Overview
After a lead is successfully closed, its Sales Record becomes eligible for conversion into an Individual Record, which can then be managed by a servicing team for ongoing support. This article provides guidance on converting Sales Records both individually and in batches.
IN THIS ARTICLE
Convert individually
To convert a single Sales Record, go to the record and select the 'Convert to Individual' button. This will open the Convert to Individual modal.
In the modal, you will have options to convert or cancel. If you wish to proceed, select the ‘Convert Lead’ button. The conversion process should only take a minute, but you can safely close the modal at any time.
If the modal is still open when the process finishes, it will update to show that the Sales Record was successfully converted, along with a link to the new Individual Record. The Individual Record will be pre-populated with data from the Sales Record.
Note: During the conversion process, the Sales Record will be removed from AMS+. Sales Record to Individual Record conversions can’t be undone.
Converted Sales Record information:
- All “standard” fields on the ‘Details’ tab
- First Name
- Middle Name
- Last Name
- Nickname
- Title
- Status
- Birth Date
- Secondary Email
- Phone
- Cell Phone
- Medicare Beneficiary ID (MBI)
- Medicare Effective Date Part A
- Medicare Effective Date Part B
- SSN
- Gender
- Smoker Status
- Lead Source
- Lead Date
- Driver's License Number
- Assigned Agent
- This is actually the assigned user; the user’s Linked Agent will populate in the Individual Record’s Servicing Agent field. Learn more about Linked Agents.
- Address fields:
- Address Type
- Address Line 1
- City
- State
- Zip Code
- County
- All Custom Fields
- Any notes will be captured in one “Conversion” note
- All Activities
- Any Attachments (including SOAs) - Notes containing SOAs can't be deleted
- The first 3 listed Linked Agents for the user assigned as the Agent will be assigned as Servicing Agent, Additional Agent 1, and Additional Agent 2 on the new Individual
- If no Linked Agent is found, no Servicing Agents will be assigned to the Individual Record
Converting Policies
In addition, AMS+ will create Policy Records for every written policy with a “Conversion” Status on the Sales Record > Policies tab. Converted Policies will be associated with the converted Individual.
Converted Policy Record information:
- Coverage Type
- Status
- Carrier
- Carrier Product
- Effective Date
- Renewal Date
- Policy No
- All Custom Fields
Bulk convert in batches
Converting one Sales Record usually takes under a minute, but what if you have many? Instead of converting each record individually, which is time-consuming, you can efficiently convert Sales Records in batches from a Lead List.
To bulk convert:
- Go to a Lead List.
- In the list, check the box next to each Sales Record you want to convert.
- Use filters to quickly find convertible Sales Records. Then, use the 'Select all' button to choose multiple records at once instead of one by one.
- When ready, select the ‘Bulk Update’ button to open the Bulk Update modal.
- In the Bulk Update modal, find the ‘Convert To’ field and select ‘Individual’ from the dropdown.
- When ready, select the ‘Submit’ button to initiate the conversion process. It could take a few minutes to finish depending on the number of Sales Records being converted.
- Keep in mind that this process can’t be stopped or undone.
Automate conversions with workflows
If your AMS+ account is on the Scale Package, you will have access to our premium Sales Workflow actions. This includes the ‘Convert to Record’ workflow action.
With a little setup, you could create a workflow that converts Sales Records to Individual Records (for servicing) when their statuses are updated to “Enrolled”, for example. Refer to this article for more on Sales Workflows.