Rename Codes for Employees

This document outlines the steps to follow when an employee changes his or her name and you wish to change the employee's name and codes in TAM.

Please keep the following information in mind:

• The activities that a user sees on the Home Base are tied to the "Who to Follow-Up" code that TAM automatically created when the user was added into Security Manager. This follow-up code uses the same characters as the operator ID. In the Define WHO to Follow-Up Codes list under the Field Defaults Utility, this follow-up code is listed with the phrase "TAM_USER" next to it. When you add a person into TAM as a Producer, you have the option to add that producer code as a follow-up code. If a person has more than one follow-up code, he or she will not see all of his/her activities at a glance on the Home Base because he/she can only view one code (the TAM_USER who code), or one code at a time (depending on the user's rights).
• If you run reports to generate activities or generate letters that generate activities, remember that activity follow-up is based on CSR or Producer. That CSR or Producer's WHO code must match the CSR or Producer code. To see activities created by reports on Home Base, use the same two-character code for the Operator ID, CSR Code, Producer Code, and WHO Code.
• The Rename Codes and Change Activity File utilities can be queued to run after hours during Night Utility Job System.
• The Rename Codes utility renames codes on open/current items and also on closed/history items. This utility renames codes in all areas of TAM, including activities.
• The Change Activity File utility only changes open activities, not closed activities.

As there are several places where the name and code must be renamed, this document is broken down into the following steps which should be completed in this order:

1. Rename the CSR Code, Operator ID, Producer Code, and/or Employee Code
2. Rename the Who to Follow-Up Code on Open Activities
3. Change the Producer and/or Employee Name
4. Change the CSR Name and/or Who to Follow-Up Name

Scenario: A female CSR got married, and you would like to change her user information. In this example, Lisa Oldname with code LO becomes Lisa Newname with code LN.

Rename the CSR Code, Producer Code, and/or Employee Code and change the OPID

If this individual has a CSR, Employee, and/or Producer code that needs to be changed, complete the following:

1. Access Start, Programs, Applied Systems, Utility Manager.
2. Expand the General folder.
3. Highlight Rename Codes and click the Continue arrow.
4. If you receive a message stating, "Please notify the following stations that they must exist TAM," this means that users are in TAM and renames can only be queued.
   1. To request that the users exit the system, click Send Message. Make any necessary changes to the default message and click OK to alert all the users in the list. As users exit the system, click Refresh to update the list of users who are still logged in.
   2. Click Cancel to queue a rename. Click Yes in response to "Unable to create Global Lock. Do you wish to queue for Night?"
5. Select an entity type, e.g., CSR, from the Rename Type dropdown list.
6. Enter the current code in the Current field. Double click in the field to select from a list of codes.
7. Enter the new code in the New field.
8. Click Accept. The CSR rename appears in the menu below. If you receive the "You must click on queue to save changes" message, click OK.
9. Return to step 5 and rename the Employee's Operator ID.
10. You have three options:
    • More Renames: (e.g., Employee code or Producer code) - Return to step 5 to select another entity type from the Rename Type dropdown list and continue from there.
    • Start the Rename Now: (This option is only available when nobody is in TAM.) Click Start to continue with the rename immediately.
    • Queue the Rename to Run in Night Utility Job System:
    • 1. Click Options > Queue and then Exit.
      2. Expand the System Administrative, Night Utility Job Setup folder in Utility Manager.
      3. Select Night Utility Job System Setup.
      4. Click the arrow to continue.
      5. Select the day of the week on which the change is to occur, and click Edit.
         
         Note: If Night Utility Job System, day and start time, is set to begin processing after 11:59 p.m. and the following day is regularly selected when launching Night Utility Job System, take this into account when selecting the day.
      6. Under Available Jobs, select Maintenance Options. A warning message may display. After reading it, click OK.
      7. Select Rename Codes.
      8. Click Apply and OK to save the changes and close the Job Setup window.
11. When finished, click Exit to exit the Rename Codes utility.

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Rename the Who to Follow-Up Code on Open Activities

Note: Before running any rename, verify that you have a current and valid backup of your TAM files. 

1. From the Home Base, click the Utilities button.
2. Expand the General folder.
3. Expand the Field Defaults folder.
4. Highlight Define WHO to Follow-Up Codes.
5. Click the arrow to continue.
6. Select the old code in the list and click Revise. You enter a Description warning users not to use this code. Click OK to save your changes.
7. Click Add to enter the new code, then click Add again.
8. The new code now appears in the list. Click Cancel to close the Define Who to Follow-Up Codes screen.
9. Click File, Exit to close the Utility Manager window.
10. With all users out of Reports, access Start > Programs > Applied Systems > TAM Reports Reindex.
11. Click Yes in response to the "OK to build indexes?" question.
12. With the TAM Reports Reindex completed, re-open The Agency Manager.
13. Access Reports.
14. For Report Type, select Reports-Activity. For Report Choices, select Change Activity File Utility. 
15. Click the Criteria tab.
16. Set the first criteria option, Field to Change, to Who Should Follow-Up. When prompted for the Who code, select the NEW Who code (for this example, LN).
17. Set the second criteria option, Who to Follow-Up, to the OLD code (for this example, LO).
18. Check other selections:
    • Any Sort may be selected.
    • The Output Detail should be Full.
    • The Extra Criteria should be None.
    • All other criteria items should be set to All.
19. Click Run. 
20. Answer Yes for Data Preview. 
21. From this screen, select the activities that should not be changed by clicking on the left box. Click OK when you are finished. 
22. You have the option to Preview, Print, or Cancel displays. Selecting Cancel begins the queuing process. Preview displays a list of activities to change. Print prints the list of activities to change.

    Note: It is recommended that you print the list of activities that will be changing, review this list, and contact Support if you find that the list is incorrect prior to the change taking effect during Night Utilities.

23. When Cancel is selected, click OK in response to "Spool these changes to run during Night Utilities?" This utility cannot be run immediately; it must be queued for Night Utilities. 
24. Click OK to the "Changes successfully spooled for Night Utilities!" message. 
25. Click File, Exit to exit Reports. 
26. From the Home Base, click the Utilities button. 
27. Expand the System Administrative, Night Utility Job Setup folder in Utility Manager.
28. Select Night Utility Job System Setup.
29. Click the arrow to continue.
30. Select the day of the week on which the change is to occur, and click Edit.
    
    Note: If Night Utility Job System, day and start time, is set to begin processing after 11:59 p.m. and the following day is regularly selected when launching Night Utility Job System, take this into account when selecting the day.
31. Under Available Jobs, select Batch Change Activity File.
32. Click OK. Click Yes to save changes and run Night Utility Job System Setup as usual. When Night Utility is run for the day of the week selected to process the activity changes, the activity file is updated.

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Change the Producer and/or Employee Name

• To change the Producer Name, complete the following steps:
• 1. Access Clients & Files in TAM.
  2. Click the dropdown list and select Producers.
  3. Highlight the producer in the list.
  4. Click Detail.
  5. Change the Name on the Producer Detail screen.
  6. Click OK to save the change. Click Yes in response to "OK to Revise Record?"
• To change the Employee Name, complete the following steps:
• 1. Access Clients & Files in TAM.
  2. Click the dropdown list and select Employees.
  3. Highlight the employee in the list.
  4. Click Details.
  5. Change the Name on the Employee Detail screen.
     Note: If the individual is listed in the Employee File, the codes listed in the System Codes pane may need to be updated as well. It is important to have the correct codes listed in System Codes for the TAM Receptionist and Employee In/Out Box to function properly.
  6. Click OK to save the change. Click Yes in response to "OK to Revise Record?"

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Change the CSR Name and/or Who to Follow-Up Name

1. From the Home Base, click the Utilities button.
2. Expand the General folder.
3. Expand the Field Defaults folder.
4. Change the CSR Name:
   1. Highlight Define Customer Service Reps.
   2. Click the Continue arrow.
   3. Highlight the CSR in the list and click Revise.
   4. Change the Name in the Desc field and click OK.
   5. Click Cancel to exit the Define Customer Service Reps window.
5. Change the Who to Follow-up name:
   1. Highlight Define Who to Follow-up Codes.
   2. Click the Continue arrow.
   3. Highlight the code and click Revise.
   4. Change the Name in the Desc field and click OK.
   5. Click Cancel to exit the Define Who to Follow-up Codes window.

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