Document Library - Schedule/Proposal/Summary Documents

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

Use the Document Library to add, edit, or delete Main Documents for Schedules/Proposals/Summaries. Main documents contain bookmarks, merge fields, and text that you can use to send personalized documents to your prospects and insureds.

You must have proper security authorization to access Document Library - Schedules/Proposal/Summary Documents.

Accessing the Document Library - Schedule/Proposal/Summary Documents

From any center that has a menu, click Schedules/Proposals/Summaries. The Schedules/Proposals/Summaries data entry form appears.
From Schedules/Proposals/Summaries, click the Document Library icon or click File > Document Library.

Creating a Schedule/Proposal/Summary Main Document

Copying an Existing Schedule, Proposal, or Summary Main Document

In the Document Library data entry form, select the document you want to copy from in the Schedule/Proposal/Summary Documents grid.
Click the Copy icon on the toolbar or, from the menu, select File>Copy. A copy of the selected document appears in the grid.
With the copy selected, click Edit. The document information appears in the fields.
Verify that the Activecheckbox is checked.
Verify or change the document Category. Use the Add New Category link to create a new category and add this document to it.
Enter a new Document Name and change the Author, if applicable.
The Merge Template is display only and shows the template of the document you copied.
If needed, you can click Edit Document Sections to open the SPS Document Section Editor. From the SPS Document Section Editor you can modify the merge fields you want to include in this new main document.
If desired, enter a Description to help in identifying the purpose or use of the document.
Click Launch Word. The document opens in Word for editing. When you are finished, save the document and close Word.
The Document Library data entry form appears with a message saying that you've changed the mail merge main document. Click OK to save the changes you have made to the database, or Cancel to not save the changes.
Click Update. The newly updated document appears in the Schedule/Proposal/Summary Documents grid.

Creating a New Schedule, Proposal, or Summary Main Document

Toolbar Icons

You can hide the toolbar by right-clicking it and then clicking the check mark beside Main Toolbar. To display the toolbar, right-click the menu bar and click Main Toolbar.

Menu Option

Icon

Uses

Save

Saves the information you have entered on the data entry form without closing the form.

Save & Close

Saves the information you have entered on the data entry form and closes the form.

Form Letters

Initiates the Form Letters data entry form.

Contacts

Opens the Contacts form.

Activity

Opens the Activity data entry form so you can enter a new Activity.

Suspense

Opens the Suspense data entry form so you can enter a new Suspense.

Notes

Opens the Notes data entry form so you can enter a new Note.

Doc
Management

Selection	What is this?
Check Out Status	Opens the Check Out Status form for the logged in user.
Distribute Documents	Opens the Document Distribution form.
Find Documents	Opens the Doc360 Search form.
Get Documents	Opens the Get Documents form.
Third Party Vendor	Creates an XML file that can be exported to another vendor who can accept this type of information.

Customer

Opens Customer Search so you can search for a customer.

Reports

Opens the All Reports form where you can select reports.

Copy Document

Use this icon to copy an existing Schedule, Proposal, or Summary in the grid. Once the copy is complete, you can make changes specific to this Schedule, Proposal, or Summary.

Launch Microsoft Word

Use this icon to edit the Schedule, Proposal, or Summary in Microsoft Word.

Document Files

Opens a Windows dialog for the location of your Schedule and Proposals files.

Merge Field Editor

Opens Merge Field Editor where you can create and edit Merge Templates.

DocDesigner

See Workflow: Setting Up and Using DocDesigner

Selection	What is this?
New	Use this to create a new Schedule, Proposal or Summary. Opens Word to the AMS360 tab.
Edit/Copy	Use this to choose a Schedule, Proposal, or Summary from the Document List.

Edit/copyopens Word to the Mailings tab by default. Select the AMS360 tab to access the DocDesigner tools.

Schedule/Proposal/Summary Documents Section

Field/Options	What is this?
Type	Choose the type of main document you are creating. The choices are as follows: Proposal Schedule Summary
Active	Check to make your schedule, proposal, or summary main document active and therefore, appear in the Document Selection grid in Schedules/Proposals/Summaries. If not checked, the document is inactive and does not appear in the grid.
Category	Choose a category from the list, or add a new one by clicking Add New Category. You can also add categories to the list through Toolbox > System Administration > List Setup > Document Categories or by clicking the Add New Category link.
Add New Category	Use this link to create new document categories. Consult List Setup for more information.
Document Name	The file name of the document and the name that appears in the Document Selection grid in Schedules/Proposals/Summaries. You have up to 255 characters for the Document Name. Example: Private Passenger Auto Summary
Browse	Use to select a document to insert into the schedule, proposal, or summary main document you are creating. When you insert a document, the directory path and filename appear in the status bar after the caption: Ready to insert. Browse is only available when creating a new document. It is not available when editing an existing document.
Author	The name of the user logged into AMS360 pre-fills here, but can be changed. This is the name of the person who is creating the main document.
Merge Template	Select the template that contains the merge fields you want to use in creating the schedule, proposal, or summary main document. If you browsed and inserted a document into your new SPS document, you must select the template that was originally used to create the imported SPS document.
Edit Document Sections	Click this link to open the SPS Document Section Editor where you can modify the merge fields you want to include in your document. This link is only available in Edit mode.
Description	Use to enter additional identifying information about the schedule, proposal, or summary main document. You have up to 255 characters for the Description.
Create Proposal Create Schedule Create Summary	Select the Type of document you are creating: Create Proposal, Create Schedule, or Create Summary. The document is added to the Schedule/Proposal/Summary Documents grid.

Select Sections to Include Section

Before clicking to Create your New SPS document, open the Select Sections to Include section, and uncheck any sections you do not want to include in your new document.

Once the SPS document is created, you can always use the Edit Document Sectionslink inEditmode to add and delete sections; delete fields, and move the sections and fields.

Permanent Schedule/Proposal/Summary Main Documents

The table below lists the permanent main documents for Schedules and Proposals included in AMS360. You can copy these documents to customize them for your agency's needs.

You cannot delete permanent main documents. However, you can uncheck the Active checkbox. Doing this causes the document to not appear in the list of available documents in the Schedules/Proposals/Summaries data entry form.

Permanent Documents

Type	Category	Document Name
Proposal	Commercial Lines	Commercial Lines Proposal
Proposal	Personal Lines	Personal Lines Proposal
Summary	Commercial Lines	Commercial Lines Quick Summary Commercial Lines Summary - Landscape Commercial Lines Summary
Summary	Non Property & Casualty	Life Insurance Summary Health Insurance Summary
Summary	Personal Lines	Personal Lines Quick Summary Personal Lines Landscape Summary Personal Lines Summary

What's Next?

Do you want to merge a personalized Schedule, Proposal, or Summary document you've just created? See Schedules/Proposals/Summaries for more information.

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© 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 11:00 PM