Summary of Schedules Template

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					            The AMS Users’ Group
           29th National Conference
      April 14 - 17, 2005 – Nashville, TN


            AMS 360 / AfW

      Course #6303




    Form Letters
Schedules & Proposals
      Workflow


                                                 Prepared by:
                                               Angela Painter
                                            AMS Services, Inc.
                                             April 14- 17, 2005
                                  AMS 360 Form Letter
                          Schedule/Proposal/Summary Workflow
                                     Course #6303


I.   Introduction.................................................................................................................... 3
II.  Merge Field Editor Overview ........................................................................................ 4
   A. Form Letter Merge Field Templates .......................................................................... 5
   B. Schedule/Proposal/Summary Merge Field Templates............................................. 10
III.    Form Letters Overview ............................................................................................ 14
   A. Document Library – Creating Your Form Letter..................................................... 15
     1. Working with Form Letter Documents................................................................ 15
   B. Form Letter Smart Client......................................................................................... 18
     1. Using Form Letters .............................................................................................. 18
     2. Document Preview – Question & Answer........................................................... 22
   C. Report Form Letters................................................................................................. 24
IV.     Schedules/Proposals/Summary Documents Overview ............................................ 27
   A. Document Library – Creating Your Schedule, Proposal or Summary Document... 28
     1. New Document .................................................................................................... 29
     2. Formatting Your Document................................................................................. 29
     3. Editing Document ................................................................................................ 31
   B. Schedules/Proposals/Summary Smart Client........................................................... 34
V. Word Templates for Form Letters and Schedules, Proposals and Summaries ............ 36
                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303



I. Introduction
In AfW version 5.0 we introduced “DataPorter” which has 2 separate features: the user and the
designer. The audience the user feature targets is all agency personnel. This feature gives
users the ability to send all types of documents to customers, insurance carriers, and other
entities. The audience for the designer’s feature is for lead individuals, allowing them to create
and customize documents (that will be sent to the customer, insurance carrier, etc) to fit the
needs of the entire office.

In AMS 360 we have separated the interface into three areas, Merge Field Editor, Form Letters
and Schedules/Proposals/Summaries to make the usage of these features more straight
forward and to keep the consistent with other parts of AMS 360.

This document will cover all three areas in detail. After reviewing you will be able to create your
own Merge Field Templates, Form Letter Documents and Schedule/Proposal/Summary
Documents.

In addition it will provide the basic workflow for using all these documents in your Agencies
normal day to day operations.




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                           AMS 360 Form Letter
                   Schedule/Proposal/Summary Workflow
                              Course #6303



II. Merge Field Editor Overview
The functionality of this feature is similar to AfW 5.0 DataPorter, however, the concept here is that
a designer will be designing a Merge Field Template (eventually becoming a Merge Field List) to
be used with their Form Letters or Schedules/Proposals/Summary documents.

This tool is merely a way for the designer to create a merge field template that can then be used
as a merge field list when creating documents. The Form Letters and Schedule/Proposal/
Summary Smart Client Document Libraries will utilize the lists created in this interface.

In addition to creating new templates the designer can edit existing, copy, import or export and
delete templates.

There are differences between creating a Form Letter Merge Field Template and a
Schedule/Proposal/Summary Merge Field Template.

When working with Form Letters the designer will select specific data fields that will be used in
both the data source and the actual main document during merge time. Each field must be
selected, and if the field has iterative data (multiple vehicles for example), the user must
anticipate how many times they will need that particular field and add it accordingly in the letter.
At merge time the system will then ask the user to reconcile which piece of data that should
merge to each specific merge field.

With Schedules/Proposals/Summary the user only needs to pull over a section at a time
(removing any specific fields they do not want to be included in the final merge), the iterative data
will automatically merge.

This section further explains details on how these two “Types” of Merge Field Templates work.

This feature can be secured, only allowing your most advanced users access, or if you wish all
your employees may have access. You can access the Merge Field Editor from any Center
through the Tools/Administrator Menu. If you are on either the Form Letters or
Schedule/Proposal/Summary Document Library Smart Clients there is also access through the
File…Merge Field Editor menu or icon.




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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303



 A. Form Letter Merge Field Templates
Agents have the ability to create their own “Merge Field Lists” to use with Form Letters. Through
the Merge Field Editor the user will select all the data fields they want included in their Form
Letter. Once complete the user will access the Form Letter Document Library to use the Merge
Field list to create their actual form letter.

Agents have the ability to create a new, edit existing, copy, import or export and delete Form
Letters, all from the same interface. We consider this our “Designer” interface.




                                                                                                    Active checkbox
                                                                                                    allows designers
                                                                                                    to “Hide”
                                                                                                    templates they do
                                                                                                    not want other
                                                                                                    staff using.




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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303


The Merge Field Editor Smart Client is divided into two areas: The Basic Information area and
the Selection Area. These are described below:

The Basic Information area requires a Template Name, Type (Form Letter or
Schedule/Proposal/Summary), Author and allows a short Summary.

The Selection area displays two sections; Available Fields and Selected Fields. The Available
Fields section displays all the database fields that are available for your selection. The Selected
Fields section displays all the fields you have selected. Fields are organized by sections based
on how the data is collected in AMS 360. The tree control allows you to expand and collapse
sections to see specific data elements. To create a Merge Field Template you must move the
fields you want to use as Merge Fields from the Available Fields pane to the Selected Fields
pane. You can select a “Section” row and all fields under that section will move at the same time
OR you can just select a specific field and move it over.

 Tip: You can select fields by using the arrow buttons
         , Right Mouse ‘select’ menu or Drag and Drop method.




Once you have selected all the fields you want included in your Merge Field Template, you are
ready to further define the list using additional features. Each of these additional features are
only available for Form Letter Merge Field Templates and certain data elements or levels of
data. In some cases there will be Icons that display next to the item in the Tree Control that
indicate that a feature is available.

There are 4 additional features that you can use when designing a Merge Field Template to
assist the end users at merge time:
     • Set Hint
     • Rename
     • Refine
     • Replicate



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                           AMS 360 Form Letter
                   Schedule/Proposal/Summary Workflow
                              Course #6303



Set Hint
This additional feature is allowed for any data field, it is not available at the section level. The
Designer will type a “Hint” for a field to assist the end user in selecting the appropriate data during
merge time. This is particularly helpful when using merge fields that may have iterative data
(Meaning that you may have more than one value possible for a given field; i.e. multiple
Coverages, vehicles, drivers, etc). You want to help the end user of your form letter to know
which item to select for the final merge.




                                                          Tip: Add a hint to an individual merge
                                                          field to simplify the selection for an end
                                                          user during the Form Letter Preview Q &
                                                          A process. Text field allows for 255
                                                          characters.




Rename
This additional feature is allowed any data field. It is not available at section level. To initiate the
Rename feature, select the field row, right click with the mouse and select “Rename” from the
menu. The field that was selected will now be available in a text box, allowing you to type in a
new name.


                                                        Tip: If the coverage you are going to write the
                                                        letter about is “Comprehensive” you can rename
                                                        the “Coverage” field to “Comprehensive” so that
                                                        the end user knows to select “Comprehensive”
                                                        coverage at merge time.




                                             Page 7 of 37
                           AMS 360 Form Letter
                   Schedule/Proposal/Summary Workflow
                              Course #6303


Refine
This feature allows the designer the ability to “Filter” certain fields so that at merge time if the data
value meets one of the filters, the data will just merge to the form letter instead of the user having
to select the coverage at merge time (during Form Letter Preview).
Any field that allows the designer to “Refine” will display with the       Icon next to the field name
in the Tree.




To initiate Refine, select the field row, right click with the mouse and select “Refine” from the
menu. The Refine smart client will display. Based on the Line of Business Section you are
working within (in this example Business Auto) the system will default a list of Coverages for that
Line of Business.




                 There are only particular fields that the system allows to be refined, these fields are:
                     •   Supplemental Name Types (Doing business as, Additional Named Insured, etc)
                     •   Subjects of Insurance (used for Commercial Property)
                     •   Coverages
                     •   X-Reference Types
                     •   Private Passenger Auto Vehicle Usage
                     •   Personal Inland Marine Classifications
                     •   Vehicle Body Types (Van, Truck, etc)
                     •   Work Comp States
                     •   Additional Other Interest types (Lien holder, Mortgage, Additional Insured, etc)


The designer will check all Coverages that could potentially be “answers” during the merge
process. In this example “Comprehensive” coverage was selected. So at merge time the system
will specifically merge data to the “Coverage” merge field if the Coverage is Comprehensive. This
will eliminate the need for an end user to complete the Form Letter Q & A process during merge.
This will greatly improve the form letter merge process for an end user.



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                            AMS 360 Form Letter
                    Schedule/Proposal/Summary Workflow
                               Course #6303


Replicate

The Replicate feature allows the designer the ability to “copy” or “repeat” a section of data or
specific data field. This is needed if a merge field will be used more than once in your form letter
and the data that merges needs to be different every time that merge field is used.

Let’s think about that further for a minute. Throughout AMS 360 you have areas where you store
multiple rows of data into the same table. Vehicles is a great example, if you enter 5 vehicles on
your Business Auto, you have actually added 5 rows of data to the Vehicle table. So how would
you get this data out if you were using a “Word Merge Field”?

Usually a Merge Field fills with one piece of data (data element), making a “One to One”
relationship…one merge field to one data field, with only one value. For example if you use a
merge field “CustomerName”, you would only have one Customer Name stored in your database,
therefore we would always just merge the Customer’s actual name into he “CustomerName”
merge field.

So if you have multiple values of data stored in your database that could actually merge to a
merge field…you would always just get the first piece of data that the system found. If you
wanted to show all the data values you would have to have unique Merge Fields to represent
where that data should plug.

Back to our Vehicle example, if you wanted ALL 5 vehicles to merge you would need to create 5
unique merge fields for each piece of data you wanted to display in your Form Letter. If the letter
you were writing referenced the following data, each field would have to be unique:

Veh # Year      Make     Model

Word would need to have 5 unique merge fields, similar to this:

Veh #1      Year1        Make1        Model1
Veh #2      Year2        Make2        Model2
Veh #3      Year3        Make3        Model3
Veh #4      Year4        Make4        Model4
Veh #5      Year5        Make5        Model5

Then if we had 5 vehicles on the policy (in the database) we could merge each individual vehicle
to each unique merge field.

Replicate allows the designer to do this easily. After the designer selects the first set of data
fields they would like included as merge fields, than can click the Right Mouse, and from the
menu select “Replicate”.

This function copies all sub-sections/merge fields below a selected section and Inserts them in
the same tree structure they originated from. That is, if a designer adds the Business Auto -
Vehicle Section from the Available Merge Fields pane, then on the Selected Merge Fields pane
highlights the Vehicle Information node, and chooses “Replicate”, the 2nd Vehicle Information
section will appear below the first Vehicle Information node.

During the “copy” we will append a number at the end of the new Section name or Merge Field
name to show it is an additional copy. The first new merge field will be highlighted and selected
(rename mode) so that a designer can immediately edit the field name as needed, however it is
not required.


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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303



 B. Schedule/Proposal/Summary Merge Field Templates
The Merge Field Editor allows agents the ability to control what data will merge to their Schedule,
Proposal or Summary of Insurance by creating Merge Field Templates. These Templates are the
basis of the actual Documents that will be created through the Document Library.

AMS 360 will use the Merge Field Templates to create the final document in Word using
bookmarks to mark where each set of data will merge. Once in Word the user will have the ability
to changes styles, formatting, insert additional text, html or images.




                                                                          Users have the ability to associate a
                                                                          Form Letter Merge Field List with a
                                                                          Schedule, Proposal or Summary.
                                                                          This allows single merge fields to be
                                                                          used within the Word Documents.




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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303




The Merge Field Editor Smart Client is divided into two areas: The Basic Information area and
the Selection Area.

The Basic Information area requires a Template Name, Type (Schedule/Proposal/Summary),
Merge Field selection, Author and allows a short Summary.

The Merge Field selection allows the users the abiltiy to associate a Form letter Merge Field List
with a Schedule, Proposal or Summary. When the user creates the actual Document in Word
they will have access to Word’s Mail Merge feature which will allow them to insert Merge Fields
into the Front and Back of the document. The Merge Field List will work like Form Letters.. For
example your cover page can now include single merge fields with the Customer name, address,
Agency name & addresses.

The Selection area displays two sections; Available Fields and Selected Fields. The Available
Fields section displays all the database fields that are available for your selection. The Selected
Fields section displays all the fields you have selected. Fields are organized by sections based
on how the data is collected in AMS 360. The tree control allows you to expand and collapse
sections to see specific data elements.

To create a Merge Field Template you must move the fields you want to use as Merge Fields
from the Available Fields pane to the Selected Fields pane. You can select a “Section” row and
all fields under that section will move at the same time OR you can just select a specific field and
move it over.

 Tip: You can select fields by using the arrow buttons
         , Right Mouse ‘select’ menu or Drag and Drop method.




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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303




Once you have selected the data you want included in your actual document you can use the
“Rename” Feature to change the Section Headers, Table Column Headers or field Labels.

  Tip: Set Hint, Refine, Replicate are not available for Schedule/Proposal/Summary
  Merge Field Templates.
Another feature available only for Schedule/Proposal/Summary Merge Field Lists is “Insert

Text”. This feature allows the designer the ability to insert text before or after Section Headers.
Data can be cut from documents and pasted into this tool. It will retain the original formatting.
This can only be done via the Merge Field Editor. When the designer actually creates the
document in Word through the Document Library the “Text Inserts” will be between bookmarks,
as will each section of data. These bookmarks are important at merge time so that AMS 360
knows when a Section starts and ends.

  Tip: Agents also have the ability to insert text, images, and html before and after all the
  bookmarks while designing the actual document in Word through the Document
  Library.




                                                                   By a click of the right mouse, users have
                                                                   access to some simple formatting
                                                                   including; Bold, Italic, Underline,
                                                                   Bullet, Indent, Font, Color.




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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303


A OK a new “Text” node will display in the Selected Fields pane.




                                                                               Text can always be
                                                                               edited by using the
                                                                               Right Mouse click, and
                                                                               selecting “Edit Text”
                                                                               from the menu.




At any time you can remove specific fields or sections from the “Selected Fields” pane. If you
create a document that you feel has too much data, you can come back and edit your Merge
Field Template and remove a column or a field.

It is up to your agency to decide how much detail you want to display. AMS 360 has 6 permanent
templates:

    •   Commercial Lines Proposal
    •   Personal Lines Proposal
    •   Commercial Lines Summary
    •   Personal Lines Summary
    •   Life Insurance Summary
    •   Health Insurance Summary

You can use these as a guide when creating your own templates. They can be copied and then
you can modify by additional data sections or fields, or even removing data sections or fields.


 REMEMBER…this is the model or starting point for your actual Word Document!!
 What data you select and text you insert will display in Word when creating the
 actual document through the Document Library.


To finish your template you will then “Save” or “Save & Close”. The next step will be to access
the Schedule/Proposal/Summary Document Library to create you Main Document that will be
what the Agency Staff will actual use at Merge Time.



                                         Page 13 of 37
                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303




III.Form Letters Overview
Form Letters gives each user the ability to create, edit, preview, and delete Form Letter
documents. Form Letters documents can be merged with Merge Field Lists that include
information such as: customer name, address, telephone numbers, policy dates, policy numbers
and more.

The Form Letter Smart Client also allows the user to select a Target List created in the Sales
Center and merge the target list information with a pre-defined form letter.

The user will also be able to merge Report Lists, such as Customer List and Customer Aged
Accounts Receivable data for collection letters and more.

There are two parts to the Form Letters feature: Creating/Managing Documents and
Using/Merging Form Letters.

Agencies will use the Form Letters Document Library to manage their Form Letter Documents,
which includes creating new, editing existing and deleting. In most agencies this piece will be
secured with a select number of staff being granted access. The Form Letters Smart Client
allows the remainder of your staff to actually “use” the form letters.




                                         Page 14 of 37
                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303




 A. Document Library – Creating Your Form Letter
The Form Letter Document Library gives agents the ability to create a new, edit existing, copy,
import or export and delete Form Letter Documents, all from the same interface. We consider
this our “Designer” interface.

The Form Letter Document Library is only available from the Form Letter Smart Client if the user
has the right security. You will access the Form Letter Document Library by selecting “Document
Library” from the File menu, or selecting the Document Library Icon    .




                                                                                     New “Active” feature
                                                                                     allows agencies to “Hide”
                                                                                     any documents from the
                                                                                     rest of the staff. Only
                                                                                     “Active” documents will
                                                                                     display in the Form Letter
                                                                                     interface.




   1. Working with Form Letter Documents

To get started you might first create a Merge Field Template in the Merge Field Editor - which as
you learned earlier - is the tool used to select what data fields you want to include in your final
document. If appropriate you can opt to use the AMS permanent template “AMS 360 v1.5 Base
List” rather than create your own Merge Field Template.

In the Document Library you are actually creating the Main document with merge fields that act
as placeholders. To get started you will select a Category (a customizable list that allows you to



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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303


organize your documents), provide a Document Name, the Author will then default to the logged
in user name. Next you will select the Form Letter Type; Standard or Report –based and the
Merge Template list will fill with the specific “type” of Merge Field Templates available. Standard
Letters use Merge Field Lists that were created using AMS 360’s Merge Field Editor. Report
Letters utilize Report Merge Fields which come directly from one of 360’s reports. Currently only
the Customer Aged Accounts Receivable and Customer List are the only two reports that merge
with Form Letters.

Next, select the Merge Field Template you will be using to create your document, and add a
short description (which will be useful to others in your agency when determining when this
document should be used).

  Tip: If “Skip Data Selection Process” is selected, at merge time the Form Letter Preview will not
  be initiated, the first set of data that meets the merge field criteria will automatically merge to
  the letter(s).



 Tip: Use “Browse” to import an existing AMS 360 Form Letter. You must also import the Merge
 Field Template that was used to create the Form Letter through the Merge Field Editor. This is
 a great way to share documents.


Once the information on the Smart Client is complete, click on “Launch Word” to initiate Word.
Word will initiate with a blank form letter (main document) allowing the user to type text and
insert merge fields from the Merge Field List to create their actual Form Letter.




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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303




After the form letter is finished, close Word, and save changes. The user will be returned to the
Document Library with their new Form Letter displayed. Click Save on the Smart Client to save
your document to the database.



Designers can also use the Copy feature            to copy an existing Form Letter Document. Note:
AMS 360 will also copy the reference to the Merge Field Template that was used to create the
original letter. It is important that you keep this assignment as the Merge Fields that are available
in word come directly from the Merge Field Template that is associated with the actual Document.
This relationship must be kept for the document to merge correctly.

Now your Form Letter is ready to share! If you have marked your document as “Active” it will be
available for the rest of your staff to use in the Form Letters interface!




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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303




 B. Form Letter Smart Client
   1. Using Form Letters

It is time to “use” the documents you created in the Document Library. This will be the main area
that your staff will use to actually run their Form Letters. This is what we like to call the “User”
interface. This feature can be accessed from any Center and from several Smart Clients
throughout AMS 360 by using the Form Letter Icon            .




The Form Letter Smart Client is broken into 5 Sections: Quick Letters, Document Selection,
Customer Selection, Recipient Selection and Activity Options.

The ‘Quick Letters’ section allows user the ability to quickly select a Category, Document and
then tab to either View or Print their document.

The user will first select the Document they wish to merge. Secondly the Customer, Policy, Claim
or Target List is selected. Based on the Customer Selection the Recipient section will default the
appropriate recipients, allowing the user to add additional recipients as needed. The Activity
Logging will default based on Activity Logging requirements.

When all the appropriate selections are made the user will select to either Merge & Print, Merge &
View or Edit & Merge. At that time Word initiates with the data merged into the document.


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                           AMS 360 Form Letter
                   Schedule/Proposal/Summary Workflow
                              Course #6303



In many cases AMS 360 will default as much information as necessary to complete the merge.
For example if you have a Customer & Policy open and initiate Form Letters from either the
Policy or Customer Smart Clients the system will prefill the Customer Name and Policy Number.
If initiated from Claims, the Claims information will display.

Quick Letter
The ‘Quick Letters’ section allows user the ability to quickly select a Category, Document then
with a qucik tab to either View or Print. With the Customer/Policy/Receipient information
defaulting users can quickly merge & view or print their document.

Document Selection
A grid will display all the Active Form Letter Documents that were created through the Document
Library. User will select the document they wish to merge from the list. This grid can be sorted
based on a column name or filtered accordingly.




Customer Selection
The user will select either the Customer or Target List “Type”. If the Customer Type is
“Customer” the user must select the Customer &/or Policy, Claim. If the Customer Type is
changed to “Target List” the user must select the specific Target List they would like to use for the
final merge.

Customer Type




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                                        AMS 360 Form Letter
                                Schedule/Proposal/Summary Workflow
                                           Course #6303


             Target List Type




             The Recipient Section will display based on the Customer selection.

             Recipient Selection
             The Recipient Selection provides “Who” the letter is actually getting sent. Based on these
             selections at merge time these will all be your “To” fields.

             Customer Information will display and be selected if the Customer Name was provided. So if the
             letter is only to the Customer, there are no other selections that need to be made to merge to the
             letter.

             The user has the option to select Recipients from several sources: Customer, Policy, Banks,
             Vendors ,Claims and Setup.

             The user clicks on the recipient they wish to select, then clicks “Add to Recipient List”.

             A new feature in v1.5 is the ability to send a true “cc” to a recipient. The user can select a
             Recipient, then click the “CC” button, and the system will place the Recipient in the CC#1 field.
             AMS 360 allows two cc recipients, if the first has been selected, the system will place the 2nd
             selection in the CC #2 field. PLEASE NOTE: The Form Letter must have the “ToCC1” &/or
             “ToCC2” fields as merge fields in order for these recipient cc’s to merge.




New View & Print links
allow quick access to
Merge & View and Merge
& Print processes.
                                                                                                          New “cc Recipients”
                                                                                                          which merge to two new
                                                                                                          merge fields: ToCC1 &
                                                                                                          ToCC2. Which can be
                                                                                                          placed at the bottom of
                                                                                                          your document.




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                          AMS 360 Form Letter
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Activity Options
The Log Activity checkbox will default based on Activity Setup.




Once all the selections are made the user is now ready to merge their Form Letter. AMS 360 has
set many default selections, so in most cases the user only has to verify the selections and
continue to the merge process.

There are three Merge Processes: Merge & Print, Merge & View and Edit/Merge.

                                        View & Print buttons
                                        allow quick access to
                                        Merge & View and Merge
                                        & Print processes.                      New View & Print links
                                                                                allow quick keyboard
                                                                                access to Merge & View
                                                                                and Merge & Print
                                                                                processes.




Once selected Word will initiated with the Form Letter displayed and data merged where
possible. At this point the user can add additional text, etc.

Tip: If multiple Recipients are selected Word will merge to ONE multiple page document. Each
page of the document will represent the form letter addressed to each of the recipients.




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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
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   2. Document Preview – Question & Answer

The Document Preview Smart Client will display when a Form Letter is merged that requires the
user to select specific data to fill the actual Merge Fields. AMS 360 can merge directly to any
field that was selected in the Merge Field Template as long as there is only one data value that
meets the merge field criteria. If there can be more than one “value” AMS 360 needs to stop and
ask the user which value do they want included in the Merge.

An example of this is that the designer or creator of the Form Letter used “Coverage” as a merge
field. On a given Policy or Line of Business there may be more than “ONE” coverage, therefore
we need to ask the user “Which of the Coverages on this Policy or Line of Business do you want
to merge?”

This process is referred to as the “Q & A” process. The user selects to merge, before Word
initiates the Document Preview Smart Client initiates.




                                                            The User will select the Coverage from the Tree
                                                            Control that matches the Coverage that is
                                                            expected in the Form Letter.

                                                            The Designer of the Form Letter can “Rename” the
                                                            merge field to help the user know which coverage
                                                            to select. In addition a “Hint” can be added that
                   The Merge Field that                     displays to assist in the selection process.
                   needs the user to
                   select the Data Value                    TIP: Refer to Merge Field Editor – Form Letter
                   will be “Green” in the                   Merge Field Templates to see how to set the
                   Document.                                “Rename” and “Hint” features.

                   All other merge fields
                   will display with the
                   data merged.




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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303


As the user selects the “Data Value” that best fits the Merge Field, the next field needing
reconciliation will display in the tree control pane. The “Value” can be selected with a double-click
or by highlighting the correct value and clicking the “Set Selected Field” button.

At any point the user can select “Done” to finish the merge process. If the user has not
reconciled all the merge fields the system will display a message that will give the user the choice
to continue the merge and either have the system select the “Data Value” based on the first value
that is found, or to merge with those fields “Empty”. If “Empty” then NO DATA will merge, the
field will be blank in the actual Form Letter.

Word will then initiate with the Form Letter displayed as usual.

 TIP: The Document Preview will ONLY display if at merge time AMS 360 can not reconcile the data
 against a Merge Field. If there is more than one possible answer, we need the User to select so
 that the final merged document has the correct data!!!




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 C. Report Form Letters
There are two Reports that the user is allowed to create Form Letters from: Customer List and
Customer Aged Accounts Receivable Reports.

These documents are created through the Form Letter Document Library using the “Report
Based” Merge Field Template. The Merge Fields that are used are based on the data available
from these reports.

To initiate Form Letters in “Report Form Letter” mode the user must be in the Reports Module.
Reports can be accessed from any “Center” via the Tools…Reports menu or by using the
Reports Icon       from many of the Smart Clients.

From the Reports List, the user will select either the Customer List or Customer Aged AR report,
as these are the ONLY 2 reports this feature is available for in v1.5 of AMS 360.




Once the Report Selection Smart Client is opened for either of these reports, the user will select
all the appropriate modifiers to determine what data will be available when merging to a Form
Letter.




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                                                                 User will make selections for what
                                                                 criteria the report will use to
                                                                 determine what result set will merge
                                                                 to the actual Form Letter. Once all
                                                                 the selections are made the user will
                                                                 Select “Create Form Letters” from
                                                                 the File Menu or from the toolbar.




Form Letters Smart Client will initiate only displaying the Form Letters that were created for this
specific report. In this example only “Customer List” Form Letters will display.




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The Recipient Section will fill with all “Customers” that met the Reports Selection criteria.




In this example “866” recipients were returned based on the Report Selection criteria. All
Recipients will be selected and included in the List of Recipients; the user will have to delete any
that they do not wish included at merge time.

At this time the user can continue with the standard Merge & Print, Merge & View, Edit/Merge
features. Each of the recipients will merge to the same letter and display additional pages.




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                           AMS 360 Form Letter
                   Schedule/Proposal/Summary Workflow
                              Course #6303




IV. Schedules/Proposals/Summary Documents
Overview
Agents have the ability to manage their Schedules of Insurance, Proposals of Insurance and
Summary of Insurance documents through the Document Library. Agencies will use the
Document Library to create new, edit or delete existing documents. In most agencies this piece
will be secured with a select number of staff having authority.

The Schedule/Proposal/Summary Smart Client Interface allows the typical agency employee to
“use” these Main Documents to create their final Schedules, Proposals &/or Summaries for a
specific Customer, including detailed Policy Information.

Proposal of Insurance
After a policy has been marketed, the Agent will create a Proposal of Insurance to outline their
recommendations for coverage. This document is a sales tool, therefore it needs to include
information about the Agency, Executive, and Company (Companies) being recommended to
service the Insured’s account. In many cases the Agent will process a comparison of Companies
quotes to give their client a choice in the placement of their account. Most agents include:
     • Cover Page, Agency and Agency Staff Information
     • Basic Policy Information
         (Policy Number, Term, Applicant Information, Company and Total Premium).
     • Line of Business Detail
         (Risk and Coverage Information, Premium, as well as coverage definitions, and
         endorsements or restrictions)
     • In many cases they may include two or more scenarios, providing quotes for different
         Coverages as well as different limits.

Schedules of Insurance
This document is usually a “list” of the Risks, and high level Coverage information. The audience
is usually an Insurance Company Underwriter or Provider wanting to confirm that coverage exists.
For example if I was writing an Umbrella or Directors and Officers for a specific risk, I would want
to know what was covered by the underlying policies. For Directors & Officers Liability I would
want confirmation that the Insured has General Liability Coverage. Note: The agent will not want
to provide as much detail in this document, as it is not meant for the Insured, but for other parties.
This document may include:
    • Basic Policy Information (Policy Number, Term, Applicant Information, Company)
    • Line of Business Detail (Risk and Coverage Information, at a high level)

Summary of Insurance
A short concise outline, summarizing the Policy purchased by the Insured. Agents often use this
document to accompany the actual policy when delivered. A Summary provides the Insured with
a quick way to review what is covered by their policy, without reading and interpreting the entire
policy terms and conditions. In addition agents use this tool to assist in reviewing the actual
policy, comparing what was originally quoted versus what was actually written. Most agents
include:
     • Basic Policy Information (Policy Number, Term, Applicant Information, Company and
         Total Premium).
     • Line of Business Detail (Risk and Coverage Information, Premium, as well as coverage
         definitions, and endorsements or restrictions)



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                 Schedule/Proposal/Summary Workflow
                            Course #6303


 A. Document Library – Creating Your Schedule, Proposal or
     Summary Document.

Through the Schedule/Proposal /Summary Document Library Smart Client agents have the ability
to create new documents, edit existing documents, create a copy of a document, import or export
documents and delete documents – all from the same interface. We consider this our “Designer”
interface.




                                                                     New “Active” feature allows
                                                                     agencies to “Hide” any documents
                                                                     from the rest of the staff. Only
                                                                     “Active” documents will display in
                                                                     the Schedule/Proposal/Summary
                                                                     interface.




                                                     Data Sections & Elements
                                                     shown here are based on the
                                                     Merge Template you select!




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   1. New Document

To get started you might first want to create a Merge Field Template in the Merge Field Editor
which - as you learned earlier - is the tool used to select what data fields you want to include in
your final document. If appropriate you can opt to use one of the AMS permanent templates
instead of creating your own.

In the Document Library you will select a Type of Document (Schedule, Proposal or Summary),
Category (a customizable list that allows you to organize your documents), provide a Document
Name, the Author will then default to the logged in user name. Next, select the Merge Field
Template you will be using to create your document, and add a short description (which will be
useful to others in your agency when determining when this document should be used).

Next you will expand the “Select Sections to Include” Section to verify the data that will be
included in your document. This allows you to use existing Merge Field Templates, and then
gives you the capability of removing certain sections for each specific document.

 Tip: Please note this section is not available in “Edit” mode, only during “New”.


Once this information is complete you can click the “Create” link for the type of document you are
creating. In this example the link is to “Create Proposal”. Word will then initiate and your
document will be created based on the “Word Template” that AMS provided. This template
includes default styles and formatting.

   2. Formatting Your Document

Now your in word with you document created, you will see that you actually have a shell of the
document with Bookmarks, Headers, Sections, Tables created based on the Data Selections you
made to your template via the Merge Field Editor. We refer to this document as a Pattern
Document, as it holds the patterns of the bookmarks, formatting, etc.

At this time you can insert an introduction, employee profiles, agency background, etc at the
beginning of the document (before the Data Bookmarks). You may also add Coverage
Definitions and/or Exclusions to the end of the document.

A new feature with v1.5 is the ability to utilize Form Letter Merge Fields Lists with Schedules,
Proposals and Summaries. These fields can be inserted individually as you would with a Form
Letter. This does not include any merge fields that are iterative in nature, meaning that there
could be one or more values that could merge to the field. If any of these types of fields are
included in the original Merge Field List we will strip them out. We do not have a Q & A process
with Schedules to ask which value you want us to merge.

For example you might place the Customer’s Name on the title page with a merge field for the
Account Executive merge field that will display at merge time.

The AMS Documents give examples of these items. Remember “Text” can be inserted between
Sections ONLY through the Merge Field Editor’s Insert Text feature.

 Tip: At the time of merge AMS 360 will not be able to recognize data that was inserted
 through word between bookmarks, it will be ignored. This data MUST be inserted into the
 Merge Field Template.

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                          AMS 360 Form Letter
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                             Course #6303


In Word you will do all your formatting, using Word’s Styles & Formatting feature.




Once you have your document formatted, texts inserted and have finalized all edits, it is time to
Save! You will then save your document, at “Save & Close” you are returned to the Document
Library with your new document displaying as a row in the grid. You must also remember to click
Save on the Smart Client so that your document is saved back to the database.

Now your document is ready to share! If you have marked your document as “Active” it will be
available for the rest of your staff to use in the Schedule/Proposal/Summary interface!




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 3. Editing Document
Once your document has been created you may need to edit either the “Contents” for the
“Format”. If you update the Schedule/Proposal/Summary Template you originally used to
create your document you may need to then update the document to include any new or
changed data elements. This is when you would want to update the “Contents” of your
document. If all you want to do is change the font, color or style then you would be changing
the “Format” of your document.

Let’s explore this further. To change the “Contents”This means that you really are wanting to
update your document with any changes that may have been made to the SPS Merge
Template, or perhaps when you first created the document you didn’t use all the sections, and
now want to add additional sections of data to the document.

In order to change the “Contents” you will need to use the “Edit Document Sections” link. This
link can be found next to the assigned Merge Template field on the Document Library smart
client.




                                                                     Edit Document Sections allows
                                                                     users the ability to amend their
                                                                     documents by inserting new
                                                                     sections, or delete existing sections.




This link initiates the SPS Document Section Editor.




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                        AMS 360 Form Letter
                Schedule/Proposal/Summary Workflow
                           Course #6303




The SPS Document Section Editor displays the SPS Merge Template that was originally used
when the document was created at the top of the screen. At this point you may use the original
template or select a different template.

If you select a different template the system will inform you that you may loose some data
sections as there may be sections on the current document that were not included in the Merge
Template.




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                        AMS 360 Form Letter
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There are two Section panels display data sections. The “Available in Merge Template” panel
displays sections/fields are available based on the selection Merge Template.

The “Existing in Document” panel displays what sections/fields are currently in the document.

At this point you can add/remove/reorder sections or data fields. Once you have made your
selections and they all appear in the “Existing in Document” panel you will Save & Close the
Section Editor. The system displays a message warning the user that they are about to update
their Word Document.




At OK the system will then modify and save the new selections to the pattern Document in
Word.

A message will display giving you the option to edit the updated Word Document so that you
may review the changes and make any formatting changes that are needed.




At Yes, Word initiates with the document displayed. Allowing you to update any “Format”
changes that are needed.




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                          AMS 360 Form Letter
                  Schedule/Proposal/Summary Workflow
                             Course #6303




 B. Schedules/Proposals/Summary Smart Client

Now it is time to “use” the documents you created in the Document Library. This will be the main
area that your staff will use to actually run their Schedule, Proposal or Summary of Insurance
Documents. This is what we like to call the “User” interface.

A grid will display all the documents that are available to them (when created they were marked
as “Active”.


                                        Merge & View, Merge & Print
                                        Icons allow quick processing of
                                        documents.




                                                                          Select multiple policies to
                                                                          be included in the final
                                                                          merged document.




Select the Document you wish to create, and then select the Customer and Policies you want
to include in the final merged document. The data that merges to your final document will be
based on the Display Date you select.



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Lastly before merging you might want to verify the Activity logging selections. A “Default
Description” can be included in the Activity; the system will include the name of the document you
are merging with the Merge Option you use. In addition if you wish you can actually type
additional descriptions which will be included in the final activity. A copy of the document is
automatically attached to the Activity.

There are two Merge Options: Merge & View and Merge & Print. These options are similar to
the Form Letter options. With Merge & Print you will get your final document printed without
Word actually opened and displaying the document. If you want to add additional details or verify
the data, you will want to select Merge & View.




From word the user can make any final adjustments. The document can then be emailed, printed
and delivered to the Customer.

When word is closed the user has the option to save the merged document.




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                         AMS 360 Form Letter
                 Schedule/Proposal/Summary Workflow
                            Course #6303



V. Word Templates for Form Letters and Schedules,
Proposals and Summaries
.AMS 360 automatically copies the following Microsoft Word templates to your local workstation
when you create a new Form Letter main document or merge a Schedule, Proposal, or Summary:

   •   AMS360FormLetter.dot
   •   AMS360Schedule.dot
   •   AMS360Proposal.dot
   •   AMS360Summary.dot

Template File Location
The templates are stored in: C:/Documents and Settings/All Users/Application Data/AMS
Services, Inc. /AMS 360/Templates.

   •   If you have not created a new document through the Document Library or merged a
       schedule, proposal, or summary, this folder does not exist on your workstation.

When you create a main document for Form Letters or Schedules, Proposals, or Summaries,
AMS 360 associates the document with the correct template.

Example:
When you choose Schedule as the Type of document you are creating in the Document Library,
AMS 360 automatically uses the AMS360Schedule.dot template to create the actual main
document in Word. After creating and saving the main document you, and others in your office,
can use it to merge with customer and policy data to generate a Schedule in Word.

Editing the AMS 360 Word Templates
You can update the templates by adding images such as your agency logo, additional text, and
updating the footer on the cover page. Changes to the template are reflected in any document
created using the updated template. However, you cannot change the name or location of the
templates.
When you create a form letter or schedule, proposal, and summary the AMS 360 Document
Library looks for the default template name in the template folder listed above.

   •   For Schedules, Proposals, and Summaries it is critical that you only add or change the
       logo, text, and footer information on the cover page. Adding or changing information on
       pages two and three of the templates can cause the data merge to fail.

       Use the steps below to update the AMS 360 Word template to add your logo, text, or
       update the footer at the beginning or end of the template.
           1. Open Microsoft Word.
           2. From the Word menu select File > Open. Navigate to C:/Documents and
              Settings/All Users/Application Data/AMS Services, Inc/AMS 360/Templates.
              The following templates appear:

                           •   AMS360FormLetter.dot
                           •   AMS360Schedule.dot



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                    Course #6303


                   •   AMS360Proposal.dot
                   •   AMS360Summary.dot
   3. Select the template you want to update and click Open.
   4. The template opens in Word. You will see the AMS 360 place holders on the
      cover page of both the AMS360Summary.dot and AMS360Proposal.dot. These
      are the areas that you can personalize.
   5. Replace the logo in the template with your agency logo. You should also replace
      the address and phone numbers in the footer of the cover page with your agency
      information.
   6. When you are finished updating the template, save it using the default or same
      name as the AMS 360 template you are editing. This is important because when
      you merge a form letter, schedule, proposal, or summary, AMS 360 looks for one
      of the names listed above when creating documents from these templates.
   7. The edited Word templates must now be copied to the local drive of all the
      workstations that will be creating form letters or schedules, proposals, and
      summaries in AMS 360. Place the updated templates in the C:/Documents and
      Settings/All Users/Application Data/AMS Services, Inc/AMS 360/Templates
      folder on each workstation that will be merging form letters, schedules,
      proposals, or summaries.
8. Enhancements are planned for a future release of AMS 360 that allows you to insert
   text and images into the actual main document you create using the Document
   Library. When the enhancements are in place you will not need to edit the AMS 360
   Word templates.
   Any change you make now to the AMS 360 Word templates will be retained.




                               Page 37 of 37

				
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