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How to manage unassociated Activities and emails in AMS+

Note for accounts using Sales Records: This article includes a Legacy components section with additional information that applies to your account.

This article explains how to view and associate Activities and emails that were not automatically matched and associated with records in AMS+ through Email Forwarding or Outlook Email Sync.

Requirements

  • To associate emails and Activities with Agent Records:
    • You must be logged into AMS+ as an Agency User.
    • You must be assigned to a Security Group with the Agent Visible and Edit permissions.
      • In addition, you may need access to Agent Records assigned to your Accessible Agent.
  • To associate emails and Activities with Carrier Records:
    • You must be logged into AMS+ as an Agency User.
    • You must be assigned to a Security Group with the Carrier Visible and Edit permissions.
  • To associate emails and Activities with Group Records:
    • You must be logged into AMS+ as an Agency User or Agent CRM User.
    • You must be assigned to a Security Group with the Group Visible and Edit permissions.
      • If you're an Agent CRM User, you need access to Group Records assigned to your Accessible Agent, and optionally unassigned records.
  • To associate emails and Activities with Individual Records:
    • You must be logged into AMS+ as an Agency User or Agent CRM User.
    • You must be assigned to a Security Group with the Individual Visible and Edit permissions.
      • If you're an Agent CRM User, you need access to Individual Records assigned to your Accessible Agent, and optionally unassigned records.
  • To relate emails and associate Activities with Policy Records:
    • You must be logged into AMS+ as an Agency User or Agent CRM User.
    • You must be assigned to a Security Group with the Policy Visible and Edit permissions.
      • If you're an Agent CRM User, you need access to Policy Records assigned to your Accessible Agent, and optionally unassigned records.

In this article

View unassociated items

When AMS+ can't automatically associate an incoming Activity or email, it becomes "unassociated".

A bell icon in the AMS+ header displays the total number of pending unassociated items.

Screenshot showing the bell icon in the AgencyBloc header for accessing unassociated activities and emails

Select the icon to navigate to:

  • Unassociated Activities
  • Unassociated Emails

On either page, you can:

  • Manually associate items
  • Mass delete listed items

To reduce unassociated items, keep email addresses on Individual Records accurate and up to date. AMS+ attempts to match incoming email addresses to existing records. If no match is found, the item becomes unassociated.

Associate unassociated Activities

Go to Unassociated Activities.

Screenshot showing the Unassociated Activities page

Locate the Activity.
Select the "not set" link in the Association column.

You must complete the following:

Select Existing or New to associate with a record.
  • If selecting Existing, search for the Group Record, Individual Record, or Agent Record.
  • If selecting New, enter the Group Record, Individual Record, or Agent Record name and optionally provide its type and servicing agent.
Optionally relate the Activity to a Policy Record.

If associating with a Group Record or Individual Record, you can relate it to a Policy Record.

Choose to:
  • Create a new Activity, or
  • Add to an existing Activity.
Update the Subject field if needed.
Select the Save button.

You can preview the original email before it was converted into an Activity by selecting the subject link. From the preview, you can read the message, view attachments, and complete the association.

Screenshot showing an unassociated activity

Associate unassociated emails

Go to Unassociated Emails.

Screenshot showing the Unassociated Emails page

Locate the email.
Select the "not set" link in the Association column.

You must complete the following:

Select Existing or New to associate with an Individual Record, Agent Record, Group Record, or Carrier Record.
  • If selecting Existing, search for the record.
  • If selecting New, enter the record name and optionally provide additional information.
Optionally relate the email to a Policy Record.

If associating with a Group Record or Individual Record, you can relate it to a Policy Record.

Select the Save button.

You can preview the original email by selecting the subject link. From the preview, you can read the message, view attachments, and complete the association.

Screenshot showing an unassociated email

Legacy components

The following content applies only to accounts still using Sales Records. If you're unsure whether this applies to you, check your subscription package on the Subscription page. Accounts on Enhanced Records will show a package type that includes "+ Enhanced Records" (e.g., Accelerate + Enhanced Records). If your package does not include "+ Enhanced Records," this section applies to you.

Legacy components in this section:

Associating Activities with Sales Records

When associating an unassociated Activity with an existing record, you can also search for a Sales Record (Lead). Select Existing, then search for the Sales Record you want to associate the Activity with.

Sales Enablement Visible permission

To associate Activities with Sales Records, you must be logged into AMS+ as an Agency User or Agent CRM User, and you must be assigned to a Security Group with the Sales Enablement Visible permission.

You must also have user account Sales permissions to View and Edit Sales Records. Learn more.

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