Add a Memo

Use the following steps to add a Pending or Titled memo. Pending memos are added to the Pending tab for this particular client. Once they are printed, they are moved to the History tab. Titled memos are like formletters; they are basic messages that you are likely to send multiple times. These are stored on the Titled tab for each file of this type (for example, if you add a Titled memo for a customer, that memo is available on the Titled tab of each customer's Memo List).

Pending

1. At Home Base, click Clients & Files.
2. From the dropdown menu above the list, select the entity type.
3. Select the desired client or file in the list.
4. Click the Memo List button on the button bar.
5. Click the Add button directly below the button bar.
6. The Titled Memos screen displays the list of stock memos installed in your system for this entity type. Highlight a titled memo if any apply. Click Yes to use the titled memo, or No to type a freeform memo.
   
   Note: If you do not have any titled memos installed for this entity type, no titled memos display. Depending on the type of entity this memo is for, you may also be prompted to select a policy, Company Address, or Agency and Branch to associate the memo to. Your selection here will still apply even if you click No to decline to use a Titled memo.
7. If this memo is for a customer or prospect, select the radio button for the corresponding Type of memo you are creating. Depending on the type you select, you may need to make an additional selection from the list on the right.
   • Customer (or Prospect): Memo is addressed to customer (or prospect)
   • Company: The ICO's or BCO's name and address display on the memo next to the client's name and address, and a copy of the memo is sent to the company.
   • Lienholder: The lienholder's name and address display on the memo next to the client's name and address, and a copy of the memo is sent to the lienholder.
   • Miscellaneous: Use if no other type applies. The client's name and address display on the memo, but you may change the recipient if necessary.
   • Broker: The broker's name and address display on the memo next to the client's name and address, and a copy of the memo is sent to the broker.
   • Producer: The producer's name and address display on the memo next to the client's name and address, and a copy of the memo is sent to the producer. 
   • Employee: The employee's name and address display on the memo next to the client's name and address, and a copy of the memo is sent to the employee.
   • Finance Company: The finance company's name and address display on the memo next to the client's name and address, and a copy of the memo is sent to the finance company.
   • Vendor: The vendor's name and address display on the memo next to the client's name and address, and a copy of the memo is sent to the vendor.
   • Change Request: Use for non-CSIO policy change requests to the company. The respective insurance carrier's name and address display next to the client's name and address, and a copy of the memo is sent to the company.
   • All Company: All customer companies are displayed next to the client's name and address, and a copy of the memo is sent to each company listed.

8. Click OK to open the New Memo Detail.
   
   The upper left corner of the screen contains the client information attached to the memo. Click the checkbox in the upper right corner to Add an Activity for the memo.
   
   The Date field defaults to the current system date. The Policy field contains the policy number of the policy associated with the memo (if applicable).
9. Type a salutation and the addressee's name (if the addressee's name has not defaulted) in the field below the Date field.
10. Type the memo topic in the RE field.
11. Type the body of the memo in the text window. The spell checker I-bar cursor allows you to verify the correct text spelling.
12. Type the sender's name in the From field.
13. Click OK.

14. Click Yes to revise the record. The new memo is filed in the Pending list. To print it immediately, see Print Memo.
    
    Note: If the Add an Activity radio button was selected in step 9 above, the Activity Detail screen displays. Complete the Activity Detail screen and click OK to file the new activity with the memo.

Titled

1. At Home Base, click Clients & Files.
2. From the dropdown menu above the list, select the entity type.
3. Select the desired client or file in the list.
4. Click the Memo List button on the button bar.
5. Click the Titled tab.
6. Click Add below the button bar.
7. Type the Titled Memo Name in the space provided and click OK.
8. On the New Memo Detail screen, type the default memo topic (RE field) and body for the titled memo in the corresponding fields. The current TAM user code defaults in the From field.
   
   Note: Data cannot be merged into the body of a memo. You should add a formletter if this is required.

9. Click Yes to revise the record and file the new titled memo.