Attachments

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Newton provides you with the ability to attach electronic documents to your management system. Emails, PDF documents, and other scanned images can all be attached to Newton through drag-and-drop. A document can be attached to a given client, to a specific policy or submission, a company, or to a vendor. Once attached, an attachment can be shared using an email, Batch Send, or My Insurance Dashboard.

Contents

Create an attachment

Drag and Drop Attachments
Adding Attachments Using My Newton Online

Attachments and emails are both created through drag-and-drop. Multiple items can be attached simultaneously to the same area instead of repeating the process for each file individually.

Create a client attachment

  1. Search for and load the client or prospect.
  2. Left-click the mouse on the document (on your desktop) and hold down the mouse button.
  3. Drag the selected document onto the Client Dashboard tab and release the mouse button.
  4. Edit the Description for the file when prompted.
  5. Select the desired Type and/or Tag.
  6. Select Okay.

Ic info black 24dp.png See: Client Tab: Client Dashboard for more information.

Create a policy attachment

  1. Search for and load the client or prospect.
  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.
    Clientdash-policies-selectpolicy.png
  4. Left-click the mouse on the document (on your desktop) and hold down the mouse button.
  5. Drag the selected document onto the Policy Dashboard and release the mouse button.
  6. Edit the Description for the file when prompted.
  7. Select the desired Type and/or Tag.
  8. Select Okay.

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

Create a company attachment

A Company Tab is created by selecting Company -> Add Company Tab from the Main Menu.

  1. Load the company on a Company Tab.
  2. Left-click the mouse on the document (on your desktop) and hold down the mouse button.
  3. Drag the selected document onto the Company Tab and release the mouse button.
  4. Edit the Description for the file when prompted.
  5. Select the desired Type and/or Tag.
  6. Select Okay.

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

Create a vendor attachment

A Vendor Tab is created by selecting Vendor -> Add Vendor Tab from the Main Menu.

  1. Load the vendor on a Vendor Tab.
  2. Left-click the mouse on the document (on your desktop) and hold down the mouse button.
  3. Drag the selected document onto the Vendor Tab and release the mouse button.
  4. Edit the Description for the file when prompted.
  5. Select the desired Type and/or Tag.
  6. Select Okay.

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

Create a secure attachment

Anything attached through drag-and-drop from within the management tab is only visible from the management tab as a secure attachment.

Existing company and vendor attachments can be converted as secure attachments using the instructions below.

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

Create an attachment by browsing to a folder

Attachments are attached primarily through drag-and-drop, however they can also be attached by browsing the Microsoft Windows file system and selecting a file. Utilizing the file picker is helpful for users with a single monitor where drag+drop is more difficult, or if all documents are always scanned and saved to a specific network folder.

  1. Search for and load the client, prospect, policy, company or vendor.
  2. Select Create Item -> Attachment within the top toolbar. (Optionally select the (+) next to Attachments and select Add Attachment.)
    Clienttab-dashboard-toolbar.png
  3. Select Browse.
    Attach-browse.png
  4. Choose the desired file and select Open. (When attaching multiple files at once, consider using drag-and-drop instead of browsing to each individually.)
    Attach-browse-select.png
  5. Confirm the attachment info and select Okay.
    • The Description will default to the file name. Update the text if desired.
    • The Attachment Type will default based on common file types. Select a different Type as needed.
    • Optionally select an Attachment Tag.
    • Optionally choose to Remove original. Enabling this option will permanently delete the original file from the folder after copying it to Newton.
      Attach-browse-info.png
  6. Enter additional contextual information for the activity log. This additional information can be used to find a signed document using the activity search, in addition the description entered above. Select Save.
    Attach-browse-pollog.png

Repeat this process for additional attachments if desired. The directory will automatically default to the last location selected by the user on that computer.

Attachment types and user tags

In addition to being saved to a policy, Attachments can be assigned a Type and User-Defined Tag. View filters can be applied for the types, similar to activity filters

Basic-attch-typetag.PNG

Attachment type and tag setup

New attachments with common file extensions (.jpg, .docx, .pdf) will automatically be assigned an Attachment Type. Attachment types can also be manually assigned to user-created attachments. Attachment Type profiles cannot be modified.

Type Automatically Assigned To
Accounting Client/Company Reconcile Reports, Commission Download/Commission Builder Reports
Document Printed Memo Writer documents.
ACORD/Forms Previewed or Printed ACORD forms.
Picture
Other
Packages Batch print generated PDF packages.


Attachment tag profiles are user-defined, created by office administrators.

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

Filter attachment list by type

Attachment Type and Tag columns are displayed in the following locations:

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Attachments.
  3. Right-Click on the attachment and select Attachment Types. (By default, All will be selected).
    Attch-attchtypes-all.png
  4. Select the desired Attachment Type from the list.
  5. The attachment list will be automatically filtered to only include attachments saved as the selected Attachment Type.
    Attch-attchtypes-picture.png
  6. Multiple attachment types can be selected by choosing additional types.

Rename, move, or remove an attachment

Rename an Attachment

  1. Search for and load the client, prospect, policy, company or vendor.
  2. Select the (+) next to Attachments.
  3. Right-Click on the attachment and select Edit Description.
  4. Enter a new Description.
  5. Select the desired Type and/or Tag.
  6. Select OK.
    Attach-edit-descortypetag.png

Move an attachment

Existing attachments can be moved from the client file, to a specific policy on the client. In addition, attachments can be moved between two policies, or removed from a policy.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Attachments.
  3. Right-Click on the attachment and select Move to policy.
  4. Highlight the correct policy number by left-clicking on the number within the list, and choose Select. (To remove the attachment from the policy, select Clear.)
    Attachment-move-selectapolicy.png
  5. Confirm Yes to move the attachment.

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

Move multiple attachments

Attachments can be moved individually using the steps above or multiple items can be moved in a batch.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Attachments.
  3. Right-Click on the attachment and select Multiple Selections.
    Releasenotes-basic-attachments-multipleselection.png
  4. After enabling Multiple Selections, choose the items by clicking on the check boxes or the attachment descriptions.
    Releasenotes-basic-attachments-multipleselection-checks.png
  5. After the items are selected, Right-Click on an attachment and select Move to policy.
  6. Highlight the correct policy number by left-clicking on the number within the list, and choose Select. (To remove the attachments from the policy, select Clear.)
    Attachment-move-selectapolicy.png
  7. Confirm Yes to move the attachments.

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

Convert company and vendor secure attachments

Company and Vendor attachments can be converted to secure attachments.

  1. Load a Company Tab or Vendor Tab.
  2. Select the (+) next to Attachments.
  3. Right-Click on the attachment and select Convert to Secure Attachment.
    Company-attach-convertsecure.png
  4. Select Yes to confirm.
  5. The attachment will be removed from the company or vendor tabs, and only available from the Management Tab.

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

Delete an attachment

Attachments links can be removed from clients, policies, vendors or companies.

Ic warning black 24dp.png You cannot recover a deleted attachment link.

  1. Load a client on one of the client tabs, or load a Company Tab or Vendor Tab.
  2. Select the (+) next to Attachments.
  3. Right-Click on the attachment and select Remove Link or Delete. (Requires Security System: AR -> Policy Transaction -> Global access.)
  4. Confirm Yes to remove the attachment.
    Attachment-removelinkconfirm.png

Any activity corresponding to the original attachment will be unchanged, with a new activity created representing the delete action.

Delete multiple attachments

Attachments can be removed individually using the steps above or multiple items can be removed in a batch.

Ic warning black 24dp.png You cannot recover a deleted attachment link.

  1. Load a client on one of the client tabs, or load a Company Tab or Vendor Tab.
  2. Select the (+) next to Attachments.
  3. Right-Click on the attachment and select Multiple Selections.
    Releasenotes-basic-attachments-multipleselection.png
  4. After enabling Multiple Selections, choose the items by clicking on the check boxes or the attachment descriptions.
    Releasenotes-basic-attachments-multipleselection-checks.png
  5. After the items are selected, Right-Click on an attachment again and select Remove Link or Delete. (Requires Security System: AR -> Policy Transaction -> Global access.)
  6. Confirm Yes to remove the attachments.