Automated Workflow is a powerful feature, and you can use it at your agency in many ways. This article has some Legacy Servicing Automated Workflow examples to get you started. They're also in AMS+ on the Automated Workflow > Use Legacy Workflow > Servicing & Agency Workflow > Servicing & Agency > Saved Workflow tab, ready for you to use as-is or modify to fit your agency.
In this article
- Happy Birthday
- Lead Form Submitted
- Individual Policy Activation Follow-ups
- Policy Application Submitted
- Group Policy Renewal
- Agent License Expiration
Happy Birthday
This automated workflow is great for keeping in touch with your clients and agents. Wishing them a happy birthday is a simple way to reach out and keep your agency top-of-mind for them.
Workflow Details
- Trigger Type: Individuals
- Trigger When: an individual's birthday is approaching, every year
- Criteria: none
Actions Details
- 0 Days After (immediately): Email sent to individual wishing them a happy birthday
Lead Form Submitted
This is like the New Individual Prospect workflow, but it works with lead forms you have set up in AMS+. You want to reach out to the lead immediately, and this workflow helps with that. Once the lead submits the form on your website, they receive an email immediately letting them know your agency received their information, and an activity is simultaneously assigned to someone to follow-up with this lead ASAP.
Workflow Details
- Trigger Type: Individuals
- Trigger When: an individual is created
- Criteria: Lead Form = [Sample Lead Form]
Actions Details
- 0 Days After (immediately): Email is sent to individual who filled out the form ("Thanks for your interest!")
- 0 Days After (immediately): Activity assigned to user with due date to follow-up
Individual Policy Activation Follow-ups
Keep new Individual policyholders informed and engaged after activation. This workflow automatically sends a series of emails following a policy's activation, starting with a confirmation, followed by a check-in about ID cards, and ending with a request for feedback or a referral.
Workflow Details
- Trigger Type: Policies
- Trigger When: a policy's status is updated to active
- Criteria: Individual Policies, Individual Type = Client, Individual Status = Enrolled
Actions Details
- 0 days after (immediately): Email sent to the policyholder, notifying them that their policy is now active
- 30 days after: Email sent to the policyholder, asking if they received their ID cards
- 60 days after: Email sent to the policyholder, asking for a referral or Google review
Policy Application Submitted
Clients want to have consistent contact with you and they want to be updated on important information. This workflow does just that. When a policy has been submitted, it immediately sends an email to the policyholder to update them on where it's at in the process. It also alerts the agent so they always know the details in case the client calls in.
Workflow Details
- Trigger Type: Policies
- Trigger When: a policy's app submit date is populated
- Criteria: Individual Policies, Policy Status=Pending
Actions Details
- 0 Days After (immediately): Email is sent to policyholder updating them.
- 0 Days After (immediately): Activity assigned to policyholder's agent of record with a due date to check on the policy's status.
- Two weeks later: Activity assigned to policyholder's agent of record with a due date to make sure the policy went through.
Group Policy Renewal
Policy renewals are vital to the financial well-being of an agency. Depending on how many clients you serve, you might be completing renewals several times a week. So, because these policy renewals tend to follow the same steps in the process no matter which agent is doing it, this is a great opportunity to implement automation. This workflow in AMS+ is looking for Group clients with policies that have renewal dates approaching. It assigns activities to the policy's account manager to remind them to reach out and get the renewal going.
Workflow Details
- Trigger Type: Policies
- Trigger When: a policy's renewal date is approaching
- Criteria: Group Policies, Policy Status = Active, Group Type = Client, Group Status= Enrolled
Action Details
- 3 months before renewal date: Activity assigned to policy's account manager with a due date to get in touch with group's primary contact
- 1 month before renewal date: Activity assigned to policy's account manager to remind them to get the renewal process started
- 7 days before renewal date: Activity assigned to policy's account manager to check that the paperwork is in process for the renewal
Agent License Expiration
Whether you manage thousands of agents or just have a few in-house, they'll all appreciate getting reminders for when their license and E&O expiration dates are approaching. This workflow is for license expiration, and it uses a combination of emails and activities to alert the agent that their license is expiring soon.
Workflow Details
- Trigger Type: Agent License
- Trigger When: an agent's license expiration date is approaching
- Criteria: Agent Status = Active
Action Details
- 1 month before agent license expiration: Email sent to agent letting them know their license is expiring soon
- 2 weeks before agent license expiration: Activity assigned to agent's recruiter with due date to touch base with agent regarding their license expiration
- 1 week before agent license expiration: Email sent to agent letting them know their license is expiring in one week