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| − | [[Category:Training Guides]]
| + | #redirect [[Newton_User_Guide#Correspondence]] |
| − | <table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
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| − | <tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
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| − | <td>Related Pages</td>
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| − | </tr>
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| − | <tr>
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| − | <td>
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| − | <ul>
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| − | <li>[[Training 1: Newton Interface Overview]]</li>
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| − | <li>[[Training 2: Setting Up Your Agency]]</li>
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| − | <li>[[Training 3: Entering Policy Information]]</li>
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| − | <li>[[Training 4: ACORD Forms]]</li>
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| − | <li>[[Training 5: Email, Diary, Activity, Client Notes & Memo Writer]]</li>
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| − | <li>[[Training 6: Accounting]]</li>
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| − | <li>[[Training 7: Management]]</li>
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| − | </ul>
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| − | </td>
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| − | </tr>
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| − | | |
| − | <tr style="background-color: #d3d3d3; text-align: center; ">
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| − | <td>Related Categories</td>
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| − | </tr>
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| − | <tr>
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| − | <td>
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| − | <ul>
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| − | <li>[[:Category:Training Guides|Training Guides]]</li>
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| − | </ul>
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| − | </td>
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| − | </tr>
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| − | </table>
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| − | '''[http://mynewtoncampus.com/getting-started/ Visit: My Newton Campus - Getting Started]'''
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| − | {{#ev:youtube|WkudF_7gpWw|300|right|Advanced Part 1 - Email & Diaries}}
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| − | {{#ev:youtube|tZtraxWPgC4|300|right|Advanced Part 2 - Activity, Notes, & Memos}}
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| − | == E-mail ==
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| − | {{#ev:youtube|0UVKrT1JH98|300|right|Email Integration}}
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| − | See [[Email Integration]] for additional details.
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| − | === Sending E-mail from Newton ===
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| − | Newton is now integrated with Microsoft Outlook 2003 and up.
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| − | There are three ways to send e-mail from the client’s Basic tab. To e-mail a contact, click the e-mail address next to the contact’s name. Once you’ve sent the e-mail, it will be saved under the E-mails band on the client’s Basic tab.
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| − | To send a policy-related e-mail, open a policy, and click '''E-Mail''' under the '''Create Item''' menu. The e-mail will also be saved under the client’s E-Mails band.
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| − | Finally, to send policy-related documents, open a policy, select the '''Automated Procedures''' menu, and '''Batch Print'''. Use the check boxes to select Memos, forms, and attachments you wish to send, then click the E-mail button.
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| − | [[File:training5-batchprint.png]]
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| − | ==== Address Book Options ====
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| − | Click '''To''' to add a recipient, '''CC''' to add a carbon-copy, or '''BCC''' to add a blind, carbon copy recipient. You can select e-mail addresses from Clients, Companies, Interests, and Producers, or click '''Outlook Address''' to select from your Microsoft Outlook contacts.
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| − | [[File:training5-address.png]]
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| − | ==== Attaching a File from Newton ====
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| − | Click '''Attach''' to select from your attachments in Newton. Use the checkboxes to select client and policy attachments.
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| − | [[File:training5-email-attach.png]]
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| − | ==== Attaching a File from Your Computer ====
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| − | To attach a file from your computer, click and drag the file and drop it onto the e-mail.
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| − | ==== Templates with Memo Writer ====
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| − | Click '''Choose memo template''' to select a form letter. It will automatically be mail-merged with the current client/policy’s information.
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| − | We will learn more about setting up Memo templates later in this training session.
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| − | ==== E-mail Signature ====
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| − | {{#ev:youtube|vVbE6Krw7-0|300|right|Configure Default Email Signature}}
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| − | Your e-mail signature will be automatically inserted into any e-mail you send from Newton. To set up your signature, click the '''Profiles''' menu and select '''Producer'''. Enter your initials and click '''E-mail Signature'''. Type your signature and click '''Save'''.
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| − | | |
| − | === Attaching a Received E-mail to Newton ===
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| − | To attach an e-mail to Newton, click and drag the e-mail in your inbox and drop it onto a client or policy.
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| − | | |
| − | [[File:training5-email-dragdrop.png]]
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| − | | |
| − | ==== Change Description ====
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| − | Open an e-mail and click '''Description''' to change the description that appears on the Basic tab.
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| − | | |
| − | [[File:training5-email-description.png]]
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| − | ==== Change Policy Number ====
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| − | To change the policy to which an e-mail is attached, click '''Policy''' and select the policy number, or '''Clear''' to detach it from any policy. The e-mail will still be attached to the client.
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| − | [[File:training5-email-changepolicy.png]]
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| − | === Tips ===
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| − | *Sent e-mails are saved on the client’s Basic tab. Click '''Refresh''' to see newly added items. E-mails that are attached to a policy will list the policy number.
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| − | *Create e-mail from Policy Express to ensure that the message is attached to the correct policy.
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| − | *Create a standard naming scheme for descriptions and subject lines, making it easier to find and manage e-mails later.
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| − | *Remember that the subject and the body text of an e-mail are searchable from activity search.
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| − | == Diary ==
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| − | [[Diary|Diaries]] are simple follow-up or to-do items that display on the assigned operator's [[Dashboard Tab (User)|Dashboard Tab]] based on the suspense date. A diary can be used for simple inter-office communication, action items on policies, or can be created automatically by [[:Category:Policy Tasks|common policy tasks]] or [[Download Alerts]].
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| − | A diary can be created from the [[Client Tab|Client Dashboard Tab]], [[Policy Express]], [[Download Alerts]], the [[Company Tab]], or the [[Vendor Tab]].
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| − | | |
| − | Although a diary is commonly associated with a [[Policy: Create A Policy|specific policy]], a diary can also be saved to a [[Client Profile|client without a policy]], or directly to an [[Producer Profile|operator]] for inter-office communication.
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| − | [[File:Ic_info_black_24dp.png]] [[Diary|Click here to learn more about diaries]].
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| − | [[File:Clienttab-diary-fullwindow.png]]
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| − | | |
| − | == Activity ==
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| − | {{#ev:youtube|wIhsskzoYUU|300|right|Activity - Automatic and Permanent}}
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| − | === Basic Tab ===
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| − | Expand the Activity band on a client’s Basic tab to view activity. Only correspondence and notes are shown by default. Right-click the Activity band to view All Items.
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| − | [[File:training5-activity.png]]
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| − | === Policy Express ===
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| − | Open a policy, select the View Existing Items menu, and Policy Activity to view activity on a single policy.
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| − | === Color Codes ===
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| − | *Correspondence appears in red.
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| − | *Notes appear in green.
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| − | *All other items appear in black.
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| − | === Notes ===
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| − | You can add an activity note to a policy. Open the policy, and select Activity from the Create Item menu. Activity notes cannot be altered once saved.
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| − | | |
| − | [[File:training5-activity-createfrompol.png]]
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| − | === Activity Search ===
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| − | Type any word or phrase to search policies, correspondence, and all other activity items. Click '''Clear''' to clear the filter.
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| − | [[File:training5-activity-search.png]]
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| − | == Client Notes ==
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| − | Client notes appear at the top of the client’s Basic tab. Click '''Create Note''' to create a note. Client notes are attached to the client only and not to a specific policy.
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| − | [[File:training5-clientnote-create.png]]
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| − | === Permanent Notes ===
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| − | Client notes are permanent and cannot be altered once saved.
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| − | Client notes are not included in Activity Search.
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| − | === Highlight and Pop-up ===
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| − | You can choose to highlight or un-highlight a note once saved. Highlighted notes appear on the Basic tab by default; notes that are not highlighted will not appear unless you click “Click for more notes.”
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| − | The Popup Notice option will cause a note window to pop up on the screen every time a user loads the client. These should be used extremely sparingly and only for show-stopper items.
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| − | == Memo Writer ==
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| − | Memos are word-processing documents such as form letters. Newton features an excellent word-processing system.
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| − | [[File:training5-memowriter.png]]
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| − | === Create ===
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| − | To create a Memo, select the '''Marketing''' menu and Memo '''Writer'''.
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| − | To create a Memo on a client, click the plus-sign next to '''Memos''' and select '''Create Memo'''. You will start with a blank document either way, but if you perform a mail-merge, the Memo will remember what client you were on.
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| − | To open a Memo from your library of Memo templates, click the '''File''' menu and '''Open'''. You will learn how to set up templates in this session.
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| − | ==== Merge Fields ====
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| − | Right-click and select '''Insert Merge Field''' to add a field for mail-merge. Memo Writer allows many different types of data to be merged in from clients, policies, and more, grouped into categories such as: Agent, Client, Underwriter, Policy, et cetera. For example, expand '''Policy''' and double-click '''Number''' to insert the policy number. The menu will stay open until you close it, so you can add as many merge fields as you like. A sample Memo might appear something like:
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| − | [[File:training5-memowriter-mergefields.png]]
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| − | === Library and Locking/Unlocking ===
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| − | When you have finished creating your Memo, you will save it. Memos can be saved to 4 locations: A client, a policy, a company, or to the Memo library. You should select Library. This will allow the Memo to be accessed on any client, merged, and re-saved to the given client.
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| − | Once the Memo is saved, click the Lock button to lock the Memo. A locked Memo cannot be overwritten in the library; if anyone opens it and merges the data, or otherwise changes the template, they will be prompted to re-save a copy to the current client. Only operators with a security level equal to the “Global” value for Memo Writer can lock and unlock Memos. Security can be found under the '''Other''' menu and '''Security System'''.
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| − | [[File:training5-memowriter-lock.png]]
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| − | === Save to Client or Policy ===
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| − | If a Memo is saved to a client it will appear under the '''Memos''' band on the client’s Basic Tab.
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| − | If a Memo is saved to a policy it will appear under the '''Memos''' band and under the '''View Existing Items''' menu in Policy Express.
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| − | === Open a Memo Saved to a Client or Policy ===
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| − | To open a Memo saved to a client or a policy, load the client and expand the '''Memos''' band.
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| − | Memos attached to policies will show the policy number. You can click the column heading to organize Memos by policy number.
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| − | === Tips ===
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| − | *Create an envelope template for printing envelopes. You can change the page size and orientation under the '''Format''' menu.
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| − | *Create a Memo in a Diary for Clients to sign off on changes.
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| − | *Create a Memo on the Company Tab for Underwriting Guidelines.
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| − | *Use Memos for quote worksheets, agency-created forms, or a Renewal Review Checklist to use when renewing policies.
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| − | *You may also use Memos for marketing notes on complicated commercial accounts.
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| − | [[File:training5-memowriter-no10envelope.png]]
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| − | ==== Related Wiki Pages ====
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| − | [[Email Integration]]
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