Retail Agent Delivery

Using Nexsure's delivery tab, policy information and documents can be delivered via fax or email.

The delivery tab can be accessed from the Home menu, Client menu or Retail Agent entity.  From the Home menu, a summary for all deliveries the staff member logged into Nexsure is authorized to view will appear. When the Details icon is selected for a restricted delivery to which the staff member is not assigned, a dialog box will display listing the staff members that are assigned to the policy.

Note: Any deliveries that include attachments of policies, cancellations, claims or other attachments associated to a restricted policy will not display. The logged in staff member must be assigned to the restricted policy associated to the delivery to view the delivery details.

Quickly navigate to procedures included in this topic by clicking one of the links below: 

To Deliver Retail Agent Information

To Send a Saved Draft

To Print Delivery Details

• The Details column displays an icon to determine the status of a delivery:

Method Icon Status Status Message Successful Email / Fax Draft --- No Email / Fax Processing Forms Rendering PDF No Email / Fax Pending --- No Fax Processing Picked up No Fax Processing Sending... No Fax Processing Phone line problem No Email / Fax Successful Completed Yes Fax Error Occurred Ring, timeout waiting for answer No Fax Error Occurred Voice answer detected No Fax Error Occurred Transmission error No Fax Error Occurred Bad Conversion No

Note:  To re-send a failed delivery, from the delivery tab, click the Details icon for the failed delivery, then click Re-Send.

• The attachment column displays the number of attachments associated with the delivery.

To Deliver Retail Agent Information

1. On the Primary menu, click SEARCH. Search for the appropriate retail agent.
2. On the search tab, click the Details icon next to the retail agent.
3. On the Retail Agents menu, click DELIVERY. The delivery tab is displayed.

4. Click [Add New].
5. Select a delivery method, email or fax tab.
6. Enter the delivery information in the address fields, or use the address book .

Important: Do not enter dashes ( - ) in the From / To Fax Number boxes. Enter only the digits of the fax numbers.

• Title: The Title box is not displayed to the recipient and is intended to be used as an internal note or to aid in a search.  

1. From E-Mail Address / Fax number:  The email address or fax number (for reply purposes only).  

Note: A valid email address or a fax machine is not required, the From email box must still be populated.  The policy information will be sent via Nexsure and a third-party tool.

• From:  Enter the From name.  
• To E-Mail Address / Fax Number:  Enter the recipient's email or fax number.

Tip:  To send an email of fax to multiple recipients, add a semicolon between the multiple email addresses or fax numbers.

• To: Enter the recipient's name.  
• CC: (email only) Enter the email address of any additional persons to whom the information should also be sent. Separate multiple email addresses with a semicolon.
• BCC: (email only) Enter the email address of any additional persons to whom the information should also be sent without informing the To or CC recipients. Separate multiple email addresses with a semicolon.
• Regarding:  The delivery subject, as would be shown on the cover page or in the Subject line of an email.
• Message:  Enter a message, if needed, to accompany the attachments.  You can add a signature file to your deliveries on the Employee > Identity screen.

Note: The Auto Wrap While Edit option is available for fax cover pages.

7. Click Add. The Add Delivery Attachment dialog box is displayed.

8. If a needed attachment is not displayed, the Filters may be changed to search for the necessary attachment.

Tip: An attachment may also be previewed before adding it to the delivery. To preview an attachment, find the attachment on one of the available tabs. Notice that the attachment is labeled with blue text. Click on the blue title of the attachment to preview.

9. Select the item and click Next.  
10. Once the email or fax is complete the following options are available:

• Send: Click [Send] to send the email or fax to the recipient.
• Save Draft: Click [Save Draft] to save the email or fax to send at a later time. Any attachments added to the email or fax will be saved as well. All drafts are then available on the delivery tab.
• Print: Click [Print] to print a copy of the email message.
• Close: Click [Close] to close the fax or email tab without saving changes.

Note: If the initial fax could not be delivered, an email will be automatically sent to the sender's email address. The email contains information to help identify the fax that failed. There are two ways to proceed:

A PDF file of the document will be automatically generated.  That file may then be printed and manually faxed.

Or

Click the Details icon for the failed delivery, then click Re-Send.

11. After the delivery has been sent, the viewer tab will appear on the delivery tab.  To view the attachment, click the Details icon for the attachment.
12. Click the viewer tab, and click the Magnifying Glass icon to view the document attachment or digital image in the viewer.  

Important: Once a draft or delivery has been created it cannot be deleted.

To Send a Saved Draft

Once a draft of the email or fax has been saved, the draft can be accessed and sent at a later time.

1. Navigate to the saved draft by clicking SEARCH.
2. Click the Details icon next to the appropriate client.
3. On the Client menu, click DELIVERY. The delivery tab is displayed.

4. The draft is identified by a blue Details icon and Draft in the Status column. Click on the blue Details icon. The saved email or fax draft is displayed.

Note: The number of attachments, if any, is not shown in the attachment column of the delivery tab. The attachments are available but will not show a count until the email or fax has been sent.

5. Make any necessary updates to the draft and click [Send].

Important: If [Cancel] is clicked at this point, the email or fax will be cancelled and cannot again be accessed to send. To return to the delivery tab again without sending the draft, click [Save Draft] to save updates or click [Close] to return to the delivery tab without saving changes.

To Print Delivery Details

Once a delivery has been sent, the delivery details can be viewed and printed for reference.

1. Navigate to the previous delivery by clicking SEARCH.
2. Click the Details icon next to the appropriate client.
3. On the Client menu, click DELIVERY. The delivery tab is displayed.
4. On the delivery tab, click the Details icon next to the appropriate delivery. The details tab is displayed.
5. On the details tab, click [Print]. The Delivery Details screen will be displayed along with the Print dialog box.

6. In the Print dialog box, make the appropriate selections and click Print. The Delivery Details are printed.

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