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Policies, Mailshot Selection (Multiple Criteria)

Sometimes you may require a more complex selection, for example, all policies of a particular sub-type (e.g. Private vehicle) for a given insurer and with on-risk dates occurring in a particular period. To create and then display such a selection…

  • Click the “Policies” button on the Main Menu
  • Click the “Signpost” button
  • Select “Mailshotting / Mailshot records”
  • Ensure “Where to search” is set to “A single address set”
  • Use the “Address sets” drop-down to select “Policies – set flag in policy”
  • Use the “Include policies” drop-down to select “Current policies” (i.e. not “Renewal policies”)
  • Tick the “Select a range…” tick-box under “What to search for”
  • Use the “Criterion” drop-down to select you first mail shot search (e.g. Sub type)
  • Enter range “from” and “to” for that criterion (e.g. “Priv” to PrivZ” gets all Private Vehicles)
  • Ensure “Set matched records to Yes” is selected
  • Ensure “Set unmatched records to No” is selected
  • Click “OK”
  • After you get a message advising of the number marked, continue with the next criterion…

  • Use the “Criterion” drop-down to select you second mail shot search (e.g. Insurer name)
  • Enter range “from” and “to” for that criterion (e.g. “CGU” to “CGU” gets just CGU)
  • Ensure “Set matched records to Leave” is selected
  • Ensure “Set unmatched records to No” is selected
  • Click “OK”
  • Note that Private Vehicle records for CGU will be left set as Yes
  • Note that Private Vehicle records not for CGU will be now be set to No
  • After you get a message advising of the number marked, continue with the next criterion…
  • Use the “Criterion” drop-down to select you third mail shot search (e.g. On-risk date)
  • Enter range “from” and “to” for that criterion (e.g. “01/01/2000” to “31/12/2000” gets 2000)
  • Ensure “Set matched records to Leave” is selected
  • Ensure “Set unmatched records to No” is selected
  • Click “OK”
  • Note that Private Vehicle records for CGU on risk in the year 2000 will be left set as Yes
  • Note that Private Vehicle records not for CGU or not in 2000 will be now be set to No
  • Click “Close” after you receive a message advising you of the mail shot results
  • Now that you’ve set the mail shot “flags”, or Y/N markers, you can use the “Binoculars” button to set the sequence in which to display them…

  • Click the “Binoculars” button
  • Leave the “Business type” drop-down set at “All”
  • Use the “Search order” drop-down to sequence the list (e.g. by Client name)
  • Tick the “Group by mail shot marker” tick-box
  • Leave the “Search for” set to “(current record)”
  • Click “OK”
  • Your scrolling list will now be sequenced by client name, but in two sections. All the records for Private Vehicle with the CGU and on risk in 2000 will be listed first, with their mail shot flags set to “Y” on the right-hand side of the screen. After them, still in client name order, will be all the records that don’t match this particular set of criteria, with their mail shot flags all set to “N”.

    You could now use the “Document Viewer” link to Microsoft Word to issue a mail shot letter to the marked policies. To do so, starting from the scrolling Policies screen…

  • Click green “W” or “Documents” button
  • Click “New doc” button
  • Use the “Template” drop-down to select a document set-up with mail shot fields
  • Use the “Select records” drop-down to select whom to send it to (e.g. Policies, mail shot = Y)
  • Leave “Data field set” and ensuing tick box unchanged
  • Click “OK”
  • Once in Word, simply click “File / Print”