Renewal List Tool

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

Renewal List Tool

The AMS360 Renewal Management feature set is a paperless means of tracking your agency's renewal workflow. Use the Renewal List Tool to set up and assign a list of renewals, as well as the expiring policies themselves, to responsible employees.

The criteria available for creating a Renewal List is similar to those available for creating an Expiration/Renewal Report - including customer name, policy term, policy number, company name, agency service group, and other details.

Accessing the Renewal List Tool

You can access the Renewal List Tool to create a new list or to view the settings of an existing list.

Access to Create a New Renewal Li st

Access to View an Existing List

Renewal List Tool Selections

The employee who receives the renewal list and/or assigned renewals must have security authorization to access the My Renewals tab in order to view the assigned list or renewals. For more information, see the Workflow: Use Renewal Management Features topic.

Fields/Groups/Options

What is this?

Expiration Date Range

Fields/Selections	What is this?
Next ___ days	Enter a date range for expirations by entering a number of days from the current date.
From List	Select a standard date range description from the list. The default selection is Expiring next 90 days.
Select Dates	Enter a date range for expirations by entering specific From and To dates. The list then includes policies with expiration dates within the date range entered.

Customer Selection

Fields/Selections	What is this?
Customer	Use to identify one or All (default) customers to include in the list criteria. To select a specific customer, remove the All checkmark and enter one or more letters of the customer's name (optional) and click Search. The Customer Search form opens for you to select the customer.
Search	Use this link to find a specific customer for the list. To select a specific customer, remove the All checkmark and enter one or more letters of the customer's name (optional) and click Search. The Customer Search form opens for you to select the customer.
All	Check this box to include all customers in the list criteria.
Customer Name Range	Use this selection to include a range of customer names, based on alphabetical prefixes. Examples: Search for a range of names: To include all customers with names that begin with letters C-D, enter the prefix "C" in the From field, and "Dz" in the To field. Include a name that begins with a character: To include a customer such as #1 American Auto, enter "#" in the From field, and "Az" in the To field.

Basic Policy Selection

Fields/Selections	What is this?
Exclude Inactive Employees from Exec and Rep dropdowns	Check this box to filter the Executive and Representative selection lists in this section, so that Inactive employees do not appear on the selection lists. When this box is checked, only those employees with Active status indicated in Employee Setup are available for selection in the list. Inactive employees are blocked from the list.
Executive	The default is (All), or you can select a specific or multiple executives. To block all Inactive employees from appearing in this list, check the box Exclude Inactive Employees from Exec and Rep dropdowns.
Representative	The default is (All), or you can select a specific or multiple representatives. To block all Inactive employees from appearing in this list, check the box Exclude Inactive Employees from Exec and Rep dropdowns.
Broker	The default is (All), or you can select a specific or multiple brokers.
Include Policies for the selected personnel who are listed as "Additional Personnel" on the policy	Check this box to include Policies with any of the selected Exec, Rep, and Broker names entered as Additional Personnel.
Business Unit	Click the link to open the Business Unit Selections form and make your selections. If specific Business Units are selected and the Include Policies for my service group checkbox is selected, the list will include both the specific business unit policies and the policies for which you (the logged-in user) have Service Group security.
Include Policies for my service group	Check to include policies with an assigned Service Group for which you (the logged-in user) have security rights. If specific Business Units are selected and the Include Policies for my service group checkbox is selected, the list will return both the specific business unit policies and the policies for which you (the logged-in user) have Service Group security.
Bill Method	The default is (All), or you can select Agency or Direct Bill policies exclusively.
Type of Business	The default is (All), or you can select a specific or multiple types of business. Individual types of business choices are: Benefits Commercial Lines Financial Services Health Life Non-Property & Casualty Personal Lines
Policy Type	Choose from the following types of policies: All (default) BOP Monoline Package For each policy, the Policy Type is selected in the Policy data entry form > Basic Policy section.
Line of Business	Select one or (All) line(s) of business. The Line of Businessfield is only available if Monoline is selected as the Policy Type.
Include Renewed/ Excluded Policies	Use to include policies with a Policy Renewal List status of Do not include, and a Basic Policy Status of Renewed and Rewritten in the list. The default option is unchecked. This option does not include any policy that has a status of Cancelled, Not-renewed, or Not-taken.
Only display the policies that are not on an existing renewal list(s).	Check this box to include only those policies that are not currently assigned to a renewal list. Defaults as unchecked.

Company

Group/ Field	What is this?
Do not filter the Writing Companies based on Parent Companies	Check this box to enter Writing Company criteria for your list without a prerequisite Parent Company filter. When you check the box, the Type and Parent selection fields are disabled. Defaults as unchecked.
Type	Use to limit your report to policies for one or (All) (default) types of companies. Insurance Brokerage Disabled if the Do not filter the Writing Companies... checkbox is selected.
Parent	The default is (All), or you can select a specific or multiple parent companies. Disabled if the Do not filter the Writing Companies... checkbox is selected.
Writing	The default is (All), or you can select a specific or multiple writing companies.

Active and inactive companies and writing companies appear in the lists.

Renewal List Options

Fields/Selections	What is this?
Responsible	From the list, select the name of the employee responsible for managing the list. Once the list is distributed to this Responsible recipient, they will have system authorization to assign the list's policies directly from their User Center. Also, they will have authorization to delete the list. The default selection is your name (logged-in employee).
Policy Assign To	Select Rep or Exec to assign each renewal to the corresponding Representative or Executive entered on the policy. To assign all renewals to a specific employee, select the employee name from the list. To allow a user to create a list of only their renewals, change their security to No Access for the Tab - My Renewals: View Options …Assigned To task. (You will find this under the User Center feature in the Secured Items list in Security Group setup.) Leave the user's security at Full Access for Tab - My Renewals: View Options…Responsible Party.
List CC	To send a reference copy of the entire Renewal List to a specific employee, select the employee name from the list. To send a copy to more than one employee, choose Select Multiple.
Sort Order	You can sort the list by: Broker Company Customer Expiration Date (default order for policies returned using the Run List button) Executive Representative
Description	Enter a description of this Renewal List.
Comments	Enter any comments related to this Renewal List.

Run List

Click this button to create the list.

The Report Status dialog box opens to indicate list progress. When the list is complete, the dialog box closes. Results appear in the Selected Policies grid, and your criteria selections are disabled.

If your criteria generated no results, the criteria selection fields remain enabled. You may continue to modify your selections until results are generated.

Selected Policies

This grid contains the policies that fit your criteria. The Policy Assign To column indicates which policies will be assigned to your selected employee.

If an expiring policy is already assigned to an employee, it will not automatically re-assign to your selected Policy Assign To employee, and it will not be duplicated. To re-assign a policy you must use the Re-Assign Expiring Policies form through the My Renewals tab.

To sort the grid, click the header of the appropriate column (e.g. Policy #, Eff Date, Exp Date). To reverse the sort order, click the same column header.

Send to Responsible Employee

After you have created the list, click this button to save the list and display it in the responsible employee's User Center > My Renewals tab > Renewal Lists section.

If a list has not yet been created, you will receive an error message. To enable the Send to... button, you must first click Run List to create a Renewal List.

If you have just created a Renewal List for another employee, click this button to send the list to the responsible Renewal List recipient. He or she can then work the list from the User Center > My Renewals tab by assigning the expiring policies to responsible employees.

To view the list, the responsible employee must refresh their User Center.

Send to "Assign To" Employee

After you have created the list, click this button to save the list and:

Display the list in the Responsible employee's User Center > My Renewals tab > Renewal Lists section
Display the policies in the Policy Assign To employee's User Center > My Renewals tab > My Expiring Policies section. (If an expiring policy is already assigned to another employee, it will not automatically re-assign, and it will not be duplicated. To re-assign a policy you must use the Re-Assign Expiring Policies form through the My Renewals tab.)

If a list has not yet been created, you will receive an error message. To enable the Send to... button, you must first click Run List to create a Renewal List.

If you have just created a Renewal List for which you are responsible, click this button to immediately distribute assigned expiring policies.

To view the list, the responsible employee must refresh their User Center. To view the expiring policies, the Policy Assign To employee must refresh their User Center.

elected Policies Grid

Column	What is This?
Policy #	The policy number.
Eff Date	This is the effective date for the policy
Exp Date	This is the expiration date for the policy.
Customer	The customer name.
Origin	Indicates the source of the policy in the system: Conversion Download Rating Data Entry Accounting
Company	Name of the Company entered on the Create New Policy form.
Description	Data appears as entered in the Basic Policy > Description field of the Policy form.
Exec	Name of the Executive employee assigned to the policy.
Rep	Name of the Representative employee assigned to the policy.
Broker	Name of the Broker assigned to the policy, if applicable.
Bill Method	The billing method for this policy (Direct Bill or Agency Bill).
Assign To	Name of the employee who will be assigned to the renewal of this policy.
Assign Date	Date that current Assign To employee was assigned this renewal, if already assigned. Otherwise the date is the current system date. An expiring policy is assigned to an employee's User Center > My Renewals tab through one of the following workflows: The Renewal List Tool The Renewal Lists tab > Send to 'Assign To' Employee button The Re-Assign Expiring Policy
Run Date	Date that the renewal was first added to a list.
Stage	Message indicates the progress or renewal status of the expiring policy.

Column	What is This?
Policy #	The policy number.
Eff Date	This is the effective date for the policy
Exp Date	This is the expiration date for the policy.
Customer	The customer name.
Origin	Indicates the source of the policy in the system: Conversion Download Rating Data Entry Accounting
Company	Name of the Company entered on the Create New Policy form.
Description	Data appears as entered in the Basic Policy > Description field of the Policy form.
Exec	Name of the Executive employee assigned to the policy.
Rep	Name of the Representative employee assigned to the policy.
Broker	Name of the Broker assigned to the policy, if applicable.
Bill Method	The billing method for this policy (Direct Bill or Agency Bill).
Assign To	Name of the employee who will be assigned to the renewal of this policy.
Assign Date	Date that current Assign To employee was assigned this renewal, if already assigned. Otherwise the date is the current system date. An expiring policy is assigned to an employee's User Center > My Renewals tab through one of the following workflows: The Renewal List Tool The Renewal Lists tab > Send to 'Assign To' Employee button The Re-Assign Expiring Policy
Run Date	Date that the renewal was first added to a list.
Stage	Message indicates the progress or renewal status of the expiring policy.

What's Next?

After you create and distribute a Renewal List, the recipients can view the list and/or expiring policies assigned to them. For more information, see View Tabs > My Renewals section of the User Center topic.

To view animated demonstrations of the Renewal Management feature set, see the topic Show Me What's New in version 2.1.

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Renewal List Tool

Accessing the Renewal List Tool

Access to Create a New Renewal Li st

Access to View an Existing List

Renewal List Tool Selections

S elected Policies Grid

What's Next?