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EZAGENT FOR WINDOWS - Agency Software, Inc.

1. 21 Non dedicated server 28 Non dedicated server setup 26 Standalone 16 Workstations 30 INSTALLATION 16 Internet access required 14 L Letters Attach to client 82 Custom letters with merge fields Merge client data 79 TEE IG d DO cer os 80 Letters Window 79 S109 3 M Mailing labels 78 Mapping a drive letter W2000 XP Non dedicated server 26 Workstations 28 N Notes Window 72 P Personal Window 73 Policies Add New Policy 30 Bile aede 40 CCOVELAges com d 43 Display Options 38 For Options 30 Policy Options 38 Policies Window 38 R Reports Custolli s oe 76 Delete noe 78 goo ees dao 78 Mailing labels 78 73 Reports Window 75 Ple 80 94 S Setup Agency information 103 Automatic backup schedule 104 Companies Information Database 104 Demographics 108 Edit employees 106 Employee information 105 BITS 105 Setup Window
2. MedPay Unlne Motorist Underlns Motorist Towing amp Labor Spec Cause of Lose Fre Fire Theft Fire Theft vindsterm Liability Special Perle Comprehensive Collision Deductibles Other than Collision Actual Cash Value Agreed Amount Stated Amount 27 None Amount Collision Deductible Specified Cause of Loss i Comprehensive None Misc Driver Credit Amount Collision Total Premium Date Added Date Deleted w OK AX Cancel Fill in all vehicle information and then click OK The Vehicle Database reappears Fill a Form with Vehicle Information To prefill the open form with information for a specific vehicle click the vehicle to highlight it To select more than one vehicle hold down the Ctrl key while clicking on the vehicles Then click the Prefill Form with Marked Vehicles option and click Do It The vehicle data is filled into the open form Note You can only prefill the number of vehicles that the specific open form has spaces for with the exception of Auto ID cards In Auto ID cards you can prefill up to 10 vehicles at a time and EZAgent will create the number of ID cards required for those vehicles Print a Vehicle List Report for a Client A vehicle list report is a printable list of all vehicles associated with the current client To create it open the Vehicle Database then click the Prepare Vehicle Report option and click the Do It button Vehicle Li
3. Current User SUPER AGENCY SOFTWARE INC Policies Web View Claims Acords Notes Old Notes Personal Reports Letters Documents Surveys TFile Calendar Setup Client Name 4 gt e a m ala 2 GUYS BARBER SHOP 2 2 SAMPLE CLIENT Type 2 GUYS BARBER SHOP Barber Shop 24 KARATE NAILS Contact s First Name Contact s Last Name 3 AMIGOS MEXICAN RESTAURANT Edward Schiling A amp 0 HEATING AIR CONDITIONING A CORE OF WASHINGTON 993 Elm Street Address 2 ADRIAN KYLE City TEE Zip AGENCY SOFTWARE INC Winthrop v wA 82811 AIR FLOW SYSTEMS INC ALL WESTERN INDUSTRIAL SUPPLY CO Home Phone Assigned Producer ALLEN CONRAD 509 687 2223 Rodney Walt 65 ALLEN OGDEN Assigned CSA ALLISON COMPANY Xen CMR 7 ALL WRIGHT CONCRETE Fax Cell Phone Status AMERICAN UNFINISHED FURNITURE 509 687 2221 ACTIVE L ANNA DGDEN Email Address Client ID AQUARIUS SPRINKLERS dehariem dmi net 5 000031 ROSS CHRISTENSEN TIFFYCO INSURANCE L ent Client 2 GUYS BARBER SHOP gt Phone 5091687 2223 Apr 27 2010 1 24 26 PM Adding a Client To add a client click the button above the client list The client information fields on the left side of the window are emptied so that a new client s information can be typed into the appropriate fields You
4. Clients Policies web View Claims Acords Notes Personal Reports Letters Documents Surveys TFile Calendar Setup Agency Information AGENCY SOFTWARE INC Notes View 3 Agency Name OldN otes Address 215 West Commerce Drive on Tess New Notes A City State Zip Hayden ID 83835 O Both ompanies Demographics E skins E Reset Grids Phone Fax 208 762 1265 Email staff agencysc License t t of Days Between Backups E Don t Backup Documents and Pictures have another Backup Program that does this J Coverage Classes Show All Coverage Classes Show Only Recommended Classes Current Client 2 GUYS BARBER SHOP Phone 5091687 2223 Apr 09 2010 10 32 00 am Your Agency Information The Agency information in your Setup window is the information entered when you installed and registered EZAgent You must call Agency Software Inc 800 342 7327 to change any of this information This is the information that appears on your Acord forms and letters Automatic Data Backups In the of Days Between Backups box you can set a schedule for automatic data backups If for example you select 7 then every 7 days the first thing that happens when EZAgent is opened is a data backup
5. e FindaWord or Phrase in History Searches the Date Time Description and User columns in the displayed transactions for the word or phrase you type the Find What box is case sensitive if a transaction contains the name Renewed and you type renewed the transaction won t be found Don t bother with the check boxes they are non functional but the Up and Down boxes are functional if a search doesn t find your word phrase switch the Up Down option and search again Transactions Display Options e Current Client Only Displays transactions involving the client currently selected the Clients window within the selected date range e All Transactions Displays all EZAgent transactions within the selected date range Date Range Display Options e Today Only Displays transactions performed today for the client selected in the Transactions options All Dates Displays transactions for all dates for the client selected in the Transactions options e Date Range Displays transactions for the selected date range for the client selected in the Transactions options Manually add a TFile item If you click the Manually Add New TFile Item button you will open the Add TFile Item window 81 LE Add rFile Item Submission Info Attach Description Received fas from client with details of Auto accident wu OK Cancel e Date Automatically current but you can change it if you need to e Time Automati
6. Rep 96 of House Pre defined in Employee Setup but be changed if needed Non Premium Items A special area Click the button to add Non Premium Items Once added the blue field will auto calculate Total Due Auto Calculate field Installment Type Choose your entry from the list Number of Payments Auto Calculates from Installment Type First Payment Date Click the button on the right A calendar appears with the current date selected Click OK or select another date and then click OK Installment Amount Auto Calculate field Down Payment Type the Down Payment amount Agency Commission Auto Calculate field 15 Rep Commission Auto Calculate field 2 Rep Commission Auto Calculate field Net Premium Auto Calculate field When you re done click OK to save your entries This record will be added to the current client 36 Coverages The Limits window is where the coverages for the client s policy are entered To open this window click the Limits button left of the Cov Class box on the policy detail screen Information entered in the Limits window can prefill into your ACORD forms if you have the Acord Forms option installed in EZAgent Limits for Policy 123456 Deductible ditional Persons Insured 100 000 250 Additional Persons Insured Advertising Injury Automatic Coverage for Newly Acquired O Bodily Injury Bodily Injury non simplifed Aggregate Bodily Injury nan simplified per OCC Broad Farm Prope
7. 103 Sort By Heading 33 Surveys Window 96 SYSTEM REQUIREMENTS 12 T Technical help 14 TECHNICAL INFORMATION 12 TFile Display 98 Find Word or Phrase 97 Manually add item 98 Print history 97 TFile Window 97 Tickler PV ALIN 101 EE ed 102 eer came creer 102 Troubleshooting Agency Pro Locks on Opening 109 Agency Pro Slow to Open 109 Cannot Perform Operation on Open Dataset 110 Corrupt File Other than Index110 Index Out of Date 110 Printer Doesn t Print from Agency Pro Text Won t Fit into Lines on Forms 111 Unrecognized Tag in Mail Merge 110 User Can t Add New Clients 109 User Can t Delete Clients 109 User gets Key Violation when Logging In 109 TROUBLESHOOTING 109 Vehicle Database 66 Vehicle List Print 67 W Web View 46 Web View Toolbar 46 Web View Window 45 Window o 50 Calendar 100 CIAIS 48 Clients 000004000000 34 84 95 72 1 73 PONCICS cou i Maid a
8. 123 Bank Street on Anytown ST 90090 555 123 4567 AUTHOI 25 2009 09 The ACORD name and logo registeret 53 Editing Certificate Holders To edit or modify existing certificate holders do the following 1 2 3 4 Click the Cert Holders Menu button the button that shows a person walking out of an envelope Click the name of the cert holder you want to edit Select the Edit Cert Holder option on the Cert Holders Menu and click Do It Make your edits then click the Done button Adding Certificate Holders from the Master List The EZAgent database has a Master List that holds all the certificate holders for all the certificates in the database If a certificate holder has already been added for one certificate or client you can add that same cert holder to another certificate for the same client or for another client by choosing it from the Master List To add an existing cert holder from the Master List to the open certificate select the Add Holders From Master List option on the Certificate Holder menu and then click Do It The Master Cert Holder List appears showing all of the certificate holders for all of your clients Cert Holders Menu cim Holders far This Certificate Hold Ctrl key Down to Select Multiple CERTZ AAA Finance 555 High Street MonevyAUs Bank 12345 Any Street 4 f Add New Halder Edit Cert Holder Delete Marked Holders Add Hol
9. Send To Options and in the Send To Options dialog box scroll to select the Document Manager icon and then mark the Include Icon On Send To Bar check box After you scan a document into PaperPort you can use the Document Manager icon on the Send To bar to send the new file to EZAgent Tip When you install ScanSoft PaperPort a new button the Print To PaperPort button appears in Microsoft Word in the Standard toolbar After you create and save a document in Word you can click the Print To PaperPort button in the Standard toolbar to add the open document to PaperPort and from the PaperPort window you can add the file to the EZAgent Document Manager 1 Select the icon for the document in the PaperPort window then click the Document Manager icon in the Send To bar 2 Select the client name and click the Do It button You can use any techniques you normally use in the Clients page to navigate to your client e g type the first few letters of the client name to jump to that part of the list 3 In the Enter Document Title box enter a document title If you want to link to the original file rather than create a copy click the Create Link To This Document Only check box to mark it If you want to attach a copy of the file leave the check box clear 4 Click OK The file is linked or attached the title you typed appears in the Title pane and the image if its a BMP or JPG file appears in the Image Preview pane Using Your Attached
10. the list or table will be sorted by the entries in that column NAME NAME2 v FIRSTNAME Garden and Lawn AQUARIUS SPRINKLERS Rain Bird Hunter John MARKO S EVERGREEN SPRINKLERS INC Garden and Lawn Mark GRIZZLY GLASS Glass Automobile Repair Chip AVONDALE GOLF AND TENNIS CLUB Golf Course Bobby BIRDIES GOLF CENTER Golf Course Amold GONZO S GUITARS Guitar Sales Jerry BUNARAMA WHOLESALE INC Gun Wholesaler Doc A amp O HEATING AIR CONDITIONING Heating Contractors Paul Also when you click a column heading to sort the sorted column is colored so that you can tell at a glance which column the table is sorted by 29 SECTION Ill EZAgent For Windows Features The Clients Window The Clients window is where you enter client information such as client name address and phone numbers EZAgent always opens with the Clients window displayed The client names are listed on the right side of the window in the names list and the data for the selected client is displayed on the left side of the window To open the Clients window from any other window in EZAgent click on the Clients tab at the top of the program window The status bar at the bottom of the EZAgent program window always indicates the selected client name their phone number and the current date and time In the name list columns other than the name column can be displayed by scrolling to the right in the horizontal scroll bar below the list
11. Edit an existing ACORD form for the current client Select a form from the list of existing forms select Edit Client s Form and then click Do It You can also double click the form in the list The selected form appears and you may edit as needed Delete Client s Form Delete an existing ACORD form for the current client Select a form from the list of existing forms select Delete Client s Form and then click Do It You will be prompted if this is what you really want to do The selected form is deleted from the current client Duplicate Client s Form If you wish to create an exact duplicate of a different client s ACORD form for the client you have selected click on the Acords tab and then select Duplicate Client s Form The DupAcordForm dialog box opens with a list of all the clients in the database and all their forms 1 Scroll down to select the client and the form you wish to duplicate for the open client You can often find the form you want more easily if you sort the list by Name or Form Name or Create Date by clicking on the appropriate column heading 2 After you select the form you want to duplicate click OK 45 pupaAcordForm Select ACORD Form to Duplicate FORM NAME ANDUS HELEN CERT OF LIAB INS ANDUS HELEN ACORD GENERIC ID 1453 3177200 Jake McCormack CERT OF LIAB INS 3157200 Jake McCormack ACORD GENERIC ID 1783 3157200 X Cancel Another good use the Duplicate Client s Form option
12. Music i Pictures Videos Computer Password amp Local Disk amp public i My Web 5 Network Update Manager A 9 items State B Shared 21 These shortcut icons will appear on your Programs menu Now click the EXIT line in the initial Installation window and remove the CD An EZAgent for Windows icon is created on the desktop EzAgent Far wy in d Os Follow the instructions in the Setting Up the Workstations section to map and setup the workstations to use the database you just installed 22 Setting Up a Non Dedicated Server Windows XP Vista and Windows 7 for best results in Vista and Windows 7 turn User Account Control off at the workstations and server before installation In a non dedicated server setup someone sits and works in EZAgent at the server machine This is not the recommended setup for EZAgent and should only be configured with the help of Technical Support This must be configured before you install EZAgent Before you install the program you must map a network drive letter with an identical path on every machine in the network The instructions below are for mapping a non dedicated server to itself i e mapping a network drive letter in the server to the C drive or a shared folder on the C drive in the server All of these instructions assume that you are mapping the drive letter F If you want to map a different drive letter substitute your chosen drive letter w
13. Record Select the client that you want to edit in the names list then click this button to edit the fields on the left When done click the Post Edit button to save the changes Post Edit Permanently posts the change to the database y i um 2 while adding or editing a client s record Refresh Data Refreshes your Clients window to show new client data entered at other workstations on the network Delete Client Select the client you want to delete from the list on the right and then click this button to delete the client All entries in all modules for that client will be deleted from your system A confirmation box will appear before the client can actually be deleted Note This button is only displayed to users with Supervisory access 31 Filter Client Database Click on the magnifying glass button to clear all fields on the left Type in your search criteria in any fields and then click the Filter Client Database button again The client list will be filtered to show only those clients who match your search criteria Restore Client List Restore the full client list after filtering Sticky Note This button allows you to attach a pop up note to your client s file You can change the color and priority of your sticky notes Show Help This button will start the tutorial for the current window if you have the EZAgent CD in your CD ROM drive or if you have loaded the tutorials to your hard drive If the tutorials are
14. So ML For Options These options filter the list to display only the policies for the current client selected in the Clients window or all the policies for all the clients in the database 34 Note You can only create a new policy quote binder or endorsement if the Display All Types option and the For Current Client Only option are both selected After you select a Policy option click the Do It button to proceed Additional Details for Using the Policies Window You ll find procedures for working with policies in the following sections Add A New Policy When you choose Add New Item from the Policy Window and click the Do It button the Policy Detail screen is displayed Start in the upper left corner and proceed from top to bottom down the left column then top to bottom down the right side as you fill in the blanks follow the detailed instructions in the next section for each field Many fields can be filled by selecting an entry from the dropdown list When you see a down arrow on the right end of a box click it to open a list of choices then click the entry you want in the list LE Policy Detail Policy Y Agency of Premium 20 mi Policy 234567 1st Rep Name CMR Transaction New Business 1st Rep of House 30 Department Personal Lines 2nd Rep MJO Limits Cov Class Pers Auto 2nd Rep of House 1
15. When you finish working in a form and close it all your work is automatically saved Print prints the open form Increase Form View makes the form bigger on the screen Decrease Form View makes the form smaller on the screen Go To Next Page goes forward one page in a multi page form Go To Previous Page goes back one page in a multi page form Left Justify left aligns text in the selected field Center Justify center aligns text in the selected field Right Justify right aligns text in the selected field Font Selection lets you select a different font for the selected field Toggle Expanded Fields allows you to type more in a field than would normally fit If you have a lot of data this process can take several minutes Cert Holder s Menu lets you add edit delete and print certificate holders Vehicle Menu lets you add edit delete and prefill vehicle information for vehicle forms Drivers Menu lets you add edit delete and prefill Drivers information on forms that require them Equipment Menu for scheduling equipment and prefilling Acord forms Pre Fill Form From Another will fill a new form with data in an existing form Electronic Signature lets you put your electronic signature on a form before you print e mail or fax the form Spell Checker will correct spelling errors Help has general instructions for filling out forms The ACORD Formview Dropdown Menus 48 File Edi View Tools Save Save as PD
16. and the image if its a BMP or JPG file appears in the Image Preview pane as displayed above Note If EZAgent is open when you attach a file using the desktop Document Manager icon the newly added file will not be immediately visible in the Images window Click the Clients tab then click the Images tab again and you ll see the newly attached file in the list Adding Files from ScanSoft PaperPort 9 If you have a ScanSoft PaperPort 9 scanner you can attach or link scanned files to your EZAgent clients directly from the PaperPort window After you install the EZAgent Document Manager you ll see a Document Manager icon in the Send To bar the programs toolbar at the bottom of the PaperPort window the next time you open it If you don t see the Document Manager icon click the Arrow buttons on either side of the Send To bar to scroll more program icons into view 19 F PaperPort Jeg File Edit view Item Tools Help 394g Get Search Folders Folders 21 x My PaperPort Documents Articles 5 Bank Statements Business Cards E Release Notes Flowers Hawaii Receipts Primrose Document Manager Icon Arrow Button HOV eke 7 S B CFA S gt Folder Samples 9 items If you still don t see the Document Manager icon in the Send To bar click Tools Refresh Send To Bar If that doesn t add the Document Manager icon to the Send To bar click Tools
17. cert holder name you want to print to highlight it Hold down the Ctrl key while you click to select more than one If you want to mark all the certificate holders with one click click the Mark Unmark All check box click the check box again to unmark all the cert holders E Mark Holders to Print call 5 Click on the Cert Holders that you want to Print They will Print the time you Print this Certificate Hold Ctrl Down to Select Multiple Name At E sss Finance 555 High Street Big Bucks Bank BigNews Shopping Cet LoansHLs 212345 Dock Street E MPM Properties 12345 Any Street Mark Llnmark All T d X Cancel 3 Click OK You will be asked if you want to start printing marked certificate holders now Click Yes 4 The Print dialog box for your printer appears you can print multiple copies of each certificate by entering the number of copies in the Numbers of Copies box Then click OK to print 5 After you close the form you will be asked if you want to unmark all the holders you have marked for printing Click Yes 55 Generate Cert Holder List To generate a printable list of certificate holders for the open certificate select the Generate Cert Holder List option on the Certificate Holders Menu and click Do It Close the Certificate Holders Menu To close the Certificate Holders Menu select the Exit Menu option and click Do It Vehicle Database The Vehicle Database stores vehic
18. click the Commit button until the note is complete and correct The Personal Window 62 The Personal window is where you can record personal data about your clients such as the names and birthdays of their family members and details about their vehicles As always start by selecting the client s name in the Clients window Then click on the Personal tab to open the Personal window To add a record to the Family Members list click the Insert Record button the button in the toolbar below the family members area Fill in the client s family members and personal data about them Click the Post Edit button the v button to save the record To enter vehicle information for the client click the Vehicles button in the upper left corner of the family members area Click the Add New Vehicle button to add vehicle information for the selected client The vehicles are entered in the EZAgent Vehicle Database After you add vehicles you can edit them delete them or print a report listing all the vehicles and details for each one LE Current User SUPER AGENCY SOFTWARE INC Clients Policies Web View Claims Acords Notes Old Notes Demographics Age Group Tilly McComack Spouse 10 8 1954 10 8 ACTIV Education Employee Occupation Income Bracket Martal Status gt Vehicles Name Jake McCormack NickN ame 57 4 withholdings Re
19. if your computer normally opens a BMP bitmap picture in the Microsoft Photo Editor then that is the BMP file s native program and when you double click to open that particular file in the EZAgent Images window that file opens in the Microsoft Photo Editor Likewise any PDF file opens in its native program which is always the Adobe Acrobat Reader The native program is often referred to as the file type or the file association To change the file association the native program in which a file opens open any folder window such as the My Documents folder 1 In Windows XP or Windows 2000 click the Tools menu In Windows 98 click the View menu 2 Click the Folder Options command In the Folder Options dialog box click the File Types tab A long list of file extensions the 2 3 or 4 letter extensions that appear after the period at the end of filenames appears in the Registered File Types pane 3 Scroll down the list and select the file extension for which you want to change the association e g BMP or JPG When you click the extension to select it the Details pane tells you what program that file type currently opens in 4 Click the Change button and select a different program in which to open the file then click OK A files that have that particular extension will open in the program you selected Adding Files with the Document Manager There are three ways to add files to the Images window in EZAgent You can e Add files
20. listed in the report specifically the clients with your local zip code In the first line of three boxes in the fields box select ZIP In the conditions box select z In the values box type your local zip code In this example I ll enter 99021 because have lots of clients with that zip code In the Available Fields list double click each field you want to display in your report In this example select Client Name Client Address1 Client City Client State Client Zip Client Phone and Client Phone2 As you double click each field name it appears in the Selected Fields list To delete a field from the Selected Fields list click the field name and the click the Remove Selected Field button between the red a rrows that point up and down If you want the records in your report to be listed in a specific order open the Order By list and choose the field name by which you want to sort the list The figure below shows this example report set up and ready to run 8 query Wizard tables Get Records from My Client Table that Have fields ZIP conditions values Y 89021 Y and or fields conditions values m El and or fields conditions values w Available Fields Selected Fields Client ADDRESS2 Client NAME i
21. name or scroll to a different column and click the column header to sort by that column 3 Select the client name and click the Do It button You can use any techniques you normally use in the Clients page to navigate to your client e g type the first few letters of the client name to jump to that part of the list 4 Inthe Enter Document Title box that appears enter a document title this is the title that will appear in the Title pane in the Images window Document Title Hayden ap Enter a Title for this Document and Click OE W Create Link ta Document Folder Only Policy optional 2512251 74 5 If you want to link to the original file rather than create copy click the Create Link To This Document Only check box to mark it If you want to attach a copy of the file leave the check box clear Note If you drag a desktop shortcut to your Document Manager icon it doesn t matter whether you attach or link you are attaching or linking a shortcut rather than the actual file and opening the file from within EZAgent will always run that shortcut and open the original file The arrow tab indicates its a shortcut Bobs Bus Letter rtf If you wish to link the image to an existing policy drop down the list and select the policy number This will allow the image to be viewed from the Policy tab 6 Click OK The file is linked or attached the title you typed appears in the Title pane
22. not available Windows Help Files will appear instead Tip Instead of scrolling down to find a client in a long list you can jump to a specific area in the clients list by pressing a key or two or three on your keyboard For example suppose you want to find a client whose name is listed as Longhorn Barbecue To jump to the first name that begins with the letters LON click in the clients list and then type LON on your keyboard 32 Using Outlook with EZAgent If you have customer data in your Outlook Contacts folder you can easily transfer them into the EZAgent Clients window by saving them as vCards and then dragging and dropping the vCards from the My Documents folder where vCards are saved by default onto the EZAgent desktop icon Note EZAgent must be closed when you drag and drop vCards onto the icon To save an Outlook contact as a vCard 1 Select the contact in Outlook and click File Save As 2 Inthe Save As dialog box the Save As Type box select vCard Files vcf 3 Click Save Open the folder where the vCard is saved and drag each vCard icon onto the EZAgent icon one at a time You ll be asked to login and EZAgent opens You ll see the contact has been added to the Clients list in EZAgent The Policies Window On the Clients window choose the customer or add the customer for whom you want to enter or edit a policy Then click on the Policies tab to open the Policies window The Policies window serves as a datab
23. on all popular local area networks LANs and supports multiple users when configured peoperly Please read copyright notice page 3 for information regarding using this program on a Wide Area Network WAN What you must do You must follow installation procedures precisely depending on system type and network type if applicable A faulty installation will produce negative results and will likely result in loss of data or worse Qualified technical personnel should do installation NOTE DUE TO AN UNLIMITED AMOUNT OF POSSIBILITIES IN THE COMPUTER INDUSTRY AGENCY SOFTWARE INC CANNOT BE HELD RESPONSIBLE FOR LOSS OF DATA UNDER ANY CIRCUMSTANCES DATA CAN BE LOST OR BECOME CORRUPTED BY MEANS BEYOND OUR CONTROL IF NOT BACKED UP REGULARLY BACKUPS ARE YOUR RESPONSIBILITY WE WILL DO ALL WE CAN TO HELP AVOID OR RECOVER FROM SUCH EVENTS BUT YOU MUST DO THE SAME REGULAR BACKUPS ARE THE BEST PREVENTION RECOVERY PROCESS KNOWN MAKE SURE YOU DO REGULAR BACKUPS 12 To maintain support and updates you must have Internet access NOTE YOU HAVE 30 DAYS FROM INSTALLATION OF THIS PROGRAM TO OBTAIN INTERNET ACCESS IF YOU FAIL TO OBTAIN INTERNET ACCESS TECHNICAL SUPPORT AND UPDATES WILL BE WITHDRAWN ALL UPDATES WILL BE AVAILABLE BY INTERNET ACCESS ONLY How to get technical help when you don t know what to do If you suspect the problem is with your computer hardware or printer or software unrelated to Agency Software programs seek help from a loca
24. screen appears 58 Driver Detail 5 jme State Mame Address Licensed Mitch 2 BW Commerce Drive ID Marital Year Tear Sex Statue of Birth Exper Licensed Date Hired 1215 1968 0 1983 Broader Use A Drivers License Social Security Mo Fault DOC Yeh Use CA23424535 gl 22 5423 Iv Date Added Date Deleted ff Done M Cancel Click Done when finished From the drivers menu you can Add Edit Delete Prefill and print a Drivers Report similar to the vehicle area listed on the previous page E mailing Forms You can use the EZAgent E mail feature to send Acord forms saved as PDF or JPG files directly from EZAgent through your e mail provider What you need Your e mail service must be a POP3 account web based e mail providers won t work and you need your SMTP server name user name and password if one is required for outgoing mail You can get all this information from your Internet Service Provider ISP To set up e mail 1 Open any ACORD form and click File Email 2 The Email Form dialog box opens shown below with the saved file name in the Attachments box 59 EmailForm 25 E E mail Address Hame From connieGagencysoftware com EE 95 5 225 0 4 Subject Easvpps ACORD Forms for 2 GUYS BARBER SHOP Attachments NUsesCUMMIEWomspd Check Here to Request a Receipt After Mail D
25. time and all will see the same data 26 Your First Login When the login Screen comes up for the first time enter the Username SUP and the Password SUPER EZAgent Login User Name SUP Enter Password Cancel When EZAgent opens click the Setup tab and click the Employees button In addition to SUP you ll have five employee names entered User 1 through User 5 Do not delete any of these employees instead edit each employee to change the name and password to a user eee u USE USER a Curent Chami Pegericy Sol bare Inc Phone B00T342 7327 17 2005 12 21 00 See the Setup Window section to learn more about adding and editing employees Tip Don t change the SUP name until you ve changed all the others that way you ll always be able to login with SUP and SUPER even if you can t remember a user s name and password SECTION Il HINTS amp TIPS Check out these techniques to quickly master navigation of EZAgent for Windows and for the most efficient ways to do things 2f Navigation EZAgent uses common Windows navigation techniques and keystrokes which allow you to move around within EZAgent with great ease Understanding and using these features will make your job much easier speed up your work and make using this program a pleasure Help Files Help Files for many subjects are available When you re working in EZA
26. to a message in your normal e mail program 61 The Notes Window Click the Notes tab to view the Notes window If your Notes Tab does not look like the example below go to the Setup tab and click on New Notes E current User SUPER AGENCY SOFTWARE INC Date Created Policy tt 4 15 2010 1 55 59 PM 234567 Re Policy 234567 Client not interested in umbrella policies after all Created By Date Created Policy SUPER 4 15 2010 1 55 15 PM 234567 Re Policy 234567 Client investigating umbrella policies will send packet in email m Current Client 2 GUYS BARBER SHOP Phone 5091687 2223 Apr 15 2010 1 57 06 PM To start a new note click the Add New Note button A New Notes window opens New Notes Policy 234567 e Schedule Tickler for this Note 234567 Client inygstigating umbrella policies will send packet l Click to spell Check to set check Tickler Type in Client Notes Review then Click Commit to Commit Permanently Add these Notes to the Client s Record E Cancel Notes are automatically time and date stamped and your login user name is entered see Setup window and Employees Database 2 Type your note in this window then click the Commit button Note Clicking the Commit button posts the note and makes it read only meaning it cannot be edited or deleted ever Do not
27. 51 Effective Date 3 30 2010 Non Premium Items Ec 4 Expiration Date 3 30 2011 E3 Total Due s 5160000 Company FARMER INSURANCE a Installment Type Quarterly Company Status Approved 1 Number of Payments E Broker MGA Name Bums amp Wilcox First Payment Date 3 31 2010 if applicable Policy Status pen Installment Amount 375 00 Billing Method Direct Y Down Payment 100 00 Premium Amount 1 600 00 Agency 14 Rep 2nd Rep Net Commission 532000 Commission 49500 Commission 4800 Premium 3128000 wok X Cancel Blue Fields The blue fields are automatically calculated you cannot enter data in these fields Field by Field What you should do on the left side of the Policy Detail window Type Choose Policy in the dropdown list Policy Type the Policy Number Transaction Choose your entry from the list Department Choose your entry from the list Limits Button Opens the Coverages window see Coverages section 35 iue 11 12 13 c der Ic 11 12 13 14 15 16 0 Coverage Class Choose your entry from the list Effective Date Click the button on the right A calendar appears with the current date selected Click OK to accept that date or click to select a different date and then click OK Expiration Date Click the button on the right A calendar ap
28. 55 5555 Reserve Amount Amount Paid Facts Hear ended when a vehicle behind him ran a red light W OK Cancel 42 On the claim entry screen enter a Claim number Click the down arrow in the Policy Number box and choose a policy number from the list When you choose the policy number the Company information for that policy will prefill in the Claim Detail window Enter the appropriate data in any remaining fields and click the check mark to post save then OK to close the window Edit a Claim Select the claim you want to edit then click the Edit Claim option and click Do it In the Claim Detail window make your changes and click OK Delete a Claim Select the claim you want to delete then click the Delete Claim option and click Do It When asked if you are sure click Yes unless you change your mind then click No 43 The Acords Window Click on the Acords tab to open the Acords window The Acords window contains all the ACORD forms for the selected client and allows you to add edit or delete forms for that client The forms list is blank until you add forms for that client The data in the Create Date column is automatic you cannot change it You can type short notes about specific forms by clicking in the Note column for that form and typing your entry Current User SUPER AGENCY SOFTWARE INC Clients Policies Web View Claim Notes Old Notes Personal Reports
29. 58 59 62 62 64 64 64 66 66 66 66 67 67 69 70 71 72 73 Adding Files from ScanSoft M PaperPort 9 75 Using Your Attached or Linked Files in EZAgent 76 The Surveys Window 80 The TFile Window 80 The TFile Window Buttons left to nght 81 Transactions Display Options 81 Date Range Display Options 81 The Calendar Window 83 Change Calendar View 85 The Setup Window 86 Your Agency Information 86 Companies Information Database 87 Employees Information Database 87 Agency Defined Demographics 89 SECTION V TROUBLESHOOTING 9 EZAgent Slow to Open 91 EZAgent Locks on Opening 91 User Can t Delete Clients 91 User Can t Add New Clients 91 User gets Key Violation when Logging In 91 Cannot Perform Operation on Open Dataset 91 Index Out of Date 91 Corrupt File Other than Index 92 Unrecognized Tag in Mail Merge 92 Printer Doesn t Print from EZAgent 92 Text Won t Fit into Lines on Forms 92 Index 93 COPYRIGHT NOTICE PAGE Copyright 2005 2011 by Agency Software Inc All Rights Reserved No part of this manual may be reproduced transmitted transcribed stored in a retrieval based system or translated into any language natural or automated in any form or by any means without the prior written consent and permission of an officer of Agency Software Inc The software described in this manual is protected by copyright laws outlined on the envelope containing the mentioned program CD ROM This manual could incl
30. CONNIE Show Current owe A Client Only 22 E ut n 3 s 1 2 3 5 6 7 Allows you to filter your 2 SED 14 1 Click here to set appointments alarms and 20 21 Current day tasks to the current day week b 27 28 29 or month open or closed or 4 5 6 7 8 for a certain user or All Users oday 4 13 2010 Tasks Delete or Print Appointments and Alarms An Appointment has a specific Start and End time An Alarm simply pops up at a specific time and date Open Description Call AAA Company for policy change info Note that you can also double click in this area to Add or Edit an Appointment Tasks Area Tasks are things that have to get done but not by a Specific time You can set the date that tasks are due however Overdue tasks will be in red Today s tasks will be in blue and future tasks will be in green You can double click in the Tasks grid to edit an existing task Current Client 24 KARATE NAILS Phone i 1 13 2010 1 24 3 PM _ To set an Alarm Pop Up move the calendar to the right day and then either double click the yellow tablet at the correct time or click the button the upper left corner then on the new Tickler screen type in a description of what the pop up reminder is for and then select the Rep who needs to receive the pop up 83 Mew Tickler Activity Type f Alarm Only Alarm Pop
31. CORD forms are not designed to run in a Large fonts environment To change the font settings back to Normal 1 Right click in an empty space on your computer desktop 2 Onthe shortcut menu click Properties In the Properties dialog box click the Settings tab 4 Onthe Settings tab click the Advanced button 5 On the General tab you ll see box labeled Font Size DPI Settings depending on your version of Windows The box probably has Large or 125 or some similar setting again depending on your version of Windows 6 Click the arrow in the box to open a list of choices 7 Choose Normal or choose Other and set 100 8 Click OK to close every open dialog box You may need to restart your computer depending on your version of Windows 92 A Acord form menus Adjust 50 Edit ioc diete 57 Ble a 56 59 Options 58 58 VIEW 3i edes ecc 94 Acord form options 50 Acord form toolbar 55 Acord form window 55 Acord forms Add New 50 Delete Client s Form 52 Duplicate Client s Form 52 Edit Client s Form 51 70 Entering data in forms 59 Mark Forms for Mass Print53 Move Forms to Diskette 53 Print Mass Marked Forms 53 Read Forms from Diskette 54 Stat
32. Demographics Field 1 Mama Field 2 Name Education Field 3 Mame Employer Occupation Field 4 Name Income Bracket Field 5 Name Marital Status Field Name Number of Dependents Field 7 Name W 4 Withholding Field 8 Gender Field 3 9 maker Field 10 Hobbies Uk Age Group T You can decide what demographic data you want to track for your clients These fields can be used for creating reports or for marketing a specific group of customers You can enter up to 10 field names which will show up in the Demographics section on the Personal window 90 SECTION V TROUBLESHOOTING EZAgent Slow to Open Try disabling the anti virus program on the local machine If the program opens more quickly the anti virus is the problem You need to set exclusions in your anti virus program so that the anti virus can run without interfering with your EZAgent database files Go to the web site www agencysoftware com On the Support page click the link that reads Running Slow Locking Up Norton AntiVirus Customers Should Read This and print out the report that tells you which exclusions to set and how to set them in Norton EZAgent Locks on Opening If EZAgent does not open and gives a NOT RESPONDING message when the button is double clicked check your video settings by right mouse clicking in an empty space on the desktop On the dropdown menu select PROPERTIES When the DISPLAY PROPER
33. EZAGENT FOR WINDOWS USERS MANUAL EASYAGENT FOR WINDOWS USERS MANUAL LICENSE AND SALES AGREEMENT GRANT OF LICENSE This document is an agreement between you the end user and Agency Software Inc By initial installation and or use of any of the programs which are part of Agency Software Inc EasyApps 32 Bit EasyApps Professional EZAgent Par3 and AgencyPro herein after called the program you are agreeing to become bound by the terms of all parts of this agreement This agreement constitutes the complete agreement between you and Agency Software Inc and it may not be changed or terminated orally but only by an instrument in writing signed by the party against whom enforcement of any waiver change modification extension discharge or termination is sought GRANT OF LICENSE In consideration of payment of the License Fee which is a part of the price you paid for this product Agency Software Inc as Licenser grants to you the Licensee nonexclusive right to use and display this copy of the program at a single location OWNERSHIP OF THE PROGRAM 4s licensee you own the magnetic or other physical media on which the program is originally or subsequently recorded or fixed but Agency Software Inc retains title and ownership of the program recorded on the original disk copy ies and all subsequent copies of the program regardless of the form or media in which the original and other copies may exist This license is not a sale of the o
34. EZAgent In short EZAgent makes your work as an agent much more efficient and productive and less tedious EZAgent puts you in control of your clients insurance needs 10 TECHNICAL INFORMATION SYSTEM REQUIREMENTS EZAgent Program System Requirements What you must have and do to use EZAgent for Windows for the first time Server e Pentium 2 ghz recommended 2gig RAM 4 gig recommended 100 MB hard drive space free e 100 MBPS network card gig recommended e Windows 2000 or XP Professional NOT ME Vista or Windows 7 e 56K modem w internet connection DSL or cable recommended Video settings 256 colors or greater e Internet Explorer 7 0 or greater installed e CD ROM required only at server or standalone computer not required at workstations Workstation Pentium 1 ghz recommended 1gig RAM 2 gig recommended e 100 MB hard drive space free e 100 MBPS network card e Windows 98 NT 2000 XP Vista or Window 7 e Video setting 256 colors or greater 11 Standalone e Pentium 1 ghz recommended 1gig RAM 2 gig recommended 100 MB hard drive space free 200 MB for tutorials e Windows 98 NT 2000 XP Vista or Windows 7 e 56K modem w internet connection for updating Video settings 256 colors or greater e Internet Explorer 7 0 or greater installed e CD ROM EZAgent installs itself in a folder called EZAgent the EZAgent folder is installed to the shared drive or folder you choose EZAgent runs
35. EZAgent creates a compressed backup file of all your EZAgent data and saves it in the EZAgent Data001 Backup folder 86 Even with the EZAgent backup it is still necessary to backup your data in case of hardware failure We recommend you get an external hard drive plug it into your machine exit EZAgent go to Start Programs EZAgent and click on Backup click OK then in the Save In box click the dropdown arrow and direct it to your external device Companies Information Database Click the Companies button on the right side of the window to open the Company Information window The toolbar buttons will allow you to Add Edit Delete and scroll through the companies entered in EZAgent 1 Click the Insert Record button to add a new company to your Companies database 2 Fill in the fields and then click the check mark button to save your entries Be sure you enter the login page URL for the company if you want to include it in the Web View window list of companies Repeat steps 1 and 2 to add more companies and click OK when you re finished The first company in the list that has a URL entered in the Home Page box is the default company the web site that opens automatically when you click the Web View tab See the Web View section for more information To edit a company s information Scroll to the company and click the 4 Edit record button Make your changes then click the v Post edit button to post the changes To delete a c
36. Export To Client CI TY Client amp DDRESST f Report wire em D Client PHONE Client ZIP ee Client PHONE 2 Client PHONE _ Mail Merge File Order By Client NAME Resulting SQL Code Select Client NAME Client ADDRESST Client CITY Client STATE Client 21 Client PHONE Client PHONE 2 From Client Where Client ZIP 99021 ORDER BY Client NAME wok 7 Click the OK button 8 The Report Setup box opens next with the Preview option selected Click OK to open a preview of the report before you print it iSav Cancel After you close or print the report you will be returned to the Query Wizard If you want to save this report to use again click the Save button Give the report a name you ll recognize later select Marketing in the Report Category box and click OK Then click Cancel in the Query Wizard The report is added to the list to run at a future date Note The report you create is nothing more than a set of instructions called a SQL statement that tells EZAgent to go and get the data you specified every time you run the report This means that every time you run the report you get the data that is currently in the database when you run it 65 Create Mailing Labels Creating mailing labels is similar to creating custom reports but much simpler To create mailing labels 1 Select Custom Report on the Reports list 2 Inthe Quer
37. F File Save as JPG File Print Print Setup Frink Preview Email Fax Exit Without Saving Exit Save Form saves the changes in the open form without closing it Save As PDF File saves the form as a PDF image file Save As JPG File saves the form as a JPG image file Print opens the Print dialog box so you can print the ACORD form Print Setup opens the Print dialog box so change print settings Print Preview shows how the document will look when printed E mail allows you to send a form in an e mail message directly from EZAgent Fax allows you to send the form to your fax software Exit closes the form and saves all changes you ve made Exit Without Saving closes the form without saving your changes Edit sale View Th uk Paste Left Right Center Cut Copy Paste are standard windows commands to cut copy and paste text Left Right Center are used to justify text within the selected field 49 Tools Options Enhanced view Reduce Farm Enlarge Form Reduce Form and Enlarge Form allow you to adjust the magnification of the form on your screen Tools IE Options Adjust Help Spell Checker Add Signature Prefill Producer Info AlEJ P Prefill Insured Info Cert Holder Menu Vehicle Menu Spell Checker opens the Spell Check dialog to check your text for errors Add Signature will place an electronic graphic representation of your signature in your own handwriting if you have taken s
38. Letters Documents Surveys TFile Calendar Setup ACORD Forms CREATE DATE FORM POLICY NUMBER NOTE FORM NUMBER FOF 1 13 2010 CERT OF LIAB INS 2009 09 234567 000003 1 13 2010 EQUIP FLOATER SECTION 234557 000001 EQF gt a Show for Current Policy Only r Acord Options dd New Form Mark Forms for Mass Print Edit Client s Form Print Mass Marked Forms Delete Client s Form Move Forms to Diskette O Duplicate Client s Form Read Forms from Diskette Do It ent Client 2 GUYS BARBER SHOP_ Phone 5091687 2223 Apr 14 2010 12 47 02 PM ACORD Options This section explains the various options in the lower pane of the Acord window Add New Form When you select the Add New Form option and click the Do It button the Add New ACORD Forms window shown below appears This window displays all available ACORD forms in alphabetical order This list is first key sensitive to jump quickly to a specific point in the alphabetical list you only need to press a letter key on your keyboard For instance if you need to add a Workers Comp form press W on your keyboard The first form starting with W is selected You may then scroll down page down or arrow down to the Workers Comp form Select the form you want and click OK to open the form 44 LE Add New ACORD Forms ACORD Name Revisi
39. MT W nde certificate holder is on ADOCTIOWAL INSURED the polic nes mus be endorsed W SUBROGATION 5 WAIVED subject ty the terms amd conditions ofthe policy certaen polities may require endereemest A on this certificate does mol confer sighis ta lhe certificate bolder in lau of such endorsement PRODUCER TiffyCo Insurance i 208 555 1234 208 555 2345 o TET pie Staff agencysoftware com Rat um ID 2 GUYS BARBER SHOP 993 Elm Streat Winthrop WA B3B11 CERTEIC ATE MUMBES SEVIS NUMBER OCERTES TH I POULES OF INSURANCE LISTED HAVE BEEN EXLEE FO THE INSURED RAMBO AE FOR THE POLIG YE Pa n IED MOTTA AN Y RE EQURENEN TERM C N JF ANY CONI RAT OP JTS DOCUMENT WIE RES l l TO AHIL FATE DATE WAY BE SSUFD OF FERTAIH THE SRAME THE DESOMBED HEREIN E TC AL THE TNS OE AND CCRET TO S OF SLICE EE ATS EHOW FAVE PEDI PAD CLAIMS 1 LE IL Y PET 25 Llc LE WASH Te PREMEEE Ae MET ER curs eei sou 47 The Formview Toolbar The Formview toolbar appears at the top of the open form When you place your mouse over a Formview toolbar button the name of the button appears The buttons left to right are as follows Save Form saves your current work while you work in the open form
40. TIES box appears click the SETTINGS tab If the Color settings in the lower left corner reads 16 colors not 16 bit high color the video settings do not meet the hardware requirements for EZAgent Call your local tech to help correctly configure your video card EZAgent will not run correctly until this is resolved User Can t Delete Clients User doesn t have supervisory access User needs supervisory access to delete clients in EZAgent User Can t Add New Clients Close EZAgent on all machines Click Start Programs EZAgent for Windows Keyfix Allow keyfix to run until you see the message Rebuild Complete User gets Key Violation when Logging In Log in as a different user with supervisory access and edit the Employees database on the Setup tab to remove edit duplicate employee names Cannot Perform Operation on Open Dataset This error occurs in the ACORD window It is preceded by an error showing characters and stating that those characters are not a valid integer Trying to add an ACORD form after that message will generate this error This means that some data in the ACORD forms has corrupted Call Technical Support immediately and prepare to transfer the data to Agency Software for examination and correction of the corruption Index Out of Date This error usually occurs when someone has used Ctrl Alt Delete to get out of the software or has shut down their computer while EZAgent was running 1 Close EZAgent on machines 2 Cli
41. ZAgent for Windows Setup program This program will install EZ amp gent for Windows on your computer It is strongly recommended that you exit all Windows programs before running this Setup Program Click Cancel to quit Setup and close any programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law 15 4 Inthe Choose Destination Location screen examine where the program will be installed Normally this should be CAEZAgent J3 Choose Destination Location Setup will install EZAgent for Windows in the following folder To install into a different folder click Browse and select another folder You can choose not to install EZAgent for Windows by clicking Cancel to exit Setup Destination Folder C EZAgent Browse 5 If the destination folder is not correct click the Browse button In the top box on the next screen type in the correct path don t try to browse for it Then click OK to return to the Choose Destination Location screen and click Next 6 Make sure you are now connected to the internet T nthe Start Installation screen click Next You are now ready to install EZAgent for Wi
42. agency name date phone policy etc click to place the cursor at that point and then click the Insert Merge Field button You can also click Insert then click Merge Field 3 Scroll down and select the merge field you want to insert and click OK When you run the merge in the finished letter the program will replace each merge field with the corresponding client information in the database A merge field consists of a field name from the database surrounded by periods and curly brackets You cannot create your own merge fields the names must be identical to field names in the EZAgent database 4 When you finish your document and all merge fields have been entered save the new document by clicking on the Save button or click File then Save In the Save As dialog box enter a name in the File Name box The document is saved in the Docs folder in EZAgent To merge data into this document for printing follow steps 2 through 5 in the Merge Client Data into a Letter section above Note Do not save the letter after you merge client data into it Doing so will overwrite the letter containing merged fields 68 Attaching Letters to Clients When you attach a letter to a client the document is linked to that client so you can find it again very quickly when that client is selected in the Clients window To link a letter to a client 1 In the Clients window select the client to whom you want to attach the document 2 Inthe Lette
43. allMaster Premium 4 windows Explorer Pars For Windows Led windows Media Player File name Hayden ap bmp aces Files of type All Files 4 L ancel 6 In the Enter Document Title box that appears enter a document title this is the title that will appear in the Title pane in the Images window 50 make it something you ll recognize 72 LE Enter Document Title f This dropdown selects a policy of Hayden bmp to link the image 4 to 9 Enter a Title or Description For the Document Create Link to this Document Only optional Checkbox E Cancel OF 7 If you want to link to the file rather than create copy click the Create Link To This Document Only check box to mark it 8 If you want to attach a copy of the file leave the check box clear 9 f you wish to link the image to an existing policy drop down the list and select the policy number This will allow the image to be viewed from the Policy tab 2 Current it User SUPER AGENCY SOFTWARE INC Guote Binc Datel Expiration Date Policy Type P 234567 330 2010 3 30 2011 Policy 10 Click OK The file is linked or attached the title you typed appears in the Title pane and the image if its a BMP or JPG file appears in the Image Preview pane Adding Files with the Desktop Document Manager Icon EZAgent puts the Doc
44. and map the drive letters to C Apps EZAgent 25 Click the Finish button If you get no errors then your drive mapping is complete When you finish a folder window opened to your new mapped drive letter opens The mapped drive letter appears in the window s title bar You may close the window Double click the My Computer icon You should see the mapped drive letter in the My Computer window You ll see the shared drive folder name the computer name and the mapped drive letter in parentheses e g C on servername F When you double click on the mapped drive s icon the shared drive which you mapped will open Installing the Program at Workstations LUE nM a Double click the My Computer icon in the workstation Double click the mapped network drive letter where EZAgent is installed Double click the EZAgent folder Double click the file name setupws exe That s setupws not setupw Click Next in all the dialog boxes When the workstation setup is complete a window of EZAgent icons appears on your desktop You can close this window at any time Close the My Computer window you opened in Step 1 You are now ready to run the program from the workstation by double clicking on the EZAgent icon on your desktop When you open EZAgent on a workstation you are opening the database that you installed on the server If the workstations were set up correctly multiple users can open the database at multiple workstations at the same
45. ase for Quote Binder Policy Status 33 Quote Binder Policy Status 2 GUYS BARBER SHOP 234567 Show attached documents Company FARMER INSURANCE Effective Date Expiration Date Policy Type 3 30 2010 323022011 Policy Policy Option Add New Item Edit Detail Delete Item Add Audit Add Endorsement Add Rewrite Renew Policy Cancel Policy All Types Audits Only Quotes Only Binders Only Policies Only Endorsements Only Bonds Only Rewrites Only Dolt Current Client Only All Clients Apr14 2010 10 26 00 am Policy Options Add New Item Add a quote binder policy endorsement Edit Detail Edit the details of a selected quote binder policy endorsement Delete Item Delete the selected quote binder policy endorsement Add Audit Create a new audit Add Endorsement Create a new endorsement Renew Policy Renew the selected policy Add Rewrite Add a policy rewrite Cancel Policy Cancel the selected policy AVE E EE IS Display Options 1 All Types Displays quotes binders policies and endorsements Audits Only Displays audits only Quotes Only Displays quotes only Binders Only Displays binders only Policies Only Displays policies only Bonds Only Displays bonds only Endorsements Displays endorsements only Rewrites Only Displays rewrites only Sa
46. at that web site using the Screen Name and Screen Password that are entered in that user s Employees form Note You are limited to 5 users unless you purchase extra seats When you need to change employees in EZAgent select the employee that s leaving and edit that record to change the username and password to the employee you want to add You do not need to enter a password but using passwords makes the data in EZAgent more secure LE Employees e afa EZ amp gent User USERNAME Password P TY Last ame Address City State Zip Phone 55 Default Default Commission AP Commission 25 Salar Chart Number Default Screen User Password 23 Default Screen Password WXXXXEXXEXEXXX To edit an employee record 1 Login as a user who has supervisory access and open the Employees information database 2 Use the scroll buttons at the top of the form to scroll to the employee whose data you want to change 3 Click the Edit Data button the button that looks like a triangle 4 Edit the user data and be sure you mark or clear the Supervisory access check box to give that employee the kind of access you want them to have Supervisory access allows a user to change agency and employee data A Supervisory user will have the Setup tab in the EZAgent program window and will have all the Management reports on the Reports tab A user
47. ate to your printer and print separate certificates for each certificate holder all in one operation If the Certificate Holders Menu button showing a person walking out of an envelope is displayed in color it means that the form can support multiple certificate holders If the button appears grayed out it means that the form doesn t support multiple certificate holders 51 Certificate Holders Menu Here are some things you need to know about working with certificate holders and entering cert holder information in certificates You can type certificate holder and description of operations information in the boxes in the lower left corner of the certificate but if you type the information directly in the form on screen you won t be able to use the Cert Holders Menu to set up and print the certificate for multiple cert holders You ll only be able to print that certificate for a single cert holder If you have more than one cert holder for a certificate use the Cert Holders Menu instead Cert Holders Menu ea 28 Holders for This Certificate Hold Ctrl key Down to Select Multiple Add New Holder Edit Cert Holder Delete Marked Holders Add Holders from Master List Generate Cert Holders List Mark Holders to Print Exit Meru Adding Certificate Holders 1 To add a certificate holder click the Cert Holders Menu button it shows a person walking out of an envelope 2 Inthe Certificate Holder Me
48. cally current but you can change it if you need to e By User Logged in user name e Client Choose client name from dropdown list e Policy Choose Policy from dropdown list the entire list of policy numbers appears when you select a policy number the client name is filled In e Description Type a description of the transaction Click OK to save the entry and return to the TFile window or click Cancel if you decide not to save the transaction Note Transactions cannot be deleted ever They are permanent Therefore the TFile should not be used as a Notes file or a Tickler file for clients Use either the Notes window or the Tickler window to record information that s not transaction related 82 The Calendar Window The Calendar tab looks and works more like the Microsoft Outlook calendar but gives you the increased functionality of maintaining multiple schedules in your office without installing expensive server software Note that before you can enter an appointment alarm or task for yourself or someone else in the office you must first add them to the Employees button under the Setup tab In addition for your alarms to properly activate you must be Logged in as the user that the alarm was set for LE Current User SUPER AGENCY SOFTWARE INC Clients Policies Web View Claims Acords New Notes mii Old Notes Personal Reports Letters Documents Surveys TFie Calenda S 2
49. can use your Tab key to move between fields while entering client information or you can click in the field where you want to enter data After all of the client s information has been entered click on the Y button to save the information Editing Client Information To edit client data select the client s name in the names list on the right click the client name to select it and then click on the A button to open that client s record for editing The selected client s information appears on the left side of the window Edit the data and save your changes by clicking on the v button 30 Deleting a Client To delete a client click the client s name in the names list on the right then click the X button Click Yes in the Delete This Client message That client s data and forms are permanently removed from the database The Clients Toolbar gt 2 palala When you position the mouse over a specific button on the toolbar the name of that button will appear in a screentip The buttons left to right are First Record Selects the client name at the top of the list E Prior Record Selects the next client above the selected client Next Record Selects the next client below the selected client EN Last Record Selects the client at the bottom of the client list Insert Record Creates a new client record ready for data entry Click the Post Edit button to finish and save the new client record Edit
50. chard Ave Alene North 22 N 4 4 a Duncans Florist Shop Flour Natural Foods change the spelling of a file title click the title name in the list and type your changes then click on a different title to save your changes The list will be instantly re alphabetized see the location of the file drag the horizontal scroll button at the bottom of the Title pane to the right You ll see the FILENAME column showing the path to each file 78 79 The Surveys Window Click the Surveys tab to open the Surveys window There are more than 200 Business Specific Survey Questionnaires in EZAgent Most Survey Questionnaires are 7 10 pages long and contain a checklist of items that will certainly help reduce your E amp O risk and possibly uncover underwriting credits Use the scroll bar on the right side of the list of survey titles to locate survey you want Double click on the survey title to display it in the window When you have the survey you want open click the print button to print it You can take the survey with you when you go to an insured site and enter information right on the pages You can edit surveys to better suit your agency Click in the survey text and edit it as you would in a word processor Use the scroll bar on the right of the open survey window to scroll though the entire survey The three buttons in the upper left corner are Print Survey Open Saved Survey which ope
51. ck Copy on the shortcut menu Then close the Certificate Holder Detail window add a new cert holder or edit a cert holder right click in the box where the copied text should go and click Paste on the shortcut menu oame Cert Holder Multiple Jobs Suppose you have a client perhaps a construction company who needs to issue several certificates for different jobs to the same cert holder But you can t enter cert holders with identical names and addresses in the same cert so what do you do Try this Add a new cert holder but enter a job number or description in the Address line in the Certificate Holder Detail window then enter the street address in the City St Zip line the City in the Phone line and so on moving each address entry down one line as shown below E Certificate Holder Detail Mame Big Bucks Bank Address BigNews Shopping Center Construction City St Zig 123 Bank Street Phone Anytown ST 30090 Dither 995 123 4567 Other This keeps the Name and Address field combination really the Cert1 and Cert2 fields from being duplicated and you can print all the certificates you need for the same cert holder s different jobs The resulting printed certificate entry looks like this DESCRIPTION OF OPERATIONS LOCATIONS VEHICLES Attach ACORD 101 Additional Remarks Schedule if mores Description of operations etc etc CERTIFICATE HOLDER CANC Big Bucks Bank SHC BigNews Shopping Center Construction THE
52. ck Start Programs EZAgent for Windows Keyfix 3 Allow keyfix to run until you see the message Rebuild Complete 91 Corrupt File Other than Index This error message occurs when there has been an illegal operation in EZAgent and is most often caused by workstation lockups and subsequent rebooting of the locked machines or the use of Ctrl Alt Delete to shut down the computer while EZAgent is open 1 Close EZAgent on a machines 2 Click Start Programs EZAgent for Windows Keyfix 3 Allow keyfix to run until you see the message Rebuild Complete If Keyfix doesn t solve the problem call EZAgent technical support Unrecognized Tag in Mail Merge This is an error message that is generated in the Letters window when performing a mail merge in which the fields specified to merge do not exist If these are fields were selected by using the SELECT MERGE FIELD buttons corruption has occurred in your LETTERS window Call EZAgent technical support Printer Doesn t Print from EZAgent This problem is most likely to occur when an agency is trying to print to a multifunction printer from EZAgent There are some multifunction printers EZAgent will not print to These include some Xerox WorkCenter XE series printers There is no fix for this The agency must print to a different printer Text Won t Fit into Lines on Forms This problem is usually caused by having Large fonts set on the particular computer that has the problem The A
53. d Tutorial If the EZAgent CD is in your drive the tutorial for the Web Page window plays if the CD is not in the drive a help file opens 40 Beneath the Web View toolbar is a standard browser Address bar with a Go button on the right end You can type any URL in the Address bar and click Go to open that web page and then use the Web View toolbar s Back and Forward buttons to move between all the pages you ve opened 41 The Claims Window Click the Claims tab to open the Claims window Use the Claims window to keep records of the selected client s claims Remember to select the client in the Clients window Ll Current User SUPER AGENCY SOFTWARE INC ese Cienan Policies Web View Acords Notes Notes f Personal f f Letters Documents Survey f Thief Calendar Setup Claims History Lite Forse 4nd 45042 f Add Hew Cheam Edt Claim Ct Delete go current Client 2 GUYS RAREER THIF Phone SCUSA T 2221 2010 1241 20 e Adda New Claim The current customer s name is shown at the bottom of the window Click the Add New Claim option then click Do It Detail _ Claim Open Claim Number Type of Loss Date of Logs mu Report D ate 3455 Policy Number Company FARMERS INSURANCE M Adjuster Name Mick Abruzzo Adjuster Phone 800 5
54. ders from Master List Generate Cert Holders List Mark Holders to Print Exit Menu wf In this dialog box click cert holder names with your mouse to mark them click the Add Marked Holders to Current Form option and then click Do It The marked cert holders will be added to the cert holder list for the open certificate Note If you delete cert holders from the Master List they ll be deleted from all certificates To delete a cert holder from just one certificate open that certificate and delete the cert holder using the Certificate Holders Menu 54 Deleting Certificate Holders Open the Cert Holders Menu Select the Delete Marked Holders option Select the names of the cert holder s you wish to delete You can mark multiple holders by holding the Ctrl key down as you click the names Click the Do It button EZAgent will ask if you really want to delete the certificate holder click Yes The cert holder is deleted from the open certificate A dE Printing Certificates for Selected Cert Holders You can print a certificate for a single cert holder or for multiple cert holders but don t try to send more than 10 at a time to your printer To print certificates for cert holders 1 In the open certificate click the Cert Holders Menu button In the Cert Holders Menu select the Mark Holders To Print option and then click the Do It button 2 The Mark Holders to Print dialog box appears shown below Click each
55. e then click Save As and give the letter file a new name To close the open letter Click File then click Close Merge Client Data Into a Letter EZAgent allows you to merge your agency and client information into more than 56 preinstalled letters or create your own letter in either EZAgent or a word processor and then merge your data into it 1 2 p To merge data into a pre built EZAgent letter start by opening that document The merge fields are already in place in these documents Select the client s you wish to merge into the letter by clicking the Select Clients To Mail Merge button In the list of clients that appears click to select the clients you want to include Select multiple clients by holding down the Ctrl key while clicking on the clients Click the OK button Multiple identical documents are created each filled with the merged client data Print the merged documents by clicking the Print button or click File then Print After you print the documents click File then click Close to close the merged document without saving it Note Do not save the letter after you merge client data into it Doing so will overwrite the original letter containing merge fields and you won t be able to use that letter as a merge able file again User AGENCY SOFTWARE INC File Edit Insert Format Clients Web View Policies Claims Acords Notes Personal Reports TFile Tickler S
56. e five buttons e he Load Image button loads files from your computer into the Images page e The Image Processing button activates your scanner e The Print Image button sends the selected file to the printer e The Delete Image button deletes the file from the client s Images page e he Email button is used for emailing any document LE Current User J SUPER AGENCY SOFTWARE INC i Clients Policie f Web View Claims Acords Notes A zl Email Customer A Date Added Title b 4 9 2010 2 59 5 Map of Hayden bmp Delete Want to open a non graphic file such as an attached letter and work on it Either double click the file title on the left or double click in the Image Preview pane on the right 77 To To This path is to an attached copy of a file the path goes to PICS folder in the EZAGENT folder Clients f Policies f Web View 4 12 2010 2 28 34 PM Ji Mar 4 3 2010 2 53 53 This path is to a linked original file the path goes to a folder named File Storage on the C drive Drag scroll button ta the right LE current User SUPER AGENCY SOFTWARE INC Claims Acords Notes f Personal f Reports f Letters Image Preview Double Click to Expand pr Mountain View Two ae ler Cyclery amp Fitness 41 Hospice of North Idaho Da E Tattoo Shop Holiday Inn Coeur km W Orchard Ave W Or
57. e specific forms 51 Acords Window 50 C Calendar Window 100 Certificate Holders 60 Add from Master List 63 Add 61 o 62 60 Delete 64 ID Upltcates coetu 61 63 60 Print certificates 65 Print list 66 Same holder multiple jobs 62 Certificates Print 65 Claims Window 48 Index 93 Clients Add a Client 34 Delete a Client 35 37 Edit Client Information 35 Filter client list 36 Restore client list after filter 36 Clients Toolbar 35 Clients Window 34 43 Customer Demographics 73 D Document Manager 84 Adding files 86 Desktop icon 88 Linking attaching 84 PaperPort ence 9 Using linked attached files 92 Drivers Database 69 E E mail doesn t work 71 E mail forms 70 Equipment Database 68 H Help el 32 Installation Dedicated server
58. e the clients and their forms into the other database follow these steps to use the Read Forms From Diskette option 1 2 3 4 5 Put the disk or CD into your disk drive Open EZAgent and click on the Acords tab In the Acord Form Options section click the Read Forms from Diskette option An Open Account dialog box displays the files you moved to the floppy disc In the Open Account dialog box click a client filename then click Open The client data and forms are imported and a message tells you ACORD forms successfully imported from diskette Repeat steps 3 through 4 for each client file on the CD or Flash Drive Note You don t need a CD or Flash Drive if you re moving files to a different database across a network When the Please insert a disk into drive message appears click the Cancel button then use the dialog box to navigate to a folder where you can save or open the files The Formview Window Formview Fla Ee Saas reza gt 4 Hae 7 gt ACOR CERTIFICATE OF LIABILITY INSURANCE 4 14 2010 THIS CERTIFICATE 15 ISSUED AS MATTER OF INFORMATION ONLY CONFERS HD RIGHTS UPON THE CERTIFICATE HOLDER THES CERTIFICATE DOES HOT ARFIRMATIVELY NEGATIVELY AMEND EXTEMD CR ALTER THE COWERAGE AFFORDED THE POLICIES FELON THS CERTIFICATE OF INSURABLE DOES HOT CONSTITUTE A CONTRACT BETHEEM THE ISSUING INSURERS AUTHORIZED REPRESENTATIVE 04 PRODUCER AMD THE CERTIFICATE HOLDER HPORTA
59. elivered 3 Click the Email Setup button the button with the gears 4 Inthe Email Setup dialog box shown below fill in your email address and the information you got from your ISP and click OK The Password box is for the password your ISP requires for sending outgoing mail Not all ISPs require outgoing mail passwords if yours does not require a password leave this box blank 5 Then click OK Email Setup a Email Address Default Fram Tconnie amp agencysoftware ci Connie 000 SMTP Server Khostnamecom 00 Fort 25 LI ser ame Musemame 00000000 Password 2 Outbound Server Requires a Password Automatically Copy ta Sender 3 Files Image Quality Quality smaler p 7 Higher y OF P m a a sa a Cancel 6 Enter the recipient address in the To box 7 Inthe large box enter any message text you want to send the recipient 60 8 Click the Send Email button To send e mail after you set it up Follow the steps above but skip steps 4 and 5 You only need to set up the first time you use it Note You can attach more files to your message by clicking the ellipsis button at the right end of the Attachments box and selecting the files you want to attach If EZAgent Email doesn t work for you You can save your forms as JPG or PDF files by clicking File Save As PDF or File Save As JPG and then attach the saved files
60. en and then edit or print letters you have already attached to this client click the Add View Attachments button Click the letter you want to open then click the Edit Selected Item option and click OK To delete the attached letter from the client click the Delete Link To Attachment option The document will no longer appear in the Attached Documents window but the document file will still be saved in the Docs folder in EZAgent To close the Attached Documents window without attaching opening or deleting any documents click the X button in the upper right corner of the window The EZAgent Document Manager With the Document Manager you can attach any kind of electronic document to any specific client in your AgencyPro database Do you have a letter a picture or a spreadsheet that you want to attach to a specific client so that you can quickly locate and open that particular file Now you can do exactly that with the new EZAgent Document Manager What the Document Manager Can Do for You The Document Manager is designed to attach or link specific files in your computer to specific clients in your EZAgent database You can attach all kinds of documents to specific clients any scanned image forms saved as PDF or JPG files text documents such as a Word file spreadsheets such as an Excel workbook and pictures of any kind When you select a specific client on the Clients tab all the attached or linked files for that client are listed o
61. ete a report either default or custom select the report name in the Reports window and click the Delete button the X button above the reports list Note Once you delete a report it s gone forever Agency Software technical support can replace default reports for you but this will also delete any custom reports you ve created So be very sure you want to delete a report permanently before you do it The Letters Window Click on the Letters tab to open the Letters window This window has all the features of most modern word processors Whats In the Letters Window There are more than 56 insurance specific letters included in EZAgent These letters are ready for merging with your client data You can also edit these letters to customize them and then save the built in letter with your customized changes or save the changed letter with a new file name so you don t lose the original built in letter To open built in letters that come with EZAgent or custom letters you have created and saved in EZAgent On the Letters window click File then click Open A window opens to the Docs folder in EZAgent Click the name of the letter you want to open then click the Open button 66 To create new custom letters Click File then click New Follow the procedures in the Creating Custom Mail Merge Letters section below To save changes to an open letter Click File then click Save To save a letter with a new file name as a new letter Click Fil
62. etter that s near the end of the alphabet and map the same drive letter at every workstation These procedures illustrate mapping the drive letter F and the rest of the installation procedures will use the F drive as the example If your mapped drive letter is different use your mapped drive letter instead Mapping a drive letter on Windows XP Vista and 7 1 First you need to know the full computer name of the server a Atthe server right click the My Computer icon and click Properties In Windows XP the Full Computer Name is found on the Computer Name tab In Windows 2000 the Full Computer Name is found on the Network Identification tab b Write it down spelling counts then click Cancel to close the System Properties dialog box At a workstation right click the My Computer icon and click Map Network Drive In the Map Network Drive dialog box click the arrow on the right side of the Drive box and select your chosen mapped drive letter 4 n the Folder box type the path to the shared drive or folder in this format servername C to map to the shared drive C on the server servername foldername to map to a shared folder on drive C on the server Be sure you use the correct server computer name which you found in step 1 and the correct shared drive or folder name Do NOT map a drive letter directly to the EZAGENT folder Instead create another folder such as Apps on the C drive install EZAgent into that folder
63. etup Arial 1110 mI mimm E el e egi i ai ad les vios wo Sy C EZAgent Docs Commercial Renewal Time rlf Select Clients View ene Attachments to Mail Merge for this Client f Fi pm f LastName 1 Cit ty en Zip These are merge fields D ear FirstNarne Insert Merge Field With your business insurance renewal coming up wanted to drop you a quick line The coverages that you purchased last year were adequate atthe time With another year gone by we need to review those coverages and make sure you are still properly insured Please give me a call at A amp gencyPhone and we ll take a couple minutes to be sure everything is in place and your premium is as low as possible Current Client Jake McCormack Phone 800 555 5555 Mar 19 2005 2 23 32 Creating Custom Merge Documents 1 Files compatible with this feature of EZAgent must be saved as rtf file types Files saved as doc files will not be recognized Files saved with table formatting in a word processing program will be altered when saved as rtf files 67 EZAgent allows you to merge your agency and client information into custom documents that you create 1 Click File then click New The window won t change but the program knows you have started to create a new file 2 Type your new letter document Wherever you want to enter merge data such as client name
64. fig Database Libraries Desktop ES Documen Music is Pictures L 8 a Computer EZAgent Keyfix Password amp L Local Disk G9 public i My Web 5 i Network Update Manager A 9 items State 2B Shared m T These shortcut icons will appear on your Programs menu Now click the EXIT line in the initial Installation window and remove the CD An EZAgent for Windows icon is created on the desktop EzAgent Far ANI g nis 18 NETWORK INSTALLATION Setting Up a Dedicated Server Windows XP Vista and Windows 7 for best results in Vista and Windows 7 turn User Account Control off at the workstations and server before installation On a dedicated server network no one ever sits or works at the server This is the preferred server setup for EZAgent The other server setup is the non dedicated server on a peer to peer network in which someone does sit and work at the server 1 Place the EZAgent for Windows CD in the CD ROM After a few seconds you will be presented with the Installation window with the option to install EZAgent for Windows Browse this CD or Exit EZAgent for Windows Browse this CD Exit 2 Click EZAgent for Windows 3 n the Welcome screen click Next 3 Welcome This program will install EZ amp gent for Windows on B Welcome to EZAgent for Windows Setup program your computer It is strongly recommended that you exit all Windows programs befo
65. gent no matter what tab window you have open you can always press F1 to get help on that subject The Help Files contain Hints amp Tips a comprehensive Index and Help files for all main topics although a few are limited in their scope Improved Help Files will be made available with most updates In the Help Files click on green underlined text to go straight to that main or sub topic List Boxes You ll find many list boxes with dropdown arrows that allow you to open a list and select an entry Scroll Bars HN Scroll Bars appear at the right side and bottom of lists Scrolling up down right or left will bring more entries into view Window Tabs Clients Policies web View Claims Acords Notes Personal Reports Letters Documents Surveys TFile Calendar Setup Click on a tab to open that window If you can t see all the tabs either make the EZAgent window wider or click the arrow buttons at the right end of the tabs to scroll and display the hidden tabs at each end 28 Toolbars Many windows and all ACORD forms have Toolbars for your convenience Learn what each button does and use them to save time aaddgdsaadgag casgaud Download From Web When you point your mouse at a specific button a screentip with the button s name appears this will help you figure out which button does what Sort By Heading In most tables and lists if you click on a column heading such as Num or Date
66. he forms for mass printing click Yes Move Forms to Diskette or CD If you want to move specific client data and forms to an EZAgent database on another computer perhaps a computer at home or a different standalone database in your office you can use the Move Forms To Diskette and Read Forms From Diskette options to do this The procedure is to move clients and their forms one client at a time onto a CD or Flash Drive then take the CD or Flash Drive to the other computer and move the clients and their forms into the other database one at a time To use the Move Forms To Diskette option 1 Puta blank CD or Flash Drive in the drive 46 o On the Clients window select a client whose data and forms you want to move Click the Acords tab In the Acord Form Options section click the Move Forms To Diskette option and click the Do It button A window listing the client s forms will appear Select each form you want to move by clicking the form name if you want to de select a form click that form name again When you ve selected all the forms you want to move click the OK button In the Save As dialog box click Save A file that contains the client s data and forms will be saved with the client s name Repeat steps 2 through 5 for each client whose forms you want to move If you are using a CD you will have to burn files to CD Read Forms from Diskette or CD After you take the disc to the other computer and are ready to mov
67. herever you see FX Mapping a Drive Letter in a Windows XP Non Dedicated Server First get the Full Computer Name of the server machine To find the Full Computer Name in Windows XP right click the My Computer icon in the server machine and click Properties In the System Properties dialog box click the Computer Name tab You want the Full Computer Name not the Computer Description without the period that follows it System Properties System Restore Automatic Updates Remote General Computer Name Hardware Advanced g Windows uses the following information to identify your computer Y on the network Computer description WXP For example Kitchen Computer or Mary s Computer Full computer name WAP Workgroup MAIN To use the Network Identification Wizard to join a Network ID domain and create a local user account click Network ID To rename this computer or join a domain click Change In Windows 2000 you ll find the Full Computer Name on the Network Identification tab in the System Properties dialog box Next go to the workstation where you want to map a network drive 1 Click with the right mouse button on the My Computer icon 2 Select Map Network Drive 23 3 Open the list in the Drive box and select the network drive letter you want to use for example F 4 n the Folder box type the path to the drive where you will install EZAgent e g if you are going to install the database to the C dr
68. imits saves you time Click on the E icon in the upper right hand corner of the Limits Screen Type in your desired default limits and then hit your space bar in the auto column to create your defaults LE Set Limit Defaults Coverage Default Lirnit Default Deductible BUSINESS AUTO Bodily Injury Liability Ea Acc 200 000 a BUSINESS AUTO Bodily Injury Liability Bl Ea Person 100 000 BUSINESS AUTO Collision 50 000 BUSINESS AUTO Collision Hired 50 000 BUSINESS AUTO Combined Single Limit 200 000 BUSINESS AUTO Comprehensive 1000 BUSINESS ALITO Comprehensive Hired 1000 M Done The Web View Window The Web View window is where EZAgent makes your work much easier The Web View window e Opens the web page of your current client s insurance company or you can select a different company e Logs you in automatically e Finds the client you have currently selected in your Clients window if they are already an insured with that company e Allows you to take a snapshot of any document and attach it to your client at the documents tab 38 mt Notes Person 7 Letters Documents TFlm Sena doogd3ggso 3 Mutual Funds State Farm Bank STATE FARM WILL ALWAYS BE THERE FOR YOU A Find Agents Find Agents Near You Login to Your Account Customer ID f Learning Center D News amp Info Compar
69. int it 4 fthere are several fields of data in the report you ll see a Report Status dialog box with the directive Enter the number of lines to break each record into Enter 2 or 3 in the spin box to break each record into multiple lines of readable text Note If you have many fields in each record and you break each record into a single line the text may be too small to read The Report Preview Window Toolbar In the Report Preview window toolbar across the top of the window you have various Zoom buttons to change your view of the report and buttons to move from page to page in a multi page report print the report and exit the report viewer window You can also save the current report as a ndr snapshot file in the EZAgent Themes folder and open other reports that you ve previously saved as ndr snapshot files in the EZAgent Themes folder Create a Custom Report You can create your own custom reports to show whatever specific data you choose 64 To create a custom report Select the Custom Report report name at the top of the reports list and click Do It In the Query Wizard window that opens you ll build your custom report 1 2 The next steps will guide you through creating a custom report that s a list of client names and phone numbers for clients in your zip code area In the Get Records From My box at the top of the window select Client Next you ll enter the criteria that determine which clients will be
70. is when it s time to renew a client s form for the new year You can duplicate that client s expiring form and only edit any data that needs changing for the new year Note When you duplicate an existing form year after year you run the risk of using outdated non current forms A better approach is to add a new form of the type you are renewing and then use the Prefill Form From Another button at the top of the new form to fill the new current form with the data in the old expiring form Mark Forms for Mass Print You can send several forms from several different clients to the printer all at once with the Mark Forms For Mass Print option 1 Choose a client then click the Acords tab and click the Mark Forms For Mass Print option Click the Do It button click to mark the forms you want to print and click OK 2 Then choose another client click the Acords tab click the Mark Forms For Mass Print option click the Do It button click to mark the forms you want to print and click OK 3 When you ve selected all the clients forms you want to mass print you re ready to use the Print Mass Marked Forms option Print Mass Marked Forms 1 Select any client and click the Acords tab Click the Print Mass Marked Forms option and click Do It 2 APrint Preview of all the marked forms opens Click the Print button in the toolbar and send the forms to your printer 3 After the forms are sent to the printer you ll be asked if you want to unmark t
71. ive on the computer named Frontdesk you would enter frontdesk C Note If you are going to install in a shared folder e g a folder named Apps instead of the C drive you would type Mrontdesk apps in the Folder box 5 Click Finish A window to the new mapped drive opens and it reads F in the window s title bar Close the window You are ready to install the EZAgent software to the F drive that you just mapped 24 Program Installation at the Non Dedicated Server Follow the instructions for installing to a dedicated server above In the Choose Destination Location screen step 4 make sure that the Destination Folder is pointing to the mapped network drive e g if F is the mapped network drive the destination folder should be F EZAgent When the installation is complete remove the CD and then follow the next section s procedures to set up EZAgent at all workstations Setting Up the Workstations for either a Dedicated Server or Peer to Peer Network Mapping the Drive on Workstations Mapping a drive means you create a new drive icon in the workstation that connects to the shared drive or folder on the server For example a mapped drive letter might be Q or F or Z You cannot use the letter C which is usually the local hard drive in the workstation or any other letter already assigned to the CD ROM or Floppy Disk or a second hard drive in any workstation TIP For simplicity and convenience choose a mapped drive l
72. l tech person If you feel the problem is related to EZAgent for Windows or other Agency Software programs call 800 342 7327 or email support agencysoftware com We respond as quickly as possible considering the current call load usually within the same day often within the same hour If you are hiring outside tech support please make an appointment in advance with one of our tech team to minimize your costs for outside support 13 This page is intentionally left blank 14 SECTION I INSTALLATION PROCEDURES EZAgent for Windows comes only on CD ROM A qualified tech person should do the installation following the directions below with attention given to the current operating system There are several possible installation procedures depending on whether or not you have a network and if so what type of network Scan the sections below and pick the one that suits your current network type STANDALONE no network involved Windows XP Vista and Windows 7 for best results in Vista and Windows 7 turn User Account Control off at the workstations and server before installation 1 Place the EZAgent for Windows CD in the CD ROM After a few seconds you will be presented with the Installation window with the option to install EZAgent for Windows Browse this CD or Exit EZAgent for Windows x CAgent Tor Windows Browse this CD Exit 2 Click EZAgent for Windows 3 Inthe Welcome screen click Next J3 Welcome Welcome to E
73. lation Self DOB 10 8 1954 81 Birthday 1010 8 SSN Drivers License Status m Smoker Current Client 2 GUYS BARBER SHOP Phone 5091687 2223 Apr15 2010 2 26 40 PM Note You can prefill Acord vehicle forms such as ID cards with the vehicle information already entered in the EZAgent Vehicle Database The Customer Demographics entries on the right apply to the client not to the specific family members When you first install EZAgent you won t see any field headings in the Customer Demographics list You create headings for the demographics categories up to 10 in the Setup window Once you ve created the demographics categories the headings will appear on this window and can be used for reporting and marketing The toolbar at the bottom of the window is for adding editing and deleting records in the Family Members list The buttons have the same functions as similar buttons in other windows in EZAgent 63 The Reports Window Click the Reports tab to open the Reports window shown below In the Reports window you ll find all the built in reports that come with EZAgent These reports are ready to be used They can be edited which requires some understanding of SQL language and you can also create your own custom reports which does not require any SQL knowledge A very useful new report in the list is the Cross Marketing report which all
74. le information by client and allows entered information to be pre filled on ACORD forms such as ID cards Vehicle Schedules and other auto applications If the Vehicle Menu button the red car button is fully colored not grayed out it means the open form has access to the vehicle database Enter Vehicles in the Vehicle Database To open the vehicle database click on the Vehicle Menu button the red car button The Vehicle Database dialog box opens Vehicle Database Lo Vehicles for This Client Hold Ctrl key Down to Select Multiple Mark Unmark All RNC RINT CN RN Date Added 4 14 2010 57 4714 2010 3 84 Mercury z ountaineer 792654871 4 14 2010 ptions Show Deleted Add New Vehicle Edit Selected Vehicle Delete Selected Vehicle Prefil Form with Marked Vehicles Prepare Vehicle Report X Cancel To add a vehicle click the Add New Vehicle option and then click the Do It button The Vehicle Detail dialog box appears 56 Bid Vehicle Detail EZ Model Body Type Number Vehicle Type PRP Spec Comm Garaging Address County State Ter GYW Class _ Garaging City Ip Drive ta ark School LInder 15 Miles Factor Seat Capacity Radius FarthestTem 15 Miles or More None Use Pleasure C Farm Commercial Retail Service C Coverages Liability Fault
75. n the Images page What s the Difference Between Linking and Attaching Attaching creates a separate copy of the file for the database Any changes you make to the attached copy in the database are made only in the attached copy they don t change the original file Linking creates a link to the original file If you open a linked file and make changes your changes appear in the original file Whether the file is linked or attached if it s a graphics file specifically a BMP or JPG file you can see the file image in the Image Preview pane on the right side of the Images window 70 E Current User SUPER AGENCY SOFTWARE INC Clients Y Policies f Web View Claims Acords Notes Personal f Reports Documents Surveys TFile f Calendar f Setup Ba W Orchard Ave 2 2 5 Q2 m N m amp a gt eo Current Client 2 GUYS BARBER SHOP Phone 5091687 2223 12 2010 2 29 11 PM The files are easy to open You can either double click the name of the file in the Title pane on the left side of the window or double click the image in the Image Preview pane on the right side of the window Double clicking in either pane opens the file in its native program What s a Native Program and Can Change It A file s native program is the program in which the file normally opens in your computer For example
76. ndows Press the Next button to begin the installation or the Back button to reenter the installation information 8 Connected to Agency Software Enter the 10 digit Telephone Number with no Punctuation of the Agency that is Licensed to Use EasyApps example 2087627188 Check Here to Manually Enter Agency Information x Cancel 9 EZAgent checks the number with the registered numbers in the Agency Software server and your agency information appears f you do not see the Connect to Agency Software menu your firewall is blocking it Please turn off your firewall and try the installation again 16 E Agency Setup Agency AGENCY SOFTWARE INE Address 215 West Commerce Drive City State Zip Hayden 83835 Phone Fas 208 762 1255 208 762 1265 Email amp ddress Optional staffi amp iagencysoftware cam License Humber California Only X Cancel 10 Review your agency information If it s incorrect call Agency Software at 800 342 7327 to change it 11 The installation begins This may take several minutes and may go faster if you temporarily disable your antivirus autoprotect 12 When the installation is complete a window of shortcut icons for EZAgent opens This window can be closed at any time 17 Organize Include in library Share with Burn New folder Favorites EE Desktop Jj Downloac pe se B a a e Agency Setup Backup BDE Con
77. nis 38 Reports 75 SOLID acu ied 103 SUTV OVS Guias qe 96 esu 97 Web 45 Workstations Installing program 30 Mapping a drive 28 28
78. ns surveys you ve saved under a new name and Save As New Survey which saves a survey under a new name LE Current User SUPER AGENCY SOFTWARE INC Clients Policies web View Claims Acords Notes Personal Reports Letters Documents d Surveys Calendar Setup eod Survey Questionnaires BREWERY SURVEY 2 m DATE SIC CODE 2082 INSURED NAME ADDRESS CONTACT TITLE PHONE PLCY X DTE AUTO X DTE WC X DTE AGENCY PRODUCER SUPPLEMENTAL QUESTIONNAIRES WHICH MAY BE REQUIRED SURVEY TYPE BICYCLE MANUFACTURING 3751 BICYCLE SHOP 5341 7633 BOOK STORE 5342 5332 5132 BOTTLED WATER COMPANY 2086 5499 BOWLING CENTER 7333 J BREWERY Current Client 2 GUYS BARBER SHOP Phone 5091687 2223 Avr 09 2010 10 13 32 am The TFile Window Click on the TFile tab to open the TFile window The TFile window maintains a permanent chronological history of everything that is done in the EZAgent database There are three buttons at the upper left corner of the transactions list Manually Add New TFile Item Print History File and Find a Word or Phrase in History The middle of the window lists all EZAgent transactions depending upon the display choices selected at the bottom of the window 80 Li Current Ucer SUPER AGENCY SOFTWARE IMC Clams Acade Motes Moles Peroonal Regents Lebe Doc
79. nu shown above select the Add New Holder option and click the Do It button 3 The Certificate Holder Detail dialog box shown below appears Type the certificate holder s name and address information in the dialog box Note You cannot have two cert holders in the same certificate with identical names and addresses If you need to issue multiple certificates to the same cert holder for different jobs see the sidebar Same Cert Holder Multiple Jobs below to learn how 4 Enterthe Description of Operations information in the Override Description of Operations box and click the Done button The cert holder name address and operations information will not appear on the form on screen but it will be printed when that certificate holder is marked for printing o When you click Done a new certificate holder is added to the certificate Note There cannot be any blank certificate holders in the Cert Holders Menu list If you see a blank certificate holder name at the top of the list you ll get a Key Violation error the next time you try to add a new cert holder You MUST delete the blank cert holder click in the blank cert holder name then click the Delete Marked Holders option and click Do It 52 Note If you need to enter a nearly identical name and address block or Description of Operations for a different cert holder you don t need to retype it Instead select the text you need to duplicate then right click the selected text and cli
80. ny list box Your user name is displayed in the Login As box The Client Lookup box displays the selected client s first policy number or the client name if they have no policies in EZAgent yet 3 If your EZAgent Employee form has the appropriate name and password entered in the User Password Setup D in the Employee section on the Setup tab the Web View window automatically logs you in at the company site See Employee Information Database for detailed instructions If your EZAgent Employee form does not have a Screen Name and Screen Password entered or does not have the appropriate Screen Name and Screen Password for the web site you opened you can enter your login name and password yourself and log in to the company web page 4 The selected client is automatically looked up in the company web page using the policy number in the EZAgent Policies window 39 The Web View Toolbar aaodggaegaaso When you position the mouse over a specific button on the toolbar the name of that button appears in a screentip The buttons left to right are ge a 8 a a B 0 Favorites Opens the Favorites folder E mail Opens an EZAgent e mail message addressed to the current client that uses your e mail program to send 4 Calendar Opens Outlook Print Opens the Print dialog box so you can print the I J page to the printer you choose Close Current Window t Attach Screen Shot to Document s Tab Help an
81. ompany Scroll to the company and click the X Delete Company button 8 company Information e I II Name FARMERS INSURANCE GROUP NAIC Code Home https eagent farmersinsurance com Contact Address Address2 City State Zip Phone 1 Lines Written Phone 2 Personal Lines Far v Commercial Lines Agency Commision EN W Lite amp Health Agency Code DOT Code Billing Method 0 Cancel Employees Information Database On the Setup tab click the Employees button to open the Employees form The toolbar at the top is like the rest of the toolbars in EZAgent with the buttons you can Add Edit and Delete users and employees in EZAgent Each employee s User Name and Password will be their login to open the EZAgent program the password is optional The Screen Name and Screen Password boxes at the bottom of the form are that user s login name and password for all company websites in the Web View window if they use the same login name and password at all websites If not leave them black and see User Password Setup on next page For example when you click the Web View window in EZAgent the Web View window automatically opens the first company web site you have entered in the 87 Companies form with a URL in the Home Page box and the user is automatically logged in
82. on Date Number State 7 4 ACCOUNTS RECAVAL PAPERS ACORD GENERIC ID 1 83 1 83 50 ACORD GENERIC ID 2 35 wM 1 LIP 2 95 Sow ACORD GENERIC ID 2795 WM 4 UP 2 95 ACORD GENERIC PERSONL AUTO APP 2 35 80 ADDITIONAL INTEREST 2003 04 45 AGENT BROKER RECORD OF CHANGE 1 98 36 0 Filter to Country Wide Al ACORD s State Specific Use the options below the list to filter from all ACORD forms to a more manageable list e The Country Wide option filters the list to display all the forms that are NOT state specific The State Specific option filters the list to show just the forms that are specific to a particular state after you select the State Specific option select the state you want in the list box that appears to the right The All Acords option removes the filters and displays the entire list of ACORD forms After selecting a form you ll be asked which policy you would like to prefill from The Coverages sections of the policy as well as some other policy information may be prefilled in the form depending on what type of form you have selected In addition selecting a policy from this window will allow you to keep all of the ACORD forms for one policy separate from similar ACORD forms for different policies After you open a form refer to the sections The Formview Window and The Formview Toolbar below for more information Edit Clients Form
83. or Linked Files in EZAgent Now that you ve got files in the Images window in EZAgent here are some things you can do with them Want to take a quick look at a form you ve saved in the client s Images window while you re talking to your client Select the client name click the Images window select the file title in the left pane and open it Whether a file is linked or attached you can open it by Double clicking the file title in the Title pane on the left side of the Images page 76 e Clicking the title to select it then double clicking in the Image Preview pane on the right side of the Images page Note Only BMP and JPG images can be viewed in the Image Preview pane other graphics files such as PDF Email and TIF files cannot be viewed in the Image Preview pane but can be opened in their native programs by double clicking in the Image Preview pane Also graphic images will be stretched to fit in the Image Preview window If the picture has unusual proportions it will be stretched out of shape in the Image Preview pane If the picture in the Image Preview is too big to see all at once use the scroll bars to scroll to hidden parts of the picture and or use the Zoom buttons below the image pane to magnify or reduce the image view If your file opens in the wrong program or tries to open in a program you don t have follow the steps on page 87 to change the file association Above the list of titles in the Images page there ar
84. ow connected to the internet T nthe Start Installation screen click Next You are now ready to install EZAgent for Windows Press the Next button to begin the installation or the Back button to reenter the installation information 8 Connected to Agency Software Enter the 10 digit Telephone Number with no Punctuation of the Agency that is Licensed to Use EasyApps example 2087627188 Check Here to Manually Enter Agency Information x Cancel 9 EZAgent checks the number with the registered numbers in the Agency Software server and your agency information appears f you do not see the Connect to Agency Software menu your firewall is blocking it Please turn offyour firewall and try the installation again 20 E Agency Setup Agency Mame BGENCY SOFTWARE INC Address 21 5 Wrest Commerce Drive City State Zip Hayden 83835 Phone 208 7 52 1255 208 762 1 265 Email amp ddress LI ptional statf agencysoftware com License Number California Only 10 Review your agency information If it s incorrect call Agency Software at 800 342 7327 to change it 11 The installation begins This may take several minutes and may go faster if you temporarily disable your antivirus autoprotect Organize Include in library v X Favorites WE Desktop Downloac ER E Recent z BDE Config Database Libraries Desktop 3 Documen
85. ows you to look up customers with a specific company who have one type of policy but not another for example a Homeowner s policy but not an Auto policy LE Current User SUPER AGENCY SOFTWARE INC Clients f Policies f Web View Claims Acords Notes 014 Notes f Personal f Reports Jf Letters f Documents Surveys TFile f Calendar f Setup EZAgent Reports Account Current by Company Accounting Earned Premium Report Management Customer By Expiration Date lt O u 2 o Management Customer By Type Management Customer by Effective Date Management Customer by Name Management Customer by Rep Management Mailing Labels Management Open Binder Report Management Policy by Company Management Policy by Type Management Tickler Report gt Do It Current Client 2 GUYS BARBER SHOP Phone 5091687 2223 Apr15 2010 10 36 19 am Open a Built in Report 1 Click the report name then click the Do It button You can also double click the report name to open it 2 If the report requires further input from you selection criteria such as a date or date range or a Rep name a box will open where you can select or enter the requested information If a data entry box opens you must make selections in all the fields before the report will open Then click OK 3 The Report Setup box opens next with the Preview option selected Click OK to open a preview of the report before you pr
86. pears with the date one year from the effective date selected Click OK to accept that date or select a different date and then click OK Company Choose your entry from the list The button to the right of the dropdown box opens the Company Database for entering or editing the companies in this list but only if you have Supervisory access in the EZAgent database Company Status Choose your entry from the list Broker MGA Name Choose your entry from the list if business is placed through a Broker or MGA This will not override the Company on Acord forms To add Broker MGA click on the magnifying glass to the right of the Company line After adding the Broker MGA in Company detail check the box for Broker or MGA Policy Status Choose your entry from the list Billing Method The entry defaults from the Company Setup database but you can change it by selecting a different entry in the list Premium Amount Type the Premium amount Field by Field What you should do on the right side of the Policy Detail window Agency 96 of Premium Pre defined in Company Setup but can be changed if needed 15 Rep Name Choose your entry from the list The list comes from the Employees database in the Setup tab and can only be changed there 1 Rep of House Pre defined in Employee Setup but can be changed if needed 2 Rep Name Choose your entry from the list The list comes from the Employees database in the Setup tab and can only be changed there 2
87. ping the Drive on Workstations 25 Installing the Program at Workstations 26 SECTION HINTS amp TIPS 27 SECTION III EZAgent For Windows Features 30 The Clients Window 30 Adding a Client 30 Editing Client Information 30 Deleting a Client 3l The Clients Toolbar 31 Using Outlook with EZAgent 33 The Policies Window 33 Policy Options 34 Display Options 34 For Options Additional Details for Using the Policies Window Add A New Policy The Web View Window How to Use the Web View Window The Web View Toolbar The Claims Window The Acords Window ACORD Options The Formview Window The Formview Toolbar The ACORD Formview Dropdown Menus Entering Client Information in ACORD Forms Certificate Holders Certificate Holders Menu Vehicle Database Equipment Database Add Equipment to the Equipment Database Drivers Database Add Drivers to the Drivers Database E mailing Forms The Notes Window The Personal Window The Reports Window Open a Built in Report Create a Custom Report Create Mailing Labels Edit a Report Permanently Delete a Report The Letters Window What s In the Letters Window Merge Client Data Into a Letter Creating Custom Merge Documents Attaching Letters to Clients The EZAgent Document Manager Adding Files with the Document Manager Adding Files from the Images Window Adding Files with the Desktop Document Manager Icon 34 35 38 39 40 42 44 44 47 48 48 51 51 92 56 58 58 58
88. re running this Setup Program Click Cancel to quit Setup and close any programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law 4 Inthe Choose Destination Location screen make sure that the Destination Folder is pointing to the shared network drive e g if F is the shared network drive the destination folder should be F EZAgent 19 43 Choose Destination Location Setup will install EZ amp gent for Windows in the following folder To install into a different folder click Browse and select another folder You can choose not to install EZAgent for Windows by clicking Cancel to exit Setup Destination Folder F EZ4gent Browse Cancel 5 Ifthe destination folder is not pointing to the network drive click the Browse button In the top box on the next screen type in the correct path as shown in the previous paragraph don t try to browse for it Then click OK to return to the Choose Destination Location screen you may be warned that the directory already exists if the EZAgent folder exists on that network drive click Yes to install to that folder anyway and then click Next 6 Make sure you are n
89. responsibility to replace the disk s or refund the purchase price Any replacement disk s will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer IN NO EVENT WILL AGENCY SOFTWARE INC BE LIABLE FOR ANY DAMAGES INCLUDING LOST PROFITS LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM THE USE OR INABILITY TO USE THE PROGRAM EVEN IF AGENCY SOFTWARE INC HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR FOR ANY CLAIM BY ANY OTHER PARTY CREDITS AND COPYRIGHT EZAgent for Windows Program written by K Mitchell MclInelly User s Manual amp Windows Help Files written by Esther Mann and Julia Kelly All Rights Reserved Copyright 2005 201 1 AGENCY SOFTWARE INC 215 W Commerce Dr Hayden Idaho 83835 Sales amp Technical Support 800 342 7327 EZAgent Table of Contents LICENSE AND SALES AGREEMENT 3 GRANT OF LICENSE 3 CREDITS AND COPYRIGHT 5 History of Agency Software Inc 9 What is EZAgent I0 TECHNICAL INFORMATION SYSTEM REQUIREMENTS 11 Server 11 Workstation 11 Standalone 12 SECTION I INSTALLATION PROCEDURES I5 STANDALONE no network involved 15 NETWORK INSTALLATION 19 Setting Up a Dedicated Server 19 Setting Up a Non Dedicated Server 23 Mapping a Drive Letter in a Windows XP Non Dedicated Server23 Program Installation at the Non Dedicated Server 25 Setting Up the Workstations for either a Dedicated Server or Peer to Peer Network 25 Map
90. riginal program or any copy USE RESTRICTIONS As the Licensee you may physically transfer the program from one computer to another provided that the program is used only by up to FIVE LICENSED USERS A licensed user is defined as a single person to whom the software is licensed This means that you may use the software on any computers associated with the single licensed user including office home notebook and network computers Branch offices satellite offices or multiple businesses sharing the same location are not covered under this agreement Additional licenses for more than five people may be purchased at an additional fee TRANSFER RESTRICTIONS The program is licensed only to you and may not be transferred to anyone without the prior written consent of Agency Software Inc Any authorized transferee of the program shall be bound by the terms and conditions of this agreement In no event may you transfer assign rent lease sell or otherwise dispose of the program on either a temporary or permanent basis Agency Software Inc s entire liability and your exclusive remedy as to the disk s shall be at Agency Software Inc s option either a return of the purchase price or b replacement of the disk s that do not meet the above stated limited warranty and which is returned to Agency Software Inc with a copy of the receipt If a failure of the disk had resulted from accident abuse or misapplication Agency Software Inc shall have no
91. rs window open or create a letter and merge the data into it using the procedures in the previous sections 3 Click File then click Save As to save the merged letter as a new file with all the merged data in it In the Save As dialog box give the file a new name It s saved in the Docs folder in EZAgent 4 Click the View Add Attachments For This Client button it looks like a paper clip The Attached Documents window appears E attached Documents Description Filename Welcome letter to Jake McCorma C SEZ amp gentsDocssvwvELCOUM 1 RTF Option e Attach Copy of Item to Client Edit Selected Item Delete Link to Attachment 5 To attach the current letter to this client select the Attach Copy Of Item To Client option and click the OK button 6 Awindow opens asking you to enter a description for this document the description appears in the Description column in the Attached Documents window In the box type a description that identifies the document and click OK Bllattached Documents e e Date Description Filename description Enter a Description for this Document and Click OK mgto O Edit Selected Item Delete Link to Attachment wok The date description and filename for this document will appear in the Attached Documents window after you click OK and then click the Add View Attachments For This Client button again 69 To op
92. rty Damage Cancel There five fields in the Limits window Class This specifies which class of coverage you are going to use It also specifies the types of forms into which the information can prefill To select a coverage class click in the Class box then click on the down arrow that appears in the box and then select the appropriate type You will have to select a class for each line item entered Coverage The choices that appear in this dropdown list are filtered depending on what Class you have selected in the Class field To select a coverage type click in the Coverage box then click on the down arrow that appears in the box and then select the appropriate type Limit Enter the amount of the limits for the selected coverage Deductible You can enter a deductible amount or you can leave this field blank When you re done entering coverages click OK to save your entries This record will be added to the current client policy Notes The horizontal box below the Policies list allows you to enter any additional notes about the selected policy You can enter notes directly in that box or you can click the button at the right end of the box to open a much larger box for entering as many notes of any length as you need When you click the Notes button again to close the large Notes box the small Notes box displays only the first line of Notes 37 Setting Default Limits Setting up agency wide default l
93. s up at Certain Time Status Open Closed Appointment Specific Start Time End Time Attached to SAMPLE v Task Due Time Only Client 1 SAMFLE CLIENT Select All Set pee 7 Yes Mo For Rep s CHR Alarm Popup Time 4 79 2010 at 10 00 00 AM Hold Ctrl Down for Multiple With Description Meeting with Carla regarding Policy Renewal Notes Cancel Alarm Only Appointment Tasks What s the Diff Alarms are something that happen just once in a finite moment of time Setting an alarm will cause an alarm to pop up on your screen as a reminder An appointment is a specific block of time with a starting and ending point By setting Setting Pop Up Alarm to Yes you will receive a pop up reminder at the beginning of the appointment A task is something that has to get done but not by a specific time Tasks are shown in the lower right hand corner of the screen Tasks turn red in color if their due date is passed Note that you can set an event for multiple people by holding the Ctrl button down while selecting multiple reps from the list The list is populated by entering Employees under the Setup tab When a tickler alarm goes off You can snooze the tickler to go off again later by clicking the Snooze button and setting a new time Or you can close the tickler permanently by clicking the Cancel button Tickler Alarm Your Tickler Alarm Has Been Activated Da
94. st Report For Jake McCormack Year Make Model VIN 1999 Mercury Mountaineer d2jdfS2kjhw 9k 2003 Chewolet Silverado Iwaef78I409dk 57 Equipment Database The Equipment Database stores equipment information and allows entered information to be pre filled on ACORD forms If the Equipment Menu button gears button is fully colored not grayed out it means the open form has access to the equipment database cour FLOATER SECTION File Edit View Tools Options Adjust Help Add Equipment to the Equipment Database Click the Add New Equipment option and the following screen appears Equipment Detail A 5 ID Serial Number New Used Capacity Date Purchased Manufacturer Model ear Other Amt of Ina ww Done X Cancel Click Done when finished From the equipment menu you can Add Edit Delete Prefill forms and print an Equipment Report Drivers Database The Drivers Database stores driver information by client and allows entered information to be pre filled on ACORD forms such as Business Auto Section and other driver applications If the Drivers Database button the steering wheel button is fully colored not grayed out it means the open form has access to the drivers database 55 COMM AUTO DRIVER SCHED File Edit View Tools Options Adjust Help amp jejee jesse sees gms Add Drivers to the Drivers Database Click the Add New Driver option and the following
95. te 4 13 2010 Time 8 00 00 CONNIE Llient Hame 24 KARATE MAILS Office Ph Home Ph 208 667 1234 Description Meeting with Carla regarding Policy Renewal Motes Snooze Go to Clients to Calendar 84 Edit a tickler To edit a tickler either double click that tickler in the list or click the tickler in the list to select it click the Edit Tickler option below the list and click Do It Make your edits and then click OK Delete a tickler To delete a tickler click the tickler in the list to select it then click the Delete Tickler option and click Do It When queried if you re sure click Yes Change Calendar View You can change your view from Daily to Weekly or Monthly by selecting the appropriate view from the dropdown on the top of the screen Once you ve selected your preferred view you can print your calendar using the print Calendar button 85 The Setup Window Click the Setup tab to open the Setup window In the Setup window you can e Check your agency information the producer information that appears on your ACORD forms if you need to change it call Agency Software at 800 342 7327 e Setup your Companies Information database e Setup your Employees Information database e Change the users who can login to EZAgent e Change the number of days between automatic data backups e Change the skin the appearance of EZAgent LE Current User SUPER AGENCY SOFTWARE INC
96. ted form image up or down on the page Printed Data Only Up Down moves the data you entered up or down in the printed form Faxed Image Left Right moves the faxed form image to the left or right on the page Whole Printed Image Size prints the entire form larger or smaller to better fit the page Help EasvApps Help 4 ORD Form Help About Easy Apps EasyApps Help provides general help for creating forms ACORD Form Help provides systematic instructions for filling out specific forms Not all forms have a help file About EasyApps displays the software version number and the Agency Software Inc address and telephone information Entering Client Information in ACORD Forms Data entry in an ACORD form is much like data entry in the Clients window You can move from field to field using your arrow keys tab key or mouse and edit data using the Insert Backspace and Delete keys You can use your mouse to move the scroll bar at the right to move up and down the form The first thing you will notice when you open an ACORD form is that some of your work has already been done for you Fields for your agency name and address have been filled in with the data you entered during installation and the client name and address information has been filled in with the information from the Clients window Certificate Holders The ACORD certificate forms allow you to have multiple certificate holders for a single client so you can send a single certific
97. teps to create your electronic signature PreFill Producer Info automatically pre fills your current agency information onto the form This is handy if you have changed your agency information and are opening old forms that have your old info on them PreFill Insured Info automatically pre fills the insured s current information if you re opening an old form and their information has changed Cert Holder Menu opens the certificate holder options dialog see the Certificate Holder section below Vehicle Menu opens that client s vehicle list see the Vehicle Database section below Options Ses Adjust Help Change Field Colors Change Edit Box Color Change Action Field Colors Change All Field Fonts Change Field Colors changes the color of all data entry fields Change Edit Box Color changes the color of the active field the field in which you re typing Change Action Field Colors changes the color of action fields When you right click in an action field something pertinent to that field happens such as an appropriate dialog box opening up Change All Field Fonts allows you to change the font of the data you type on the form The changed font only lasts until you close the form 50 Adjust All Left Right Upi Down Printed Data Only Up Down Background Font Size Faxed Image Left Right Whole Printed Image Size All Left Right moves the printed form image to the left or right on the page All Up Down moves the prin
98. ts have been populating their companies databases with their own client information Now it s time to get that information back Keep your client information in your own database as well as in the company database and pull existing client information from the company database into your own EZAgent database EZAgent also makes it easy to transfer all of your customer information from Outlook into the Clients window in EZAgent all you do is drag the customer name from the Outlook window and drop it onto the EZAgent icon on your desktop EZAgent lets you create and track your clients policies claims personal data family names birthdays and such and any notes you wish to permanently record about client interactions In EZAgent you can create current reports of data such as Commission by Rep and Customer by Expiration Date your own custom reports for any specific data you want and mailing labels for any or all of the clients in your EZAgent database You can also write letters to specific clients or create form letters for several clients and attach those letters to specific clients so you can find them easily in the future There are many pre built marketing letters that you can either use as is or edit and they are ready to merge with client data such as names addresses and personal and policy information EZAgent also has a Tickler system for reminders and an automatic transactional file that records every transaction anyone makes in
99. ude technical inaccuracies or typographical errors Changes are periodically made to the information herein These changes may be incorporated in new additions of the manual EZAGENT FOR WINDOWS Is a registered trademark of Agency software Inc ACORD is a registered trademark of ACORD Corp Windows is a registered trademark of Microsoft Corp WELCOME History of Agency Software Inc Agency Software Inc ASI established in 1988 has been the forerunner of property amp casualty insurance software since its inception date Founded by James M Carpenter and current President and CEO Mitch Mclnelly ASI has an existing insurance user group that exceeds 18 000 agents With 70 000 insurance agents in the United States ASI is proud to claim an installation base rate of nearly 26 of all agencies and over 30 of all automated PC based agencies in the U S A ASI has helped these agencies users actuate their PC s for the purpose of increasing overall penetration of personal and commercial lines markets ASI has proven to be an invaluable asset to their agency users through the creation and support of an impressive library of insurance software products These products include such industry standards as PAR5 PAR3 EasyApps EasyApps Professional EZAgent Agency Pro and AgencyPro SQL Edition What is EZAgent EZAgent is a central data store for all your client information with direct access to insurance company web sites For years agen
100. ument Manager Icon on your desktop during the install If you need to put the icon on after the install open the network drive where EZAgent is installed open the EZAgent folder and right click on DocMgr and choose send to desktop After you install the Document Manager you ll find a new icon on your desktop You can attach or link a file to a client by dragging the file s icon onto the Document Manager icon Note You cannot run the Document Manager by double clicking the icon you can only drag and drop file icons onto it 73 Meters ee 1 You can drag the 5 icon from the desktop or from a folder window When you drop the dragged icon the Document Importer window opens Note If you want to use the Document Manager icon to attach or link an e mail message you must first drag and drop the e mail message from your e mail program onto the desktop first then drag and drop the e mail icon from the desktop onto the Document Manager icon You cannot drag the email directly from the email program to the document manager amp Apro Document Importer L NAME PE 2 GUYS BARBER SHOP Advertising Television Select Client to Attach Document to and Click Do It x Cancel 2 In this window navigate to the client to whom you want to attach the file All the techniques you can use for finding the right client in EZAgent s Clients window will work here too for example type the first few letters of the client
101. uments Surveys Camda Transactional Filing 1 Time User Hame 1S 1 AM Added Cier 2 GUYS DARRERA SHOP 2GUNS DARBEA SHOP TESTIDA Added CERT OF INS 2005 0 265 DARRER SHOP TOS Ede CERT OF LIAE INS 20371 URS z Us BARGER SHU F ASANG TI THTELAM Sukkel LL FLIDSTER OEN z GUNS SHELF TASS 112034 HM Added EQUIP SECTION 000002 2 GUTS B amp REFR SHOP TAME 11 2 11 Added Mote for Policy 4 Fonti bind U z ams SHOP 1257 24 PM Edited CERT OF LIAE INS 000003 2 GUYS DAABER SHOP LOI IAP Edited CERT OF LIAE IHS 2009 0090 DOOUCES 2GUYTS BARBER SH F Wa TILAP Fue ACCOUNTS RAWAL RAPE RS 2 SHUF TAS 11 2 Edited CEAT OF LAR INS 2008 06 2 GUTS B amp REFR SHOP 4 s fe Cimer Cierta Cink O A Transactions sument Client 2 GUYS BARBER SHOP Phone SOG WAST 2223 Apr 15 Sel 7 38 am The TFile Window Buttons left to right e Manually Add New TFile Item Opens the Add TFile Item window in which you can manually enter EZAgent transactions see below to learn more e Print History File Creates a printed list of the displayed transactions Tip In the Enter Number of lines To Break Transactions Into box if you choose 2 the report will be much more readable
102. with the buttons on the Images page EZAgent e Use the Document Manager icon on your desktop even when EZAgent is closed e Add scanned files directly from your ScanSoft PaperPort 9 0 scanning software 71 Adding Files from the Images Window To add a new file when you have EZAgent open 1 Onthe Clients window select the client to whom you want to attach the file 2 Click the Images window to open the Images page 3 Click the Load New Image button LE Current User SUPER AGENCY SOFTWARE INC Clients Policies Y Web View Y Claims Acords Y Notes Personal Y Reports Letters Documents Surveys TFile Calendar Setup 5 o Image Preview Double Click to Expand gt 4 9 2010 2 59 53 PM De 4 12 2010 2 28 34 PM Cert Of Liability Hospice of E Mid Town Ly North Idaho 4 Inthe Open dialog box that appears navigate to the folder where the file is saved 5 Click the file name and click the Open button Paradox Ez Download Manager E PDrvSch ALH My Recent Me ezAgent For Windows Phone Update Documents er Drive Setup Th Printkey exe FORMS db db remote exe aotomype xls Shortcut En DLPassword exe Te HaydenMap bmp Time Zone Map GIF iTunesSetup Exe leg Viewer RE Jenna Document rtf update bat 4 kennyPope rtf E User Dij knowlege Base User 196 sb Mw snap300 exe AD vassal 5 3 inl W
103. without Supervisory access will not have a Setup tab in the program window and will not have Management reports in the Reports window 5 Click the check mark button to save the edited employee data 6 Click Filter Employee Database magnifying glass button to do a search Type in your search criteria then click the Filter Employee Database button again to show results 7 Click the Restore Client List button to restore your employee list after filtering 88 8 User Password Setup allows each user to store his or her login name and login password for each insurance company website a Select the correct user in Employees Database a Click the m icon in lower right corner of Employees Database b Click the button d Select Company from Dropdowns e Enter Login Name and Password f Post Edit e S ENEE X User 7 USERNAME PASSWORD CMA State Farm REEL r User Mame Company agin Login Password CMR Nationwide Insurance State Farm Note You can t have duplicate employees entered in the Employees form if you enter duplicate employee names you ll get a Key Violation error the next time you login The Default Commission will automatically prefill into the policy screen if that employee is selected as one of the Reps in that policy Agency Defined Demographics Click the Demographics button to open the Agency Defined Demographics form 89 E agency Defined
104. y FARMER INSURANCE Chart Lookups 2734667 current Chent 2 GUYS BARBER SHOP Phone 509687 222 Mar 31 2010 2 2242 PM How to Use the Web View Window The Web View window works most efficiently when you have the insurance company and their web page URL entered in the Companies form in the Setup window and you have your login name and password for that company web page entered in the Database See the Setup Window section to learn more 1 Select your client in the Clients window by clicking their name The client data appears on the left side of the Clients window and the client name appears in the lower left corner of the EZAgent program window Note If the client you are looking up at the web site is not in your EZAgent database yet you can look them up by typing either their policy number or name in the web page client lookup box after you are logged in at the company web site as explained in step 4 2 Select the policy you are working on in the policy tab and click the Web View tab The Web View window opens the web page for the first policy you selected in the policy tab If you want to open a different company s web page select the company name from the Company list box in the lower left corner of the Web View window Note Only companies with URLs entered in the Setup window s Companies form appear in this list ase Cleri Lookup 1584 161558 _ ___ The company name is displayed in the Compa
105. y Wizard in the Export To options on the right side select the Mailing Labels option and click OK 3 Inthe Clients to Mail Merge window select the clients to create labels for You can hold down the Ctrl key to select several names or mark the Click Here to Select All check box to select all the names in the list Then click OK 4 Inthe Label Setup window choose where the client name will be pulled from the Client tab Client Name or First Name Last Name line in each label to be created Then click OK 5 Click OK in the Report Setup window that appears 6 Look over your labels and if they re what you want send them to your printer They ll print to Avery 5160 or 5960 or similar 3 column by 10 row label sheets Note If you filter your client list on the Clients window before you create mailing labels the labels will be created only for the names in the filtered client list For example if you want to print labels only for a specific zip code open the Clients window filter the Clients list for that zip code and then open the Reports window and create the mailing labels Edit a Report Any report including the default reports that came with EZAgent can be edited if you understand SQL Select the report you want to edit then click the Edit Report button the pencil icon above the reports list If you don t understand SQL it s easier to create a new report and delete the old one Permanently Delete a Report To permanently del

EZAGENT FOR WINDOWS - Agency Software, Inc.

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