What is it?
The Status Cleanup feature enhances submission management by simplifying status labels and improving submission visibility. It replaces the terms "Active", "Completed", and "Archive" with "Open", "Closed", and "Trash" making it clearer when a submission is being worked on versus when it is fully completed. Closed submissions are now moved to a collapsed section to reduce clutter, and once closed, submissions are automatically hidden and cannot be edited by insureds. Additionally, the feature changes "Archived" to "Trash" to clarify that this status is for submissions that are no longer needed. These updates will help agents focus on current tasks while preventing accidental changes to closed or trashed submissions.
Why did we create this feature?
We created the Status Cleanup feature to help address confusion around submission statuses and better streamline workflow efficiency for agents. Previously, terms like "Active" and "Completed" were unclear and led to mistakes in managing submissions. Additionally, submissions that were closed or archived often cluttered agents' views or were mistakenly edited. By simplifying status labels and automating behaviors like hiding closed submissions and preventing edits, this feature will help agents focus on active tasks, reduces errors, and streamlines reporting, ultimately improving the overall user experience.
How Do I set it up?
Once the feature is enabled, the system will automatically update the terminology (e.g., changing "Active" to "Open" and "Completed" to "Closed") and apply the new behaviors, such as hiding closed submissions and preventing insureds from making edits. The completed submissions will be moved to a collapsed section by default, reducing clutter. If you need to untrash any submissions, users will be able to restore trashed items without requiring admin assistance. For better understanding of configuration adjustments, please read the Status Cleanup Feature Setup Guide below and consult with your agency admin to ensure the feature meets your agency's needs before requesting feature activation.
-----Status Cleanup Feature Guide-----
Video Walkthrough
The Status Cleanup feature brings several important updates to improve submission management and streamline workflow clarity. This setup guide below explains many of the changes that come with this feature how to effectively utilize them.
Key Changes and Behaviors:
1. Submission Status Terminology and Visibility:
The status labels "Active", "Completed", and “Archive” have been replaced with "Open", "Closed", and “Trash” for better clarity:
Open: A submission that is still active and being worked on.
Closed: A submission that is fully completed by the agent and no longer requires action. The Closed submissions will no longer appear in the initial submission list, reducing clutter and helping agents focus on current tasks. Completed submissions will be moved into the closed accordion section that defaults to being collapsed, keeping them out of the way until needed.
Trash: A submission that a user is no longer working on (can be an incomplete submission) and should not be renewed. These can still be retrieved - think the Recycle Bin or Trash on your computer. The Trash submission will replace the “Archive” submission section
2. Editable Behavior for Open(formerly Active) Submission:
A Only open submissions are editable.
An open submission can be marked as Closed or moved to trash.
3. Editable Behavior for Closed(formerly Completed) Submissions:
Once a submission is marked as Closed, it will automatically become hidden from the agent's view.
Closed submissions are not editable by insureds to prevent unexpected changes.
The Actions menu for closed submissions will only allow two options: Locked or Hidden. The Editable option will be unavailable.
A closed submission is able to be moved back to Open.
If a submission is moved back to Open, its status will remain Hidden or Locked, but the Editable status will be re-enabled in the Actions menu.
4. Editable Behavior for Trash(formerly Archived) Submissions:
The term "Archived" will be replaced with "Trash" to clarify that the feature is intended for submissions that are no longer needed, not for organizational purposes.
Trash will allow users to "trash" submissions, and all users will have the ability to Restore or "unarchive" any trashed submission without needing admin intervention.
Users are not able to change "Access and visibility" of a trashed submission until the submission is restored.
When a submission is restored, it will go back to either Open or Closed depending on where it was originally trashed from.
5. Automatic Behavior:
Submissions will automatically be marked as Closed (and therefore hidden) 30 days after the effective date.
Any submission marked as Closed or Completed that is still editable will have its status changed to Hidden automatically.
Understanding and using the Status Cleanup Feature:
Viewing Submissions:
When you open the system, you'll see only Open submissions in your main list.
The Completed submissions will be located in the Closed accordion, which defaults to being collapsed. You can expand it if you need to view or take action on closed submissions.
Managing Closed Submissions:
Once a submission is closed, it will be automatically marked as Hidden, and you will no longer be able to edit it or allow the insured to make changes.
If you need to open a closed submission, it will remain Hidden or Locked, but you will have the ability to make it Editable from the Actions menu.
Handling Trashed Submissions:
If a submission is "trashed" (previously archived), it will be moved to the Trash section.
Any user can untrash or Restore a submission if needed without requiring admin assistance.
FAQ:
Currently only a admin is able to unarchive a submission, since the archive submission is being replaced with Trash, will any user be able to “untrash” a submission?
Yes, with the new Trash submission functionality, any user (not insured) is able to untrash a submission without requesting admin assistance. To untrash a submission a user must open the trash collapsible accordion and click Restore on the submission they would like to retrieve.
What will happen to current completed submissions, once the feature is active?
Once the feature is active, the completed submissions will fall under the new Closed section and there will be a Database migration making sure that the status of all these closed submissions be changed to hidden.