Edit Contact Detail

Keeping contact information up to date makes it easy to get in touch with the right people for each account. Contact detail allows you to add and manage a wide range of information about the contact. Any changes you make to a contact are automatically saved when you close the contact, and the system records a timestamp and your username so others can see who last edited the contact. It is a good habit to review contact information every time you communicate with a contact to ensure that their information is up to date. This article will assist you in editing existing contact information. If you need to enter a new contact, see Add a Contact.

Access the Accounts area and locate the entity with which the contact is associated.
1. To access Accounts from the Home screen, do one of the following:
1. - 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:
- 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.
1. In the Locate account dropdown menu, select Client.
2. In the Locate by dropdown menu, select the appropriate option.
3. 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)
  - Additional Interest (available only if Other Interest is selected in the Locate Account field)
  - Bill to (available only if Other Interest is selected in the Locate Account field)
  - Certificate Holder (available only if Other Interest is selected in the Locate Account field)
  - Active
  - Inactive
4. Enter the first few letters of the name, phone number, etc. (depending on your Locate by selection) and press [Enter] or click Locate.
  
  Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
5. 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.
Click Contacts on the navigation panel or Areas > Contacts on the menubar.
Change the types of contacts that display in the list if necessary.
1. Click the word Contacts in the view filter.
A list of choices displays:
1. Click on the appropriate selection.
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.
Selecting multiple criteria performs an "and" search (for example, contacts with a specific Classification and a specific City). Making multiple selections for the same criterion performs an "or" search for that criterion (for example, contacts with either of two Classifications). You can make up to five selections for the Classification criterion.
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 the selected account or for all accounts of the same entity type, create Filter Defaults. Changing the view filter selection (All, Contact Category, or Policy Category) 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.
You can change the columns that display in the list if necessary. To sort the contact list by a particular column in ascending or descending order, click the column heading.
1. Click the Select Columns link label in the header.
  
  The Select Columns window displays.
2. Select the checkbox next to each column that should be included in the list
  Deselect the checkbox next to each column that should be removed from the list.
3. Columns will display in the order in which they are listed. To move a column up or down in the list, select the column and click the up arrow or down arrow to change its position.
4. Click OK or press [Enter] to save your changes.
  
  Click Cancel to close the window without saving your changes.

Select the contact in the list and then do one of the following:

Click the Edit button to the left of the list.
Click File > Open on the menubar.
Double click the contact.
Press [Ctrl]+O.

The first frame that displays and the information you can edit depend on the contact type:

Individual Contact

Business Contact

The Address frame allows you to edit the contact's address and several related options:

If the contact's address is the same as the account address, select the Use account address checkbox.

Selecting this option disables the Mailing checkbox, Billing checkbox, Address field, Description dropdown, and Site ID.
If you change the Use account address checkbox selection, the Apply Address to Other Items pop-up window displays for you to update the contact's address in other areas.

Select the Mailing and/or Billing checkboxes to indicate the type of address.

The billing address does not default when you add a transaction. However, this address description can assist you in locating the appropriate contact/address in the lookups elsewhere in the system.
If you want to pull an address into this record from an existing ACORD form, click the lookup button to open the Address Lookup.
The Address Lookup pulls information in from the following areas:
- Contact Details
- Com AP Premises
- Personal AP Locations
- Business Owners Premises
- Flood Applicant
- Worker’s Compensation Locations
- Canadian Habitational Applicant and Locations
- Ontario Auto Applicant
To look up the address, do the following:
1. Select the Include history policies checkbox if you want to include historical policies in the list.
2. Optionally use the search bar to filter the list.
  1. Make a selection in the first dropdown menu.
  2. Make a selection in the second dropdown menu:
    
    Equals: Enter the entire search criterion.
    
    Contains: Enter at least one character of the search criterion.
  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, or click Cancel to close the window without pulling in the address.

To enter an address manually, click in the large field in the Address section. Enter the Street, City, State/Province, and County (if applicable) in the highlighted fields. Enter the ZIP/Postal Code, or click the lookup button to look up the code.
1. Make a Search where selection to indicate your preferred search method.
2. Click to highlight the appropriate ZIP Code in the list and click OK or press [Enter].
Optionally update the address’s Description, or select a new Description from the dropdown menu. Entering a description might not be an option, depending on how your agency has set up address descriptions. See Contact Description Configuration for more information.
Enter a Site ID if applicable. Site IDs allow you to enter specific address location numbers for clients’ properties. This user-defined number is available throughout the system for servicing, billing, and reporting purposes.
If necessary, click the Apply Address to Other Items button to push the currently displayed address to other contacts, policy lines, and/or associated transactions. Make sure you review the address carefully before proceeding, as it will copy to other areas exactly as it displays here. Changing the Use account’s address checkbox selection also displays the Apply Address to Other Items popup, because it resets the contact’s address.
The Apply Address to Other Items pop-up window displays. Perform the following steps:
1. Select any contacts to whom you want to apply the address, or click the Select All link label to apply the address to all contacts listed. Only contacts who do not have the Use account’s address checkbox selected display in the list. Click Next to continue.
2. Select any policies to which you want to apply the address, or click the Select All link label to apply the address to all policies listed. Click Next to continue.
3. You can apply the address to both open and future items:
4. Do one of the following:
Once the address updates are complete, an Address Change Results spreadsheet that documents the changes made is added to the account’s Attachments list. The spreadsheet contains separate worksheets for updated contacts, lines, and transactions, as well as any items that failed to update.

Classifications describe the contact’s association with the account. Assigning classifications allows you to identify contacts on activities and in reporting options. You can edit the Classifications if necessary. The classifications available for selection are based on the options set up in Contact Classifications Configuration.

Add a Classification
1. Do one of the following:
2. The Classifications window displays. Select the checkbox next to each classification that applies to the selected contact.
3. Click Add to select additional classifications, click Finish when you have added all classifications, or click Cancel to close the Classifications window without adding new classifications.
Remove a Classification
1. Click a classification in the list.
2. Click the Delete button or press [Delete] on your keyboard.

Enter Comments if necessary.

The Contact Info and Payment Method tabs display for all contact types. Edit the information on these tabs as necessary.

The remaining tabs vary, depending on the type of contact:

Individual Contact

Driver
1. Enter the contact's Driver's license #. Click the padlock button to hide the information in this field (if you must leave your desk, for example). After several seconds, the information is hidden automatically (each character is replaced with an X). To view or revise information in this field, click on the padlock again.
2. Select the State licensed.
3. Choose a Driver Type:
  - Deferred Driver
  - Excluded
  - Unlicensed
  - Unrated
4. Enter the Date licensed, or click the down arrow to the right of the field to select the date from a dropdown calendar.
5. Make a selection in the Good Student dropdown menu if applicable:
  - College Graduate
  - Credit may apply
  - Does not apply
6. Select the Student over 100 miles checkbox if applicable.
7. Choose an item in the Driver training dropdown if applicable:
  - Advance Motorcycle Training Credit May Apply
  - Auto & Advance Motorcycle Training May Apply
  - Auto & Motorcycle Driver Training May Apply
  - Auto Driver Training Credit Does Not Apply
  - Auto Driver Training Credit May Apply
  - Motorcycle Driver Training Credit May Apply
8. If applicable, enter the Accident prevention course date, or click the down arrow to the right of the field to select the date from a dropdown calendar.
9. If applicable, enter the Commercial experience began date, or click the down arrow to the right of the field to select the date from a dropdown calendar.
Personal
1. Select the contact's Gender.
2. Choose the contact's Marital status from the dropdown menu.
3. Enter the contact's Date of birth, or click the down arrow to the right of the field to select the date from a dropdown calendar. The contact's age is calculated automatically to the right.
4. If applicable, enter the contact's Social Security #. Click the padlock button to hide the information in this field (if you must leave your desk, for example). After several seconds, the information is hidden automatically. (Each digit is replaced with an X.) To view or revise information in this field, click on the padlock again.
5. If applicable, enter the contact's National Insurance #. Click the padlock button to hide the information in this field (if you must leave your desk, for example). After several seconds, the information is hidden automatically. (Each digit is replaced with an X.) To view or revise information in this field, click on the padlock again.
Employer
1. Enter the contact's Employer.
2. Enter the contact's Department.
3. Enter the contact's Title.
4. Enter the contact's Occupation.
5. Enter the Date hired, or click the down arrow to the right of the field to select the date from a dropdown calendar.
6. Enter the Years with prior employer.
7. In the Employer's Address section, select the Use account's address checkbox if the employer address is the same address as the account to which the contact belongs.
  
  If the employer's address is different, click in the large field in the Address/Phone Number section. Enter the Street, City, State, and County in the highlighted fields that display.
1. Add a Description for the address if desired.

Business Contact

Business Info
1. Make a selection in the Business type dropdown menu. If you choose Other, enter the business type in the If "Other" field.
2. Enter the correct number in the Number of members/managers field.
3. Select a Credit bureau name in the dropdown menu. If you choose Other, enter the credit bureau name in the If "Other" field.
4. Enter the business's ID number.
5. Type a date in the Date business started field, or click the down arrow to the right of the field to choose a date from the dropdown calendar.
6. Choose the Nature of business from the dropdown menu. If you select Other, enter the nature of business in the If "Other" field.
7. Enter the NAICS code manually, or click the lookup button to the right of the field to locate the NAICS code. Hover over the NAICS 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 NAICS codes for the category you selected.
  3. Click Search or press [Enter].
    
    To sort the codes in your search results by popularity (as determined by Market Appetite), click the Rank column heading. If you are an Applied Epic On-Premises user, your organization must have the Identity Provider (IDP) service configured to display the Rank column.
  4. Select the desired code in the list and click Finish, or click Cancel to close the NAICS Lookup window without selecting a code.
8. Enter the D-U-N-S.
9. 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].
    
    To sort the codes in your search results by popularity (as determined by Market Appetite), click the Rank column heading. If you are an Applied Epic On-Premises user, your organization must have the Identity Provider (IDP) service configured to display the Rank column.
  4. Select the desired code in the list and click Finish, or click Cancel to close the SIC Lookup window without selecting a code.
10. Enter the following contact-level business and employee benefits information:
  
  For the Market Type, Market size, and Company payroll fields, you may only be able to enter data via lookup if your administrator has set these fields to be read-only.
The data entered here will default in the corresponding fields in the Policy Information section when you add new policies. However, when renew a policy, the Policy Information still populates based on the information on the expiring policy.
1. Brokerages in the United Kingdom use the Employer Reference Number and Exempt Status in the ELTO frame for regulatory compliance. These fields are not relevant to North American organizations.
Identification Numbers
In the Identification Numbers area, you can add, edit, or delete identification numbers and related information for the contact.
- Add an Identification Number
  1. Click the Add button to the left of the list, or press [Insert] on your keyboard with focus on the list.
  2. The Add Identification Number pop-up window displays. Choose the identification number Type.
  3. The Description populates automatically, but you may edit it if necessary.
  4. Enter the Identification Number.
  5. Click Add to add another identification number. When you have entered all numbers, click Finish.
- Edit an Identification Number
  1. Click to highlight the identification number.
  2. Do one of the following:
  3. Make the necessary changes in the Edit Identification Number pop-up window and click Finish.
- Delete an Identification Number
  1. Click to highlight the identification number.
  2. Click the Delete button to the right of the list or press [Delete] on your keyboard.
  3. You are prompted, “Do you wish to delete this record?” Click Yes.