Note for Enhanced Records accounts: Sales Record conversions are only available for Sales Records. This does not apply to your account. To check if your account is on Enhanced Records, visit the Subscription page.
This article explains how to convert Sales Records to Individual Records in AMS+, both individually and in batches. Once a lead is closed, converting their Sales Record creates a new Individual Record pre-populated with their data for use by a servicing team.
Requirements
- You must be logged into AMS+ as an Agency User or Agent CRM User.
- You must be assigned to a Security Group with the Sales Enablement Visible permission.
- You must have user account Sales permissions with View, Edit, and Delete enabled for at least one Record Type.
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 confirm that the Sales Record was successfully converted. The confirmation includes a link to the new Individual Record, which is pre-populated with data from the Sales Record.
However, if the Sales Record was originally created from an existing Individual Record, the modal will instead display that Individual's name and a link to their record. In this case, the data from the Sales Record will be transferred to the existing Individual Record.
Note: During the conversion process, the Sales Record will always be removed from AMS+. Sales Record to Individual Record conversions can't be undone.
Converted Sales Record data (fields not listed won't be transferred):
- 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 Rx Collect fields:
- Prescriptions
- Providers
- Change History
- All Consent data:
- ACA Consent to Contact & ACA Attestations
- Scope of Appointments
- 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
- All call recordings
- All SMS message history
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 data (fields not listed won't be transferred):
- 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 if you have many, you can efficiently convert Sales Records in batches from a Lead List instead of converting each record individually.
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+ subscription package includes premium Legacy Sales Automated Workflow actions, you will have access to 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 Legacy Sales Automated Workflows.