Data Express is an exciting new SureLC Fastlane feature that simultaneously sends various data updates to one or multiple carriers for individual producers. Using Data Express eliminates the time it usually takes to manually gather and send updated producer information to one or more carriers. Producer data updates that can be sent using Data Express are:
- Address changes
- Email updates
- Phone number updates
- E&O policy changes
- EFT updates
- Producer Training updates
Note: There is a $2.00 charge for each Data Express request, regardless of how many carriers or data types it includes. One Data Express request can include multiple carriers and all data types.
Data Express requests can be sent to carriers regardless of whether the producer was initially contracted through SureLC.
This article explains how to use this exciting new feature. While it is recommended to review this article in its entirety, select any topic from the index below to jump to that section.
Watch the Data Express Feature Launch Webinar from July 10, 2024
Topics:
1. How to Create Data Express Requests
2. Producer Data Express Update Emails
3. Producer Web Interface - Data Express Update Requests
4. Viewing sent Data Express requests
5. Locating Data Express Requests in the Producer Profile
1. How to Create Data Express Requests
Log in to SureLC, and select Fastlane in the navigation menu.
Next, select Data Express to begin.
Step 1: Producer Selection
Use the search field to find the producer. Once located, select the producer and then click next to continue.
Step 2: Carrier Selection
Select all the carriers to which you want to send the updated producer information. You can select one carrier, multiple carriers, or all carriers with whom the producer has a contract in SureLC. Once the desired carriers are added, select Next to continue.
Please note: When a contract record for a carrier exists, an active contract message will be shown with the producer contract number (as shown below for Assurity Life & Transamerica). When a contract record is unavailable, a "No contract records in SureLC" message will be shown. However, a contract record is not required to send Data Express updates to carriers. If you have the producer's contract number you can select "Create a new contract record" to add it to the Contracts page in the producer profile.
Step 3: Data Types
Using the checkboxes, select the information to send to each carrier. Selections can be applied per carrier or globally to all selected carriers.
Select any carrier row to expand the view and select the updates to send to that carrier.
Or, select the global checkboxes in the right pane to send updated producer data to ALL eligible carriers.
Use the global comments field at the bottom of the right pane to add a note to the cover page for each recipient. Comments can be specified globally or for individual carriers. Individual carrier comments override global comments. After choosing what data types to send, select Next to continue.
Please Note: When a global setting is selected, the number of carriers who will be sent the update is displayed to the right.
When an option is not applied to all carriers, hovering over the info icon provides additional information.
Regarding training updates, not all carriers may accept the same type of producer training (which depends on carrier-specific rules). In the following example, the updated AML Training information satisfies the requirements for Assurity Life and Transamerica but not Mutual of Omaha, so it will be excluded from the update for that carrier.
When information is not available in the producer profile, the related checkboxes will be disabled.
Step 4: Recipients
Review and update the recipients' email information before moving on to the next step. When a producer review is required to approve one or more data updates, it will be noted at the top of the page (1). Some carriers, such as Assurity, require that producers review and sign the EFT form. In these cases, a review request email is sent to the producer so they can open and review the relevant carrier form(s). Once the producer approves and signs the update, it is sent directly to the carrier email(s) specified on this screen.
The Recipients Setup section (2) lists all the carriers receiving the request and their email addresses. By default, the carrier recipient emails will be populated with the carrier contracting email specified in your agency's Carrier settings. However, you can specify a different carrier email within Data Express and it will be retained for future use within Data Express only.
Additionally, you can select "Email Per Data Type" (3) to update the email addresses used to send different types of data updates for each carrier, if needed. This is useful when the carrier uses different email addresses for different types of data updates. Any email addresses entered will be saved and applied to future requests for that carrier/data type. You can always edit the emails on subsequent requests.
Please note: Custom comments can be added per data type when multiple recipient emails exist for the same carrier.
Step 5: Forms Preview
Select any carrier row to review the forms to be sent to each carrier with the requested producer data updates. Forms should be previewed before submitting the request.
Please note: When a carrier requires a producer's signature, it will be noted in yellow at the top of the carrier forms section in the preview, as with the Assurity Life example below. In this case, a Data Express update request review email will be sent to the producer. Once the producer approves the update request, it will be sent to the carrier. The requests for the other two carriers will be sent directly to them after selecting the Submit button since those carriers do not require a producer's signature. Select the Submit button to finalize the request.
Example Forms Preview:
Once the request has been submitted, a confirmation message will be shown. Notice that the Assurity request was sent to the producer's email for their review. Requests not requiring producer signatures are sent directly to the carrier.
Each carrier will receive an email from contracts@surancebay.com that includes the producer data updates and the appropriate forms, as shown in the following example. For requests waiting for the producer's signature, the email will be sent to the carrier once the producer has signed.
2. Producer Data Express Request Review Emails
For Data Express requests that require a producer's signature, the producer will receive a request review email asking them to review and approve the information, as shown in the following example. Emails will be sent from contracts@surancebay.com and include "Data Express update" in the subject line.
Producers must select the link and log in using the last six digits of their SSN + DOB to start their review.
After successfully logging in, producers can review and approve the updated information (by selecting Apply My Signature) or Decline the update.
Apply My Signature - Selecting this button adds the producer's signature to the forms where needed and then approves the request. Once signed, the update request email is sent to the carrier(s).
Decline - If a request is declined, the producer must enter a reason. Once declined, an email will be sent to the agency contact email to inform them of the decline and the reason for it.
Declined Email Example:
Multiple Pending Requests
When a Data Express update contains multiple carrier forms, ALL of the pending carrier requests will be shown so the producer can review all of them at once. Approving or declining will apply to all of the pending requests.
If you want to send information to your producers explaining the Data Express feature, you can send them THIS LINK.
3. Producer Web Interface - Data Express Update Requests
Producers who can access their SureLC profile can visit the Contracting Requests page and see pending Data Express requests on the "At Producer" tab. From here, producers can open the request, do a full review, and apply their signature, which will send the request to Carrier.
Forms review...
Once the producer applies their signature, the request will be approved and sent to the carrier with the updated information. The request will also be moved to the "At Carrier" page, which shows the updated information sent to the carrier. This tab shows all requests that have been sent to the carriers regardless of whether they required the producer's review and signature.
4. Viewing sent Data Express requests
Select Data Express in the navigation menu to view and check the status of Data Express requests that have been sent.
The Data Express page lists ALL requests, from newest to oldest, in the default view. Use the filters at the top of the page to locate requests by producer name, stage, carrier, or period. Each row provides a detailed summary of the request. Select any row for more information about each request.
Definitions:
1. Search - Use this field to locate producers by name.
2. Stage - Filter requests by stage. Stages are:
- At Producer - At this stage, the update request is still pending producer review. Producers can complete the review from the Data Express review request email or by logging into their profile.
- At Carrier - This stage indicates the request was sent to the carrier.
- Declined - Shows requests declined by the producer.
3. Carrier - Filter requests by carrier name.
4. Period - Filter requests by date range.
5. Producer - Lists requests by producer name. Select any producer's name to open their profile.
6. Details - This section summarizes the number of carriers each update is for and the types of updates requested. Expand the row for more information about each individual carrier update.
7. Date - Shows the date the request was created.
8. Status - Shows the status of each request. Status can be:
A yellow icon appears when requests are still pending producer review. If the request is still pending after 24 hours, the color will change to red.
- A green icon will appear when the request is successfully sent to the carrier.
- A grey icon will be shown when the producer declines a request.
9. Actions Button - Select the actions button at the end of the row for additional options.
Remind to Review - Select to send a new email reminding the producer that the Data Express request is still pending and requires their attention.
Show Forms - Select this option to download a copy of the forms for one or all carriers. This option can be helpful if the carrier cannot locate the email. Download a copy of the forms and email them to the carrier when needed.
Show Email History - Select this option to view the list of emails sent, the type of updates requested, and the date and time the requests were sent. You can also download a copy of the email (.eml file) that includes the forms from here when needed.
5. Locating Data Express Requests in the Producer Profile
To locate Data Express requests for an individual producer, open the producer profile and go to the Contracting Requests page. Please note: the default view excludes Data Express requests. To find Data Express requests, change the Request Type filter to "Data Express." The information and options on the Data Express page are also available here.
To locate Declined requests, change the Stage filter to Declined and the request type filter to Data Express.
6. Frequently Asked Questions
Q1: Is there a cost for Data Express requests?
Yes, there is a $2.00 charge per request. Each request can include one or multiple carriers and data types.
Q2: How are the Data Express updates sent to the carriers?
All Data Express requests are emailed to the carriers.
Q3: Why aren't Data Express requests shown in the Work Inbox?
Data Express requests don't follow the same workflow and contain very different types of information compared to other Contracting Requests, so they are stored and displayed separately.
Q4: Who can create Data Express requests?
Only agency and affiliate workers and managers can create Data Express requests. Producers cannot create these requests, though they can view any that require their signature and any that have been sent to carriers.
Q5: What will carriers receive from the system once a request is submitted?
Each carrier will receive an email with a cover sheet listing the requested updates and any additional forms, including EFT forms, E&O, or training certificates when applicable.
Q6: Will we use SuranceBay forms or Carrier forms?
Data Express uses the carriers' forms when applicable. The cover sheet is a generic form created by SuranceBay for this purpose.
Q7: Can Data Express requests be created for producers not originally contracted through my agency's SureLC account?
Yes! Data Express requests can be sent for producers not originally contracted through your SureLC account. While adding the carrier contract record for the producer is not required, it's recommended and can be added during the Data Express request or on the Contracts page in the producer profile.
Q8: What types of producer updates can be sent to carriers using Data Express?
Producer address changes, emails, phone numbers, banking information (EFT), E&O information, and training information can all be sent to one or many carriers at a time.
Q9: Does Data Express replace the Payment contract type that SureLC has supported until now?
No, the "Payment" contracting request type is still available and should be used when you want to send updated bank information to a single carrier at no cost. However, if you need to send the same EFT update to multiple carriers at once you can use Data Express to do so instead of having to create separate Payment requests for every carrier one-by-one.
If you have additional questions about using Data Express, please email the SuranceBay support team at support@surancebay.com or call 877-264-6888.
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