E-Mail

The E-Mail menu command is used to compose and send an e-mail message related to a submission or policy to a retail agent/broker, company, internal staff, or other parties using either Microsoft Outlook or Lotus Notes. In the steps that follow, we show you how to send an e-mail message and add an attached file or an available AIM document, if applicable.

  1. On the Main tab, select a submission or policy.
  2. On the Tools menu, click E-Mail. Alternatively, you can simply press F5.

  1. On the To tab, enter information about the intended recipient of the e-mail message.
    1. In the Recipient pane select one of the following options to populate the Recipient box:
      1. Retail Agt/Broker – e-mail address of the retail agent/broker listed on the submission/policy
      2. Company – e-mail address for the company listed on the submission/policy
      3. Other – recipient e-mail address must be entered manually or selected from Phone Book
      4. Internal – AIM user e-mail address
    2. In the Recipient box, type the e-mail address of the recipient, if applicable. As an alternative, you can click to select a contact from Phone Book.
    3. Select Create Followup Suspense to create a Suspense.

  1. If you need to add attachments to the e-mail message, click the Available Attachments tab. Files that have been attached (see Attached Files)to the submission appear on this tab.
  2. Select the files that you need to attach to the e-mail message.
  3. To alter the file description, right-click the file and type in the Description field.

  1. If you need to add AIM generated documents such as copies of the quote, binder, request for information, etc., click the Recent Documents tab.
 

The names of the recent documents are a combination of the attachment name from Document Designer, and the submission ID number.
  1. Click a document to select it. To select non-consecutive items in a list, press and hold the Ctrl key, then click each item in the list. To select consecutive items in a list, press and hold the Shift key, click the first item in the list, then click the last item.
  2. Click the To tab when you have finished selecting recent documents.

  1. Click OK to open the e-mail message in either Microsoft Outlook or Lotus Notes.
  2. Send the e-mail as you normally would. The sent e-mail message will automatically be added to the Activity tab.
 

Sending an e-mail message in this manner results in the sent e-mail message becoming a permanent part of the submission's activity list. You should use caution when sending e-mail messages via AIM to ensure that only messages that should to be attached to the submission are sent.

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