Workflow: Using Renewal Management Features

Take one of the following actions to access the tool:

• Select the Renewal List Tool from the Toolbox menu in any center.

• Select Renewal List Tool from the Toolbox menu of the Policy data entry form.

The criteria you enter here determine which policies will appear on your Renewal List.

1. Enter criteria for the Expiration Date Range of the included policies.
   
   You can enter a specific duration from the current date (Next __ days), select a standard date range (From List), or enter specific range of expiration dates (Select Dates).

2. Enter criteria based on the Customer entered on the policy.

3. Select the Customer option to include All customers, or to choose a specific customer name.

4. Select the Customer Name Range option to include a range of customer names, based on alphabetical prefixes.
   
   For example, 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.

3. Under Business Policy Selection, enter criteria based on business data entered on the policy, including billing options and employee names. Additional tips:

• You can shorten the employee selection lists in this section by checking the box Exclude inactive employees from Exec and Rep dropdowns.  Only Active employees will be available for selection.

• For reference, you can select 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.

• You can select to create a list that includes only policies that are not currently assigned to a Renewal List.

4. Enter criteria based on the Company entered on the policy.
   
   You can select search by Writing Company without filtering by Parent Company; to enable this option, check the box Do not filter Writing Companies based on Parent Companies.

Next, you will enter information about the assigned employees and other recipients.

This procedure determines which employees will receive data from this list in their User Center > My Renewals tab. Recipients may receive the entire list of renewals, or they might receive only one or more of the expiring policies on the list.

1. In the Renewal List Options section > Responsible field, select the name of the employee responsible for managing this list. The default selection is the logged-in user name, which is useful if you are creating a Renewal List for yourself.

2. In the Policy Assign To field, select who will receive expiring policies as assignments. (Note that only unassigned policies are assignable to this employee. If a policy is already assigned to someone else, it cannot be re-assigned here - you must go to the My Renewals tab to re-assign a policy.)

3. Select Rep to assign each renewal to the corresponding Representative entered on the policy.

4. To assign all renewals to a specific employee, select the employee name from the list.

3. In the List CC field, select who will receive a reference copy of the list:

4. Select Exec to send a reference copy of each renewal assignment to the corresponding Executive entered on the policy.

5. To send a reference copy of the entire Renewal List to a specific employee, select the employee name from the list.

4. Enter additional data (Sort Order, Description, and Comments).

5. Click the Run List button. A 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 generate no results, the criteria selection fields remain enabled. You can continue to modify your selections until results are generated.
   
   Note for Version 2.1 Only:If the results of your criteria selection don't meet your needs, you must delete the list and access the Renewal List Tool again.Click the redXin the upper left corner of the form to delete the list, and then select the Renewal List Tool from theToolboxmenu.

6. Sort the Selected Policies grid by clicking the header of the appropriate column (e.g., Policy #, Eff Date, Exp Date). To reverse the sort order, click the same column header.

7. Click one of the following buttons to distribute Renewal List data:

• Send to Responsible Employee: Click this button to save the list and display it in the responsible employee's User Center > My Renewals tab > Renewal Lists section.

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 their own User Center > My Renewals tab by assigning each expiring policy to the appropriate personnel, as well as enter renewal comments, or even start the marketing process.

• Send to "Assign To" Employee: Click this button to save the list and 1.) display it in the responsible employee's User Center > My Renewals tab > Renewal Lists section and 2.) display the policies in the Policy Assign To employee's User Center > My Renewals tab > My Expiring Policies section.
  
  Note that if an expiring policy is already on a list and assigned to an employee, the policy will not be re-assigned here. To re-assign a policy you must use the Re-Assign Expiring Policies form through the My Renewals tab.

If you have just created a Renewal List for which you are responsible, click the Send to "Assign To" Employee  button to immediately distribute assigned expiring policies to the Policy Assign To personnel. (The Renewal List will simultaneously be distributed to your User Center - assuming you have selected your employee name as the list's Responsible party.)

Expiring policies are distributed from a Renewal List to the User Center > My Renewals tab for assigned personnel. They appear in the My Expiring Policies section of the tab.

These same policies also appear in the Renewal Lists section of the tab, organized by list: you can work on your assigned expiring policies from whichever section you prefer. Optionally, you can hide one section or the other by adjusting your View Options.

An expiring policy appears on your My Expiring Policies tab for one of the following reasons:

1. • You have been assigned to the policy

   • You are designated as an Out of Office backup employee for another's expiring policies

Expand the My Expiring Policies section by clicking the header. Each row under the header is an expiring policy assigned to you. Each row includes active links to the Dec Page View, Policy, Customer Center, Submission Group, and  Re-Assign Expiring Policy forms. (For more information about these links, see the View Tabs > My Renewals > My Expiring Policies section of the User Center Help topic.)

Enter Renewal Policy Comments

Create Renewal

Create Submissions

Re-assign Expiring Policy

Mark a Policy as Complete

Renewal Lists are distributed from the Renewal List Tool to the User Center > My Renewals tab for selected personnel. They appear in the Renewal Lists section of the tab.

A Renewal List appears on your tab for one of the following reasons:

• You are responsible for the list itself. You will see all policies included on the list; the Send to 'Assign To' Employee and Delete buttons are enabled for the list.

• You are responsible for one or more policies on a list. In the list, you will only see those policies assigned to you - unless your security allows you to see all assigned policies and lists.

• You will see only your renewals if your security access is set to No Access for: Tab - My Renewals: View Options…Assigned To and Full Access for Tab - My Renewals: View Options…Responsible Party.
  
  If you haveFull Accessfor both secured items, you will see all assigned policies and lists.

• You have been added as a List CC party for a list, and the list appears for your reference. You will see all policies included on the list; however, the Send to 'Assign To' Employee and Delete buttons are disabled for the list.

• You are designated as an Out of Office backup employee for another's list or policies.

If the Renewal Lists section is collapsed, expand it by clicking the header. Each row directly beneath the header is a Renewal List assigned to you.

Optionally, you can expand each Renewal List to display the expiring policies it comprises. For the list you want to view, click the arrow on the left margin of the grid. The expiring policies appear below the Renewal List row. Unless you are responsible for the list (or are designated as a List CC personnel), you will only see those expiring policies assigned to you,

A variety of tools are available for working with expiring policies. These tools are the same in both the Renewal Lists section and the My Expiring Policies section. For more information, please see the My Renewals Tab > My Expiring Policies Workflow section of this topic.

The following sections discuss the actions you can take on Renewal Lists.

Assign Expiring Policies to Employees

Print or Export Renewal List Report

Re-Assign Renewal List

Delete a Renewal List from User Center

You can customize your My Renewals tab so that it displays only the data relevant to your workflow. For a thorough description of each view option, read the View Tabs > My Renewals > View Options section of the User Center topic.

Take these steps to set up view options:

1. Expand the View Options section by clicking the header.

2. Select criteria for displayed policies and Renewal Lists as well as other view options.

3. To save your new settings as your default view, check the Save as User Default View checkbox in the lower right hand corner. This ensures that your new settings are retained when you revisit your User Center.

4. Click the Apply button on the right side of the grid. Your My Renewals tab refreshes with a new display based on your view options.

1. To access your own Out of Office tool under your logged-in user ID, select Out of Office Assistant from the Toolbox menu. The Out of Office form opens.

2. In the Renewal Management Options section, check the Active checkbox to the Renewal List backup, the expiring policies backup, or both.

3. From the Backup Assignment list, select the name of your backup employee for the Renewal Lists, the expiring policies, or both.

4. To enable the tool, check the box I am currently Out of Office at the top of the form.

5. Click OK.
   
   When you return to the office, you can retain your selections but disable the tool by unchecking the box I am currently Out of Office.

You must have security access to Employee setup in order to access another employee's out-of-office status. By default, Owner and Administrator security groups have access to other employees' Out of Office setup.

1. To assign backups and out-of-office status for another employee, open the Employee setup form; under the Name & Address section, click the Out of Office Assistant link. The Out of Office form opens.

2. In the Renewal Management Options section, check the Active checkbox to enable the Renewal List backup, the expiring policies backup, or both.

3. From the Backup Assignment list, select the name of the backup employee for the Renewal Lists, the expiring policies, or both.

4. To enable the tool, check the box Employee is Out of Office at the top of the form.

5. Click OK.
   
   When you return to the office, you can retain your selections but disable the tool by unchecking the box Employee is Out of Office.