Last updated: 2025-12-01
Integrations - WinFlex Web
In this topic:
Using the Integration Creating an Illustration
- SmartOffice Setup User Setup
- Data Setup
- Manually Mapping Products
- Removing Carrier and Product Mappings
- Viewing an Illustration in SmartOffice
Overview
This integration enables the user to run life insurance carrier illustrations using WinFlex Web directly from SmartOffice. The illustrations can then be saved to SmartOffice.
Watch the Training Class: Using WinFlex Web
For more information about WinFlex, visit the WinFlex website.
Requirements
- WinFlex Web subscription.
SmartOffice Setup
User Setup
A SmartOffice administrator with the ability to assign licenses must enable the appropriate license for each SmartOffice user who will use the integration.
- Sign in to SmartOffice Pro.
- Do one of the following:
- If you are setting up the integration for the user account your are currently signed in to, click the profile menu in the upper-right corner, and then select Profile & Settings .
- If you are setting up the integration for another user account, select Setup > User Accounts on the SmartOffice side menu, and then search for the user account.
- With the user account record open, click the User Rights content link.
- In the User Rights column, under Office Setup Options, make sure Presale Activity/Proposals is selected.
- Select Menu > Save.
Data Setup
Improperly entered client data can cause inconsistencies in WinFlex Web illustrations. Verify that client data is entered in the correct fields in SmartOffice to ensure good results when using the integration.
The tables below list the fields in SmartOffice that must be completed. Where appropriate, the corresponding fields in WinFlex are also listed.
Contact Fields
| SmartOffice | Comments | WinFlex Web |
|---|---|---|
| Personal content link | Insured tab | |
| First Name | Insured Name | |
| Last Name | Insured Name | |
| Type | ||
| Birth Date | Date of Birth | |
| Age | Age | |
| Gender | Sex | |
| Tobacco Use | ||
| State | Make sure to select the Preferred Address option. | State of Issue |
| Marital Status | N/A | |
| Primary Advisor | Advisor Tab |
Advisor Fields
| Personal content link | Agent Info tab | |
| First Name | Agent Name | |
| Last Name | Agent Name | |
| Agency | Agent Company | |
| Primary Business Address | ||
| Address Block | Make sure to select the Primary Business Address option. | Agent Address1 |
| Additional Line - 2 | Agent Address2 | |
| Additional Line - 3 | Agent Address3 | |
| City | Agent City | |
| State | Agent State | |
| ZIP Code | Agent ZIP Code | |
| Primary Business Phone Number | Make sure to select the Primary Business Phone option. | Agent Phone |
| Primary Business Phone Extension | ||
| Business Fax Number | The first business fax number entered will be the one used by WinFlex Web. | Agent Fax |
| Preferred E-mail Address | Make sure to select the Preferred option. | Agent Email |
Using the Integration
Creating an Illustration
- In SmartOffice Pro, open one of the following record types, or select one of these record types from a list:
- Contact
- Advisor
- Pending case
- Presale activity/proposal
- Opportunity
- Select Menu > Integrations > Illustration. Tip: If you use this integration frequently, you can open it more quickly by adding a button to the Quick Action Corner or the Custom Button Bar.
- When you access WinFlex Web from SmartOffice for the first time, the application will prompt you for your WinFlex Web user name and password. Enter the user name and password and select the Login button. Note: After the user clicks the Login button, a white screen displays for several minutes until authentication is complete. This delay occurs only when the user signs in for the first time. WinFlex Web opens much more quickly after this initial authentication is established.
- When the Select Products dialog box opens, select a company and product..
- Select the Create Client button to display the client and advisor information transferred from SmartOffice.
- Enter any missing information or make any necessary changes.
- Select the Calculate button to create the illustration.
- On the Illustration Results page, save the illustration to SmartOffice by selecting the Save to SmartOffice button in the upper-right corner.
If the system cannot find a matching product and carrier in SmartOffice, the user is prompted to map the product manually (see the next section). Otherwise, the presale activity record is created in SmartOffice, the illustration is saved and the user receives a notification.
Note: Mapping works only for products that the user can modify in SmartOffice. Mapping cannot be established for products in a resource office or in a parent office of an office hierarchy.
Important: If the selected mapping is incorrect, the user can remove the mapping. See Removing Carrier and Product Mappings.
Manually Mapping Products
When the user is saving an illustration for a WinFlex Web product for the first time, the system may be unable to map the WinFlex Web product to its corresponding product in SmartOffice. In this case, a mapping dialog box opens.
Follow these steps to map the product manually:
- Select the appropriate carrier from the SmartOffice Carrier Name drop-down list. Note: If the carrier does not exist in SmartOffice, select the Add Carrier and Product option from the drop-down list. The carrier and product will be created automatically in SmartOffice based on the information provided by WinFlex Web.
- Click the OK button to display the product list.
- Select the product from the SmartOffice Product Name drop-down list. Note: If the product does not exist, select the Add Product option from the drop-down list. The product will be created automatically in SmartOffice based on the information provided by WinFlex Web.
- Click the OK button. The presale activity record is created in SmartOffice, the illustration is saved and the user receives a notification.
Removing Carrier and Product Mappings
If the user manually maps the wrong product and carrier after saving an illustration, the user can remove those mappings.
After the mappings are removed, the mapping dialog box will open the next time the user tries to save an illustration for the product.
The mappings for both the carrier and the product must be removed, as described below.
To delete a carrier mapping:
- Select Carriers from the expanded Insurance menu to open the Search Carriers dialog box.
- Enter the name of the carrier in the Carrier Name field and then click the Search button. Tip: The Carrier Name field can be left blank to search for all carriers.
- If multiple matching carriers are found, select the appropriate carrier from the list. If only one result is found, SmartOffice automatically opens the carrier record.
- Select Menu > Carrier Code List to open the Carrier Code List dialog box.
- Select the carrier code to be removed, and then select Menu > Delete 'VenderCode' Record.
- Close the Carrier Code List dialog box.
To delete a product mapping:
- Select Products from the expanded Insurance menu to open the Search Products dialog box.
- Enter the name of the carrier in the Carrier field.
- (Optional) Enter the name of the product in the Product Name field.
- Click the Search button.
- If multiple products are found, select the appropriate product from the list. If only one result is found, SmartOffice automatically opens the product record.
- Select Menu > Product Code List to open the Product Code List dialog box.
- Select the product code to be removed, and then click the Delete button.
- Close the Product Code List dialog box.
Viewing an Illustration in SmartOffice
When an illustration is saved to SmartOffice, SmartOffice automatically creates a presale activity/proposal record and attaches the illustration to that record. If more than one illustration is generated, SmartOffice creates a separate presale record for each.
To find the presale activity record, search for the presale activity or open the appropriate contact or advisor record and select the Presale Activity/Proposals tab.
Open the presale activity record and follow these steps to view the illustration:
- In the Additional Details section, click the name of the illustration in the Image field.
- When the File Details dialog box opens, select the Open File button.
Tip: In addition to saving the illustration to a presale record, SmartOffice saves the illustration to the contact's Letters/Documents content link.