SureLC.com -> How to use the Work Inbox

Jim Friend -

The WorkInbox is the best place for SureLC agency admins to go to manage ALL pending carrier contract requests for ALL producers in one place. After logging in as an agency admin, select WorkInbox at the top of the navigation menu to check the status of ALL pending contract requests. Review the information below to learn more about and how to use the Work Inbox.  


HOW TO'S: 

1. How to use the Work Inbox User Interface  

2. How to Check the Status of a Contract Request 

3. How to Review & Process a Contract Request 

4. How to Assign a Contract Request to an Admin 

5. How to Mark a Contract Request Completed 

6. How to Discard a Contract Request 

 

 

 

 

 

1. How to use the Work Inbox User Interface  

The work inbox is made up of 2 main section which are (1) filters & options and (2) pending contracts. 

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Section 1: Filters & Options

Use the filters and other options at the top of the WorkInbox to locate pending producer contracts by producer name, carrier, stage, contract type, affiliation, date range, and assignment. 

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1. Search Field  -
Use to locate pending contracts by producer or carrier name.  

2. Stage Filter - Use to locate pending contracts by stage. The default selection is "At BGA" which will list ALL the contracts ready for agency review and processing. There are 3 stages in the contracting process workflow which are: At Producer (stage 1) -> At BGA (stage 2) -> At Carrier (stage 3). 

   At Producer - Shows ALL contracts that are in progress by your agents which have not been reviewed and signed by the agent. Once reviewed and signed the stage will be changed to At BGA. 

   At BGA - Shows ALL contracts that are ready to be reviewed and processed by your agency. This is the default selection for the WorkInbox. After one of your agency admins processes the contract request to send it on to an upline or the carrier the stage will be changed to At Carrier. 

   At Carrier - Shows ALL contracts that have been processed and sent to the carrier. These contract request are still pending until they are marked either completed when approved by the carrier or discarded when declined. 

3. Request Type Filter - Use to filter the list by request type. Request types will be one of the following:  

   Contract - These are new carrier contract requests. This type is selected when an agent has never been contracted or appointed with the carrier before. 

   Additional State - This request type is used when the agent is already appointed with the carrier, but at the time of the original appointment they were not licensed in all the states where they wanted to do business. This type is selected for the agents to get appointed with the carrier in the additional states after they are licensed in those states. 

   Hierarchy & Commission - This request type can only be selected by an agency admin when you want to send updated hierarchy & commission information to the carrier after the agent is appointed.  

   Transfer - This request type is chosen when an agent who was contracted with the carrier already but now wants to work with a different IMO (agency) , setup a dual appointment, or generate release forms. 

   Payment - This requset type is used to update agent banking information after the initial carrier appointment. 

4. Affiliation Filter - Use to locate pending contracts by affiliation.  

5. Period Filter - Use to locate pending contracts by date range. 

6. Assignee Filter - This filter will only be visible to office managers. Office managers can assign pending contracts to agency workers to work more efficiently as a group. Use this filter to locate pending contracts by assigned agency worker. 

7. Funnel Icon (Save Filter) - Use the funnel icon to save the current filter selections. These filters will be automaticaly applied the next time you return to the WorkInbox. 

mceclip0.pngWhen the filter has a slash throught it filters will not be saved. Select the icon to remember filter settings.  

mceclip1.png Filter icon will be blue when filters are saved. 

8. Settings - Select the gear icon to customize the columns to be included in the pending contract list view or to save the current layout for future use.  

9. Export to Excel - Select to export the pending contract list to an excel file. 

10. Create Request - Select to create a new producer carrier contract request for a producer. 

 

Section 2: Pending Contracts  

This section shows a list of ALL pending contract requests for ALL producers by the carrier. 

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1. Producers - This column shows the name producer name listed by first and then the last name. Select the > icon to check the requirements and notes section to see if there is anything pending that will prevent the contract from being processed. 

2. Carrier - This column shows the name of the carrier the pending contract is for. 

3. Request Type - This column shows the type of contract request (i.e. contract, additional state, hierarchy, commission change, or transfer). 

4. Stage - This column shows where the contract is in the contracting workflow (contracts start at the producer stage, then they will move to the BGA stage, followed by the carrier stage when processed). 

5. Since - This column shows the date the contract was last updated. 

6. States - This column shows the states that the producer wants to get appointed to do business. 

7. Products - This column shows the products that the producer wishes to sell. 

8. Status - This column shows if there are any issues related to the pending contract request.  

9. Actions Menu - Select the more options button mceclip0.png to perform the following functions related to the contract request: 

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   Change Stage - Select to change the current stage of the contract request to a different stage. For example, a contract at the producer stage can be changed to agency, carrier, withdrawn, or discarded. Contracts at the agency stage can be changed back to the producer stage when there is something missing from the contract request. 

   Discard - Select to discard the contract request. This option is used when the request was declined by the carrier, the request is outdated (more than 6 months old), or if it's a duplicate submission. 

   Mark Completed - This option should be used to tell the system when the producer was appointed by the carrier and assigned an agent writing code.  Marking a contract request completed will also remove it from the pending list and updates the status of the request within the producer profile. Producers using the SureLC web interface will also see the updated status information. Completed requests will be listed on the Contracts page in the Contracting section.  

   Remind - Use this option to send an updated request review email to the producer. 

   Open - Select to open the contracting request. Once opened the request can be reviewed and processed which will be sent to the carrier for their review.  

   Open Profile - Select to open the producer profile in a new tab. 

   Assign to -  This option will only be shown to office managers. Select this option to assign a pending contract to a particular SureLC agency admin. The assigned admin will be responsible for completing the review and processing the contract request. Please note once assigned this request will no longer be visible by other agency workers  with the exception of office managers. 

10. Column - Select the columns button to customize the columns within the pending contract request list viewing area. By default ALL available columns are shown.   

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2. How to Check the Status of a Contract Request 

Step 1:  Search for the pending contract by by producer name. 

Step 2: Once located, check the Stage and Since date and to see where the contract request is currently in the workflow. 

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Step 3: Report the status of the request back to the producer to manage their expectations. 

 


3. How to Review & Process a Contract Request 

 Search for the request by producer name.  

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Once located, select the producer name to open the request for the desired carrier contract. For the following example, it's for Banner Life. 

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Step 1: Carrier & Request Type 

At this point, the contract request will be opened and is ready to be reviewed. Starting with the Carrier selection & Request Type. Review the information and click next to continue.  

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Step 2: States & Products 

Review the products and states that are selected. These are the products the producer wants to sell and the states where they want to be appointed with the carrier. Click next to continue.  

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Step 3: Hierarchy & Commissions 

Enter the appropriate hierarchy and commission information that will be applied to the carrier transmittal form or custom grid. The hierarchy information entered tells the carrier who will be involved with the contract and at what level. If you also see commission fields, enter the carrier code that represents the commission to be paid to the producer. The default hierarchy and commission schedules will be loaded by default. If additional schedules are available they will be selectable using the hierarchy or commission schedule lists. Once this information has been entered, click next to continue. 

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Step 4: Training  

The training step shows the carrier training requirements. Review the information provided by the agent to ensure the requirements have been met. Click next to continue. 

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Step 5: Errors & Omissions  

The errors & ommissions step shows the carrier E&O requirements. Review the information provided by the agent to see if the requirements have been met, and then click next to continue. 

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Step 6: Carrier Questions 

This step shows miscelaneous carrier questions and optional documents that can be included with the contracting paperwork. Select any desired additional optional documents and review the answers to the producer questions and then click next to continue. 

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Step 7: Questionnaire / Background Questions 

These are the background questions required by the carrier. Agents will answer these questions and provide additional explanations as required whenever a question has a "Yes" answer. Review the questions and answers and then click next to continue.

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Step 8: Document Review & Contract Processing 

On this final step, you can review ALL docuemtns using the Preview All button or any individual document in the list to prior to processing the contract request. Next, set the paperwork date (today is the default but this can be backdate if needed). In the Send To section select where to send the contract request when processed (this is usually the carrier but you can also select BGA which is your agency email, Administrator /your email or copy the producer). In the signatures section select the nameo the person who will be selected as the "certified by" signer (this will be one of your agency principals). This will add their signature to the required forms where needed. After reviewing and updating this information select the process button to send the contract request to the carrier and/or other selected parties. 

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Example Email Communication Sent to Carrier for a Processed Contract: 

Once processed, an email will be sent to the carrier with the contract request with all of the required forms filled out and packaged into a single pdf (merged.pdf) or will be submitted electronically. 

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This completed the contract request processing. At this point the contract request will be sent to the selected party for review. 

 

 

 

 

4. How to Assign a Contract Request to an Admin 

Office managers can use the assign filter to more effectively manage who will be reviewing and processing pending contract requests.  For example, if your agency has 2 office managers and 12 agency workers your office managers can assign each pending contract to an agency worker. Agency workers will ONLY see their assigned pending contract requests and contract request that are not assigned. To assign a contract request to an ageny worker do the following:  

Step 1: Select WorkInbox in the navigation menu to the left.

Step 2: Use search field to locate the contract request by producer name.  

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Step 3: Select the Assign button at the end of the contract row. 

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Step 4: Next, use the assignment list to select the name of the agecy worker that you want to assign the contract to. Select the save button to complete the assignment.  

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Please note that one a contract is assigned to an agency worker ONLY office managers and the agency worker will see the pending contract request in the WorkInbox. 

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5. How to Mark a Contract Request Completed 

Contract requests that are at the carrier stage should be updated and marked either Completed when approved by the carrier or discarded when declined. This is important to keep the WorkInbox clean and up to date and also to update the status of the pending carrier contract request in the SureLC for Producers web interface so your agents can monitor and check the status of their contracts from there. 

Step 1: Select WorkInbox in the navigation menu to the left.

Step 2: Use search field to locate the contract request by producer name.  

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Step 3: Select the more options button to the right and then Mark Completed

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Step 4: Enter the assigned agent code provided by the carrier when prompted. It's important to mark contract requests completed to update the status on the web interface for the producer which will be listed on the Contracts page (in the Contracting section). This action will also remove the completed contract from the WorkInbox. 

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6. How to Discard a Contract Request 

Step 1: Select WorkInbox in the navigation menu to the left.

Step 2: Use search field to locate the contract request by producer name.  

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Step 3: Select the more options button to the right. 

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Step 4: Change the stage selection to Discarded. Add comments if desired and then select the Save button to discard the request. Once discarded the request will be removed from the WorkInbox pending list of contracts. The contract request will also be moved to the Discarded page within the SureLC for Producers web interface so the agent will know the request was discarded and will see the added comment.

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