Agency Standards🗂️

• Audits- requests, results

• Additional Information

• Application

• Binder

• Cancellation

• Claim- police reports, estimates, claim photos

• Client Center

• Inspections

• Invoices- Cancellation, Policy Change, New Business, Renewal

• Loss Runs

• Miscellaneous-  Correspondence, Discount Verification, Driver's Licenses, Inspection Photos, Registration, Mortgagee information, Deed, Certificate of Incorporation/Formation

• NonRenewal

• Policy Change Request, Policy Change Request Processed

• Policy/Declarations Page

• Recommendations- Recommendation Photos

• Reinstatement

• Renewal Offer- Conditional Renewal Offer

• Returned Mail

• Signed Application

• Transaction Mail

• Utica First Survey

Below are new discussion titles. Please be sure that there are no "untitled" discussion titles or ones with the wrong structure. This saves everyone time so we know what we are looking at. Use the labels to make a discussion title and change it (change the CHANGE ME) to provide context. Always link the policy number and move activities into the discussion titles like emails/text messages.

If multiple items come in at the same time we will lump them together)

Using Labels to generate a discussion title Video 

New discussion titles:

• Audit (dispute, results, not complete) audit results generates when an audit is entered.

  • Labels- Audit Not Complete, Audit dispute

• Additional Information 

  • Labels- Additional Information

• Additional Policy (auto generate based on new policy download)

• Billing and Payments

  • Labels- Billing and Payments

• BOR (Broker of Record)

  • Labels- BOR

• Claim (based on claim entered in system) Claim not filed based on label 

• Deceased 

  • Labels- Deceased

• General Inquiry 

  • Labels- General Inquiry

• Inspection (not complete)

  • Labels- Inspection not complete

• New Opportunity (new Business) (based on sales center)

• New Policy in lieu of Customer Inquiries (change WF)

• Non Renewal

  • Labels- Non Renewal

• Notice of Cancellation (auto generate based on notice of cancellation and a label is entered) add LOB Cancellation date and reason

  • Labels- Notice Of Cancellation

• Policy Cancellation (auto generate based on policy cancellation)

• Policy Change Request - (Adding driver, unit, additional coverage)

• Policy Change Request Quote 

  • Labels- Policy Change Request Quote

• Proof of Insurance Request

  • Labels- Proof of Insurance, Certificate

• Recommendations 

  • Labels- Recommendations

• Renewals (auto generated based on renewal)

Quick Tips for Discussion Titles

Make sure to select the correct discussion title in the workspace and saving from Gmail 

Create a new discussion title in Gmail using the label

There will always be generic discussion titles created by Ezlynx such as:

EVA received/sent text
Client Center Requests
Submission Center
Quote By Text
AND MORE

• Use Pinned Notes to emphasize important info (no payment info!)

• Update Contact info (make sure no duplicate emails or phone #)

For documents created on or before 2024:

• We'll create separate folders for each year (2024,2023,2022, 2021, etc.). Keep in mind that this process started in 2024 so you will not see too many 2024 folders as they should be in the proper folders.  We transitioned this on 02/24/2025. 

• Documents will be filed in their respective year-based folders.

For documents created in 2025 and onwards:

• They'll be filed in the new workflow folders. 📁