Difference between revisions of "Diary"

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</table>
 
</table>
  
Diaries are simple follow-up or to-do items that display on the assigned operator's [[User Dashboard Tab]] based on the suspense date.  A diary can be used for [[#Create an operator diary|simple inter-office communication]], [[#Create a policy diary|action items on policies]], or can be created automatically by [[:Category:Policy Tasks|common policy tasks]] or [[Download Alerts]].
+
Diaries are simple follow-up or to-do items that display on the assigned operator's [[User Dashboard Tab]] based on the suspense date.  A diary can be used for [[#Create an Operator Diary|simple inter-office communication]], [[#Create a Policy Diary|action items on policies]], or can be created automatically by [[:Category:Policy Tasks|common policy tasks]] or [[Download Alerts]].
  
== Before you begin ==
+
== Before You Begin ==
 
Access to create a diary requires the current operator to have [[Security System|Security System: Marketing -> Diary Maintenance -> View and Entry]] access.  
 
Access to create a diary requires the current operator to have [[Security System|Security System: Marketing -> Diary Maintenance -> View and Entry]] access.  
  
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[[File:Ic_info_black_24dp.png]]  See: [[Security System]] for more information.
 
[[File:Ic_info_black_24dp.png]]  See: [[Security System]] for more information.
  
== Create a diary ==
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== Create a Diary ==
A diary can be created from the [[User Dashboard Tab]], [[#Create a client diary|Client Dashboard Tab]], [[#Create a policy diary|Policy Dashboard]], [[Download Alerts]], the [[Company Tab]], or the [[Vendor Tab]].
+
A diary can be created from the [[User Dashboard Tab]], [[#Create a Client Diary|Client Dashboard Tab]], [[#Create a Policy Diary|Policy Dashboard]], [[Download Alerts]], the [[Company Tab]], or the [[Vendor Tab]].
  
Although a diary is commonly associated with a [[#Create a policy diary|specific policy]], a diary can also be saved to a [[#Create a client diary|client without a policy]], or directly to an [[#Create an operator diary|operator]] for inter-office communication.  
+
Although a diary is commonly associated with a [[#Create a Policy Diary|specific policy]], a diary can also be saved to a [[#Create a Client Diary|client without a policy]], or directly to an [[#Create an Operator Diary|operator]] for inter-office communication.  
 
[[File:Diary-fullwindow.png|thumb|500px|right|Diary (window)]]
 
[[File:Diary-fullwindow.png|thumb|500px|right|Diary (window)]]
  
=== Create an operator diary ===
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=== Create an Operator Diary ===
 
#[[Log in to Newton by Agency Systems]].
 
#[[Log in to Newton by Agency Systems]].
 
#From the [[User Dashboard Tab]], select '''Create Item''' -> '''Diary'''.  
 
#From the [[User Dashboard Tab]], select '''Create Item''' -> '''Diary'''.  
 
#The '''From''' field and the '''To''' (assigned) field will pre-fill as the [[Producer Profile|current operator]].  
 
#The '''From''' field and the '''To''' (assigned) field will pre-fill as the [[Producer Profile|current operator]].  
#Enter the diary details. (See the [[#Diary interface|Diary Interface]] section below for more information)
+
#Enter the diary details. (See the [[#Diary Interface|Diary Interface]] section below for more information)
 
#*Enter a short '''Description'''.  Optionally enter additional details in the '''Comments''' section.
 
#*Enter a short '''Description'''.  Optionally enter additional details in the '''Comments''' section.
 
#*Verify the '''Suspense Date'''.
 
#*Verify the '''Suspense Date'''.
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[[File:Ic_info_black_24dp.png]]  See: [[User Dashboard Tab]] for more information.
 
[[File:Ic_info_black_24dp.png]]  See: [[User Dashboard Tab]] for more information.
  
=== Create a client diary ===
+
=== Create a Client Diary ===
 
#[[Client_Tab#Find_a_Client|Search for and load the client or prospect]].  
 
#[[Client_Tab#Find_a_Client|Search for and load the client or prospect]].  
 
#On the [[Client Tab: Client Dashboard|'''Client Dashboard''' tab]] select '''Create Item''' -> '''Diary''' from the top toolbar.  
 
#On the [[Client Tab: Client Dashboard|'''Client Dashboard''' tab]] select '''Create Item''' -> '''Diary''' from the top toolbar.  
 
#:[[File:Clienttab-dashboard-toolbar.png]]
 
#:[[File:Clienttab-dashboard-toolbar.png]]
 
#The '''From''' field will pre-fill from [[Client Tab|the client]], and the '''To''' (assigned) field will pre-fill as [[Producer Profile|the current operator]].
 
#The '''From''' field will pre-fill from [[Client Tab|the client]], and the '''To''' (assigned) field will pre-fill as [[Producer Profile|the current operator]].
#Enter the diary details. (See the [[#Diary interface|Diary Interface]] section below for more information)
+
#Enter the diary details. (See the [[#Diary Interface|Diary Interface]] section below for more information)
 
#*Enter a short '''Description'''.  Optionally enter additional details in the '''Comments''' section.
 
#*Enter a short '''Description'''.  Optionally enter additional details in the '''Comments''' section.
 
#*Verify the '''Suspense Date'''.
 
#*Verify the '''Suspense Date'''.
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[[File:Ic_info_black_24dp.png]]  See: [[Client Tab: Client Dashboard]] for more information.
 
[[File:Ic_info_black_24dp.png]]  See: [[Client Tab: Client Dashboard]] for more information.
  
=== Create a policy diary ===
+
=== Create a Policy Diary ===
 
#[[Client_Tab#Find_a_Client|Search for and load the client or prospect]].  
 
#[[Client_Tab#Find_a_Client|Search for and load the client or prospect]].  
 
#On the [[Client Tab: Client Dashboard|Client Dashboard tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''
 
#On the [[Client Tab: Client Dashboard|Client Dashboard tab]] select the (+) next to '''Policies'''. ''(To expand the band by default, see: [[Preferences]])''
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#:[[File:Poldash-dashboard-toolbar.png]]
 
#:[[File:Poldash-dashboard-toolbar.png]]
 
#The '''From''' field will pre-fill from [[Client Tab|the client]], and the '''To''' (assigned) field will pre-fill as [[Producer Profile|the current operator]].  The '''Diary Category''', '''Diary Sub-Category''', and '''[[Company Profile|Company]]''' will pre-fill from the policy.  
 
#The '''From''' field will pre-fill from [[Client Tab|the client]], and the '''To''' (assigned) field will pre-fill as [[Producer Profile|the current operator]].  The '''Diary Category''', '''Diary Sub-Category''', and '''[[Company Profile|Company]]''' will pre-fill from the policy.  
#Enter the diary details. (See the [[#Diary interface|Diary Interface]] section below for more information)
+
#Enter the diary details. (See the [[#Diary Interface|Diary Interface]] section below for more information)
 
#*Enter a short '''Description'''.  Optionally enter additional details in the '''Comments''' section.
 
#*Enter a short '''Description'''.  Optionally enter additional details in the '''Comments''' section.
 
#*Verify the '''Suspense Date'''.
 
#*Verify the '''Suspense Date'''.
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[[File:Ic_info_black_24dp.png]]  See: [[Policy Dashboard]] for more information.
 
[[File:Ic_info_black_24dp.png]]  See: [[Policy Dashboard]] for more information.
  
== Diary interface ==
+
== Diary Interface ==
  
=== Diary details ===
+
=== Diary Details ===
 
For each of the diary fields, enter the code or '''left-click''' the display field to select from the list of available profiles.  ''(To create a new profile, '''right-click''' within the code entry field.)''
 
For each of the diary fields, enter the code or '''left-click''' the display field to select from the list of available profiles.  ''(To create a new profile, '''right-click''' within the code entry field.)''
  
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[[File:Diary-comments.gif]]
 
[[File:Diary-comments.gif]]
  
=== Diary top toolbar ===
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=== Diary Top Toolbar ===
 
[[File:Diary-toolbar2017.png]]
 
[[File:Diary-toolbar2017.png]]
  
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</tr>
 
</tr>
 
</table>
 
</table>
*'''Create or View Item:'''  View or create [[Activity]], [[Attachments]], Diaries, [[Email|Emails]], and [[Memowriter|Memos]] specific to the assigned [[#Create a policy diary|policy or quote]]. Some options are disabled if the diary is not assigned to a policy.  
+
*'''Create or View Item:'''  View or create [[Activity]], [[Attachments]], Diaries, [[Email|Emails]], and [[Memowriter|Memos]] specific to the assigned [[#Create a Policy Diary|policy or quote]]. Some options are disabled if the diary is not assigned to a policy.  
 
*'''Assign Policy:''' A diary can be reassigned to a policy number if it is accidentally saved to the wrong policy, or to no policy.   
 
*'''Assign Policy:''' A diary can be reassigned to a policy number if it is accidentally saved to the wrong policy, or to no policy.   
 
*'''Globe:''' Opens the [[Client Profile|Client Website]], [[Company Profile|Company Website]] or [[Policy View]].  
 
*'''Globe:''' Opens the [[Client Profile|Client Website]], [[Company Profile|Company Website]] or [[Policy View]].  
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*'''Open Client:''' A [[Client Tab]] is opened for the assigned diary. This option is useful if [[Preferences|dairies are opened as a window instead of a sub-tab by default]].  
 
*'''Open Client:''' A [[Client Tab]] is opened for the assigned diary. This option is useful if [[Preferences|dairies are opened as a window instead of a sub-tab by default]].  
 
*'''Pop Out / Dock:'''  Select the button to toggle the diary window between a window or a tab. (See [[Preferences]] to change the default behavior.)
 
*'''Pop Out / Dock:'''  Select the button to toggle the diary window between a window or a tab. (See [[Preferences]] to change the default behavior.)
*'''Close Diary:''' [[#Close a diary|Automatically change the '''Diary Status''' to '''CLS: Closed''' and save changes]].
+
*'''Close Diary:''' [[#Close a Diary|Automatically change the '''Diary Status''' to '''CLS: Closed''' and save changes]].
  
== View or edit an existing diary ==
+
== View or Edit an Existing Diary ==
 
Open or closed diaries can be located on the [[User Dashboard Tab]], the [[Client Tab|Client Dashboard Tab]], the [[Policy Dashboard]], the [[Company Tab]], or the [[Vendor Tab]].
 
Open or closed diaries can be located on the [[User Dashboard Tab]], the [[Client Tab|Client Dashboard Tab]], the [[Policy Dashboard]], the [[Company Tab]], or the [[Vendor Tab]].
  
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#Update any fields such as the suspense date and add any comments. Select '''Save'''.
 
#Update any fields such as the suspense date and add any comments. Select '''Save'''.
  
=== Assign a suspense download to a client ===
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=== Assign a Suspense Download to a Client ===
 
Suspense downloads are similar to [[Download Alerts]], with both features creating diary items. If [[Download Options|suspense downloads are enabled]], they are produced directly by [[Company Profile|insurance carriers]], and are not assigned to a [[Client Profile|specific client]] when processed. Suspense downloads can be reassigned from an operator to a client after they are processed.  
 
Suspense downloads are similar to [[Download Alerts]], with both features creating diary items. If [[Download Options|suspense downloads are enabled]], they are produced directly by [[Company Profile|insurance carriers]], and are not assigned to a [[Client Profile|specific client]] when processed. Suspense downloads can be reassigned from an operator to a client after they are processed.  
  
 
#[[Log in to Newton by Agency Systems]].
 
#[[Log in to Newton by Agency Systems]].
#From the [[User Dashboard Tab]], [[#View or edit an existing diary|left-click the diary description to open the diary]].  
+
#From the [[User Dashboard Tab]], [[#View or Edit an Existing Diary|left-click the diary description to open the diary]].  
 
#Change the '''From''' field from a '''P''' to a '''C'''. (P-Producer, C-Client)
 
#Change the '''From''' field from a '''P''' to a '''C'''. (P-Producer, C-Client)
 
#Enter the [[Client Profile|client number]], or '''left-click''' the display field to open the [[Client Keyword Search]].  
 
#Enter the [[Client Profile|client number]], or '''left-click''' the display field to open the [[Client Keyword Search]].  
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The diary will still be listed on the [[User Dashboard Tab]] in addition to the [[Client Tab: Client Dashboard|Client Dashboard]].  
 
The diary will still be listed on the [[User Dashboard Tab]] in addition to the [[Client Tab: Client Dashboard|Client Dashboard]].  
  
=== Close a diary ===
+
=== Close a Diary ===
 
After completing the diary task, the status is changed from open or closed. A closed diary removes it from the active dashboard lists, but retains it for future reference.  
 
After completing the diary task, the status is changed from open or closed. A closed diary removes it from the active dashboard lists, but retains it for future reference.  
  
 
#[[Client_Tab#Find_a_Client|Search for and load the client, prospect]], [[Policy Dashboard|policy]], [[Company Tab|company]] or [[Vendor Tab|vendor]].  
 
#[[Client_Tab#Find_a_Client|Search for and load the client, prospect]], [[Policy Dashboard|policy]], [[Company Tab|company]] or [[Vendor Tab|vendor]].  
 
#Select the (+) next to '''Diaries'''. ''(To expand the band by default, see: [[Preferences]].)''
 
#Select the (+) next to '''Diaries'''. ''(To expand the band by default, see: [[Preferences]].)''
#[[#View or edit an existing diary|Left-click the diary description to open the diary]].  
+
#[[#View or Edit an Existing Diary|Left-click the diary description to open the diary]].  
 
#Update any fields, and select '''Close Diary''' within the [[#Diary Top Toolbar|top toolbar]].  The '''Diary Status''' will be automatically changed to '''CLS: Closed''' and the changes saved.
 
#Update any fields, and select '''Close Diary''' within the [[#Diary Top Toolbar|top toolbar]].  The '''Diary Status''' will be automatically changed to '''CLS: Closed''' and the changes saved.
  
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[[File:releasenotes-basic-diaryoutlook.png]]
 
[[File:releasenotes-basic-diaryoutlook.png]]
  
=== Email correspondence ===
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=== Email Correspondence ===
 
Select the e-mail icon next to any contact’s name to e-mail the text of the Diary to that contact.  When an [[Email|email is generated from the diary window]], the client or operator name is placed in the email subject line, in addition to the diary description.
 
Select the e-mail icon next to any contact’s name to e-mail the text of the Diary to that contact.  When an [[Email|email is generated from the diary window]], the client or operator name is placed in the email subject line, in addition to the diary description.
  
 
[[File:Diary-email.png]]
 
[[File:Diary-email.png]]

Latest revision as of 17:24, 31 August 2018

Ic description black 24dp.png Newton User Guide: Suspense
Ic info black 24dp.png Required Software Version: Spring 2017
Ic settings backup restore black 24dp.png Legacy Instructions Available: Click Here
Related Pages
Related Categories

Diaries are simple follow-up or to-do items that display on the assigned operator's User Dashboard Tab based on the suspense date. A diary can be used for simple inter-office communication, action items on policies, or can be created automatically by common policy tasks or Download Alerts.

Before You Begin

Access to create a diary requires the current operator to have Security System: Marketing -> Diary Maintenance -> View and Entry access.

Access to edit a diary requires the current operator to have Security System: Marketing -> Diary Maintenance -> View and Edit access.

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

Create a Diary

A diary can be created from the User Dashboard Tab, Client Dashboard Tab, Policy Dashboard, Download Alerts, the Company Tab, or the Vendor Tab.

Although a diary is commonly associated with a specific policy, a diary can also be saved to a client without a policy, or directly to an operator for inter-office communication.

Diary (window)

Create an Operator Diary

  1. Log in to Newton by Agency Systems.
  2. From the User Dashboard Tab, select Create Item -> Diary.
  3. The From field and the To (assigned) field will pre-fill as the current operator.
  4. Enter the diary details. (See the Diary Interface section below for more information)
    • Enter a short Description. Optionally enter additional details in the Comments section.
    • Verify the Suspense Date.
    • Reassign the To field to the correct operator. Open diaries display on the assigned operator's Dashboard Tab.
  5. Select Save, then Exit.

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

Create a Client Diary

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select Create Item -> Diary from the top toolbar.
    Clienttab-dashboard-toolbar.png
  3. The From field will pre-fill from the client, and the To (assigned) field will pre-fill as the current operator.
  4. Enter the diary details. (See the Diary Interface section below for more information)
    • Enter a short Description. Optionally enter additional details in the Comments section.
    • Verify the Suspense Date.
    • Reassign the To field to the correct operator. Open diaries display on the assigned operator's Dashboard Tab.
  5. Select Save, then Exit.

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

Create a Policy Diary

  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. Select Create Item -> Diary within the policy dashboard toolbar.
    Poldash-dashboard-toolbar.png
  5. The From field will pre-fill from the client, and the To (assigned) field will pre-fill as the current operator. The Diary Category, Diary Sub-Category, and Company will pre-fill from the policy.
  6. Enter the diary details. (See the Diary Interface section below for more information)
    • Enter a short Description. Optionally enter additional details in the Comments section.
    • Verify the Suspense Date.
    • Reassign the To field to the correct operator. Open diaries display on the assigned operator's Dashboard Tab.
  7. Select Save, then Exit.

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

Diary Interface

Diary Details

For each of the diary fields, enter the code or left-click the display field to select from the list of available profiles. (To create a new profile, right-click within the code entry field.)

Diary-selectoperator.png


The Description displays on the dashboards, and can be changed at a later date.

Clienttab-diary-description.png


The comment section includes a one-click date and time stamp to append the existing comments with additional notes. Selecting the button will shift the current comments down, enter the current date, time, and operator, and place the cursor directly below the new line. The comment section contains spellcheck functionality and the font size can be adjusted per user.

Diary-comments.gif

Diary Top Toolbar

Diary-toolbar2017.png

Diary Toolbar
Diary-toolbar2017-createitemmenu.png
Diary - Create Item Menu

View or Edit an Existing Diary

Open or closed diaries can be located on the User Dashboard Tab, the Client Dashboard Tab, the Policy Dashboard, the Company Tab, or the Vendor Tab.

  1. Search for and load the client, prospect, policy, company or vendor.
  2. Select the (+) next to Diaries. (To expand the band by default, see: Preferences.)
  3. Active Diaries are displayed in green. High priority diaries are displayed in blue. Past-due diaries are displayed in red.
  4. Hover the mouse over the diary description to display a portion of the diary comments.
    Clienttab-diary-hovertext-preview.png
  5. Left-click the diary description to open the diary.
    Clienttab-diary-description.png
  6. The diary will open as a full screen tab or a window depending on the user preference.
    Diary-fullwindow.png
  7. Update any fields such as the suspense date and add any comments. Select Save.

Assign a Suspense Download to a Client

Suspense downloads are similar to Download Alerts, with both features creating diary items. If suspense downloads are enabled, they are produced directly by insurance carriers, and are not assigned to a specific client when processed. Suspense downloads can be reassigned from an operator to a client after they are processed.

  1. Log in to Newton by Agency Systems.
  2. From the User Dashboard Tab, left-click the diary description to open the diary.
  3. Change the From field from a P to a C. (P-Producer, C-Client)
  4. Enter the client number, or left-click the display field to open the Client Keyword Search.
    Diary-edit-suspensedl.png
  5. Select Save, then Exit.

The diary will still be listed on the User Dashboard Tab in addition to the Client Dashboard.

Close a Diary

After completing the diary task, the status is changed from open or closed. A closed diary removes it from the active dashboard lists, but retains it for future reference.

  1. Search for and load the client, prospect, policy, company or vendor.
  2. Select the (+) next to Diaries. (To expand the band by default, see: Preferences.)
  3. Left-click the diary description to open the diary.
  4. Update any fields, and select Close Diary within the top toolbar. The Diary Status will be automatically changed to CLS: Closed and the changes saved.

To locate a previously closed diary, select the (+) next to Diaries on one of the dashboards, then select the select the (+) next to Closed Diaries.

Integrations

Calendar

Selecting Send to Outlook from the diary toolbar creates a calendar event with a default day that matches the diary suspense date. The client information block is added to the top of the comment section within the Outlook calendar item.

Releasenotes-basic-diaryoutlook.png

Email Correspondence

Select the e-mail icon next to any contact’s name to e-mail the text of the Diary to that contact. When an email is generated from the diary window, the client or operator name is placed in the email subject line, in addition to the diary description.

Diary-email.png