SmartLink for WinFlex Web User Guide

Transcription

1 SmartLink fr WinFlex Web User Guide

2 Cpyright 2008, E-Z Data, Inc. All Rights Reserved. N part f this dcumentatin may be cpied, reprduced r translated in any frm withut the prir written cnsent f E-Z Data, Inc. All prduct names are trademarks f their respective manufacturers r rganizatins. 918 E. Green Street Pasadena, CA Web: Telephne: (626) Fax: (626) U.S. tll-free fax: (800) Revised:

3 Table f Cntents Intrductin... 1 Requirements fr the WinFlex Web Integratin... 1 Subscribing t WinFlex Web SmartLink... 3 Setting up SmartOffice... 5 Setting up Data in SmartOffice... 5 Wrking with WinFlex Web... 8 T Open WinFlex Web frm SmartOffice... 8 Saving Illustratins t SmartOffice T Save an Illustratin t SmartOffice... 11

4

5 Intrductin This guide utlines the use f the WinFlex Web Integratin fr SmartOffice versin and later. The integratin f this applicatin invlves exprting data frm SmartOffice t the WinFlex Web illustratin sftware, saving time running illustratins with client data. This mdule is available as a separate add-n t SmartOffice. Fr infrmatin n btaining SmartLink fr WinFlex Web, please cntact E-Z Data s Sales Department at (800) Fr mre infrmatin, visit Fr mre infrmatin n the WinFlex Web applicatin, visit Requirements fr the WinFlex Web Integratin WinFlex Web r later SmartOffice Winter Release r later SmartLink fr WinFlex Web can be run n SmartOffice Spring Release 1 (Build 5809) and up. There als is a patch ready fr SmartOffice Winter Release (Build 5587) that will als enable WinFlex supprt. The current versin f WinFlex Web cannt be run n SmartOffice Fall Release r earlier. Subscribing t SmartLink fr WinFlex Web Access t the Prpsal Tracking tab Right t create carriers and prducts Adbe Acrbat Reader t review PDF reprts Add the fllwing URLs as part f yur trusted sites 1. Select Internet Optins frm the expanded Tls menu. 2. Click the Security tab and then select the Trusted Sites ptin frm the Web cntent zne. 3. With the Trusted Sites icn selected, click the Sites buttn. 4. Add the fllwing t yur trusted sites. SmartOffice URL *.ez-data.cm *.winflexweb.cm Nte: Clear the Require Server Verificatin (https) fr All Sites in this Zne ptin t add *.ez-data.cm and *.winflexweb.cm t the list f trusted sites. Click the OK buttn t exit the Trusted Sites dialg bx. Page 1

6 5. With the Trusted Sites icn still selected, click the Custm Level buttn. 6. Select Lw frm the Reset T drp-dwn list and then click the Reset buttn. 7. Click the OK buttn when prmpted with the warning message. 8. Click the OK buttn t exit the Internet Optins dialg bx. Pp-up Blckers must be turned ff. Page 2

7 Subscribing t WinFlex Web SmartLink 1. Frm an pen cntact r pending case recrd, select the DXO buttn. 2. The services that have been subscribed t are listed in the Services fr [User Name] dialg bx. When n services have been subscribed t, the fllwing message is displayed. 3. Click the Edit Current/Add Free Services hyperlink t pen the Subscriptin Management dialg bx. 4. Select the WinFlex Web SmartLink ptin in the Available Services sectin and then click the Subscribe buttn. Page 3

8 5. The Subscriptin Management dialg bx refreshes with Winflex Web SmartLink added t the Currently Subscribed Services list. 6. Clse the Subscriptin Management dialg bx; the Services fr [User Name] dialg bx nw displays Winflex Web SmartLink n the Services list and the integratin is ready fr use. Page 4

9 Setting up SmartOffice In rder t begin running illustratins directly frm SmartOffice, verify the fllwing: The client cntact recrds have their demgraphic data entered in SmartOffice. See Setting up Data in SmartOffice n page 5. The advisr recrd has yur infrmatin entered in SmartOffice. See Setting up Data in SmartOffice n page 5. The Pending Case recrd has the mandatry fields entered. See Setting up Data in SmartOffice n page 5. Setting up Data in SmartOffice In rder t autmatically enter the infrmatin in the fields in WinFlex Web, the data must be entered crrectly in SmartOffice; therwise, the illustratins will be entered incnsistently fr each cntact recrd. Data can be entered fr the fllwing: Client: Main cntact used fr the illustratin. Primary advisr f the client: Agent s infrmatin t be included in the illustratin. Primary insured f the pending case: Main cntact used fr the applicatin. Primary advisr f the pending case: Agent s infrmatin t be included in the illustratin. Page 5

10 The table belw details the fields t ppulate in SmartOffice in rder t be autmatically ppulated in WinFlex Web. Table 1: Cntact Fields SmartOffice Fields Cmments WinFlex Web Cntact (P) tab Insured tab First Name Insured Name Last Name Insured Name Birth Date Date f Birth Age Age Gender Sex State Make certain t select the Primary Residence Address ptin. State Cde Table 2: Advisr Fields SmartOffice Fields Cmments WinFlex Web Persnal tab First Name Last Name Agency Agent Inf tab Agent Name Agent Name Agent Cmpany Primary Business Address Page 6

11 SmartOffice Fields Cmments WinFlex Web Address Blck Make certain t select the Primary Business Address ptin. Agent Address1 Additinal Line - 2 Agent Address2 Additinal Line - 3 Agent Address3 City Agent City State Agent State ZIP Cde Agent Zip Cde Primary Business Phne Number Primary Business Phne Extensin Make certain t select the Primary Business Phne ptin. Agent Phne Business Fax Number The first business fax number entered will be the ne used by WinFlex Web. Agent Fax Preferred Address Make certain t select the Preferred ptin. Agent Page 7

12 Wrking with WinFlex Web Once all f the data is entered in the apprpriate fields in SmartOffice, illustratins can be run. T Open WinFlex Web frm SmartOffice 1. Find the apprpriate cntact recrd and either: Select the cntact frm the Individual Cntact Summary. Open the cntact recrd. 2. Or, find the apprpriate pending case recrd and either: Select the pending case frm the Pending Case Summary. Open the pending case recrd. 3. Click the DXO buttn frm the cntact/pending case tlbar. Nte that if the DXO dialg bx des nt display, make sure t hld the CTRL key + the DXO buttn. This is because the pp-up blcker is turned n; the blcker will nt allw the DXO dialg bx t pen. 4. Frm the Service fr [User Name] dialg bx, select WinFlex Web - SmartLink. Nte: If WinFlex Web des nt pen within a few secnds, make sure t hld the CTRL key + SmartLink fr WinFlex Web. 5. The fllwing message displays stating that the page that is abut t pen (WinFlex Web) cntains bth secure and nnsecure infrmatin. Click the Yes buttn t pen WinFlex Web. Nte: If this is yur first time accessing WinFlex Web frm SmartOffice, a white screen will display fr a few minutes until authenticatin is cmplete. Accessing WinFlex Web will be much faster nce the first authenticatin is cmplete. Page 8

13 6. If this is the first time using WinFlex Web frm SmartOffice, a prmpt will display t lg in t r register fr WinFlex Web. With a lgin t WinFlex Web, enter the existing User Name and Passwrd and then click the Lgin buttn. Nte: There is a limited amunt f time t enter the lgin credentials. If nt yet registered but the lgin infrmatin has been received, click the Register Nw ptin frm the New Visitr menu. Page 9

14 7. WinFlex Web will pen with the selected advisr and cntact recrds infrmatin already entered n the apprpriate tabs. 8. Enter the remaining infrmatin t cmplete the illustratin prcess. 9. Generate the illustratin as usual in WinFlex Web. Page 10

15 Saving Illustratins t SmartOffice Once the illustratin in WinFlex Web has been cmpleted, the illustratin can be saved directly t SmartOffice. Once the illustratin is generated, a Save t SmartOffice ptin is available frm the client s expanded right-click menu. Selecting this ptin will autmatically: Create a prpsal fr the cntact recrd in SmartOffice. Add an illustratin t the prpsal and attach the illustratin file in PDF frmat. Nte: One r mre illustratins can be created in SmartOffice t supprt the number f illustratins created fr the cntact recrd. T Save an Illustratin t SmartOffice 1. Select the client r clients frm the Client List. 2. Right-click a client t pen the cntext menu as shwn belw. 3. Select the Save t SmartOffice ptin. Page 11

16 4. Select the apprpriate reprts t generate and then click the OK buttn t begin generating the illustratin. 5. When the selected carrier in WinFlex Web cannt be mapped t a carrier in SmartOffice, the user is prmpted t select a carrier. 6. Select the carrier frm the SmartOffice Carrier Name drp-dwn list. Tip: If the carrier des nt exist, select the Add Carrier and Prduct ptin. The recrd is autmatically created based n the infrmatin prvided by WinFlex Web. 7. Click the OK buttn. A Cnfirmatin prmpt will display t ensure that the selected carrier is crrect. The reasn fr this cnfirmatin is that the mapping in SmartOffice cannt be changed if it is incrrect. Page 12

17 8. Frm the Cnfirmatin prmpt: Click the OK buttn if the mapping is crrect. Click the Cancel buttn t return t the carrier mapping sectin t review and if necessary, make the apprpriate changes. If the OK buttn was selected, the Prduct List will display in rder t select the crrespnding prduct. The list will be filtered based n the selected SmartOffice carrier. 9. Select the prduct frm the SmartOffice Prduct Name drp-dwn list. Tip: If the prduct des nt exist, select the Add Carrier and Prduct ptin. It will be autmatically created based n the infrmatin prvided by WinFlex Web. 10. Click the OK buttn. A Cnfirmatin prmpt will display t ensure that the selected carrier is crrect. The mapping cannt be changed in SmartOffice if it is incrrect. 11. Frm the Cnfirmatin prmpt: Click the OK buttn if the mapping is crrect. Click the Cancel buttn t g back t the prduct mapping sectin t review and if necessary, make the apprpriate changes. Click the OK buttn t create a prpsal and the apprpriate number f illustratins fr the selected cntact recrd. Each illustratin will als have the illustratin dcument attached accrdingly. Nte: The prmpt will nly display if the WinFlex carrier has nt yet been mapped t a carrier in SmartOffice. Once the carrier is mapped, the prmpt will nt display again. Page 13

18 12. The respective prpsal and illustratin r illustratins will be created fr the selected cntact recrd and their primary advisr, r, the primary insured and their primary advisr f the selected pending case. Select the Prpsal Tracking tab t view the prpsals fr the selected cntact. Nte: If the tab des nt display, select the arrws (>>) next t the very last tab and frm the drp-dwn list, select Prpsal Tracking. 13. Click a first clumn hyperlink, t display the prpsal. Page 14

19 14. Frm the Illustratin Infrmatin sectin, click the first clumn hyperlink t display the illustratin. 15. Ensure that the name f the image is set t the fllwing frmat: Carrier Name Type Face Amunt Mdal Premium. 16. Click the Image hyperlink t pen the illustratin dcument. 17. Frm the Imprted Object dialg bx, ensure that the Keywrd field is set t Illustratin. 18. Click the View Image buttn t pen the illustratin dcument in Adbe Reader. 19. The File Dwnlad dialg bx pens with the fllwing ptins: Open: Opens the illustratin in Adbe Reader. Save: Saves the file t the specified directry n the cmputer. Cancel: Cancels the prcess. Page 15