Difference between revisions of "Attachments"

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[[Category:Email]][[Category:Attachment]]
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[[Category:Attachment]][[Category:Email]][[Category:Training Guides]]
 
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
 
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
 +
<tr>
 +
    <td>[[File:Ic_description_black_24dp.png|link=Newton User Guide#Correspondence]] Newton User Guide: [[Newton User Guide#Correspondence|Correspondence]]</td>
 +
</tr>
 +
<tr>
 +
    <td>[[File:Ic_info_black_24dp.png]] Required Software Version: [[:Category:Release Notes|Spring 2017]]</td>
 +
</tr>
 +
<tr>
 +
    <td>[[File: Ic_settings_backup_restore_black_24dp.png]]  Legacy Instructions Available: [http://wiki.agencysystems.com/mediawiki/index.php?title=Attachment_Integration&oldid=4847 Click Here]</td>
 +
</tr>
 
<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
 
<tr style="background-color: #bdbdbd; text-align: center; font-weight:bold;">
 
     <td>Related Pages</td>
 
     <td>Related Pages</td>
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<td>
 
<td>
 
<ul>
 
<ul>
<li>[[Attachment Tag Profile]]</li>
+
<li>[[Attachments: Tag Setup]]</li>
 
<li>[[Batch Send]]</li>
 
<li>[[Batch Send]]</li>
<li>[[Email Integration]]</li>
+
<li>[[Email]]</li>
<li>[[Training 5: Email, Diary, Activity, Client Notes & Memo Writer]]</li>
+
<li>[[MyInsuranceDashboard.com Integration]]</li>
 
</ul>
 
</ul>
 
</td>
 
</td>
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<li>[[:Category:Attachment|Attachment]]</li>
 
<li>[[:Category:Attachment|Attachment]]</li>
 
<li>[[:Category:Email|Email]]</li>
 
<li>[[:Category:Email|Email]]</li>
 +
<li>[[:Category:Training Guides|Training Guides]]</li>
 
</ul>
 
</ul>
 
</td>
 
</td>
 
</tr>
 
</tr>
 
</table>
 
</table>
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.
+
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. A document can be attached to a given client, to a specific policy or submission, a company, or to a vendor. Once attached, an attachment can be shared using an [[Email|email]], [[Batch Send]], or [[MyInsuranceDashboard.com Integration|My Insurance Dashboard]].  
== Create an Attachment ==
+
 
{{#ev:youtube|gBwWKeB1Quw|300|right|Drag and Drop Attachments}}
+
== Create an attachment ==
{{#ev:youtube|6j5kCHuby1c|300|right|Adding Attachments Using My Newton Online}}
+
 
Although attachments and emails are both created through drag-and-drop, the [[Email Integration|email integration]] process is different.  
+
Attachments and [[Email|emails]] are both created through drag-and-drop. Multiple items can be attached simultaneously to the same area instead of repeating the process for each file individually.  
=== Create a Client Attachment ===
+
 
#Load the client on a [[Client Tab|client tab]].
+
=== Create a client attachment ===
 +
#[[Client_Tab#Find_a_Client|Search for and load the client or prospect]].  
 
#'''Left-click''' the mouse on the document (on your desktop) and '''hold down the mouse button'''.  
 
#'''Left-click''' the mouse on the document (on your desktop) and '''hold down the mouse button'''.  
#Drag the selected document onto the '''Basic tab''' and '''release the mouse button'''.
+
#Drag the selected document onto the [[Client Tab: Client Dashboard|Client Dashboard tab]] and '''release the mouse button'''.
 
#Edit the '''Description''' for the file when prompted.
 
#Edit the '''Description''' for the file when prompted.
 +
#Select the desired '''Type''' and/or '''Tag'''.
 
#Select''' Okay'''.
 
#Select''' Okay'''.
=== Create a Policy Attachment ===
+
 
#Load the client on a [[Client Tab|client tab]].
+
[[File:Ic_info_black_24dp.png]]  See: [[Client Tab: Client Dashboard]] for more information.
#'''Left-Click''' on the policy number listed under the '''Active Policies''' band to open [[Policy Express]].
+
 
#'''Left-Click''' the mouse on the document (on your desktop) and '''hold down the mouse button'''.  
+
=== Create a policy attachment ===
#Drag the selected document onto [[Policy Express]] and '''release the mouse button'''.
+
#[[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]])''
 +
#'''Left-Click''' the desired policy number to open the [[Policy Dashboard]].
 +
#:[[File:Clientdash-policies-selectpolicy.png]]
 +
#'''Left-click''' the mouse on the document (on your desktop) and '''hold down the mouse button'''.  
 +
#Drag the selected document onto the [[Policy Dashboard]] and '''release the mouse button'''.
 
#Edit the '''Description''' for the file when prompted.
 
#Edit the '''Description''' for the file when prompted.
 +
#Select the desired '''Type''' and/or '''Tag'''.
 
#Select''' Okay'''.
 
#Select''' Okay'''.
=== Create a Company Attachment ===
+
 
#Load the [[Company Profile|company]] on a [[Company Tab|company tab]].
+
[[File:Ic_info_black_24dp.png]]  See: [[Policy Dashboard]] for more information.
 +
 
 +
=== Create a company attachment ===
 +
A Company Tab is created by selecting '''Company''' -> '''Add Company Tab''' from the [[Main Menu and Tab Navigation|Main Menu]].
 +
 
 +
#Load the [[Company Profile|company]] on a [[Company Tab]].
 
#'''Left-click''' the mouse on the document (on your desktop) and '''hold down the mouse button'''.  
 
#'''Left-click''' the mouse on the document (on your desktop) and '''hold down the mouse button'''.  
#Drag the selected document onto the '''Company tab''' and '''release the mouse button'''.
+
#Drag the selected document onto the [[Company Tab]] and '''release the mouse button'''.
 
#Edit the '''Description''' for the file when prompted.
 
#Edit the '''Description''' for the file when prompted.
 +
#Select the desired '''Type''' and/or '''Tag'''.
 
#Select''' Okay'''.
 
#Select''' Okay'''.
  
=== Create a Vendor Attachment ===
+
[[File:Ic_info_black_24dp.png]]  See: [[Company Tab]] for more information.
#Load the [[Vendor Profile|vendor]] on a [[Vendor Tab|vendor tab]].
+
 
 +
=== Create a vendor attachment ===
 +
A Vendor Tab is created by selecting '''Vendor''' -> '''Add Vendor Tab''' from the [[Main Menu and Tab Navigation|Main Menu]].
 +
 
 +
#Load the [[Vendor Profile|vendor]] on a [[Vendor Tab]].
 
#'''Left-click''' the mouse on the document (on your desktop) and '''hold down the mouse button'''.  
 
#'''Left-click''' the mouse on the document (on your desktop) and '''hold down the mouse button'''.  
#Drag the selected document onto the '''Vendor tab''' and '''release the mouse button'''.
+
#Drag the selected document onto the [[Vendor Tab]] and '''release the mouse button'''.
 
#Edit the '''Description''' for the file when prompted.
 
#Edit the '''Description''' for the file when prompted.
 +
#Select the desired '''Type''' and/or '''Tag'''.
 
#Select''' Okay'''.
 
#Select''' Okay'''.
  
=== Create Secure Attachment ===
+
[[File:Ic_info_black_24dp.png]]  See: [[Vendor Tab]] for more information.
See [[Management_Tab#Management:_Secure_Attachments|Management Tab]] for details.
+
 
 +
=== Create a secure attachment ===
 +
Anything attached through drag-and-drop from within the management tab is only visible from the management tab as a secure attachment.
 +
 
 +
Existing company and vendor attachments can be converted as secure attachments using [[#Convert company and vendor secure attachments|the instructions below]].
 +
 
 +
[[File:Ic_info_black_24dp.png]]  See: [[Management Tab]] for more information.
 +
 
 +
=== Create an attachment by browsing to a folder ===
 +
Attachments are attached primarily through drag-and-drop, however they can also be attached by browsing the Microsoft Windows file system and selecting a file. Utilizing the file picker is helpful for users with a single monitor where drag+drop is more difficult, or if all documents are always scanned and saved to a specific network folder.
 +
 
 +
#[[Client_Tab#Find_a_Client|Search for and load the client, prospect]], [[Policy Dashboard|policy]], [[Company Tab|company]] or [[Vendor Tab|vendor]].
 +
#Select '''Create Item''' -> '''Attachment''' within the top toolbar. ''(Optionally select the (+) next to Attachments and select '''Add Attachment'''.)''
 +
#:[[File:Clienttab-dashboard-toolbar.png]]
 +
#Select '''Browse'''.
 +
#:[[File:Attach-browse.png]]
 +
#Choose the desired file and select '''Open'''. (When attaching multiple files at once, [[#Create an attachment|consider using drag-and-drop]] instead of browsing to each individually.)
 +
#:[[File:Attach-browse-select.png]]
 +
#Confirm the attachment info and select '''Okay'''.
 +
#*The '''Description''' will default to the file name.  Update the text if desired.
 +
#*The '''Attachment Type''' will [[#Attachment type and tag setup|default based on common file types]].  Select a different '''Type''' as needed.
 +
#*Optionally select an '''Attachment Tag'''.
 +
#*Optionally choose to '''Remove original'''. Enabling this option will permanently delete the original file from the folder after copying it to Newton.
 +
#*:[[File:Attach-browse-info.png]]
 +
#Enter additional contextual information for the [[Client_Dashboard#Activity|activity log]]. This additional information can be used to find a signed document using the [[Client_Dashboard#Activity_Search|activity search]], in addition the description entered above.  Select '''Save'''.
 +
#:[[File:Attach-browse-pollog.png]]
  
== Attachment Types and User Tags ==
+
Repeat this process for additional attachments if desired. The directory will automatically default to the last location selected by the user on that computer.
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|Activity Filters]].
+
 
 +
== Attachment types and user tags ==
 +
In addition to being saved to a policy, Attachments can be assigned a '''Type''' and User-Defined '''Tag'''.  [[#Filter attachment list by type|View filters can be applied for the types]], similar to activity filters
  
 
[[File:Basic-attch-typetag.PNG]]
 
[[File:Basic-attch-typetag.PNG]]
  
Attachment '''Type''' and '''Tag''' columns are displayed in the following locations:
+
=== Attachment type and tag setup ===
*[[Dashboard Tab (User)|Dashboard Tab]] -> Attachments
+
New attachments with common file extensions (.jpg, .docx, .pdf) will automatically be assigned an '''Attachment Type'''Attachment types can also be manually assigned to user-created attachments. Attachment Type profiles cannot be modified.
*[[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.  
 
 
{| class="wikitable"
 
{| class="wikitable"
 
!Type
 
!Type
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|}
 
|}
  
Attachment Type profiles cannot be modified.
 
  
==== Attachment Tag Setup ====
+
Attachment tag profiles are user-defined, created by office administrators.  
Attachment tag profiles are user-defined, created by office administrators. ''(Requires '''Other -> [[Security System|Security System]] -> AR -> Policy Transaction -> Global''' Access)''
 
  
=====Create an Attachment Tag=====
+
[[File:Ic_info_black_24dp.png]] See: [[Attachments: Tag Setup]] for more information
#Select '''Profiles -> Attachment Tag Setup'''.
 
#Enter the desired '''Attachment Tag Name'''.
 
#Select '''Save'''.
 
#:[[File:Menu-attchtag-save.png]]
 
  
=====Rename an Attachment Tag=====
+
=== Filter attachment list by type ===
#Select '''Profiles -> Attachment Tag Setup'''.
+
<table class="infobox" cellspacing="5" style="background-color: #FFFFFF; width:27em; text-align:left; border-spacing: 2px; line-height:1.5em;">
#Select the existing '''Tag Desc''' from the drop-down. 
+
<tr>
#Select '''Replace'''.
+
    <td>
#:[[File:Menu-attchtag-replace.png]]
+
Attachment '''Type''' and '''Tag''' columns are displayed in the following locations:
#Enter the new '''Attachment Tag Name'''.
+
*[[Dashboard Tab (User)|Dashboard Tab]] -> Attachments
#Select '''Update'''.
+
*[[Management Tab]] -> Attachments
#:[[File:Menu-attchtag-replace-update.png]]
+
*[[Client_Tab:_Client_Dashboard#Attachments|Client Dashboard]] -> Attachments
 
+
*[[Policy Dashboard]] -> Attachments
=====Delete an Attachment Tag=====
+
*[[Company Tab]] -> Attachments
You cannot recover a deleted Attachment Tag.  All previously associated attachments will no longer have an '''Attachment Tag''' set.
+
*[[Vendor Tab]] -> Attachments
#Select '''Profiles -> Attachment Tag Setup'''.
+
</td>
#Select the existing '''Tag Desc''' from the drop-down. 
+
</tr>
#Select '''Delete'''.
+
</table>
#:[[File:Menu-attchtag-delete.png]]
+
#[[Client_Tab#Find_a_Client|Search for and load the client or prospect]].  
#Confirm when prompted.
+
#On the [[Client Tab: Client Dashboard|'''Client Dashboard''' tab]] select the (+) next to '''Attachments'''.
 
 
==== 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 =====
 
#'''Drag+Drop''' the attachment onto either a '''Client Tab''', '''Policy Express''', or the '''Company Tab'''. See: [[Attachment Integration]]
 
#Select the desired '''Type''' and/or '''Tag'''.
 
#Select '''OK'''.
 
#:[[File:Attach-editdesc-typetag.png]]
 
===== Add Attachment Through Browse =====
 
#Open the '''Client''' on one of the four client tabs.
 
#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'''.
 
#Select '''Browse''' and choose the attachment.
 
#Select the desired '''Type''' and/or '''Tag'''.
 
#Select '''Okay'''.
 
#:[[File:Attach-add-browse-type.png]]
 
 
 
==== Add Attachment Type and/or Tag to Existing Attachment ====
 
#Load the '''Client''' on one of the four client tabs.
 
#Expand the '''Attachments Band'''.
 
#'''Right-Click''' on the attachment and select '''Edit Description'''.
 
#Select the desired '''Type''' and/or '''Tag'''.
 
#Select '''OK'''.
 
#:[[File:Attach-editdesc-typetag.png]]
 
 
 
==== Filter Attachment List by Type ====
 
#Load the '''Client''' on one of the four client tabs.
 
#Expand the '''Attachments Band'''.
 
 
#'''Right-Click''' on the attachment and select '''Attachment Types'''. ''(By default, '''All''' will be selected)''.  
 
#'''Right-Click''' on the attachment and select '''Attachment Types'''. ''(By default, '''All''' will be selected)''.  
 
#:[[File:Attch-attchtypes-all.png]]
 
#:[[File:Attch-attchtypes-all.png]]
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#:[[File:Attch-attchtypes-picture.png]]
 
#:[[File:Attch-attchtypes-picture.png]]
 
#Multiple attachment types can be selected by choosing additional types.
 
#Multiple attachment types can be selected by choosing additional types.
 +
 +
== Rename, move, or remove an attachment ==
 +
=== Rename an Attachment ===
 +
#[[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 '''Attachments'''.
 +
#'''Right-Click''' on the attachment and select '''Edit Description'''.
 +
#Enter a new '''Description'''.
 +
#Select the desired [[#Attachment types and user tags|'''Type''' and/or '''Tag''']].
 +
#Select '''OK'''.
 +
#:[[File:Attach-edit-descortypetag.png]]
 +
 +
=== 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.
 +
#[[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 '''Attachments'''.
 +
#'''Right-Click''' on the attachment and select '''Move to policy'''.
 +
#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'''.)''
 +
#:[[File:Attachment-move-selectapolicy.png]]
 +
#Confirm '''Yes''' to move the attachment.
 +
 +
[[File:Ic_info_black_24dp.png]]  See: [[Policy Dashboard]] for more information
 +
 +
==== Move multiple attachments ====
 +
Attachments can be moved individually using [[#Move an attachment|the steps above]] or multiple items can be moved in a batch.
 +
#[[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 '''Attachments'''.
 +
#'''Right-Click''' on the attachment and select '''Multiple Selections'''.
 +
#:[[File:releasenotes-basic-attachments-multipleselection.png]]
 +
#After enabling '''Multiple Selections''', choose the items by clicking on the check boxes or the attachment descriptions.
 +
#:[[File:releasenotes-basic-attachments-multipleselection-checks.png]]
 +
#After the items are selected, '''Right-Click''' on an attachment and select '''Move to policy'''.
 +
#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'''.)''
 +
#:[[File:Attachment-move-selectapolicy.png]]
 +
#Confirm '''Yes''' to move the attachments.
 +
 +
[[File:Ic_info_black_24dp.png]]  See: [[Policy Dashboard]] for more information
 +
 +
=== Convert company and vendor secure attachments ===
 +
[[Company Tab|Company]] and [[Vendor Tab|Vendor]] attachments can be converted to secure attachments.
 +
#Load a [[Company Tab]] or [[Vendor Tab]].
 +
#Select the (+) next to '''Attachments'''.
 +
#'''Right-Click''' on the attachment and select '''Convert to Secure Attachment'''.
 +
#:[[File:Company-attach-convertsecure.png]]
 +
#Select '''Yes''' to confirm.
 +
#The attachment will be removed from the company or vendor tabs, and only available from the [[Management_Tab#Management:_Secure_Attachments|Management Tab]].
 +
 +
[[File:Ic_info_black_24dp.png]]  See: [[Management Tab]] for more information
 +
 +
=== Delete an attachment ===
 +
Attachments links can be removed from clients, policies, vendors or companies. 
 +
 +
[[File:Ic warning black 24dp.png]]  You cannot recover a deleted attachment link.
 +
 +
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]], or load a [[Company Tab]] or [[Vendor Tab]].
 +
#Select the (+) next to '''Attachments'''.
 +
#'''Right-Click''' on the attachment and select '''Remove Link''' or '''Delete'''. (Requires [[Security System|Security System: AR -> Policy Transaction -> Global]] access.)
 +
#Confirm '''Yes''' to remove the attachment.
 +
#:[[File:Attachment-removelinkconfirm.png]]
 +
 +
Any activity corresponding to the original attachment will be unchanged, with a new activity created representing the delete action.
 +
 +
==== Delete multiple attachments ====
 +
Attachments can be removed individually using [[#Delete an attachment|the steps above]] or multiple items can be removed in a batch.
 +
 +
[[File:Ic warning black 24dp.png]]  You cannot recover a deleted attachment link.
 +
 +
#[[Client Tab#Find a Client|Load a client]] on one of the [[Client Tab|client tabs]], or load a [[Company Tab]] or [[Vendor Tab]].
 +
#Select the (+) next to '''Attachments'''.
 +
#'''Right-Click''' on the attachment and select '''Multiple Selections'''.
 +
#:[[File:releasenotes-basic-attachments-multipleselection.png]]
 +
#After enabling '''Multiple Selections''', choose the items by clicking on the check boxes or the attachment descriptions.
 +
#:[[File:releasenotes-basic-attachments-multipleselection-checks.png]]
 +
#After the items are selected, '''Right-Click''' on an attachment again and select '''Remove Link''' or '''Delete'''. (Requires [[Security System|Security System: AR -> Policy Transaction -> Global]] access.)
 +
#Confirm '''Yes''' to remove the attachments.

Latest revision as of 19:17, 19 July 2021

Ic description black 24dp.png Newton User Guide: Correspondence
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

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. A document can be attached to a given client, to a specific policy or submission, a company, or to a vendor. Once attached, an attachment can be shared using an email, Batch Send, or My Insurance Dashboard.

Create an attachment

Attachments and emails are both created through drag-and-drop. Multiple items can be attached simultaneously to the same area instead of repeating the process for each file individually.

Create a client attachment

  1. Search for and load the client or prospect.
  2. Left-click the mouse on the document (on your desktop) and hold down the mouse button.
  3. Drag the selected document onto the Client Dashboard tab and release the mouse button.
  4. Edit the Description for the file when prompted.
  5. Select the desired Type and/or Tag.
  6. Select Okay.

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

Create a policy attachment

  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. Left-click the mouse on the document (on your desktop) and hold down the mouse button.
  5. Drag the selected document onto the Policy Dashboard and release the mouse button.
  6. Edit the Description for the file when prompted.
  7. Select the desired Type and/or Tag.
  8. Select Okay.

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

Create a company attachment

A Company Tab is created by selecting Company -> Add Company Tab from the Main Menu.

  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 the desired Type and/or Tag.
  6. Select Okay.

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

Create a vendor attachment

A Vendor Tab is created by selecting Vendor -> Add Vendor Tab from the Main Menu.

  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 the desired Type and/or Tag.
  6. Select Okay.

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

Create a secure attachment

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

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

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

Create an attachment by browsing to a folder

Attachments are attached primarily through drag-and-drop, however they can also be attached by browsing the Microsoft Windows file system and selecting a file. Utilizing the file picker is helpful for users with a single monitor where drag+drop is more difficult, or if all documents are always scanned and saved to a specific network folder.

  1. Search for and load the client, prospect, policy, company or vendor.
  2. Select Create Item -> Attachment within the top toolbar. (Optionally select the (+) next to Attachments and select Add Attachment.)
    Clienttab-dashboard-toolbar.png
  3. Select Browse.
    Attach-browse.png
  4. Choose the desired file and select Open. (When attaching multiple files at once, consider using drag-and-drop instead of browsing to each individually.)
    Attach-browse-select.png
  5. Confirm the attachment info and select Okay.
    • The Description will default to the file name. Update the text if desired.
    • The Attachment Type will default based on common file types. Select a different Type as needed.
    • Optionally select an Attachment Tag.
    • Optionally choose to Remove original. Enabling this option will permanently delete the original file from the folder after copying it to Newton.
      Attach-browse-info.png
  6. Enter additional contextual information for the activity log. This additional information can be used to find a signed document using the activity search, in addition the description entered above. Select Save.
    Attach-browse-pollog.png

Repeat this process for additional attachments if desired. The directory will automatically default to the last location selected by the user on that computer.

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

Basic-attch-typetag.PNG

Attachment type and tag setup

New attachments with common file extensions (.jpg, .docx, .pdf) will automatically be assigned an Attachment Type. Attachment types can also be manually assigned to user-created attachments. Attachment Type profiles cannot be modified.

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 tag profiles are user-defined, created by office administrators.

Ic info black 24dp.png See: Attachments: Tag Setup for more information

Filter attachment list by type

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

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Attachments.
  3. Right-Click on the attachment and select Attachment Types. (By default, All will be selected).
    Attch-attchtypes-all.png
  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.
    Attch-attchtypes-picture.png
  6. Multiple attachment types can be selected by choosing additional types.

Rename, move, or remove an attachment

Rename an Attachment

  1. Search for and load the client, prospect, policy, company or vendor.
  2. Select the (+) next to Attachments.
  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.
    Attach-edit-descortypetag.png

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. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Attachments.
  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.)
    Attachment-move-selectapolicy.png
  5. Confirm Yes to move the attachment.

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

Move multiple attachments

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

  1. Search for and load the client or prospect.
  2. On the Client Dashboard tab select the (+) next to Attachments.
  3. Right-Click on the attachment and select Multiple Selections.
    Releasenotes-basic-attachments-multipleselection.png
  4. After enabling Multiple Selections, choose the items by clicking on the check boxes or the attachment descriptions.
    Releasenotes-basic-attachments-multipleselection-checks.png
  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.)
    Attachment-move-selectapolicy.png
  7. Confirm Yes to move the attachments.

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

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. Select the (+) next to Attachments.
  3. Right-Click on the attachment and select Convert to Secure Attachment.
    Company-attach-convertsecure.png
  4. Select Yes to confirm.
  5. The attachment will be removed from the company or vendor tabs, and only available from the Management Tab.

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

Delete an attachment

Attachments links can be removed from clients, policies, vendors or companies.

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

  1. Load a client on one of the client tabs, or load a Company Tab or Vendor Tab.
  2. Select the (+) next to Attachments.
  3. Right-Click on the attachment and select Remove Link or Delete. (Requires Security System: AR -> Policy Transaction -> Global access.)
  4. Confirm Yes to remove the attachment.
    Attachment-removelinkconfirm.png

Any activity corresponding to the original attachment will be unchanged, with a new activity created representing the delete action.

Delete multiple attachments

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

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

  1. Load a client on one of the client tabs, or load a Company Tab or Vendor Tab.
  2. Select the (+) next to Attachments.
  3. Right-Click on the attachment and select Multiple Selections.
    Releasenotes-basic-attachments-multipleselection.png
  4. After enabling Multiple Selections, choose the items by clicking on the check boxes or the attachment descriptions.
    Releasenotes-basic-attachments-multipleselection-checks.png
  5. After the items are selected, Right-Click on an attachment again and select Remove Link or Delete. (Requires Security System: AR -> Policy Transaction -> Global access.)
  6. Confirm Yes to remove the attachments.