User Account Management Set up and Reference …



User Account Management Set up and Reference Guide1700530999490Hastings MutualInsurance CompanyWhat the Program Will Do The purpose of the Agency Authentication program is to give our agents the ability to create multiple users with unique login information and individual permission levels for access to online information. Agencies will now be able to decide who they would like to have access to everything from online production reports to who can order co-op materials online. This will also allow us to collect data on individuals in each agency to better target our communications to help the right information get to the right people. We will also be collecting licensing information to help us keep up to date on every producer in the office. Remember this is a completely optional program, if you do not wish to participate you can continue to use the single sign on process with universal access to all aspects of our website for every person. Agency Administrator SetupTo set up your individual users go to My Profile and click on the User Account Management link or click the following link: “My Profile” then click “User Account Management” This will bring you to a detailed explanation of the User Account Management program. Please read through every screen and click Next to work your way to the end where you can “opt in” to the program. You will need to confirm that you have read the information and would like to participate in the program. First, you will need to create a new Agency Administrator account by clicking on Add a New User. Please note the Agency Administrator roll will have no restrictions to the information they can access on the website, along with having the ability to create new users, change user permissions and delete users when necessary. A new box will pop up where the user’s basic information can be filled in. A new user needs a name, an email address, a username and a password. You will need to confirm the email address and password, but you can use the email address as the username so it is easy to remember.Password requirements:8-32 characters1 UPPERCASE letter1 lowercase letter1 numberThe user will have to change this when they log in, so a temporary password like Password1 is acceptable.The primary agency number will determine what default address will be used, as well as the default agency for production reports and Policy Express.Click ‘Create’ The next screen is the User Details screen. Here you are able to change the user’s information, disable the account, change the users roll, and add additional agency codes. At this time you simply need to scroll to the bottom and click "Save". right0Log out of the website. Log back in using the new administrator username and password, which you just created. At this point you will be prompted to complete your profile and change your password. Review the general information about your account – click nextIn the Marketing section, click update. Here you choose your role in the agency by line of business and job description. NOTE: as a Producer, licensing information will be required In the password section click Update to change your password and set your recovery questionAt this time you are finished creating your first Agency Administrator. The Administrator role has the ability to create additional users as well as disable any other Administrator account. They also have no restrictions on what information they can access on the website. The next step will be to create individual user accounts for the remainder of your office staff. Only an Agency Administrator has the permissions to do this on the site. So log in as the administrator and continue to follow the instructions in this document.User Account SetupTo create another user please follow the steps again only when choosing a role choose “User Account” and at that time you will be able to decide on the permission levels you would like each account to have. 39370158115*Remember to create a generic password for each user as they will be asked to change it when they log in for the first time. *PermissionsAgent TypeAgency AdministratorAgency Administrators have no restrictionsUser AccountUser Accounts can be assigned any of the permissions below.Agency Permissions*All permissions are limited to the agency number(s) assigned to the user.Access Policy ExpressUsers can access our Policy Express quoting and issuance system.View/Update Agency Bank Account InformationUsers can update the Bank Accounts used for EFT payments.Billing Inquiry and Transaction DetailUsers can use the Account Billing Inquiry search and look at transaction information for any accounts found.Claims InquiryUsers can use the Claims Inquiry system to look up claims information on a policy.View Electronic Documents / Transaction SearchUsers can use the Document Search and the Transaction Search record lookup tools.View Incentive Trip ReportsUsers can view the Incentive Trip reports.View Production ReportsUsers can view the Agency Production Reports.Order Co-op Advertising MaterialsEveryone can see these, but only users with this permission can place orders for our Personalized Advertising MaterialsMake Online PaymentsUsers can make Online Payments for the agency and any accounts or policies.ExtraMust Change PasswordThis forces the user to change their password the next time they log in. This is mandatory when you add a new user.Once the User account has been set up the first time the user logs in they will be prompted to:Verify their user informationInput their Marketing Information: Primary Line of Business, Role within Agency, Licensing information if they are a ProducerChange their passwordUser Account ManagementAs an Agency Administrator you will have the ability to manage your users. This is the User Account Management panel:Click this button to open the ‘Add a New User’ pop-up box.This is the list of current users.You can edit a user’s details by clicking this button.Within their user details screen you are able to disable an account – this will prevent the user from being able to log into the websiteUpdate their informationReset their password to have it emailed directly to the userWithin the User Details screen you can also add or delete agency codes the user has access to. This will control if they can view policies document, view transaction history, and issue & quote in Policy Express under that code. Remember, making an agency number primary simply sets that address as the user’s primary address.You can delete a user, after a confirmation prompt.The description of the permissions and this reference documentAdditional Set Up and Functionality Once you have the Agency Administrator set up you will want them to change the password on your old agency account. To do this simply log in go to My Profile and update the password. This is an important step because this account has administrator rights, therefore any employee with old password would still be able to log in to see and change all accounts. If desired you can make the old agency account an active administrator account, however you wouldn’t be able to change the username to a more personalized log in. In this case you would still need to change the password so only the user knows it.User HistoryYou can see the 20 most recent user activity items here. Clicking the ‘Show Full History’ button will bring up a pop-up with the last 90 days of history that you can search. You can search by action, description or user all at once. ................
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