Contacts

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

Contacts

Use Contacts to look up names, addresses, phone numbers, and email addresses for a customer, company, additional interest, claims contact, bank, employee, email contact, master certificate holder, members of a target list, vendor, recipient list, or other individuals entered throughout AMS 360.

Accessing Contacts

To access Contacts do one of the following:

From any form with an Operation menu, click Contacts.
From any center with a menu, clickContacts.
Click the Contacts icon from the toolbar, when available.
Click the Email button located either under the My Documents tab in the User Center, or under the Documents tab in all other centers except Financial and Sales.

Creating an Email Message Using Contacts

To start an email message, first select the Category of the Contact you want to use, tab out of the Category field, and then do the following, depending on which Category you selected:

Category	What do I do next?
Additional Interests	Enter one or more letters of the additional interest Name. This limits the additional interest names that appear in the grid.
Banks	Enter one or more letters of the bank name and click refresh . The banks that begin with the letters you entered appear in the grid.
Brokers	Enter one or more letters of the broker name and click refresh . The brokers that begin with the letters you entered appear in the grid.
Claims Contacts	Search for the customer and select the claim to display the contacts.
Company	Select the company from the Name list. This filters the contact list to those for the selected company.
Customer/Policy	Search for the desired customer Name. Then, select a Policy if desired. This filters the contact list of Namesto only those for the selected policy.
Email Contacts	If you use Microsoft Outlook® or Outlook Express® as your email software, you can select this category to list email addresses stored in your Outlook Contacts. If you do not use Microsoft Outlook, this Category returns no contacts; the grid remains blank. When you select this category, Outlook sends you a message asking "A program is trying to access e-mail addresses you have stored in Outlook. Do you want to allow this?" If you want to allow this, select the amount of time you will allow access, and click Yes. The addresses appear in the grid.
Employees	Select Employeesin theCategoryfield. Employees fill the grid. To quickly find the employee(s) you want to use, you can sort by any column in the grid by clicking on the column header.
Master Cert Holders	Enter one or more letters of the master cert holders Name. This limits the list of master cert holder names that appear in the grid.
Target List Members	Select the Target List from the Name list. This filters the names to the members of the selected Target List.
Vendors	Enter one or more letters of the Vendor name and click refresh . The Vendors that begin with the letters you entered appear in the grid.

Select a name from the grid and click To> in the Mail Recipients section. The email address for the selected contact appears in the To> box.
In this same fashion, you can select one or more email addresses for each of the sections (To>, Cc> [carbon copy], or Bcc> [blind carbon copy]).
To select the recipients in a contiguous group select the first recipient, hold down the shift key and select the last recipient. If you want to select recipients that are not in contiguous order, select your first recipient, hold down the Ctrl key and select your next recipient, then your next, and on until all recipients are selected.
If you use Microsoft Outlook® , skip to step 7. If your email software is Microsoft Outlook Express® or another MAPI-compliant software then you must complete the Email Subject & Text and Attachments sections before clicking Email.
In the Email Subject & Text section, type a subject and the text to include in your email message.
In the Attachments section, select the file(s) you want to send.
Click Email. A new message opens in your email editor with the names and email addresses pre-filled. If you accessed the form either from the Documents or My Documents tab, then the document file is attached. Type, "including attachments" if necessary, and send the message.

The format in which the email message is saved in an Activity is determined by the setup in the System Configuration section of Toolbox > System Administration > Doc360 Setup. If the file type is MSG the email message is saved as unsent. To save it as sent use HTML file type.

Contacts Sections

Recipient Selection Section

If you have Microsoft Outlook™ as your default mail program the only section that appears is the Recipient Selection section.

Field Name/ Group

What is this?

Category

Each Category has different fields available on this form. You can choose from the following categories:

After selecting a Category, you must tab out of the field for the names to appear in the list or the grid.

Category	What is this?
Additional Interests	Use to display Interests entered in Additional Interest Setup.
Banks	Use to display Banks entered in Bank Setup and viewed in the Bank Center.
Brokers	Use to display Brokers entered in Broker Setup and viewed in the Broker Center.
Claims Contacts	Use to display Claims Contacts entered in Claims.
Company	Use to display all types of companies entered in Company setup. This category also includes personnel entered for each company.
Customer/Policy without a Policy selected	Default Category When you select Contacts while viewing a Customer the customer's name also defaults. You are able to use Search and select a different Customer. You are able to display Active & Inactive customers or prospects. You are able to display name, email, phone numbers, and address of the following un-deleted contacts: Customer / Prospect - You are able to display Firm Name, as well as DBA, and First & Last Name of Active and Inactive. Dependents Customer Personnel- Executive, Representative, Broker.
Customer/Policy with a Policy selected	You are able to list Customer & Policy/Submission Contacts. You are able to select any un-deleted Policy/Submission of a Customer. You are able to default to the Policy/Submission you opened when selecting Contacts. The Contact form will display information based on the maximum effective date of the Policy. In addition to the Customer Contacts (Customer, Dependents, Personnel), you are able to display name, E-mail, phone numbers, and address of the following for a specific un-deleted Policy/Submission for these un-deleted contacts: First Named Insured / Applicant Co-Applicants (Co-Insureds) Insurance - Will list the Parent Company on the Policy and all the addresses in setup. Supplemental Names Policy Personnel - Executive, Representative, Broker. Contacts Underwriter Additional Interests
Email Contacts	If you use Microsoft Outlook® or Outlook Express® as your email software, you can select this category to list email addresses stored in your Outlook Contacts. If you do not use Microsoft Outlook, this Category returns no contacts; the grid remains blank. When you select this category, Outlook sends you a message asking "A program is trying to access e-mail addresses you have stored in Outlook. Do you want to allow this?" Select the duration of time allowed and click Yes. The addresses appear in the grid.
Employees	Use to display Employees entered in Employee Setup and viewed in the Employee Center.
Master Cert Holders	Use to display Master Certificate Holders entered in Additional Interest Setup.
Target List Members	Use to display members of a Target List from Target Lists in the Sales Center.
Vendors	Use to display Vendors entered in Vendor Setup and viewed in the Vendor Center.

If you select Contacts from the Customer or Company Center the Category and Name fields in the Contacts form default to the open customer or company.

Likewise, if you select Contacts with a Policy or Submission open, the Category and Name fields in the Contactsform default to the current customer and policy and displays information accordingly.

Name

Use to select one of the following:

Name	What is this?
Additional Interests	Enter one or more letters of the name and click Refresh . A list of names that meets your search criteria appears in the grid.
Bank
Brokers
Claims Contacts	Enter one or more letters of the customer name and click Search. The Customer Search form appears. Choose the customer and click Select. Then choose a claim number from the list. See the Basic Search section of Customer Search for more information.
Company	Select the desired company name from the list.
Customer	Enter one or more letters of the customer name and click Search. The Customer Search form appears. Choose the customer and click Select. See the Basic Search section of Customer Search for more information.
Email Contacts	Select the contact from the list. Each time you select Email ContactsAMS360 imports and displays your Outlook or Outlook Express contacts. They are not stored permanently in AMS360.
Employees	Select the desired employee from the list.
Master Cert Holder	Enter one or more letters of the name and click Refresh . A list of names that meets your search criteria appears in the grid.
Target List Members	Select the desired Target List from the list that appears. All email addresses from the list display in the grid.
Vendors	Enter one or more letters of the name and click Refresh . A list of names that meets your search criteria appears in the grid.

Policy #

This field only appears when the CategoryisCustomer/Policyand you have a customer selected. Use to view policy or submission-specific contact information:

Supplemental Names
Policy Contacts
Policy Personnel (Exec, Rep, and Broker)
Underwriter

If the Underwriter email address is not set up in Company Setup, then only the Underwriter's name will display.

Additional Interests

Fields in Grid

Column Names	Information
Type	Indicates where the name is found. Example: For a First Named Insured, the type would be Applicant.
Title	Indicates a title assigned to the name. Example: For a Broker, the title displays Net Broker or Gross Broker.
Firm Name	If a DBA or a second name exists, that name appears here. This field is also used for Companies.
Name	The name of the Customer, Dependent, Additional Insured, Personnel, and others.
Email Address	The email address entered for the name displayed.

Summary Information

Displays name, address, phone numbers, and email information for the selected name (line) in the grid.

Mail Recipients

Use this area to select email addresses for a message. Select the name in the grid and click one of the following to add the name to the mail recipients list:

Mail Recipients	What is this?
To	The primary recipients of the message.
Cc	The names to "carbon copy" on the message.
Bcc	The names to "blind carbon copy" on the message. These names do not appear to the primary or Cc recipients.
Email	Launches your email software. If you have entered names in the To, Cc, or Bcc fields, these names appear in the appropriate fields on the email message.
Clear	Removes all recipients added in the To, Cc, or Bcc fields. You can delete one name at a time from the To,Cc, andBccareas by selecting the name and pressing [Delete] on your keyboard.
Send Using Plain Text Only	Not selected by default. Email format will use whatever your Outlook options are set to. This checkbox allows you to force a message into plain text, if you feels it's necessary for a particular recipient.

Log Activity

The Contacts form defaults the Activity Logging Center to Customer with the customer name and policy number identified once a customer and/or policy is selected. Activity Logging always retains this default until you choose to change it.

Previous versions of AMS 360 would change the activity logging section based on the category and name you selected in the contacts area. If you selected the category of customer and identified a customer/policy, selected an email and then selected another category to send a CC or additional email; the activity logging would change from the customer to the last category/name selected. Often resulting in logged activities to the wrong centers.

AMS360 retains customer related information once it has been selected for that session. However, if you never select the customer category this functionality does not apply.

Item

What is this?

Center

Required if Log Activity box is checked. Choose from:

Bank
Broker
Company
Customer - Default for the following ContactCategory selections:

Additional Interest
Claims Contacts
Customer/Policy
Email Contacts
Master Cert Holders
Target List Member
Employee
Vendor

Name

Name	What is this?
Bank	Select the desired Bank/Broker/Company name from the list.
Broker
Company
Customer	Enter one or more letters of the customer name and click Search. The Customer Search form appears. Choose the customer and click Select. See the Basic Search section of Customer Search for more information.
Employee	Select the desired Employee/Vendor from the list.
Vendor	Select the desired Employee/Vendor from the list.

Policy#

Select the desired Policy from the list.

This field only appears when the Center is Customer.

Eff Date

Defaults to the greatest Transaction Effective Date on the selected Policy.

This field only appears when the Center is Customer.

Claim, Claim Search

Defaults Claim to the selected Claim.
Search link opens Find Claim.
Field displays Claim information from the Loss Date and Claim# columns.
Selecting a Claim fills the Policy and Eff Date fields associated with the Claim.

This field only appears when the Center is Customer.

Additional Sections

The following sections appear briefly and then are handled in the background by AMS360 if you have Microsoft Outlook™ as your default email program. For Outlook Express™ and other MAPI-compliant email, these sections display and must be completed for the information to be logged in an Activity.

The Activity is logged when you click the Email link in the Recipient Selection section. The format in which the email message is saved in an Activity is determined by the setup in the System Configuration section of Toolbox > System Administration > Doc360 Setup. If the file type is MSG the email message is saved as unsent. To save it as sent use HTML file type

Email Subject & Text

Attachments

If you open Contacts from eForms Manager, a forms.pdf is attached and appears in the Attachment grid.

Field Name/ Group

What is this?

Attachment Description

Optional. Enter a description for the file you are attaching.

File Name

Display Only. The name of the file automatically appears here after you have selected it using Find File.

Find File

Click this link to open the Find File dialog box. The most common file types that you can add are:

Word© documents (doc)
Excel© spreadsheets (xls)
Images (gif or jpg)
Portable Document Formats (pdf)
Text files (txt).

You can attach almost any file except the following types and other files that may cause damage to your database. AMS 360 prevents you from adding these:

Executable (exe)
Batch (bat)
Visual Basic Script (vbs)
Dynamic Link Library (dll)

Field/Link	What is this?
Look in	Choose the folder where the file resides.
File Name	Once you choose the file from the display, the name appears here.
Files of type	The default is Word© files. Choose Word files, Image files, PDF files, or All files. If you attempt to add a file type that is not registered you receive a warning asking if you still want to attach it. If you do attach the file you may not be able to view it later. AMS recommends that you attach only file types that are associated with programs in the Windows Registry. See Windows Explorer Help for information on registering file types.
Open	After selecting a file click Open to attach it to the Activity.
Cancel	Use to return to the Attachment data entry form without selecting a file.

Delete file after saving

Check this box if you want to delete the file from its original location and save it to the selected location as an attached file to this Activity

Select Recipients/Members from Contacts for Scheduled Reports

The form that appears when you choose Select Recipients from Contacts or Select members from contacts is a modified version of Contacts. You see only a limited number of items in the name list.

Accessing Select Recipient/members from Contacts

Select Recipients & Members from Contacts	Access Points
Select Recipients from Contacts is accessed from the following forms.	Scheduled Reports Recipient List
SelectMembersfromContactsis accessed from the following form:	Distribution Group Setup

The Recipient Selection choices in the opening Contacts form are identical.

The Select Recipient/members from Contacts Menu and Toolbar

Menu Option	Submenu Options	Uses
Activity	New	Opens the Activity/Suspense data entry form so you can enter a new activity.
Activity	View	Opens the View Activity form.
DocManagement	Check Out Status	Opens the Doc360 Check Out Status form.
	Distribute Documents	Opens the Document Distribution form.
	Find Documents	Opens the Doc360 Search form.
	Get Documents	Opens the Get Documents form
	Match Pending Attachments	Opens the Doc360 Match Pending Attachments form.
Form Letters		Initiates the Form Letters data entry form.
Notes	New	Opens the Notes data entry form so you can enter a new note.
Notes	View	Opens the View Notes form.
Suspense	New	Opens the Activity/Suspense data entry form so you can enter a new suspense.
Suspense	View	Opens the View Suspense form and lists suspense that are incomplete and due within 30 days.

Toolbox

Help

Menu Option	Function
Context	Displays help for the active data entry form or center.
Search	Opens the AMS360Searchfeature.
Help Center	Displays the AMS360Help Center that contains system news and links to other resources.
Keyboard Shortcuts	Opens the Help topic that details the keyboard shortcuts available in AMS360.
Email Event Logs	Use under the direction of Vertafore Customer Care. This feature sends Customer Care one or more reports of events occurring in AMS360, your System, or the Application you were using. These reports are used to troubleshoot errors and problems.
Web-Based Training	Launches the login page for AMS Learning and Performance System.
About	Shows you the current version information for AMS360.

T he Recipient List Toolbar

Icon

Feature

Uses

Form Letters

Opens the Form Letters data entry form.

Activity

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

Suspense

Opens the Activity/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

Field/ Link	What is this?
Check Out Status	Opens the Doc360 Check Out Status form.
Distribute Documents	Opens the Document Distribution form.
Find Documents	Opens the Doc360 Search form.
Get Documents	Opens the Get Documents form.
Match Pending Attachments	Opens the Doc360 Match Pending Attachments form.

Customer

Opens Customer Search so you can search for and open another customer.

Reports

Launches the Reports - All selection form where you can select to print reports.

Icon

Feature

Uses

Form Letters

Opens the Form Letters data entry form.

Activity

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

Suspense

Opens the Activity/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

Field/ Link	What is this?
Check Out Status	Opens the Doc360 Check Out Status form.
Distribute Documents	Opens the Document Distribution form.
Find Documents	Opens the Doc360 Search form.
Get Documents	Opens the Get Documents form.
Match Pending Attachments	Opens the Doc360 Match Pending Attachments form.

Customer

Opens Customer Search so you can search for and open another customer.

Reports

Launches the Reports - All selection form where you can select to print reports.

Fields on Select Recipient/members from Contacts

Field

What is this?

Field Name/ Group	What is this?
Activity will be logged for...	Display Only. The name of the selected Customer, Policy, and/or Claim appears here, if selected.
Subject	Enter the Subject you want to appear in your email message. The limit is 200 characters. (Same as for the subject line in Outlook.)
Email Text	Type the text of your email message here. Use the right mouse button for font and color formatting.

Contacts

Accessing Contacts

Creating an Email Message Using Contacts

Contacts Sections

Recipient Selection Section

Additional Sections

Email Subject & Text

Attachments

Select Recipients/Members from Contacts for Scheduled Reports

Accessing Select Recipient/members from Contacts

The Select Recipient/members from Contacts Menu and Toolbar

The Recipient List Menu

File

Operation

Toolbox

Help

T he Recipient List Toolbar

Fields on Select Recipient/members from Contacts

What Next?