Edit Activity Detail

Activities track actions taken on each account and remind you to follow up on various items. If necessary, you can edit an activity—this helps to ensure that you have the proper information when completing an open activity, and that the details are accurate on a closed activity for your historical records. The following information will guide you through the process of editing an activity.

4. Select the appropriate activity.
5. Do one of the following:
   • Click the Edit button .
   • Click File > Open on the menubar.
   • Double click the activity in the list.
6. The Activity Detail screen displays. The fields at the top of the screen and on the Detail tab reflect the information entered when the activity was added. These fields can be amended if necessary.
   
   Note: You cannot modify an activity’s association after adding it.
   
   The screen contains three tabs:
   • Detail
     • Detail

       The  Detail section of the Detail tab contains the Follow-up Start date and time, End date and time, and Reminder date and time. This information can be revised if necessary.

       The Issuing company and Premium Payable type (carrier, external broker, or internal broker), and Premium Payable account associated with the activity can also be changed if applicable.

       The Amount qualifier from the dropdown list and amount can be updated if necessary.
       
       Note: See Amount Qualifier Configuration for instructions on adding options to this list.

     • Who to Contact

       In the Who to Contact section, you can change the person to contact in regards to the selected activity and specify how to contact them.

       1. The Who to Contact frame populates based on the options your organization has configured. If necessary, you can manually update the contact: click the lookup button to open the Who to Contact pop-up window, and then select a contact. To narrow your lookup results, you can clear the contact’s name, enter a new name in the field, and click the lookup button .
          1. The Account type and Lookup code default from the account associated to the activity. To select a different account, select an Account type and click the Lookup code button .
          2. Narrow the list of contacts for the selected account if necessary.

             To narrow the list of contacts, use the Search where bar above the list.

             

             The choices available in the second dropdown menu depend on the selection you make in the first dropdown menu.

             • Equals: Enter the search criterion (e.g., the full name) in the field, or select the date from the dropdown calendar (if applicable). Click Find.
             • Contains: Enter at least one character of the search criterion (e.g. part of the name) in the field. Click Find.
          3. All of the account’s contacts display in the list. Click a column header to sort by that column.
          4. Click a contact in the list to select it.
          5. Select a method of communication from the Contact at dropdown menu. The same phone number may be listed twice if the contact has the same number designated for phone and SMS.
          6. Click Finish to apply your contact Name and Contact Via selections to the activity.

          Click Cancel to close the pop-up window without applying changes.

       2. The Contact Via method for the contact defaults, but you can change it if necessary:
       1. Select a contact method from the Contact Via dropdown menu. If the contact has an email address or a fax, phone, or SMS number saved, it populates in the field beside the Contact Via menu.
       2. If necessary, you can enter a different email address, fax number or phone number for this activity. Any update you make only affects this activity and does not save to the contact.
          
          Note: You cannot update the SMS phone number in this area, because SMS messaging requires an explicit opt-in from the contact. You can update SMS and other contact method information in Contact Detail.
     • Indio Details

       If your brokerage uses Indio and the activity you are adding has the Show Indio Details section configured, the Indio Details frame displays. If a submission has been transmitted to a carrier via the Indio Send to Carrier action(s), an Indio Carrier Submission Added activity automatically generates in Applied Epic.

       • View Submission Details

         If an existing Indio submission has already been assigned to the activity, the name of the submission displays beside Submission Link. Click the submission link to open Indio in your default web browser, login if necessary, and access the submission details.

       • Remove a Submission

         To remove an existing submission associated to the activity, click Clear Connected Submission.

       • Add a Submission

         If there is no existing Indio submission associated to the activity, you can add one. Additionally, if your organization has multiple subdomains to which you have access, you must select one before you can select a submission for the activity. A subdomain is an extension in your domain name that helps organize sections of your website and guide users to them. Subdomains may add branding to portions of your website, create areas for testing, or create areas for location-specific content. If your organization does not have subdomains, no action is required.

         1. Click Connect to Indio Submission.
         2. If your organization has multiple subdomains to which you have access, the Select Indio Subdomain pop-up window displays. Select the Indio Subdomain from the dropdown and click Continue.
            Note: If you accidentally select the wrong subdomain, you must delete the activity to select a different domain. You can also edit the activity, click the Clear Connected Submission link, close the account, and reopen it to select a different domain.
         3. If the client has not been exported yet, a pop-up window displays: The client has not yet been exported to Indio. Would you like to do that now? Click Yes to open Indio in your default web browser, login if necessary, and export the client to Indio.
         4. The Connect to Indio Submission pop-up window displays. Do one of the following:
         • Select an Existing Submission

           Each parent submission displays in bold in the list. If a submission is sent to multiple carriers, each instance displays beneath the parent submission in regular type (not bold). Click the chevron beside a parent submission to expand or collapse the children.

           1. If necessary, click a column heading to sort the list in descending order; click it again to sort the list in ascending order.
           2. Select an existing submission from the list.
           3. Click Connect to Submission.
         • Create a New Submission

           You can open Indio in your default web browser and create a new submission.

           1. Click create a new one in Indio to open Indio in your default web browser. Login if necessary and create a new or renewal submission.
           2. Once you create the submission, click Refresh in the Connect to Indio Submission pop-up window to update the submissions listed.
           3. Select the submission from the list.
           4. Click Connect to Submission.
       • Change a Submission

         If the account has already been exported to Indio and there is an existing submission associated to the activity, you can change the submission if necessary.

         If your organization has multiple subdomains to which you have access, you can click Change Connected Submission to select a submission from the same domain. To use a different domain, you must remove the submission, close the account, reopen the account, and add a new submission.

         1. Click Change Connected Submission.
         2. The Connect to Indio Submission pop-up window displays. Do one of the following:
         • Select an Existing Submission

           Each parent submission displays in bold in the list. If a submission is sent to multiple carriers, each instance displays beneath the parent submission in regular type (not bold). Click the chevron beside a parent submission to expand or collapse the children.

           1. If necessary, click a column heading to sort the list in descending order; click it again to sort the list in ascending order.
           2. Select an existing submission from the list.
           3. Click Connect to Submission.
         • Create a New Submission

           You can open Indio in your default web browser and create a new submission.

           1. Click create a new one in Indio to open Indio in your default web browser. Login if necessary and create a new or renewal submission.
           2. Once you create the submission, click Refresh in the Connect to Indio Submission pop-up window to update the submissions listed.
           3. Select the submission from the list.
           4. Click Connect to Submission.
     • Notes
       1. To add a note, click the Add button to the left of the Notes list.
          
          Note: Users only need permission to add an activity note to be able to perform this function. 
       2. Choose an Access level, type your note in the large text box, and click Finish or press [Enter].
          
          Note: To edit the Access level on an existing activity note, right click the note and select Change Access Level. In the pop-up window that displays, choose the desired Access Level in the dropdown menu. Click Finish when you are done, or Cancel to discard changes and close the window.
     • Find/View Notes

       To see all notes pertaining to the activity typed out in one window, click View all notes.

       To locate an existing note, enter some of the text that the note contains in the Search where notes contain field, and then click Find.

       Click Clear filter to show all of the notes again.

       To read an existing note, click on it in the list. The contents of the note display to the right of the list.

   • Tasks

     You can take the following actions on the Tasks tab:

     • Add a Task
       1. Do one of the following:
          • Click the Add button to the left of the list.
          • With focus on the list, press [Insert].
       2. Enter a Task description.
       3. Optionally select an Owner type.
       4. If you chose Specific Person as the Owner type, choose the Specific person.
          
          If you chose Commissionable Producer as the Owner type, enter the Order # of the producer who will own this task. If the activity is associated to a policy with a multi-term commission schedule, the producer at the time of the activity’s Follow up/Start date defaults as the owner of the task.
       5. Change the Status if applicable.
       6. Optionally enter a Start date and time.
       7. Enter a Due date and time if applicable.
       8. If you are adding a task note, choose an Access level for the note.
       9. Type the note.
       10. Click Finish to complete the workflow and close the Add Task window.
           
           Click Add to add another task immediately.
           
           Click Cancel to close the window without adding the task.
     • Edit a Task
       1. Click the task you wish to view or edit in the Tasks list.
       2. Click the Edit button to the left of the Tasks list.
       3. You can change any field(s) on the Update Task window.
     • Task Notes

       To add a note, click the Add button to the left of the list. In the Add a Note pop-up window, select an Access level for the note. Only employees with the selected access will be able to view the note.

       Type the note in the box and click Finish.

   • Further Actions

     This tab gives information on further actions that are associated with this activity. See Change Further Actions for instructions on amending the activity's further actions.

7. When you have made the desired changes, do one of the following:
   • Click Save on the options bar.
   • Click File, Save on the menubar.
   • Press [Ctrl]+S.