Version 7 User Guide P R O D U C T O V E R V I E W. Policy Import and Rider Import

Transcription

1 Version 7 User Guide P R O D U C T O V E R V I E W Policy Import and Rider Import

2 SmartOffice v7, Revised: Copyright 2012, Ebix CRM All Rights Reserved. No part of this documentation may be copied, reproduced or translated in any form without the prior written consent of Ebix CRM. All product names are trademarks of their respective manufacturers or organizations. 251 S. Lake Ave., Suite 200 Pasadena, CA Online: Web LinkedIn Telephone: (626) Fax: (626) U.S. toll-free fax: (800)

3 Table of Contents Policy Import... 1 Setup... 1 User Account Setup... 1 SmartOffice Setup... 1 Import File Requirements... 2 File Format... 2 Columns/Fields... 2 Column Headings... 3 Phone Number Format... 3 Date Format... 3 Additional Guidelines... 3 Import Process... 4 Initial Import... 4 Subsequent Imports... 9 Viewing the Data Import History Rider Import Setup Import File Requirements File Format Columns/Fields Column Headings Import Process Initial Import Subsequent Imports... 16

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5 Policy Import The Policy Import feature, part of the SmartOffice Data Import Wizard, enables the user to import individual policy data from a file directly into SmartOffice. This feature is especially useful for creating multiple policies in SmartOffice without having to enter them manually. Setup User Account Setup To use the Policy Import feature, a user must have the following user rights and licenses enabled in User Accounts - User Rights, which an administrator can access from Setup > User Accounts: Data Import Policy CSV Import Policy Tracking For more information about user rights and licenses, refer to the Office Settings and Administration Guide. SmartOffice Setup Carriers and Products Before policies can be imported, their associated carriers and products must already exist in SmartOffice. For more information about creating carriers and products, refer to the SmartPolicies User Guide. Contacts and Advisors The contacts and advisors associated with the imported policies do not have to exist in SmartOffice; the import process creates these records if necessary. However, for advisor records, using the Advisor Import feature of the Data Import Wizard before importing the policies enables the user to map additional information, such as the advisor s address, phone number and supervisor information. For more information, refer to the Data Import User Guide. Duplicate Records In preparation for importing policies, Ebix recommends that any duplicate records in SmartOffice be merged and deleted. For more information, search for Record Merge in the SmartOffice Help System. Page 1

6 In addition, any records in the Deleted Records area (Utilities > Deleted Records) should be permanently deleted. These steps eliminate problem data and reduce the chances of record duplication during the import process. Created Today Filter Ebix recommends setting up Created Today filters for contacts, advisors and policies. After a policy import, these filters can be used to quickly find and display records imported into SmartOffice on the current day. This helps the user differentiate between data that already existed in SmartOffice and data that was just imported. For more information about filters, refer to the Filters, Sets and Dynamic Reports User Guide. Import File Requirements File Format The policy data to be imported must be in the comma separated values (CSV) file format, which can be created in programs such as Microsoft Excel or exported from a variety of other programs. Columns/Fields To import policies successfully without causing errors or duplicate records in SmartOffice, ensure that the following columns exist in the CSV file: Primary insured s last name Primary Insured s first name Primary insured s date of birth or Social Security/tax ID number Product name or product code Policy number Primary advisor s last name Primary advisor s first name Primary advisor s date of birth of Social Security/tax ID number Page 2

7 The carrier is selected during the import process and therefore does not have to be mentioned in the import file. Note: During the import process, record matching algorithms for contact and advisor records use the last name and date of birth and/or Social Security/tax ID number. While an import can be run without dates of birth or social security/tax ID numbers, duplicate records will result in SmartOffice. Column Headings It is recommended that the CSV file contain column headings so that the data in each column can be easily distinguished from data in other columns. These headings ease the import setup process. The column headings can be labeled as the user wishes; during the import process, the user will map these columns to the appropriate columns in SmartOffice. Phone Number Format If the import file contains contact phone numbers, postal codes or other contact-related fields beyond those required, that data should be unformatted, i.e., it should contain no dashes, periods or spaces. Date Format If date columns are included in the CSV file, ensure that all dates are formatted in a consistent way. For example, do not use the format 6/7/2011 for some dates and 6/7/11 for others. Using a consistent format makes the user s task easier when specifying a date format during the import process. Additional Guidelines For more information about formatting the CSV file for best results, see Ebix s policy import best practices. Page 3

8 Import Process Initial Import If this is the first policy import that has been performed in the office, follow these steps: 1. From the SmartOffice side menu, select Utilities > Data Import Wizard to open the Import Setup List. The list displays any existing data imports that have been created and saved in the office. 2. Select Menu > New Import Setup record to open the Add Import Definition dialog box. 3. From the Select the type of records to be imported drop-down list, select Policy Import. Page 4

9 4. In the Enter Setup Name field, type a name for the import setup to be created. This name will display in the Import Setup List the next time the user starts the Data Import Wizard, enabling the user to perform future policy imports more quickly (see Subsequent Imports). 5. Click the Next button to open the Select File to Upload dialog box. 6. Click the Browse button to locate and select the import file. 7. Leave the other fields in this dialog box at their default settings, unless any specific changes are necessary to accommodate the import file. These fields are described in the Data Import User Guide. Page 5

10 8. Click the Next button to open the Select Options dialog box. 9. To update existing policies in SmartOffice for a particular carrier without adding new policies, select the Update Existing Policies Based on Policy # Only option at the bottom of the dialog box. Selecting this option makes most of the other options in the dialog box unavailable, as those options do not apply to imports based only on policy number. 10. In the Carrier field, enter the name of the carrier for which the policy import will be run (policy imports are run for one carrier at a time). To search for the carrier, click the Carrier hyperlink to open the Search Carriers dialog box. For more information about carrier searches, refer to the SmartPolicies User Guide. 11. Under the heading Add as contacts if not already existing, select any record types that exist in the import file but that do not exist in SmartOffice. The wizard will create these records in SmartOffice during the import process. Note: If the import file contains advisors, contacts, etc., that do not exist in SmartOffice and if the user does not select those record types in this dialog box contact and policy data for these non-existent records will not be imported. Page 6

11 12. Under the heading CSV Cell Blank Values, specify what the wizard should do when a record exists in SmartOffice and a corresponding record exists in the import file: Do nothing when cell blank: If a field in the import file is blank, the wizard will keep the corresponding field in SmartOffice intact. Clear from SmartOffice when cell blank: If a field in the import file is blank, the wizard will delete the data in the corresponding field in SmartOffice. 13. Under the heading Do Not Update If Existing, choose the data elements, if any, that should not be updated at all by the import process if they already exist in SmartOffice. 14. Click the Next button to open the Select Mapping dialog box. Under each column heading from the import file, the dialog displays two drop-down lists. The first drop-down list contains a list of tables (i.e., categories of fields) in SmartOffice. The second drop-down list contains the SmartOffice fields within the table selected from the first drop-down list. 15. Associate each column in the import file with the matching SmartOffice column (any unmapped columns will be ignored by the import process): a. Choose the appropriate table from the first drop-down list. b. From the second drop-down list, select the field that matches the import file column heading. Example: If the import file column heading is Contact Last Name, map it to the SmartOffice table Policy Primary Insured and the field Primary Insured Last Name. Page 7

12 16. When all column mappings are complete, click on the Next button to open the Import Mapping Problems dialog box. 17. If any problems are listed, resolve them as follows: If the problem is due to incorrect mapping for a complete column, click the Back button to go back to the Select Mapping dialog box and change the mapping. If the problem is due to a mismatch between the import file s field value and the available drop-down list values in SmartOffice, click the column value s name (under the CSV Column Name column) and then select the appropriate SmartOffice value from the dialog box that opens. Page 8

13 18. After correcting any problems, click the Save & Run Import button. When the process is complete, the Import Completed dialog box opens. The dialog box displays statistics about the import, including whether the import completed successfully, how many records were processed and how many records were added to SmartOffice. 19. Click one of the following buttons: Another Import: Return to the Import Setup List and run another import. Done: Exit the Data Import Wizard and view the Data Import History. Subsequent Imports After creating and running a policy import for the first time, the user can rerun the same import setup to import additional policies. To make subsequent imports faster, SmartOffice remembers many of the settings selected during the first import; however, these settings can be changed. 1. From the SmartOffice side menu, select Utilities > Data Import Wizard to open the Import Setup List. 2. Tag the previously created import setup and then select Menu > Run Setup. Page 9

14 Viewing the Data Import History The Data Import History displays when the user completes a policy import an exits the Data Import Wizard. The user can also access it by selecting Utilities > Data Import Log from the SmartOffice side menu. The Import Detail section displays any errors or non-imported data, as well as all data that was imported. Click a hyperlink under the Errors/Not Imported or Created headings to display the details of that log entry in the Detail section. Page 10

15 Rider Import The Policy Rider Import feature, part of the SmartOffice Data Import Wizard, enables users to import rider information from a file directly into individual policy records in SmartOffice. This feature is especially useful for adding multiple riders in SmartOffice without having to enter them manually. Setup Before importing policy rider data, user accounts and SmartOffice data must be set up properly. The setup is that same as that for policy import; refer to the policy import setup requirements for more information. In addition, policy rider import requires that the relevant policy data exist in SmartOffice in order for the imported data to be matched to the appropriate contact data. It is strongly recommended that the relevant rider product also exist in SmartOffice before import. If the rider product does not exist in SmartOffice, the imported rider record will contain only the rider s name. Import File Requirements File Format The policy rider data to be imported must be in the comma separated values (CSV) file format, which can be created in programs such as Microsoft Excel or exported from a variety of other programs. Columns/Fields To import riders successfully without causing errors or duplicate records in SmartOffice, ensure that the following fields exist in the CSV file: Rider insured s last name Rider insured s first name Rider insured s date of birth or Social Security/tax ID number Rider name Policy number Note: During the import process, record matching algorithms for contact records use the last name and date of birth or Social Security/tax ID number. While a rider import can be run without date of birth or Social Security/tax ID number, duplicate records may result in SmartOffice. Page 11

16 Column Headings It is recommended that the CSV file contain column headings so that the data in each column can be easily distinguished from data in other columns. These headings ease the import setup process. The column headings can be labeled as the user wishes; during the import process, the user will map these columns to the appropriate columns in SmartOffice. Import Process Initial Import If this is the first rider import that has been performed in the office, follow these steps: 1. From the SmartOffice side menu, select Utilities > Data Import Wizard to open the Import Setup List. The list displays any existing data imports that have been created and saved in the office. 2. Select Menu > New Import Setup record to open the Add Import Definition dialog box. Page 12

17 3. From the Select the type of records to be imported drop-down list, select Policy Rider Import. 4. In the Enter Setup Name field, type a name for the import setup to be created. This name will display in the Import Setup List the next time the user starts the Data Import Wizard, enabling the user to perform future policy rider imports more quickly (see Subsequent Imports). 5. Click the Next button to open the Select File to Upload dialog box. 6. Click the Browse button to locate and select the import file. 7. Leave the other fields in this dialog box at their default settings, unless any specific changes are necessary to accommodate the import file. Page 13

18 8. Click the Next button to open the Select Options dialog box. 9. In the Carrier field, enter the name of the carrier for which the rider import will be run (rider imports are run for one carrier at a time). To search for the carrier, click the Carrier hyperlink to open the Search Carriers dialog box. For more information about carrier searches, refer to the SmartPolicies User Guide. 10. Select the Add insured as contact if not already existing to ensure that any insured contacts in the import file are added to SmartOffice if they do not already exist in SmartOffice. 11. Under the heading CSV Cell Blank Values, specify what the wizard should do when a record exists in SmartOffice and a corresponding record exists in the import file: Do nothing when cell blank: If a field in the import file is blank, the wizard will keep the corresponding field in SmartOffice intact. Clear from SmartOffice when cell blank: If a field in the import file is blank, the wizard will delete the data in the corresponding field in SmartOffice. Page 14

19 12. Click the Next button to open the Select Mapping dialog box. Under each column heading from the import file, the dialog displays two drop-down lists. The first drop-down list contains a list of tables (i.e., categories of fields) in SmartOffice. The second drop-down list contains the SmartOffice fields within the table selected from the first drop-down list. 13. Associate each column in the import file with the matching SmartOffice column (any unmapped columns will be ignored by the import process): a. Choose the appropriate table from the first drop-down list. b. From the second drop-down list, select the field that matches the import file column heading. Example: If the import file column heading is Contact Last Name, map it to the SmartOffice table Rider Insured and the field Insured Last Name. 14. When all column mappings are complete, click on the Next button to open the Import Mapping Problems dialog box. 15. If any problems are listed, resolve them as follows: If the problem is due to incorrect mapping for a complete column, click the Back button to go back to the Select Mapping dialog box and change the mapping. Page 15

20 If the problem is due to a mismatch between the import file s field value and the available drop-down list values in SmartOffice, click the column value s name (under the CSV Column Name column) and then select the appropriate SmartOffice value from the dialog box that opens. 16. After correcting any problems, click the Save & Run Import button. When the process is complete, the Import Completed dialog box opens. The dialog box displays statistics about the import, including whether the import completed successfully, how many records were processed and how many records were added to SmartOffice. 17. Click one of the following buttons: Another Import: Return to the Import Setup List and run another import. Done: Exit the Data Import Wizard. 18. Confirm that the rider was imported properly: a. Navigate to the contact record in SmartOffice. b. Click the Policies tab. c. Tag the appropriate policy and then click the Benefits or Coverage content link (the name of the content link depends on the policy type). d. Look for the rider in the Rider List section. Subsequent Imports After creating and running a policy rider import for the first time, the user can rerun the same import setup to import additional riders. To make subsequent imports faster, SmartOffice remembers many of the settings selected during the first import; however, these settings can be changed. 1. From the SmartOffice side menu, select Utilities > Data Import Wizard to open the Import Setup List. 2. Tag the previously created import setup and then select Menu > Run Setup. Page 16