eDocs & Messages

eDocs & Messages Download allows you to process notifications and attachments from carriers using Ivans. eDocs & Messages provide an automated method for routing carrier messages and attachments, so you can focus more effort on client and account management.

Once processed into your system, eDocs and messages are either sent to Suspense for manual assignment or automatically routed to the intended employee's Activities list (depending on the options you have configured).

If the Instant option is enabled for eDocs & Messages download in Mailbox Configuration, you do not need to use the eDocs & Messages action, as your system retrieves eDocs and messages automatically from your Ivans mailbox throughout the day.

1. From the Home screen, do one of the following:

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

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 Procedures.
   • Click Home > Procedures on the menubar.
2. Click Interface Management > Assign Items in Suspense on the navigation panel.
3. Click Actions > eDocs & Messages to retrieve eDocs & Messages from your Ivans mailbox.
4. eDocs & Messages that are configured to automatically accept attempt to match to the policy/account/customer/Carrier Submission. eDocs & Messages configured to go directly to Suspense will route to eDocs & Messages Suspense.
5. The list at the top of the page is where you specify where (or to whom) the communication log will be sent. Current User, meaning the person who is running the report, is a report recipient automatically. You can do the following here:
• Add a Recipient
  1. Do one of the following:
  • Click the Add button .
  • Press [Insert] on your keyboard.
  2. Choose  the recipient's Name in the dropdown menu.
  3. Select the Notify Only checkbox to provide only a notification and not a copy of the log.
  4. Click the Change Notification Settings link label if applicable.
     1. Select the appropriate radio button:
     • Notify only if successful
     • Notify if successful or unsuccessful
     • Notify only if unsuccessful
     2. Click Finish or press [Enter].
  5. If you do not select the Notify Only checkbox, choose the Printer, Email, and/or Fax # to which to send the document, or type the information into the appropriate field.
     
     If you send the document to an email address, select the report format in the Attach as dropdown menu:
  6. If any the recipient is to receive the document via email or fax, enter an  Email/Fax Subject.
  7. If the recipient will receive the document via fax, select a Cover page in the dropdown menu. To change the Language of the selected Cover page, select it from the Language dropdown menu.
     
     Note: You must set up a Cover page in all desired languages in Fax Cover Page Configuration to make these languages available for selection from this dropdown menu.
  8. Click Finish to save the changes.
     
     Click Add to add another recipient.
     
     Click Cancel to close the window without adding the recipient.
• Edit Recipient Information
  1. Click on the name of the recipient whose information you want to change.
  2. Do one of the following:
  • Click the Edit button .
  • Double click the recipient name.
  3. Select the Notify Only checkbox to provide only a notification and not a copy of the log.
  4. Click the Change Notification Settings link label if applicable.
     1. Select the appropriate radio button:
     • Notify only if successful
     • Notify if successful or unsuccessful
     • Notify only if unsuccessful
     2. Click Finish or press [Enter].
  5. If you do not select the Notify Only checkbox, choose the Printer, Email, and/or Fax # to which to send the report, or type the information into the appropriate field.
  6. If you send the document to an email address, select the report format in the Attach as dropdown menu:
  7. If the recipient is to receive the document via email or fax, enter an  Email/Fax Subject.
  8. If the recipient will receive the document via fax, select a Cover page in the dropdown menu. To change the Language of the selected Cover page, select it from the Language dropdown menu.
     
     Note: You must set up a Cover page in all desired languages in Fax Cover Page Configuration to make these languages available for selection from this dropdown menu.
  9. Click Finish to save the changes.
     
     Click Add to add another recipient.
     
     Click Cancel to close the window without adding the recipient.
• Delete a Recipient
  1. In the list, click on the recipient that you want to remove.
  2. Click the Delete button .
6. In the Scheduling section, opt to run the report Now, or Schedule the report to run later.
7. If you choose Schedule, enter a date (or choose a date from the dropdown calendar) and time for the report to run. Select the correct Recurrence option:
   • One Time Only
   • Every Weekday (M-F)
   • Daily
   • Weekly
   • Monthly
   • Quarterly
   • First Day of the Month
   • Last Day of the Month

If you choose anything but One Time Only, the email is sent automatically at the chosen interval at the time indicated in this section; you should consider setting up lengthier emailed reports to run after business hours.

8. Click Finish to run the update, and then click OK on the Submitted for processing message.
   
   Click Cancel to exit the screen without running the update.

9. Review your Communication Log once the update finishes processing. If it indicates that there are items in Suspense, proceed to Suspense to process those items.