Using the protection document service Get your clients documents quicker with our protection document service.

Transcription

1 For adviser use only Using the protection document service Get your clients documents quicker with our protection document service. Our protection document service lets us send you documents electronically as soon as they re available so you can get your clients protection cover in place quicker. This communication is for inancial advisers only. It mustn t be distributed to, or relied on by, customers. Getting started If you already have a user ID and password for our online services, or you re a Unipass user, you ll receive documents electronically through this service. See the notiications section on page 4 of this guide to ind out how you ll know when you have new documents available. If you re not currently registered for our online services, but would like to beneit from our document service, you can register by calling us on

2 Accessing the service You can access this through our website at and logging into our online services using the Login button at the top right of the screen. You can navigate to the protection document service from either the online services homepage or the protection Quote and apply section. Using the protection document service 2

3 Updating your settings We d encourage you to visit the Settings page the irst time you log into the document service to check your details are correct and to choose whether you want to give any of your colleagues access to your documents. Checking your address In the About you section of the screen, you should check that your address is correct. The address shown is the address that s registered to your online services account. If you need to update your address and you re not a Unipass user, you can do this from the online services homepage. In the Tools column, choose the Change ID/password option. Using the protection document service 3

4 Overtype the address shown, enter your password to conirm the changes, and press the Update button. Accessing your clients documents When you log in to the protection document service you ll arrive at the homepage. Here, you ll see all the clients you have documents available for. You can search for clients using: insured person(s) name; policy number; unique agency number (UAN), or user ID. User ID could be a suitable search option if someone else has given you access to their clients documents and you want to either ind all of the documents they ve given you access to, or only want to look at your own clients documents. If you re a Unipass user, you should speak to your Unipass Controller about updating your address. notifications We ll send you notiications to let you know when you have new documents available. notiications will be switched on as standard, but you can choose to switch these of at any time. We ll send notiications to the address shown on your Settings page, and they ll be sent from noreplydocuments@aegon.co.uk please add us to your safe sender list to make sure these get into your inbox and don t get lost in your junk or quarantined folders. Using the protection document service 4

5 A red star indicates that you have unread documents available. To access the documents available for each client(s), click on their name. You ll then be taken to a screen listing all of the documents available. Sharing your clients documents You can give other users access to view your documents, as long as their Aegon UAN is added to your user ID. This could be useful if you re on holiday and someone is covering for you, or if you have a separate administration team you work with who need access to these too. Adding other users UANs to your user ID You can add other users UANs to your user ID through our Quote and apply service. To do this, you ll need to navigate to the Quote and apply homepage and click Agency details. The Document viewable until column shows the date the document will be removed from the service. If you d like to keep a record of these for longer, you should save them locally for your iles. This will take you to the Maintain agency details screen. Click the Add button at the top of the screen. Using the protection document service 5

6 Add your colleague s UAN, postcode and phone number. We d also recommend that you add a memorable name so that it s clear that this isn t your UAN, for example delegate. This will make sure you don t accidentally submit any business through a colleague s agency number. Giving other users access to your clients documents Once you ve added your colleagues UANs to your user ID, return to the Settings page of the protection document service and in the Access settings section of the screen, click on the Give access to other users button. Using the protection document service 6

7 A pop up box will appear select the appropriate UAN from the drop-down box to see a list of users you can give access to. You can choose to give individuals on the list access by ticking the box next to their name, or you can choose to give all users associated with that UAN access to your clients documents by ticking the Select all users from this UAN box. Once you ve chosen everyone that you want to give access to, click the Give access to other users button. The names of the users you ve given access to will then be shown at the bottom of your Settings page. If you decide you don t want someone to have access to your clients documents anymore, you can click the Remove this users access button next to their details. All users you give access to will also receive notiications when we add new documents, if they have these switched on. Using the protection document service 7

8 Examples Example one single UAN, with administration team Alan and John work for Financial Advisers Ltd. All advisers within Financial Advisers Ltd submit business using the same UAN. Both Alan and John would like to give their administration team access to their clients documents. They d do this by following the steps outlined in the Giving other users access to your clients documents section of this guide. Example two multiple UANs, with administration team David and Kevin work for Protection Advisers UK. All advisers working for Protection Advisers UK have their own individual UAN. They d both like to give their administration team access to their documents. For this to work, all users within the administration team will need to add both David and Kevin s UANs to their user IDs by following the steps outlined in the Adding other users UANs to your user ID section of this guide. Only once the administration team has added both David and Kevin s UANs to their user IDs can they be given access to their clients documents. Example three multiple UANs, no administration team Craig, Bill and Lauren work for Johnsons Advice Ltd. They each have their own individual UAN. Due to the way Johnsons Advice Ltd is set up, they don t have a separate administration team. They want to give each other access to their clients documents so they can cover for each other if any of them are of sick or on holiday. To do this, they d irst have to add each others UANs to their user ID, following the steps outlined in the Adding other users UANs to your user ID section of this guide. This means that when they go to give access to each other through the protection document service, they ll be able to choose each other from the list of users displayed. Lauren has chosen to keep her notiications switched on as she wants to know when new documents are added for her. As both Craig and Bill have given her access to their clients documents, she ll also receive notiications when new documents are added for them. Both Jo and Jim work in the administration team. Jo would prefer to keep her notiications switched on, but Jim inds them annoying and would rather log in to the system throughout the day to check for new documents. The service is lexible enough to accommodate this diference in preference. Using the protection document service 8

9 We hope this guide has helped you start using our protection document service. If you need more help, please call us on Aegon UK Aegon UK Aegon is a brand name of Scottish Equitable plc. Scottish Equitable plc, registered oice: Edinburgh Park, Edinburgh EH12 9SE. Registered in Scotland (No ). Authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority. Financial Services Register number An Aegon company Aegon UK plc PROT /17