NextAgency simplifies the management and automatic sending of consent forms, ensuring compliance with federal regulations for Consent to Contact and Scope of Appointment/Permission to Contact forms. Follow these steps to set up and manage your consent forms efficiently.
Getting Started
1. Update Agency Profile
- Navigate to your agency’s profile. Click your portrait in the upper right-hand corner and go to Settings > Agency Settings > Profile.
- Complete the following fields which are used to populate your consent forms:
- Agency Owner
- Agency Phone Number
- Agency Email Address
- Agency National Producer Number (NPN)
- Ensure that all Broker of Record information is accurate. Each Broker of Record should:
- Click on their portrait and select View Profile
- Under the State Licenses tab, ensure the NPN field is filled. If necessary, click Add NPN to enter or update this information.
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2. Setting Up Consent Form Workflows
- Go to Settings > Automations > Workflows.
- NextAgency provides sample workflow templates. Customize these or create your own.
- Customize: Click Edit from the Actions menu.
- Create: Click Add Workflow to create a new one.
- Creating a Workflow:
- Enter a name and description for your workflow, then click Continue.
- Select Case-Specific from the 'Workflow Type' drop down menu.
- In the 'Trigger When' field choose Consent Form Required.
- In the 'Form Type' field select 'Consent to Contact' or 'Scope of Appointment/Permission to Contact.'
- Then use the filters to select the cases to receive these forms. Click 'Continue' to proceed.
- Click Continue to save your new workflow
- Enter a name and description for your workflow, then click Continue.
- In the Actions Step
- Click on the Add Action button and select the appropriate option.
- Add Consent Form Email will send the form as an editable PDF for your prospect or client to complete. Once they sign the PDF they can return it to you as an attachment.
- Add Docusign Form Email will send the form through Docusign for your prospect or client to complete and digitally sign. (Please note, there is a $3.00 per Docusign document package).
- Complete the relevant email fields, including the subject and sender email.
- Specify the recipient and set the trigger date for when the email should be sent. Setting the due date value to zero sends the email immediately upon changing the Consent Form field to required in the Case record.
- Customize the body of your email using existing email templates or create a new one with our receiver fields.
- Click 'Save as Draft' to save your workflow, but not activate it. Click on 'Save and Activate' to implement your workflow.
- Click on the Add Action button and select the appropriate option.
Please refer to this article for detailed instructions on using consent form workflows.
If you need any assistance, please get in touch with our support team.