Tracking Letters Sent

Tracking Letters Sent • If your agency is interested in keeping track of client communications sent out through the Travelers system, you can track it within your Applied system. • This next tutorial will take you through how to run a report to mark all of your clients whom you have sent a mailing to

Step #1 – To set up User Fields • Double click on ‘The Agency Manager’ icon ( ) on your desktop. • This will bring you to your agency management system home page seen below • Select the “Utilities” tab along the left side of your screen Version Purpose: Here we are going into your system to set up the fields you are going to be working with

Step #2 • Double-click on the following options: • “General > Activity Defaults” • Click on define ‘Define Activity Categories’ • Click on the arrow at the bottom of the screen Here you are adding in ‘Sending a letter’ as an activity

Step #3 • Add in a three letter code for your activity in the ‘Type’ field. • Add in a brief description of your activity into the ‘Description’ field • Click on ‘Accept’ when you are complete Here we are just setting up a general communications letter, you can set up a different letter for each letter you plan on sending out. (Account Rounding – Auto no Home, etc.)

Step #4 • Type in how many days you will want to wait to follow up with letters • Select any further actions in the second set of boxes • Select who should follow up on the letter sent • Click on ‘OK’ • Go back to your TAM • homepage Here is where you agency can decide on how they want to follow up with the client. If you would like to follow up your letter with a phone call – indicate that here by selecting the number of days you will want to follow up with the client on, and then selecting the action in the ‘Appear as category on the Exceptions Report’ section. If you do not want to be reminded to follow up on these clients you have sent mailings to – select ‘No further action’

Step #5 - Running the Report • Go to your TAM homepage • Select ‘Reports’ This is the point in the process where you can tag all of the clients you have sent Travelers mailings to

Step #6 • Click on ‘Wizards > Marketing Letters/Notes’ Here we are using a wizard to run our report

Step #7 • Highlight ‘Marketing – Customers’ • Click on the box next to ‘Activity Records Only’ • Select ‘Next’ Here we are just adding in an activity into all the clients who fit a certain criteria. This is also where you could run a report within your own system to send letters to all clients who fit a certain criteria – by selecting ‘Letters’ here.

Step #8 • Highlight Policies ‘With this, not that’ • Select ‘Next’ Here we have chosen ‘Policies with this, not that’ for example purposes. You would select the report that you have chosen to send mailings out from. If it was Lost Business Log - Auto, you would have chosen ‘Form – Personal Auto’

Step #9 • Select the exact same criteria that you chose for the list that you have already generated • Select ‘Begin’ It is important to make sure your criteria matches the report you used to generate your original mailing list to make sure that you are flagging the same clients you sent a mailing to.

Step #10 • Compare this list to your mailing list previously generated • Select ‘OK’ If you have scrubbed the list generated from your original mailing list, you will want to do the same thing here. You can delete records by clicking the mouse on the box to the left of the line.

Step #11 • Double click on the box next to ‘Category’ • Select the ‘LET’ Letter Sent by Travelers option • Select ‘OK’ If you have added in individual activities for individual letters sent, you will want to select the corresponding activity here.

Step #12 • Add any notes you have into the notes category • Select ‘OK’ • You will be prompted ‘OK to add activity’ • Select ‘Yes’ • Your selected clients will be flagged with your desired activity If you only created one activity for all letters, the notes field could be a good place to differentiate them (ie. Winback letter)

Tracking Letters Sent