TEAM-UP.net Download

TEAM-UP Download Version: (2.0.4) TEAM-UP Download Release Date: 02/27/2019

Note: This is new .NET version of the TEAM-UP client application.

Download Installation Instruction

Operational Instructions

TEAM-UP is used to download Policy, Direct Bill Commission and Claims files from carrier servers to an agency’s PC or server for the purpose of having the agency’s automation system process the information into that system’s database.

Depending upon how it is configured, TEAM-UP can access & download files from multiple carriers at once, combining them into a single location for easy processing.

Operation

TEAM-UP can be utilized through either Manual or Scheduled operation. Each is described separately, below.

Manual Operation

Scheduled Operation

With Scheduled operation enabled, TEAM-UP automatically checks each carriers’ servers once per day, at a time chosen by the agent. If the PC or server on which TEAM-UP is installed is not logged into Windows at the scheduled start time, the Download will occur only after it has been logged in.

When using the TEAM-UP Scheduler, Ebix, Inc. recommends download activity be tracked through the agency system’s reporting features to ensure continued operation. If a lack of download activity for the configured TEAM-UP carrier(s) occurs, we recommend running TEAM-UP manually to see if there are any issues or problems that may have gone unnoticed with Scheduler use.

Operating Instructions
by Menu
Download

This screen contains a listing of all configured carriers, along with a check-box indicating whether or not that carriers data will be downloaded if/when the ‘Download’ operation is run. By default, all listed carriers are checked; to delay receiving a specific carriers’ data, the ‘Download Policy Files’ box can be un-checked.

The only function on this screen is ‘Download.’ Selecting that button will cause the download operation to run. This is followed by the ‘Download Results’ screen, showing individual carrier activity. Once done reviewing this screen, select ‘Finish.’

Download
Download

NOTE: Entries in red on the ‘Download Results’ screen indicate an error or failure of some kind. Please record the error message and contact either your carrier or Ebix Client Support for assistance.

Work With Archive
view-downloads
This screen is used to determine the status of a downloaded file and to re-Download one or more files on the rare occasion that it becomes necessary to do so. To view information for a specific carrier, select that carrier using the drop-down selector at the top of the screen.
Current Files

Files that appear in the top half, or ‘Current Files’ portion of the screen are those that have been sent by the carrier, but have not yet been picked up by the agent. While using the ‘Download Current’ option on this screen will pick up these files for the selected carrier, execution of the standard Download (from the ‘Download’ menu; see above) will pick up all files that appear in this area of the screen for all carriers.

Please Note: Files in this portion of the screen cannot be ‘un-checked’; that is, running the Download for Current files will always pick up all available files.

Archive Files

Files that appear in the lower half, or ‘Archive Files’ portion of the screen are files that have already been picked up by the agency. To re-Download a file, check the box in the ‘DL’ column (when this happens, the ‘DL Type’ will change from ‘Archived’ to ‘Download’) and then select ‘Download Archive.’ This function will download only those Archived Files that are checked and will not pick up any Current files.

Please Note: Use of the re-Download feature should be used sparingly and only when necessary as it can cause duplication of data if the previous process on that same file created information in the agency management system.

Column Descriptions See above for information on the ‘DL’ & ‘DL Type’ columns.

Created: The date that appears in this column is the date on which the carrier created the file; it does not indicate the date on which the file was downloaded by the agency.

Participant: Use of Participant Codes indicates the agency is downloading more than one Agency Codes’ worth of data from a carrier, but is using only a single entry in TEAM-UP to do so. The creation & combination of Participant Codes is administered by the carrier, not by TEAM-UP personnel.

If there is nothing in this column for a specific file, it means that file came from the Primary Agency Code (viewable in the ‘Company’ drop-down at the top of the screen) If there is a code listed, it indicates which Agency Code that file is for.

# Trans: This simply shows the number of separate transactions that were sent in the listed file

More: Accessing the ‘’ button in this column will show the details of the file selected. This information can be helpful when researching whether or not a specific transaction was sent.

In conjunction with the re-Download feature (described in ‘Archived Files’, above) checking individual transactions within this display will cause the re-Downloaded file to contain only the transactions that were checked. In this way, Users can re-Download specific records without having to re-Download the entire file.

As before, use of the re-Download feature should be used sparingly and only when necessary as it can cause duplication of data if the previous process on that same file created information in the agency management system.

Also, please note that the period of time the Archive will cover is determined by the carrier, but is typically 3 months. Data obtained before that can no longer be accessed through TEAM-UP. This includes the use of any/all of the Reporting features. (See ‘Reports’)

Button Functions

Both ‘Download Current’ & ‘Download Archive’ have been described, above. ‘Download All’ combines the functions of both.

Search – This feature can be used to narrow down the list of files that appear in the Archive to only those that contain the matching data. Users need use only a portion of the data to be searched as these are automatically ‘wild card’ type searches. (Example: Looking for Policy #20181245 for John Smith? A ‘Search’ for “smi”, “2018”, “joh”, etc… will find it)

Refresh – This feature resets the displayed file list after a Search has narrowed it.

Reports

This is where Reports related to download activity can be generated. The report will open in a separate browser screen. These reports can be used to compare what was sent through TEAM-UP with what has processed into the agency management system if/when a discrepancy arises.

As previously noted in the ‘Work with Archive’ section of this document (above), data obtained via TEAM-UP that predates the oldest file listed in the ‘Archived Files’ portion of the ‘Work with Archive’ screen cannot be accessed through these features.

Company – Select the carrier for which the report is to be run

Actions – There are 3 available Report types; they are:

  • Last Download Details: This report will show only the transactions sent the last time. Download was run for the selected carrier. The ‘Start’ & ‘End’ date fields are not used.
  • Download Log: This report will show a listing of files received from the selected carrier over the date range provided by the ‘Start’ & ‘End’ date fields. This is a summary only, showing no transaction detail.
  • Download Details: This report will show a listing of files and the transactions contained within them that were received from the selected carrier over the date range provided by the ‘Start’ & ‘End’ date fields.

Start Date – Self-explanatory

End Date – Self-explanatory

Configuration

This is where the various Configuration options can be viewed &/or changed. Each tab is described separately.

Contact Info tab

This screen shows the Contact Information recorded by the 1st carrier on the list of configured carriers. The Contact Name, Email Address & Phone# should refer to the person who is the primary contact for Download issues; it does not necessarily have to be an agency principal.

If the information on this screen is ‘ghosted’ (it appears, but is somewhat grayed-out) this means the first carrier on the list of configured carriers does not allow updates to this information through TEAM-UP. The agency will need to contact the carrier’s download representative in order to have this information changed or updated.

Agency System tab

This screen shows which Agency Management System TEAM-UP is configured for.

If a change to the Agency Management System is required, select the ‘Change Settings’ button. This will create a ‘New System’ drop-down selector immediately beneath the listed Management System. Selecting that drop-down will open the list of available Agency Management Systems, from which the new System can be chosen.

Once chosen, select the ‘Save Changes’ button. This will generate the following message panel:

Agency System tab
Companies tab

This screen shows each configured carrier in TEAM-UP, along with that carrier’s Agency Code. To utilize all button functions (other than ‘Add’) a carrier must first be selected from the list.

Button functions

Add – This button is used to Add a carrier to the TEAM-UP configuration. Note that in order to successfully Add a carrier, the registration information for that carrier must be available. This information is typically sent via email by each individual carrier. If necessary, TEAM-UP Support personnel may be able to assist with obtaining this information, though there are some carriers for which we cannot perform this function.

See ‘Adding a Carrier’ (below) for instructions on how to Add a carrier to TEAM-UP

Delete – This button is used to Delete a carrier entry from TEAM-UP

Info – This button will display a summary of the information associated with the carrier entry selected.

Update – This button is used to update the URL (or web-site address) used by TEAM-UP for the selected carrier. This should be necessary only when a carrier advises they have made a change.

Scheduler tab
Scheduler Tab
This screen shows each configured carrier and whether or not that carrier is set to automatically download at a set time, which is also displayed.

Column Descriptions

  • Schedule – Check the box in this column to enable scheduled operation for the selected carrier.
  • Company – The carrier name; this field cannot be edited.
  • Hour-Minute-AM/PM – Using the drop-down selectors in these fields, select the Hour, Minute & time of day at which the Scheduler should run.

NOTE: There must be values in all 3 of these columns for the Scheduler to operate properly

ALSO: If there is more than one carrier to be scheduled, Ebix, Inc. recommends ‘staggering’ the scheduled times by at least one minute.

To enable Scheduled operation, set the schedule as instructed above and, if checked, un-check the ‘Disable Scheduler’ box that appears in the lower-left corner of the screen. Then, select ‘Save Changes’

Please note that the Scheduler will execute at the scheduled time only if the PC on which TEAM-UP is installed is logged into Windows at that time. If it is not logged into Windows at the scheduled time, the Scheduler will execute shortly after being logged into Windows.

Adding a Carrier

To Add a carrier to TEAM-UP, select the ‘Configuration’ menu and then the ‘Companies’ tab.

Once ‘Add’ is selected, the following panel appears:

Enter the required information in the above fields. Note that the information must be entered exactly as it appears in the email received from the carrier(s) as each field is case-sensitive. Select ‘Next’ to continue.

The Agency Contact Info panel appears. (See the ‘Contact Info tab’ description earlier in this document for a description of this information.) If any of this information needs to be changed, this can be done now. If not, or once finished with the change, select ‘Next’ to continue.

The Agency System panel appears. (See the ‘Agency System tab’ description earlier in this document for a description of this information.) If this setting needs to be changed, this can be done now. If not, or once finished with the change, select ‘Next’ to continue.

Adding a Carrier
Scheduler Tab

The Download Path panel appears.

Follow the on-screen instructions. (Note that the listed Default &/or Download Paths may be different from the example, above.) The ‘Default Path’ is the one recommended by your agency system vendor while the ‘Download Path’ is the actual storage location for the downloaded files.

If a change is necessary to the Download Path listed select the ‘Change’ button that appears to the right of the empty field. A message will appear advising you to browse to the location on the PC in which the files should be stored. Select ‘OK’ on this message and a standard Windows File Explorer browsing panel (shown below) will open.

Using standard Windows navigation, access the Drive & Folder advised by your Agency System vendor and then select ‘Open’ from the lower-right corner of the panel. This will take you back to the Download Path panel on which you should now see the Download Path that was just selected.

Open
Scheduler Tab

Select ‘Next’ to continue.

The Scheduler panel will appear. Please note that the use of the Scheduler is an option, not a requirement.

If the Scheduler will be used, check the ‘Schedule for Auto Download’ box & then, using the drop-down selectors, set the time of day the Scheduler is to run and then select ‘Next’ to continue.

If the Scheduler will not be in use, this panel can be skipped by selecting ‘Next’ to continue.

The ‘Finish’ panel will appear. This panel displays the various configuration options that were set during addition. If any of them are incorrect, the ‘Back’ button may be used to return to the panel on which the correction needs to be made. Once that has been done, using the ‘Next’ button will proceed forward, as before.

Select ‘Finish’ to complete the carrier addition. That carrier should now appear on all screens which show the carrier list in TEAM-UP.