For the June 26, 2020 release, Automation Center has a workflow that triggers when carrier eDocs are received. This powerful workflow can share eDocs to Client Center, create a note or task, or send an email to your customer. With the auto-sharing of carrier eDocs your customer's will receive a notification when the eDoc is available to access. This will save you and the customer time as you no longer need to manually share important carrier documents such as declaration pages, policy documents, or non-payment cancellation notices.


TABLE OF CONTENTS


Note! This is only available for the EZLynx 5: Automation Center. 

Step 1: Selecting the Workflow


1. If you are an Automation Center Admin, you have the ability to create workflows. To create workflow, hover over the Settings icon.

2. Click Automation Center.



3. Under the Workflows tab, click the Create New Workflow button. 



4. Under the Management System section, click the Carrier Document Received card.



Step 2: Selecting the Filters


There are a multitude of filters you can apply including: 

  • Carrier
  • Carrier eDoc Type
  • Line of Business 
  • Assigned To
  • and more!

There is a very useful filter called Carrier eDoc Type, which allows you to select the types of eDocs that will trigger the workflow. You can select one or more document types such as Declaration pages, Non-Renewal Notice, Payment Overdue, etc. 


1. Use the Select Filter drop-down to select the filter you would like to use.

2. Decide the is one of or is not one of. 

3. Select the value you want to filter by. 

4. Add more filters by clicking the AND button.

5. Once you have added all your filters click the Add Actions button.



Did you know? Did you know you the Workflow Preview on the left will help you understand what you are building by putting the workflow into a sentence. Also, if you add a filter accidentally you can use the Delete icon to remove it.


Step 3: Selecting the Create Note/Task Action


1. On the Add Actions step, you will notice the first option is Create Note/Task. If you would like to create a note/task when an eDoc is received, click the Create Note/Task card. 



2. Enter in the Discussion Title for the note/task.

3. Input the description for the conversation this note/task will encompass.

4. If you would like the carrier eDoc included as an attachment to the note/task, check Include Carrier Documents in the Note/Task.



The three icons underneath are just like the ones in the Agency Workspace. Left to right they represent, Assign Task, Add Labels, Toggle Sticky Note.


5. Click the Assign Task icon.

6. Decide who the task will be assigned to when the workflow triggers.

7. Decide when the task will be due. 

8. Add Reminders about the task and when it's due.

9. Once everything is set, click the OK button.



Did you know? If you have our the Enhanced version of Agency Workspace, you can also Add Checklist and Set as Important! To learn more, see: Enhanced Workspace


10. Click the Add Labels icon to label the note/task that will be created. This is very useful for reporting purposes!

11. Add in the label you would like to use.

12. Click the Toggle Sticky Note if you would like this note/task to display on the customer's overview page. 

13. Once all the changes have been made, click the OK button.



When the workflow triggers, you will see the note/task in your task list. If you turned on the Include Carrier Documents in the Note/Task, the documents will be attached to the note/task. You can find the documents under the customer's Activity tab. This way you can view, save, and print the carrier eDocs without having to go to the Documents tab. 


Step 4: Selecting the Send Email Action


1. On the Add Actions step, you will notice the second option is Send Email. If you would like to send an email when an eDoc is received, click the Send Email card. 



2. Select the Email Template you would like to send to the customer when this workflow triggers.

3. Click the Preview button to review the email template. 

4. Once all the changes are made, click the OK button. 



Did you know? We have several email templates already created that you can use, but you can also make your own! To learn how, see: Designing Email Templates


Step 5: Selecting the Share to Client Center Action


1. On the Add Actions step, you will notice the final option is Share to Client Center. If you would like to share the carrier eDoc with your customer as soon as it is received, click the Share to Client Center card. This is really useful so you don't have to manually share these documents and your customer's will get them much quicker!



2. The Share to Client Center option does not need any further setup. 

3. If you want to add another action like Create Note/task, click the AND button and follow the steps from Step 3 and Step 4. 

4. Once everything is all setup, click the Finish Setup button. 



When the workflow triggers and the Share to Client Center action is selected, the carrier eDoc will automatically be shared to the Document Section of the Client Center. Your customer will receive an email notification that there are new documents available and provide a secure link to view the documents. When the customer clicks the link, they will be asked to sign in with our two-factor authentication before they can see the documents. 


The system will automatically create entries in the Activity tab when eDocs are shared. There will be an entry that shows that the document was shared to the Client Center, and an entry that an email was sent to the customer. Also, you will be able to see if the customer logged in and if they interacted with the document. 

Step 6: Finish Setup


The final step is to name and enable your workflow. 


1. Name the workflow. Best Practice is to make a unique name so you can better track which workflows are triggering.

2. Provide a description. Again, best practice is to be detailed. 

3. If you have multiple offices or locations, click the Agency icon to choose which of your offices this workflow will apply to.

4. Toggle the workflow to Enable. 

5. Once you are to ready to launch your workflow, click the Save button. 



Remember the workflow will only trigger if the carrier eDocs that are received meet the criteria set in Step 2: Select Filters. For example, if you selected the Payment Overdue carrier eDoc type filter, it will only fire when a carrier eDoc of that document type is received. This gives you the opportunity to select different filters for various eDoc types by setting up multiple workflows. 


Note! It may take a few minutes for the workflow to enable. You can refresh Automation Center to see the updated Status. If the workflow says Enabled, that means the workflow is ready!