Linking Agents to Users

Overview

Linked Agents are a way of using Agent records to take advantage of additional features in AgencyBloc. For example, your Automated Workflows will have more versatility when assigning Activities. We can also help you figure out which Sales Opportunities (Opps) are assigned to you or a Team.

IN THIS ARTICLE

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Basics of Linked Agents

Linked Agents are a connection between Agent records and Users. This connection allows you to take advantage of additional features in Automated Workflow and Sales Opportunities/Sales Pipelines.

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Benefits of Linked Agents

Automated Workflow

With Automated Workflow, you can immediately kick off Activities when something happens in AgencyBloc. For example, let’s say an Individual lead comes into AgencyBloc, and you want an agent to follow up.

If that agent is a User in AgencyBloc, you would typically create and assign an Activity to the agent. If you are using the pre-built New Individual Prospect workflow, we can do this for you.

All you have to do is tell us who to assign the Activities to. With its default settings, this 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. Learn how to link Agents to Users.

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 AgencyBloc, remember to link an Agent record to their User account.

When a new individual lead 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
• Group Activity
• Individual
• Individual Activity
• Policy
• Sales Opportunity

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.

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Linking agents to users

Please note, you must belong to a Security Group with the “Users” Administrative permission to complete setup.

The setup process requires an Agent record and a User. Ideally, you want the Agent and User to have the same name to make setup easier, but they don’t have to match. If both already exist, proceed. If not, create them. Learn more about creating Agent records and adding Users.

To get started:

Go to Profile & Settings > Settings > Users and select a User.

In the Security > Linked Agents field, search for the User’s corresponding Agent record and add it.

Save.

Success! The Agent record is now linked to 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.

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Common questions

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. However, for filtering Sales Opportunities (Opps), both should match. If they don’t, you will still have access to the Opp, but the “Assigned To” filter will omit it from the results.