Batch Send

Newton User Guide: Correspondence

Required Software Version: Spring 2017

Legacy Instructions Available: Click Here

Related Pages

Attachments Email Fax Integration Forms Memowriter My Insurance Dashboard

Related Categories

Attachment Email Forms Memowriter My Insurance Dashboard Training Guides

Batch Send is a powerful feature that allows you to group Memos, Forms, and other Attachments together. The selected items can be sent in batch to the printer, fax printer, output as a .PDF, published to My Insurance Dashboard, or sent as an attachment in an email message.

Accessing Batch Send

Batch Send can be opened from a number of locations and will always be associated with the selected Policy or Quote number.

Batch send from a policy or quote

1. Load a Client on a client tab.
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 Batch Send to jump directly to the selection window.)

   

4. Select Batch Send within the top toolbar.
5. See Selecting items below.

The Policy Dashboard can also be loaded using the Policy Keyword Search.

Batch send from a form

1. Load a Client on a client tab.
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 the Policy Forms tab.
5. Open the desired form.
6. Select Batch Send within the top toolbar.
7. See Selecting items below.

See: Forms for more information.

Batch send from a form bundle

1. Load a Client on a client tab.
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 View Current Form Bundle (Risk).
5. Select Batch Send within the top toolbar.
6. See Selecting items below.

See: Forms: Form Bundle for more information.

Batch send from a submission

1. Load a Client on a client tab.
2. On the Client Dashboard tab select the (+) next to Submissions. (To expand the band by default, see: Preferences)
3. Left-Click the Submission Description.
4. Select Batch Send within the top toolbar.
5. See Selecting items below.

A submission can also be opened from the assigned User Dashboard Tab.

See: Submission for more information.

Selecting items

The Batch Send window can contain the following sections. (Sections without records are automatically hidden.)

• Policy Memos
• Client Memos
• Library Memo Templates
• Forms
• Attachments
• Other (Invoice)
• Other (Client Statement)

To select an item, expand the category and Check the desired item(s). Items from multiple categories can be selected, but attachments can only be emailed or uploaded to My Insurance Dashboard.

Selecting forms

The forms list includes categories, the form date, and the form description. All forms are also listed, regardless of their sequence.

Certificates also have their own category, similar to the forms tab.

Combine both the certificate tree and the availability of prior forms, and you gain access to older certificates for that policy.

Selecting form bundles

The Batch Send screen also automatically incorporates Form Bundles into the form selection process.

Batch send actions

Action Button	Result
Print	Sends the selected documents to the printer and automatically creates an activity record with a .PDF copy of the package.
PDF	Generates and opens a combined .PDF package of the selected items. (The .PDF can then be saved to an external file folder, outside of Newton.)
Publish to My Insurance Dashboard (MID)	See below.
Fax	See below.
Email	Opens the compose email window with all selected items combined as a single .PDF package. Existing Attachments are listed individually.
Setup	Edits the currently selected printer.
Wiki	Opens the Newton Wiki help documentation.
Exit	Closes the window.

(If Attachments are selected, the Print, Preview, and FAX options will be disabled)

Publish to My Insurance Dashboard

Selecting the MID - Publish to MyInsuranceDashboard option will upload the documents to My Insurance Dashboard as a new .PDF package or as individual attachments.

See: My Insurance Dashboard for more information.

Batch send memos and forms to fax

The fax action within batch send can include a fax cover page with the document package. The cover page template can be customized using Memowriter.

Create fax cover page

The fax cover page template only needs to be created once. After the template is saved, it can be selected for any fax package.

1. Download the Fax Cover template provided here and save it to your Desktop.
2. Select Setup -> Memowriter Letter Library.
3. Select File -> Import.
4. Browse to your desktop and select the downloaded file FAX_COVER.rtf.
5. Select Open. The memowriter screen should now display the cover page.

   

6. Make any desired changes to the template. Select File -> Save As.
7. Select Library and enter a Title e.g. FAX COVER. Leave the Category empty (blank). Select OK.

   

8. Exit Memowriter.

See: Memowriter: Sample Memo Templates for more information.

Create fax package

1. Load a Client on a client tab.
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 Batch Send within the top toolbar.
5. Select the desired Forms or Memowriter documents. Do not try to select the cover page. Select the Fax action button.

   

   
   

6. Confirm the fax package details:
   • Select the recipient and confirm the sender details.
   • Optionally select the Cover Sheet -> FAX COVER created in the section above. (Select Omit Cover Page to ignore the template.)
   • Select the installed Fax Printer. (Every third-party fax printer is designed differently. Some fax printers will open a separate software window when a document is submitted prompting the user to enter the fax to number.)
   • Enter any additional details and select OK.

   

   
   

7. The User Defined Field will display, prompting for the number of pages. Enter the total if desired, and select Accept.

   

   
   

8. The fax cover sheet’s merge fields will automatically be processed and the document sent. When prompted, include any additional details for the policy log, and select Save.

   

   
   

9. A PDF file will automatically be saved in Newton showing both the cover sheet and the selected package.

   

See: Attachments for more information.