Text templates & folders

Within the InsuredMine Agency Portal’s Engagement Module users have the ability to send manual or automated bulk or single email and text messages.
For a better experience and ease of use, text templates are now specifically housed in their own folder so as not to be confused with email templates. To access Text Templates follow the steps below:

1. Click on Engagement on Left Navigation bar
2. Select Templates on Engagement page

3. Select Text folder from the next navigation

The post Text templates appeared first on InsuredMine CRM | Optimize and Grow Your Insurance Agency.

The post Automate Email or Text appeared first on InsuredMine CRM | Optimize and Grow Your Insurance Agency.

Renewed workflow automation is available for NowCerts, QQ Catalyst, and AMS360 users. 

This workflow can be scheduled for any policy that gets renewed into your AMS system and is updated in InsuredMine with renewal updates. 

Note: This workflow works for all renewed policies for Active clients only.

 

To schedule the workflow:

• Navigate to Engagements
• Click on Customize beside Renewed Policy

 

• Set the Workflow Name

• Select the mode of workflow

• Set the filters for the contacts who will be receiving the communication

• Select which policy categories, carriers need to be included

• Select after how many days the workflow should trigger after renewal 

Note: By default 1 day is selected

• Click on Begin

• Set the Stages

• Click Next

• Select the agents for whom you want to start the workflow

• Select the checkbox for agent notification

• Click on Start

• You will then get a message saying the automation has started
• To view the automation click on Return To Your Automation button

• You can also view the stages

• To view the template, click on the template

The post Renewed Policy Workflow Automation appeared first on InsuredMine CRM | Optimize and Grow Your Insurance Agency.

To view the enhancement:

• Navigate to Settings
• Click on X-date Automation
• Click on the drop-down beside Mark X-Date and you will get 2 options—Accounts and Contacts.
  • By selecting contacts, you are adding the xDate to the contact
  • By selecting account, you will update the account with the xDates
• When all policies under a contact are expired or canceled, the contact will become inactive. xDates will automatically update for each policy line of business under that inactive contact/account

The post Add xDate Automation for Inactive Clients appeared first on InsuredMine CRM | Optimize and Grow Your Insurance Agency.

Note: Exclusively for AMS 360 users

For alloting the cancellation cards, AMS360 users can assign an executive or representative who is already assigned to the policy.

The post Cancellation Pipeline Automation appeared first on InsuredMine CRM | Optimize and Grow Your Insurance Agency.

Usecase- Xdate is helpful for agents to retarget potential customers using the reference of Xdate.

Process–

• Navigate to the Settings module. 

• Click on Add Xdate automation. 
• Scroll down to Cancel Policy Automation Settings. Toggle to Enabled.
• Scroll down to Add Xdate on the drop-down. You can select Contact or  Account.

• Click on Save.

Note- If you select the contact and If you are canceling any policy from that contact associated with it, then the canceled date will be marked as the Xdate for the contact and will be visible in contact360.

If you select the Account and If we are canceling any policy for that account associated with it, then the canceled date will be marked as the Xdate for the Account and will be visible in account360.

• Navigate to the Policies Module. Select the policy you would like to cancel.

• Click on Cancel Policy.

• Select the contact for the policy for which the changes were made. Refresh the tab.
• Scroll down to view xdate. The date for which the policy has been canceled will be visible in Xdates.

• You can change the settings for accounts by selecting Add xdate as Account in Add X date automation under Add X date automation in Settings Module.

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One of the most powerful tools within InsuredMine is Workflow Automation.

You can now set up automated workflows to keep your clients engaged at various milestones within your process.  Once these workflows are set up, InsuredMine will daily look for all accounts that match the workflow criteria and send out an email.  You won’t have to remember a thing! With Multi-stage workflow, you can customize your workflows according to your preferred send date, time and template. Steps to set a workflow:

1. Select your Workflow type and click on Next

Carrier Name tag

A new tag named carrier name has been added, which can be accessed while creating workflow for policy renewal. 

To check the enhancement:

• Navigate to the engagements
• Click on Automation
• Click on the get started button , beside Policy Renewal.
• Fill the necessary details- workflow name, mode, filter and triggers.
• Click on begin
• While setting the stages you can choose the carrier name tag, to insert the carrier name while sending the email.

Enhancement: February 2021

You can stop the scheduled stages in the policy renewal workflow once the policy gets renewed. Once the policy gets renewed into your AMS and gets updated in InsuredMine with renewal updates, the scheduled stages for policy renewal automation will stop.

 

Note: This feature is available only for NowCerts, QQ Catalyst, and AMS360 users.

 

To view the enhancement:

Navigate to Engagement

• Click on Create under Automation

• Fill in all the fields

• Click on Customize beside Policy Renewal

• Fill in all the workflow details

• You can save it as a draft or click Begin

The post Automation: Policy Renewal appeared first on InsuredMine CRM | Optimize and Grow Your Insurance Agency.

Assignee for Pipeline Automation

Note: In pipeline automation all communications by default will be sent through the assigned agent communication id of the agent assigned for the particular deal card.

Assigned agent is the agent whoever is assigned to the deal card.

While creating automation, in the sender email ID section, you will find Sender Email Address is set as Assigned Agent by default.

Note: The communication email ID, signature, tags, all will be of the assigned agent.

How to get to the automation section from Pipeline Manager?

• Click on Pipelines
• Select the Pipeline
• Navigate to the gear icon
• Click on Automation

Note: The automation that is created works equally for all agents. 

The automation will work for the selected pipelines for which it is created

• In the left panel, you can see all the stages that have been created for the selected pipeline.

You can create automation for the pre-set stages for the particular pipeline.

A new user interface has been designed for easy view of your pipeline automations.

Pipeline automation:

You can add a label while setting a won or lost automation through the Pipeline section. This enhancement will help you to create more specific pipeline automation. Please note only admin will have access to this feature.

To view the enhancement:

• Navigate to Pipelines.

• Click the 3 dots in the top right corner.

• Click on Automation

• Select +Add Stage Automation

• Select won/lost

• Select won/lost agent name, label, won/lost reason, and check the box to start automation.

• Click on save.

To Setup Won Deal Automaton:

To Setup Loss Deal Automation:

The label will display in the automation stages screen:

For won deal:

For lost deal:

How to set automation to send email to users or deal source?

Through pipeline automation, admin/agents can now send emails to the users or deal source.

For example: Suppose an agent wants to send a thanking email to the users for showing interest, when the deal cards reach stage 1 , he can set the pipeline automation for the same.

To send an email via Pipeline Automation:

• Choose the template
• Choose the agency email from which the email is to be sent
• Put the subject
• Select whom to communicate: user or deal source
• Choose when to send (immediately or after)
• Write the mail body
• Attach any files if required.
• Click to Save.

• Text

How to set automation to send text messages to users or deal source?

Through pipeline automation admin/agents can now send text messages to the users or deal source. 

For example: Suppose an agent wants to send an intimation text message to the user when a deal card has entered into final stage and the insurance policy is issued, he can do that from pipeline automation

To send a text message via Pipeline Automation:

• Choose the template
• Put the title
• Select whom to communicate: user or deal source
• Choose when to send (immediately or after)
• Write the message and save.

• Task

How to assign tasks via automation?

Admin/ Agent can assign tasks for their agents through pipeline automation.

• Give the Task Name
• Select Agent/ Assignee
• Select the priority from the drop-down (↓) – High, Medium, Low, or Normal
• Select the Task Type from the drop-down (↓)
• Set the due date
• Write your message in the mail body
• Click on Save.

Multiple agents in Task in Pipeline Automation

You can assign multiple agents when creating task automation. If the deal card moves from one stage to another it will be linked to the assigned agent of the deal card in case if you select Assigned Agent in Automation or Selected Agents will be assigned to the task

Note:  You have to be logged in as an admin to add/edit a pipeline automation

Note:
Assigned agents – card agents will be Assigned to task
Selected agents – selected agents in automation will be Assigned to task, not card agents

To view the enhancement: 

• Navigate to Pipelines
• Click 3 dots icon (action) and select Automation
• Click on Add Automation
• Click on Task
• Set the task template, task name, priority, time, description and assignee name.
• Click to save.

Note: You can select multiple assignees or the assigned agent. 

In case if you move the deal card from one stage to another, it will be linked to the card assigned agent.

Use Case: A deal card has assigned agent Gina Williams (primary) and Jake Williams. This deal card has been moved from stage A to Stage B and the automation is set in Stage B, then task will be assigned to the assigned agent of that card, i.e. Gina Williams.

• Notification

How to create notification through automation?

Admin/ Agents can create automation for sending notification to the agents at various stages as required. 

For example: If Admin wants to generate a notification for an agent when the deal card moves from one stage to another, with the help of automation, the notifications can easily generate.

To send notification:

• Choose the Template
• Select Assignee
• Write a subject
• Set the time trigger– Immediately or After
• Write the mail
• Attach any file if required.
• Click on Save.

• Checklist

How to create an automation for checklist?

Now you can create an automation for checklist whenever there will be a stage change or category change that you have set, the automation will trigger. 

How to add automation for checklist:

• Select Trigger time.
• Select the checklists for which you want to add automation.
• Click on Save.

• Move

How to create automation for moving a deal card from one stage to another?

Agents can now create automation for moving the deal card from one stage to another based on certain conditions.

For example, the Agent is setting a trigger for the issue policy pipeline and wants to set that when a deal card reaches stage four, it gets moved to follow up pipeline.

Once the automation content is set:

• Click on move.
• Set the time trigger– Immediately or After

In case of after: choose day/week/month, number of days/weeks/months, time, or after how many hours.

• Select the pipeline stage where the deal card is to be moved
• You can click on start stage automation to start or can click on stop running automation to stop.

Once the card will move from stage 4 the move action will get activated and as per the set time, the trigger will run.

• Assign

How to create automation for assigning a deal card to an agent while the deal card moves from one stage to another?

If a deal card is moving to a different stage, where you want to assign it to a different agent, then you can select the trigger time and name of the agent from the drop-down. The deal card will be allotted to that particular agent from/after the given point of time.

• Won

How to mark a deal card as won when it reaches a particular stage?

If a deal card moves to the particular stage which is denoted as the won stage and you want to set a trigger for the agent who has reached that stage, can do that by selecting the won section of pipeline automation.

• Set the trigger time
• Select the name of the agent who won from the drop-down
• Give a won description
• Select the start won drip to start the automation
• Select stop running automation to stop it.

• Lost

How to mark a deal card as lost when it reaches a particular stage?

• Set the trigger time
• Write subject line
• Select lost reason
• Set X date
• Select the name of the agent who lost from the drop-down
• Give a lost description
• Check the box to open this card automatically on X date
• Select the start lost drip to start the automation
• Select stop running automation to stop it.

• Mail

How to send a Postcard/ Letter to any user or deal source when the deal gets into a particular stage?

If Thanks.io is activated then you can send the postcard/ letter to the users or deal source on any deal closing/ event/ occasion.

• Select the message
• Select the image
• Select Handwriting style and type
• Select whom to communicate
• Select the time
• You can have the preview by clicking on the preview button
• Write the message
• Click on save.

• Voicemail drop (Ringless voicemail)

How to send ringless voicemail when a deal gets into certain stage ?

If slybroadcast integration is already done, then this feature will be accessible to the agent.

• Select the stage where you want to add voice drop automation.
• Choose Voice Drop
• Choose when you want to send- Immediately or After
• In case of after select the hours after when you want to send
• Select the audio file to upload
• Check the caller id
• Click on save

So, when the deal card of the selected pipeline will reach the stage that you have set to sent the voice drop, it will trigger automatically. 

Versatile feature of Pipeline Automation: Through pipeline automation, you can send communication to both users and deal source at one time from the same automation. You can set the trigger at the particular stage where he wants to send communication to both user and deal source.

For example: If an agent is creating automation in the first stage of the deal, and wants to send a thank you note to a user for showing interest and at the same time to the deal source for providing the lead.; he can do that from the same pipeline automation.

One can easily copy a deal card to a different stage of a pipeline through automation. 

Note: The task will be performed once the copy card automation is triggered for the selected stage. The stage that will be selected for copying the cards, then the card will get copied in that stage.

Process to copy a card in the selected pipeline via automation:

• Navigate to Pipelines and select the pipeline for which you want to set the automation

• Click on the action button to select automation

• Click to add new automation stage

• Select copy and set the trigger time.

• Select the pipeline and the stage.

• Click to save or save as draft.

• The automation details for copying the card will get updated

• Once you go back to the pipeline and drag any card to the selected stage you will get the notification saying the selected deal card is copied to the respective pipeline and stage.

• Click on apply

 

• You will get the update.

Once you go to the expanded view of the deal card that has been moved to a different stage, in the timeline section you can find all the details of the card that has been moved from one stage to another.

Even if you navigate to the drip campaigns section of the deal card, you will find the automation that has been set for the particular stage. Click on the automation to view the drip analytics.

Enhancement! April 2021

Draft pipeline automation

When creating an automation you can save it as a draft. You can do this when setting automation at any stage. This feature is available for all types of workflow in pipeline automation.

Note: This feature can only be accessed when logged in as an Admin

To view:

• Navigate to Pipeline Manager
• Click on the gear icon and select Automation
• Click on add automation
• Fill in the details and click on save as draft

• The automation will be saved as a draft.

Note: Options have also been provided to activate or deactivate automation so that an admin can deactivate an automation and it will not assign in future deal cards.

How to activate and deactivate pipeline automation?

Whenever automation will be about to start as per the set time, there will be an option to activate or deactivate the automation.

There are two other options on the top right

• Activate
• Deactivate

You need to select any one option

To stop prior automation on that particular stage of the deal card click on deactivate, you can stop that automation and start the new one.

To continue prior automation means, if there is any prior automation running on that particular stage of the deal card click on activate, you can run the new automation along with the prior automation, so in that case, both the automation will run simultaneously.

Note: While continuing prior automation you can also deselect any recent automation that has been set and choose a combination of prior and recent automation to run simultaneously.

The same saved automation campaign will be visible in the analytics section too. And the campaign that has been stopped will be displayed as stopped by the agent.

• Click on Apply

You can also slide the toggle bar to deactivate any one step in the prior set automation.

You can also stop the running automation by clicking on the deal card and scroll down to the drip campaign section and click on stop button.

Enhancement! January 2021

Shared/Private Pipeline selection based on your previous usage

Application will automatically identify your previous selection and next time when you login or navigate to Pipeline it will show you the previous selection i.e. Private or shared.

For example: If you want to have a view of shared cards/ private cards of a particular pipeline then you can click on the sliding bar and select the shared/ private tab. This selection will be auto-saved. You can navigate to any other page or can even log out, but once you are back on the pipeline you can find the saved selection- Private/ Shared that you had selected.

Enhancement! January 2021

Adding policy related tags

Add policy-related tags while setting automation.

To check the enhancement:

• Navigate to Pipelines
• Click on 3 dots icon (action)
• Click on Automation
• Click on Add New button under Add Label section

In the search tab on the top start typing label name and select the desired label.

Fill up the other details- select the template, sender’s email id, subject, whom to communicate to, when to send,select the tags

• Click on save

Enhancement! January 2021

Business name tag in email and texts

Now you can use the Business Name tag to display your commercial account as a Business Name while sending an automated email or text to prospects or clients.

If you are using the business name tag, and if you are accessing through a commercial account then this tag is useful for you. This feature has been implemented in several modules.

To check the enhancement:

• Navigate to Pipelines
• Click on the 3 dots icon (action)
• Click on Automation
• Click on Add Automation
• Click on Tags

You can create automation based on lead sources. This you can do through two different ways:

1. While adding automation be it email or text, you can now select the source too. 

2. While creating automation, you will get a direction option to add source in the left panel.

 

To view the enhancement:

• Navigate to Pipeline and select the pipeline for which you want to create an automation.

• Navigate to actions (3 dots) and click to add new automation stage

• Select email or text to create automation, there you will get the option to add source (lead source)

• Once created the automation draft, click on save.

• You will find the source details mentioned in the automation flow as filters.

• We have added a new filter for Email and Text mode as Lead Source.

Note: You can select multiple lead sources.

How can you add automation for lead source?

• Navigate to pipelines and select the pipeline for which you want to add automation.

• Navigate to Add source from the left panel and click on Add New.

 

• Create the automation and add the source and save it.

• The selected sources will be displayed in the Add Source section.

The post Pipeline Automation appeared first on InsuredMine CRM | Optimize and Grow Your Insurance Agency.

Application – Flexibility to create pipeline deal cards for all automation.

Process:

• Navigate to Engagement and click on Create under Automation

• Click on Customize under any workflow

• Check the Pipeline Card option and click on Begin

• Click on Add New Stage and choose the Pipeline Card option

• Enter the relevant information for the stage and click on Next

• Review the workflow and click on Start when you’re ready

The post Adding Deal Card Feature to all Engagement Workflows appeared first on InsuredMine CRM | Optimize and Grow Your Insurance Agency.

• If you click on sent analytics, it will show today’s analytics by default. You will have 2 more options- the Last 7 Days and the Last 30 Days.

• If you click on the template, it will show the template that was used.

• Similarly, if you click on the Scheduled Analytics, you will find the list of workflow that is scheduled for the near future.

• If you navigate to the pipeline, and select Automation, you will find the Scheduled and Sent Analytics.

The post Analytics on Workflow & Pipeline Automation appeared first on InsuredMine CRM | Optimize and Grow Your Insurance Agency.

Follow the simple steps below and create a Happy Birthday automation workflow.

1. Go to the dashboard of Agency Portal and click on Engagement.
2. Under the Engagement Module, select Automation and click Create.

3. Select the Happy Birthday workflow and click Next.

Workflow Details

In the workflow setup screen that appears, Add or select the following:

• Workflow Name: Add suitable campaign name, based on line of business, client type or any other name which has relevance and quick recall.
• Select the mode to send the workflow (email, text, postcard/letter (thanks.io), tasks, reminder): To start a campaign for all modes or select particular modes, click on checkboxes for each mode you wish to activate. Orange indicates selected. 
• Select a list: To address campaigns to any type of contact such as Active clients, Inactive clients, Leads, Prospects, others, select from the drop-down list. You can also click on filter to make a more specific list of recievers.
• Trigger workflow when the following conditions are met: To set the trigger for delivering the messages on the right day, select Before, Same day or After. 

Designing the workflow

Click Next to start designing the Birthday workflow. The steps to design workflow are mentioned below:

1. Select the sender phone number and email id in From Number and From Email fields.

2. Select the mode of workflow from Email, SMS, Postcard/letter, Task and Reminder.

3. Select template, you can create customized templates through template builder.

4.Type your message and add relevant tags from the right Tag segment. 

5. Click Add new stage on the left to send a series of messages and fill the information you wish to share at each stage .

6. After adding relevant stages, click Next to review the workflow.

7. Click Create 

Note: When you select mode as Postcard/ letter to be sent through Thanks.io,  additional input fields appear. Enter the Message title, select Image,  Select Handwriting style and select type from Postcard or letter. Click Preview to review the appearance of the same.  The difference between letter and postcard is in their style, size and format.A sample image is shown below:

To use this feature, a Thanks.io account is mandatory. Sign up if you do not have an account.

Note : When you select Task mode, you will notice some changes in the fields. Enter the task name, select priority,  add assignee agent name.  The task is also added to the task list of the agent portal for the respective agent.  Refer to the sample image below for more clarity:

Note: When you select Reminder Mode, a reminder email notification is sent to the assigned agent. Enter the data in all the relevant fields, select templates, add subject, add signature, select agent name to whom you wish to send a reminder in the Assignee field. 

Use case for Trigger Days : Consider the case when the birthday is on 10th April. BEFORE Trigger: You select 8 days Before as a trigger, the First email will be sent out  – 8 days i.e. on 2nd April. In the subsequent stages, you have to set trigger dates in decreasing order. You can set 5 days as stage 2 trigger date, 3days as Stage 3 Trigger date and so on up to 1 day. 

SAME DAY: When you select the same day, the message will be delivered on 10th April.

AFTER: You set the trigger date as 3 days after the Birthday, the first stage email will be sent on 13th April. The subsequent series have to be set in increasing order for After trigger. For stage 2 you can select 5days, then 10 days, then 15 days . 

Analytics of Workflow automation for Birthday

If you are curious about the performance of your workflow automation, you can see the results by clicking on the Track button. You will be able to see the real-time analytics of the message you sent out like the view rate, click rate, etc.  

Follow the steps mentioned below to track the analytics of Birthday workflow

1.  Navigate to Engagement click on Analytics under Automation.
2. Click Track
3. Select the mode by clicking the tab  Email, Sms or Thanks.io. and review the respective campaign’s performance.

You will notice the recipient column added in each list to help navigate directly to the Contact 360 profile of the client.

This is a very cool tool that performs the function of a CSR that works 24×7.

If you apply any workflow filters those will not get applied for the dependents. But 

if depends are related to any account or contact that matches the filters applied in that case those dependents will be filtered out. And those selected dependents will get the communication.

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