This guide explains the steps to successfully complete the clearance process in AIM to create a new submission. Not only are submissions cleared against AIM records, but also against records all other RTS systems.
1. Begin the clearance process by clicking Custom|RT Custom Menu from the AIM menu bar.
2. Click on Clearance Search. Menu options vary based on access.
3. Enter all or part of the insured name in the Named Insured field. The database will return results if there is a Named Insured or DBA match. Wildcards are not necessary.
- DBA Name: This is an optional field.
- Address: This field uses a Google search. If the address isn’t available, click Manual to enter it. The Address is an optional field. If an address is entered, only the zip code will be used for clearance search.
4. Click Search.
5. Quoted records as far as 366 days from the quote date and bound records up to 90 days past the expiration date will display. Review the results.
6. Select the Account Executive.
7.Before continuing, ensure the Named Insured is correct. It cannot be changed on the next screen.
8. New Submission vs New Insured
a. New Submission: This should only be used if clearing a new piece of business for an existing record with the same Account Executive. The submissions will share the same master record and will forever be linked. Do NOT use this option if the insureds are not the same.
b. New Insured: Select this if there is no existing record belonging to your account executive. A new master record will be created.
9. Fill in the required fields (*) on the Create Submission screen. If New Submission was selected previously, some of these fields will be filled in.
a. Account Executive: The data pre-populates from the previous screen and is read only. If it’s incorrect, click Cancel to go back.
b. Market Representative: Search and locate by name or AIM user ID.
c. Customer Service Representative: Search and locate by name or AIM user ID.
d. Producer/Retailer: Search by agency name or AGT code. Click the 
icon for advanced search options.
- Mark a retail agency as a favorite by clicking the star in the dropdown.
e. Search only your list of favorites by clicking the star in the Producer/Retailer field.
f. Contact: Once the retail agency is selected, the Contact field appears. Agent contacts can only be added or edited in the AIM phonebook.
g. Send ACK letter: Check this option to automatically send the acknowledgement letter to the agency contact. A Copy of the email is stored in the ImageRight file under Correspondence. Double-click on the entry in the AIM Activity tab to go directly to the email in ImageRight.
h. Coverage: Search and locate by the coverage name or coverage code.
i. SIC: Search by description, key word, or SIC code.
j. Effective and Expiration Date: The effective date will default to 7 days from today and the term for 1 year. Adjust as needed.
k. Company/Org. Name and DBA: The data pre-populates from the previous screen and is read only. If it’s incorrect, click Cancel to go back.
l. Risk Address: Complete the risk address using the Google search feature. If the address isn't available, click Manual to enter it.
m. Mailing Address: If the mailing address is the same as the risk address, check the box. Otherwise, complete the address using the Google search feature.
n. Foreign Exposure: This checkbox is intended for reporting purposes only if a domestic risk has incidental foreign exposure. It is not intended to be checked for the process of charging a fee on a foreign exposure.
o. Notes: Any note entered here will create both a pop-up note and file note in the submission.
p. Click Save to continue or Cancel to go back to the previous screen.
10. The submission and corresponding ImageRight file are created. The submission number is automatically copied to the clipboard for easy pasting into AIM. Click Start New Search to clear another piece of business or close the window to go back to AIM.
11. Paste the submission number in the Search For: field and Enter to open the new submission.
12. Import the agent submission email into ImageRight. View the ImageRight Importing guide for detailed instructions.
Version 3, 4/9/2022
RT Application Training & Support Portal
Copyright © 2022 Ryan Specialty Group
This document is deemed internal and confidential and cannot be released outside of RT Specialty or its subsidiaries.
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