AIM Phone Book

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TABLE OF CONTENTS

The AIM phone book is a central database of contact information for market companies, market contacts, risk companies, retail agencies, retail agents, and finance companies. The agent and market contact information in the phone book merges into AIM documents and email messages.

Information for market companies, risk companies, retail agencies, and finance companies is added and maintained by RSG Compliance. Individual contacts under market companies and retail agents are added and maintained by any AIM user.

Accessing the AIM Phone Book

Open the phone book via the Tools menu, the button on the tool bar, or the F4 key.

Listing Tab

The phone book defaults to the Listing tab.

Search criteria: Select from the dropdown.
Search field: Start typing to populate results.
Active: By default, only active and suspended entries will appear. Select from All or InActive from the dropdown to see deleted entries.
Category: Select a specific category to filter the results.

By default, the IDCode column can only be seen by scrolling to the far right. To move it, click and drag the column header to a new position. Right-click on a column header and choose Save Grid Settings to save the new placement.

The Status column indicates whether a market or retail agency is Active (A), Suspended (S), or Deleted (D).

Detail Tab

The Detail tab will display information from the selected entry on the Listing tab. Under Address, the Mailing Address may be different from the Physical Address. This is important to note as the Mailing Address appears on invoices. The Agency Administration department is responsible for this maintaining this information.

Contacts Tab

Contacts displays individual contact information from the selected entry on the Listing tab.

1. E-Mail: Select the contact and click E-Mail to start a new email from Outlook addressed to the contact.

2. Filter: Select All or InActive to view inactive contacts.

3. Add: Click Add to add a new contact.

4. Edit: Select an existing contact and click Edit.

Adding a New Contact

Before adding a new market or agency contact, avoid duplicate entries by verifying they don’t already exist.

1. Search for the relevant market or retail agency.

2. Select the market or retail agency and open the Contacts tab.

3. After verifying the contact doesn’t already exist, click +Add.

4. At a minimum, fill in the contact’s Name, E-Mail, and direct phone number. If the agent has an extension of the company’s main phone number, add it to the Ext field; otherwise, use the Cell Phone and/or Other Phone fields. The Salutation will default to the contact’s first name but can be edited if necessary.

5. Click Copy All From Co to link the contact to the market or retail agency. The Phone and Fax fields will update to the company’s main numbers.

6. Click Save.

7. Click OK on the popup.

Editing an Existing Contact

1. Search for the relevant market or retail agency.

2. Select the market or retail agency and open the Contacts tab.

3. Select the contact to update and click Edit.

4. Make the necessary edits.

5. Click Save.

Deactivating a Contact

If an individual is no longer with the market or retail agency, the contact needs to be deactivated. Contacts are not deleted from the database to preserve historical data.

1. Search for the relevant market or retail agency.

2. Select the market or retail agency and open the Contacts tab.

3. Click Edit.

4. Remove the checkmark next to Active.

5. Click Save.

6. The contact will be grayed out and only visible if the Filter is changed to All or InActive.

Hit Ratio/Acctg Tab

The Hit Ratio Information section is not accurate as it does not include data from accounts marketed but not bound in other systems. It also doesn’t account for user error or submissions not marketed through AIM. This data is not team specific nor is it intended for use as production figures. They are intended to act only as a general indicator of performance.

The Past Due Accounts section shows accounts past due for the selected retail agency on the Listing tab. Right-click in the grid to export the data. This data is not team specific.

Recent Submissions show all submissions created using the selected retail agency on the Listing tab. Change the time period using the dropdown list on the left. Filtering by Submission shows all submissions relating to the selected retail agency, while filtering by Bound will only show the bound submissions. Right-click in the grid to export the data. Click Process to open the selected submission. This data is not team specific.

Misc Tab

The Misc tab will display any status notes entered by Agency Administration for the selected entry on the Listing tab.

Version 2, 3/20/2022

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