Renewal List Tool

The AMS360 Renewal Management feature set is a paperless means of tracking your agency's renewal workflow. Use the Renewal List Tool to set up and assign a list of renewals, as well as the expiring policies themselves, to responsible employees.

Once assigned, the renewal list appears on the My Renewals view of the assignee's Home Center, in the Renewal Lists section.

Once assigned, each policy renewal appears on the My Renewals view of its assignee's Home Center, in the My Expiring Policies section.

The criteria available for creating a Renewal List is similar to those available for creating an Expiration/Renewal Report - including customer name, policy term, policy number, company name, agency service group, and other details.

Renewal List Tool Selections

The employee who receives the renewal list and/or assigned renewals must have security authorization to access the My Renewal Lists view in order to view the assigned list or renewals. For more information, see Workflow: Use Renewal Management Features.

Fields/Groups/Options

What is this?

Expiration Date Range

Fields/Selections

What is this?

Next ___ days

Enter a date range for expirations by entering a number of days from the current date.

From List

Select a standard date range description from the list.

The default selection is Expiring next 90 days.

Select Dates

Enter a date range for expirations by entering specific From and To dates.

The list then includes policies with expiration dates within the date range entered.

Customer Selection

Fields/Selections

What is this?

Customer

Use to identify one or All (default) customers to include in the list criteria.

To select a specific customer, remove the All check mark and enter one or more letters of the customer's name (optional) and click Search. The Customer Search form opens for you to select the customer.

Use this link to find a specific customer for the list.

All

Select this check box to include all customers in the list criteria.

Customer Name Range

Use this selection to include a range of customer names, based on alphabetical prefixes.

Examples

Search for a range of names: To include all customers with names that begin with letters C-D, enter the prefix "C" in the From field, and "Dz" in the To field.

Include a name that begins with a character: To include a customer such as #1 American Auto, enter "#" in the From field, and "Az" in the To field.

Basic Policy Selection

Fields/Selections

What is this?

Exclude Inactive Employees from Exec and Rep dropdowns

Select this check box to filter the Executive and Representative selection lists in this section, so that Inactive employees do not appear on the selection lists.

When this option is selected, only those employees with Active status indicated in Employee Setup are available for selection in the list. Inactive employees are blocked from the list.

Executive

The default is (All), or you can select a specific or multiple executives.

To block all Inactive employees from appearing in this list, select the Exclude Inactive Employees from Exec and Rep dropdowns check box.

Representative

The default is (All), or you can select a specific or multiple representatives.

To block all Inactive employees from appearing in this list, select the Exclude Inactive Employees from Exec and Rep dropdowns check box.

Broker

The default is (All), or you can select a specific or multiple brokers.

Include Policies for the selected personnel who are listed as "Additional Personnel" on the policy

Select this check box to include Policies with any of the selected Exec, Rep, and Broker names entered as Additional Personnel.

Business Unit

Click the link to open the Business Unit Selections form and make your selections.

If specific Business Units are selected and the Include Policies for my service group check box is selected, the list will include both the specific business unit policies and the policies for which you (the logged-in user) have Service Group security.

Include Policies for my service group

Check to include policies with an assigned Service Group for which you (the logged-in user) have security rights.

If specific Business Units are selected and the Include Policies for my service group check box is selected, the list will return both the specific business unit policies and the policies for which you (the logged-in user) have Service Group security.

Bill Method

The default is (All), or you can select Agency or Direct Bill policies exclusively.

Type of Business

The default is (All), or you can select a specific or multiple types of business.

Individual types of business choices are:

Benefits
Commercial Lines
Financial Services
Health
Life
Non-Property & Casualty
Personal Lines

Policy Type

Choose from the following types of policies:

All (default)
BOP
Monoline
Package

For each policy, the Policy Type is selected in the Policy data entry form > Basic Policy section.

Line of Business

Select one or (All) line(s) of business.

The Line of Business field is only available if Monoline is selected as the Policy Type.

Include Renewed/ Excluded Policies

Use to include policies with a Policy Renewal List status of Do not include, and a Basic Policy Status of Renewed and Rewritten in the list.

This option is disabled by default.

This option does not include any policy that has a status of Cancelled, Not-renewed, or Not-taken.

Only display the policies that are not on an existing renewal list(s).

Check this box to include only those policies that are not currently assigned to a renewal list.

Company

Group/ Field

What is this?

Do not filter the Writing Companies based on Parent Companies

Check this box to enter Writing Company criteria for your list without a prerequisite Parent Company filter.

When you select the check box, the Type and Parent selection fields are disabled.

This option is disabled by default.

Type

Use to limit your report to policies for one or (All) (default) types of companies.

Insurance
Brokerage

Disabled if the Do not filter the Writing Companies... check box is selected.

Parent

The default is (All), or you can select a specific or multiple parent companies.

Disabled if the Do not filter the Writing Companies... check box is selected.

Writing

The default is (All), or you can select a specific or multiple writing companies.

Active and inactive companies and writing companies appear in the lists.

Renewal List Options

Fields/Selections

What is this?

Responsible

From the list, select the name of the employee responsible for managing the list.

Once the list is distributed to this Responsible recipient, they will have system authorization to assign the list's policies directly from their Home Center. Also, they will have authorization to delete the list.

The default selection is your name (logged-in employee).

Policy Assign To

Select Rep or Exec to assign each renewal to the corresponding Representative or Executive entered on the policy.

To assign all renewals to a specific employee, select the employee name from the list.

To allow a user to create a list of only their renewals, change their security to No Access for the View - My Renewals: View Options …Assigned To task. (You will find this under the Home Center feature in the Secured Items list in Security Group setup.) Leave the user's security at Full Access for View - My Renewals: View Options… Responsible Party.

List CC

To send a reference copy of the entire Renewal List to a specific employee, select the employee name from the list.

To send a copy to more than one employee, choose Select Multiple.

Sort Order

You can sort the list by:

Broker
Company
Customer
Expiration Date (default order for policies returned using the Run List button)
Executive
Representative

Description

Enter a description of this Renewal List.

Comments

Enter any comments related to this Renewal List.

Run List

Click this button to create the list.

The Report Status dialog box opens to indicate list progress. When the list is complete, the dialog box closes. Results appear in the Selected Policies grid, and your criteria selections are disabled.

If your criteria generated no results, the criteria selection fields remain enabled. You may continue to modify your selections until results are generated.

Selected Policies

This grid contains the policies that fit your criteria. The Policy Assign To column indicates which policies will be assigned to your selected employee.

If an expiring policy is already assigned to an employee, it will not automatically re-assign to your selected Policy Assign To employee, and it will not be duplicated. To re-assign a policy you must use the Re-Assign Expiring Policies form through the My Renewal Lists view.

To sort the grid, click the header of the appropriate column (e.g. Policy #, Eff Date, Exp Date). To reverse the sort order, click the same column header.

Send to Responsible Employee

After you have created the list, click this button to save the list and display it in the responsible employee's Home Center (under Views > My Renewal Lists > Renewal Lists).

If a list has not yet been created, you will receive an error message. To enable the Send to... button, you must first click Run List to create a Renewal List.

If you have just created a Renewal List for another employee, click this button to send the list to the responsible Renewal List recipient. He or she can then work the list from the Home Center > My Renewal Lists view by assigning the expiring policies to responsible employees.

To view the list, the responsible employee must refresh their Home Center.

Send to "Assign To" Employee

After you have created the list, click this button to save the list and:

Display the list in the responsible employee's Home Center (under Views > My Renewal Lists > Renewal Lists).

Display the policies in the "Policy Assign To" employee's Home Center (under Views > My Renewal Lists > My Expiring Policies). If an expiring policy is already assigned to another employee, it will not automatically re-assign, and it will not be duplicated. To re-assign a policy you must use the Re-Assign Expiring Policies form through the My Renewal Lists view.

If a list has not yet been created, you will receive an error message. To enable the Send to... button, you must first click Run List to create a Renewal List.

If you have just created a Renewal List for which you are responsible, click this button to immediately distribute assigned expiring policies.

To view the list, the responsible employee must refresh their Home Center. To view the expiring policies, the "Policy Assign To" employees must refresh their Home Center.

Selected Policies Grid

Column	What is This?
Policy #	The policy number.
Eff Date	This is the effective date for the policy
Exp Date	This is the expiration date for the policy.
Customer	The customer name.
Origin	Indicates the source of the policy in the system: Conversion Download Rating Data Entry Accounting
Company	Name of the Company entered on the Create New Policy form.
Description	Data appears as entered in the Basic Policy > Description field of the Policy form.
Exec	Name of the Executive employee assigned to the policy.
Rep	Name of the Representative employee assigned to the policy.
Broker	Name of the Broker assigned to the policy, if applicable.
Bill Method	The billing method for this policy (Direct Bill or Agency Bill).
Assign To	Name of the employee who will be assigned to the renewal of this policy.
Assign Date	Date that current "Assign To" employee was assigned this renewal, if already assigned. Otherwise the date is the current system date. An expiring policy is assigned to an employee's Home Center (under Views > My Renewal Lists) through one of the following workflows: The Renewal List Tool The Renewal Lists view > Send to 'Assign To' Employee button The Re-Assign Expiring Policy
Run Date	Date that the renewal was first added to a list.
Stage	Message indicates the progress or renewal status of the expiring policy.

What's Next?

After you create and distribute a Renewal List, the recipients can view the list and/or expiring policies assigned to them. For more information, see Views > My Renewal Lists section in the Home Center.

For information about the Renewal Management workflow in AMS360, see Workflow: Use Renewal Management Features.