Distribute a File Using the Applied Epic Document Writer

Attach and distribute files from external applications by selecting the Epic Document Writer as the printer. Attach files using the Via option Attach Without Distributing, and schedule the distribution of these files to recipients via email and/or fax, or just print a hard copy.

If you access Applied Epic through a web browser, you cannot use the Epic Document Writer as a printer to attach and distribute files, but you can still distribute files by attaching them into Epic and performing the Distribute Attachments action. See the specific instructions in the Distribute Files in Epic Browser section.

1. From any third-party application with printing capabilities (e.g., Microsoft Word, Adobe Reader), access the Print option.
2. Choose Epic Document Writer from the list of available printers and print drivers.

3. Click Print (if the file does not print automatically). The Distribute Files screen displays. All files available for distribution display in the Available Files list.
   
   Note: The PDFs in the Available Files list are not specific to your Applied Epic user account. They are specific to your Windows login.

The Available Files list purges every seven days. This is a system-wide setting and cannot be modified.

4. Highlight the files you wish to distribute. To select multiple files, hold down the [Ctrl] key while making your selections. A preview of the document, image, etc. displays in the Preview pane once you click it to help you ensure that it is the correct file and that it displays correctly.
   
    You can select multiple files to move to the Selected Files list.
   1. In the Available Files list, click one of the items you want to select.
   2. Hold down the [Ctrl] key while clicking the files you want to move. 
   3. Click the Select file button . The selected files display in the Selected Files list. 

Note: You can also delete multiple files. In the Available Files list, hold down the [Ctrl] key while clicking the files you want to delete and then click the Delete button. You are prompted, "Are you sure you want to delete the file(s)?" Click Yes.

5. Click the Select file button to move the file(s) to the Selected Files list.
   
   Note: To move all files into the Selected Files list, click the Select all files button. You can also select all files by holding the [Shift] key and clicking on the first and last items in the list. Because this moves all of the available files into the list, all available files will be distributed. If you have moved a file (or files) in error, highlight the files and click either the Deselect file or Deselect all files button.

6. Once you have moved your desired file(s) to the Selected Files list, click the Distribution tab to begin the process of distributing them.
7. On the Distribution tab, define recipient parameters to distribute files to the correct entity. To select recipients, click the Add button next to the Distribute Files To list. The Who to Contact pop-up displays.
8. Search for a contact by first selecting the Account type from the dropdown menu.
9. Enter the recipient's Lookup code if you know it. If you do not know the complete lookup code, enter the first three letters and click the lookup button .
10. A pop-up window displays, listing all available matches for the full or partial lookup code you entered. Select the appropriate entity and click Finish.
    
    Note:  If you are still unsure or have received multiple results, you can filter the list using the Search where options.
11. All contacts associated to the lookup code populate in the Contact list.
1. To distribute to only one contact, click the Finish button.
2. To distribute to multiple contacts, repeat steps 2-4 as necessary.
12. Once you have designated your distribution recipients, click the Finish button to close the Who to Contact pop-up. The Account populates in the Distribute Files To list.
13. Make a selection in the Attach To dropdown menu. The Account defaults, but you can also attach files at the policy level, line level, claim level, etc. 
14. If you select Account, the selected account code displays in the field. If you select anything other than Account, click the lookup button to the right of the field. Select the correct entity in the list that displays and click Finish.
    
    Note: Select the Include History checkbox to include history items in the list.
15. Select your desired delivery method from the Via dropdown menu:
    • Attach without Distributing

      The document, image, etc. attaches to the account you selected in the Distribute Files To window without a distribution method (fax, email, print).

    • Email  

      1. In the Email/Fax Details frame, select the sender’s email address from the From dropdown, or click the Change Sender link label.

      If you click Change Sender, the Change Sender pop-up window displays.

      1. Select an email address from the dropdown.

      2. Click Finish or press [Enter] to accept the changes, or click Cancel to discard them.

      2. The highlighted contact’s email address populates the To field, but you can enter additional email addresses manually if necessary (separating them with semicolons), or click the To button to open the Contact Address Book.

      3. If necessary, enter Cc and Bcc email addresses (separating multiple addresses with semicolons), or click the Cc or Bcc button to open the Contact Address Book.

      4. Enter a Subject for the email.

      5. Enter a Message to display in the body of the email. Use the formatting ribbon to format text and add images or links if necessary. Hover over each button to display its function in a tooltip.

      6. If necessary, select a Template to apply to the email. The Branding Profile and Email Signature associated to the selected template default, but you can change these dropdown menu selections if necessary.
         To restore the default Email Signature (or clear the signature if no default is set), click the Refresh link label.

      To preview the email, select Show message as the recipient will see it. If the selected Template includes merge variables, the variables populate in the preview so you can see the message as the recipient will.

      7. In the Delivery Options frame, choose to send the email Now or Schedule it to send later. If you choose Schedule, enter a date and time for the email to send.

      8. Click the Preview button to display any attachments that will be included with the email.

    • Fax
      1. You are prompted, "A sender must be defined for the outgoing fax." Click OK.
      2. In the Change Sender pop-up window, enter a Name or select a Name from the dropdown menu. Complete the remaining fields and click Finish or press [Enter].
      3. Enter the Fax number if it does not default.
      4. Enter a Subject for the fax.
      5. Optionally enter a Message to print on the fax cover sheet.
      6. Select a fax Cover page.
      7. 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. To see a preview of the fax cover page, click the Preview link label to the right of the field.
      9. To change the name of the person sending the fax, click the Change Sender link label. In the window that displays, select a Name, complete the other pertinent fields, and click Finish or press [Enter].
      10. Choose to send the file Now or Schedule it to be sent later. If you choose Schedule, enter a date and time for the file to be sent.
      11. Click Finish.
    • Print

      The Printer field populates with the default printer defined for your Applied Epic account. To print to a different printer, click the Change Printer Settings link.

16. Click the Finish button if you are satisfied with the parameters you have defined.
17. A confirmation message displays. Click Yes to continue, or No to go back and make changes on the Distribution tab.

Distribute Files in Epic Browser

If you access Applied Epic through a web browser, follow the steps below. If you use the Applied Epic Desktop Client, refer to the steps for the Epic Document Writer above.

1. Locate the account and access the Attachments area.
   1. To access Accounts from the Home screen, do one of the following:
   • 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 Locate 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 Locate on the options bar.

   2. Select a Locate account and Locate by option.
      
      Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
   3. Select any applicable checkboxes to the right.
   4. Enter the first few letters of the name, lookup code, phone number, etc. (depending on your Locate by selection) and press [Enter] or click Locate.
   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.
   6. Highlight the desired account in the Results list.
   7. Click Attachments on the navigation panel or Areas > Attachments on the menubar.
2. Browse to the file(s) that you want to add to the account and drag and drop them onto the Attachments list.
3. The Attach To screen displays. Fill out the detail for the attachment(s) and click Finish.
   
   See the Add an Attachment – Drag and Drop workflow for step-by-step instructions on completing the Attach To screen.
4. If you need to convert the files to PDF or merge them into a single file, do the following:
1. Select the file(s) in the Attachments list. Use the [Ctrl] or [Shift] key to make multiple selections.
2. Do one of the following:
• Click Actions > Convert to PDF on the options bar.
• Click Actions > Convert to PDF on the menubar.
• Right click the attachment and select Convert to PDF.
3. To merge the files into a single PDF, select the Combine files into one PDF checkbox, then enter a Description for the PDF.
4. Click Finish.

For more information on converting files to PDF, see Convert an Attachment to PDF.

5. Select the file(s) to distribute in the Attachments list.
6. Do one of the following:
• Click Actions > Distribute Attachments on the options bar.
• Click Actions > Distribute Attachments on the menubar.
• Right click the attachment and select Distribute Attachments.
7. The Distribute Attachments screen displays. On the Attachments tab, you can view a list of attachments selected for distribution or add or remove attachments for distribution. Make updates to the list of attachments if necessary, then click the Distribution tab.
8. To add recipients, click Add in the Recipients frame.
9. Contacts for the selected account display in the Who to Contact pop-up window. The current Account Type and Lookup code default, but you can change them if necessary. Click on a contact in the list and click Finish to add the contact to the Recipients list.
10. Make a selection in the Attach To dropdown menu.
1. If you make a selection other than Account, click the lookup button in the adjacent field.
2. Select the Include closed checkbox to display closed items in the list.
3. Click to highlight the desired item in the list.
4. Click Finish or press [Enter].
11. In the Delivery Options section, make a Via selection to specify how the attachment(s) will be distributed:
• Print

  In Epic Browser, install and use the Print Center to manage print outputs and assign a single printer for all pending print jobs. See Printing for more information about the printing capabilities available from Epic Browser.

  In the Delivery Options frame, choose to deliver the file Now or Schedule it to print later. If you choose Schedule, enter a date and time for the file to print.

• Email
  1. In the Email/Fax Details frame, select the sender’s email address in the From dropdown, or click the Change Sender link label.

  If you click Change Sender, the Change Sender pop-up window displays.

  1. Select an email address from the dropdown.
  2. Click Finish or press [Enter] to accept the changes.

  2. The highlighted contact’s email address populates the To field, but you can enter additional email addresses manually if necessary (separating them with semicolons), or click the To button to open the Contact Address Book.
  3. If necessary, enter Cc and Bcc email addresses (separating multiple addresses with semicolons), or click the Cc or Bcc button to open the Contact Address Book.
  4. Enter a Subject for the email.
  5. Enter a Message to display in the body of the email. Use the formatting ribbon to format text and add images or links if necessary. Hover over each button to display its function in a tooltip.
  6. If necessary, select a Template to apply to the email. The Branding Profile and Email Signature associated to the selected template default, but you can change these dropdown menu selections if necessary.
     
     To restore the default Email Signature (or clear the signature if no default is set), click the Refresh link label.
     
     To preview the email, select Show message as the recipient will see it. If the selected Template includes merge variables, the variables populate in the preview so you can see the message as the recipient will.
  7. In the Delivery Options frame, choose to send the email Now or Schedule it to send later. If you choose Schedule, enter a date and time for the email to send.
  8. Click the Preview button to display any attachments that will be included with the email.
• Fax
  1. Enter the Fax number if it does not default.
  2. In the Email/Fax Detail section, enter a Subject for the fax.
  3. Optionally enter a Message to print on the fax cover sheet.
  4. In the Email/Fax Options section, select a fax Cover page.
  5. 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.
  6. To see a preview of the cover page, click the Preview link label to the right of the field.
  7. If you want to change the name of the fax’s sender, click the Change Sender link label. In the window that displays, select a new Name, fill in the other pertinent fields, and click Finish or press [Enter].
  8. In the Scheduling section, choose to send the file Now or Schedule it to send later. If you choose Schedule, enter a date and time for the file to send.
12. Repeat the Distribution tab steps above for each additional recipient.
13. Click Finish to distribute the selected attachments.