In this topic, we continue our discussion of the Access Control features located on the Tables Menu.
In the following steps, we outline how to assign an agent or company to specific organizations or divisions.
- Click to select the desired agent or company in the grid. You can use the Shift and/or Ctrl buttons to select multiple grid entries.
- Click the Edit button to view the Access Control Tree dialog box.
The title bar of Access Control Tree displays the name of the selected agent or company. If multiple selections are made, it displays the name of the first selected agent or company and the number of additionally selected agents or companies.
As noted in the Access Control topic, all organizations and divisions are granted access by default.
- Select
the organizations and/or divisions that should have access to the selected
agents or companies.
- Selecting the organization will result in all divisions being enabled as well.
- Clear the selected divisions that should not have access to the selected agents or companies.
- When complete, click Save to save the edits, or Cancel to abandon them.
- In Data Access Control, verify that the number of organizations and divisions to which the agent or company has been assigned is accurate.
- Click Save to save your edits and close Data Access Control or click Cancel to cancel your edits and close the window.
Results
To demonstrate the results of allowing or disallowing access to an agent or company in AIM, consider the following outline.
In this example, we are using two organizations: Jones & Smith, Inc. and Smith & Smith, Inc. Each consists of several divisions, as outlined below:
| Organization | Jones & Smith, Inc. |
| Divisions |
The Jones Agency, LLC. Mom & Pop Shop, LLC. * Insurance Brokerage, Inc. * |
| Organization | Smith & Smith, Inc. |
| Divisions |
Smith Insurance Brokerage, LLC. Smith Underwriters, Inc. |
Based on our earlier changes, the retail agent – Halstead Agency – can be accessed only by members of those divisions marked by an asterisk above.
User Chris McHale is a member of the Mom & Pop Shop, LLC division, while user Joe Abbott is a member of the Smith Insurance Brokerage, LLC division.
When Chris attempts to enter a new insured or submission, the Halstead Agency is available for selection.
However, when Joe attempts to add a new insured or submission for the Halstead Agency, that retail agency is not available for selection.
The same results apply when either user attempts to select a company during the quote or bind process. If that organization or division is not allowed access to the company, it will not be available for selection by a user belonging to that organization or division.
Affected Fields in AIM
The following fields in AIM are affected by limiting access to agents and companies:
Agents:
Policy Data > Claims > New Claim > Claims Tracking (2 fields).
Admin Submission Entry > Retail Agent field
Advanced Search – Producer Name selection in Search Criteria list
Agent of Record > New Agent/Broker field
Inspection Log -> RB/Agent field
Add/Edit Insured > RB/Agent field
Phone Book > Retail Agt/Broker option
Module > Policy Setup
Renewal Submission Entry > Retail Agent field
Submission Entry > Retail Agent field
Submission Log > Advanced Filters - RB/Agent field
Submission > Edit > Submission – Retail Agent field
Submission > Copy to New Submission – Retail Agent field
Submission > Edit > Insured – RB/Agent field
Companies:
Renewal Manager > Market list
Renewal Manager > Risk list
Market Finder Wizard > Mkt Wiz Company list
Production Report > Company (Market) and Company (Risk) and magnifying glass company search
Fee Schedule – Paid To field
Quote Detail > Mkt Co. list
Quote Detail > Risk Co. list
Policy Data – Reinsurance tab
Commission Rates
Commission rates may be configured in the Product table, the Company table or the Retail Agent/Broker table. Changes introduced into these tables include the addition of the Organization and Division fields into the detail tabs for commission schedules, as shown in the image below, as well as the Global option which, when selected, applies the commission schedule to all organizations and divisions.
Whether commission rates are set in any of these tables, the hierarchy of commission rates is as follows:
- Agent Commission Rates, if active records exist
- Dated Commission Rates, if active records exist
- Default Commission values
See Also