Managing all your agencies documents has never been so easy or more powerful. AgencyRoot allows your office to store, send, sign (eSignature), manage, and create action items based on all your policy and customer documents.
Where to Add, Access, Manage Documents
There are three places in AgencyRoot that you can add, access, and manage documents.
Contact/Entity Details portal
A Contact Document should be those pertaining more generally to the contact, prospect, or customer not the policy itself. These documents can include Written Agreements, Power to sign or power of attorney certificates, 578s, and many more.
Individual Policy portal
These documents should be specific to the policy like the Application, Declarations, Production Report, and claims documents.
Documents Dashboard
This dashboard will provide you with a view of all Documents that have been uploaded to the platform. Use the filter tower to help you find specific set of Documents that you wish to review.
You can now also search for Policies that are missing specific Documents - providing another layer of processing protection.
By selecting the 3Dot action button you can do other Document functions from your Missing Document tab.
Add - upload the document to the specific policy listed
Create Task - send yourself a reminder or add a Task to a coworkers Task Dashboard
How to Add Documents
You can Upload, Add, and even send documents from either the Contact Detail Document portal, the Policy Detail Document portal, or the Documents Dashboard.
We’ve recently released the ability to create electronic signatures (eSignatures) for your documents. You can learn more about that process here: eSignatures
Adding From the Contact Detail Document or Policy Detail Document Portals:
Select the Green Add Button
Select the Document Type
Document Types are created by the Agency Admin
Drag and Drop - or - Select File and Upload it
Select the “Add imported name as description” box if you’d like to capture the Name of the document as it’s currently saved.
Provide an optional description of the document
If you Selected the “Add imported name as description” box this will be pre-filled.
If you did not select the “Add imported name as description” you can type in this box a brief description of the document for reference on the Document dashboard.
Select the current Document Status (Please see the Document Status & History page for more details)
Select your next Action
Save Document - Your document will be uploaded to the platform.
Save & Send - Your Document will be uploaded to the system and you will be prompted to “Send” the document via email to a recipient.
Depending on where you are uploading your document (Contact, Policy, Document dashboards) you will have the option of selecting “prefilled” email address or selecting “Other” and typing in your email recipient’s address.
Select the Email provider you use:
Apple Mail
Gmail
Outlook
Office 365
Select your Action
Create Email - finishes the Document upload process and Generates the email to your recipient.
Create Email & Follow-Up - finishes the Document upload process, Generates the email to your recipient, and creates a Task.
Save & Sign - Your Document will be uploaded to the system and you will be prompted to start the eSignature process. To learn more about the eSignature process please click the link below.
eSignatures process
Adding From the Documents Dashboard Portal:
Under the Missing Documents tab select the 3 Dot Action icon
Follow the Add new Document flow above
How to Edit Documents
Once a document is uploaded you will have the ability to Edit the document using the 3Dot Action item next to the Document.
View - Allows your to open and view the document so you can View, Download, or re-save the document.
Edit - Allows you to Edit the Document specifics or update the document by replacing it with another version.
Select the 3 dot action item next to the document you wish to Replace and select Edit
You can make edits to your previously upload document.
Update Document Type
Replace the previous document with an updated or new version
Update the Description
Update the Document Status
eSignature - Allows you to edit your document by adding and requesting electronic signatures.
Please see the eSignatures process for more details.
Share - Allows you to send your uploaded document via email to an email recipient.
Create Task - Allows you to create a Task for your self of a team member from the Document
History - Allows you to view the History of the document from initial download to any updates.
Select the 3 dot action item next to the document you wish to view and select “History”
Delete Document - Allows your to permanently remove the document. Please note if you need assistance recovering deleted documents by mistake message support@agencyroot.com.