Network Setup. Forms Setup Instructions. Disregard this sheet if you have only one computer. To create a folder on your network called GMCC Forms

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Download "Network Setup. Forms Setup Instructions. **Disregard this sheet if you have only one computer.** To create a folder on your network called GMCC Forms"

Jonas Rose
5 years ago
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1 Goodville Mutual Casualty Company 625 West Main Street, P.O. Box 489 New Holland, PA Forms Setup Instructions Network Setup **Disregard this sheet if you have only one computer.** To create a folder on your network called GMCC Forms - Click Start, Programs, Windows Explorer. - Single click your network drive to highlight it. - On the menu bar at the top of the screen, click File, then New, then Folder. - Name the folder GMCC Forms. - If you operate in more than one state, highlight the GMCC Forms folder and click File, then New, then Folder to create sub folders for each state. Downloading the forms to the new folder(s) - Go to the Agents section of and click on My Business. - Click on Manuals, Forms & Endorsements. - Choose the desired form from the drop-down list and click Download. - Then click Save. - Use the drop-down arrow to the right of the Save In field and navigate to the appropriate GMCC Forms folder you created earlier and click Save. - Click Close. At each workstation - Open Word, click on Tools, Options, File Locations, Workgroup Templates, Modify. - Change the folder in the Look in field to the network GMCC Forms folder. - Click OK & OK. If you set the forms up in this way, when forms are updated they will need only to be copied to the network folder rather than at each individual hard drive. Goodville Mutual Casualty Co. Page 1 10/20/2004

2 Single Computer Setup To find the proper directory **Disregard this sheet if you have more than one computer on a network.** - Open Word (outside of TAM). - Using a blank document, click File, then Save As - In the Save As window, find the Save As Type field, click the down arrow, then choose Document Template. - In the same window, find the Save In field and click the down arrow to see the location of the templates folder. - Write down the full path, (i.e C:\documents & settings\owner (or user name)\application data\microsoft office\templates). Your path may be different depending on your version of Word. - Click Cancel and exit out of Word. To create a folder/s for the forms - 1. Click Start, Programs, Windows Explorer Click the + next to the first folder in the above path and continue until you find the templates directory Single click the Templates directory to highlight it On the menu bar at the top of the screen, click File, then New, then Folder Name the folder GMCC ** Forms, replacing the ** with your state s abbreviation. - Repeat steps 3, 4 & 5 for each state you do business in. Downloading the forms to the new folder - Go to the Agents section of and click on My Business. - Click on Manuals, Forms & Endorsements. - Choose the desired form from the drop-down list and click Download. - Then click Save. - Use the drop-down arrow to the right of the Save In field and navigate to the appropriate GMCC Forms folder you created earlier and click Save. - Click Close. Goodville Mutual Casualty Co. Page 2 10/20/2004

3 E-Forms Use - Open Word (outside of TAM). - Click File, then New. - A New box will pop up which will have a tab for the GMCC Forms folder(s) that you created on your network or in the templates directory during setup. - Click on the appropriate GMCC Forms tab. - The available forms will appear in the window. - Hold the mouse over the form icons or click on the middle or List button above the preview window to see the entire form name. - Make sure Document is marked in the create new box in the lower left corner. - Double click the required form. - The form will open in Word. - Use the preview icon to check the page layout. Some printer drivers cause lines to flow onto a following page. (Call us for help in fixing this if necessary or see changing alignment.) - If you want to complete the form by hand, click the printer icon and exit out of Word. - If you want to complete the form within Word, the first field in the form will be highlighted. - Complete this field and tab to the next field or use the mouse to click in the next required fields. - Do not use enter as this will add a line. - Check boxes can be marked and unmarked using the mouse or the space bar. - Print the form when it is completed. You may or may not choose to save the completed forms on your computer. Your options might be: 1. To create a folder on your computer for each form type and use the client s name or client number to name the completed form and store it in the appropriate form folder. 2. To scan the completed form that would include the signatures and store the scanned image in your agency management system client file. 3. To retain the printed paper form in your paper files. Goodville Mutual Casualty Co. Page 3 10/20/2004

4 Claim Draft Setup You will need Claim Drafts supplied by the claims department at GMCC to use this form. - Save the claim draft template to your GMCC Forms folder on your local hard drive or network as for other forms. If you operate in more than one state, you will need to save the form to each of the state folders. - Open Word and access the Claim Draft from the GMCC Forms tab. - The fields are not labeled, but help text will appear on the bar at the lower left of your screen just above the Start button telling you what needs to be typed in each field. - Complete a test draft and print it on plain paper or a photocopy of a claim draft to check the vertical alignment. If the alignment needs to be adjusted - Close out of Document2 and answer No to save changes. - Use Windows Explorer to access your GMCC Forms folder where the templates are stored. - Right click the Claim_Draft.dot or the form you need to adjust and choose Open from the drop down menu. - When the form opens, the form name at the top should have a.dot extension rather than.doc. - Click View, Toolbars, Forms. - Click the padlock icon on the right side of the forms toolbar. This unprotects the form, so you need to be careful not to make any changes to it other than the top margin setting. - Click File, Page Setup, and on the Margin tab, increase the top margin to move the text down or decrease the margin to move the text up. Very minor adjustments can be made by using decimal points to several places. - Click OK. - Click the padlock on the forms toolbar to protect the form. - Click the x on the toolbar to close it. - Click File, Exit and answer Yes to saving the changes to the form. Now go back and create another test claim draft printing it on plain paper or a photocopy of a claim draft to check the alignment. If you need help with this process, please feel free to contact LeAnn Hartzler at Goodville. Goodville Mutual Casualty Co. Page 4 10/20/2004

5 Claim Draft Setup in Applied - Download the Claim Draft using the instructions found at the beginning of this document and save it in your GMCC Forms folder as you would with other forms. It will then be available if you ever want to use it outside of Applied or when you need to do a draft for a homeowners claim. - Log on to The Agency Manager. - Click Utilities, General, Activity Defaults, Define Activity Categories. - Type CLDR in the Type field and GMCC Claim Draft Issued in the Description field. - Click Accept. o Type 0 in Followup days and in Further Action days. o Click the No Further Action radio button and mark CSR for followup. o Click OK & OK. - Click Document Maintenance, Document Setup, New. - Click Yes to add customer form letter. - Name and describe document. o (i.e. CLMDRFT, GMCC Claim draft) - Associations o Personal Auto Acord Application o Claim, Loss Notice, Auto Loss - Activity Defaults o Marketing plan not required o Activity Choose CLDR - Print Batch o You won t be queuing these documents, so you can choose any of the available batches. - Attachment Category - DOCS. - Click No to running wizard if asked. - Click Insert, File - Find the Claim_Draft.dot in your GMCC Forms folder. (You may have to change the Files of Type at the bottom of the Insert File window to all Word documents.) - Click the Claim_Draft.dot and Insert. - Click File, Page Setup, Margins o Change top to.9 (You may need to adjust this for your printer.) o Change right to.25 - Click OK. - Make sure the font size is set to 12. Goodville Mutual Casualty Co. Page 5 10/20/2004

6 Use only the arrow keys or the mouse to move within the document. Using the tab or enter keys could result in added tables and lines throwing off the spacing through out the rest of the form. Using a claim draft as a guide - Type your agency name, number and state in the appropriate fields. These can always be overwritten if necessary. - Click in the Date Issued Field. - Click Insert, Date & Time. o Choose a date style. o Click Update automatically. o Click OK. - Complete other fields by replacing the {formtext} fields with Applied data fields by clicking in the field, then click Applied at the top of the screen, then click Data and use the following table to find the appropriate codes. Click in Field Click Applied Data Click Code, Add, & OK Insured Client Data Name Claim No. Linked Claim Detail CLAIM_N Accident Date Linked Claim Detail LOSSDATE Policy Number Linked Policy Detail Policy Number Payee Name Client Data Name Payee Address Client Data Street Addr. Payee City, State & Zip Client Data City, State, Postal Code Veh. Yr. Linked Auto Loss Detail YEAR Vehicle Make Linked Auto Loss Detail MAKE Vehicle ID Number Linked Auto Loss Detail VIN Name of Driver Linked Auto Loss Detail VEH DRIVER NAME Policy Number Linked Policy Detail Policy Number Date of Loss Linked Claim Detail LOSSDATE Time Occurred Linked Auto Loss Detail TIME OF LOSS Description of Loss line 1 Linked Claim Detail DESC1 Description of Loss line 2 Linked Claim Detail DESC2 Description of Loss line 3 Linked Claim Detail DESC3 - Insert spaces between the Payee City, State & Postal Code fields. - Complete other fields by replacing the {formtext} fields with Applied Ask Variables by clicking in the field, then click Applied at the top of the screen, then click Ask Variable and use the following table to complete the prompts. Click in Field Click Applied Ask Variable Prompt, Insert, & OK Amount written Amtwritten Type amount in written form here. Amount numeric Amtnumeric Type amount in numeric form here. Loss type Losstype Type loss type here. Driver Age Driverage Type driver age here. Deductible Deductible Type deductible amount here. - Click Applied, Save & Exit & Yes to save changes. - Click Cancel to exit document setup. Goodville Mutual Casualty Co. Page 6 10/20/2004

7 Entering a Customer Claim Draft in Applied The claim detail and loss notice must be completed in order for the field information to be transferred to the claim draft. Then in the customer s file - Click Attachments, Add, Letters, Formletter. - Select the appropriate policy and the Claim Draft document. - Click Select claim, highlight claim, click OK. - Click Loss Notice, highlight claim, click OK. - Complete the Ask Variable Prompts. - Word will open your draft with the appropriate fields completed. Remember - Use only the arrow keys or the mouse to move through the document. (Using the tab or enter keys may result in added tables or lines throwing off the spacing through out the rest of the form.) - Continue filing in any Additional Insureds or Loss Payees, AM or PM in time occurred and any remarks. (Do not use the full 1st amount field or it will flow across the word dollars on the draft) - Check the draft for accuracy. - If this is your first attempt, print the draft on plain paper or a photocopy of a draft to check the alignment. If necessary go back to document setup and decrease the top margin to raise the text or increase the top margin to lower the text and test it again. If the alignment is ok - Insert the draft into the printer & click the printer icon. - Click Applied, Save & Exit, and Yes to save changes. - Type the Claim Draft number in the description of document. - Mark Create activity & Attach to policy and claim. - Select the policy and claim, click OK. - Complete activity o Type draft number in the description field. o Type amount in amount field. o Type further description, payee if other than insured, etc. in note field. - Sign the draft & check either the Partial or Final payment box. - Make 3 copies of the draft, keeping 1 for your file and sending two to GMC for Accounting and Claims. - Give the original draft to the appropriate party. Goodville Mutual Casualty Co. Page 7 10/20/2004

Program Setup Instructions

Regional Settings: Program Setup Instructions 1. Click on 2. Click on 3. Click on (This should open up the Control Panel window ) 4. Double-click the icon named (Windows 95/98 users) or (Windows 2000/XP