Activity/Suspense

This feature, or some fields and options described, might not be available depending on your settings, security rights, or platform package.

Activity/Suspense Form

Also Used for: Campaign and Submission Responses

The Activity/Suspense data entry form combines two important functions. From this data entry form you can add either an Activity or a Suspense or both. If the item is to be associated with a customer, company, bank, broker, employee, or vendor use the top section of the data entry form to select the appropriate center and name for the Activity/Suspense.

Activities are permanent entries tracking actions taken for a customer, company, bank, broker, employee, or vendor. You can view an Activity, but you cannot change or delete it. You can change or delete Suspense. You can use the Activity/Suspense form to do the following:

Accessing Activity and Suspense

You can launch the Activity/Suspense data entry form by selecting Activity or Suspense from the menu in any center and clicking New, or selecting the Activity icon or the Suspense icon when they appear on the toolbar.

When you choose Activity the form opens with focus on the Activity portion. Conversely, when you choose Suspense, the form opens with focus on the Suspense portion. However, you can add one or the other or both whenever the form opens.

Additional Access determined by Activity/Suspense Setup

You can set up for the Activity/Suspense data entry form to appear automatically whenever you access or save certain data entry forms. You can even automatically log an Activity or Suspense without user intervention. For more information see Activity/Suspense Setup.

Setting Up the Doc360 Hotspot

The Doc360 banner, pictured below, is located above the center menu bar in every center:

When enabled for a specific employee in Doc360 Setup, the Doc360 banner automatically launches the Activity form when the logged-in employee clicks it.

This "Doc360 Hotspot" is a timesaving feature in the on-demand document scanning workflow. Agency employees must attach documents to activities many times throughout the day; the Activity and Activity Attachments forms are essential parts of this routine.

You must have security access to Doc360 Setup to enable the banner hotspot.

Use the following steps to set up the Doc360 banner as a hotspot for an employee:

Open the Doc360 Setup form.
Expand the Employee Assignments section to view the grid. Highlight the employee name for whom you would like to assign a Doc360 Hotspot.

Click Edit to open the data entry fields.
In the Default Hotspot Definition section, select the option Enable Doc360 Center Hotspot for On-demand Scanning (Activity Form).
Click Update to add the data to the grid.
Repeat steps 2 - 5 until you have enabled the Doc360 Hotspot for each employee with document attachment responsibilities.
Click (Save & Close).
When the designated employee(s) next refreshes the User Center, the Doc360 Hotspot launches the proper form.

Fields Common to Activity and Suspense

The following fields are common to creating both an Activity and a Suspense.

Activity/Suspense Fields	What is this?
Center	From the list, select the center to which this Activity or Suspense applies. Your choices are: Bank Broker Company Employee Customer Vendor Information pre-fills on the data form depending on which center you were in when you accessed the Activity/Suspense form. If you were in the User, Financial, or Sales center, the Center selection on the form defaults to Customer.
Name	If your Center selection is customer, click the link to open the Customer Search form and locate the customer. For all other centers, select from the list the name to which this Activity or Suspense applies. Information pre-fills on the data form depending on which center view you were in when you accessed the Activity /Suspense form.
Launch Center	When viewing a Suspense, you can use this link to open the applicable center (Bank, Broker, Company, Employee, Customer, Vendor) for the selected Name. This link only appears when viewing a suspense.
Claim	If you have a claim open when you launch the Activity/Suspense data entry form, the customer, claim number, policy number, effective date, and company pre-fill to the form. However, you can use Search to locate another claim.
Search	Click to open the Find Claim form to locate a claim to attach to the Activity or Suspense.
Policy	If you have a policy open when you launch the Activity/Suspense data entry form, the customer, policy, effective date, and company pre-fill to the form. However, you can select another Policy from the list.
Effective Date	If you have a policy open when you launch the Activity/Suspense data entry form, the customer, policy, effective date, and company pre-fill to the form. However, you can select another Effective Date from the list.
Company	If you have a policy open when you launch the Activity/Suspense data entry form, the customer, policy, effective date, and company pre-fill to the form. However, you can select another Company from the list.

Fields Specific to the Activity Form

Activity Fields	What is this?
Create Activity	Check this option to access the Activity fields.
Action	Select an Action from the list. For more information on adding actions to the list see Action Setup.
Date	The Date you are logging the Activity. This defaults to the current date, but can be changed.
Time	The Time you are logging the Activity. This defaults to the current time, but can be changed
Group Type	Select a Group Type from the list. Designating a Group Type filters the Group list by the type selected. For more information on Group Type, see System Administration>List Setup.
Group	Select a Group from the list. If a Group is not available,click the Group Setup link to create a new Group. This is an optional field. It does not need to entered unless you want to 'group' related activities together. Procedures within your agency should determine whether or not this feature is used.
Group Setup	Click this link to setup new Groups. This is a secured option. For more information on adding new Groups, see the topic Group Setup.
Attachments	Click this link to launch the Attachments form, with which you can attach a file to the Activity. You can attach a Doc360 file, an email message, Windows clipboard text, or a file from a local or shared drive. For more information about Doc360, see the topic Doc360 - An Overview.
Description	The summary of the Activity performed for this customer. Make the first few words of the description a summary of the key points of the Activity. This makes it easier to find the item in the View Activity grid. Example Tel call from Mr. Martin; add '02 Dodge Ram p/u, vin#3S345XL384334D eff 11-1-03.

Fields Specific to the Suspense Form

Suspense Fields	What is this?
Create Suspense	Check this option to access the Suspense fields.
To	Select the individual responsible for reviewing and completing the task for which the Suspense is being created.
# Days	Enter the number of days you want to wait until following-up on the Suspense item. When you enter the # Days, AMS360 automatically calculates the Due Date for you.
Due Date	Enter the Due Date for your Suspense item. If you entered the number of days in the previous field, AMS360 calculated this date for you.
CC:	Select an individual, multiple, or all employees who should also be notified of the open suspense item or task for the customer.
Edit	Use edit to change the individuals who should be notified of the open suspense item or task for the customer. Edit is only available if (Select Multiple...) option is used for CC:
Complete	Check this option when the Suspense action is complete. This completes the suspense action for all "cc" employees, if applicable. If you are assigned as the "CC" or "Backup" for the item, when you click Update a verification message is displayed. If you are sure you want to mark the item as complete (not just remove it from your own User Center) click the Complete the selected Suspense item(s) checkbox. Click Yes to confirm that you are completing an item assigned to someone else, or No to cancel and leave the item as incomplete. If you select the Complete checkbox for multiple items, the verification message is displayed if you are the "CC" or "Backup" for at least one of the items. Once a suspense item is marked Complete, the checkbox is not available and the status cannot be changed back to incomplete.
Action	Select an Action for the Suspense. For more information on adding Actions to the list see Action Setup.
Priority	Select Critical, Normal, or Low. If multiple Suspense items appear for the same day then the items are sorted by Priority.
Description	A summary of the action to be taken on the Due Date. Make the first few words of the Description a summary of the key points of the Action. This makes it easier to find the item in the View Suspense grid. Example Inspection recommendations complete?
Entered By	The name of the employee entering the Suspense item (logged in user) appears here and cannot be changed.
Entered Date	The current date defaults to this field and can be changed.
Times Rescheduled	AMS360 tracks the number of times this Suspense item has been rescheduled without being completed. This cannot be changed.
Create Task	Click this link to open the Task dialog box in Outlook with the information entered in the suspense. You must save the Task dialog box before you can return to the Activity/Suspense data entry form. Available only if the workstation has Microsoft Outlook installed. (The program does not need to be open.)
Create Appointment	Click this link to open the Appointment dialog box in Outlook with the information entered in the suspense. You must save the Appointment dialog box before you can return to the Activity/Suspense data entry form. Available only if the workstation has Microsoft Outlook installed. (The program does not need to be open.)
Last Exported	View only. The date that the suspense item was last used to create a task or appointment appears in this field.
Personal Suspense	Check this box to flag the Suspense item as personal. Personal Suspense items are not received by the user's Out of Office backup employee. The only recipient of a Personal Suspense item is the designated logged-in user.

What's Next?

Do you need to complete a Suspense item or view an Activity? For more information see View Activity or View Suspense.

My Vertafore Support | Vertafore University | NetVU Network | Vertafore.com

© 2015 Vertafore, Inc. and its subsidiaries. All Rights Reserved. Vertafore, the Vertafore design, AMS360, Vertafore Producer Advantage, Producer Plus, AgencyEDGE, ReferenceConnect, BenefitPoint, Engage, and WorkSmart are registered trademarks of Vertafore, Inc. or its subsidiaries. Third party marks belong to their respective holders. AMS360 Classic Help updated 5/18/2016 10:58 PM