ADMIN GUIDE. Easily manage your staff s access to Snap, reset passwords and update user profiles.

Transcription

1 ADMIN GUIDE Easily manage your staff s access to Snap, reset passwords and update user profiles.

2 Welcome to Snap As an Agency Administrator, you can easily manage the Agency staff s access to Snap. Using Snap s special Admin site, you can enroll new users, inactivate former users, reset a password, change user s and update their profiles. For information on how to submit an application, review a quote or bind coverage, please refer to the Snap Producer Guide. We hope that this guide answers all of your questions. For additional assistance, contact your agency s ICW Group Business Development Underwriter. To view the online version of this Admin Guide and other reference materials, visit the ICW Group Agency Resource Center at Revision 5/2016 2

3 Table of Contents Getting Started 4 Login to Snap s Business Admin Studio (BA Studio) 4 Create your personal password 4 Reset a forgotten password 4 Change your Admin 5 Change in the Person serving as the Admin (or adding another Admin) 5 Managing Users 6 Search for a specific user 6 Create a user 6 Inactivate a user 7 Edit users 8 Agency Name Selection 8 Need Help? 9 Online BA Studio Help 9 Agency Resource Center Website 9 Step-by-Step Instruction Guides 9 Training Videos 9 Technical Releases 10 Small Business Class Codes (Snap IQ) 10 Troubleshooting FAQ s 11 System Requirements for Using the Snap Agent Workspace 11 For Technical Issues 11 For other assistance or Underwriting questions 11 Your Notes 12 3

4 Getting Started Your Agency s Principal will provide ICW Group with your name and address. Once set up in Snap, you can begin accessing the system. Note: The terms Agent and User refer to all individuals, regardless of actual title, within your Agency who have access to Snap. Login to Snap s Business Admin Studio (BA Studio) 1. Go to and click on the Snap Admin login link. Or, go directly to 2. New Admin users will receive an from the ICW Group Snap Administrator with the Admin username and password. Note: The password in the expires 30 days later. Create your personal password 1. Initially, your username and password are assigned by Snap. 2. The first time you login to Snap, you will be prompted to change your password. Passwords must not contain your first, last or full name or user name. They must be at least 6 characters long. Reset your forgotten password 1. Open the BA Studio (click on the Snap Admin button). 2. Click Forgot Password? 3. Enter your Username and Address (they must match to your Snap Admin record). 4. Click Send. You will receive an with a new temporary password. 5. When you log in the next time, you will be prompted to change your password. Note: Administrators can reset other user passwords (see Edit Users on page 8). 4

5 Change your Admin 1. Contact Snap Support at 2. In the please provide the following information: Snap Admin username. Prior address that no longer applies. New address to associate with the Admin username. Change in the Person serving as the Admin (or adding another Admin) 1. Ask an Agency Owner or Principal to contact a member of their ICW Group Underwriting Team via In the , have the Agency Principal provide the following information: First and Last Name of the new person handling Admin duties. address for this person. Indicate whether this person is an additional Admin for the office or if they are replacing a current Admin. Your agency can have one or several people serving as Snap Admins. 5

6 Managing Users Access your users information from the Agency/Brokerage Users tab. From here you can: View user details Add users to the system Edit user roles, responsibilities and contact information, including Inactivate former users Reset a user s password Search for a specific user 1. Enter the partial or full name in the Search field 2. Select the user 3. Information displays to the right of the list Note: To clear the filter, click the X in the Search box. Create a user 1. Click the plus sign (+) button below the user list. 2. Complete the fields on the General Info tab. Active is the default status. Select a Role of Producer or Agency/Brokerage User based on the person s duties at the company. i. These roles have the same permissions within Snap to enter applications, bind business and create IQ quotes. ii. Only users with the Producer role can be assigned as the Producer on an application. iii. Users with either role can be assigned as the Agency/Brokerage Contact on an application. Organization (Agency Name) is pre-selected in most cases. If you see a folder icon next to the agency name, please see Agency Name Selection on page 8. 6

7 Workers Compensation is the default line of business. Producer Code is not used at this time, so please leave this field blank. Enter the user s First, Middle, Last Name and Job Title. Enter the Username this person will use to log in to Snap. i. Usernames are unique. Snap will notify you if the Username you entered already exists. If this occurs enter a different Username. ii. Usernames can be changed if the person s name changes in the future. Snap will automatically create the new user s initial Password using a random string of characters. i. The new user will be prompted to create his/her own password upon initial login. Enter the user s address, phone and fax numbers under Contact Information. i. is a required field to send a password to the new user. Snap will the person their use name and password once you complete and save their set up. The agency mailing address is the default Address. Please enter any missing information or make changes as needed. 3. Click Save. Snap will display a pop-up message to allow you to send the new user an with their username and password. Select Yes to send the now, or select No and then utilize the Create Password button to send the at a later date. Note: The password in the expires 30 days later. Note: After the record is saved, External System Login Information entry appears as part of this Username Contact Information. This is a future enhancement feature and is not a mandatory entry. 4. The new user is set up and may immediately login. Each person should confirm his/her Snap Information on the Profiles tab when logging into Snap the first time. Inactivate a user 1. Select the user 2. Click Inactive 3. Click Save Note: Because this is a web-based system, it is important to immediately inactivate users who leave the Agency. 7

8 Edit users 1. Select the user 2. Enter the changes, including any change to the Username. Note: The initial Create Password button changes to a Reset Password button, which allows you to update a password for a user. An address is required. 3. Click Save Note: changes can only be made via the Admin screens. Individual agency users cannot change their addresses from within the Agency side of Snap. Agency Name Selection Some agencies with multiple locations, clusters or more complex organizations are set up in Snap as a folder. When you see this type of Agency Name display, you can assign the user to the top level of the folder (e.g. Williams Agency, Inc.) or any of the lower levels (e.g. Grover Street or Boardwalk). Users assigned to the top level can view all applications for all levels and assign a new application to any Agency level. Users assigned to a lower level can only create and view applications for that level. 8

9 Need Help? Online BA Studio Help Click Help in the top navigation bar Select Help Contents to view topics from the list or to search for a particular item within Help or view a Help tutorial For entry errors: Hover to view the pop-up help Agency Resource Center Website Additional online training material is available at the Agency Resource Center Website at Step-by-Step Instruction Guides 1. Producer Guide that outlines the numerous features of Snap 2. Upload Guide covering the many ways to upload applications a. From these agency management systems: i. Applied Systems Transformation Station ii. AMS/Vertafore Transact Now b. From within Snap using the AppReader feature with an ACORD pdf c. Via to ICW s Submissions addresses 3. Administrator Training Guide (this document) Feel free to download copies of these guides in a pdf format to store in your Agency Training directories or to the staff. You can also obtain copies of the training guides from your ICW Group Business Development Underwriter. Training Videos The videos cover the more common Snap functions and include Snap screens and narration: 1. Uploading Submissions (12 minutes) 2. Collaboration Tools (17 minutes) 3. Snap s Instant Quote (IQ) (18 minutes) 4. Navigation Overview (12 minutes) 5. Prequalify or Check Clearance for a Submission (14 minutes) 6. Updating Renewals (11 minutes) 9

10 Technical Releases Look for short handouts about future Snap changes. Small Business Class Codes (Snap IQ) Our Excel class code worksheets allow you to search and sort Small Business (Snap IQ) opportunities as needed. 10

11 Troubleshooting - FAQ s Q I just created a new user for my agency, but where is the password? A Snap will the user a password (for both new users and when you reset a password). Did you enter an address for the user? Q I did enter an address for the new user, so why haven t they received the ? A Snap sends the password s using your address. On rare occasions an Agency s firewall is set up to block s sent from external sites using its own URL (a security measure to catch spam). Check with your IT staff, and if your Agency s firewall has this protection, contact snapsupport@icwgroup.com. We can send the password s on your behalf. Q Our Accounting Department wants access to Snap to view and download invoices. But, they won t need access to Quotes. Is there a different type of set up for them? A You can give them the role of Agency/Brokerage User (rather than Producer). While this role has the same capabilities and data view as the Producer role, the Agency/Brokerage user can t be assigned as the Producer on an account. System Requirements for Using the Snap Agent Workspace Users must log into Snap from systems that meet the following minimum requirements: 1.6 GHz processor minimum (2.0 GB or greater recommended), either 32-bit (x86) or 64-bit (x64) 1 GB of RAM minimum (2 GB of RAM recommended) Windows 2000, Windows XP, or Windows Vista operating system Internet Explorer 6.0 or later Adobe Flash Player or later Minimum screen resolution of 1024 x 768 pixels (1280 x 1024 pixels recommended) Web browser Cache Settings set to automatically check for newer versions of stored pages For Technical Issues Contact Snap Support at SNAP or snapsupport@icwgroup.com. Note: Snap saves data as you tab out of each field. After ninety minutes of inactivity, you will be automatically logged out of the system. You ll see a pop-up warning message five minutes before the log out occurs. To prevent the automatic log out, move the mouse or click/type anywhere on the screen. For other assistance or Underwriting questions Contact your local ICW Group branch Underwriting Team. 11

12 Your Notes 12