of the screen.
  
  Click the Additional tab for information about other phone numbers, email addresses, etc. associated with the selected account.

  

• List

  Activities for the selected account display in the list below the options bar. To change the types of activities that display in the list, click the word Activities in the view filter and make a selection.

  

  Use the search bar to display activities 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 activities.

  Selecting multiple criteria performs an "and" search (for example, hidden activities with a specific Priority).

  

  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 (for the current session only) 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 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 the description) 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.
  • Yes/No: Opt to include or exclude hidden activities when you select Include hidden activities in the first dropdown.

  Open activities defined as Hidden display in the Activities – Open list by default. However, you must use the Include hidden activities search filter to view closed hidden activities in the Activities – Closed list.

  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 (for the current session only) 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.

  To save your currently applied filters as a default for all accounts of the same entity type, create Filter Defaults. You cannot apply filter defaults on a per-account basis, or on an Activities list opened from the Access menu. Changing the view filter selection (All, Open, or Closed) clears any filter defaults applied to the list.
  
  Your filter defaults are unique to your user code and will not affect other users’ saved defaults.

  1. Click the Filter Defaults link label and select the Use as default checkbox on the Filter Defaults screen to save your selected filters as the default for all accounts of the same entity type.
  2. Click OK to apply the filter default.
     
     To clear a filter default, click the Clear Filter link label, click the Filter Defaults link label, select the appropriate checkboxes in the Filter Defaults window, and click OK.

  To sort by a different column, click the column heading by which you want to sort. Click one more time to change the sort order (from ascending to descending, or vice versa).

  The Activities list displays up to 500 activities per page. If more than 500 activities are available, use the First Page, Previous Page, Next Page, and Last Page buttons to scroll through the pages, or select a page number from the dropdown menu.

  Detail for the highlighted activity displays below the list.

  You can attach files or email directly onto activities in the list. Just select the activity, then drag and drop the attachment into the list. See Add an Attachment for details.

• Activity Detail

  Detail for the highlighted activity displays. Without opening the activity, you can see the following (listed under the corresponding frame):

  • Activity at a Glance
  • The Entered field tells you when the activity was originally entered and by whom.
  • The Last Updated field tells you when the activity was last updated and by whom.
  • The Associated field tells you the area or level to which the activity is associated.
    Note: You cannot change an activity’s association after adding it.
  • Click the Servicing Contacts link label to view the servicing contacts associated with the activity.
  • Associated Items

  • This section displays any attachments and tasks associated to the activity as well as the number of associated notes.

  • Issuing/Billing

  • This section displays the issuing and billing company associated to the activity.

  • Who to Contact

  • The Name of the person and their preferred Contact via method display so you can quickly contact the correct person using the correct method.

  • If the Contact via method is Email or SMS, you can click the hyperlink to invoke the corresponding action.

  • Indio Details

  • If your organization uses Indio, and this type of activity is configured to display Indio Details, either the Connect to Indio Submission link or the hyperlinked name of the associated submission displays.

  • Click the submission name to open it directly in Indio. If there is no name, you can click Connect to Indio Submission to open Indio, select a submission, and associate it to the activity.

  • Open/Closed

  • This section indicates whether the activity is open or closed.

  • If the activity is closed, this section displays whether the activity was successful or unsuccessful and tells you when it was closed and by whom.

  • Last Note Entered

  • The last activity note entered displays.

• Footer

  The footer is located at the bottom of the screen. Some of the information it displays varies depending on the area of Applied Epic you are viewing.

  The footer always displays the version of Epic you are running, the database you are accessing, and the name of the current screen. On some screens, the footer also displays the entity type, status, and current account balance, as in the example below.