COMPUWORK USER MANUAL
MARKETING
Standard Operating Procedures.................................3.0.1
Call Record Introduction......................................3.1.1
Commercial Call Record........................................3.2.1
Commercial Call Record Print..................................3.3.1
Personal Lines Call Record Input, Update, Delete..............3.4.1
Personal Lines Call Record Send a Letter......................3.5.1
Personal Lines Call Record Print..............................3.6.1
Acords Input, Update, Delete, Summarize.......................3.7.1
Acord Printing................................................3.8.1
Acord Move....................................................3.9.1
Personal Lines FORMS INPUT/UPDATE.............................3.10.1
Labels........................................................3.11.1
Label.........................................................3.12.1
Label II......................................................3.13.1
Target Industry...............................................3.14.1
Old Proposal System...........................................3.15.1
Laser Proposal System.........................................3.16.1
Family Needs Analysis.........................................3.17.1
Business Valuation............................................3.18.1
Personal Lines Proposals......................................3.19.1
Commercial Lines Proposals II.................................3.20.1
Old Call Records..............................................3.21.1
Old Call Record Print.........................................3.22.1
Put/Get/Fetch.................................................3.23.1
Old Acord Input, Update, Delete...............................3.24.1
Old Acord Printing............................................3.25.1
Old Acord Move................................................3.26.1
Third Party Lists.............................................3.27.1
Shortcuts/Help Screens........................................3.28.1
3.0.
COMPUWORK MANUAL
1/1/93
STANDARD OPERATING PROCEDURES
This section was created to hold instructions on prompts that are
received repeatedly throughout this manual section.
All recurring prompts will be assigned SOP (Standard Operating
Procedure) numbers for quick reference. For example, if you see a
prompt with the instructions "SOP 1", turn to this section and locate
the same prompt with its detailed instructions beside its assigned
numeral.
SOP #
1....OK (n,p,d)? Verify your entry. If everything appears
correct, hit return. If you input an "N" you will be allowed to
make more corrections, a "P" will allow you to receive a
printed copy of your input. You must hit return through this
prompt when everything is correct to save the record as
modified. A "D" will allow you to demand print instead of
sending to a batch print file.
2....XX Rec # or ? Enter the record number you need
to access. If you do not know the record number, enter some
identifying information that can be found within the record.
The system will use this information to search for the record
you are trying to locate.
OK (n)? The system will bring up a partial record for
you to view. If this is the record you want, just hit return.
If this is not the record you are trying to find, enter an "N"
and the system will continue to search.
3....# copies? Enter the number of printed copies needed.
4....Printer (1-X)? Enter the number of the printer that you
want to send your print to.
5....Letter (y)? If you want to send a letter, enter a "Y".
If no letter is needed just return through this prompt. If you
answered "Y" to this prompt you will receive:
Stored letter (y)? If you want to send a stored letter,
enter a "Y". See page 3.2.6 for information on all other
prompts that will be received. If you want to send a custom
letter (a letter not stored) answer this prompt with a "N". See
page 3.2.7 for information on all other prompts that will be
received.
3.1.
COMPUWORK MANUAL
1/1/93
CALL RECORD INTRODUCTION
The call record is a document for maintaining the information you
desire on prospective accounts. After each new prospect is visited or
phoned by a producer, or as each existing account comes up for
renewal, it is entered into the system. These entries will be stored
in the system for speed and ease of handling and as a management
control technique.
Call records utilize a suspense date predetermined by the producer
to remind him of any action to be taken. This keeps the producer
and the agency current, regarding the status of prospects as well as
the service dates of all clients. It will continue to act as a weekly
reminder until an entry signifies what action was taken. Furthermore,
the system will let you know how many prospects will be coming due in
the next week and next month. This helps the producer to monitor his
time for future activity.
Sales management reports are available for each producer regarding
the number of prospects they have in the system, the number of reports
that will come due next week and next month, the number of reports
that are currently outstanding, and how long they have been
outstanding.
An added advantage of the call record system is the ability to
profile the information to meet certain criteria for sales purposes.
For example, if you know you will be in a certain area, you can
profile (or sort) your prospects by zip code. Or, if an insurer
withdraws from the state, you can ask for those prospects having their
coverage with that insurer. The only limit on the use of this system
is your own imagination. Thus, the system if properly used, replaces
personal notes and memos, separates prospect files, increases
productivity, and eliminates a variety of other individual and
laborious methods of keeping contact records.
Procedures to input commercial and personal lines call records are on
the following pages.
3.2.
COMPUWORK MANUAL
1/1/93
COMMERCIAL CALL RECORD
Commercial Call Records hold all information on your Commercial lines
prospects. After a commercial lines prospect is contacted by a
producer, he should be entered into the system. The system uses a
suspense date within the record to remind the producer of any action
to be taken. Several sales management reports are provided.
To Add a Call Record...
Select 3 (Marketing).
1 (Commercial Call Record)
5 (Add)
Enter the information below concerning a prospect or renewal client...
NOTE: After entering a field you must PRESS RETURN to move on to
the next field.
1 = Producer's code-MUST FILL IN THIS FIELD or you will
never get out of this call record!!!!!!
2 = Zip code for the business street-MUST FILL IN THIS FIELD
3 = Area code and phone number-MUST FILL IN THIS FIELD
4 = Classification code... (you define)
P - Prospect
C - Client
X - Ex-client
5 = Source code... (you define)
N - Newsletter reply
B - Bid openings
T - Telephone solicitation
R - Client or ex-client referral
W - Phone-in or drop-in
A - Another agency or agent
I - An insurance company
E - An employee referral
C - Cold call
O - Other
6 = Name of the prospect company
7 = Street address. This is the address that will be picked
up on labels and letters.
8 = Other (P.O. Box, etc.)
9 = City
10 = State
11 = Zip code
12 = Owner, owner or person with authority to buy
13 = Salutation
14 = SIC code
15 = Type of business or company
16 = Annual sales or receipts
17 = Number of employees
18 = Agent now (current agent)
19 = Estimate of annual gross commission
20 = Type of coverage
21 = Company above coverage is with
22 = Expiration of above policy (month/day)
23 - 31 = Same as 20 - 22 for other coverages.
32 = Date sold
33 = Contact or person working with
34 - 43 = Date contacted and summary of discussion.
44 = Next date to contact or suspense date-MUST FILL IN THIS
FIELD
45 = What to discuss on the contact date
OK(n,p,w,e,l#)? Return accepts the record.
N Returns to the Producer code on the call record.
W Allows you to change field numbers 33-43. This command works
the same as the update mode in Word Processing. You can use the arrow
keys to move around and make changes without retyping the entire
field. To exit the word processing mode press the HOME key.
The cursor returns to the Producer code field.
To print out your call record enter "P" and hit return. If you
enter a "P" you will be asked for a printer number. Enter the
printer number you want to send the record to and then hit return.
Your call record will now print.
To send a letter from this call record enter an "L" and
return. You will now receive the prompt:
Want a custom letter (y)? If you want to send a custom letter
enter a "Y" and hit return. Follow instructions under the Word
Processing section of your manual (pg. 5.16.1) to input a "Direct
Type" (Custom) letter. After entry of your letter is completed you
will be returned to the call record menu.
If you hit return at the "Custom Letter" prompt the system will assume
you want to send a Stored letter from this call record.
Letter #? Enter the stored letter number you want to use.
Signed ? Enter the name of the person signing the letter.
If using a scanned signature, enter the code here (e.g. S001).
# of inserts? If your letter has inserts enter how many. You will
then be asked to input each insert, eg. Insert #1?. If there are no
inserts in your letter just hit return. For more information see the
Word Processing section of your manual (pg. 5.6.1).
OK (n,p,d)? If everything has been entered correctly hit return.
When you hit return through this prompt your letter will be stored in
the Automatic Notice print file. If you want your letter stored to the
priority file, enter a "P". If you want to print your letter out
immediately, enter a "D". You will be returned to the Call Record
menu after your letter is stored or printed.
Note: Both "Custom" and "Stored" letters will be stored in
Automatic Notice printing under Word Processing if not printed on
demand. See Word Processing section of your manual (pg. 5.9.1)
for more information on Automatic Notice printing.
E Exits to the Call Record Menu. The record will not be added.
When you return to the Call Record menu, select 1 to exit to the Main
Menu.
To Update a Call Record...
When a producer contacts a prospect from the call record and makes
note of the discussion with a new suspense date, you should go into
the record to update. Follow the procedures below...
Select 3 (Marketing).
1 (Commercial Call Record)
2 (Update)
XXX (Record # or ? SOP 2
OK(n,p,w,e,l#)? Return accepts the record.
N Returns you to the first field on the call record to make any
corrections needed.
W Allows you to change field numbers 33-43. This command works
the same as the update mode in Word Processing. You can use the arrow
keys to move around and make changes without retyping the entire
field. To exit the word processing mode press the HOME key.
The cursor returns to the Producer code field.
To print out your call record enter "P" and hit return. If you
enter a "P" you will be asked for a printer number. Enter the
printer number you want to send the record to and then hit return.
Your call record will now print.
To send a letter from this call record enter an "L" and
return. You will now receive the prompt:
Want a custom letter (y)? If you want to send a custom letter
enter a "Y" and hit return. Follow instructions under the Word
Processing section of your manual (pg. 5.16.1) to input a "Direct
Type" (Custom) letter. After entry of your letter is completed you
will be returned to the Call Record menu.
If you hit return at the "Custom Letter" prompt the system will assume
you want to send a Stored letter from this call record.
Letter #? Enter the stored letter number you want to use.
Signed ? Enter the name of the person signing the letter. If
using a scanned signature, enter the code (e.g. S001).
# of inserts? If your letter has inserts enter how many. You will
then be asked to input each insert, eg. Insert #1?. If there are no
inserts in your letter just hit return. For more information see the
Word Processing section of your manual (pg. 5.6.1).
OK (n,p,d)? If everything has been entered correctly hit return.
When you hit return through this prompt your letter will be stored in
the Automatic Notice print file. If you want your letter stored to the
priority file, enter a "P". If you want to print your letter out
immediately, enter a "D". You will be returned to the Call Record
Menu after your letter is stored or printed.
Note: Both "Custom" and "Stored" letters will be stored in
Automatic Notice printing under Word Processing if not printed on
demand. See Word Processing section of your manual (pg.5.9.1)
for more information on Automatic Notice printing.
E Exits to the Call Record Menu. Changes made will not be stored.
To delete a Call Record follow the procedures below...
Select 3 (Marketing).
1 (Call Record)
4 (Delete)
XXX Record # or ? SOP #2.
OK to delete (y)? "Y" will delete the record.
Deletion complete Another (y)? Input another record
number or press return if complete.
To create a client using information stored in a Call Record...
From the Commercial Call Record Menu:
Select 8 Create a client.
This selection will save you keystrokes and time when adding a client
already stored in a Call Record. If you have stored a Call Record for
a prospective client and that person, at some later date, chooses to
use you as their insurance agency, you will want to enter him as a
client on your system. Instead of going into Accounting Records as you
normally would, and entering "ALL" of the information, you may use
this selection. The name, address lines, etc. will be brought over
into the add a client screen you receive when you choose #8.
(NOTE: Information can only be transferred if it has already been
stored in a Call Record.)
To utilize this selection, first retrieve the stored record using #8
"Create a Client".
XX Record # or ? SOP #2.
Continue to Create for (y)? If you still want to add this person
as a new client, enter a "Y". You will now receive the "Add a client"
screen. Information from your Call Record will have been inserted
already. See "Accounting Records - Add a Client" located in the
Accounting section of your Compuwork manual for more information on
how to correctly fill out this screen when adding a client. After
entering the new client you will be returned to the Main Menu.
To remove deleted records and create more Call Record storage
space on the hard disk...
NOTE: This routine circumvents the purpose of Call records to keep
information in the same location for long periods for re-marketing but
may be necessary periodically depending on agency utilization.
From the Commercial Call Record Menu:
Select 9 Pack X deleted records - CAUTION.
X = Number of deleted records in the Call Record file.
LEVEL I? Input your LEVEL I code to continue.
You can create more room in the Call Record file by deleting records
and packing the file. Deleted records sit in the file using up space
until you run this selection. After choosing this selection, deleted
records will be gone and the rest of your records will be packed. This
creates more room at the end of the file for additional input.
Note: The packing procedure may have to be repeated several times
before all deleted records are gone. This is due to the system not
being able to recognize all deleted records while records are being
moved.
CAUTION: No one should be on the system while this procedure is in
progress. This procedure should only be performed when it is
absolutely necessary.
To enter a Datebook message...
From the Commercial Call Record Menu:
Select 10 Datebook.
For information on Datebook, see page 2.5.1 of the Management section
of your Compuwork Manual.
To send a Form letter to a prospect stored in Call Record...
From the Commercial Call Record Menu:
Select 11 Send a Form letter.
XX Rec # or ? SOP 2
OK (n)? (part of SOP 2)
For information on answering the next three prompts, please see
page 5.16.1 of the Word Processing section of your Compuwork Manual.
Letter #?
Signed ?
# of inserts?
OK (n)? If you answered the three preceding prompts correctly then
just return through this prompt. If you made a mistake, enter an "N"
and you will be returned to the "Letter #?" prompt to enter the
correct information.
Your letter will now be stored in Automatic Notice Printing. See page
5.9.1 of the Word Processing section of your Compuwork Manual for
instructions on printing your letter from Automatic Notice.
XX Rec # or ? If you want to send another letter, follow
the preceding instructions starting with this prompt. If another
letter is not needed, just hit return through this prompt.
To send a Custom letter to a prospect stored in a Call Record...
From the Commercial Call Record Menu:
Select 12 Send a Custom letter.
XX Rec # or ? SOP 2
OK (N)? (part of SOP 2)
:Alternate Addressee ? If an alternate addressee is needed enter
the name here. If the address is already correct, just return through
this prompt.
Salutation (opt)? By hitting return only the system will insert
the salutation entered at the time the Call Record was set up. If no
salutation was entered the system automatically inserts "Dear Client".
To override these two options enter the salutation preferred. When
entering a salutation do not enter the colons, the system
automatically inserts them at the time of print.
See page 5.16.1 of the Word Processing section of your Compuwork
Manual for instructions on answering the next three prompts:
Use Dictionary
Please Begin
Check Spelling
Signed: ? Enter the name of the person sending the letter. If no
signature is needed just return through this prompt. If using a
scanned signature, enter the code (e.g. S001).
# of copies? Enter the number of copies needed if you are going to
store your letter to Automatic Notice printing. If you are going to
use the print now option, keep in mind that you will receive the "# of
copies ?" prompt again later and that the number of copies entered at
the second "copies" prompt will override the first.
Sub signature? You will receive this prompt three times. You may
enter sub signatures, c.c., a PS, etc. If you do not need any of
these just return through all three prompts.
Priority Store (y)? If your agency has a second Automatic Notice
print file you may answer this prompt with a "Y" and your letter will
be stored there. If you do not have a priority file, just return
through this prompt.
Store it (n)? If you want to store the letter to Automatic Notice
printing, just hit return. Your letter will now be stored to the
Automatic Notice print file. See page 5.9.1 of the Word Processing
section of the Manual for instructions on printing your letter out
under this selection. If you want to print your letter out immediately
answer this prompt with an "N" and you will receive the following
prompts.
Print Now (n)? If you answered "N" to the prompt above you will
receive this prompt. To print your letter now, just hit return through
this prompt.
Modify the Addressee (y)? If you would like to modify the
addressee, salutation, closing, etc., answer this prompt with a "Y".
See page 5.5.1 of the Word Processing Manual for instructions on all
prompts that will be received if you choose to modify your addressee.
(This prompt will bring up the same questions as "Input the
Addressee".) If you do not want to modify the addressee, just return
through this prompt.
See page 5.5.2 of the Word Processing section of your Compuwork
Manual for instructions on answering the following 7 prompts:
# copies?
# spaces between date & address?
Printer (1-X)?
Laser Font #?
Letterhead (n,# top=0)?
Envelopes (y,cass #)?
Paper ready (r, macro,y,#)?
Your letter will now print and you will be returned to the Commercial
Call record menu.
19 Re-fresh This selection counts through the Call Record file and
checks for errors such as missing producer numbers, zip codes and
contact date. If an error is found the record number will display.
Update any records and make the necessary corrections.
21 Change password This selection allows you to create a custom
password for the Call Record Menu. For more information refer to
page 1.0.2 in the Accounting section of the Compuwork Manual.
22 PUT For more information refer to page 3.23.1 in the Marketing
section of the Compuwork Manual.
23 GET For more information refer to page 3.23.1 in the Marketing
section of the Compuwork Manual.
24 FETCH For more information refer to page 3.23.1 in the
Marketing section of the Compuwork Manual.
26 PRINT ID:< > Toggles between "yes" and "no" by selecting
this option. If you wish to print out the field names on your printed
call record copies, toggle to "yes" (i.e. Name: ABC Company).
If you do not want field names printed, toggle to "no"
(i.e. ABC Company).
3.3.
COMPUWORK MANUAL
1/1/93
PRINT COMMERCIAL CALL RECORDS
This selection allows you to print out your Commercial Call Records
using several different options. These options allow you to print call
records that meet certain criteria, print all call records, print a
call record summary, etc.
To print Commercial Call Records...
Select 3 (Marketing).
1 (Commercial Call Record)
When today's date is referred to, this means the system date set each
morning or the date appearing on your terminal. Choose the appropriate
print routine for your agency.
NOTE: After making a selection you will be asked Start Call Rec
# (<>=1). This message is telling you if you hit return the system
will start print and/or searching with call record number 1, if you
wish to start with a different number you would need to enter that
record number and hit return. You will be asked Which letter do you
want? If you want to send a letter to all call records that are
selected, enter the stored letter number you want sent to these
prospects. All letters will be stored to Automatic Notice printing.
See page 5.9.1 of the Word Processing section of your manual for
information on Automatic Notice. If no letter(s) needs to be sent,
return through this prompt.
HELPFUL SUGGESTION: If you are printing commercial call records by
the week, it is advisable to have the producers issue a suspense date
of a week in advance.
13 - Print ALL due call records - will print all call records with
a suspense date equal to and less than today's date.
14 - Print ALL due call records by one producer - will print all
call records with a suspense date equal to and less than today's date
for one producer. Which producer (0 return)? Enter the producer's
number. A return at this prompt will return you to the Call Record
Analysis submenu.
15 - Print ALL call records - will print all the call records your
agency has on file.
16 - Print ALL call records by one producer - will print all the
call records your agency has on file for one producer. Which
producer (0 return)? Enter the producer's number. A return at this
prompt will take you back to the Call Record Analysis submenu.
17 - Print ALL call records for specified fields - this is a
unique selection which will print all call records with a specific
field in common. For example, if your agency acquired a new market
for plumbers, you could profile by SIC code and print all the
prospects you have on plumbing.
# of fields you want? Enter the number of fields you want to look
at to find your specific information.
Field ? Enter the field number you are searching for. ( e.g. SIC
Code is field number 14)
Data to match? Enter the data to search for.
All fields O.K.(n)? Verify that the fields are correct.
Do you want each Call Record printed (y)? If you need a printed
copy of each call record, enter a Y. To receive the record number(s)
only, in which the information was found, just hit return.
18 - Print due call records ordered by producer/with summary -
This selection is most commonly used because it will print in producer
number order, each due call record from the last day you printed call
records through today's date, and how each producer stands. You will
be asked End date <>=today? If you want all records with a
suspense date equal to or less than today's date, and after "Last day
run", hit return. If you want records for a different suspense date
enter the date here. Last day run eg. 1/27/87? Enter the last day
they were run, month/day/last 2 digits of the year.
3.4.
COMPUWORK MANUAL
1/1/93
PERSONAL LINES CALL RECORD
Personal Lines Call Records hold information on your personal lines
prospects. After each prospect is contacted by a producer, it should
be entered into the system. The system uses a suspense date stored in
each record to remind the producer of any action to be taken.
To add a Personal Lines Call Record...
Select 3 (Marketing) from the Main Menu.
9 (Personal Lines Call Record)
2 (Add XX)
You will be viewing the personal lines call record. Below is an
explanation of the fields.
NOTE: After entering a field, you must hit return to move on to the
next field. Hit return to skip any fields not needed.
STATUS CODE - Enter the appropriate code from suggestions below.
0 = Reserved for your agency to assign
1 = Prospect clients
2 = Our agency writes auto
3 = Our agency writes home
4 = Our agency writes boat
5 = Our agency writes life
6 = Our agency writes auto & home
7 = Our agency writes auto & home & life
8 & 9 = Reserved for your agency to assign
PRODUCER CODE - Enter the producer number of the producer who will
be soliciting the account.
NAME - Enter the prospect's name.
ADDRESS - Enter the prospect's street or mailing address.
ADDRESS - Enter the prospect's city, state, and zip code.
PHONE - Enter the prospect's area code, and phone number.
BUSINESS PHONE - Enter the prospect's work number.
SALUTATION - Enter a letter title, e.g. Dear Mr. Jones.
BIRTHDATE - Enter the birth date of the prospect.
HOMEOWNER CODE - Enter the appropriate code from suggestions
below.
0 = Reserved for your agency to assign
1 = Home
2 = Tenant
3 = Condo
4 = Rental to others
5 = Home and 2nd home
6 = Home over 100,000
7 = Home over 150,000
8 & 9 = Reserved for your agency to assign
HOMEOWNER COMPANY - Enter the number of the company with whom the
prospect now has their coverage. If this company is not one your
agency represents, enter the miscellaneous company number.
HOMEOWNER EXPIR. - This field is very important. It is a suspense
field, telling the computer when to print this record as a reminder to
call the prospect for renewal. Enter the Month/Day/Last 2 digits of
year. eg. 8/11/89
AUTO CODE - Enter the appropriate code from the suggestions below.
0 = Reserved for your agency to assign
1 = One car
2 = Two cars
3 = Three cars
4 - 9 = Reserved for your agency to assign
AUTO COMPANY - Enter the number of the company with whom the
prospect now has their coverage. If this company is not one your
agency represents, enter the miscellaneous company number.
AUTO EXPIRATION - This field is very important. It is a suspense
field telling the computer when to print this record as a reminder to
call the prospect for renewal. Enter the Month/Day/Last 2 digits of
year. eg. 8/11/89
OTHER ID NUMBER - Enter the appropriate code from below.
0 = Reserved for your agency to assign
1 = Boat
2 = Motor home
3 = Motorcycle
4 = Umbrella
5 - 9 = Reserved for your agency to assign
OTHER COMPANY NUMBER - Enter the company number with whom the
prospect now has their other coverage. If this company is not one
your agency represents, enter the miscellaneous company number.
OTHER EXPIRATION - This field is very important. It is a suspense
field telling the computer when to print this record as a reminder to
call the prospect for renewal. Enter the Month/Day/Last 2 digits of
year (e.g. 8/11/89).
CODE 1, 2 & 3 - This area is reserved for the agency to assign
codes for a broader sort or profile routine. Each code has two
characters, preferably numbers. For example, if your agency had a new
producer who brought a list of their current clients to enter as
prospects, you may want to separate their current clients from future
prospects. In code 1 you could enter a 1 for the producers current
clients, and as future clients come along, you could leave code 1
blank. At anytime, you could send a letter to their old business by
sorting under the new producers number and code 1 to equal a 1.
COMMENT - You have 60 spaces to enter a comment concerning a
conversation with the prospect, something about their coverage, or
what you need to discuss on the diary date, etc.
DIARY DATE - The suspense date or contact date is used for sorting
and printing for a field other than expiration dates. For example,
you contact a prospect who is very interested, but does not have time
to give you their expiration dates, and would like a call back on a
specific date. Enter this date here.
REASON - Enter the reason you will be following up on this
prospect.
OK (n,p) - SOP 1
Letter (y)? SOP 5
After entering the record, you will return to the Personal Lines
Menu. Select 2 to enter another prospect, OR select 1 to get back to
the Main Menu.
To modify a Personal Lines Call Record...
From the Personal Lines Call Record menu:
Select 4 (Modify).
XX Record # or ? - SOP 2
OK (n)? (part of SOP 2)
After locating the proper record the item will appear on screen. Hit
return to move you to the field which needs to be changed or updated.
Key directly on top of the information to be changed. Enter a
backward slash to move to the bottom of the screen, or hit return
through the last field on the screen.
OK (n,p)? SOP 1
Letter (y)? SOP 5
XX Record # or ? SOP 2 OR hit return to go back to the
personal lines menu. Select 1 to exit to the main menu.
To delete a Personal Lines Call Record...
From the Personal Lines Call Record menu:
Select 7 (Delete).
XX Record # or ? SOP 2
OK to delete (n)? This is your last chance to change your mind.
If you want to delete press return. If you do not want to delete
answer this question with a "N".
3.4.
COMPUWORK MANUAL
To Create a Client using Personal Lines Call Record info...
From the Personal Lines Call Record menu:
Select 11 Create a Client.
This selection will save you keystrokes and time when adding a client
that has previously been added as a prospect in a Personal Lines Call
Record. If a prospect stored under a P.L. Call Record, at some later
date, chooses to use you as their insurance agency, you will want to
enter him as a client on your system. Instead of going into Accounting
Records as you normally would, and entering "ALL" of the information,
you could use this selection. The name, address lines, etc. will be
brought over into the add a client screen you receive after you choose
the record number you want the client created from. (NOTE:
Information can only be transferred if it was already input in a
Personal Lines Call Record.)
XX Rec # or ? SOP 2
OK? (part of SOP 2)
OK (n,p)? SOP 1
Letter (y)? SOP 5
Continue to Create for (y)?. If you still want to add this person
as a new client, enter a "Y". You will now receive the "Add a client"
screen. Information from your call record will have been inserted
already. See page 1.14.1 of your Compuwork Accounting manual for more
information on how to correctly fill out this screen when adding a
client. After entering the new client you will be returned to the Main
Menu.
NP
To add a Datebook message...
From the Personal Lines Call Record menu:
Select 13 Datebook.
See page 2.4.1 of the Management section of your Compuwork Manual for
information on Datebook.
To limit access to this area of the system...
From the Personal Lines Call Record menu:
Select 14 Change password.
See page 1.0.2 of the Accounting Manual for instructions.
To go directly to the Personal Lines Production Menu...
From the Personal Lines Call Record menu:
Select 15 Production
****See page 3.23.1 in the Marketing Section of the Compuwork Manual
for detailed instructions on the remaining 3 options.****
16 PUT
17 GET
18 FETCH
3.5.
COMPUWORK MANUAL
1/1/93
SEND A LETTER FROM PERSONAL CALL RECORDS
The following selections allow you to send either a stored or a custom
letter to any prospect that is stored in a Personal Lines Call Record.
To send a stored letter to a prospect...
From the Personal Lines Call Record menu....
Select 6 (Form letter).
XX Record # or ? SOP 2
Letter #? Enter the letter number that is stored in word
processing. Be careful when entering the letter number. The letter
will be stored under Automatic Notice Printing to be printed later.
See page 5.9.1 of the Word Processing section of your manual for more
information on Automatic Notice printing.
Signed? Enter the person's name that is sending the letter and
press return. If using a scanned signature, enter the code (e.g.
S001).
Enclosures? You will receive three lines in which to enter
enclosures. If enclosures, cc, or a p.s. are not needed, return
through these prompts.
# of inserts in this letter? Enter the number of backward slashes
contained in your letter. If your letter does not have any backward
slashes press return only at this question.
If you enter a number for the above question you will receive the
following question. This question will come up for each number
that you entered above.
Insert #1? Enter your insert for the first backward slash in your
letter. Example: Your first insert could be the expiration date
of their policy. You would key in January 1, 1984 or 1/1/84 and
press return.
OK (n)? If all the above information is correct press return. If
you have made an error answer the OK question with an "N".
XX Rec # or ? SOP 2 or return through this prompt if you
do not want to send anymore letters.
NP
To send a custom letter...
Select 8 (Custom letter).
From the Personal Lines Call Record menu:
XX Rec # or ? SOP 2
:Alternate addressee? If you choose to add or change the attention
line just input at this prompt. If no change is needed, just return
through.
Salutation? Enter the salutation: eg. Dear Sam or 0Sam.
Signed? Enter the person's name that is sending the letter. If
using a scanned signature, enter the code (e.g. S001).
See page 5.16.1 (Word Processing Manual) for instructions in answering
the following two prompts:
Use Dictionary (y)?
Please begin
Signed? Enter the name of the person sending the letter or just
return through if none is needed. If using a scanned signature, enter
the code (eg S001).
# copies? SOP 3
Sub-signature? You will receive this prompt three times to allow
you to input sub-signatures, enclosures, cc, or a p.s.. If none of
these are needed just hit return through these three prompts.
Priority Store (y)? If you have two Automatic Notice print files
and wish to send your letter to the priority file, answer this prompt
with a "Y". If you want to send your letter to the regular Automatic
Notice file or print out your letter immediately just return through
this prompt.
Store it (n)? If you want to store your letter to the Automatic
Notice print file answer this prompt with a "Y". If you want to print
your letter out immediately answer this prompt with an "N".
Print now (n)? To print your letter now, answer this prompt with
a "Y". If you do not want to print now answer this prompt with an "N".
NP
3.6.
COMPUWORK MANUAL
1/1/93
PRINT PERSONAL LINES CALL RECORDS
This selection will allow you print out Personal Lines Call Records.
For printing personal lines call records you have three selections.
#3, Due Reports by Producer (Expirations), searches for the expiration
dates of homeowner, auto, and other that falls between a period of
your choice. #5, Diary date report, searches for a diary date that
falls between a period of your choice. #10 Due Reports by Producer
(Diary), searches for a diary date(s) that falls between a period of
your choice.
Print personal lines call records by EXPIRATION DATE...
Select 3 (Marketing).
9 (Personal Lines Call Record)
3 (Due Reports by Producer (Expirations))
Printer (1-X)? - SOP 4
Letter #? If you want to send a letter to all prospects that are
found using your expiration date range, enter the stored letter # you
want sent. Letters will be sent to the Automatic Notice print file.
See page 5.9.1 of the Word Processing section of your Compuwork Manual
for more information on Automatic Notice printing.
Start Date - Enter the expiration date you wish the computer to
start to search for. You have three expiration fields: homeowner,
auto, and other. How long in advance the producer needs to furnish
quotes before their policy expires is how long in advance to choose a
start date. If you were in the month of March, you would probably want
to use a start date of April or May in order to allow the producer
time to give quotes before a policy expires. Enter Month/Day/Last 2
digits of year.
End Date - Enter the date you wish the computer to stop searching.
You would probably be searching for a complete month. If your start
date was 4/1/82, your end date would be 4/30/82.
Producer # - enter a producer number you need call records printed
for.
OK (n)? If everything is correct just return through this prompt.
If you entered something incorrectly, answer with an "N" and you will
be allowed to make corrections.
When the printing is complete, you will be asked to enter another
producer number. After printing all producers needed, return through
this prompt when you are asked for another producer number and you
will return to the Personal Lines Menu. Select 1 to get back to the
Main Menu.
Print personal lines call records by DIARY DATE...
From the Personal Lines Call Record menu:
Select 5 (Diary Date).
Printer (1-X)? - SOP 4
Letter #? If you want to send a letter to all prospects that are
found using your diary date range, enter the stored letter # you want
sent. Letters will be sent to the Automatic Notice print file. See
page 5.9.1 of the Word Processing section of your Compuwork Manual for
more information on Automatic Notice printing.
Start Date - Enter the diary date you wish the computer to start
the search or print with.
Number of Days - Enter the number of days to continue the search.
A week would be 7.
How Many Fields Do You Want? Enter the number of fields you need
to view or print. 10 is the maximum number you can print.
Field? Enter the first field number you want to view or print and
return. You will receive this message for each field you selected
from above.
Producer # (0=all) Enter the producer you want the report for or
enter a "0" to receive a report on all producers.
OK (n)? If everything is correct just return through this prompt.
If you entered something incorrectly, answer with an "N" and you will
be allowed to make corrections.
When print is complete you will return to the personal lines menu.
Select 1 to return to the Main Menu.
To print personal lines call records for a RANGE OF PRODUCERS by
DIARY DATE...
From the Personal Lines Call Record menu:
Select 10 (Due Reports by Producer (Diary)).
Printer (1-X)? SOP 4
Letter #? If you want to send a letter to all prospects that are
found using your diary date range, enter the stored letter # you want
sent. Letters will be sent to the Automatic Notice print file. See
page 5.9.1 of the Word Processing section of your Compuwork Manual for
more information on Automatic Notice printing.
Start Date - Enter the diary date you wish the computer to start
the search or print with.
Number of Days - Enter the number of days to continue the search.
A week would be 7.
Start Producer # Enter the first (lowest) producer number you
want to receive a report on.
End Producer # Enter the last (highest) producer number you want
to receive a report on.
OK (n)? If everything is correct just return through this prompt.
If you entered something incorrectly, answer with an "N" and you will
be allowed to make corrections.
3.7.
COMPUWORK MANUAL
1/1/93
ACORD INPUT/UPDATE
This selection allows you to store Acord application submissions to
companies and for future use, modification, or re-submission. Please
see the Client Services section of the manual for information on
adding forms for existing clients.
Select 3 (Marketing).
13 (Commercial Forms - Input/Update).
The menu will appear:
MARKETING ACORD APPLICATIONS
1. MENU
2. Add a prospect
3. Update
4. Delete
5. Summarize Forms on E
7. Print ACORDS
8. Move ACORDS
To add a new file...
Select 2 (Add a prospect).
Form #? A screen containing all available forms will appear.
Select ALL forms that you intend to fill out for this file, even if
they will not all be completed at this time. If you suspect you may
need a form but are not certain, select the form anyway. THIS ROUTINE
RESERVES SPACE FOR THIS CLIENT. Return through this prompt after all
forms needed have been chosen.
OK (n)? If forms chosen are correct, hit return. If you chose the
wrong form, enter an "N" and you will be allowed to rechoose forms.
Company #? Enter the appropriate number for each company the
applications will be submitted to. You may enter up to ten companies.
When all have been selected, press return.
OK (n)? If company numbers are correct, press return.
Producer? Enter the three-digit producer code.
Administrator? Enter the three-digit administrator code.
# of available call records < > =none? If this client
has a call record on file, enter the call record number here. Press
return if there is no call record on file.
The Applicant Information Section screens will now appear.
EVERY FILE MUST CONTAIN ONE AND ONLY ONE APPLICANT INFORMATION
SECTION.
Some information will automatically be placed on
the screens, such as your agency name and address. Follow
these instructions for entering other information:
a. Information automatically supplied is correct: Press return.
b. Information automatically supplied is incorrect: Type correct
information over the incorrect information completely. For
example, if one digit of your agency's phone number is wrong,
retype the whole phone number, not just the incorrect digit.
c. Information is shown in a field and it should be blank: Enter
an asterisk.
d. To go back to previous fields: Enter a caret ("^").
e. Want to skip remaining fields on a screen: Enter a backslash.
Correct (r,all,y,b)? If information on the screen is not
correct, enter N. If you would like to go to a previous screen,
enter B. If you would like to skip all remaining screens, enter
ALL. If this screen is correct and you would like to proceed to
the next screen, enter Y.
When form is complete, the following question will appear:
Options (y=update, n=don't store, p=print now, l=laser now)?
a. Y=update will return to first screen of the form so
changes can be made.
b. N=don't store will not store the information and will
return to Acord Menu.
c. P=print now will immediately print this form on plain
paper. Enter the printer number, number of extra
copies needed, type of printer to use, and Y if
input information is to be doublestruck. Dot Matrix ONLY.
d. L=laser will immediately print this form in the laser
format. Enter the printer number, number of extra
copies needed, and the font number input information
will be printed in.
e. If p or l was selected you will return to the
(y=update, etc.) question when printing is complete.
Which form next? Forms are listed.
What is your selection? Choose next form to fill out or return to
exit.
To update an existing file...
Select 3 (Update).
XX Record # or STRING (<>,e)? SOP2
The following submenu will appear:
Select a path: FILENAME
1 ACORD menu
2 Add/delete a company or change company or print status
3 Delete a form
4 Add a form
5 Update an existing form
6 List commercial autos
7 Rating setup: business auto
8 Rating setup: workers comp
9 Rating setup: general liability
10 Rating setup: commercial fire
11 Transfer Information to MVR's
12 PUT
13 Commercial Tracking
To add/delete a company or change a form's print status....
Select 2 Add/delete a company or change company or print status
When this option is selected, companies may be added or
deleted and three types of print status may be changed.
Old Status X
New overall status?
This is the status for this file.
If the status does not equal 1, no forms will print,
regardless of company or form print status.
Change producer # from X (y)?
Change administrator # from X (y)?
Companies in this file
0 No more changes
1 XX Insurance Company Name X
Which company # (0 ends)?
To add another company, enter the next number in the list
of companies. For example, if there were three companies
listed, enter 4. Then enter the id number of that company and
its print status. To delete a company, enter the number it is
listed as and change the new status to 0. To change a company's
print status, enter the number it is listed as and change the
new status to 1 or 2 (1= to be printed, 2 = already printed).
Press return when complete.
Forms in this file
0 No more changes
1 Form Name X
Which form (0 ends)?
Enter the number of the form as it is listed. At the new status
question, enter either 1 or 2. Press return when complete.
To delete a form...
Select 3 Delete a form.
This selection allows you to delete individual forms from
a client's file. When chosen, a list of all forms in the
file will be shown.
Form # to delete (0=menu)? Enter the number as listed of the
form to be deleted. A zero will return you to the Acord menu.
To add an additional form to an existing file...
Select 4 Add a form.
Add a form allows you to enter new forms for an existing client's
file. A list of forms already completed for this file will be
shown. Next, a list of available forms will be printed.
What is your selection? Enter the number of the form you
wish to fill out. Enter zero to return to the Acord menu.
Complete the screens for the form, following the same
instructions as for adding a new file. When complete, you
will return to the "What is your selection?" prompt. You may
add more forms at this point or return to the Acord menu.
IF YOU RECEIVE A WARNING MESSAGE, there is no more room available
to add forms. See procedure for moving acords to end of file
for more input on page 3.9.1 of this Marketing Manual.
To update an existing form...
Select 5 Update an existing form.
This selection allows changes to be made to already completed
forms. A list of completed forms will appear.
Form # to modify? Enter the number of form as it is
listed to modify.
Space remaining X
Old Acord Date X/X/XX
New Acord Date?
Enter today's date. The old date tells you the last time
this form was updated. Space remaining tells you the
maximum number of characters that may be added during the
update. Remember, your computer counts 'invisible' characters
such as spaces and carriage returns. So if space remaining
is shown as five, you could enter four letters and a carriage
return. Each field requires one carriage return.
Screen # you want (0=all)? Enter the number of the screen
you would like to update. If you are not sure or need to
update all screens, enter zero.
Make any corrections or changes to the form following the
same input instructions as in add a new file. You will
return to the Acord menu when complete. IF YOU RECEIVE A
WARNING MESSAGE, you have entered too many characters in this
form and it cannot be stored. You may either delete the
number of characters shown as too large by, or escape and
lose any changes you may have just made.
To list commercial autos...
Select 6 List commercial autos.
The list commercial autos selection will print a list of
of all vehicles entered on acord forms in this file.
Printer (1 - X)? SOP 4.
To rate Business Auto acord information...
Select 7 Rating setup: business auto.
Follow instructions in the Rating Manual for entering
acords so information may be transferred to rating. When
acord is entered in the correct format, select 7 and press
return.
County......................? Enter county name
Territory...................? Enter territory number.
Workers' Compensation (y)...? Enter Y or N.
Employee driven (y).........? Enter Y or N.
Liability modification......? Enter the factor (e.g. .85)
Comp/coll mod (.#/.#).......? Enter two factors (e.g. .9/.7)
Fleet (y)...................? Enter Y or N
These questions are necessary for rating but are not entered
on an acord form. When these questions are answered, you
will be brought to the Commercial Auto rating menu, where
you may reuse information to rate.
To rate Worker's Comp acord information...
Select 8 Rating setup: workers' comp.
Follow instructions in the Rating Manual for entering acords
so information may be transferred to rating. When acord is
entered in the correct format, select 8 and press return.
You will be brought to the workers' comp rating menu, where you
may reuse information to rate.
To rate General Liability acord information...
Select 9 Rating setup: general liability.
Follow instructions in the Rating Manual for entering acords
so information may be transferred to rating. Use the original
acord general liability application to transfer to Old CLM
general liability and the '86 simplified acord general liability
application to transfer to New CLM general liability. When
the acord is entered in the correct format, select 9 and press
return.
County.......................? Enter county name
Company modification.........? Enter a factor (e.g. .85)
Apply mod to min prem (y)....? Enter Y or N
When these questions are answered, you will be brought to
the general liability rating menu. Select the reuse option
for Old or New CLM and rate.
To rate Commercial Fire acord information...
Select 10 Rating setup: commercial fire.
Follow instructions in the Rating Manual for entering acords
so information may be transferred to rating. Use the original
acord property section to transfer to Old CLM property and the
'86 simplified acord property section to transfer to New CLM
property rating. When the acord is entered in the correct
format, select 10 and press return.!R!FONT38;EXIT;
County......................? Enter county name
Company modification........? Enter a factor (e.g. .85)
Blanket coverage (y)........? Enter Y or N
When these questions are answered, you will be brought to the
property rating menu. Select the reuse option for Old or New
CLM and rate.
To delete a file...
Select 4 (Delete)
XX Record # or STRING (<>,e)?
Enter the file number to be deleted.
If you do not know the file number, press return and a list of
all files on the device will be shown.
Last chance (n)?
If you do not want to delete this file, enter N.
To summarize forms stored on the hard disk...
Select 5 (Summarize Forms on E).
Printer (1 - X)? Enter the number of the printer the list is to be
printed to. Press return to list on the screen.
Do you want more info (y)? Answer Y if you would like a list of
all forms stored under every file.
Start #? Enter the file number to begin listing from. If you
want to list all files, press return.
A list of files and file information will be printed.
3.8.
COMPUWORK MANUAL
1/1/93
ACORD PRINTING
This selection allows you to print out grey acord applications.
NOTE: MENU ITEM NUMBERS HAVE BEEN REMOVED SINCE THEY DEPEND ON THE
NUMBER OF FORMS CURRENTLY AVAILABLE.
Select 3 (Marketing).
14 (Commercial Forms) - Printing
To receive a summary of all forms that need to be printed...
Select Summary of forms on E to be printed
Before printing acord forms, it is useful to obtain a list
of forms that require printing. Select this menu option
and press return. A summary of all forms to be printed
will appear. Each type of form will be preceeded by the number
of files which contain that unprinted form. This is not the
total number of forms to be printed.
To change your printer number from printer 1...
Select Change printer from 1
Before printing acord forms, check this menu selection to
see what printer the forms will be printing on. If it is
showing the wrong printer, select this option.!R!FONT38;EXIT;
Printer (1 - X)? SOP 4
To receive additional copies of forms during print...
Select Extra copies = 0
Acord printing will automatically print one copy of each form
for every company number selected at the time the acord was
filled out plus one with company numbers summarized.
If you desire additional copies, change the number
of copies under the Extra copies = X option. Remember, if
you are submitting the applications to five companies, and
the Extra copies selection is set to three, for example,
a total of 20 copies will be printed.!R!FONT38;EXIT;
Extra copies? Enter the number of extra copies.
NP
To access forms stored on devices other than the hard disk...
Select Switch from E **DBI only**
Selecting this option will allow you to change devices to
print acords stored on other media.
Device? Enter device letter in capital letters.
To print on PRE-PRINTED paper...
Select Use Pre-Printed paper
Before beginning to print, make sure that the printer showing on
the menu is correct, the printer is on-line with forms loaded, and
that the type of printing is shown correctly on the menu. Then
enter the number of the form to be printed as listed on the menu.
A message will appear showing the name of the form being printed
and direct you to place that form in the printer.
Is the form in place (n return, A to align)? If the form is
aligned and ready to print, press return. If the form is totally
incorrect, enter N and you will return to the Acord print menu. If
the form is slightly out of alignment, enter A. You can now adjust
the form until it is aligned.
File X, X sets 1 RET? Press return.
After the form is printed, a final question will appear.
Was printing successful (n)? If anything went wrong during the
printing, answer this question with an N. If you simply press
return or answer Y to this question, the print status will be
changed to printed on every form of this type.
Print forms using PLAIN WHITE CONTINUOUS FEED Paper...
To print forms on plain paper, select the type of paper option
until the menu reads Use PLAIN paper. Next, look at the type of
printer shown on the menu. If this is not the type of printer your
printer number is, select this option. There are six types of
printers available for printing plain paper: C Itoh, Mannesman
Tally 440, Toshiba, C Itoh 815, Data South, and Mannesman Tally.
The Prowriter cannot print plain paper forms and some versions of
the Data South and Mannesman Tally printers need to be upgraded
before they can print plain paper forms.
WARNING: The process of printing plain paper forms is slow and
it also reduces the life expectancy of your printer. The printer
is required to do an enormous amount of work to print both form
information and input information in a readable format. Be
prepared to spend about seven minutes per page for a plain paper
acord form.
The process from this point is similar to using pre-printed forms.
Select the form number you need to print.
Do you want this form double struck? If you would like input
information to appear twice as dark as form information, enter Y.
Double striking input information further slows printing.
Was the printing successful? Enter N if any form did not print
sucessfully.
Print Forms Using LASER PRINTER...
Select the type of paper option until the menu reads Use LASER
paper. Select the Change font from X if the font shown is not what
you would like input information to be printed in. Refer to the
laser printer resident font list to select an appropriate font.
Select the Change from Cassette X option if you would like to
change to manual feed, cassette one or cassette two. If you would
like to receive a blank copy of an acord form, select the Print a
blank form on laser option and enter the number of the form you
need. If all the menu options are shown correctly, proceed.
The process from this point is similar to pre-printed and plain
paper printing. Enter the number of the form you need to print.
The forms will print.
Was printing successful (n)? Enter N if any form was not
printed successfully.
^1 --------
WARNING: There are a few key areas that may cause problems with
laser printing. Here are a few common difficulties:
a. Information prints on blank paper. No form information is
printed: Reload the laser printer and try again. Forms
have been inadvertantly deleted, probably by turning off the
laser printer, and must be restored.
b. Some information is missing or printed in wrong area: Check
input information under Acord Input/Update. Verify that
there are no quotation marks or percent signs anywhere
in the input information. If quotation marks (often used
as an abbreviation for inches) or percent signs are
found, delete them or substitute other punctuation (i.e.
write out "percent" or use two apostrophes for quotation
marks). These two characters are reserved and may not
be used as input.
c. All information is misaligned or printing is condensed: Check
to see if anyone has been using Prescribe commands in a letter
or anywhere else in the system. Under Utilities, do a
standard setup of the laser printer. Try again.
PRINT ALL FORMS AT ONE TIME...
This option is only available under plain paper and laser printing.
When chosen, all forms that need to be printed will be printed,
regardless of type of form.
3.9.
COMPUWORK MANUAL
1/1/93
ACORD MOVE
The Acord Move functions are designed to maintain acord files
in both the working file and storage file for long term storage.
**If on DBI and want to store Acords to floppy, see page 3.26.1
of this Marketing Manual.**
Select 3 (Marketing).
15 Commercial Forms - to/from floppy or pack
#2 MOVE AN APPLICANT'S FILE TO STORAGE
This function is useful when an acord file will not require
updating or will not be needed for some time, i.e. The file is
updated annually when applications are submitted. The file
can be moved to storage and restored to the working file at
a later date when it is needed again.
Enter Filename (DATA1, DATA2)? Enter the filename in all
capital letters up to 14 characters. Do NOT use spaces. You may
utilize the (_) underline character to represent a space.
New File (y,cr)? If the file you are storing is a new file
answer with a "Y". If you have previously stored this file and have
either updated it or are storing another file to the end of the
current file just hit return.
Overstore #? If you returned through the above prompt you will
receive this prompt. It allows you to store files to the end of
your current file. The overstore # is always one less than the
number of the files currently stored.
Filename (6 char.)? Just return through this prompt.
Fixed Blocks (default 6)? Enter the number of fixed blocks
needed to store this file. The system defults to 6 blocks.You can
determine how many blocks a file contains by using the summary
option on the Acord menus and selecting the 'Do you want more
information' option.
Do you know the file # (y)? If you know the file number of the
working file that is to be transferred to storage, answer 'Y'. If
not, hit return and a list of all files will be shown.
What is the file # (<>)? Enter the number of the file to be
moved.
The system will let you know the name of the file and how many
forms have transferred. If it goes directly back to the menu, then
the file did NOT transfer. Check the number of fixed blocks
entered and try again.
Another (n)? If you would like to add another file to the end
of the file you are currently working on, just hit return and the
same prompts will appear. If you are through with this file answer
this prompt with an "N".
^2_______________________________________________
#3 PACK THE HARD DISK APPLICANTS ON E - CAUTION
From time to time, there will be enough deleted files on the hard
disk to make it necessary to pack the hard disk. While it is not
necessary to pack the disk every time a file is deleted, it must be
packed occasionally or you will run out of room to add new files.
When packing, make sure that no one - NO ONE - is accessing the
acord file in any way. That means no one should be inputting,
modifying or even printing an acord. If someone else is accessing
the acord file during packing, you could lose all or part of your
files.
LEVEL I CODE? Enter the Level I code if you are certain you are
ready to pack the hard disk. The pack will begin and show a list
of the new file numbers and applicants. If, during or after the
pack, you realize that something has interfered with the pack (i.e.
power failure during packing, someone adding new forms), call
Compuwork immediately.
#4 MOVE AN APPLICANT'S FILE FROM STORAGE TO HARD DISK E
This option is used to retrieve a file from storage and restore it
to the working file for updating.
Enter Filename (DATA1, DATA2)? Enter the filename exactly as it
was stored.
Which applicant file? If the file only contains one file, enter
a 1. If the file contains several files, enter the number of the
file you want to move. Your file will now be located at the end of
your regular working file.
#5 MOVE AN APPLICANT FILE TO THE END OF E FOR MORE INPUT
When acord input exceeds the amount of space reserved for input,
you will receive a message stating that no more room is available.
When this occurs, you may move the file to the end of the acord
file. This allows you to input additional information without
destroying the next file's information.
X Do you know the file # (y)? If you know the file number,
enter 'Y'. If not, hit return and a list of all files on the hard
disk will be shown.
What is the file # (<>)? Enter the number of the file to be
moved. A list of all forms in that file will be shown.
Which form # needs more room? Enter the number of the form that
requires more room for input. When no more forms need to be
increased, hit return.
How many characters (use 200)? Enter the number of characters
to increase the form by. Remember, each field of a form may hold
70 characters, so the suggested 200 character increase may only
allow for input of three more lines.
A list of all forms in the file will be shown as it is moved to
the end of the acord file. When complete, you will return to
the Acord Move menu.
#6 LIST THE CLIENTS IN A STORAGE FILE
Use this option to list all files kept in the storage file.
Printer (1 - X)? SOP 4
Enter Filename (DATA1, DATA2)? Enter filename to view basic
information about the file you chose. It will list the full name
of the file, the number of individual files stored in that file,
the producer and csr codes, and the number of fixed blocks for
each file.
#7 DELETE A STORAGE FILE
This option 'cleans out' the storage file.
LEVEL 1 CODE? Enter the Level 1 Code when you are sure this is
to be zeroed.
Enter storage file to be deleted? Enter the filename to be
deleted.
Will delete "filename" (y,cr)? If you want to delete this file
answer with a "Y". If you do NOT want to delete, enter an "N".
#8 ANALYZE THE HARD DISK E
If you would like to examine the contents of the acord file
on the hard disk without returning to the Acord Input program,
choose this option.
Printer (1 - X)? SOP 4 Enter the printer to show the list on.
Or hit return only to show the list on the screen.
NP
^2________________________
#11 RETURN TO ACORD MENU
#13 MOVE OLD AUTOS TO SIMPLIFIED AUTOS
OR
#14 CONVERT '83 GL TO 86' GL
If you have business auto sections and vehicle schedules stored
under the old Commercial acord option, you may use selection #13
to transfer those forms to the Simplified Acords file OR if you
have an 83 General Liability form you want to transfer into the
86 General Liability form you may choose selection #14.
First, be sure the Simplified Acord client is the last client
in the file. You may either add a new client with only an
applicant information section or you may use the Acord Move
selection to move a file to end of hard disk storage for
more input. You will not have the option to select the file to
be transferred to. The forms will always be stored with the
last client in the file. When this is correct, select the
move old autos to simplified autos option.
Do you know the file # (y/#)? Enter the file number of the old
Acord file where the Business Auto, Vehicle Schedules, or General
Liability forms are to be transferred from. If you do not know
the file number, hit return and a list will be shown.
What is the file #? If a list of old Acord clients was shown,
enter the number of the file to be transferred from here.
You will now see a message telling you where the forms to
be transferred are being stored, and the name of each type of
form being transferred. When complete, you will return to the
Acord Move menu.
3.10.
COMPUWORK MANUAL
1/1/93
MARKETING PERSONAL LINES FORMS
This selection allows you to enter Personal Lines Applications. In
addition you may Request MVR's, issue I.D. cards, send applications
to rating, get information from rating to fill out applications, and
send application information to the Personal Lines proposals.
From the Main Menu
3. Marketing
17. Personal Lines Form Input/Update
1. Menu This returns to the Main Menu.
2. Add
0. Exit
1. Homeowner Application
2. Auto Application
Which Form? From the list displayed select the form to add.
Some of the information such as name and address of the insured are
automatic entries. Continue to fill out the application. NOTE:
Applications will become the permanent storage area for client policy
information. This information will be accessible from many areas of
the system, therefore fill out as much of the form as possible.
At the bottom of each page answer the following question...
Correct (n,all,-#,+#,undo)? Return advances to the next page,
N returns to the top of the page to correct information, all
scrolls to the end of the form, -# (a minus sign and page number)
will back up that many pages, +# (a plus sign and page number)
will advance that many pages. Undo will restore your form to the way
it was the last time it was saved.
Store (n,p) Return stores the form and returns to the
Personal Lines Menu, N will not store the form, P prints the
form.
3. Update
XX Rec # or ? SOP 2
What is your selection? From the list of stored forms, select
the form to update. Update information.
Correct (n,all,-#,+#,undo)? Return advances to the next page,
N returns to the top of the page to correct information, all
scrolls to the end of the form, -# (a minus sign and page
number) will back up that many pages, +# (a plus sign and page
number) will advance that many pages. Undo will restore your form
to the way it was the last time it was saved.
Store (n,p) Return stores the form and returns to the Personal
Lines Menu, N will not store the form, P prints the form.
5. Print Forms
XX Rec # or ? SOP 2
Printer (1-X)? SOP 4
# of copies? SOP 3
6. PUT Refer to page 3.23.1 in the Marketing Section of the
Compuwork Manual for more information.
For example you may want the Homeowner Application information
transferred to a Homeowner Proposal. You would first do a "PUT" and
select the Homeowner App, second select Personal Lines Proposal Menu.
Third select "GET" from the P.L. proposal menu which pulls the
application data, fourth add a proposal.
What is your selection? From the list of stored forms, select the
form to "put".
7. Request MVR'S
XX Rec # or ? SOP 2
What is your selection? From the list of stored forms, select
Personal Automobile application.
The following information will appear...
You have XX drivers.
Driver #1 Driver Name
Driver #2 Driver Name
M - MENU
V - MVR MENU
A - AUTO RATING
Enter Driver #? To add MVR information input the driver number
from the list of drivers.
OK? n allows you to enter a different driver. Return takes you
to Add MVR screen. The State, Birthdate, Name, and Sex will
automatically be filled in using the Automobile Application.
OK(n,e)? N allows you to make corrections to MRV record, E
exits the program, Return accepts the information and the
the following screen will appear...
You have XX drivers.
Driver #1 Driver Name
Driver #2 Driver Name
M - MENU
V - MVR MENU
A - AUTO RATING
Enter Driver #?
To rate the auto, input an A at the Enter Driver #? prompt. Then
take a #3 Reuse from the Personal Auto Rating Menu. For more
information on reuse refer to Pages 7.2.5 in the Compuwork Rating
Manual.
To receive or transmit MVR's, input a V at the Enter Driver #?
prompt. The MVR Menu will be displayed. For more information on
MVR's refer to page 5.21.1 in the Word Processing Manual.
To return to the Main Menu, input an M at the Enter Driver #?
8. ID Cards
What is your selection? From the list of stored forms, select
the Personal Auto form.
Print Now (y)? For more information on issuing ID cards, refer
to pages 4.15.1-4.15.3 in the Client Service Manual.
9. Send to Rating
What is your selection? From the list of stored forms, select
the application you wish to rate. Auto and Homeowner are available.
NOTE: This will be a tremendous time saver for renewals and
endorsements.
Homeowners will transfer to the HO Rating Menu. Select #6 Recall.
For more information refer to Homeowner section of the Rating
Manual.
Automobile will transfer to the PA Rating Menu. Select #3 Reuse.
For more information refer to Auto section of the Rating Manual.
10. Get from Rating
This selection will pull Auto or Homeowners quotes and adds rating
information into a new P.L. Form.
For example: Rate an Auto, then return to Personal Lines forms and
select #10 Get from rating. Then select #2 Add Select Auto
Application. Note how the information from the Auto quote has
automatically been pulled into the P.L. form. If you have stored
quotes on the hard disk, retrieve the quotes, return to P.L. forms,
#10. Get from rating, #2 add a form.
11. Print Blank Form
Printer (1-X)? SOP #4.
Font #? Enter laser print font number.
Which Form? Select the form you wish to print.
13. Set Company Names
OPTION (a,d,r) A = Input company number to send form to.
D = Delete # Input company number to delete. (This will not
delete the company from the company file.) R Do NOT use.
15. List
Printer (1-X) SOP #4. Generates list of stored forms.
16. Add by Copy
This selection duplicates a stored proposal and allows entering new
data for endorsements or renewals. You can use this selection to
keep multi years of information on a policy.
Which form? Select the form you wish to copy. Update as
necessary.
3.11.
COMPUWORK MANUAL
1/1/93
INPUT LABELS FOR MAILING
The following outlined selections allow you to input, modify, and
delete mailing labels.
There are four areas to choose from before entering labels. Choose
the area most appropriate for your purpose. The label selections are
located in the primary menu under MARKETING.
Selection 2 LABEL, was designed to store a large number of names
and addresses for mailing purposes only and can be broken down into
four categories of your choice. You could use Label code 1 to mail
Risk Management Newsletters, code 2 for Construction Newsletters, code
3 for Dental Newsletters, and code 4 for Personal Lines Newsletters.
Selection 2 LABEL - 5 SPECIAL LABEL, was designed to allow you to
input a Label in any format you wish. You are given 5 lines in which
to input your label information. You are also given a code field to
allow your agency to separate or sort labels for printing.
Selection 6 LABEL II, was designed to store a smaller number of
names and addresses. There are a variety of selections other than
labels directly under the Label II program. You can print labels
sorted by zip code, name, or code number, list labels on paper, print
a one line summary, address an envelope, send a letter, or print an
individual label. After the labels are printed or the names have
served their purpose, they can be offloaded onto a floppy disc for
future use. It is not necessary to offload onto a floppy, unless you
need to open this file to enter other names for a different purpose.
If needed, there is a selection to zero out this file so that another
set of names can be entered.
Selection 7 TARGET INDUSTRY, was designed to store names and
addresses and to keep track of responses. Target stores much more
information on a prospect than the other two selections, such as, a
phone number, an expiration date, and their volume of business. Under
this selection you can print and sort labels, list labels on paper,
print a one line summary, address an envelope, send a letter, or print
an individual label.
Choose the appropriate area to enter your names and turn to the
following pages for instructions...
3.12.
COMPUWORK MANUAL
1/1/93
LABEL
SPECIAL LABEL
This selection allows you to store a large number of names and
addresses for mailing purposes. You may also create a client using
information already input into a label. SPECIAL LABEL is also located
under this selection.
To input a Mailing label...
Select 3 (Marketing).
2 (Label)
1 Label 1 File
2 Label 2 File
Which #? There are two files reserved in this program. Enter
which label file you wish to use. You may have up to four files, but
the two additional files must be requested form Compuwork.
Define ^0? If you have something that will be repeated on every
label, this field will save you time. Let's say all our labels will
have the same salutation Dear Agents. At this field we would enter
0Agents. Then when we got to the salutation field of each label we
would enter ^0 and 0Agents would appear when we pressed return.
If you entered something in Define 0 you would then receive a second
define called Define ^1. This would continue until you have pressed
return at one of the Define ^. You have up to 10 Define fields.
2 (Add)
Code? Assign any number, 0 - 99, to help your agency separate or
sort for printing if needed, if not just hit return.
Name? This is for an individual's name.
Company? Return if not needed.
Street Address?
City & State?
ZIP?
Salutation? eg. Dear Mr. Jones or 1Jones. Do NOT enter a colon
(:), the system will automatically enter for you during the printing
of a letter. Return if the salutation is not needed. Or if you have
used the Define ^ option (given as an example above) enter ^0 and
press return.
OK (n,p)? SOP 1
To escape, enter a backward slash and press return. Return through the
OK message.
To modify a mailing label...
From the Label menu:
Select 3 (Update)
XX Record # or ? SOP 2
Hit Return to the incorrect field. Enter the correct information
directly on top of the old data.
OK (n,p)? SOP 1
XX Record # or ? Enter the next one to be modified or hit
return to escape.
Which #? Select the correct label file to update.
Define ^0? See Define under Add a Label.
To delete a Mailing label...
From the Label menu:
Select 4 (Delete-ONE USER ONLY)
XX Record # or ? SOP 2
OK to Delete (n)? If you are viewing the correct person to be
deleted from your mailing list, hit Return. If an incorrect selection
was made, enter an N and return.
Select 1 to return to the Main Menu.
To enter a Special Label...
From the Label menu:
Select 5 Special Label input
Code? Assign any number 0 through 99 to help your agency separate
or sort for printing.
Line 1 of 5?
Line 2 of 5?
Line 3 of 5? Input your label information in any format
Line 4 of 5? you want in these 5 lines.
Line 5 of 5?
OK (n,p)? SOP 1
To update a Special Label...
From the Label menu:
Select 6 Special Label update
XX Record # or ? SOP 2
Which #? Select the correct label file to update.
Define ^0? See Define under Add a label.
Modify the record as needed.
XX Record # or ? Return through this prompt to exit or
repeat instructions as above.
To delete a Special Label...
From the Label menu:
Select 7 Special Label delete.
XX Record # or ? SOP 2
OK to delete (n)? If you still want to delete this record enter a
"Y". If you do not want to delete this record answer with an "N".
To list Special Labels...
From the Label menu:
Select 8 Special Label list.
Printer (1-X)? SOP 4
This selection will list all Special labels, then a summary of all
codes used.
To print a Summary of codes for Label file 1 or 2...
From the Label menu:
Select 9 List codes.
Printer (1-X)? SOP 4
To Create a client using Label information...
From the Label menu:
Select 10 Create a Client.
This selection will save you keystrokes and time when adding a client
that has previously been added in a Mailing Label (NOT Special Label).
If a person stored in a Label, at some later date, chooses to use you
as his insurance agency, you will want to enter him as a client on
your system. Instead of going into Accounting Records as you normally
would, and entering "ALL" of the information, you can use this
selection. The name, address lines, etc. will be brought over into the
add a client screen you receive after you choose the record number you
want the client created from. (NOTE: Information can only be
transferred if it was already input in a Label.)
XX Rec # or ? SOP 2
OK (n,p)? SOP 1
Continue to Create for (y)?. If you still want to add this person
as a new client, enter a "Y". You will now receive the "Add a client"
screen. Some of the information from your call record will have been
inserted already. See page 1.14.1 of your Compuwork manual for more
information on how to correctly fill out this screen and answer the
three following prompts when adding a new client.
Want transactional filing (y)?
Message (y)?
Input a policy (y)?
After entering the new client you will receive the following prompts:
Which #? Enter the number of the correct label file or return to
exit to Main Menu.
If you entered a number at the previous prompt you will receive:
Define ^ 0? See instructions on page 3.12.1 for this prompt. You
will now be taken to the label file menu for the file just chosen.
To automatically have the system add labels using client info...
From the Label Menu:
Select 11 Add from client
Code? Assign any number, 0 - 99, to help your agency separate or
sort for printing if needed, if not just hit return.
XX Record # or ? SOP 2 - You will be looking for a client
record at this prompt.
Choose label file you want this record added to and label will be
added with client information from the record just chosen.
To go to the other label file that you are not in...
From the Label Menu:
12 Get another file
To limit access to Label files...
From the Label Menu:
Change password - See the "Change Password" section of your
Compuwork Accounting Manual for detailed instructions.
To zero Label files...
From the Label Menu:
14 Zero these labels - CAUTION
This selection will zero the whole label file you are in. You will NOT
be allowed to delete one record at a time. Use selection number 4 to
delete out labels one at a time.
3.13.
COMPUWORK MANUAL
1/1/93
LABEL II
This label selection has a variety of options available other than
labels. You can print sorted labels, list labels, receive a one line
summary, address an envelope, send a letter, or print an individual
label. The labels can also be offloaded onto a floppy diskette for
storage.
Select 3 (Marketing).
6 (Label II)
To add a label...
From the Label II menu:
Select 2 (ADD).
Define ^0? See page 3.12.1 for more information on this prompt.
Status? Assign any number, 0 - 9, to help your agency separate or
sort for printing. If not needed just hit return.
Code? For a broader sort assign any number, 0 - 99, to help your
agency separate or sort for printing. If not needed just hit return.
Name?
Address?
Address? Enter the city, state and zip code.
Alternate name? Company or individual depending on what was
entered under the name above. Return through if not needed.
Salutation? e.g. Dear Mr. Jones or 1Jones. Do NOT enter a colon
(:). The system will automatically enter it for you during printing of
a letter. Return if the salutation is not needed.
Telephone? Enter the area code and phone number. Return through
if not needed.
OK (n,p)? SOP 1
NP
To Modify a label...
From the Label II menu:
Select 4 (Update).
Define ^0? See page 3.12.1 for more information on this prompt.
XX Record # or ? SOP 2
Hit return to the correct field to be modified and key your
information directly on top of the incorrect information.
OK (n,p)? SOP 1
XX Record # or ? Press return at the Record number message
to return to the Label II menu.
To Delete a label...
From the Label II menu:
Select 10 (Delete a Record).
XX Record # or ? SOP 2
After record is brought up, enter a backward slash and return.
OK (n,p)? SOP 1
Delete (y)? To delete enter a "Y" for yes. If you do not want to
delete this record enter an "N" for no.
XX Record # or ? Press return to go back to the Label II
menu.
Select 1 to return to the Main Menu.
To utilize Label II on a Floppy Diskette...FOR DBI SYSTEMS ONLY.
The following procedure can be used to offload and store the
Label II file onto a floppy diskette. By doing so, this enables
you to zero the hard disk storage (selection number 11 under Label
II) and re-use this file for other purposes. This also enables you
to add, update, delete, labels and letters directly from a floppy
disk. The advantage of using the floppy disk, is the floppy disk
stores up to 1000 names and the hard disk stores 250 names.
To create a diskette to use for Label II...
Initialize a diskette (see the Utilities Section of the Manual).
Create a data diskette using the same diskette as above (see the
Utilities Section of the Manual).
Load your initialized Data diskette in the diskette drive.
At the Main Menu enter STOP and hit return.
Enter RUN"COPYFI at the OK message.
From DEVice? Enter E.
File name? Enter A063.
Password? Enter a period (.).
DEV? Enter "G" for 5 1/4" diskettes or "F" for 3 1/2" diskettes.
Filename? Enter DATA.
Password? Enter a period (.).
Are you sure? Enter a Y.
Enter a return to continue? Enter STOP.
OK? Enter RUN"MENU.
Select 11 (Zero the Data file). By doing this procedure, it will
clear the diskette of any names that may have been transferred over
from the hard disk during the creation of your label II diskette.
To change the number of labels that will print across to something
other than 3...
From the Label II menu:
Select 5 (Change label paper from 3 across).
#? Enter the number of labels you wish to have printed across
e.g. 2. Notice the top of your screen now says Mailing list 2 across.
To print labels from the Label II program rather than going through
profiling...
From the Label II menu:
Select 3 (Labels).
Printer (1-X)? SOP 4
Letterhead (y)? Press return only.
Sheet (y)? Press return only.
Code to print (0 for all)? If you want to print all the labels
stored in this file press return. If you only want to print labels
with a special code enter that code.
# of printings? If you only want 1 label for each record press
return. If you want more than 1 label for each record enter the
number you want, e.g. 3.
Sort required (n)? If you do not want to sort the label file by
zip, name or code than name enter an "n". If you press return only at
this question you will be asked the following.
1=Zip 2=Last Name 3=Code then Last Name
Which #?
If you want your labels sorted in zip code order enter a 1.
If you want your labels in alphabetical order enter a 2.
If you want your labels sorted by code then each code alphabetized
enter a 3.
Your labels will begin printing. They will print one row of labels
then ask OK (n)? Check your label paper and make sure everything
is lined up correctly. If everything is OK press return. If you need
to adjust your paper do so now then answer the OK question with an
"N".
Again (y,c)? Enter a "Y" to print all labels again. Enter a "C"
to print out a certain label again. A return through this prompt will
exit to the Label II menu.
To get a one line list of what is stored under the Label II program
select one of the following...
From the Label II menu:
Select 7 (One line Summary)
or
12 (One line Summary II)
The difference between the two summaries are - #7 gives you the code,
name, address, city, state, and zip fields; # 12 gives the name,
telephone number, address, city, state, and zip.
Printer (1-X)? SOP 4
Letterhead (y)? Press return.
Code to print (0 for all)? Press return or "0" for all or enter
the code you want a list for.
# of printings? Press return.
Sort required (n)? Answer with a "N" if no sort is required. If
you want to sort by...
1=Zip 2=Last Name 3=Code then Last Name
press return then at Which #? enter the selection # you wish to
sort by.
To address an envelope...
From the Label II menu:
Select 8 Address an envelope.
XX Record # or ? SOP 2
Printer (1-X)? SOP 4
Letterhead (y)? Press return.
Addressee? You may enter an addressee or return through this
prompt to have your addressee pulled from the Label you are using to
address your envelope.
The envelope will now be addressed.
XX Record # or ? Return through this prompt to exit or
repeat using above instructions to address another envelope.
To print an Individual Label...
From the Label II menu:
Select 9 Individual Labels.
Printer (1-X)? SOP 4
Letterhead (y)? Press return.
Code to print (0 for all)? Enter the code of the Label you want
printed or enter a "0" to receive all codes.
# of printings? Enter the number of copies you want of each label.
Label # (0 ends)? Enter the record number of the label you want
printed or enter a "0" to exit.
Your first label will now be printed.
OK (n)? If the first label was aligned correctly, just return
through this prompt. If you need to adjust the alignment answer this
prompt with an "N" and your first label will be reprinted.
Again (y,c)? If you need all labels printed again answer this
prompt with a "Y". If you need to reprint only one label answer this
prompt with a "C". Return through this prompt to exit.
To create a client using label information...
From the Label II menu:
Select 15 Create a Client.
See page 3.12.4 of the Marketing section of the Compuwork Manual for
instructions on using this selection.
^2________________________________________
To change password access to this program...
Select 16 Change Password.
New Password? Enter a 6 character password here.
Repeat Please? Repeat previously entered password here to confirm.
3.14.
COMPUWORK MANUAL
1/1/93
TARGET INDUSTRY
This selection allows you to market a particular type of prospect,
e.g. doctors, lawyers, food stores, drug stores, etc. Choose the
market you want to target and you will be able to store prospects,
keep track of all correspondence and actions taken, list targets, get
labels, and send letters to a target(s). You are also able to store
these targets to a floppy disk then load them back down to the hard
disk when needed.
Select 3 (Marketing).
7 (Target Industry)
Which file 1 or 2? You have two files reserved for two separate
listings. A return will take you into file 1.
To add a Target...
Select 2 (Add) from the Target menu.
Status? Assign any number, 0 - 9, to help your agency separate or
sort for printing if needed. If not needed just hit return.
Company Name?
Address? Leave blank if the street address is the same as the
mailing address.
Mailing Address?
Mailing Address? Enter the city, state, and zip code.
Volume (1000's)? If needed, enter the company's volume of
business by the 1000, e.g. 26 equals 26,000.
Telephone? If needed enter the area code and phone number.
# of Employees? Enter if needed, if not hit return.
Chief Executive? Enter if needed, if not hit return.
Salutation? eg. Dear Mr. Jones or 0Mr.Jones. Do NOT enter a
colon (:), the system will automatically enter it for you during the
printing of a letter. Return through if the salutation is not needed.
NP
Expiration Date? Enter if needed, if not hit return.
Action 1 - 10? 10 Lines with 6 spaces per line to mean anything
your agency desires to help keep track of action taken and responses
received. The first 2 digits of the action are the code. The next
4 digits further define the action. You may assign your actions to
best suit the needs of your agency. They can be as complicated or as
simple as you want.
For Example:
The first 2 characters could be 10 for mailing returned
negative, 20 for returned positive with no expiration date, or 30 for
returned positive with an expiration date. The last 4 can be any
number of combinations of characters to further define the action or
response.
OK (n,p,)? SOP 1.
You will receive another record. To return to the TARGET menu, enter a
backward slash and press return then return through the "OK (n,p)?"
message.
To modify a Target...
Select 4 (Update) from the Target menu.
XX Record # or ? SOP 2
Hit return to the incorrect field and enter the correct information.
Return to the end of the record or enter a backward slash at the
beginning of the next field.
OK (n,p)? SOP 1
XX Record # or ? To return to the Target menu press
return.
To return to the Main Menu, enter a 1 and return.
To delete a Target...
Select 5 (Delete) from the Target menu.
XX Record # or ? SOP 2
OK to Delete (n)? If you still want to delete this record enter a
"Y" or a return. If you do not want to delete this record you must
enter an "N".
After answering the previous prompt you will be returned to the Target
menu.
To send a letter to a Target(s)...
Select 6 (Select Targets) from the Target menu.
Code to Insert? If you want to automatically input a certain
action to all the Targets you are sending letters to, enter the action
you want inserted. The system will add the new action to all the
Targets selected as it sets up the letters. Letters are stored under
Automatic Notice Printing.
Letter #? Enter the letter storage number of the letter you want
sent to these Targets.
cc? Enter Enclosures or the name of the person you want a copy
sent to. You will receive this prompt 3 times. If none is needed,
return through all three.
Signed? Enter the name of the person sending the letter or if
using a scanned signature enter the signature code.
A Target sub-menu will be brought up. By choosing a menu
selection you can pull all or different groups of codes (actions)
depending on your agency needs. When you choose a menu selection
you will be asked for the codes you want to search for. The system
looks at the first 2 digits of your action (the first 2 digits
are your code) to pull certain Targets out of the file. Letters
will then be stored for all the Targets that were searched out.
To get a report on all Targets..
Select 7 (One Line Summary) from the Target menu.
Printer (1-X)? SOP 4
Code to insert? If you want the system to automatically add an
action to all Targets selected, enter the action you want added.
You will receive the Target sub-menu so you can get a report on all or
part of your Target file. You use these menu selections as described
earlier under Select Targets. You will receive a report on all Targets
that were selected.
Code to insert? Return through this prompt if you do not want to
add any more actions.
Letter #? Enter a letter number if you want a letter sent to all
selected Targets. Return through if a letter is not needed.
NP
To create a client using Target information...
Select #10 (Create a Client) from the Target menu.
Record # or ? Enter the record number of the Target you
want to Create your Client from. The system will now bring up
the record you selected so you may sight verify and update this
record.
OK (n,p)? SOP 1
Continue To Create (y)? If you want the system to create a new
client using information stored in this Target record answer with
a "Y". The system will pull information from this record and
create a new client on your system. See page 1.14.1 of your Compuwork
Accounting manual for more information on how to correctly add a
client.
To zero the Target file...
Select 13 Zero this file - CAUTION from the Target menu.
Will delete all stored Targets. CAUTION: ALL TARGETS
STORED IN THE FILE WILL BE DELETED IF YOU CHOOSE THIS SELECTION.
LEVEL I? Enter the Level I code to continue.
3.15.
COMPUWORK MANUAL
1/1/93
OLD PROPOSAL SYSTEM
This selection allows you to add, modify, delete, or list proposal
forms. You may also store these proposal forms on another device
(floppy disk) to create more storage space on the hard disk. NOTE: For
Laser Proposals refer to selection #21 and #22 to utilize the "latest"
proposal system programs.
Select 3 (Marketing).
10 (Proposal System)
Current MAIN (E) change main to (G) ? If you want to access
proposals stored on a diskette, you would enter a "G". If your
proposals are not on a diskette, just return through this prompt.
Current AUX device (G) change to (E)? If you store your proposals
on a floppy diskette, you would enter a "G". If your proposals are not
stored on a floppy then just return through this prompt.
To add a form...
Select 2 (Add).
All available forms will list out.
Which Form? Input the number of the form you want to enter. You
will then be viewing the form and you may input the information.
After completing each page you will receive the following prompt:
Is this correct? If you answer with a Y and return you will
continue to the next page. A return only at this prompt will move
your cursor to the top of the page and allow you to update any
incorrect entries.
Page X of X is complete (y=update, NO=don't store)? To update the
entire form, enter a Y. To store the form as it is, press return
through this prompt. Enter NO if you do NOT want to store the form.
The next screen is your Information screen.
Client #? If this is a client, enter a valid client number.
Special Code? This is a code reserved for the agency to assign.
# of copies? SOP 3
NP
I.D. info? Enter some identifying information such as the client
name and the name of the form. This is helpful when
listing the forms.
To modify a form...
Select 3 Update from the proposal menu.
There are XX forms on file
Record #? Input the record # of the form to update. If you do
not know the record # refer to selection 6 LIST (see below).
OK (n)? The system will show the ID Info. If this is the correct
form, press return at this prompt. You will then be allowed to update
the form and the information. If you are updating to change print
status, 0 = Needs to print, 1 = Already Printed.
To List out all stored forms...
Select 6 List from the proposal menu.
Printer (1-X)? SOP 4
Start Rec #? Enter the first record you want to be listed.
End Rec #? Enter the last record number to be listed.
You may hit return through the two previous prompts to receive a
listing of all records.
The print out shows, Rec. #, Form Type, Client #, Code, & ID info.
To Print out forms...
Select 4 Print from the proposal menu.
The forms you want to print must all have a print status of 0. If you
are reprinting a form, refer to the update section (see above) on how
to modify the print status.
1 - All - Print all forms.
This will print out all forms with a print status of 0.
2 - An individual Form
Allows you to select the form # you want to print. You will be
asked for a Rec #. See the List section on how to obtain
record numbers.
This will only print forms with a print status of 0.
3 - All forms for a Client #
Allows you to print only the forms you have input for a particular
Client. You will be asked for the Client #.
This will only print forms with a print status of 0.
For all the previously listed selections you will receive the
following prompts:
Printer (1-X)? SOP 4
Place the form in the printer When the printer is ready, paper in
place, hit return.
Ready ? If you are ready to begin printing, hit return.
UTILIZING THE PROPOSAL SYSTEM ON FLOPPY DISKETTE
You may transfer proposal forms off the hard disk on to floppy
diskettes. The hard disk will hold approximately 125 forms and a
diskette will hold about the same.
You will need a data diskette. For instructions on how to set up
data diskettes, see the Utility section of the manual.
The first step is always to insert your diskette into your diskette
drive.
To transfer proposals onto a floppy diskette...
Insert diskette in drive.
Select 7 Transfer from E to G
Which Record #? Input the record number of the form you want
to transfer.
On your screen, it will show you the one you selected to move.
OK to continue (n)? If OK, press return, if not, answer with
a "N".
To transfer proposals stored on a floppy back to the hard disk...
Insert your diskette in drive.
Select 8 Transfer from G to E from the proposal menu.
3) Which Record #? Input the record number of the form you want
to transfer.
4) On your screen, it will show you the one you selected to move.
OK to continue (n)? If OK, press return, if not, answer with an
"N" and return.
To list proposals stored on a floppy diskette...
Insert your diskette in drive.
Select 9 List G from the proposal menu.
Printer (1-X)? SOP 4
To change devices...
Select 11 Change from MAIN device E or AUX device G.
Special MAIN device (I)?
Special AUX device (G)?
See page 3.15.1 for instructions on answering these two prompts.
To Delete all stored forms...
This selection should be used with CAUTION. If you choose this
selection ALL stored forms will be deleted off whatever device you
are using at the time.
LEVEL I? Enter you level I code to continue.
To change print status on a form...
Select 12 Change print status from the proposal menu.
Client number? Enter the client # stored in the proposal that you
want to change the print status on. You must have a client number to
change the print status.
To list available proposal forms...
Select 13 List available forms from the proposal menu.
Printer (1-X)? SOP 4
You will receive a listing of all available proposal forms.
3.16.
COMPUWORK MANUAL
1/1/93
LASER PRINTED PROPOSALS
This selection allows you to access the Laser Proposal System. You
must have a Laser printer to utilize this selection. You may add,
modify, delete, or list proposal forms. Using the Laser also enables
you to print these forms with or without a border.NOTE: For Laser
Proposals refer to selection 21 and 22 to utilize the LATEST programs.
Select 3 Marketing
16 Laser Proposal System
To add a form...
Select 2 ADD from the Laser Proposal menu.
The add option allows you to add new forms for a file.
Client number? Any identifying six character string will
suffice for the client number, as long as it is unique. It does
not need to be an actual client number under client services, but
if you intend to retrieve file information by using the client
number, it should be six digits.
Right: Proposal for John Smith Contracting
Client number = SMITHC
Right: Producer 101's proposal done on July 12.
Client number = 101712
Wrong: All Producer 101's proposals
Client number = 101000
Select all forms? Enter the number for every form you intend to
fill out for this client, even if you don't expect to fill them all
out at once. This procedure reserves space for form entry.
The screen will show screen information for the first form
selected. The following commands may be used:
Asterisk (*): Blanks out information in a field.
Caret (^): Moves cursor to previous field.
Backward Slash: Skip remaining fields on a screen.
Asterisk-Font #-Asterisk (*X*): Change font to X in that field.
Font will remain X until changed.
Caret preceeding spaces: Preserves leading spaces. For
example: ^ 15.79
^ 10194.83
would be used to line up decimals.
Caret-C-Caret (^C^): Centers information in that field.
NP
Fill out the form as desired. Do not use either quotation
marks or percentage signs as input, as this will cause the
laser printer to erase an unspecified amount of input. Quotation
marks are commonly used as abbreviations for inches, and this
must be avoided. When input is complete, select the next form
to fill out at the 'Which form next?' question. When no other
forms are to be entered at this time, press return at Which form
next.
To modify a file...
Select 3 UPDATE from the Laser Proposal menu.
Update allows you to change or correct forms already stored.
File number/client number? Enter the file number to be updated,
or if the client number is all digits, this may be entered to
retrieve the file.
There is an update submenu:
1. PROPOSAL Menu
2. Update a form
3. Add a form
4. Delete a form
5. Change print status
Update a form? This option is used to change forms already
input. All forms for the file are listed.
Which form? Select the form to be updated. The same commands
may be used as in the Add function.
Add a form? This option allows you to add another form to an
existing file.
Which form next? Enter the number of the new form to be added.
Complete the form. When all forms to be added at this time are
complete, press return at the Which form next question.
Delete a form? All forms for the file are listed. Enter the
Number of the form to be deleted.
Change print status? All forms for the file are listed. Enter
the number of the form whose print status is to be changed. Form
number, name and current status will print. If print status is to
be changed, enter 'Y' at the Change question. Continue answering in
this manner until all forms to be changed have the proper print
status.
NP
To print a form...
Select 4 PRINT A FORM from the Laser Proposal menu.
This option allows you to print all forms of the same type
at one time, as in printing all Cover Sheets for all files.
Print a border? If you would like a black border to print on
forms where a border is possible, answer 'Y'.
Which form? Enter the number of the form to be printed.
Was printing successful? If the forms did not print correctly,
answer 'N'.
To delete a file...
Select 5 DELETE A FILE from the Laser Proposal menu.
The delete option deletes entire files, not forms. If only
one particular form in a file needs to be deleted, see the
update option.
File number/client number? Enter the file number or client
number (if all digits) to be deleted.
Delete File X - OK? If you are sure this is the file to be
deleted, answer 'Y'.
To list all files...
Select 6 LIST from the Laser Proposal menu.
This option lists all files and forms stored on the hard disk.
Printer (1 - X)? SOP 4
A list containing the file number, client number, reserved
characters, number of forms, forms and status will be printed for
all files.
To transfer files from the hard disk to a floppy (or storage)...
Select 7 TRANSFER FROM E TO G from the Laser Proposal menu.
This option moves files on E to floppy disk device G. Make
sure the floppy is in the disk drive before selecting this
option. A list of all files on E will be shown.
Move which file? Enter the file to be stored on floppy.
If on UNIX you may request a version of this program with the
following option:
7 TRANSFER FROM E TO DATA
This option will allow you to store records that are not active to
a storage file (DATA) instead of filling up your working file.
The system will list the files available to move. Choose the file
you want to move and it will be saved into the end of the storage
"inactive" file DATA.
To transfer files from a floppy (or storage) to the hard disk...
Select 8 TRANSFER FROM G TO E from the Laser proposal menu.
This move files stored on floppy device G back to the hard
disk. Make sure the floppy is in the disk drive before
selecting this option. A list of all files on G will be shown.
Move which file? Enter the file to be stored on the hard disk.
If on UNIX you may request a version of this program with the
following option:
8 TRANSFER FROM DATA (STORAGE) TO E
This option moves files you have stored to the "inactive" file DATA
back to the "working" file E.
The system will list the files available to move. Choose the file
you want to move and it will be brought over from storage and added
to the end of your "working" file.
To list files stored on a floppy disk (or in storage)...
Select 9 LIST G from the Laser Proposal menu.
This option lists all files and forms stored on the floppy.
The list is the same as that produced by the #6 LIST option.
If on UNIX you may request a version of this program with the
following option:
LIST DATA
This option will allow you to list files in "inactive" storage.
To delete all stored forms...
Select 10 DELETE ALL STORED FORMS from the Laser Proposal menu.
This will remove all stored forms from either a floppy disk
or the hard disk. Before selecting this option, be sure
everything should be deleted.
Device E or Device G? Enter 'E' to remove all files from the
hard disk. Enter 'G' to remove all files from the floppy.
If on UNIX you may request a version of this program with the
following option:
10 DELETE THE STORAGE FILE
This selection will delete the entire "inactive" storage file.
To print to any printer other than printer 1...
Select 11 CHANGE FROM PRINTER X from the Laser Proposal menu.
This option selects the printer.
Printer (1 - X)? SOP 4
To change the Laser font...
Select 12 CHANGE FROM FONT X from the Laser Proposal menu.
This option selects the font that input information will be
printed in.
Font #? Enter the font number.
To choose the Laser cassette you want to print from...
Select 13 CHANGE FROM CASSETTE X from the Laser Proposal menu.
This option allows you to select the tray on your laser printer.
Manual Feed/Cassette 1/Cassette 2 (0/1/2)? Enter '0' to
manually feed the paper. Enter '1' or '2' to select top or bottom
tray.
To print a blan