APEX Alerts to AZ Documentation

Streamline your workflow by automatically processing APEX alert PDFs and creating corresponding tasks in AgencyZoom.

What is APEX Alerts to AZ?

APEX Alerts to AZ is an automation platform that bridges the gap between your insurance carrier alerts and your AgencyZoom customer relationship management (CRM) system.

Understanding APEX

APEX is a system used by insurance carriers to communicate critical policy information to agencies. The name stands for "Agency Policy EXchange" and represents a standardized format for delivering important notifications about customer policies. These alerts arrive as PDF documents containing detailed information about policy events that require agency action.

Types of APEX Alerts

APEX alerts are critical notifications from insurance carriers about policy events that require action. These include:

  • Renewal Alerts: Notifications about upcoming policy renewals that need customer contact
  • Claims Alerts: Information about filed claims requiring follow-up
  • Policy Notifications: Important updates about policy changes or requirements
  • Critical & Pending Alerts: Time-sensitive issues that need immediate attention
  • Cancellation Notices: Warnings about policies at risk of cancellation
  • Underwriting Changes: Updates to policy terms or coverage requirements

The Problem We Solve

Without automation, insurance agencies spend hours manually transferring alert information from PDF documents into AgencyZoom. This process is:

  • Time-consuming (2-4 hours daily for most agencies)
  • Error-prone due to manual data entry
  • Inefficient use of CSR (Customer Service Representative) time
  • Risk of missing critical deadlines

How APEX Alerts to AZ Helps

Our platform automates the entire workflow:

  1. Upload: Simply upload your APEX alert PDF file
  2. Process: The system extracts all alert data automatically
  3. Match: Customers are matched with their AgencyZoom records
  4. Create: Tasks are created and assigned to the appropriate CSR
  5. Track: Monitor progress and ensure nothing falls through the cracks
Industry Context

In the insurance industry, timely response to carrier alerts directly impacts customer retention and satisfaction. APEX Alerts to AZ ensures your agency never misses a critical deadline, helping you maintain strong customer relationships and compliance with carrier requirements.

Key Features

PDF Processing

Upload and process APEX alert PDFs to extract client information and policy details.

Task Creation

Automatically create tasks in AgencyZoom with proper assignment to CSRs.

Status Tracking

Track processing status and maintain a history of all your APEX alerts.

Quick Start Guide

Get up and running with APEX Alerts to AZ in just a few steps:

For New Users
  1. Subscribe to APEX Alerts to AZ ($59/month or $590/year)
  2. Create your account with AgencyZoom credentials
  3. Export alerts from APEX as PDF
  4. Upload PDF to process alerts
  5. Select CSRs and process rows
Full Getting Started Guide
For Team Members
  1. Get added by your account manager
  2. Log in with your AgencyZoom credentials
  3. Access all features immediately
  4. Share policy mappings with team
  5. Process PDFs collaboratively
Team Management Guide

Documentation Sections

Explore our comprehensive guides to master every aspect of APEX Alerts to AZ:

Getting Started

New to APEX Alerts to AZ? Start here for setup and basics.

View Guide
PDF Processing

Master PDF uploads, processing, and task creation.

View Guide
Alert Mappings

Customize how different alert types are processed.

View Guide
Service Tickets

Advanced routing through service request system.

View Guide
Team Management

Add team members and manage permissions.

View Guide
Account Management

Manage billing, subscriptions, and settings.

View Guide

Quick Reference

Jump to specific topics in our reference documentation:

Core Features
Support Resources

AgencyZoom List Sync (AZ Sync)

The AZ Sync feature allows you to import your AgencyZoom configuration data (service categories, priorities, and pipelines) directly into APEX Alerts to AZ using a browser bookmarklet.

What Gets Imported

Service Categories

All your service category configurations

Priorities

Your priority levels and settings

Pipelines & Stages

All pipelines with their stages

Setting Up the Bookmarklet

Navigate to AZ Sync from your user dropdown menu

Drag the Sync AZ Lists button to your browser's bookmarks bar

If you can't drag, right-click the button and manually add the bookmarklet code

Using the Bookmarklet

Open app.agencyzoom.com in a new tab and log in

Navigate to any page within AgencyZoom

Click the Sync AZ Lists bookmarklet in your bookmarks bar

A blue status indicator will show the sync progress

When complete, you'll see a summary of items added, updated, or removed

Team Data Sharing

All imported data is shared at the team level:

  • Data imported by any team member is available to all team members
  • The import history shows who imported what and when
  • Your imports are highlighted in blue in the history table
  • Each import shows a diff summary (added/updated/removed counts)
Important Notes
  • You must be logged into AgencyZoom for the bookmarklet to work
  • The bookmarklet accesses internal AgencyZoom APIs not available through their public API
  • Bookmarklets remain valid as long as you have access to the system
  • Security is enforced through AgencyZoom access - if you lose AgencyZoom access, the bookmarklet stops working
  • Data is synced incrementally - existing items are updated, not duplicated

Team Management Account Manager Only

Account managers can add team members to share their subscription, allowing up to 5 additional users to access APEX Alerts to AZ.

Adding Team Members

Navigate to Team Management from your user dropdown menu

Click Add Team Member

Enter the team member's email address (must match their AgencyZoom account)

Optionally grant permission to edit alert mappings

Click Add Member to send the invitation

Managing Team Members

From the Team Management page, you can:

  • View all team members: See their email, join date, and last activity
  • Grant/revoke permissions: Control who can edit alert mappings
  • Remove members: Free up slots for new team members
  • Monitor activity: See when team members last logged in

Team Member Access

When team members log in:

  • They automatically inherit access through your subscription
  • They use their own AgencyZoom credentials
  • They share all team data (policy mappings, alert mappings, AZ sync data)
  • They can process their own PDFs and create tasks
  • Their activity is tracked separately for accountability
Subscription Limits

Each subscription supports 1 account manager + up to 5 team members (6 users total). Team members don't need their own subscriptions but must have valid AgencyZoom accounts.

Visual Progress Indicators

APEX Alerts to AZ provides real-time visual feedback to help you monitor processing progress at a glance.

Processing Animations

When rows are being processed, you'll see animated indicators that show active processing:

  • Processing badges display a rotating ring animation
  • Progress bars show smooth animations as they update
  • Status badges pulse with activity during processing
  • The entire interface updates in real-time without page refreshes

Status Distribution Bar

The visual progress bar at the top of the PDF detail page provides instant feedback:

  • Color-coded segments show the proportion of each status
  • Hover over any segment to see exact counts
  • The bar updates automatically as rows are processed
  • Smooth transitions between states make progress easy to follow

Real-Time Updates

All progress indicators update automatically:

  • Row statuses change with smooth animations
  • AZ ID fields populate as customers are found
  • File status updates when processing completes
  • No need to refresh the page - everything updates live
Performance Tip

The real-time updates use efficient polling to minimize server load while providing responsive feedback. Updates occur every 2 seconds during active processing.

Policy Mappings

Policy mappings create associations between policy numbers and AgencyZoom customer IDs. This helps the system accurately match policies during processing and speeds up future alert processing.

Benefits of Policy Mappings

  • Improved accuracy in customer identification
  • Faster processing of recurring policy alerts
  • Reduced need for manual intervention
  • Team-wide sharing of mapping knowledge

How Policy Mappings Work

Policy mappings are created automatically when:

  • A row is successfully processed and a policy/customer match is found
  • You manually edit an AZ Customer ID in the row details view
  • The system learns the association for future use

Team Sharing

Policy mappings are shared across your entire team:

  • Mappings created by any team member benefit everyone
  • Reduces duplicate work across the team
  • Builds a comprehensive knowledge base over time
  • Each mapping shows who created it and when

Searching Policy Mappings

The Policy Mappings page includes a powerful search feature:

  • Type at least 3 characters to start searching
  • Searches across policy numbers, customer names, and IDs
  • Results appear instantly with matching terms highlighted
  • Shows result count to track your search
  • Click the X to clear search and show all mappings

Managing Policy Mappings

From the Policy Mappings page, you can:

  • View all mappings: See policy number, customer name, and AZ ID
  • Search mappings: Quickly find specific policies or customers
  • Delete mappings: Remove incorrect or outdated associations
  • Page through results: Navigate large sets of mappings
Automatic Learning

The more you use APEX Alerts to AZ, the smarter it becomes. Each successful match adds to your team's policy mapping database, making future processing faster and more accurate.

Notifications

Stay informed about important events with APEX Alerts to AZ's notification system.

Notification Bell

Look for the notification bell icon in the top-right corner of your screen:

  • A red badge with a number shows your unread notification count
  • The badge pulses to draw attention to new notifications
  • Click the bell to view your notifications dropdown
  • Each notification shows the event type, message, and time

Types of Notifications

You'll receive notifications for various events:

  • Processing Complete: When your PDF has finished processing
  • Processing Failed: If errors occur during PDF processing
  • Team Updates: When you're added to or removed from a team
  • Subscription Changes: Updates to your subscription status
  • System Announcements: Important updates or maintenance notices

Managing Notifications

Keep your notifications organized:

  • Click on any notification to mark it as read
  • Use "Mark all as read" to clear all notifications at once
  • Click "View all notifications" to see your complete history
  • Notifications are automatically marked as read when clicked

Notification Preferences

Customize which notifications you receive:

Click the notification bell icon in the top-right corner

Select Notification Preferences from the dropdown

Toggle notifications on/off for different event types

Click Save Preferences to apply your changes

You can also test your notification settings by clicking the Test Notifications button to receive a sample notification.

Real-Time Updates

Notifications appear in real-time without needing to refresh the page. You'll be immediately notified when your PDFs finish processing or if any issues occur.

Status Tracking

APEX Alerts to AZ provides comprehensive status tracking for both PDF files and individual rows.

PDF File Statuses

  • Pending - PDF uploaded but not yet processed
  • Processing - PDF is currently being processed
  • Completed - All rows in the PDF have been processed
  • Failed - An error occurred during PDF processing

Row Statuses

  • Unprocessed - Row hasn't been processed yet
  • Processing - Row is currently being processed
  • Processed - Row was successfully processed
  • Failed - An error occurred while processing the row
  • Skipped - Row was intentionally skipped during processing
Processing History

You can view the processing history for any row by clicking the "Details" button in the PDF rows table. This will show you when the row was processed, any errors encountered, and the AgencyZoom task ID if one was created.

Filtering & Sorting

APEX Alerts to AZ provides several tools to help you find and organize your data.

Filtering Rows by Status

On the PDF detail page, you can filter rows by their status:

  • Click the All button to show all rows
  • Click the Unprocessed button to show only unprocessed rows
  • Click the Processing button to show only rows currently being processed
  • Click the Processed button to show only successfully processed rows
  • Click the Failed button to show only rows that failed processing
  • Click the Skipped button to show only skipped rows

Sorting the Table

You can sort the PDF rows table by clicking on any column header:

  • Click once to sort in ascending order
  • Click again to sort in descending order
  • Click a third time to remove sorting

Sortable columns include:

  • Name
  • Due Date
  • Alert Category
  • Alert Sub-Category
  • LOB (Line of Business)
  • Policy
  • AZ ID
  • Status

Advanced Features

APEX Alerts to AZ includes several advanced features to streamline your workflow and handle complex scenarios.

Row Grouping

The system automatically groups duplicate alerts to prevent creating multiple tasks for the same issue:

  • Rows are grouped by matching: Alert Category, Sub-Category, Due Date, and Policy Number
  • Grouped rows are processed as a single task with combined details
  • A note in the task indicates how many alerts were grouped (e.g., "Note: 3 grouped alerts")
  • Reduces task clutter and improves CSR efficiency

PDF Status Modification Power User Feature

Sometimes you may need to modify a PDF's status after processing:

  • Click the Edit button next to the status in the File Information panel
  • Select a new status from the dropdown menu
  • Review the warning about what will happen to the rows
  • Confirm the change to apply it

Common use cases:

  • Completed → Pending: Resets all processed rows to unprocessed for reprocessing
  • Processing → Pending: Resets stuck processing rows to unprocessed
  • Any → Failed: Marks the PDF as failed if you encounter issues
Status Change Effects

Changing a PDF's status can reset row statuses and clear CSR selections. Always review the warning message before confirming changes.

Batch Operations

Save time with batch operations on the PDF detail page:

  • Select All: Select all visible rows with one click
  • Filter then Select: Use status filters, then select all matching rows
  • Process in Batches: Process hundreds of rows in organized batches
  • Skip Rows: Mark rows as skipped if they don't need processing

Smart Customer Matching

The system uses multiple strategies to find customers in AgencyZoom:

  1. Policy Mapping Cache: Checks your team's policy mappings first
  2. Direct Policy Search: Searches AgencyZoom by policy number
  3. Name Matching: Falls back to customer name search if needed
  4. Manual Override: Edit the AZ ID manually in row details

API Rate Limiting

To ensure reliable processing, the system manages API usage:

  • Automatically tracks API calls to AgencyZoom
  • Implements smart delays between requests
  • Shows warnings if approaching rate limits
  • Prevents account lockouts from excessive API usage

Common Issues

Here are solutions to some common issues you might encounter:

If your PDF upload fails, check the following:

  • Ensure the file is a valid PDF format
  • Check that the file size is under the maximum limit (20MB)
  • Verify that you have an active internet connection
  • Try a different browser if the issue persists

If the system cannot detect the PDF type:

  • Ensure you are uploading a supported APEX alert PDF
  • Check that the PDF is not password-protected or encrypted
  • Verify that the PDF contains the expected format and data
  • Try downloading a fresh copy of the PDF from your carrier

If rows aren't processing or are failing to process:

  • Verify that you have an active subscription
  • Check that your AgencyZoom account is properly connected
  • Ensure that the customer exists in AgencyZoom
  • Look for policy number mismatches between APEX and AgencyZoom
  • Check the row details for specific error messages

If you're having subscription status issues:

  • Click "Manage Subscription" in your user menu to access the Chargebee portal
  • Verify that your subscription shows as "Active" in the portal
  • Try logging out and logging back in to refresh your status
  • For team members: ensure the account manager has added you to their team
  • Contact support at customerservice@atoaz.com if the issue persists

Frequently Asked Questions

Currently, the system supports APEX alert PDFs from various carriers. The PDF must contain structured data about policy alerts, including customer name, policy number, and alert details.

You have multiple options for CSR assignment when processing rows:

  1. Single CSR: Select one CSR to handle all selected tasks
  2. Multiple CSRs: Select multiple CSRs from the multiselect dropdown
  3. Round Robin: Enable this option when multiple CSRs are selected to distribute tasks evenly
  4. Policy Default: Select "CSR Associated with the Policy" to use AgencyZoom's existing assignments

The round robin feature shows a preview of how tasks will be distributed before processing.

If a customer isn't found in AgencyZoom, the row processing will fail with a "Customer not found" error. You can:

  1. Create the customer in AgencyZoom first, then retry processing
  2. Manually enter the AgencyZoom customer ID by clicking on the row's details button

To update an AgencyZoom customer ID:

  1. Click the "Details" button for the row you want to update
  2. In the modal that appears, find the AgencyZoom ID field
  3. Enter the correct customer ID
  4. Click "Save" to update the ID

This will also create a policy mapping if the row has a policy number.

Yes, you can delete uploaded PDFs from the dashboard:

  1. Find the PDF in the "Your PDF Files" table
  2. Click the trash icon in the Actions column
  3. Confirm the deletion when prompted

This will remove the PDF file, all extracted rows, and all associated data from the system. This action cannot be undone.

Alert mappings let you customize how different alert types are processed:

  • Match alerts by category, sub-category, and lines of business
  • Choose to create a Task (default) or Note for matching alerts
  • Mappings apply to all team members automatically
  • Only account managers can create/edit mappings by default
  • Team members need explicit permission to edit mappings

Alert mappings are checked during row processing. If a match is found, the specified action is taken instead of the default task creation.

The AZ Sync bookmarklet is a browser tool that imports your AgencyZoom configuration:

  • Imports service categories, priorities, and pipelines from AgencyZoom
  • Works by accessing AgencyZoom's internal APIs while you're logged in
  • Data is shared across your entire team
  • Updates are incremental - only changes are applied

To use it, add the bookmarklet to your browser, log into AgencyZoom, and click the bookmarklet on any AgencyZoom page.

Each subscription supports up to 6 total users:

  • 1 account manager (the subscription holder)
  • Up to 5 team members

Team members must have their own AgencyZoom accounts but don't need separate APEX Alerts subscriptions. The account manager can add/remove team members at any time from the Team Management page.

When multiple alerts have the same category, sub-category, due date, and policy number, they are automatically grouped:

  • A single task is created instead of multiple duplicate tasks
  • The task description includes details from all grouped alerts
  • A note indicates how many alerts were grouped (e.g., "Note: 3 grouped alerts")
  • This reduces task clutter and helps CSRs work more efficiently

Grouping happens automatically during processing and cannot be disabled.

Glossary of Terms

Understanding the terminology used in APEX Alerts to AZ and the insurance industry will help you work more efficiently. Here are the key terms and acronyms you'll encounter:

System Terms
APEX
Agency Policy EXchange - A standardized system used by insurance carriers to communicate policy information to agencies through PDF alerts.
AgencyZoom (AZ)
A customer relationship management (CRM) system specifically designed for insurance agencies to manage customer data, tasks, and workflows.
Alert Mapping
Custom rules that define how specific types of alerts should be processed, including task assignment and priority settings.
Policy Mapping
Associations between policy numbers and AgencyZoom customer IDs that enable automatic customer matching during alert processing.
Row
An individual alert entry extracted from a PDF, containing information about one specific policy event or action item.
Row Grouping
The automatic consolidation of multiple alerts with the same category, sub-category, due date, and policy number into a single task.
Processing Status
The current state of a PDF or row in the system (Pending, Processing, Completed, Failed, or Skipped).
Insurance Terms
CSR
Customer Service Representative - An insurance agency employee responsible for handling customer accounts, processing policies, and managing customer relationships.
LOB
Line of Business - A category of insurance coverage, such as Auto, Home, Life, or Commercial insurance.
Policy Number
A unique identifier assigned by the insurance carrier to each insurance policy.
Renewal Alert
A notification that a policy is approaching its expiration date and needs to be renewed.
Claims Alert
A notification about a claim filed against a policy that may require agency follow-up or customer communication.
Carrier
An insurance company that provides insurance policies and coverage to customers.
Underwriting
The process by which insurance carriers evaluate risk and determine policy terms, coverage, and pricing.
Premium
The amount a customer pays for their insurance coverage, typically on a monthly or annual basis.
Technical Terms
API
Application Programming Interface - The connection that allows APEX Alerts to AZ to communicate with AgencyZoom and create tasks automatically.
Bookmarklet
A browser bookmark containing JavaScript code that performs actions when clicked, used for the AZ Sync feature.
Round Robin
A distribution method that assigns tasks evenly among multiple CSRs in a rotating sequence.
Rate Limiting
Restrictions on the number of API calls that can be made within a specific time period to prevent system overload.
Subscription
Your paid access to APEX Alerts to AZ, managed through Chargebee, which enables all system features.
User Roles
Account Manager
The primary subscription holder who can add team members, manage billing, and configure system-wide settings.
Team Member
A user added by an account manager who can access all features through the shared subscription.
Administrator
A system administrator with special access to manage users and system configuration (internal use only).
Common Abbreviations
PDF
Portable Document Format - The file format used for APEX alert documents.
CSV
Comma-Separated Values - A file format sometimes used for data export and import.
ID
Identifier - A unique code or number used to identify customers, policies, or tasks in the system.
Need More Information?

If you encounter terms not listed here or need clarification on any concept, please contact our support team at customerservice@atoaz.com. We're here to help you understand and maximize the value of APEX Alerts to AZ.

Support & Contact

If you need additional help or have feedback about the application, please contact us:

Email Support

For technical support or account issues:

customerservice@atoaz.com

We aim to respond within 24 business hours.

Website

For more information, tutorials, and resources:

www.atoaz.com

Check our website for the latest updates and features.

Feedback & Feature Requests

We're constantly working to improve APEX Alerts to AZ. If you have suggestions for new features or improvements, please email us at customerservice@atoaz.com.