Add a Prospect

1. At Home Base, click Clients & Files.
2. From the dropdown menu above the list, select Prospects.
3. Click the Add button below the button bar. The Assign Client Number screen displays.
4. Select the Personal Lines or Commercial Lines radio button.
   • If you selected Personal Lines, enter the First name, middle Initial, and Last name for the prospect. If applicable, select a Title and/or Suffix.
   • If you selected Commercial Lines, enter the Business Name. If applicable, select a Title and/or Suffix.
     
     Important! To allow for the proper, legal name of Applicants and Named Insureds, The Prospect Name fields supports up to 100 characters, thereby eliminating the need to abbreviate your Prospect's name. Note that when adding a name to a Commercial Line prospect during the Add workflow, 100 characters are allowed; however, when adding a Personal Lines name via the Add workflow, the entered name must comply with the limitations on the fields. Once the Personal Lines prospect is created, the Name field can then be updated on the Detail screen to take advantage of the additional character support.
5. Click Preview. TAM assigns a prospect code based on the name you entered. Make any necessary changes to the code and click OK. At the Verify screen, click Yes to assign the code.
6. The New Prospect Detail window displays. You may enter as much information as desired at this time.
   1. At the top of the screen, enter address and contact information for this prospect. You may want to note the following:
      • For Personal Lines accounts, if needed, update the Name field with up to 100 characters.
      • The Attn field can be used for an extension of the prospect's name or for an additional address line.
      • The Zip field is searchable. Double click in the field and enter or select the appropriate zip code. The city and state then fill in automatically.
      • After entering the prospect's address, you can click the Generate Map button to view a map of the location using Google Maps. You must have Internet access to use this feature. See Generate Map for more information.
      • The following fields are available for prospect contact numbers:
      • • Res (for the primary residence number)
        • Mobile 1
        • Mobile 2
        • Fax
        • Bus 1 (for the primary business number)
        • Bus 2 (for a secondary business number)
      • After entering the prospect's email address(es), you can click the email button to email the prospect directly from this screen.
   2. Use the Hdg field to type the prospect's name as you would like it to be pulled into correspondence (form letters, proposals, etc.). Do not include the word "Dear" or any punctuation.
   3. Double click in the Ocp field to select the prospect's occupation. (If the prospect's occupation does not display in the list, click Add. Enter the new occupation Code and click OK.) Select the appropriate occupation and click OK.
   4. Use the Note field to enter any additional information regarding the prospect. This is a free-form field, but the data entered here can be accessed in searches and reports.
   5. Use the Web field to enter the prospect's web address. After entering it, you can click the hyperlink button to launch the prospect's website in your default web browser.
   6. In the frame to the right, double click in the appropriate fields to assign an Agency, Branch, CSR, Producer, Code, and Broker to the prospect.
      1. The Code field contains a user-defined two-digit code used to classify clients and files in TAM. Examples include Personal Lines, Commercial Lines, and Benefits.
      2. To add a new code from this screen, double click the Code field and click Add. You are prompted to enter the Code as well as a Description. Click OK.
   7. Double click the Marketing Plan field to determine the marketing plan in which to include the prospect.
      Note: This is a required field; you will not be able to exit the screen without selecting a marketing plan.
   8. Use the Calls field to record the number of calls made to this prospect. Calls logged via the Call History List update this number automatically.
   9. The 1st Entered field defaults as the date the prospect record was created.
   10. Use the Last Contact field to record the date of the most recent communication with this prospect. You can amend this field manually, but it updates automatically according to the computer’s system date under the following circumstances:
       • When you add Call History for the prospect
       • When you add an activity for the prospect
       • When you add a note to an existing activity for the prospect
       • When you close an activity
   11. In the Marketing Opt-Out frame, select Yes to exclude this prospect in marketing searches, or leave the default selection, No, to include the prospect.
   12. The User Fields allow you to further categorize the prospect for informational or marketing search purposes. These fields are defined in Utility Manager (see Define Field Defaults). Double click the fields to make the appropriate selections.
7. When you have finished making changes, click OK, then click Yes to verify the revision. You may update the record at any time via the Revise Prospect Detail workflow.