Attachments

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Attachment Email

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 to be shared. A document can be attached to a given client, to a specific policy or submission, or to a company.

Create an Attachment

Drag and Drop Attachments

Adding Attachments Using My Newton Online

Although attachments and emails are both created through drag-and-drop, the email integration process is different.

Create a Client Attachment

1. Load a client on one of the client tabs.
2. Left-click the mouse on the document (on your desktop) and hold down the mouse button.
3. Drag the selected document onto the Basic tab and release the mouse button.
4. Edit the Description for the file when prompted.
5. Select Okay.

Create a Policy Attachment

1. Load a client on one of the client tabs.
2. Left-Click on the policy number listed under the Active Policies band to open Policy Express.
3. Left-Click the mouse on the document (on your desktop) and hold down the mouse button.
4. Drag the selected document onto Policy Express and release the mouse button.
5. Edit the Description for the file when prompted.
6. Select Okay.

Create a Company Attachment

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 Okay.

Create a Vendor Attachment

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 Okay.

Create Secure Attachment

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

See Management Tab for details.

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

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.

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

• Dashboard Tab -> Attachments
• Management Tab -> Operator -> Attachments
• Management Tab -> Company -> Attachments
• Client Tab -> Attachments
• Policy Express -> Attachments
• Company Tab -> Attachments
• Vendor Tab -> Attachments

Attachment Type Setup

Attachment types can be manually assigned to user-created attachments, in addition to being automatically set for system-generated attachments.

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 Type profiles cannot be modified.

Attachment Tag Setup

Attachment tag profiles are user-defined, created by office administrators. (Requires Other -> Security System -> AR -> Policy Transaction -> Global Access)

Create an Attachment Tag

1. Select Profiles -> Attachment Tag Setup.
2. Enter the desired Attachment Tag Name.
3. Select Save.

   

Rename an Attachment Tag

1. Select Profiles -> Attachment Tag Setup.
2. Select the existing Tag Desc from the drop-down.
3. Select Replace.

   

4. Enter the new Attachment Tag Name.
5. Select Update.

   

Delete an Attachment Tag

You cannot recover a deleted Attachment Tag.  All previously associated attachments will no longer have an Attachment Tag set. 

1. Select Profiles -> Attachment Tag Setup.
2. Select the existing Tag Desc from the drop-down.
3. Select Delete.

   

4. Confirm when prompted.

Add Attachment Type and/or Tag to New Attachment

New attachments with common file extensions (.jpg, .docx, .pdf) will automatically be assigned an Attachment Type.

Add Attachment Through Drag+Drop

1. Drag+Drop the attachment onto either a Client Tab, Policy Express, the Company Tab, or the Vendor Tab. (See: Create an Attachment)
2. Select the desired Type and/or Tag.
3. Select OK.

   

Add Attachment Through Browse

1. Load a client on one of the client tabs.
2. Do one of the following:
   • Expand the Attachments band. Select Add Attachment.
   • Right-Click on the policy number listed under Active Policies and select Add Attachment.
3. Select Browse and choose the attachment.
4. Select the desired Type and/or Tag.
5. Select Okay.

   

Add Attachment Type and/or Tag to Existing Attachment

1. Load a client on one of the client tabs.
2. Expand the Attachments Band.
3. Right-Click on the attachment and select Edit Description.
4. Select the desired Type and/or Tag.
5. Select OK.

   

Filter Attachment List by Type

1. Load a client on one of the client tabs.
2. Expand the Attachments Band.
3. Right-Click on the attachment and select Attachment Types. (By default, All will be selected).

   

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.

   

6. Multiple attachment types can be selected by choosing additional types.

Rename, Move, or Remove an Attachment

Rename an Attachment

1. Load a client on one of the client tabs, or load a Company Tab or Vendor Tab.
2. Expand the Attachments Band.
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.

   

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. Load a client on one of the client tabs.
2. Expand the Attachments Band.
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.)

   

5. Confirm Yes to move the attachment.

Move Multiple Attachments

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

1. Load a client on one of the client tabs.
2. Expand the Attachments Band.
3. Right-Click on the attachment and select Multiple Selections.

   

4. After enabling Multiple Selections, choose the items by clicking on the check boxes or the attachment descriptions.

   

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.)

   

7. Confirm Yes to move the attachments.

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. Expand the Attachments Band.
3. Right-Click on the attachment and select Convert to Secure Attachment.

   

4. Select Yes to confirm.

After the conversion, the attachment will be removed from the company or vendor tabs, and only available from the Management Tab.

Delete an Attachment

Existing attachments can be removed from the client and policy, company or vendor. Any activity corresponding to the original attachment will be be unchanged, with a new activity created representing the delete action.

1. Load a client on one of the client tabs, or load a Company Tab or Vendor Tab.
2. Expand the Attachments Band.
3. Right-Click on the attachment and select Remove Link or Delete.
4. Confirm Yes to remove the attachment.

   

Delete Multiple Attachments

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

1. Load a client on one of the client tabs, or load a Company Tab or Vendor Tab.
2. Expand the Attachments Band.
3. Right-Click on the attachment and select Multiple Selections.

   

4. After enabling Multiple Selections, choose the items by clicking on the check boxes or the attachment descriptions.

   

5. After the items are selected, Right-Click on an attachment and select Remove Link or Delete.
6. Confirm Yes to remove the attachments.