Department Configuration

Departments specify the type of business for a policy/line (e.g., Commercial, Personal, Benefits); therefore, they are assigned at the policy level in Applied Epic. As with branches, departments are assigned to Income Statement accounts (income/expenses). In Applied Epic’s hierarchy of structure, Departments exist below Branches and above Profit Centers.

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:

1. • 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 Structure > Departments on the navigation panel. The Departments frame displays to the right of the navigation panel.
   
   From here, you can do the following:
   
   
   • Add a Department
     1. Do one of the following:
        • Click the Add button to the left of the Department list.
        • Click New > Department on the options bar.
        • Click File > New > Department on the menubar.
        • Press [Insert] on your keyboard.
     2. Enter a department Code. This field is required.
     3. Enter the new department's Name. This field is required.
     4. Enter the information for the department in the Contact Information frame. Note that before adding contact information for a department, you must first enter the information in the Organization Contacts area. Also be aware that associating contact information (for example, an address) to a department does not automatically enable that information for use at the agency or branch level.

        The Contact Information frame includes the following tabs:

        • Address
          • To add an address:
          • 1. Click the Add button to the left of the Address list.
            2. The Add Address screen displays all addresses installed as organization contacts. Use the Search where bar to filter the addresses displayed if desired. Select the address(es) that can be used for the department. You can click the Select all link label to enable all addresses installed for use at the department level.
            3. Click Finish to associate the addresses or Cancel to close the screen without adding them.
          • To remove an address, select it in the list and click the Delete button . You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.
        • Phone
          • To add a phone number:
          • 1. Click the Add button to the left of the Phone list.
            2. The Add Phone screen displays all phone numbers installed as organization contacts. Use the Search where bar to filter the phone numbers displayed if desired. Select the number(s) that can be used for the department. You can click the Select all link label to enable all phone numbers installed for use at the department level.
            3. Click Finish to associate the numbers or Cancel to close the screen without adding them.
          • To remove a phone number, select it in the list and click the Delete button . You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.
        • Fax
          • To add a fax number:
          • 1. Click the Add button to the left of the Fax list.
            2. The Add Fax screen displays all fax numbers installed as organization contacts. Use the Search where bar to filter the fax numbers displayed if desired. Select the number(s) that can be used for the department. You can click the Select all link label to enable all fax numbers installed for use at the department level.
            3. Click Finish to associate the numbers or Cancel to close the screen without adding them.
          • To remove a fax number, select it in the list and click the Delete button . You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.
        • Email
          • To add an email address:
          • 1. Click the Add button to the left of the Email list.
            2. The Add Email screen displays all email addresses installed as organization contacts. Use the Search where bar to filter the addresses displayed if desired. Select the address(es) that can be used for the department. You can click the Select all link label to enable all addresses installed for use at the department level.
            3. Click Finish to associate the addresses or Cancel to close the screen without adding them.
          • To remove an email address, select it in the list and click the Delete button . You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.
        • Website
          • To add a website:
          • 1. Click the Add button to the left of the Website list.
            2. The Add Website screen displays all websites installed as organization contacts. Use the Search where bar to filter the websites displayed if desired. Select the website(s) that can be used for the department. You can click the Select all link label to enable all websites installed for use at the department level.
            3. Click Finish to associate the websites or Cancel to close the screen without adding them.
          • To remove a website, select it in the list and click the Delete button . You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.

     5. Click Finish or press [Enter] to add the department.
        
        Click Add to add this department and then enter the information for a second department.
        
        Click Cancel or press [Esc] to exit this workflow without saving your changes. You are prompted, "Do you wish to discard changes?" Click Yes.
   • Edit a Department
     1. Click the name of the department and then do one of the following:
        • Click the Edit button to the left of the Department list.
        • Click File > Open on the menubar.
        • Double click the department.
        • Press [Enter].
     2. Optionally revise the department's Code or Name.
     3. Enter the information for the department in the Contact Information frame. Note that before adding contact information for a department, you must first enter the information in the Organization Contacts area. Also be aware that associating contact information (for example, an address) to a department does not automatically enable that information for use at the agency or branch level.

        The Contact Information frame includes the following tabs:

        • Address
          • To add an address:
          • 1. Click the Add button to the left of the Address list.
            2. The Add Address screen displays all addresses installed as organization contacts. Use the Search where bar to filter the addresses displayed if desired. Select the address(es) that can be used for the department. You can click the Select all link label to enable all addresses installed for use at the department level.
            3. Click Finish to associate the addresses or Cancel to close the screen without adding them.
          • To remove an address, select it in the list and click the Delete button . You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.
        • Phone
          • To add a phone number:
          • 1. Click the Add button to the left of the Phone list.
            2. The Add Phone screen displays all phone numbers installed as organization contacts. Use the Search where bar to filter the phone numbers displayed if desired. Select the number(s) that can be used for the department. You can click the Select all link label to enable all phone numbers installed for use at the department level.
            3. Click Finish to associate the numbers or Cancel to close the screen without adding them.
          • To remove a phone number, select it in the list and click the Delete button . You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.
        • Fax
          • To add a fax number:
          • 1. Click the Add button to the left of the Fax list.
            2. The Add Fax screen displays all fax numbers installed as organization contacts. Use the Search where bar to filter the fax numbers displayed if desired. Select the number(s) that can be used for the department. You can click the Select all link label to enable all fax numbers installed for use at the department level.
            3. Click Finish to associate the numbers or Cancel to close the screen without adding them.
          • To remove a fax number, select it in the list and click the Delete button . You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.
        • Email
          • To add an email address:
          • 1. Click the Add button to the left of the Email list.
            2. The Add Email screen displays all email addresses installed as organization contacts. Use the Search where bar to filter the addresses displayed if desired. Select the address(es) that can be used for the department. You can click the Select all link label to enable all addresses installed for use at the department level.
            3. Click Finish to associate the addresses or Cancel to close the screen without adding them.
          • To remove an email address, select it in the list and click the Delete button . You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.
        • Website
          • To add a website:
          • 1. Click the Add button to the left of the Website list.
            2. The Add Website screen displays all websites installed as organization contacts. Use the Search where bar to filter the websites displayed if desired. Select the website(s) that can be used for the department. You can click the Select all link label to enable all websites installed for use at the department level.
            3. Click Finish to associate the websites or Cancel to close the screen without adding them.
          • To remove a website, select it in the list and click the Delete button . You are prompted, “Do you wish to delete this record?” Click Yes to confirm or No to cancel.

     4. Click Finish or press [Enter] to save your changes.
        
        Click Cancel or press [Esc] to exit this workflow without saving your changes. You are prompted, "Do you wish to discard changes?" Click Yes.
   • Delete a Department

     Note: Departments that have been assigned to an organization cannot be deleted.

     1. Click the name of the department and then do one of the following:
        • Click the Delete button to the left of the Department list.
        • Click File > Delete on the menubar.
        • Press [Delete] on your keyboard.
     2. You are prompted, "Do you wish to delete this record?" Click Yes.
   • Change Main, Mailing, or Other Address

     Designating an address as the Main, Mailing, or Other address associated to a department allows you to select it to default in various workflows (see Workflow Defaults Configuration).

     Note: The same address can serve as the Main, Mailing, and Other address for a department.

     1. Select the department in the list.
     2. On the menubar or options bar, click Actions and select Change Mailing Address, Change Main Address, or Change Other Address.
     3. A popup window displays, showing all addresses associated to the department. Use the Search where bar to narrow the addresses listed if necessary.
     4. Select the desired address and click Finish. Main, Mailing, or Other displays in the Type column for this address in the Address list.
   • Change Primary Phone Number

     Designating a phone number as a department’s Primary number allows you to select it to default in various workflows (see Workflow Defaults Configuration).

     1. Select the department in the list.
     2. On the menubar or options bar, click Actions > Change Primary Phone Number.
     3. The Change Primary Phone window displays, showing all phone numbers associated to the department. Use the Search where bar to narrow the numbers listed if necessary.
     4. Select the desired phone number and click Finish. Primary displays in the Type column for this number in the Phone list.
   • Change Primary Fax Number

     Designating a fax number as a department’s Primary number allows you to select it to default in various workflows (see Workflow Defaults Configuration).

     1. Select the department in the list.
     2. On the menubar or options bar, click Actions > Change Primary Fax Number.
     3. The Change Primary Fax window displays, showing all fax numbers associated to the department. Use the Search where bar to narrow the numbers listed if necessary.
     4. Select the desired fax number and click Finish. Primary displays in the Type column for this number in the Fax list.
   • Change Primary Email

     Designating an email address as a department’s Primary email allows you to select it to default in various workflows (see Workflow Defaults Configuration).

     1. Select the department in the list.
     2. On the menubar or options bar, click Actions > Change Primary Email.
     3. The Change Primary Email window displays, showing all email addresses associated to the department. Use the Search where bar to narrow the addresses listed if necessary.
     4. Select the desired email address and click Finish. Primary displays in the Type column for this address in the Email list.
   • Change Primary Website

     Designating a website as a department’s Primary website allows you to select it to default in various workflows (see Workflow Defaults Configuration).

     1. Select the department in the list.
     2. On the menubar or options bar, click Actions > Change Primary Website.
     3. The Change Primary Website window displays, showing all websites associated to the department. Use the Search where bar to narrow the websites listed if necessary.
     4. Select the desired website and click Finish. Primary displays in the Type column for this website in the Website list.
   • Print a List of Departments
     1. To print the list of departments, do one of the following:
        • Click the Print button to the left of the list.
        • Click Print > Listview on the options bar.
        • Click File > Print > Listview on the menubar.
     2. Print this list as you would any other document.