Linked Agents are a method of associating Agent Records with user accounts to leverage additional lead management and Automated Workflow features within AMS+.
IN THIS ARTICLE
How to link Agent Records to a user account
Note: You must belong to a Security Group with the “Users” Administrative permission to link agents to users.
Setup requires an Agent record and an active user account. If either is missing, refer to these articles on how to create Agent records and add users. Ideally, the Agent record and user will share the same name for ease of setup.
If both the user and their Agent record are in the system:
- Go to Settings.
- Navigate to the Servicing > Users settings. On the Servicing tab, find and select the user you want to edit.
- In the user's profile, scroll down to the Security section. In the ‘Linked Agents’ field, search for the user’s corresponding Agent record and add it.
- You may link the user to a maximum of three Agent records.
- Success! The Agent record is now associated with the user.
Who can I link Agents to?
Linked Agents can be added to the following user types:
- Agency Users
- Agent CRM users
Please note, an Agent record can be linked to one user at a time. A user may have up to three Linked Agents.
Benefits of Linked Agents
Maintain user association with Sales and Individual Records
AMS+ facilitates a seamless transition between your sales and servicing teams through the lead conversion process. This process starts when the sales team adds a new prospect as a Sales Record and, upon successful closure, converts it to an Individual Record for dedicated client support.
In addition, AMS+'s cyclical functionality allows your teams to create Sales Records from Individual Records, ensuring a smooth handoff back to the sales team for events like policy renewals and cross-selling opportunities.
Linked Agents play a key role in this process, seamlessly transferring user associations. This occurs during the conversion of a Sales Record to an Individual Record and the creation of a Sales Record from an existing Individual. Without a Linked Agent, the system lacks the information needed to correctly assign a user account to the record.
Automatically send emails or assign Activities to a record’s servicing agent
With Servicing Automated Workflows, you can immediately kick off Activities when something happens to Groups, Individuals, or Policies in AMS+. For example, let’s say a Sales Record is converted to an Individual, and you want an agent to follow up.
If that agent is a user in AMS+, you would typically create and assign an Activity to the agent. If you’re using Automated Workflows , we can do this for you.
All you have to do is tell us who to assign the Activities to. By default, the workflow has two options:
Option #1: Tell us exactly which user/team to assign Activities to.
Option #2: Let us automate who the Activities should be assigned to.
The setup for Option #1 is quick and simple. In the action’s Activity details, set the Follow-up Type to “User / Team” and specify the user and/or team. Keep in mind, we’ll always assign Activities to the specified user/team.
Option #2 requires a little extra setup at the start but it will be well worth your time in the end. To get started, make sure your users are linked to Agent Records.
Then, in the action’s activity details, set the Follow-up Type to “Individual’s Primary Servicing Agent”.
Option #2 is more flexible and accommodates for growth in your agency. If you recruit and add new agents to AMS+, remember to link an Agent Record to their user account.
When a new Individual Record is added and assigned to a Servicing Agent, we’ll create and assign an Activity to the user linked to the Servicing Agent.
Please note, Option #2 is available for the following workflow types:
- Group Activity
- Individual Activity
What is the difference between a Linked Agent and an Accessible Agent?
Linked Agents improve your efficiencies with certain features while Accessible Agents control your ability to see and access data and records. Both are similar in that they use Agent Records as a “medium”.
Also, you can map the same Agent Record to a user as both a Linked Agent and an Accessible Agent.
Note: Legacy components include outdated features and functionality that may not be present in your account. This section is only relevant if your account has them.
Legacy components in this section:
Sales Opportunities/Sales Pipelines
Want to see which Sales Opportunities (Opps) are assigned to you or a team? We can figure that out for you if you’re using Linked Agents.
Head over to the “Sales Pipelines” or “Sales Opportunities” page and check out the "Assigned To" filter.
Selecting the filter opens a dropdown list with some options:
- Me - Shows only Opps that have your Linked Agent assigned as the “Primary Producer”.
- Other User(s) - Shows only opportunities that have the User’s Linked Agent assigned as the “Primary Producer”.
- Teams - Shows all Opps assigned to the Linked Agents of users on the team.
Please note, Security Group permissions affect the filter results. If you have restricted access to records in your book of business, you will only see Opps that have your Linked Agent assigned even if you choose a team.