Maintain Contact Information

Displays summary information of the producer record currently open for review and/or updating.

Fields and controls in the Record Summary section include the following:

• Search Producer: Click the link to start a new search for a producer record. For more information, see Searching for Records.
• [Producer Name]: Displays the name of the individual or firm producer whose record currently is open in theReview/Update Producerpage. An icon to the left of the producer name signifies the producer's entity type, either individual () or firm ().Click the producer name link to refresh the producer record that is currently open in the Review/Update Producer page or to re-open the producer's record in the Review/Update Producer page from any other page in the system.
• Rating: If a producer has been assigned a productivity rating (no stars, meaning “not rated;” one star, “poor;” two stars, “satisfactory;” three stars, “good;” four stars, “outstanding;” or the symbol signifying a “Do Not Contract” alert), the display-only rating will appear to the right of the producer’s name.
• SSN: Individual producers only. Displays an individual producer's Social Security Number. The Social Security Number can be set per security role to mask the first five digits and display only the last four digits. For more information, see Maintain Security Role.
• EIN: Firm producers only. Displays a firm producer's Federal Employer Identification Number.
• External System ID: Displays the producer's identifier code in the external system that has been Vertafore-configured as your company's "preferred" system. For more information, see External System IDs, Configuration Options, and Advanced Producer Search.
• Active BU: Displays the short name of the business units to which a producer is actively assigned (sorted alphabetically). To expand the field to display all active business units, click the node ().
• NPN: Displays a producer's unique National Producer Number, assigned by the National Insurance Producer Registry (NIPR).
• Resident State/License: Displays the codes of the states that a producer claims as a resident state for licensing purposes (sorted alphabetically) and the producer's license numbers in those states. Includes active or inactive licenses. To expand the field to display all resident states and license numbers, click the node ().
• Additional States/Licenses: Displays the codes of the states in which the producer holds non-resident licenses (sorted alphabetically) and the license numbers in those states. Includes active or inactive licenses. To expand the field to display all resident states and license numbers, click the node ().
• Producer Contracting Workflow: If your company uses the onboarding and maintenance transaction component of the Sircon Platform, Producer Express, and a producer currently is associated with a request record in Producer Express, you can click the number in the field to launch Producer Express and view or work with the request record. (For more information, see the Sircon Producer Express Online Help.)
• Missing Required Information Alert: Displays an alert that the producer record lacks information that has been configured to be required in your company's deployment of the Sircon Platform. A producer record deficient of required information is considered "incomplete," and appointment or termination requests may not be submitted for the producer until the deficiency is corrected. Review the Quick Links box to identify and correct the specific details sections in the record with missing required information. For more information, see Configuration Options.
• CE Compliance: Display-only indication of a producer’s unfulfilled continuing education requirements. Indication will not appear if producer is current with continuing education requirements. Available by Vertafore configuration only; for more information, seeConfiguration Options.

Displays a table listing information for each address type currently recorded for the selected producer.

Fields and controls include the following:

• Add New Address: Click to activate the edit fields in the Address Information section, where you can add an address for a selected address type to the selected producer record.

• Delete checkbox: For each address listed, click to checkmark the checkbox to select the address for deleting from the selected producer's record. Click the Delete button to complete the operation.

• Address Type: For each address listed, displays its address type.

• Business Unit: For each address listed, displays the business unit with which it is associated.
• Line One: For each address listed, displays its first address line.
• Line Two: For each address listed, displays its second address line.
• City: For each address listed, displays its city name.
• State: For each address listed, displays its state name
• Postal Code: For each address listed, displays its postal or ZIP code.
• Province: For each Canadian address listed, displays its province name.
• Country: For each international address listed, displays its country name.
• Contact Information: Firm producers only. For each address listed, displays the name and email address of the contact person for the selected address type at the selected firm. Fields include the following:
• Last: Displays the last name of the contact person for the selected address type at the selected firm.

• First: Displays the first name of the contact person for the selected address type at the selected firm.

• Middle: Displays the middle name of the contact person for the selected address type at the selected firm.

• Email Address: Displays the valid email address of the contact person for the selected address type at the selected firm (e.g., joeproducer@firmproducer.com).

• Phone Information: Firm producers only. For each address listed, displays the related telephone contact information for the selected firm producer. Fields include the following:

• Phone: Displays the phone number related to the selected address type.

• Ext: Displays the phone number extension related to the selected address type.

• Fax: Displays the facsimile number related to the selected address type.

• Toll: Displays the toll-free phone number related to the selected address type.

• Ext: Displays the toll-free phone number extension related to the selected address type.

• Communication Preferences: Firm producers only. For each address listed, displays the preferred method of communication with the selected firm producer. Fields include the following:

• [CommunicationPreferenceType]: Displays either Electronic Mail, Postal Mail, or Telephone.

• Phone Type: Displays only ifCommunication PreferencesisTelephone. Displays the phone type associated with the phone number that is the preferred method of communication with the selected firm producer.

• Edit (): For each address listed, click to move its information to the edit fields in the Address Information section.

Offers edit fields for adding new address information or updating existing address information for a specific address type, as selected in the Addresses section. Enter values in the following edit fields when adding new address information. If you are updating existing address information, you may overwrite existing values in any of the edit fields, except where noted.

Fields and controls include the following:

• Clear: Click to clear all information currently in the data entry fields.

• Lock from NCOA Updates: Click to checkmark to protect the selected address type from being updated with information from the United States Postal Service National Change of Address feed. The address type will be identified as locked (), both in the Addresses section of the Maintain Contact Information page and the Contact Information data section of the producer record open in the Review/Update Producer page.

• Mark As Invalid: Click to checkmark to indicate that the selected address is invalid and the correct address for the selected address type is unknown. The address type will be identified as invalid (), both in the Addresses section of the Maintain Contact Information page and the Contact Information data section of the producer record open in the Review/Update Producer page. Additionally, the record will be flagged as missing required information in the Record Summary of the producer record.

• Address Type: Required when adding an address, but not modifiable when editing an address.Fromthe dropdown menu, select the type of address (e.g., Residential, Mailing, Business Location, etc.).

• Business Unit: Not modifiable when editing. From the dropdown menu, select a business unit to associate with the address.

• Copy From:Available only when adding an address. If desired, from the dropdown menu, select an existing address type that is identical or similar to the address you want adding or updating. The information pertaining to the selected address type will populate the edit field, saving data entry.

• Line One: Required.Enter a street address or first line of address information. Maximum 40 characters.

• Line Two: Enter a second line of address information. Maximum 40 characters.

• Line Three:Enter a third line of address information. Maximum 40 characters.

• City:Required. Enter the city name of the address information. Maximum 25 alphabetic characters.

• State:Required. From the dropdown menu, select the state name of the address information.

• Province: Required for Canadian addresses only.From the dropdown menu, select the province name of the address information.

• Country:Required for international addresses only.From the dropdown menu, select the country name of the address information.

• Postal Code:Required. Enter a postal or ZIP code for the address information. If entering a U.S. address, must be exactly 5 or 9 numeric characters. System will auto-insert a hyphen for formatting a 9-digit ZIP code.

• Contact Information: Firm producers only. Enter the name and email address of the contact person for the selected address type at the selected firm. Fields include the following:

• Last: Enter the last name of the contact person for the selected address type at the selected firm. Maximum 35 characters.

• First: Enter the first name of the contact person for the selected address type at the selected firm. Maximum 25 characters.

• Middle:Enter the middle name of the contact person for the selected address type at the selected firm.Maximum 25 characters.

• Email Address: Required if[CommunicationPreferenceType]isElectronic Mail. Enter the valid email address of the contact person for the selected address type at the selected firm (e.g., joeproducer@firmproducer.com). Maximum 72 characters

• Phone Information: Firm producers only. For each address listed, enter the related telephone contact information for the selected firm producer. Fields include the following:

• Phone: Enter the phone number related to the selected address type. Maximum 20 numeric characters.

• Ext: Enter the phone number extension related to the selected address type. Maximum 6 numeric characters.

• Fax: Enter the facsimile number related to the selected address type. Maximum 20 numeric characters.

• Toll: Enter the toll-free phone number related to the selected address type. Maximum 20 numeric characters.

• Ext: Enter the toll-free phone number extension related to the selected address type. Maximum 6 numeric characters.

• Communication Preferences: Firm producers only. For each address listed, select the preferred method of communication with the selected firm producer. Fields include the following:

• [CommunicationPreferenceType]: Click to select the Electronic Mail, Postal Mail, or Telephone radio button.

• Phone Type: Required if[CommunicationPreferenceType]isTelephone. From the dropdown menu, select the phone type associated with the phone number that is the preferred method of communication with the selected firm producer.

Displays a table listing telephone information for an address type currently recorded for the selected individual producer.

Fields and controls include the following:

• Add Phone: Click to activate the edit fields in the Add/Update Phone Information section, where you can add telephone information for a selected address type to the selected individual producer record.

• Delete checkbox: For each telephone type listed, click to checkmark the checkbox to select the telephone information for deleting from the selected producer's record. Click the Delete button to complete the operation.

• Phone Type: For each telephone type listed, displays its phone type.

• Number:  For each telephone type listed, displays its telephone number.

• Ext: For each telephone type listed, displays its telephone extension.

• Edit (): For each telephone type listed, click to move its information to the edit fields in the Add/Update Phone Information section.

Offers edit fields for adding new telephone information or updating existing telephone information for a specific phone type for a selected individual producer, as selected in the Phone Information section.

Fields and controls include the following:

• Clear: Click to clear all information currently in the data entry fields.

• Phone Type:Required if[CommunicationPreferenceType]isTelephone.From the dropdown menu, select the phone type (e.g., Residential, Cellular, etc.).

• Number:Required if[CommunicationPreferenceType]isTelephone. Enter a 10-digit phone number (i.e., 3-digit area code plus 7-digit phone number). Maximum 20 numeric characters.

• Extension: Enter the phone number extension. Maximum 6 numeric characters.

Offers edit fields for adding an individual producer's email address.

Fields and controls include the following:

• Email Address:Required if[CommunicationPreferenceType]isElectronic Mail.Enter a valid email address (e.g. "joeproducer@producermail.com"). Maximum 72 characters.

Select the preferred method of communication with the selected individual producer.

Fields and controls include the following:

• [CommunicationPreferenceType]: Click a radio button to select one of the following:

• Electronic Mail: Click to set theEmailAddress, as recorded in theInternetsection, as the producer's communication preference.

• Postal Mail:Default. Click to set the value selected from theAddress Typedropdown menu field, below, as the producer's communication preference.

• Address Type: From the dropdown menu, select a phone type. This will associate aPostal Mailcommunication preference with the corresponding address type information recorded in theAddress Information.

• Telephone: Click to set the value of thePhoneTypedropdown menu field, below, as the producer's communication preference.

• Phone Type: From the dropdown menu, select a phone type. This will associate aTelephonecommunication preference with the corresponding phone type information recorded in thePhone Informationsection.

Fields and controls include the following:

• Delete: With theDeletecheckbox corresponding to a selected address or phone type checkmarked, click to delete the address type or phone type and all related information from the producer's record.

• Save: Click to validate and save changes made on the current page and refresh the page to allow additional updates to the same selected producer record(s).
• Return: Click to exit without saving changes.
• Save and Return: Click to validate and save changes made on the current page and open the selected producer record in the Review/Update Producer page.