Import a Lead

Import leads into the system to create personal lines accounts, contacts, and policies (policy headers only). The system performs a duplicate account check when importing a lead and uses client data in the lead to create a new account if it does not match an existing account. The system also uses rating data in the lead to create a policy header. If your brokerage has an Applied Rating Services (ARS) subscription, you can send this header and all of the lead’s data to ARS to continue quoting.

If your organization has not configured your system to import incoming leads automatically, or has only configured automatic import for leads with certain Initial Lead Statuses, you must import leads manually. Leads that did not import successfully through automated import (for example, due to a problem with lead information, a temporary interruption to your connection, or a system lockout) also require manual import. Follow the instructions in this article to import these leads into the system.

1. Access Leads Inbox.

   From the Home screen, do one of the following:

   • Click Leads Inbox on the navigation panel.
   • Click Areas > Leads Inbox on the menubar.
   • Click the down arrow next to Home on the options bar and select Leads Inbox.

   From another area of the program, do one of the following:

   • Click Home > Leads Inbox on the menubar.
   • Click the down arrow next to Home on the options bar and select Leads Inbox.
2. Select the lead you want to import in the list. It must have a Lead Status of Open or Import Failed.
3. Click the Import Lead button.
4. Depending on the level of similarity between the lead and an existing contact (based on the settings defined in Duplicate Check Configuration), the Possible Duplicates Found window may display. Compare the possible duplicate with the lead to determine whether to add the lead’s data to the existing account or create a new account.

   The Lead being Imported / Added section displays contact information for the first contact contained in the lead data. To view other lead contacts, select them from the Contact dropdown menu. A Y displays in the dropdown menu to indicate the Applicant.

   The Compare to Account section displays the strength of each possible match. Contact information for the selected account displays below the list. To access account detail for the selected account, which may assist you in determining whether the lead is truly a duplicate, click the View Account Detail link label. After reviewing this information, close the detail window to return to the Possible Duplicates Found window.

Once you have reviewed the possible matches, do one of the following:

• Click Use Selected Account to add the lead’s data to the account selected in the list. This option adds new contacts but does not overwrite any account information or existing contacts. Click Yes to confirm the addition of the lead data to the selected account.
• Click Create New Account to use the lead data to add a new client. Click Yes to confirm the creation of the account.
• If you need to perform additional research to determine whether the lead matches an existing account, click Cancel to end the workflow without importing the lead.

5. The Confirm Import Fields window displays. Enter details on the Account, and/or Policy tabs to proceed with the creation of the account, and/or policy. The tabs that display depend on the data the lead contains (for example, only the Account tab displays for leads containing only account data).

If you are importing the lead to an existing account, you cannot edit the fields on the Account tab during this workflow. If any of this information requires an update, you must edit it manually in Client detail or Contact detail once the import is complete. When making these updates, you can access the lead’s data using the Open Data Peek link label in Leads Inbox to assist you.

Depending on the rules your organization has set up in Import Rules Configuration, some field values may default. To ensure that these values are correct, review the entries on the following Confirm Import Fields tabs and update them as necessary:

• Account
  1. Select the Agency from the dropdown menu.
  2. Select the Branch from the dropdown menu.
  3. Select the Account source from the dropdown menu.
  4. Enter the servicing roles on the account.
  • Choose an employee in the dropdown menus.
  • Optionally, add a Description in the field to the right of each selection.
• Policy
  1. Select the Department if it does not default.
  2. Select the Profit center if it does not default.
  3. Select a policy type from the dropdown menu.
  4. Optionally select the Source of the policy.
  5. Select the policy Status from the dropdown menu.
  6. Select an Issuing location, or update the location that defaults based on the client's mailing address.
  7. Choose the Issuing company if it does not default.
  8. Select the Agency Bill or Direct Bill radio button to indicate how the policy will be billed.
  9. The Premium payable entity defaults, but you can change this selection if necessary.
  10. If you selected Agency Bill above, select a Payable contract if applicable.
  11. Select a default commission or enter the commission manually.
  • To select a default commission, do the following:
  1. Select the Default commission agreement checkbox.
  2. Select an Agreement from the dropdown menu. This menu populates based on your Issuing company and Premium payable selections.
  3. To view the selected Agreement, click the Agreement Details link label.
  • To enter the commission manually, do the following:
  1. Select Flat Fee or Percentage of Premium from the Type dropdown menu.
  2. Enter the Percentage or Amount, depending on the Type you selected.
  12. Select a broker, then select the broker's commission Agreement. To view the selected Agreement, click the Agreement Details link label.

6. Click the Finish Import button to import the lead into your system. A notification displays, indicating that the import is in progress. Click the X to close the notification.
   
   If you cannot locate the imported data after 10 minutes, the lead may not have imported successfully. Access the Import Failed list in Leads Inbox. If the lead displays there, view the details for information on the cause of the failure. You can then retry the import. If the lead still does not import successfully, you may need to enter its data into the system manually.