Note: If you are using the Advanced Lookup to search by agency, you must have the authority, "Advanced Search," (User Setup: System Group) Also, if you wish to change any of an agency's information in Advanced Lookup, you must have the authority, "Edit Agency." Finally, if you wish to print the Agency List, you must have the authority, "Print."
If you wish to search for an "Exact Match," you may also do this. When "Exact Match" is selected and the search is executed, the system looks for an exact match to what was entered. If nothing is found with the exact match, then the system runs again automatically looking for non-exact matches to the search string. To default a check mark in the Exact Match check box, the system setting,"Initialize Search to Exact Match," must be enabled.
To access Advanced Lookup, select Searches / Advanced Lookup from the Diamond Home Page.
The Advanced Lookup screen provides a variety of options for searching and viewing data. Diamond provides data based on the criteria selected and entered on the Advanced Lookup screen.
The following Search Types are presented:
Policy: A Policy search can be further defined by using the Policy Dates tab search criteria.
Claims: Allows you to search for an existing claim record by assigned claim number, record status, etc. A Claims search can be further defined by using the Claims Dates tab search criteria.
Agency: This selection allows you to search for agency records currently established in the Diamond System. In the Employee Web, users are able to see the Agency Detail information instead of using Administration. Clicking the folder icon next to the agency lets a user (with Agency Setup authority / Diamond Administration group) see all of the agency's detail information, such as information on the individual lines of business. Users not having this authority will only see a very limited amount of detail (e.g., General, EFT, Notes and Attachments). In either case, users are not allowed to make additions or changes here...this still must be done in Administration / Agency Setup.
Billing: Selecting the Billing radio button allows users to search by amounts, check number, payment source, billing account id and policy number.
Suspense Account: Allows you to search for suspense account amounts, check number, payor name, suspended cash ID or suspense account ID.
Refund Checks: Allows you to search for Amounts, Check Number, Pay To and Policy Number.
There are four (4) fields utilized to either narrow or broaden the search criteria for policies, claims, agencies and billing:
Looking For: Defines the first type of lookup. Combo box selections vary for a Policy, Claims, Agency or Billing search.
Policy |
Any Mention Of, Agency Code, AVS Client Code, Billing Account ID, Driver's License Number, Full Name, Last Name, Policy ID, Policy ID / Policy Image Num, Policy Number, Social Security Number, VIN, Zip / Postal Code |
Claims |
Any Mention Of, Check Number, Claim Number, Claim Control ID, Driver's License Number, Full Name, Inside Adjuster, Last Name, Loss Date, Outside Adjuster, Policy Number, Policy Location Address, Reported By Date, Social Security Number, VIN, Supervisor |
Agency |
Any Mention Of, Any Type, Agency Code, Agency Name, Agent/ Producer Fax Number, Agent / Producer FEIN Number, Agent / Producer Phone Number, ASR (Marketing Manager), City, County, Producer Code, Producer Name, Zip |
Billing |
Any Mention Of, Amount, Billing Account ID, Check Number, Payment Source, Policy Number |
Suspense Account |
Any Mention Of, Amount, Any Mention Of, Check Number, Payor Name, Suspended Cash ID or Suspense Account ID |
Refund Checks |
Any Mention Of, Amount, Check Number. Pay To and Policy Number |
Note: When the "Looking For" in Billing is "Billing ID," the system returns only those policies that have a payment applied to that account.
Of Type: Select the item type from the combo box that relates to the lookup type. This selection is not available for Agency searches or on Policy and Claims searches if "Any Mention Of" is selected in the Looking For field.
Policy |
Any Type, 1st Insured Party, 2nd Insured Party, Auto-Driver, Carrier, Home-Applicant, Insured Party, Policy Holder, Policy Holder 1, Policy Holder 2 |
Claims |
1st Insured Party, 2nd Insured Party, 3rd Party Claimant, Claim Appraiser, Claim Feature-Reporter, Claim Payee-Business Owner, Claim Payee Name, Claimant, Claimant Carrier, Claimant Carrier Adjuster, Claim CLUE Auto Driver, Claim Info-Loss Address, Claim Info-Reporter, Defense Attorney, Insured Party, Not Assigned, Plaintiff Attorney, Policy Holder, Policy Holder 1, Policy Holder 2, Vendor |
Agency |
Any Type, Agency, ASR (Marketing Manager), Producer |
Billing |
Any Type, Policy Holder 1 |
Suspense Account |
Any Type, Policy, Suspense Account |
Refund Checks |
Refund Checks |
With a Status of: Depending on the settings established for your company in the Advanced Search folder (DiamUI System Editor), you can default the values of the search criteria as follows:
Policy: Any Status, In Force, Expired, Future, History, Initial Submission (and more).
Claims: Any Status, N/A, Closed, Open or Pending.
Agency: Any Status, N/A, Closed, Open or Pending.
Billing: Any Status, Future, History, In-Force, Pending, Pending OOS, Quote and Renewal Offer.
Suspense Account: Any Status, Any Status, N/A, Closed, Open or Pending.
Refund Checks: Any Status, Assigned, Exported, Imported, Pending, Pending Export, Pending Import, Posted, Printed, Ready, Reconciled, Reserved, Void.
Recent Searches: This contains a list of your most recent searches; used to track what has recently been searched for.
Search Text: Defaults to blank. Enter data or text that relates to the selection made in the Looking For field. Example: To search for policies for clients with the name of Adams, you would enter Adams in this field.
Note: The Policy Dates tab becomes the Claims Date tab when initiating a Claims search. The Policy Dates tab is not available when performing an Agency search. The Policy Dates, Claims Date and Billing Dates tab allows you to further define the search criteria.
The following fields are available on the Policy Dates tab:
All: Default
Effective between: Use MM/DD/YYYY format.
Becoming effective in the next (#) months
Expiring in the next (#) months
Became effective in the last (#) months
Expired in the last (#) months
Becoming effective in the next (#) days
Expiring in the next (#) days
Became effective in the last (#) days
Expired in the last (#) days
The following fields are available on the Claim Dates tab:
All: Default
Reported in the last (#) months
Loss date in the last (#) months
Reported in the last (#) months
Loss date in the last (#) months
The following fields are available on the Billing Dates tab:
All: Default
Payments posted between <MM/DD/YYYY> and <MM/DD/YYYY>
Payments posted in the last <#> of days
Payments posted in the last <#> of weeks
Payments posted in the last <#> of months
Check the box "Do Not Limit Records" to display all records, regardless of how many records match the criteria.
Exact Match: If a check mark is placed in this field, Diamond looks for an exact match of the criteria entered. If nothing is found with the exact match, then the system runs again automatically looking for non-exact matches to the search string. You can automatically default a check mark in this field by setting the system setting, "Initialize Search to Exact Match" (Advanced Lookup folder).
Once all selections have been determined, select the Find Now button. Diamond begins the search and displays all records matching the criteria in the Grid View at the bottom of the screen.
Select the Print button to print the search results.
After your initial search results display, you can narrow your search by redefining the search criteria and selecting the Search Results button again.
In the search results Grid View, double click the appropriate item. Depending on the type of search executed, either the Policy Control, Claim Detail or Agency Info screen displays.