Difference between revisions of "Batch Send"

From Agency Systems Wiki
Jump to navigation Jump to search
 
(21 intermediate revisions by one other user not shown)
Line 1: Line 1:
[[Category:Email]][[Category:Attachment]][[Category:ACORD Forms]][[Category:Policy Tasks]][[Category:Memo Writer]]
+
[[Category:Attachment]][[Category:Email]][[Category:Forms]][[Category:Memowriter]][[Category:MyInsuranceDashboard]][[Category: Training Guides]]
 
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
 
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
 +
<tr>
 +
    <td>[[File:Ic_description_black_24dp.png|link=Newton User Guide#Correspondence]] Newton User Guide: [[Newton User Guide#Correspondence|Correspondence]]</td>
 +
</tr>
 +
<tr>
 +
    <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|Spring 2017]]</td>
 +
</tr>
 +
<tr>
 +
    <td>[[File: Ic_settings_backup_restore_black_24dp.png]]  Legacy Instructions Available: [http://wiki.agencysystems.com/mediawiki/index.php?title=Batch_Send&oldid=5007 Click Here]</td>
 +
</tr>
 +
 
<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
 
<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
 
     <td>Related Pages</td>
 
     <td>Related Pages</td>
 
</tr>
 
</tr>
 
 
<tr>  
 
<tr>  
 
<td>
 
<td>
 
<ul>
 
<ul>
<li>[[Training 5: Email, Diary, Activity, Client Notes & Memo Writer]]</li>
+
<li>[[Attachments]]</li>
<li>[[Attachment Integration]]</li>
+
<li>[[Email]]</li>
<li>[[Email Integration]]</li>
+
<li>[[Fax Integration]]</li>
 +
<li>[[Forms]]</li>
 +
<li>[[Memowriter]]</li>
 +
<li>[[My Insurance Dashboard]]</li>
 
</ul>
 
</ul>
 
</td>
 
</td>
 
</tr>
 
</tr>
 
 
<tr style="background-color: #d3d3d3; text-align: center; ">
 
<tr style="background-color: #d3d3d3; text-align: center; ">
 
     <td>Related Categories</td>
 
     <td>Related Categories</td>
Line 24: Line 35:
 
<li>[[:Category:Attachment|Attachment]]</li>
 
<li>[[:Category:Attachment|Attachment]]</li>
 
<li>[[:Category:Email|Email]]</li>
 
<li>[[:Category:Email|Email]]</li>
<li>[[:Category:ACORD Forms|ACORD Forms]]</li>
+
<li>[[:Category:Forms|Forms]]</li>
<li>[[:Category:Memo Writer|Memo Writer]]</li>
+
<li>[[:Category:Memowriter|Memowriter]]</li>
<li>[[:Category:Policy Tasks|Policy Tasks]]</li>
+
<li>[[:Category:MyInsuranceDashboard|My Insurance Dashboard]]</li>
 +
<li>[[:Category:Training Guides|Training Guides]]</li>
 
</ul>
 
</ul>
 
</td>
 
</td>
 
</tr>
 
</tr>
 
</table>
 
</table>
Batch Print is a powerful feature that allows you to group [[:Category:Memo Writer|Memos]], [[:Category:ACORD Forms|ACORD Forms]], and other [[Attachment Integration|Attachments]] together, and send in batch to the printer, fax, output a .PDF, or send as an attachment in an [[Email Integration|email message]].  
+
Batch Send is a powerful feature that allows you to group [[Memowriter|Memos]], [[Forms]], and other [[Attachments]] together.  The selected items can be sent in batch to the printer, fax printer, output as a .PDF, published to My Insurance Dashboard, or sent as an attachment in an email message.
 +
 
 +
== Accessing Batch Send ==
 +
Batch Send can be opened from a number of locations and will always be associated with the selected [[Policy: Create A Policy|Policy or Quote number]].
  
''Batch Print screen below if for retail agencies only''.
+
[[File:Batchsend-topmenu.png]]
  
== Accessing Batch Print ==
+
==== Batch send from a policy or quote  ====
Batch print can be opened from a number of locations and will always be associated with the selected Policy or Quote number.
+
#[[Client_Keyword_Search#Find_a_Client|Load a Client]] on a [[Client Tab|client tab]].
===== Batch Print From Client Basic Tab =====
+
#On the [[Client Tab: Client Dashboard|Client Dashboard tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''
#Load the '''Client''' on one of the four '''Client Tabs'''.
+
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]].  (Optionally, '''Right-Click''' on the policy number and select '''Batch Send''' to jump directly to [[#Selecting items|the selection window]].)
#'''Right-Click''' on the '''Policy Number''' under Active Policies and select '''Batch Print'''.
+
#:[[File:Clientdash-policies-selectpolicy.png]]
#:[[File:actpol-rclick-batchprint.png]]
+
#Select '''Batch Send''' within the top toolbar.
 +
#See [[#Selecting items|Selecting items]] below.
  
===== Batch Print From Policy Express =====
+
The [[Policy Dashboard]] can also be loaded using the [[Policy Keyword Search]].
#Load the '''Client''' on one of the four '''Client Tabs'''.
 
#'''Left-Click''' the '''Policy Number''' under Active Policies.
 
#Select '''Automated Procedures -> Batch Print'''.
 
  
===== Batch Print From an ACORD Form =====
+
==== Batch send from a form ====
#Load the '''Client''' on one of the four '''Client Tabs'''.
+
#[[Client_Keyword_Search#Find_a_Client|Load a Client]] on a [[Client Tab|client tab]].
#'''Left-Click''' the '''Policy Number''' under Active Policies.  
+
#On the [[Client Tab: Client Dashboard|Client Dashboard tab]] select the (+) next to '''Policies'''.  
#Select '''View Existing Items -> Forms'''.  
+
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]].
#Open the desired ACORD form.
+
#Select the '''Policy Forms''' tab.  
#Select '''Other -> Batch Print'''.
+
#Open the desired [[Forms|form]].
 +
#Select '''Batch Send''' within the top toolbar.
 +
#See [[#Selecting items|Selecting items]] below.  
  
===== Batch Print From a Submission =====
+
[[File:Ic_info_black_24dp.png]]  See: [[Forms]] for more information.
#Load the '''Client''' on one of the four '''Client Tabs'''.
 
#'''Left-Click''' the '''Submission Description''' under Active Submissions.
 
#Select '''Print'''.
 
  
== Selecting Items ==
+
==== Batch send from a form bundle ====
The Batch Print window can contain the following sections. ''(Sections without records are automatically hidden.)''
+
#[[Client_Keyword_Search#Find_a_Client|Load a Client]] on a [[Client Tab|client tab]].
*Policy Memos
+
#On the [[Client Tab: Client Dashboard|Client Dashboard tab]] select the (+) next to '''Policies'''.
*Client Memos
+
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]]
*Library Memos
+
#Select '''View Current Form Bundle (Risk)'''.
*[[:Category:ACORD Forms|ACORD Forms]]
+
#Select '''Batch Send''' within the top toolbar.
*[[Attachment Integration|Attachments]]
+
#See [[#Selecting items|Selecting items]] below.
*Other (Invoice)
 
  
==== Selecting ACORD Forms ====
+
[[File:Ic_info_black_24dp.png]]  See: [[Forms: Form Bundle]] for more information.
 +
 
 +
==== Batch send from a submission ====
 +
#[[Client_Keyword_Search#Find_a_Client|Load a Client]] on a [[Client Tab|client tab]].
 +
#On the [[Client Tab: Client Dashboard|Client Dashboard tab]] select the (+) next to '''Submissions'''. ''(To expand the band by default, see: [[Preferences]])''
 +
#'''Left-Click''' the '''Submission Description'''.
 +
#Select '''Batch Send''' within the top toolbar.
 +
#See [[#Selecting items|Selecting items]] below.
 +
 
 +
A submission can also be opened from the assigned [[User Dashboard Tab]].
 +
 
 +
[[File:Ic_info_black_24dp.png]]  See: [[Submission]] for more information.
 +
 
 +
== Selecting items ==
 +
The Batch Send window can contain the following sections. ''(Sections without records are automatically hidden.)''
 +
*[[Policy Dashboard|Policy Memos]]
 +
*[[Client_Tab:_Client_Dashboard|Client Memos]]
 +
*[[Memowriter: Create A Form Letter Template|Library Memo Templates]]
 +
*[[#Selecting forms|Forms]]
 +
*[[Attachments]]
 +
*[[Invoice: Create An Invoice|Other (Invoice)]]
 +
*Other (Client Statement)
 +
 
 +
To select an item, expand the category and '''Check''' the desired item(s).  Items from multiple categories can be selected, but attachments can [[#Batch send actions|only be emailed or uploaded to My Insurance Dashboard]].
 +
 
 +
==== Selecting forms ====
  
 
The forms list includes categories, the form date, and the form description.  All forms are also listed, regardless of their sequence.
 
The forms list includes categories, the form date, and the form description.  All forms are also listed, regardless of their sequence.
  
 
[[File:releasenotes-batchprint-formspriorforms.png]]
 
[[File:releasenotes-batchprint-formspriorforms.png]]
 +
  
 
Certificates also have their own category, similar to the forms tab.  
 
Certificates also have their own category, similar to the forms tab.  
  
 
[[File:releasenotes-batchprint-forms-certificate.png]]
 
[[File:releasenotes-batchprint-forms-certificate.png]]
 +
  
 
Combine both the certificate tree and the availability of prior forms, and you gain access to older certificates for that policy.
 
Combine both the certificate tree and the availability of prior forms, and you gain access to older certificates for that policy.
Line 82: Line 120:
 
[[File:releasenotes-batchprint-forms-certificate-older.png]]
 
[[File:releasenotes-batchprint-forms-certificate-older.png]]
  
==== Selecting Form Bundles ====
+
==== Selecting form bundles ====
The Batch Print screen also automatically incorporates [[Form Bundle|Form Bundles]] into the selection process.
+
The Batch Send screen also automatically incorporates [[Forms: Form Bundle|Form Bundles]] into the form selection process.
 +
 
 +
[[File:Batchsend-formswithbundles.png]]
 +
 
 +
== Batch send actions ==
 +
[[File:Batchsend-topmenu.png]]
 +
{| class="wikitable"
 +
!Action Button
 +
!Result
 +
|-
 +
|Print
 +
|Sends the selected documents to the printer and automatically [[Activity|creates an activity record]] with a .PDF copy of the package.
 +
|-
 +
|PDF
 +
|Generates and opens a combined .PDF package of the selected items. ''(The .PDF can then be saved to an external file folder, outside of Newton.)''
 +
|-
 +
|Publish to My Insurance Dashboard (MID)
 +
|[[#Publish to My Insurance Dashboard|See below]].
 +
|-
 +
|Fax
 +
|[[#Batch send memos and forms to fax|See below]].
 +
|-
 +
|Email
 +
|Opens the [[Email|compose email window]] with all selected items combined as a single .PDF package. Existing [[Attachments]] are listed individually.
 +
|-
 +
|Setup
 +
|Edits the currently selected printer.
 +
|-
 +
|Wiki
 +
|Opens the Newton Wiki help documentation.
 +
|-
 +
|Exit
 +
|Closes the window.
 +
|}
 +
 
 +
''(If [[Attachments]] are selected, the Print, Preview, and FAX options will be disabled)''
 +
 
 +
=== Publish to My Insurance Dashboard ===
 +
Selecting the '''MID - Publish to MyInsuranceDashboard''' option will upload the documents to [[My Insurance Dashboard]] as a new .PDF package or as individual attachments.
 +
 
 +
[[File:Batchsend-publishtomid.png]]
 +
 
 +
[[File:Ic_info_black_24dp.png]]  See: [[My Insurance Dashboard]] for more information.
 +
 
 +
=== Batch send memos and forms to fax ===
 +
The fax action within batch send can include a fax cover page with the document package.  The cover page template can be customized using [[Memowriter]].
 +
 
 +
====Create fax cover page====
 +
The fax cover page template only needs to be created once. After the template is saved, it can be [[#Create fax package|selected for any fax package]].
 +
 
 +
#[[Memowriter: Sample Memo Templates|Download the Fax Cover template provided here]] and save it to your Desktop.
 +
#Select '''Setup''' -> '''Memowriter Letter Library'''.
 +
#Select '''File''' -> '''Import'''.
 +
#Browse to your desktop and select the downloaded file '''FAX_COVER.rtf'''.
 +
#Select '''Open'''.  The memowriter screen should now display the cover page.
 +
#:[[File:Mw-import.PNG]]
 +
#Make any desired changes to the template. Select '''File''' -> '''Save As'''.
 +
#Select '''Library''' and enter a Title e.g. FAX COVER. Leave the '''Category''' empty (blank). Select '''OK'''.
 +
#:[[File:Fax-memotemp-saveas.png]]
 +
#Exit Memowriter.
  
[[File:releasenotes-batchprint-forms-bundles.png]]
+
[[File:Ic_info_black_24dp.png]] See: [[Memowriter: Sample Memo Templates]] for more information.
  
== Batch Print Actions ==
+
==== Create fax package ====
*'''Print''': Sends the selected documents to the printer and automatically creates an activity record with a .PDF copy of the package.
+
#[[Client_Keyword_Search#Find_a_Client|Load a Client]] on a [[Client Tab|client tab]].
*Create and Preview PDF
+
#On the [[Client Tab: Client Dashboard|Client Dashboard tab]] select the (+) next to '''Policies'''.
*'''Publish to Myinsurancedashboard''': Sends the selected documents to [[:Category:MyInsuranceDashboard|MyInsuranceDashboard]] as a .PDF if enabled.
+
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]]. 
*Fax
+
#Select '''Batch Send''' within the top toolbar.
*'''Email''': Opens the [[Email Integration|compose email window]] with the selected documents listed as a .PDF attachment.
+
#Select the desired [[Forms]] or [[Memowriter]] documents. Do not try to select the cover page. Select the '''Fax''' action button.
*'''Choose Printer:''' Edits the currently selected printer.
+
#:[[File:Fax-batchsendfax.png]]
*Exit
+
#:<br>
 +
#Confirm the fax package details:
 +
#*Select the recipient and confirm the sender details.
 +
#*Optionally select the '''Cover Sheet''' -> '''FAX COVER''' created in the [[#Create fax cover page|section above]]. ''(Select '''Omit Cover Page''' to ignore the template.)''
 +
#*Select the installed '''Fax Printer'''. ''(Every third-party fax printer is designed differently. Some fax printers will open a separate software window when a document is submitted prompting the user to enter the fax to number.)''
 +
#*Enter any additional details and select '''OK'''.
 +
#:[[File:Fax-faxpackage.png]]
 +
#:<br>
 +
#The '''User Defined Field''' will display, prompting for the number of pages.  Enter the total if desired, and select '''Accept'''.  
 +
#:[[File:Batchprint-fax-faxpackge-user-defined.png]]
 +
#:<br>
 +
#The fax cover sheet’s merge fields will automatically be processed and the document sent.  When prompted, include any additional details for the [[Activity|policy log]], and select '''Save'''.
 +
#:[[File:Fax-faxpackage-pollog.png]]
 +
#:<br>
 +
#A PDF file will automatically be saved in Newton showing both the cover sheet and the selected package.
 +
#:[[File:Fax-faxpackage-pollog-details.png]]
  
''(If [[Attachment Integration|Attachments]] are selected, the Print, Preview, Publish to MyInsuranceDashboard, and FAX options will be disabled)''
+
[[File:Ic_info_black_24dp.png]]  See: [[Attachments]] for more information.

Latest revision as of 19:25, 19 July 2021

Ic description black 24dp.png Newton User Guide: Correspondence
Ic info black 24dp.png Required Software Version: Spring 2017
Ic settings backup restore black 24dp.png Legacy Instructions Available: Click Here
Related Pages
Related Categories

Batch Send is a powerful feature that allows you to group Memos, Forms, and other Attachments together. The selected items can be sent in batch to the printer, fax printer, output as a .PDF, published to My Insurance Dashboard, or sent as an attachment in an email message.

Accessing Batch Send

Batch Send can be opened from a number of locations and will always be associated with the selected Policy or Quote number.

Batchsend-topmenu.png

Batch send from a policy or quote

  1. Load a Client on a client tab.
  2. On the Client Dashboard tab select the (+) next to Policies. (To expand the band by default, see: Preferences)
  3. Left-Click the desired policy number to open the Policy Dashboard. (Optionally, Right-Click on the policy number and select Batch Send to jump directly to the selection window.)
    Clientdash-policies-selectpolicy.png
  4. Select Batch Send within the top toolbar.
  5. See Selecting items below.

The Policy Dashboard can also be loaded using the Policy Keyword Search.

Batch send from a form

  1. Load a Client on a client tab.
  2. On the Client Dashboard tab select the (+) next to Policies.
  3. Left-Click the desired policy number to open the Policy Dashboard.
  4. Select the Policy Forms tab.
  5. Open the desired form.
  6. Select Batch Send within the top toolbar.
  7. See Selecting items below.

Ic info black 24dp.png See: Forms for more information.

Batch send from a form bundle

  1. Load a Client on a client tab.
  2. On the Client Dashboard tab select the (+) next to Policies.
  3. Left-Click the desired policy number to open the Policy Dashboard.
  4. Select View Current Form Bundle (Risk).
  5. Select Batch Send within the top toolbar.
  6. See Selecting items below.

Ic info black 24dp.png See: Forms: Form Bundle for more information.

Batch send from a submission

  1. Load a Client on a client tab.
  2. On the Client Dashboard tab select the (+) next to Submissions. (To expand the band by default, see: Preferences)
  3. Left-Click the Submission Description.
  4. Select Batch Send within the top toolbar.
  5. See Selecting items below.

A submission can also be opened from the assigned User Dashboard Tab.

Ic info black 24dp.png See: Submission for more information.

Selecting items

The Batch Send window can contain the following sections. (Sections without records are automatically hidden.)

To select an item, expand the category and Check the desired item(s). Items from multiple categories can be selected, but attachments can only be emailed or uploaded to My Insurance Dashboard.

Selecting forms

The forms list includes categories, the form date, and the form description. All forms are also listed, regardless of their sequence.

Releasenotes-batchprint-formspriorforms.png


Certificates also have their own category, similar to the forms tab.

Releasenotes-batchprint-forms-certificate.png


Combine both the certificate tree and the availability of prior forms, and you gain access to older certificates for that policy.

Releasenotes-batchprint-forms-certificate-older.png

Selecting form bundles

The Batch Send screen also automatically incorporates Form Bundles into the form selection process.

Batchsend-formswithbundles.png

Batch send actions

Batchsend-topmenu.png

Action Button Result
Print Sends the selected documents to the printer and automatically creates an activity record with a .PDF copy of the package.
PDF Generates and opens a combined .PDF package of the selected items. (The .PDF can then be saved to an external file folder, outside of Newton.)
Publish to My Insurance Dashboard (MID) See below.
Fax See below.
Email Opens the compose email window with all selected items combined as a single .PDF package. Existing Attachments are listed individually.
Setup Edits the currently selected printer.
Wiki Opens the Newton Wiki help documentation.
Exit Closes the window.

(If Attachments are selected, the Print, Preview, and FAX options will be disabled)

Publish to My Insurance Dashboard

Selecting the MID - Publish to MyInsuranceDashboard option will upload the documents to My Insurance Dashboard as a new .PDF package or as individual attachments.

Batchsend-publishtomid.png

Ic info black 24dp.png See: My Insurance Dashboard for more information.

Batch send memos and forms to fax

The fax action within batch send can include a fax cover page with the document package. The cover page template can be customized using Memowriter.

Create fax cover page

The fax cover page template only needs to be created once. After the template is saved, it can be selected for any fax package.

  1. Download the Fax Cover template provided here and save it to your Desktop.
  2. Select Setup -> Memowriter Letter Library.
  3. Select File -> Import.
  4. Browse to your desktop and select the downloaded file FAX_COVER.rtf.
  5. Select Open. The memowriter screen should now display the cover page.
    Mw-import.PNG
  6. Make any desired changes to the template. Select File -> Save As.
  7. Select Library and enter a Title e.g. FAX COVER. Leave the Category empty (blank). Select OK.
    Fax-memotemp-saveas.png
  8. Exit Memowriter.

Ic info black 24dp.png See: Memowriter: Sample Memo Templates for more information.

Create fax package

  1. Load a Client on a client tab.
  2. On the Client Dashboard tab select the (+) next to Policies.
  3. Left-Click the desired policy number to open the Policy Dashboard.
  4. Select Batch Send within the top toolbar.
  5. Select the desired Forms or Memowriter documents. Do not try to select the cover page. Select the Fax action button.
    Fax-batchsendfax.png

  6. Confirm the fax package details:
    • Select the recipient and confirm the sender details.
    • Optionally select the Cover Sheet -> FAX COVER created in the section above. (Select Omit Cover Page to ignore the template.)
    • Select the installed Fax Printer. (Every third-party fax printer is designed differently. Some fax printers will open a separate software window when a document is submitted prompting the user to enter the fax to number.)
    • Enter any additional details and select OK.
    Fax-faxpackage.png

  7. The User Defined Field will display, prompting for the number of pages. Enter the total if desired, and select Accept.
    Batchprint-fax-faxpackge-user-defined.png

  8. The fax cover sheet’s merge fields will automatically be processed and the document sent. When prompted, include any additional details for the policy log, and select Save.
    Fax-faxpackage-pollog.png

  9. A PDF file will automatically be saved in Newton showing both the cover sheet and the selected package.
    Fax-faxpackage-pollog-details.png

Ic info black 24dp.png See: Attachments for more information.