Quotes Setup Personal for Admins and Password Managers

To use quoting functionality in Applied Epic, your organization must have an Epic Quotes subscription.

If you are a Quotes Admin for the Personal Quotes area, you must assign user access, set up carriers for rating integration, configure carrier website login credentials, and set up quoting defaults for new quotes before users can begin quoting. You can also define styling for your agency’s Epic Quotes Personal Lines proposals in this area. Once you have configured these options in Quotes Setup Personal, you must also match rating companies and brokers to the companies and brokers in your system in Company/Broker Mapping Configuration.

If your organization uses Data Prefill, you can assign access to this functionality on a user-by-user basis and purchase additional lookups for your agency. LexisNexis credentials are required for Data Prefill access.

If you are a Password Manager or a Password Admin, you have many of the same rights in this area as an Admin. You can define the states in which you write business, set up carriers for rating integration, enter agency and user carrier website login credentials, and set up user quoting defaults. Password Admins can create corporate-level credentials, which are shared by users across all parent and sub-agencies. However, Password Managers and Password Admins cannot grant Epic Quotes access to other users or set up system-wide quoting defaults.

For instructions on setting up your own quoting credentials and defaults (rather than configuring them for other users or your agency as a whole), see Quotes Setup Personal for Licensed Users.

1. From the Home screen, do one of the following:
• Click Configure on the navigation panel.
• Click the down arrow next to Home on the menubar and select Configure.
• Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

• Click the down arrow to the right of the Home options bar button and select Configure.
• Click Home > Configure on the menubar. The Configure screen displays.
2. Click Quotes on the navigation panel or Areas > Quotes on the menubar.
3. Click Personal Quotes Setup on the navigation panel.
4. Set up the options on each of the following tabs:

Users

Before users in your organization can access Epic Quotes Personal Lines, you must grant them access. Only Admins can grant access. Additionally, confirm that any user with Personal Quotes access also has the Access Personal Quotes security right granted for Prospective Clients and Insured Clients; otherwise, they will not be able to perform personal lines quotes.

For agency Admins, the View License usage by Agency option provides insight into the number of Epic Quotes licenses in use. If your organization uses a parent/sub-agency structure for Epic Quotes, this popup displays your licensed users by agency.

There are five types of Personal Quotes users, with different access levels:

• Licensed: Licensed users can view the Carriers tab; add and edit their own passwords and agent/producer codes for carriers, and set up their own quoting defaults, as well as accessing the Quotes Setup Personal area in User Options. They are the only users who can access a client’s Personal Quotes.
• Data Prefill: Data Prefill users can perform lookups using Data Prefill powered by LexisNexis SAQ. Make sure all Data Prefill users also have Licensed user access to the Quotes area. See the Data Prefill section below for more information.
• Password Manager (role intended for senior or managerial servicing personnel): In addition to the Quotes Setup Personal rights granted to Licensed users, Password Managers can add and edit passwords for carriers; specify the states in which the agency writes business; and set up the agency’s carrier preferences, the agency’s credentials, and other users’ credentials and quoting defaults. If Password Managers need to access a personal lines client’s Quotes, however, you must also grant them Licensed user access.
• Password Admin (role intended for senior or managerial servicing personnel): This permission can only be assigned to users associated to the parent agency. In addition to the Quotes Setup Personal rights granted to Licensed users, Password Admins can add and edit individual or global passwords for carriers; specify the states in which the agency writes business; and set up the agency’s carrier preferences, the agency’s credentials, and other users’ credentials and quoting defaults. If Password Admins need to access a personal lines client’s Quotes; however, you must also grant them Licensed user access.
• Admin (role intended for office or personal lines manager): In addition to the Quotes Setup Personal rights granted to Licensed users and Password Managers, Admins control Personal Quotes access and Admin rights for other users. Admins can manage Epic Quotes Personal Lines users and any users that do not correspond to active Epic users; specify the states in which the agency writes business; and set up the agency’s carrier preferences, agency and user credentials, and quoting defaults. Admins can also set up the agency styling and contact information that defaults on proposals generated in Epic Quotes Personal Lines. To ensure that your agency has at least one Admin at all times, you cannot remove your own Admin rights; another Admin must remove them for you. If Admins need to access a personal lines client’s Quotes, you must also grant them Licensed user access. To view or use the Export All Quote Data option on the Quotes list, the user must be an Admin with Licensed user access. Admins associated to the parent agency can use the permissions noted here to manage users for both the parent agency and its sub-agencies. Admins associated to a sub-agency can only manage users within that sub-agency.

Assigning User Access

Some users in managerial or administrative roles may only need to manage Epic Quotes Personal Lines settings for others, not access personal lines clients' Quotes area themselves. You can assign these users Password Manager or Admin access only, rather than Licensed user access. Only Licensed users can access a client’s Quotes. You can assign multiple access levels to a user if necessary.

The Epic Quotes list populates based on your organization’s Applied Epic database in User Configuration. The list displays up to 50 users per page. If more than 50 users are available, use the First, Previous, Next, and Last buttons to scroll through the pages, or select a page number. To filter the list, enter part or all of a user’s name, usercode, email address, or phone number in the search field. The list updates dynamically based on your entry.

Select the Licensed, Data Prefill, Password Manager, Password Admin and/or Admin checkboxes beside a user’s name in the list to grant the user the corresponding access level(s).
Note: If you deselect the Licensed checkbox to remove a user’s Quotes subscription, you cannot reassign Licensed access to the user for seven days.

Re-license User to another agency

If you are a parent agency Admin, you can reassign a user from one sub-agency to another if necessary. Click the Edit icon in the Agency column. In the Re-license User to Another Agency window, select the new agency from the dropdown menu and click the Re-license User button.

Manage Users Not Found in Epic Quotes

Occasionally, the list of users with quoting permissions may differ from your list of Epic users (for example, if a user with quoting permissions has been inactivated in Epic or logged in to a testing database, or as a result of a connection issue). If these two lists differ, the Users Not Found in Epic Quotes list displays. To remove quoting permissions from a user on this list (including Quotes licenses, which count toward your agency’s total), select the user in the list, click the Delete button , and click Delete user to confirm the deletion. Deleting all users from this list removes it from the page.

If necessary, you can also modify these users’ quoting permissions from the Users Not Found in Epic Quotes list (although it is best to resolve any discrepancies with the Users list first). Select/deselect the Licensed, Data Prefill, Password Manager, Password Admin and/or Admin checkboxes beside a user’s name in the list to grant or deny the user the corresponding access level(s).

Carriers

On the Carriers tab, identify the states in which your organization writes business and the carrier websites your organization plans to interact with during quoting workflows. The settings on this tab apply to your agency as a whole, not just yourself. Only Admins, Password Admins, and Password Managers can set up your agency’s state selections and carrier websites.

Showing This Tab As

If you are a parent agency Admin or Password Admin, you can view the contents of the tab for any agency in your parent/sub-agency structure.

To filter the tab, select an agency from the Showing This Tab As dropdown menu.

State Selection

In the State Selection section, select specific states from the I Write Business In dropdown menu, or click the Select All link label in the State Selection header. You must select at least one state. The states you select here display in the Agency’s Primary Rating State and User’s Primary Rating State dropdown menus on the Quoting Defaults tab. Confirm that all states in which your agency writes business are selected.

To remove a selected state, click the X beside it.

Carrier Website Selection

The Available Carrier Website list populates based on your State Selection above. Add websites from this list to Your Carrier Websites to enable users to interact with them in the Quotes area.

To filter the list of available carrier websites, enter all or part of a carrier’s name in the Filter Carrier Websites field. The list updates dynamically based on your entry. To add a carrier website to Your Carrier Websites, click the Add button beside it.

To view a carrier’s website from the Available Carrier Websites list, click the arrow button next to the carrier name in the list and then click the link. To view a carrier’s website from Your Carrier Websites, select it and click the View button beside the list.

To remove a website from Your Carrier Websites, select it and click the Delete button beside the list.

Credentials

On the Credentials tab, enter corporate, agency, and/or your own user credentials for use with Instant rates and the Live-Fill workflow. You can also enter your own user agent/producer codes for use with Instant rates. The Carrier Website list populates with Your Carrier Websites from the Carriers tab.

Showing This Tab As

If you are a parent agency Admin or Password Admin, you can view the contents of the tab for any agency in your parent/sub-agency structure.

To filter the tab, select an agency from the Showing This Tab As dropdown menu.

Managing Credentials

User credentials are private and specific to the user to whom they are assigned, while all users in your agency share the Agency or Corporate credential. Corporate credentials only apply to agencies with a parent/sub-agency structure. They are available for use by any user in any agency in that structure. Only Admins, Password Admins, and Password Managers can set up agency credentials. Only parent agency Admins and Password Admins can set up corporate credentials. When a carrier has multiple credentials defined for a website, the system prompts the user for the credentials needed during the quoting workflow.

If you make changes to a credential, the Modified At and Modified By columns will not reflect the change until the next time you access the Configure area.

You can do the following to manage corporate, agency, and/or user credentials for each carrier website:

• Add a Credential
  1. Select a carrier website in the Carrier Credentials list.
  2. Click the Add button .
  3. Select Corporate or Agency from the Type dropdown menu. After adding a Corporate credential, you can also repeat the steps in this section to add an Agency or User credentials if necessary.
  4. Optionally enter a Nickname for the credential.
  5. Enter the credentials for the carrier website.
     
     To view what you have entered in the Password field, click the Show password icon . With the password visible, you can copy the password and paste it elsewhere.
  6. Click the Add button to add the credential to the Credentials list for the carrier website.
• Edit a Credential
  1. Select a carrier website in the Carrier Credentials list.
  2. Select the credential in the Credentials list.
  3. Click the Edit button .
  4. Modify the credential information as necessary.
     
     To display the password, click the Show password icon in the Password field. With the password visible, you can copy the password and paste it elsewhere.
  5. Click the Update button.
• Delete a Credential
  1. Select a carrier website in the Carrier Credentials list.
  2. Select the credential in the Credentials list.
  3. Click the Delete button .

Managing Agent/Producer Codes

For maximum quoting flexibility, you can save multiple agent/producer codes for carriers set up for Instant rates if necessary. These codes are specific to your usercode and are visible only to you. The Agent/Producer Codes section only displays for carriers that require a code to rate. You can also save these codes from the Quotes Results screen, and they will populate in this list.

You can do the following to manage your own user agent/producer codes for each carrier:

• Add an Agent/Producer Code

  1. Select a carrier website in the Carrier Credentials list.
  2. Click the Add button .
  3. Optionally, enter a Nickname for the agent/producer code. Nicknames enable you to distinguish codes more easily.
  4. Select the carrier-defined Value Name from the dropdown menu if the correct name does not default.
  5. Enter the code in the Value field.
  6. Click the Add button to add the agent/producer code.

• Edit an Agent/Producer Code  

  1. Select a carrier website in the Carrier Credentials list.
  2. Select the code in the Agent/Producer Codes list.
  3. Click the Edit button .
  4. Modify the agent/producer code information as necessary.
  5. Click the Update button.

• Delete an Agent/Producer Code  

  1. Select a carrier website in the Carrier Credentials list.
  2. Select the code in the Agent/Producer Codes list.
  3. Click the Delete button .

Quoting Defaults

Set the Primary Rating State and your user- and agency-level defaults per state and line of business. The defaults you define here populate the corresponding fields automatically during new business quoting workflows.

Only an Admin can change the Agency’s Primary Rating State and Agency Defaults.

Showing This Tab As

If you are a parent agency Admin or Password Admin, you can view the contents of the tab for any agency in your parent/sub-agency structure.

To filter the tab, select an agency from the Showing This Tab As dropdown menu.

Set Primary Rating States

Risk detail fields on new quotes populate automatically based on the Primary Rating State, but users can change these values if necessary.

• To set your agency’s primary rating state, select it from the Agency’s Primary Rating State dropdown menu.
• To set your own primary rating state, select it from the User’s Primary Rating State dropdown menu.

Set Quoting Defaults per State and Line of Business

Agency Defaults or User Override values populate automatically in risk detail for new quotes. You can set different defaults per state and line of business.

If you are a parent agency admin, the User Overrides fields are only enabled when you are viewing the parent agency’s defaults.

To define your defaults, do the following:

1. The agency or user’s Primary Rating State defaults. Select a different State if necessary.
2. Click the line of business button for the line for which you want to set up defaults (e.g. Auto or Home).
3. Select an Agency Default and/or User Override value for each Field for which you want to set up a default.
4. Repeat the preceding steps to set Agency Defaults and User Overrides for additional states or lines of business.

Data Prefill

Data Prefill powered by LexisNexis SAQ enables you to populate a quote with all available information from an Applied Epic contact and from LexisNexis (for example, VIN, driver’s license number, or home heat system information), so you can complete the quote more quickly and accurately. Data Prefill requires LexisNexis credentials. If your agency would like to begin using Data Prefill, request credentials from LexisNexis and then contact Applied Customer Support for assistance.

On the Data Prefill tab, you can manage your agency’s data prefill lookups, enable or disable Data Prefill system-wide, and view your Data Prefill Lookup purchase and usage history. The options on this tab require Admin access.

Showing This Tab As

If you are a parent agency Admin or Password Admin, you can view the contents of the tab for any agency in your parent/sub-agency structure.

To filter the tab, select an agency from the Showing This Tab As dropdown menu.

Purchasing Data Prefill Lookups

The Data Prefill Lookup section displays your agency’s remaining lookups (both free and paid) and monthly plan information. Unused free lookups expire each month, while unused paid lookups roll over until they are used.

You can purchase additional paid lookups in either of the following ways:

• Monthly Plan
  1. To subscribe to a fixed number of lookups per month, click Change Monthly Plan.
  2. Select a Paid Lookups Plan from the dropdown menu.
  3. Read the terms and select the I agree to the above terms checkbox.
  4. Click Confirm Purchase.
• One-Time Order
  1. To purchase a fixed number of paid lookups, click Make One-Time Purchase.
  2. Select the Number of Paid Lookups you want to purchase from the dropdown menu.
  3. Read the terms and select the I agree to the above terms checkbox.
  4. Click Confirm Purchase.

The Prefill Usage History section documents Data Prefill Lookup purchases and usage. This list includes information about the users who purchased or used the lookups and the dates, times, and amounts of these transactions.

Enabling or Disabling Data Prefill

To turn off Data Prefill for your agency as a whole, do the following:

1. Click the Opt my agency out of Data Prefill link label.
2. Read the terms and select the I agree to the above terms checkbox.
3. Click Opt Out Completely.
4. A confirmation message displays. Click Return to Configure Data Prefill. The Data Prefill checkbox is deselected and disabled for all users on the Users tab.

To re-enable Data Prefill for your agency, do the following:

1. Click Opt Back into Data Prefill.
2. A confirmation message displays. Click Return to Configure Data Prefill.
   
   The Data Prefill screen displays. Review your available Data Prefill Lookups and purchase additional lookups if necessary.
   
   When you re-enable Data Prefill, the Data Prefill checkbox on the Users tab defaults selected for all users with Licensed, Password Manager, or Admin access to Epic Quotes. Return to the Users tab to make user access changes if necessary.

Proposals

On the Proposals tab, an Admin can set up the styling used in proposals generated from Epic Quotes Personal Lines. The custom color and logo you add here default on proposals for all users in your agency. You can also enter the agency information that defaults on proposals for all users in your agency. If necessary, Licensed users can update the agency information when creating their proposals.

If you are a parent agency Admin, you can set up proposal styling and agency information for any agency in your parent/sub-agency structure. To define styling for a different sub-agency, select it from the Select Agency dropdown.

You can define unique styling and agency information for each sub-agency or use the parent agency’s styling for them. If you want a sub-agency to share the parent agency’s proposal styling, select it in the Select Agency dropdown and select the Inherit Proposal Styling from Parent agency checkbox.

To set up the styling and agency information for proposals, do the following:

1. In the Brand Color field, enter the hex color code if known, or click the Select button and select a color from the color picker.
2. To upload a logo image, click the Upload button.
3. Locate the file you want to upload and click Open.
4. If you need to remove or change the image, click the Clear Logo button .
5. Enter your agency’s Name, Address, City, State, ZIP Code, Phone, Email, and Website.