AIM Marketing a Submission

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TABLE OF CONTENTS

MarketSmart is an RT developed program to streamline the process of submitting to multiple markets in AIM. With MarketSmart, you will have the ability to send the email on behalf of the Broker or Marketing Rep on the AIM submission, create one email with attachments from your computer or the ImageRight file to be sent to several markets, and schedule emails for a future date for enhanced speed to market. MarketSmart also has the functionality to create specific Market Groups to make it faster and easier to submit. Another benefit of using MarketSmart is an entry in AIM will automatically be created in the Versions and Markets tabs. The emails sent to markets will be viewable in the AIM Activity tab and automatically attached in the ImageRight file.

Accessing MarketSmart in AIM

1. In AIM, open the submission to market, then click the Custom menu drop down, click RT Custom Menu, and select MarketSmart.

The first time accessing MarketSmart, the default signature can be edited in the User Settings.

User Settings

1. Click the gear in the upper right-hand corner and select User Settings

2. This will allow you to customize the signature that appears in the Message body of the Email Template.

a. To add an HTML link, type the Heading first, then highlight wording and select the Link icon. Please make sure the URL begins with http:// or https://.

b. To add a Logo, save the logo to your pc first, then click Insert Picture to upload. Please do not copy and paste images into the signature.

3. Click Save.

Selecting Markets Individually

There are two ways to select Markets individually – Searching by Market Name/Code or Searching by Market Contact.

Searching by Market Name or Code:

1. In the Search By section, set the drop down to Market.

2. Search and add markets by typing the market name or market code and clicking on the market.

Searching by Market Contact:

1. In the Search By section, set the drop down to Market Contact.

2. Search and add markets by typing the Market Contact and clicking on the name.

3. After selecting market(s), the Markets list will begin to populate.

4. Repeat searching and adding market(s), as needed, to continue populating the Markets list.

5. After all markets have been selected, complete the Email Template. This is the email that will be sent to each market selected in the previous step - unless any edits are made.

The Deliver At: default is set to Send Immediately. However, if the email needs to be sent on a future date/time, select Schedule Email. Then enter the date, time, and time zone the email should be delivered.

The Subject field will default with the Named Insured and AIM Submission number but can be edited as needed.
Select whom the email should be Send on behalf of: Myself, Account Exec, or Marketing Rep listed in AIM
Enter a Message: body

The default File Attachment Method is set to send all attachments as links for faster delivery. If you prefer the attachments be sent as attachments in lieu of links, click the Include Files As Attachments button.

Note: If a Market does not accept links, AIM will automatically change the File Attachment Method to Include Files As Attachments. This can be seen on the individual email.

There are 3 ways to bring in Attachments: into the email:

Drag and Drop files into the Attachments: area

ii. Browse out to a location on your computer, select the document(s), then click Open

iii. Click ImageRight and the Attach From ImageRight window appears displaying all documents in the corresponding ImageRight file. Check each document you wish to be included and click Attach.

6. Verify the information in the Email Template is correct. This is the email that will be sent to all markets selected – unless any edits are made to individual markets email.

In the Markets list the To:, Cc:, and/or Bcc: fields will then need to be completed for each Market. If the Market Contact search was used, the To: field will already be populated with the market email. Your name will be prepopulated in the Cc: field so that a copy of the email will go to Outlook. You can remove your email, if desired.

7. Click the Edit button next to each market, to complete these fields.

8. Enter the market Underwriter name to select the appropriate email address in the To:, Cc:, and/or Bcc: fields. All market contacts are pulled from the AIM Phonebook (F4).

If the contact is not listed, the email address can also be typed in. After typing in a new email address, you will be prompted to Add New Contact to the AIM Phonebook. If you would like to add the contact, enter the First Name Last Name of the contact and click Save. This contact will be saved to the AIM Phonebook and will be available for you to select from the drop down next time. If you do not want to save the contact to the AIM Phonebook, click Cancel.

*Other fields can be edited for any individual email, if needed. See Editing an Individual Email below.

9. After any changes have been made, click Return to Markets.

10. Repeat this process for each market.

11. After completing the Email Template and Markets list, click Submit to Markets.

12. A Market Summary will appear summarizing when emails will be sent and to whom. If additional changes are needed, click Return to Market Dashboard to return to the main MarketSmart window to make any changes. To send the emails, click Confirm Submit to Market. The MarketSmart window will close. The emails will be sent on the specified date and time to the selected Markets.

*See integration with AIM and ImageRight below.

Creating a Market Group

Market Groups are a saved group of markets and market contacts selected by you or your Team to make the submit to market process easier and faster.

1. Click the gear in the upper right-hand corner and select Create New Market Group.

2. Enter a Market Group Name.

3. Select the Group Visibility. Selecting Team will allow the Market Group to be visible by all members on your Team. Selecting Individual will allow the Market Group to be visible by only you.

4. Search and add markets by typing the market name or market code in the Select Market field.

5. Repeat searching and adding market(s), as needed, to continue populating the Markets list.

6. In the Markets list, click the Edit button next to each market, to complete the To:, Cc:, and/or Bcc: fields.

7. Enter the market Underwriter name to select the appropriate email address in the To:, Cc:, and/or Bcc: fields and then click Save. Your name will be prepopulated in the Cc: field in the Market List so that a copy of the email will go to Outlook. You can remove your email, if desired

8. Click Save to save the Market Group. A Successfully saved message will pop up on the screen. Click Return to Markets button to return to MarketSmart home screen.

Using Market Groups

1. In the Search By section, set the drop down to Market Group (Team) for Market Groups set up for team visibility or Market Group (Personal) for Market Groups set up for individual visibility.

2. Search for the Market Group by name.

3. When the Market Group is selected, the Markets list will populate with the markets from the Market Group along with the To:, Cc:, Bcc: fields (if completed during Market Group set up).

If needed, use the Edit button to make changes to any market contact info (See Editing an Individual Email) and/or the Delete button to remove any markets (See Deleting an Email to a Market)

4. Update the Email Template and Markets list as necessary, then click Submit to Markets.

5. A Market Summary will appear summarizing when emails will be sent and to whom. If additional changes are needed, click Return to Market Dashboard to return to the main MarketSmart window to make any changes. To send the emails, click Confirm Submit to Market. The MarketSmart window will close. The emails will be sent on the specified date and time to the selected Markets.

*See Integration with AIM and Imageright below.

Editing a Market Group

1. Click the gear in the upper right-hand corner and select Edit Market Group.

2. Search for Market Group to be edited.

a. Select Group Visibility – Team or Personal

b. Select Market Group to be edited and then click OK.

3. To add additional markets to this Market Group, search and add markets in the Select Market field as shown above in Creating a Market Group.

4. To delete markets from this Market Group, click the Delete button next to the market to be removed. See Deleting an Email to a Market.

There are other options available on this screen.

>Share Market Group will allow you to share any Market Group with another Team.

>Copy As New will copy the existing Market Group, saved under a different name, creating two separate groups.

>Delete Market Group will delete the current Market Group.

>Add Another Market Group will allow you to add another Market Group from scratch.

>Return to Markets will take you back to the MarketSmart home screen with any changes made on this screen.

>Reset will clear any fields entered prior to hitting Save.

>Save will save any changes made on this screen.

Editing an Individual Email

The Edit button is used to populate the To:, Cc:, and/or Bcc: fields in the Markets list. It can also be used to change any other fields for any specific email. Using the Email Template allows you to create one email and send that email to all markets selected. However, you do have the ability to send a different email for any market. For example, you might need the email for a specific market to be sent on a different day/time or the Message body to be different or add/remove attachments.

1. Click the Edit button to make changes to the email for that selected market.

2. For any section in the Email Details that needs to be changed, click the unlink icon.This will open up the field for you to make changes. In the example below, the message body will be updated to remove Loss Runs and the Loss Run attachments will be removed.

Please Note: The icon changes slightly when it has been

un-selected:

Field will be copied/pasted from the Email Template:

Field can be edited:

3. Make any changes and click Return to Markets.

4. When an email is different than the Email Template there will be an asterisk * next to the Market name.

Deleting an Email to a Market

In the Markets list, click the Delete button to remove any selected market. The market will be deleted from the Markets list and no email will be sent to that market.

Integration with AIM and ImageRight

The emails to the selected markets will be sent on the specified date/time. Once they have been sent, the AIM Versions and Markets tab will be populated.

The emails sent to the markets will show in the AIM Activity tab and the ImageRight file.

Additional Emails to the Market

In the MarketSmart window, the emails will appear grayed out in the Markets list after the emails have been sent on the specified date/time and the Delete button will no longer be available.

Another email can be sent to a previously selected market by clicking the Edit button and selecting Send Another Email. This will copy all the original selections made and allow you to setup another email to the Market, making any necessary changes.

Version 4, 4/11/2022

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This document is deemed internal and confidential and cannot be released outside of RT Specialty or its subsidiaries.