Newton by Agency Systems | Insurance Agency Management Software for Independent Agents

Overview:
The process below outlines how to Create and Send an email out of Agency Systems. Emails can be sent to a contact on a client, a contact on a company, or attached to a policy through Policy Express.

Video Tutorial:

E-mail Integration

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Before You Begin:
For full functionality, Microsoft Outlook 2003, 2007, or 2010 will need to be installed and configured as the default mail client.  To configure a default email signature See: Email - Configure Default Email Signature.

Process:

A) Send an Email to a Client Contact:

1. Load the Client on one of the four Client Tabs.
2. Expand the Contact details (+) and Left Click the Contact's Email address.
   
   
   
3. The Compose Email window will open, with the Contact's Email address prefilled.

B) Send an Email and attach to a specific Policy:

1. Load a Client on one of the four Client Tabs.
2. Left Click the Policy Number displayed under Active policies to open Policy Express.
3. Select Create Item -> Email.
   
   
   

C) Compose Email Window Basic Options:

1. Send: Sends the Email message and records it in Agency Systems.
2. To/CC/BCC: Choose the Email recipient(s), from the Clients, Companies, Interests, or Producers.  Select Outlook Address to choose contacts saved in your Microsoft Outlook address book.
   
   (Note: Selected recipients will be displayed at the bottom of the window.)
3. Subject: Subject of the outgoing email.
4. Exit: Select to close the Compose Email window without saving.
5. Attach: Select to attach files to the outgoing email not currently stored in Agency Systems.
6. Options: Provides the ability to request a Read Receipt, or include a different Reply-To email address.

D) Formatting and Memo Toolbar:

7. The toolbar provides the ability to format the body of the Email including spellcheck.
   
   
   
8. The Choose Memo Template drop-down provides templates from the Memowriter Library. Once selected, the memo will automatically be placed in the body of the email and merged with the client and policy details.
   (Note: Only Templates saved under a Category will be available for selection.)
   
   

E) Things To Know:

An email signature can be configured: Email - Configure Default Email Signature.

Sent emails can be reviewed: Email - View Sent, Received, or Converted Items.

To quickly attach items, Drag + Drop them onto the Compose Email window.