Forms: Vehicles

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Ic description black 24dp.png Newton User Guide: Forms
Ic info black 24dp.png Required Software Version: Spring 2017
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Drivers, Equipment, Vehicles, Properties, and Workers are stored into schedules that can be imported into associated Forms and Form Bundles. These schedules are automatically created by download, or they can be updated by hand. The information is entered once, rather than being retyped into every applicable form.

Contents

Before you begin

Access to create and edit an existing forms requires the current operator to have Security System: AR -> Policy Transaction -> Entry and Edit access.

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

Create a vehicle

Vehicles can be created from the client tab, client profile, or from within a form. If a policy does not exist or a form is not immediately required, entering a new vehicle can be completed in a few steps.

  1. Search for and load the client or prospect. (See the section below if the client is a broker-billed agent.)
  2. On the Client Dashboard tab select Create Item -> Vehicle from the top toolbar.
    Clienttab-dashboard-toolbar.png
  3. The list of existing vehicles is displayed. Select New.... (See the section below to edit an existing vehicle.)
    Vehicle-new.png
  4. Enter the vehicle details on the first tab. Select the View ACORD 129 button to enter detailed commercial risk information.
  5. Select Save when finished.
    Vehicle-new-save.png
  6. The new vehicle will be added to the list of vehicles on the client. Repeat the process as needed, and select OK/Cancel when finished.
    Vehicle-new-list.png

Ic info black 24dp.png See: Assign a vehicle to a form to add the new vehicle to a form.

Create a vehicle on a form

Adding a vehicle from within a form instead of from the client tab is the fastest way to add a new vehicle to a form. A vehicle created from within a form is also added to the list of vehicles on the client.

Ic info black 24dp.png Prior to creating a new form, the client and policy must already be entered into the system. See Create A Client and Create A Policy for more details.

  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.
  4. Select the Policy Forms tab.
  5. To view or edit a form, left-click the form description. To create a new form, select Create Item -> Form within the policy dashboard toolbar.
  6. Select Choose Vehicles.
    Forms-bundles-scheduled-formchoose.png
  7. Select New....
  8. Enter the vehicle details on the first tab. Select the View ACORD 129 button to enter detailed commercial risk information.
  9. Select Save when finished.
  10. The new vehicle is added to the list. Select OK.
  11. Select Save to save the form.
  12. Select Preview, Print, or Batch Send to generate the form.

Ic info black 24dp.png See: Vehicles and forms below for more information.

Create a vehicle for an insured (Broker Billed)

Most broker billed clients will not require vehicles. Clients entered as broker billed have multiple schedules of vehicles; the list of vehicles assigned to the client directly, and separate lists of vehicles for each named insured.

  • A vehicle entered on a broker billed client is not shared with the named insured schedules.
  • A form cannot contain both vehicles saved to the client, and vehicles saved to a named insured.
  • A form cannot contain vehicles saved to two different named insureds.
  • Vehicles cannot be copied between the client and a named insured on that client.
  • Vehicles created from within a form will be automatically saved to the insured's vehicle scheduled assigned to the policy.
  • The insured assigned to a form can be removed or edited by selecting Other -> Choose Named Insured within a form. Editing or removing the Named Insured will change the scheduled list of vehicles available within the vehicle selection window to either a different Named Insured, or to the client-only list of vehicles.

Ic info black 24dp.png See: Create a vehicle to add the vehicle to a broker billed client without assigning it to a named insured.

Ic info black 24dp.png See: Create a vehicle on a form to add the vehicle to a named insured on a broker billed client.

Edit a vehicle

Vehicles can be edited from the client tab, client profile, or from within a form.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select Create Item -> Vehicle from the top toolbar.
  3. Left-Click to highlight to vehicle.
  4. Select Edit...
    Vehicle-edit.png
  5. Edit the vehicle details. Any fields which display automatically on forms will be automatically updated.
  6. Select Save when finished and close the window.
  7. Repeat the process as needed, and select OK/Cancel when finished.

Remove a vehicle

When a vehicle is no longer active on any policy for the client, the vehicle can be changed to inactive.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select Create Item -> Vehicle from the top toolbar.
  3. Left-Click to highlight to vehicle.
  4. Select Edit...
  5. Deselect Vehicle is active.
    Vehicle-edit-inactive.png
  6. Select Save and close the window.
  7. The vehicle is hidden from the list. To view an inactive drive, deselect Hide inactive at the bottom of the schedule window.
  8. Repeat the process as needed, and select OK/Cancel when finished.

Ic info black 24dp.png An inactive vehicle is not automatically removed from a form. To remove a vehicle from a form, see the section below.

Duplicate a vehicle

If a second vehicle is required that is almost identical to an existing vehicle, a duplicate can be created. Vehicles can be duplicated from the client tab, client profile, or from within a form.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select Create Item -> Vehicle from the top toolbar.
  3. Left-Click to highlight to vehicle.
  4. Select Edit...
  5. Select Duplicate. A system message will display confirming the second vehicle has been created. Select OK.
    Vehicle-duplicate-message.png
  6. Enter any changes for the new vehicle. Select the View ACORD 129 button to enter detailed commercial risk information.
  7. Select Save when finished.
  8. The new vehicle will be added to the list of vehicles on client. Repeat the process as needed, and select OK/Cancel when finished.

Ic info black 24dp.png See: Assign a vehicle to a form to add the new vehicle to a form.

Vehicles and forms

Assign a vehicle to a form

  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.
  4. Select the Policy Forms tab.
  5. To view or edit a form, left-click the form description. To create a new form, select Create Item -> Form within the policy dashboard toolbar.
  6. Select Choose Vehicles.
    Forms-bundles-scheduled-formchoose.png

  7. Left-Click to select the desired vehicles or Right-Click to set all. (Select Edit to modify a vehicle, New to create a new vehicle. Deselect Hide inactive to show inactive vehicles or Hide unbundled items for a complete list.)
    Vehicle-choose-selected-nofilter.png
  8. Select OK when done. Select Save to save the form.
  9. Select Preview, Print, or Batch Send to generate the form.

Print a list of vehicles

A list of vehicles can be added to a vehicle schedule form, exported from the vehicle list, printed from a form bundle, or copied to the clipboard from the client tab.

Ic info black 24dp.png Prior to creating a new form, the client and policy must already be entered into the system. See Create A Client and Create A Policy for more details.

  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.
  4. Select the Policy Forms tab.
  5. Select Create Item -> Form within the policy dashboard toolbar.
  6. Select the Vehicle Schedule and select OK. (The list can be filtered by typing the name of a form, or the number of a form.)
    Vehicle-vehicleform.png
  7. Select Choose Vehicles.
  8. Left-Click to select the desired vehicles or Right-Click to set all. Select OK when done.
  9. Select Save to save the form.
    Vehicle-vehicleform-finished.png
  10. Select Preview, Print, or Batch Send to generate the form.

Ic info black 24dp.png See: Assign a vehicle to a form above for more information.

Change the order of vehicles on a form

The order vehicles on a form is determined by the order on the choose vehicles list. By default the vehicles are in sequence order, which is the order the vehicles were created in Newton. To change the order on the form, simply select the desired column during the selection process.

Vehicle-vehicleform-sortorder.png


Ic info black 24dp.png See: Assign a vehicle to a form above for more information.

Vehicles and form bundles

Vehicles are automatically added for a form bundle when a form is initially added to the bundle, or when a new vehicle is added to an existing bundled form.

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

Insert schedule item description

All forms include a global right-click menu option that allows you to insert any schedule item’s description into a memo field on any form.

  1. Open a form.
  2. Right-click in the memo field. Select to Insert Vehicle Description…
    Vehicle-insert.png
  3. Select the correct vehicle from the list, and select the OK button.
  4. The form is now populated with the vehicle description from the schedule.
    Vehicle-insert-finished.png

Integrations

Export a list of vehicles

Each of the risk schedule windows can export to a Microsoft Excel spreadsheet with a single click.

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select Create Item -> Vehicle from the top toolbar.
  3. Select Export.
    Vehicle-export.png
  4. Microsoft Excel is automatically displayed, with the spreadsheet populated.


The exported spreadsheet contains more information than the schedule window. The export option is also available from within any form that integrates with the schedules, generating only a list of scheduled items.

Create a vehicle from download

Risk download will automatically create vehicles during the daily download process if the type of policy is configured to automatically generate a form with vehicle schedule integration.

If the download is not configured to automatically create a form, the client download tab can be used to create a form on-the-fly.

Ic info black 24dp.png See: Configure AL3 Acord Lines for more information.

My Insurance Dashboard

Vehicles can be edited and created by commercial and personal lines clients with My Insurance Dashboard.

Ic info black 24dp.png See: MyInsuranceDashboard.com Integration for more information.