Carrier Administration
 

Actions

Preferences

Trading Partners

Reports

 

Actions
 

Import...

The "import" process pulls files from a carriers LAN or mainframe and imports inserts them into TEAM-UP Download's database where they are made available to agents for download

The Import process is designed to fit into a carrier's existing download workflow. A separate non-interactive version of the import process is available that can work within a nightly process. The import can also be run interactively to select individual files from the download directory.

Import Process:

  • Each AL3 file in the download directory is evaluated to determine if it is associated with a defined agent
  • The import process will act on the file based on the status of the agent that is associated with the file
  • Processing is based on Agent Status
Agent Status Description
Inactive

A new agent will remain in "Inactive" status until they have completed the agent registration wizard.

The AL3 download file will be pulled into the agent archive, but the file will NOT be deleted from the download directory. (If a carrier has a process in place to transmit files to IVANS, the agent's AL3 file will be sent to the agent's IVANS mailbox).
Active

An agent will be changed to "Active" when they have completed the agent registration wizard.

Note: All processing for an agent will remain the same as an Inactive [unregistered] agent.
Live

An agent has the option to "go live" after the registration process. The AL3 download file will be pulled into the agent's current download file and WILL be deleted from the download directory (it will NOT go to the agent's IVANS mailbox).

Note: An Agent has the ability to toggle between "Live" and "Active" status.
Disabled

An agent may be marked as "Disabled" by the carrier. Disabling an agent stops all imports for that agent, and prevents the agent from accessing the system for downloads.

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Purge

  • The Purge process will delete Archive files based on settings defined in the carrier configuration. The Purge will not delete any "current" files.
    • Download File Types
      • Current File: files that have been imported for Live agents, but have not been downloaded by the agent
      • Archive File: files that have been imported for Inactive or Active agents, OR files that have been downloaded by Live agents
  • The purge process will typically be set to run automatically, but can also be initiated via the interactive menu.

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Distribute Applied Edits...

TEAM-UP Download supports the transmission of Applied company unique screens and edits. Carriers can define and / or select "groups" of agents to receive notification of the new set of company unique screens and edits

All agents within the selected group will appear on the next screen. Agents can be removed from the list at this time. In this example, the TAM 6.3 agents are "deselected" from the list and the list is saved as "Applied 7.1 Agents".

Using the screen pictured below, click on "browse..." to select each file and then click "Add Attachment" to add the file to the list of Current Attachments. This process is required for each individual file. Unfortunately you cannot select multiple files from within the browse dialog.

When all files are selected, click on "Send".

A confirmation screen is given below:

Each agent in the distribution list will receive an email similar to the following:

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Send Agent Email/Files...

TEAM-UP Download allows carriers to distribute emails to pre-defined "groups" of agents. The subject and body of the emails are fully customizable. The emails may also include an attachment

This feature is very useful and efficient for sending underwriting notifications, bulletins, etc.to agents.

Screen 1: Select Distribution Parameters

After selecting "Send Agent Emails/ Files..." from the Actions menu, you'll have the ability to set an initial filter for the email distribution. Setting an intial filter is not require.

Screen 2: Select Email Recipients

TEAM-UP Download will display all agents matching the given criteria. The intiial list of agents can be edited on the scree below and the group can be saved as a new group if needed. Once the list is correct, click "Continue".

Screen 3: Compose Email

Please enter the subject line, the body of the email and indicate if there will be an attachment sent with this email (the attachment will be identified on the next screen).

Screen 4: Include Attachment file(s)

Browse to the attachment and click "Add Attachment" to add the attachment to the list of files to be sent with the email.

Screen 5: Confirmation

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Preferences
 

Configuration Settings...

  • Archiving Download Files
    • Automatically purge download files: If checked, the archive will be purged according to the configuration settings each time an import process is run. (Typically, the import process will be run each weekday per the carrier's current download procedures.)
    • Archive for ___ days: It is recommended that carriers keep at least 30 days of archive files.
  • Importing Download Files
    • Import file source path: This is the location of the AL3 download files. The Import process will look to this directory in for the AL3 formatted download files.
    • Delete imported source files from source path: The default is to delete imported files from the source path only for trading partners who have set their status to "go live."  The second option will delete the file from the source path for all trading partners (no matter what their status is) upon a successful import into the system.
  • Email Addresses: TEAM-UP Download allows the carrier to define different email addresses based on the purpose of the incoming email. It is recommended that a distribution list is used as the email address whenever possible. The distribution list can then be maintained via the carrier's mail system.
    • Agency Contact: emails initiated via the "Contact Us" link on the application are sent to this address
    • Confirmation Reports: System-generated confirmation reports are sent to this address
    • Error Reports: System-generated error reports are sent to this address
  • Screen Actions
    • Cancel
    • Save

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Advanced Options...

  • Email Notification Settings
    • Receive email notification of agency registration: If "Yes" is selected, the system will send an email notification to the administrator when an agent completes the Registration process.
    • Receive email notification of agency status change: If "Yes" is selected, the system will send an email notification to the administrator when an agent changes configuration settings to either start or stop receiving "live" downloads via TEAM-UP.
    • Receive email notification of agency vendor system/version change: If "Yes" is selected the system will send an email notification to the administrator when an agent changes the version number on their profile screen.
    • Receive email notification of agency download errors: If "Yes" is selected, the system will send an email notification to the administrator when the download process encounters an error.
    • Receive email notification of carrier import errors: If "Yes" is selected, the system will send an email notification to the administrator when the import process encounters an error.
  • Trading Partner Configuration
    • Allow trading partners to change their own passwords: If yes is selected, agents will have the ability to change their TEAM-UP Download password. This option may be turned off if the TEAM-UP Download password is 'tied' to some other carrier password or system.
    • Allow trading partners to change their own contact info: If yes is selected, agents will have the ability to change their TEAM-UP Download profile information. This option may be turned off if the TEAM-UP Download profile information is 'tied' to some other carrier system.
    • Give trading partners automated option to create a desktop shortcut to the login page: Carriers have the ability to create a link from their portal to TEAM-UP Download. If desired, a carrier may turn off the ability to hit the TEAM-UP download page directly.
  • Customizable Text Files: TEAM-UP Download provides default wording for several email messages and screens that are presented to the agents. Companies have the ability to replace the standard wording with any wording contained in any HTML file.
    • Click on the "Import File Template" button to select the template that you wish to replace. Once the template is selected, browse to the HTML file that you want to use in place of the standard template and click "Import File".
      • NOTE: Within each of these files are various special tags, in the format of "<TEAMUP:tagname>". Any time the system encounters one of these tags, it replaces it with the appropriate data. For example, "Thank you for placing your business with <TEAMUP:CarrierName>!" will actually appear to the agent as "Thank you for placing your business with ABC Insurance Company!".

    •  

  • Screen Actions
    • Cancel
    • Save

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Download Alert! Settings

The Download Alert Report will notify agents that are not retrieving their download files regularily. The screen will allow you to schedule a report to run every day on a set schedule. A consolidated report will be sent to the carrier administrator, and an individual report will be sent to each agent that has an current file in their download folder that has not been picked up in the time frames set in the Download Alert page.

  • Because agencies running on a schedule should retrieve their files each day/night, you may want to send an Alert! reminder if they do not attempt a retrieval in the past 24 hours. Because the scheduled downloads run at night or early in the morning, the reminder to the agent may also indicate that there is a system problem that needs attention.
  • Agents not running on a schedule may not download files as often, therefore a reminder may only be required once a week.

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Agency Vendor Systems...

Agency Vendor System Maintenance (view)

  • TEAM-UP has predefined most of the configuration settings for the most common agency management systems. Basic information for each system, including download directory preferences, filename conventions and rules are presented to the administrator (this information is also presented to the agent during the registration process).
  • If an agency system is not listed, a new system may be added by selecting "Add New" (see below).
  • Screen Actions
    • Add New: Agency systems may be added to the "Vendor System" list
    • Edit: Defaults for existing agency systems may be edited / changed
    • Sort Alphabetically: The drop-down list can be resorted

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Agency Vendor System Maintenance (edit/change)

(The vendor system maintenance screen can be reached from the "Add New" or "Edit" screen options (see above).

  • Required Fields:
    • System ID: this is a unique id for the vendor system, used internally
    • Name: the displayed name for the vendor system
    • Registration Control Type: It is recommended that you contact Connective for assistance selecting a "Registration Control" when adding a new agency system.
    • Sort Sequence: the sort order used when building the vendor system drop box. Note: You can use a sort sequence of 999 or greater to place an entry at the bottom of the list; this will prevent it from being resorted when an alphabetical sort is performed.
  • Optional Fields:
    • Default Download Directory: enter only if the vendor system has a specific directory where downloaded files should be placed
    • Directory Notes: if a default download directory is entered, enter any related notes or instructions to be displayed to the agent
    • Default Download Filename: enter only if the vendor system has a specific filename that is required for the download file; if a default filename is specified, TEAM-UP will rename the file during the download process, otherwise the file will retain its original name
    • Filename Notes: any relevant notes pertaining to the default filename
    • Append to Existing File: (not used at this time)
  • Screen Actions
    • Cancel
    • Save

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Trading Partners
 

View List

  • The "Trading Partner Maintenance" screen displays a list of the defined trading partners (agents) and provides a brief summary of each trading partners profile.

    • A link is available on the "Agency ID" and the "Agency Name". These links drill down to the detail configuration screen for the agent.
    • Agent Status: (see the "Agent Status" table for descriptions of each agent status)
      • Inactive
      • Active
      • Live
      • Disabled
    • Last Download Date: This column allows carriers to quickly sort agents by their last downloaded date in order to see if any agents are not retrieving their download files.
    • Agency Vendor System

     

  • Screen Actions
    • Add New
    • View Files: Displays current and archive files available for the selected agent
    • Delete

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Search by Participant Code

  • This selection allows you to find a primary agent based on a participant code or import file name (if applicable to the TEAM-UP installation).

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Add New...

  • A carrier can add agents to TEAM-UP Download without knowing all of the information required to fully define an agent.
  • Required Fields:
    • Agency ID: this is the carrier's ID for the agency
    • Agency Name
    • Import File: If a unique filename is associated with each agency, this field will be display. If the carrier uses the agency code that is part of the AL3 data file to identify the agent, then this field will not be present. (Note: The agency identification method is set during the initial installation of TEAM-UP Download.)
    • Participant Codes: Check this box to indicate that this agent has multiple agency codes that get downloaded for this agency. If this option is selected, a subsequent screen will be displayed that will capture the participant codes for the agent.
    • Initial Password: agent is required to use this password when they enter the system to register
  • Optional Fields:
    • All other fields are optional during the initial setup of the agency. All optional fields will be completed during the agency registration process
  • Send Registration Email:
    • If checked, an invitation will be sent to the new agent with a welcome that contains a link back into the system where the agent can complete the registration process.
    • If checked, the agent's contact email address will be required
  • All fields except Agency ID can be edited by the agent during the agent registration process
  • Screen Actions
    • Cancel
    • Save

     

Note: If the "Participant Codes" field was checked, the "Manage Participant Codes" screen will be presented to complete the New Agent definition.

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Edit Existing...

  • A list of agents is provided. A link is available on the "Agency ID" and the "Agency Name". These links drill down to the detail configuration screen for the selected agent.

  • Screen Actions
    • Cancel
    • Save
    • Manage Participant Codes

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Manage Participant Codes

Participant Codes (sometimes referred to as an agency "sub-code") can be defined to associate multiple agency codes with one Agency. Defining the "Parent-Child" or "One-to-Many" relationship will allow the agent to perform one download session instead of initiating a download session for each agency code.

Depending on the agency identification method (unique filename or agency code within the AL3), the "Manage Participant Code" screen will have either one or two fields per Participant Code

  • If a unique filename is used to identify the each agency, then the agent code as well as the filename must be defined for each "child" agency.
  • If the agent code in the AL3 is used to identify the agent, then only the agent code is required to associate an "child" agent.

    (Note: The agency identification method is set during the installation of TEAM-UP Download. This is something that will not likely change.)

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Work with Archive

  • This menu option opens the archive page for the currently selected agent.

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Combine Existing...

  • TEAM-UP Has the ability to combine two existing agents. When two agents are combined together, one agent will become the "primary" agent and the other will become a "participant" or sub-agent of the primary.
  • The screens will walk the user through identifying the agent code that will become a participant; and the agent code that will become the parent.
  • A summary screen that describes the action about to be taken is displayed to the user prior to making any changes.
    • All Archive file from the new participant agent code will be "moved" to the new primary agent code
    • Transaction log information will NOT be carried over to the new primary agent.

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Import Agent Info...

Agency (and Participant) information can be imported into TEAM-UP using a comma separated value (CSV) file. The CSV file does not have to follow a pre-defined layout, but it is recommended that the layout remain constant in order to avoid re-mapping the import each time you perform an import.

Creating your CSV file
Agent information must be imported into TEAM-UP prior to adding Participants for the imported agents, therefore the Participant codes must be included in a separate file and imported after the agent data has been imported.

Agent file
The following fields are available for import via this process:

  • Agency ID *
  • Agency Password *
  • Agency Name
  • Agency Location State
  • Contact Name
  • Contact Email Address
  • Contact Phone Number
  • Agency Management System
  • Agency Management Version
  • Download files to Directory
  • Default Download Filename (if applicable to the TEAM-UP Download installation)
  • Enable / Active
  • "Live" flag

    * indicates the field is required

Participant File
There are only 2 fields in the Participant file:

  • Agency ID *
  • Participant ID *

    * indicates the field is required


The fields within each CSV file will be "mapped" to fields within TEAM-UP Download. TEAM-UP Download will retain the mappings for future imports. Only if the CSV file changes will you have to remap the data.

From the Trading Partners Menu, select "Import Agent Info…"

Screen 1: Import Data

  • Click on "Browse…" and select the CSV file with either Agent or Participant information.
  • Select either "Agents" or "Participants" to identify the contents of the CSV file
  • Choose whether or not to allow TEAM-UP to overwrite data with the contents of the CSV file.
  • Click "Continue"

Screen 2: Map Data to Agent Table Fields

The first record in the CSV file is used as a sample for mapping the data in the CSV to TEAM-UP Fields.

  • Map each sample data element by selecting the appropriate TEAM-UP field from the drop-down. The process should be completed for all fields in the CSV (even if the field is empty).
  • Once all fields are mapped, click "Continue"

Screen 3: Map Agency Vendor System IDs

Each carrier may have a unique ID for agency vendor systems. In order to support this, TEAM-UP mapping will allow each carrier to map their own ID to a TEAM-UP agency system ID. In the example above, the carrier CSV file refers to Applied's TAM system as "APP-TAM". This ID has been mapped to "Applied - TAM" in TEAM-UP

  • Map each sample data element by selecting the appropriate TEAM-UP field from the drop-down. The process should be completed for all system ID's.
  • Once all fields are mapped, click "Continue"

Screen 4: Summary of Mappings - Confirm Agent Import

TEAM-UP will display the current mapping along with any previously mapped agency vendor system ID's.

  • Click "Import" to initiate the import process

Screen 5: Import Agent Info - Results

The imported agents will now be available via the Trading Partners » View List screen.

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Reports
 

Transaction Log per Trading Partner...

  • Provides a detail activity report for an individual agent. Both Import and Download activities are listed on the carrier version of this report.

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Consolidated Activity Report for All Agents...

  • Provides a summary activity report for all agents. The report can display Imports, Downloads or both types of activities on the report for a specified time period

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Summary

  • The screen displays a quick overview of the number of agents for each download status. Future enhancements to this screen will allow drill downs and expanded reporting features to get details for each agent.

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