Memowriter: Policy Memo

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Ic description black 24dp.png Newton User Guide: Correspondence
Ic info black 24dp.png Required Software Version: Spring 2017
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Memowriter provides the ability to create form letter templates that can be used to quickly merge data fields, with client or policy information. Memos can be created on a policy with or without templates. Policy lists such as expirations can output individual letters to a batch of policies with a single function.

Contents

Before you begin

Access to view and create memos requires the current operator to have Security System: Marketing -> Memo Writer -> View and Entry access.

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

Create a policy memo

  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. (Optionally, Right-Click on the policy number and select Memo.)
    Clientdash-policies-selectpolicy.png
  4. Select Create Item -> Memo within the top toolbar.
  5. When prompted to open an existing memo, select the X to close.
  6. Enter the body of the memo. (See the section below to create the memo from a memo template.)
  7. When finished, output the document:
    Memowriter-client-mailorprint.png

  8. When prompted, add any additional information to the Activity Log window. Select Save when finished.
  9. The memo can also be saved as an editable item to the memos band on the Policy Dashboard.
    Select File -> Save As.
    The memo Title and client number and policy number will automatically populate. Change the Title if desired, and select OK.
    Memowriter-policy-saveas.png
  10. Exit Memowriter.

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

Create a policy memo from a memo template

An existing Memowriter Library Template must be configured and saved.

  1. Search for and load the client or prospect.
  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 Create Item -> Memo within the top toolbar.
  5. When prompted to open an existing memo, choose an existing memo template and select Open.
    Memowriter-policy-open.png

  6. Select File -> Merge Data to replace the merge codes with client and policy data.
    Memowriter-client-merge.png

  7. When prompted, confirm the client and contact details, then select OK.
    Memowriter-client-merge-confirm.png

  8. The merge codes will be replaced with client and policy data.
    Memowriter-client-merge-complete.png

  9. When finished, output the document:
  10. When prompted, add any additional information to the Activity Log window. Select Save when finished.
  11. The memo can also be saved as an editable item to the memos band on the Policy Dashboard.
    Select File -> Save As.
    The memo Title and client number and policy number will automatically populate. Change the Title if desired, and select OK.
  12. Exit Memowriter.

Ic info black 24dp.png See: Memowriter: Create A Form Letter Template for more information.

Policy expiration letter to each customer in a batch

The policy list report can output to either a printer or to a memo template. If Output Device -> Memo is selected, a memo will be created, printed, and a .pdf copy saved for each policy on the report. When the memo is created, the client and policy information is automatically merged.

  1. Select Client -> Policy Expiration List -> Policy Expiration List (Pending Only).
  2. Set Output Device -> Memo.
    Policylist-tomemo.png

  3. Select Printer... to verify the correct printer is selected.
  4. Select Print.
    • Prior to selecting print, set the Output Device to printer and preview the results first to verify how many letters will be created.
    • It is not recommended to use a memo with user-defined merge codes for this process.
  5. Select the library memo template to use for the letter and select the open button to immediately start the batch process.
    Policylist-tomemo-selectmemo.png

  6. When the process completes, each of the policies will retain a .pdf copy of the letter listed under the attachment band.
    Policylist-tomemo-attchlist.png


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

Ic info black 24dp.png See: Create a client marketing memo in a batch for more information creating client marketing memos.

Delete an policy memo

Once the memo is deleted, it is permanently removed from the database.

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

  1. Search for and load the client or prospect.
  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 Create Item -> Memo within the top toolbar.
  5. When prompted to open an existing memo, left-click to select the saved memo. Do not double-click or select Open.
  6. Select Delete. (Requires Security System: Marketing -> Memo Writer -> Global access.)
    Memowriter-policy-delete.png

  7. When prompted, select Yes to confirm.
  8. Exit Memowriter.

After deleting a memo, activity associated with the memo will still be recorded, including any automatically generated system .PDF attachments.