How to mass create Sales Records from Individual Records

Overview

When running the Individual Advanced Search, you can bulk create Sales Records from existing Individual Records. This feature links Sales Records to Individuals for the purposes of managing renewals and using sales workflows, SOAs, and ACA Consent Forms.

IN THIS ARTICLE

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Best practices

Before attempting to mass create Sales Records, please review the best practices below to optimize the process and avoid issues.

Use the filters to target specific segments of Individual Records

The Sales Record creation feature will attempt to create a Sales Record for every found Individual Record. There are no options to add or remove specific Individuals from the list.

Thus, it’s important to use the search's filter criteria to narrow your results. Use the policy filters, for example, to target existing Individual policyholders by Policy Coverage Type, Status, Effective Date, and Renewal Date.

Save your search before or after creating Sales Records

After running a search, you have the option to save it. You can save the search either before or after creating Sales Records. Saving the search helps create an “audit trail” of Sales Records created. You can revisit the saved search later to review the filter criteria used.

We also recommend downloading a CSV copy of the search results for future reference. This will help you track which Individual Records were included in a previous mass creation process if needed.

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Steps to mass create Sales Records

Once the process is initiated, it can't be stopped or reverted/undone.

Note: Sales Records created by this process will trigger Sales Workflows.

To get started:

Go to Individual Advanced Search.

Select filter criteria to target specific segments of Individual Records for the mass creation process.

This process includes all Individuals returned in the search results, and you won’t be able to choose Individuals selectively. However, by using filter criteria, you can effectively target specific segments within your book of business.

Filter criteria:

Policy-specific criteria:

After choosing your filter criteria, select the ‘Search’ button to run the search.

If you're satisfied with the results, select the 'Create Sales Records...' button and choose the Sales Record Type. If not, go back to Step 2 and review the filter criteria.

Review the confirmation message and proceed if ready.

The process may take a few minutes. Once it begins, you can safely leave the screen. AMS+ will create a Sales Record for each Individual found. If an Individual already has a Sales Record, it will skip creating a new one for that Individual.

Note: Sales Records created by this process will trigger Sales Workflows.

The following Individual data points will be copied to the new Sales Records. Fields not listed will not be transferred.

• All “standard” fields on the Individual Detail tab
  • First Name
  • Middle Name
  • Last Name
  • Nickname
  • Title
  • Linked Agent
    • We will check the Servicing Agent field. If there is a Servicing Agent and it is linked to a user, the linked user will be assigned to the Sales Record. Learn more about Linked Agents.
  • Record Status (Individual Status)
  • Email
  • Secondary Email
  • Cell Phone
  • Home Phone
  • Address Type
  • Address Line 1
  • City
  • County
  • Zip Code
  • State
  • Gender
  • DOB (Date Of Birth)
  • Medicare Beneficiary ID
  • Medicare Effective Date Part A
  • Medicare Effective Date Part B
  • SSN (Social Security Number)
  • Driver's License Number
  • Smoker Status
• Custom Fields - These custom field types are not supported:
  • Number
  • Currency
  • Percent
  • Checkbox
  • Checkbox list

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Common questions

Can I revert or undo?
No.

What do I do after I’m done with the Sales Record?
On the Sales Record, select the “Convert to Individual” button to merge its data back into the linked Individual Record. Learn more.

What happens if an Individual Record already has a linked Sales Record?
If a Sales Record is already linked to an existing Individual Record, that Individual will be skipped.

When a Sales Record is created, is its corresponding Individual Record deleted?
No.