Producer/Broker Reassignment

The Producer/Broker Reassignment utility allows you to assign policies and commissions on policies from one producer or broker to another. You may need to run this utility if a producer or broker leaves your organization or moves into a new role. If the commission changes for a particular producer or broker, you can also use the utility to update policies to use the new commission. If your organization has ever enabled Share Revenue (either currently or at any point in the past), you cannot use this utility.

Follow the instructions below to access the utility, set reassignment criteria, preview and run a reassignment, and inactivate or delete a reassignment.

Before running this utility, please be aware of the following:

• While you can reassign policies from a producer or broker who is inactive or non-commissionable, the producer or broker to whom you are reassigning the policies must be active and commissionable.
• Previewing the reassignment is strongly recommended, to verify the changes the utility will make.
• Running a reassignment creates an On Demand report that shows the changes made during that reassignment. You can access the report at any time. However, deleting a reassignment also deletes the corresponding report. For this reason, deleting reassignments is discouraged.

Important! There is no way to undo a reassignment, other than to access each reassigned policy and change the producer/broker or commission manually. Creating a full backup of your data before running this utility is strongly recommended. Additionally, make sure to preview each reassignment before you run it.

Accessing Producer/Broker Reassignment

1. To access Utilities from the Home screen, do one of the following:
• Click Utilities on the navigation panel.
• Click Areas > Utilities on the menubar.
• Click the down arrow next to Home on the options bar and select Utilities.

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

• Click Areas > Utilities on the menubar.
• Click the down arrow next to Home on the options bar and select Utilities.

2. Click Reassign on the navigation panel or Areas > Reassign on the menubar.
3. Click Producer/Broker on the navigation panel.  

Set up the Reassignment

1. To add a new reassignment, click the Add button.
2. Enter a Description.
3. To select the producer or broker to whom you are reassigning policies, click the Add button under Reassign. You will select the producer/broker whose policies you are reassigning to this producer/broker in a later step.
4. The Producer/Broker Reassignment screen displays. Select the Producer or Broker radio button to choose the entity whose policies you are reassigning.
5. Reassignment criteria display in the Criteria – Reassign From list and default to None Selected. You may click the Default to All Selected link label to default all criteria to All (rather than Selected). Since the reassignment cannot be undone, however, it is best to review each criterion and ensure that your selections are accurate.

Set an alphabetical or date range, or select [Open] to [Open]. If necessary, use the Search where options to narrow the list of results.

6. If you are reassigning items from a producer or broker who has commission agreements, select the checkbox next to each agreement you want to include in the reassignment in the Available Commission Agreements frame and click Finish. Optionally select the Include expired checkbox to reassign expired agreements.
7. To select inactive producers or brokers, deselect the Active only checkbox. Leaving this checkbox selected excludes inactive items and entities for the selected criterion.  
8. Once you have defined all options for the necessary criteria, select the Reassign To options:
• To reassign all policies that meet your selected criteria to a different producer or broker without making changes to the commissions, select the Producer/Broker from the dropdown menu.
• To change the commission agreement on all policies that meet the criteria, select the new agreement from the Commission Agreement dropdown menu. To remove existing commission agreements without replacing them with a different agreement, select the <Remove> option. If you do not want to make changes to the commission agreement(s), leave the Commission Agreement dropdown menu blank.
• To change only the commissions but not the assigned producer or broker on the policies that meet your selected criteria, specify a commission Type and then enter the Percent or Amount.
• To reassign the policies to a different producer or broker and change their commissions, select both a Producer/Broker and a commission Type. Enter the new commission’s Percent or Amount.
9. A summary of the changes the utility will make displays for your review. Click Finish to return to the main Producer/Broker Reassignment screen, where you can define additional criteria or schedule the reassignment.

Click Add to save your criteria selections and add a second set of criteria for the reassignment.

Click Cancel to discard your selections.

10. Choose a time to run the utility. Running it when no other users are in the system is recommended. The Scheduling radio button defaults to Now, but you can schedule the utility to run after normal business hours so that it does not encounter locked items or accounts. For more information, see the Run the Reassignment section below.

Important! There is no way to undo a reassignment, other than to access each reassigned policy and change the producer/broker or commission manually. Creating a full backup of your data before running this utility is strongly recommended. Additionally, make sure to preview each reassignment before you run it.

Select the Delivery Options

In Delivery Options, specify who will receive the report listing the items reassigned (as well as any failures that occurred) and set the report output per recipient if necessary. You can use the report to notify recipients that items were reassigned to them, or to allow them to validate the items reassigned. Click the Delivery Options tab.

Your own user account defaults in the Report Recipients list, and Print defaults as the distribution method. If necessary, you can edit default recipient, add other recipients, or distribute the report via email or fax. If you email the report, you can attach it as a PDF or sortable CSV file.

• Edit the default recipient
  1. To change the delivery options for your own copy of the report, click the Edit button.
  2. Print is the default distribution method. To deliver a printed copy of the report, click Finish. To deliver the report by email or fax, proceed to the next step.
  3. If you would like to deliver the report via email, do the following:
  1. Select the Email address associated to the employee account.
  2. Select a file format for the report from the Attach as dropdown menu.
  3. Click Finish to return to the Delivery Options tab.
  4. On the Delivery Options tab, enter a Subject for the email. Optionally enter a Message.
  5. Select a sender address from the From email dropdown menu.
  6. Click Finish.
  4. If you would like to deliver the report via fax, do the following:
  1. Select the Fax # associated to the employee account.
  2. Click Finish to return to the Delivery Options tab.
  3. On the Delivery Options tab, enter a Subject for the fax. Optionally enter a Message.
  4. Optionally select a Cover Page from the dropdown menu. Click the Preview link label to view the selected cover page.
  5. Select a different Language for the cover page if necessary.
  6. Click Finish.
• Add a new recipient
  1. Click the Add button.
  2. Click the lookup button in the Employee field.
  3. The Available Employees pop-up displays. Select a radio button to search for employees by Name or Employee code.
  4. Enter the employee’s name or lookup code in the Locate field (depending on your Locate By selection).
  5. Click the Locate button.
  6. Highlight the employee in the list and click Finish. The employee populates in the Employee field.
  7. Print is the default distribution method. To deliver a printed copy of the report, click Finish. To deliver the report by email or fax, proceed to the next step.
  8. If you would like to deliver the report via email, do the following:
  1. Select the Email address associated to the employee account.
  2. Select a file format for the report from the Attach as dropdown menu.
  3. Click Finish to return to the Delivery Options tab.
  4. On the Delivery Options tab, enter a Subject for the email. Optionally enter a Message.
  5. Select a sender address from the From email dropdown menu.
  6. Click Finish.
  9. If you would like to deliver the report via fax, do the following:
  1. Select the Fax # associated to the employee account.
  2. Click Finish to return to the Delivery Options tab.
  3. On the Delivery Options tab, enter a Subject for the fax. Optionally enter a Message.
  4. Optionally select a Cover Page from the dropdown menu. Click the Preview link label to view the selected cover page.
  5. Select a different Language for the cover page if necessary.
  6. Click Finish.
  10. Click Finish or Add (to add more recipients).

Preview the Reassignment

There is no way to undo a reassignment, other than to access each reassigned policy and change its producer, broker, or commission manually. For this reason, previewing the reassignment before running it is strongly recommended.

1. Click Actions > Preview Pr/Br Reassignment as on the options bar or menubar.
2. Select a file format:

• PDF

  The Print Preview screen displays. Review the report to verify the Pr/Br Reassignment criteria.

  Click Page Setup to specify the print parameters or to change the printer to which the report should be sent. Fill this window in as you would for any other document.
  
  Change the Zoom percentage to change the size of the document on the screen for easier viewing.
  
  Click the Single Page View , Double Page View , and Multiple Page View buttons to specify the number of pages that should display on the screen.
  
  Use the First Page, Previous Page, Next Page, and Last Page buttons to scroll through the pages on the screen, or enter the desired page number in the field provided and press [Enter].
  
  Click the Print button to print the report. The Print window displays. Print this report as you would any other document.
  
  Click Close to exit the screen without printing the report.

• CSV
  1. Browse to the location where you want to save the report and enter a File name.
  2. Click Save.
  3. When prompted to open the file, click Yes.
  4. Review the report to verify the Pr/Br Reassignment criteria.

Run the Reassignment

You can run the reassignment immediately, or schedule it to run at a later time. To run it immediately, select the Now radio button and do the following:

1. Click Actions > Run Pr/Br Reassignment on the options bar or menubar.
2. You are prompted to preview the reassignment if you have not done so already. If you have completed the preview, click Yes to continue.
3. When the reassignment is complete, a report listing the reassigned items (as well as any failures) is sent to any recipients designated on the Delivery Options tab. To review this report after the reassignment has run, click On Demand > Pr/Br Workload Report on the options bar or menubar.

To schedule the reassignment, select the Scheduled radio button and do the following:

1. Update the date and time selections to a future date and/or time.
2. Click Finish.
3. When the reassignment is complete, a report listing the reassigned items (as well as any failures) is sent to any recipients designated on the Delivery Options tab. To review this report after the reassignment has run, click On Demand > Pr/Br Workload Report on the options bar or menubar.

Additional Actions

Inactivate/Reactivate a Reassignment

Inactivating a reassignment removes it from the list and prevents it from running if it is scheduled. If the reassignment has already run, inactivating it removes it from the list while retaining the On Demand report listing the items reassigned. You can view any inactivated reassignments by clicking the Include Inactive link label in the list header.

1. To inactivate a reassignment, click Actions > Activate/Inactivate Pr/Br Reassignment on the options bar or menubar.
2. Click Yes to confirm that you want to inactivate the reassignment.

View the Pr/Br Workload Report

The On Demand Pr/Br Workload Report displays all policies updated by a specific producer/broker reassignment to help you identify the changes made. Each time the reassignment is run, the utility creates a batch. You can select the batches you include in the report to view all changes made by the reassignment or only specific changes. If a reassignment is deleted, so is the report attached to it.

1. To run the report, click On Demand > Pr/Br Workload Report on the options bar or menubar.
2. Select the reassignment you want to view from the Workload dropdown menu.
3. Select the checkbox next to each batch you want to include To select all batches listed (for example, if you want to deselect only a few to exclude them), click the Select All link label.
4. Select a file format for the report and click Finish:

• PDF

  The Print Preview screen displays. Review the report to verify the Pr/Br Reassignment criteria.

  Click Page Setup to specify the print parameters or to change the printer to which the report should be sent. Fill this window in as you would for any other document.
  
  Change the Zoom percentage to change the size of the document on the screen for easier viewing.
  
  Click the Single Page View , Double Page View , and Multiple Page View buttons to specify the number of pages that should display on the screen.
  
  Use the First Page, Previous Page, Next Page, and Last Page buttons to scroll through the pages on the screen, or enter the desired page number in the field provided and press [Enter].
  
  Click the Print button to print the report. The Print window displays. Print this report as you would any other document.
  
  Click Close to exit the screen without printing the report.

• CSV
  1. Browse to the location where you want to save the file and enter a File name.
  2. Click Save.
  3. When prompted to open the file, click Yes.
  4. Review the report.

Edit a Reassignment

You can edit a reassignment to modify its description, criteria, or delivery options. If you modify criteria, preview the reassignment again before running it.

1. Select the reassignment.
2. Click the Edit button  to the left of the list.
3. Revise the Description if necessary.
4. To modify the criteria, follow the instructions in the Set up the Reassignment section above.
5. Click Finish.
6. If you edited the criteria, click Actions > Preview Pr/Br Reassignment as on the options bar or menubar and review the criteria carefully before continuing.

Delete a Reassignment

Running a reassignment creates a report documenting the producer/broker and commission information that the utility changed. Deleting a reassignment after it has run deletes this report. While you may want to delete a reassignment that you have not yet run (for example, if you created it in error), deleting completed reassignments is discouraged. If a reassignment has already run, inactivate it instead. Inactivation allows you to retire completed reassignments without removing them or their reports from the system.

If you are sure you want to delete a reassignment and its associated report, do the following:

1. Select the reassignment.
2. Click the Delete button  to the left of the list.
3. You are prompted to confirm the deletion. Click Yes.

Print a list of Reassignments

1. Click the Print button  to the left of the list.
2. The Print window displays. Print this list as you would any other document.