Using Sticky Notes

You can add a sticky note to an area of an account (e.g., a client's contact area or detail for an employee), a specific item on the account (e.g., a policy, binder, or claim), or an area in the program (e.g., claims reports or unrouted attachments). The note displays when the area is accessed.

You can do the following with sticky notes:

• Add a Sticky Note
  1. From a screen in Accounts, Configure, General Ledger, Procedures, Reports/Marketing, or Utilities, do one of the following:
     • Click New > Sticky Note on the options bar.
     • Click File > New > Sticky Note on the menubar.
     • Press [F12] on your keyboard.
  2. Type the desired information on the sticky note that displays.

  

   

  If the note is longer than the note area, a scroll bar displays.

  

• Add Additional Sticky Notes

  1. Locate the existing sticky note and do one of the following:

     • Click New > Sticky Note on the options bar.

     • Click File > New > Sticky Note on the menubar.

     • Right click the sticky note and select New.

     • Click on the sticky note and press [Ctrl]+N on your keyboard.

     • Click the plus sign on the sticky note.

  

  2. Type the desired information on the new sticky note that displays.
     
     If the note is longer than the note area, a scroll bar is added.

  

• Assign a Priority to a Sticky Note

  To assign a high priority to a sticky note or remove a high priority from a sticky note, locate it and do one of the following:

  • Right click the sticky note and click High Priority.
  • With focus on the sticky note, press [Ctrl]+H.
• Change a Sticky Note's Color

  Your agency may choose to color-code sticky notes. Locate the sticky note and do one of the following:

  • Right click the sticky note, click Color, and select the desired color.
  • With focus on the sticky note, press the key combination corresponding to the desired color:
  • • Yellow: [Ctrl]+1
    • Pink: [Ctrl]+2
    • Green: [Ctrl]+3
    • Blue: [Ctrl]+4
    • Purple: [Ctrl]+5
    • Aqua: [Ctrl]+6
• Change a Sticky Note's Opacity

  Right click the sticky note, click Opacity, and select the desired percentage:

  • 20%
  • 40%
  • 60%
  • 80%
  • 100%
• Edit a Sticky Note

  To edit a sticky note, locate and double click it.

  If you right click a sticky note and select Edit, the following options are available:

  • Spell Check
  • Undo
  • Cut
  • Copy
  • Paste
  • Delete
  • Select All
• Hide/Show a Sticky Note

  To hide or show a sticky note, do one of the following:

  • Right click the sticky note and click Hide.
  • Click the double arrow button in the top right corner.

  

  

• Move a Sticky Note

  To move a sticky note around the screen, click the top of it and drag.

• Save a Sticky Note as an Activity

  1. To save a sticky note as an activity, do one of the following:

     • Right click the sticky note and select Save as Activity.
     • With focus on the sticky note, press [F9].
  2. The Add Activity window displays. In the Add to dropdown menu, select the item to which you want to add the activity:
  • Account: Click to highlight the appropriate account.
  • Bill: Enter the Bill #.
  • Claim: Click to highlight the appropriate claim.
  • Line: Select the Include history checkbox if you would like to add an activity for an item that is in History. Click to highlight the appropriate line of business.
  • Policy: Select the Include history checkbox if you would like to add an activity for an item that is in History. Click to highlight the appropriate policy.
  • Transaction: Enter the Transaction #.
  3. Click Continue.
  4. If necessary, select an activity Category to filter the activity codes available.
  5. Select an activity Code. If you selected a Category, the activity codes available are limited to those associated with that activity category.
  6. The priority defaults to Normal. You can change the priority to Low or Urgent if necessary.
  7. Indicate whether the Who/Owner is an Employee or Work Group, and then select an employee or work group from the dropdown menu.
  8. To add the activity to the Who/Owner's email calendar or email tasks, make the appropriate selection in the Update dropdown menu.
  9. Enter a Follow-up/Start date and time. Click the down arrow to the right of the date field to choose a date from the dropdown calendar.
  10. Optionally enter a Follow-up end date and time and a Reminder date and time.
  11. If they do not default, choose an Issuing company and Premium payable entity if applicable.
  12. The account name defaults in the Name field. Click the lookup button to select a different contact for the selected account. You can also delete the account name and type the new name in the field.
  13. Select the appropriate contact method in the Contact Via dropdown menu. The choices are Email, Fax, Mail, and Phone.
  14. The activity's status is open by default. To close the activity, do the following:
      
      
      1. Select the Closed radio button.
      2. Choose Successful or Unsuccessful in the Closed dropdown menu.
      3. Optionally enter an Actual time (in Hours and Minutes) that was spent on this activity.
      4. Optionally enter the Actual cost of this activity.
  15. Optionally enter a note in the text box.
  16. Choose the appropriate Access level.
  17. You can click Finish or press [Enter] to end the workflow at this point. However, it is advisable to click Detail and add the rest of the activity information at this time.
      
      Click Detail to add more information. Continue to step 18.
      
      Click Cancel or press [Esc] to exit the workflow without saving the information. You are prompted, "Do you wish to discard changes?" Click Yes.
  18. The Activity Detail screen displays. The fields at the top of the screen and on the Detail tab reflect the information entered when the activity was added. You can update these fields if necessary.
      
      The screen contains three tabs:
  • Detail

    The Detail tab contains the following sections:

    • Detail

      The Detail section of the Detail tab contains the Follow-up Start date and time, End date and time, and Reminder date and time. You can revise this information if necessary.

      The Issuing company, Premium Payable type (carrier, external broker, or internal broker), and Premium Payable account associated with the activity can also be changed if applicable.

    • Who to Contact

      In the Who to Contact section, you can change the person to contact in regards to the selected activity and specify how to contact them.

      1. The Who to Contact frame populates based on the options your organization has configured. If necessary, you can manually update the contact: click the lookup button to open the Who to Contact pop-up window, and then select a contact. To narrow your lookup results, you can clear the contact’s name, enter a new name in the field, and click the lookup button .

         1. The Account type and Lookup code default from the account associated to the activity. To select a different account, select an Account type and click the Lookup code button .
         2. Narrow the list of contacts for the selected account if necessary.

            To narrow the list of contacts, use the Search where bar above the list.

            

            The choices available in the second dropdown menu depend on the selection you make in the first dropdown menu.

            • Equals: Enter the search criterion (e.g., the full name) in the field, or select the date from the dropdown calendar (if applicable). Click Find.
            • Contains: Enter at least one character of the search criterion (e.g. part of the name) in the field. Click Find.
         3. All of the account’s contacts display in the list. Click a column header to sort by that column.
         4. Click a contact in the list to select it.
         5. Select a method of communication from the Contact at dropdown menu. The same phone number may be listed twice if the contact has the same number designated for phone and SMS.
         6. Click Finish to apply your contact Name and Contact Via selections to the activity.

         Click Cancel to close the pop-up window without applying changes.

      2. The Contact Via method for the contact defaults, but you can change it if necessary:
      1. Select a contact method from the Contact Via dropdown menu. If the contact has an email address or a fax, phone, or SMS number saved, it populates in the field beside the Contact Via menu.
      2. If necessary, you can enter a different email address, fax number or phone number for this activity. Any update you make only affects this activity and does not save to the contact.
         
         Note: You cannot update the SMS phone number in this area, because SMS messaging requires an explicit opt-in from the contact. You can update SMS and other contact method information in Contact Detail.
    • Notes

      1. To add a note, click the Add button to the left of the Notes list.

      2. Choose an Access level, type your note in the large text box, and click Finish or press [Enter].

  • Tasks

    You can take the following actions on the Tasks tab:

    • Add a Task
      1. Do one of the following:
         • Click the Add button to the left of the list.
         • With focus on the list, press [Insert].
      2. Enter a Task description.
      3. Optionally select an Owner type.
      4. If you chose Specific Person as the Owner type, choose the Specific person.
      5. Change the Status if applicable.
      6. Optionally enter a Start date and time.
      7. Enter a Due date and time if applicable.
      8. If you are adding a task note, choose an Access level for the note.
      9. Type the note.
      10. Click Finish to complete the workflow and close the Add Task window.
          
          Click Add to add another task immediately.
          
          Click Cancel to close the window without adding the task.
    • Edit a Task
      1. Click the task in the Tasks list.
      2. Click the Edit button to the left of the Tasks list.
      3. You can change any field(s) in the Update Task window.
    • Task Notes

      To add a note, click the Add button to the left of the list. In the Add a Note pop-up window, select an Access level for the note. Only employees with the selected access will be able to view the note.

      Type the note in the box and click Finish.

  • Further Actions

    This tab gives information on further actions that are associated with this activity.

  19. When you have made the desired changes, do one of the following:
      
      
      • Click Save on the options bar.
      • Click File > Save on the menubar.
      • Press [Ctrl]+S.
• Set a Sticky Note's Expiration Date
  1. Right click the sticky note and click View Details.
  2. Select the Expires checkbox.
  3. Enter a date in the field provided, or choose a date in the dropdown calendar.
• Scroll through Sticky Notes

  To scroll through the sticky notes on a screen, click the left arrow (<) and right arrow (>) buttons.

  

• Spell Check a Sticky Note

  Do one of the following:

  • Right click the sticky note and click Edit > Spell Check.

  • With focus on the sticky note, press [F7].

• View Sticky Note Detail

  Right click the sticky note and click View Details.