Appointment Confirmation Inquiry

Available in PDF format only.

Use the Appointment Confirmation Inquiry page to generate formatted letters to multiple producers (or just one producer) informing them of a company appointment or appointment termination in a state.

If desired, filter the inquiry to include only appointments or terminations for which a particular staff member is responsible, for a particular business unit or external system identifier, or with a particular result (e.g., approved, denied, etc.). Or, you may opt to sort letters by ZIP code for bulk mailing purposes.

ClosedView screen capture of report criteria

ClosedView screen capture of report results

To open the Appointment Confirmation Inquiry page, from the Inquiries menu select Appointment, and then select Appointment Confirmation Inquiry.

The Appointment Confirmation Inquiry page contains the following sections:

ClosedReport Criteria

Use the filter fields to enter report criteria and tailor the report results to suit your needs.

Report criteria contains the following sub-sections:

ClosedAppointment Criteria

Enter report criteria about the appointments or terminations you want to report.

Fields and controls include the following:

  • Appointment Responses Received or Recorded: Required. Enter a date range during which an appointment or termination result was received or recorded on the records of reported producers. Enter the following:
  • between: Enter the first date of a date range in which to search for the value of the Status Date field in producer appointments information. Use the mmddyyyy date format. Or, click the Calendar button () to open a popup calendar from which you can click to select a date.
  • and: Enter the last date of a date range in which to search for the value of the Status Date field in producer appointments information. Use the mmddyyyy date format. Or, click the Calendar button () to open a popup calendar from which you can click to select a date.
  • Submitting Staff Member: To report appointments or terminations without regard to the staff member who submitted or recorded the appointments or terminations, make no selection from the box. Or, to filter the report results to include only appointments or terminations submitted or recorded by a specific staff member, click to select one or multiple staff member names in the box. To select multiples, press the CTRL key on your keyboard while clicking; click again while pressing the CTRL key to de-select.
  • Request Statuses: To report appointments or terminations without regard to processing status, make no selection from the box. Or, to filter the report results to include only appointments or terminations with specific processing statuses, click to select one or multiple processing statuses in the box. To select multiples, press the CTRL key on your keyboard while clicking; click again while pressing the CTRL key to de-select.
  • Business Unit: To report appointments or terminations without regard to reported producers' business unit criteria, make no selection from the box. Or, to filter the report results to include only appointments or terminations of reported producers assigned to one or multiple business units, click to select one or multiple business unit short names in the box. To select multiples, press the CTRL key on your keyboard while clicking; click again while pressing the CTRL key to de-select.

ClosedProducer Criteria

Enter criteria to filter report results based on a specific producer or an external system ID.

Producer criteria contains the following sub-sections:

ClosedSearch Producer

You can filter the report results to include appointments or terminations for a selected producer. The page will display summary information (Name, SSN/EIN, License State/Number, Active BU, NPN, and Resident States) about an individual or firm producer that has been selected as filter criteria. If no producer has been selected, the following message will display: "No Producer has been selected."

Click the Search Producer link to open the Search Producer page. The Search Producer page consists of the following sections:

ClosedProducer Type

Use the Producer Type field to identify whether you are searching for an individual or firm (agency) producer record.

Controls include the following:

  • Individual Licensee: Default. Click the radio button to initiate a search for an individual producer record. The page will refresh to display unique individual producer Search Fields.
  • Firm: Click the radio button to initiate a search for a firm producer record. The page will refresh to display unique firm producer Search Fields.

ClosedSearch Fields

Use the Search Fields to enter search criteria for one or multiple producer records, either individual or firm. At least one search criterion is required.

Fields and controls include the following:

  • Last:Individual producers only. Enter a search string on individual producer last name. You may use as few as two characters in your search string. Wildcard characters are not allowed. May not contain numeric characters or double quotation marks (").
  • Firm Name:Firm producers only. Enter a search string on firm name. You may use as few as two characters in your search string. May contain numeric characters. Wildcard characters are not allowed. May not contain double quotation marks (").
  • First:Individual producers only. Must be used in combination withLastname criterion. You may use as few as one character in your search string. Wildcard characters are not allowed. May not contain numeric characters or double quotation marks (").
  • Middle:Individual producers only. Must be used in combination withLastname criterion. You may use as few as one character in your search string. Wildcard characters are not allowed. May not contain numeric characters or double quotation marks (").
  • SSN:Individual producers only. Enter a producer's entire Social Security Number. Partial searches not allowed. Maximum 9 characters without separating hyphens or 11 characters with two separating hyphens.
  • EIN: Firm producers only. Enter a producer's entire Federal Employer Identification Number. Partial searches not allowed. Maximum 9 characters without a separating hyphen or 10 characters with a separating hyphen.
  • NPN: Enter a producer's entire National Producer Number. Partial searches not allowed. Maximum 10 characters.
  • Active Business Unit: Select from the dropdown menu an the short name of an active business unit to which a producer is assigned. May not be the only search criterion.
  • License Number: Enter the entire number of a producer's state license, either active or inactive. Partial searches not allowed. Maximum 15 characters.
  • License State: Select from the dropdown menu a state in which a producer holds an active or inactive license.
  • External System ID: Enter a producer's entire external system ID code, including leading zeroes, either active or inactive. Partial searches not allowed. Maximum 22 characters.
  • Primary External ID Only: Click to checkmark the checkbox to constrain a search using anExternal System IDcriterion to only those external system IDs marked as a "primary" ID on a producer's record. The search will ignore a match on anExternal System IDthat is not marked as "primary." (For more information, see Maintain External System Identifiers.)
  • Records Per Page: If multiple records met your search criteria, the default number of records displayed per page of results is 10. From the dropdown menu, select a value in increments of 10 up to 50 and then execute or re-execute the search to display a number of records up to the selected value in the Search Results sub-section.
  • Search: Click to execute the search based on the entered search criteria.

If only one producer record met your search criteria, the record will open directly in the Appointment Confirmation Inquiry report criteria page.

If multiple records met your search criteria, they will display in the Search Results section.

  • Cancel: Click to abort the page operation and open the Producer Manager Home page.

ClosedSearch Results

If multiple producer records met your search criteria, they will display in the Search Results section of the Search Producer page.

ClosedView screen capture

Fields and controls include the following:

  • Name: For each listed producer record, displays a producer name as a blue hyperlink. Click the desired company name hyperlink to open the record in the Appointment Confirmation Inquiry report criteria page.
  • SSN:Individual producer searches only. For each listed producer record, displays a producer's Social Security Number. Click the column heading to toggle highest-to-lowest or lowest-to-highest sorting of the Search Resultson theSSNfield.
  • EIN: Firm producer searches only. For each listed producer record, displays a producer's federal Employer Identification Number. Click the column heading to toggle highest-to-lowest or lowest-to-highest sorting of the Search Resultson theEINfield.
  • License State/#: For each listed producer record, displays the state codes of the states in which a producer holds at least one active or inactive license and the corresponding license numbers. Click the node () to expand the record row to display all of the producer's license state and number information. Click the node () to collapse the information.
  • NPN: For each listed producer record, displays a producer's National Producer Number. Click the column heading to toggle highest-to-lowest or lowest-to-highest sorting of the Search Resultson theNPNfield.
  • Active BU: For each listed producer record, displays the name of the business unit(s) with which a producer is actively associated. Click the node () to expand the record row to display all of the producer's business unit information. Click the node () to collapse the information.
  • City: For each listed producer record, displays the producer's mailing address city. Click the column heading to toggle alphabetic or reverse alphabetic sorting of the Search Resultson theCityfield.
  • State: For each listed producer record, displays the producer's mailing address state. Click the column heading to toggle alphabetic or reverse alphabetic sorting of the Search Resultson theStatefield.
  • Displaying[v] - [w](of[x]matching records): Displays the range in numbers of producer records currently displaying in the Search Results sub-section out of the total number of producer records returned by a search.
  • Page[y]of[z]: Displays the number of the page currently displaying out of the total number of pages of producer records returned by a search.
  • Go To Page: Available only when more than 10 records are returned by a search, resulting in multiple pages of Search Results. Select from the dropdown menu the number of the page of producer records to which you wish to navigate.
  • Go: Click to navigate to the page number of Search Results selected in the Go To Page dropdown menu.

ClosedExternal System ID

You can filter the report to include appointments and terminations for to include only producers with a specific external system ID

Controls include the following:

  • External System ID: To filter the report results to include appointments and terminations for producers with a specific external system ID, enter the external system ID.
  • Active External System IDs Only: Click to checkmark the checkbox to filter the report results to exclude appointments and terminations for producers whose external system ID (as expressed in the External System ID field, above) is inactive.

ClosedDisplay Configuration

Choose whether to sort the report results by producer name or by ZIP code of their mailing address type.

Fields and controls include the following:

  • Sort Results By: From the dropdown menu, select Producer Name to sort the report results alphabetically in descending order by producer last name or firm name. Or, select Zip Code to sort the report results in ascending numeric order by the value of mailing address postal code.
  • Include Record Only Appointments: By default, the report results will include only appointment or termination requests submitted electronically to appointment states through PLM Producer Manager or Producer Express. Click to checkmark the checkbox to also include appointments and terminations that were manually recorded on producer records and not submitted to states, allowing you to generate a "welcome letter" to producers with record-only appointments.

ClosedReport Results

Displays producer appointment information stored in your company's instance of Producer Manager that met the report criteria, presented in a letter format. Results may be narrowed by selected filter criteria.

The Title page provides a summary of report results, including total number of included producers.

Results include the following data fields, embedded as merge fields in the letter format:

  • Letter Date: For each letter included in the report results, displays the date that the inquiry generated results.
  • Producer ID: For each producer included in the report results, displays the producer's Producer Manager record ID. (For more information, see Details.)
  • Producer Name: For each producer included in the report results, displays the producer's name. (For more information, see Details.)
  • Mailing Address: For each producer included in the report results, displays the producer's full mailing address. (For more information, see Contact Information.)
  • Appointment Type: For each producer included in the report results, displays the description of the state-specific type of appointment that was either made active or inactive. (For more information, see Appointments.)
  • Appointing Company: For each producer included in the report results, displays the name of the appointing company by which the appointment or termination was requested or recorded. (For more information, see Appointments.)
  • Appointment State: For each producer included in the report results, displays the name of the state to which the appointment or termination was requested or for which it was recorded. (For more information, see Appointments.)
  • Request Result: For each producer included in the report results, displays the result of the requested or recorded appointment or termination. (For more information, see Appointments.)
  • Effective Date: For each producer included in the report results, displays the date on which the appointment or termination became effective. (For more information, see Appointments.)

ClosedPage Controls

Controls include the following:

  • Remove Producer: Click to remove a specific producer selected in the Producer Criteria section as filter criteria.
  • Submit Offline: Click to generate the inquiry offline, where it can be retrieved in PDF format by any staff member with the permissions to view it. For more information, see Recent Reports.
  • View/Refresh Report: Not functional. Click to generate the inquiry "on demand" in PDF format online. The report will open in the separate Inquiry Output Window.
  • Cancel: Click to open the Producer Manager Home page.

Notes

Note: The Appointment Confirmation Inquiry cannot be custom-formatted or configured based on customer preference. If your company requires custom-formatted appointment or termination letters, please consult your Vertafore representative.