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User Guide

Workflow

Version 2.2.3

1Bridge User Guide - Bordereaux

Table of Contents

TABLE OF CONTENTS........................................................................................1

INTRODUCTION...................................................................................................5

Guide...........................................................................................................................5

MANAGING CLIENTS..........................................................................................6Creating a New Client Company........................................................................................6Viewing and Modifying a Client Company..........................................................................9Creating a New Individual Client......................................................................................11Viewing and Modifying an Individual Client......................................................................13Deactivating a Client........................................................................................................15

SCREEN ELEMENTS AND NAVIGATION.........................................................17

Moving Through the Workflow...............................................................................18Sequential Navigation and Common Controls..................................................................18Jumping Directly to a Screen...........................................................................................19Working With Grids..........................................................................................................20

Policy Information Widget.......................................................................................23

Client Information Widget.......................................................................................27Client Information Detail...................................................................................................27Selecting or Changing the Client......................................................................................29Creating a New Client Company......................................................................................30Creating a New Individual Client......................................................................................32

Premium Widget.......................................................................................................34Quote Summary...............................................................................................................34Edit Cancellation Premium...............................................................................................36

Common Screens Widget........................................................................................39View Quote Calculations..................................................................................................39Notes & Follow Ups..........................................................................................................39

Version 2.2.3 Bridge User Guide Workflow


Attachments.....................................................................................................................40Documents/Forms............................................................................................................40E-mails............................................................................................................................. 40Policy Transactions..........................................................................................................40

Actions Widget.........................................................................................................42

MANAGING SUBMISSIONS AND POLICIES....................................................44

Guide.........................................................................................................................44

Viewing Saved Submissions and Policies............................................................45

Creating a New Submission....................................................................................46Selecting the Product and Distributor...............................................................................46Selecting a Client.............................................................................................................47Creating a Client Company..............................................................................................48Creating an Individual Client............................................................................................50

SUBMISSION AND POLICY STATUSES...........................................................52

NEW BUSINESS.................................................................................................54

Incomplete................................................................................................................54

Underwriting Required............................................................................................57

Quoted.......................................................................................................................59

Referred....................................................................................................................61

Special Quote Requested........................................................................................64

Bind Requested........................................................................................................66

Declined....................................................................................................................68

Bound........................................................................................................................70

POLICY CANCELLATION..................................................................................73



Cancellation - Quoted..............................................................................................73

Cancelled..................................................................................................................75

POLICY REINSTATEMENT................................................................................77

Reinstatement - Quoted...........................................................................................77

Reinstatement - Bound............................................................................................79

POLICY ENDORSEMENT..................................................................................82

Endorsement - Incomplete......................................................................................82

Endorsement - Underwriting Required..................................................................84

Endorsement - Quoted............................................................................................87

Endorsement - Referred..........................................................................................90

Endorsement - Special Quote Requested.............................................................93

Endorsement - Bind Requested..............................................................................95

Endorsement - Declined..........................................................................................97

Endorsement - Bound..............................................................................................99

POLICY RENEWAL..........................................................................................102

Notes About Renewals..........................................................................................102

Renewal - Incomplete............................................................................................103

Renewal - Underwriting Required.........................................................................105

Renewal - Quoted...................................................................................................107

Renewal - Referred.................................................................................................109



Renewal - Special Quote Requested....................................................................112

Renewal - Bind Requested....................................................................................114

Renewal - Declined................................................................................................116

Renewal - Bound....................................................................................................118

OTHER SUBMISSION FEATURES..................................................................121

Generating Quote Reports....................................................................................121

Creating and Managing Notes & Follow Ups......................................................128Adding a Note................................................................................................................128Viewing and Editing a Note............................................................................................130Deleting a Note..............................................................................................................131Marking a Note as Complete..........................................................................................132

Attaching Files to a Submission or Policy..........................................................133Attaching a File..............................................................................................................133Viewing and Editing Attachment Details.........................................................................135Downloading an Attached File........................................................................................136Deleting an Attachment..................................................................................................136

Printing Documents...............................................................................................138Printing a Document.......................................................................................................138Viewing Saved Documents............................................................................................139

Sending and Managing E-mails............................................................................141Sending E-mails.............................................................................................................141Viewing the E-mail History.............................................................................................145

BORDEREAUX.................................................................................................147



Introduction

Welcome to the Bridge insurance access portal. The system provides a full workflow, from the administration of products and coverage, to the submission and management of individual policies.

Access to all features, options, and data are controlled by the settings in your user account. This guide is for a standard Underwriter User, covering the basic functions of the system, the process of entering submissions for insurance coverage, and administration of submissions and policies.

This guide assumes the user is familiar with the general functions of the system. For instructions on logging in and using common features throughout the system, see the User Guide - Introduction document.

Guide

The instructions are divided into the following major categories. Click a link to jump to the appropriate section.

Managing Clients Creation and management of client accounts for use in the submission process.

Screen Elements and Navigation Describes the layout and navigation of the policy/submission screen, plus detailed instructions on using various features of the screen.

Managing Submissions and Policies How to find existing submissions and policies, and create new submissions.

Submission and Policy Statuses A listing of possible statuses for each type of submission and policy transaction, including what actions can be taken (with the suitable rights).

Other Submission Features Details information and tools available throughout the submission process.

Bordereaux Generating reports detailing bound policies.





Managing Clients

Clients are the companies or individuals who will be listed on the policy as the insured party in case of a claim.

Clients can be created ahead of time through the Clients menu, as will be explained here, or they can be created during the process of creating a submission, as detailed in the Creating a New Submission section below.

Once created, the company record will display lists of associated submissions and policies, products, and any users under the company (for client companies).

Creating a New Client Company

A client company is a single insured entity that may have multiple users with access to create and manage submissions and policies.

1. In the main menu, select Clients, then select New Company. The Client Company Information page opens. Alternatively, the Create Company button is available when viewing the Client List.

2. Fill in the necessary information.

Distributor Select the distributor company that will be the owner of the client. This client will only be available for submissions assigned to this distributor.



Enter the company details.

Name Enter the company name.

Code Enter a unique identifier code for the company. This will be used for integration purposes.

Enter the contact information for the company.

Phone Enter the phone number.

Fax Enter the Fax number.

Website Enter the URL of the company's website.



Enter the full address of the new company.

The first User can be identified for the company. On saving the new client company, this information will be used to automatically create the first user account under this company.

First Name Enter the user's first name.

Last Name Enter the user's last name.

Employee Number Enter an employee number to identify the user.

E-mail If the user will need access to the system, an e-mail address must be provided.

Phone Enter the phone number for the user.



3. Click Add to save the company information and remain on the page, click Add & Close to save and go to the client list, or click Close to go to the client list without saving the company.

Viewing and Modifying a Client Company

1. In the main menu, select Clients, then select Search / List. A list of all available client companies and individuals is displayed.

Tip: By default, only Active clients will be displayed. Clear the filter in the Status column to view all clients.

2. The Type column identifies if the client is a company or individual. Click a link in the Name column to view the information for a client company. If there are a large number of available clients, see the section on Using Grids in the User Guide - Introduction document for help on finding the appropriate client company.

3. See the section on Creating a New Client Company for a detailed description of the fields. All fields may be edited, if necessary. The following panels have been added to the page.



The Submission/Policy List displays all available submissions attached to the client company.

The Products list displays all available products that the client company is attached to.

The Users list displays all available users registered for this company. Click Create to create a new user account for this company.



Active Marks the company as active and available for use. If unchecked, the company will remain linked to any existing records, but cannot be used for new accounts or transactions.

Created By Identifies the date and time the company was created, and the user who created it.

Last Modified By Identifies the last date and time the company was changed, and the user who made the changes.

4. Click Save to save any changes and remain on the page, click Save & Close to save and return to the client list, or click Close to return to the client list without saving any changes.

Creating a New Individual Client

An individual client is a single insured person who may have access to create and manage submissions and policies.

1. In the main menu, select Clients, then select New Individual. The Individual Client Information page opens. Alternatively, the Create Individual button is available when viewing the Client List.

2. Fill in the necessary information.

Distributor Select the distributor company that will be the owner of the client. This client will only be available for submissions assigned to this distributor.



First Name Enter the client's first name.

Last Name Enter the client's last name.

Enter the full address of the new client.

E-mail If the client will need access to the system, or if they should receive notification e-mails, then an e-mail address must be provided.

Phone Enter the phone number for the client.

3. Click Add to save the client information and remain on the page, click Add & Close to save and go to the client list, or click Close to go to the client list without saving the client.



4. If an E-mail address has been provided, the Assign Password button will send the client a user password to access the system.

Viewing and Modifying an Individual Client



2. The Type column identifies if the client is a company or individual. Click a link in the Name column to view the information for an individual client. If there are a large number of available clients, see the section on Using Grids in the User Guide - Introduction document for help on finding the appropriate individual client.

3. See the section on Creating a New Individual Client for a detailed description of the fields. All fields may be edited, if necessary. The following panels have been added to the page.



The Submission/Policy List displays all available submissions attached to the client.

The Master Covers list displays all available master covers (products) that the client is attached to.

Active Marks the client as active and available for use. If unchecked, the client will remain linked to any existing records, but cannot be used for new accounts or transactions.

Created By Identifies the date and time the client was created, and the user who created it.

Last Modified By Identifies the last date and time the client was changed, and the user who made the changes.



4. Click Save to save any changes and remain on the page, click Save & Close to save and return to the client list, or click Close to return to the client list without saving any changes.

5. If an E-mail address has been provided, the Assign Password button will send the client an access e-mail with a link to access the system.

Deactivating a Client

A client that has been created through the Clients section cannot be deleted. It can be deactivated, which leaves it linked to any existing records already attached to it, but prevents it from being used for new accounts or transactions.

Note: Clients created as part of the submission process on a Live product also cannot be deleted. However, clients created for submissions under a product in Test status will be automatically deleted when the product is set to Live.





2. Locate the client or clients to be deactivated. If there are a large number of available clients, see the section on Using Grids in the User Guide - Introduction document for help on finding the appropriate clients.

3. Check the boxes for all clients to be deactivated.

4. Click Deactivate, then confirm the deactivation when prompted to do so. All selected clients will be deactivated. If the client list is still defaulted to only show active clients, they will disappear from the list.

Tip: Clients can also be deactivated or reactivated one at a time directly through the client record. See the sections on Viewing and Modifying a Client Company and Viewing and Modifying an Individual client for details.



Screen Elements and Navigation

This section details the layout and functions of the submission page. This can be reviewed in advance of creating a submission, or can be used as a reference source when viewing or creating a submission.

The primary submission form is displayed in the center of the screen, with additional panels called Widgets to the left and right providing information and controls.

Click on a section of the screen below to jump to the appropriate section.





Moving Through the Workflow

The workflow is divided into Steps displayed in the progress bar above the form. Each Step may contain several individual Screens, displayed in the Navigation widget.

The coloring of the steps indicate the current status.

Completed Step: Once all screens in a step have been completed and saved, that section of the progress bar changes to blue.

Incomplete Step: Any steps that have not yet been completed are shown in grey.

Sequential Navigation and Common Controls

All screens in the workflow are organized in a specific order. The Next and Previous buttons at the bottom of the page are used to move through the workflow sequentially, one screen at a time, while the Save & Refresh button updates the current screen without moving. Additional options may be available, depending on the configuration of the workflow.

Next Saves the current screen and moves to the next screen in the workflow. If this moves to a new step, the previous step will be marked as completed.

Clicking Next performs the recalculation and validation process. Calculated fields will be refreshed and all data will be checked against any rules defined for the completed screen. Some rules may provide warnings or information, while others will require corrections to the data before allowing you to proceed to the next screen. Messages at the top of the page provide information about any validation results.

Depending on the configuration of the workflow, the system may also calculate a preliminary premium quote based on the current details.



Previous Moves to the previous screen in the workflow. This is used to look back through previous screens, either for review or to make changes. Clicking Previous does not save the current screen. If any changes have been made, a message appears warning that changes will be lost.

Moving back through previous screens does not perform any validation or recalculate any values. However, using the Save and Refresh or Next buttons activates the same validations and calculations that were performed the first time through each screen.

Save and Refresh Saves the current screen and performs all validations and calculations that are associated with the current screen. This can be used to refresh calculations without having to proceed to the next screen and then return.

Other Options While navigating through the workflow, other buttons may become available. These buttons match options available in the Actions widget, and perform exactly the same function.

Jumping Directly to a Screen

The Submission Screens widget provides instant access to the entire workflow. While navigating through the workflow, the current step is expanded and all available screens within that step are displayed. All completed steps and screens are marked with a green checkmark icon, while incomplete steps are marked with a red circle icon.

To jump to a different screen in the current step, click the name of the screen in the list. To jump to a screen in a different step, click the step name to expand the list of screens, then click the required screen.



Changes will not be saved when jumping to a different screen. Use the Next or Save & Refresh buttons to save the current screen before navigating away.

Note: When jumping forward to Incomplete steps and screens, be aware that some fields may be dependent on fields that were skipped over. Some values may not be completely calculated, and validations may require that the skipped fields be completed before proceeding.

Working With Grids

Within the workflow, some sections of data may be arranged in grids. These grids are used to collect data and display a selection of those fields as columns in the grid.

Adding Items to a Grid1. Click Add to open the detail window for the grid. A sample window is displayed below.



2. Complete all necessary fields.

3. Click Save & Close to save the item and close the detail window, click Save & New to save the item and clear the form to add another record, or click Close to close the detail window without saving the item.

Editing Items in a Grid1. Click a link in the first column of the grid to view that item.

2. Make any necessary changes.

3. Click Save & Close to save the changes and close the detail window, or click Close to close the detail window without saving the changes.

Deleting Items from a Grid1. Click a link in the first column of the grid to view that item.

2. With the detail window open for the selected item, click Delete. The item is removed from the grid and the detail window closes.

Premium Grids



Some grids include columns for Transaction Premium and Term Premium. When a quote is calculated, these columns are calculated from the information in the grid items and the rest of the submission form. These columns cannot be edited directly.

When viewing the detail window for a premium grid, a breakdown of the calculated premiums per premium type is included.

The premium calculations, including those in the detail window, are not updated immediately on adding or changing grid values. The values are updated whenever the submission is recalculated for a quote.



Policy Information Widget

The Policy Information widget displays a selection of information about the current transaction and policy, and provides access to the full information.

The widget displays the following information:Product Identifies the product related to the submission or policy.

Policy No Once the policy is Bound, the policy number is generated and displayed in this field. This field is hidden until the policy number has been generated.

Term ID Identifies the id number assigned to the full term of the policy. This field is hidden once the policy number has been generated, but is still available in the details page.

Status Displays the status of the current transaction, preceded by the transaction type (excluding New Business).

Distributor Identifies the Distributor company attached to the submission or policy.

Effective Identifies the starting date of the current transaction. The date cannot be changed in the widget, but can be edited in the details page.

Valid Until Identifies the end date of the current transaction. The date cannot be changed in the widget, but can be edited in the details page.

Cancel On Identifies the date that a cancellation takes effect



Notes: Depending on the security roles assigned to the user, all policy information (other than the Effective, Valid Until, and Cancel On date fields) may be hidden in the widget. This information remains available in the details page.

Settings in the product may prevent the editing of dates, or may hide one or both of the Effective and Valid Until date fields entirely, in both the widget and the details page. The current status of the submission or policy may also prevent editing.

If all fields in the widget are hidden, the widget is not shown, and the details page is not available.

Clicking the product name or either of the date fields opens the Policy Information details page.

The Policy Header panel includes information on the full policy term.

Product Identifies the product related to the submission or policy.

Policy Number Once the policy number has been generated, it is displayed in this field.

Term ID Identifies the id number assigned to the full term of the policy.

Distributor Identifies the Distributor company attached to the submission or policy.



The Policy Transaction panel includes information specific to the current transaction.

Transaction ID Identifies the id number assigned to the current transaction.

Status Displays the status of the current transaction, preceded by the transaction type (excluding New Business).

Reject Reason If the submission has been declined, the reason for the rejection is displayed here. Otherwise, this field is hidden.

Effective Date Identifies the starting date of the current transaction. This field is hidden for Cancellation transaction types.

Valid Until Identifies the end date of the current transaction. This field is hidden for Cancellation transaction types.

Note: The product may contain settings that prevent the editing of dates, or may hide one or both date fields entirely. The current status of the submission or policy may also prevent editing.



The Cancellation panel is only displayed for Cancellation transactions. These fields may be edited while the cancellation is in Quoted status, but not once the cancellation is confirmed.

Cancellation Date Enter the date that the cancellation takes effect, or select the date from the calendar lookup .

Cancellation Reason Select the reason that the policy is being cancelled.

If "Other", Specify If "Other" is selected for the Cancellation Reason, enter an explanation in this field.

The Reinstatement panel is only displayed for Reinstatement transactions.

Reinstatement Reason Select the reason that the policy is being reinstated. This field may be edited while the reinstatement is in Quoted status, but not once the reinstatement is bound.

Click Save & Close to save any changes and close the details window, or click Close to close the details window without saving any changes. The Save & Close button is only available if at least one of the date fields can be edited.

On saving, the system will validate any date changes and recalculate the quote, if necessary.



Client Information Widget

The Client widget displays some key information about the client for the current submission or policy, and provides access to the full client details.

The widget displays the name of the client, be it a company or individual. The widget also includes a short version of the address, and the phone number of the company or individual, if they have been provided. If the wrong client was selected, a link is available to Change Client. If the client selection was skipped, the widget only contains a link to Select Client.

Clicking the client name opens the Client Information detail window.

Client Information Detail

The client information in a submission or policy is saved separately from the client record stored in the system. Any changes to the stored client details are not duplicated in the submission version, although the Change Client button in the Client Information widget can be used to re-select the same client and load the updated information. Any changes made to the client within the submission are saved to the stored client record.



Company Name Contains the name of the Client Company. This field is only displayed when viewing a Client Company.

First Name Contains the first name of the Individual Client. This field is only displayed when viewing an Individual Client.

Last Name Contains the last name of the Individual Client. This field is only displayed when viewing an Individual Client.

The Address panel contains the full address of the client company or individual.

E-mail Contains the e-mail address of the Individual Client. This field is only displayed when viewing an Individual Client.

Phone Contains the phone number of the client.

Fax Contains the fax number of the Client Company. This field is only displayed when viewing a Client Company.

Website Contains the website URL of the Client Company. This field is only displayed when viewing a Client



Company.

The Primary Contact panel is only displayed when viewing a Client Company.

First Name Contains the first name of the primary contact.

Last Name Contains the last name of the primary contact.

E-mail Contains the e-mail address of the primary contact.

Phone Contains the phone number of the primary contact.

Click Save & Close to save any changes to the client and close the detail window, or click Close to close the detail window without saving.

If the client information is changed while the submission is in Quoted or Underwriting Required status, the system will validate the changes and recalculate the quote.

Selecting or Changing the Client

If the client selection was skipped during creation of a submission, the Select Client link in the Client Information widget allows a client to be selected. If the wrong client was selected, the Change Client link in the widget allows a different client to be selected. Both options open a list of available clients.



Click a link in the Name column to select that client. If a new client is required, click New Company to create a new client company, or click New Individual to create a new individual client. Click Close to close the list without selecting a client.

If a different client is selected while the submission is in Quoted or Underwriting Required status, the system will validate the changes and recalculate the quote.

Creating a New Client Company

When adding a new client company through the Select Client or Change Client list screens, the New Client Company detail window opens.

Company Name Enter the name of the client company.



Fill in the full address of the client company.

Phone Enter the phone number of the client company.

Fax Enter the fax number of the client company.

Website Enter the URL of the client company's website.



First Name/Last Name Enter the name of the primary contact at the client company.

E-mail Enter the e-mail address of the primary contact at the client company.

Phone Enter the phone number of the primary contact at the client company.

Click Save & Close to save the client information and return to the submission form, or click Close to return to the submission form without changing the client.

If the client is changed while the submission is in Quoted or Underwriting Required status, the system will validate the changes and recalculate the quote.

Creating a New Individual Client

When adding a new individual client through the Select Client or Change Client list screens, the New Individual Client detail window opens.

Enter the full first and last names of the client.



Fill in the full address of the client.

E-mail Enter the e-mail address of the client.

Phone Enter the phone number of the client.

Click Save & Close to save the client information and return to the submission form, or click Close to return to the submission form without changing the client.

If the client is changed while the submission is in Quoted or Underwriting Required status, the system will validate the changes and recalculate the quote.



Premium Widget

While navigating through the submission form, the system is continuously performing validations and calculations in the background. Once the system has the minimum information to generate a quote, the Premium widget displays the total premium for the submission with its current settings. This premium is updated as the user proceeds through the submission, adding or changing information.

When the submission is in a status where the quote cannot be calculated, the premium is not shown. When a valid quote is calculated, the total premium is displayed.

When a quote has been generated, click Quote Summary to open the Quote Summary window showing the detailed breakdown of the quote.

In Cancellation - Quoted status, the Edit Cancellation Premium link becomes available. This opens the Edit Cancellation Premium window, allowing the premium to be edited by premium type and new premium types to be added.

Quote Summary



The Quote Information panel lists all calculated premium amounts and commissions, divided by premium type, plus any fees and taxes.

Click Recalculate Premiums to evaluate any changes to the submission and recalculate just the premium information. Calculated fields are recalculated, but no validations are performed and no automatic documents or e-mails will be generated. This will not affect the Limits, Deductibles, or Insuring Conditions.

The Limits panel lists all limits that apply to the submission or policy.

Click Recalculate Limits to evaluate any changes to the submission and recalculate just the limits information. Calculated fields are recalculated, but no validations are performed and no automatic documents or e-mails will be generated. This will not affect the Premiums, Deductibles, or Insuring Conditions.

The Deductibles panel lists all deductibles that apply to the submission or policy.

Click Recalculate Deductibles to evaluate any changes to the submission and recalculate just the deductibles information. Calculated fields are recalculated, but no validations are performed and no automatic documents or e-mails will be generated. This will not affect the Premiums, Limits, or Insuring Conditions.



The Insuring Conditions panel lists all insuring conditions that apply to the submission or policy.

Click Recalculate Insuring Conditions to evaluate any changes to the submission and recalculate just the insuring conditions. Calculated fields are recalculated, but no validations are performed and no automatic documents or e-mails will be generated. This will not affect the Premiums, Limits, or Deductibles.

Click Close to close the detail window and return to the submission or policy form.

Edit Cancellation Premium

Accessed using the Edit Cancellation Premium link in the Premium widget, the Edit Cancellation Premium window allows premium to be edited by premium type and new premium types to be added.

The Premium Details table lists all premium types currently making up the total premium. Click Add to add a premium type, or click a link in the Premium Type column to edit that premium type.



Adding a Premium Type

On Clicking Add, the Override panel appears.

Premium Type Select a premium type to be added.

Gross Premium

Enter the total gross premium, including commissions and taxes.

Click Save to save the data, or click Close to close the window without saving the new Premium Type.

Once saved, any commissions and taxes are calculated according to the settings in the product, and the totals are displayed. The values can now be edited, as detailed below.

Editing a Premium Type

On saving a new premium type or selecting an existing type for editing, the full Override panel appears.



Premium Type Displays the selected premium type. Once saved, the premium type cannot be changed or removed.

Gross Premium Displays the current gross premium, which can be changed

Calculate Commissions and Taxes

Uses the Gross Premium to recalculate the commissions, taxes, and totals according to the settings in the product. This replaces any custom values for the commission or taxes.

Commission Displays the current commission, which can be changed. The Calculate Commissions and Taxes button will reset any custom values in this field.

Net Premium Displays the calculated net premium.

Taxes Each tax applied to the selected premium type will be displayed here. Each value can be changed. The Calculate Commissions and Taxes button will reset any custom values in these fields.

Total Displays the calculated total premium.

Click Save to save the current values for the selected premium type. If the commission or any taxes were changed, the Net Premium and Total values will be recalculated before saving. Click Add or select another premium type to make additional changes.

Click Close to close the window at any time. Any unsaved changes will be lost. The transaction will be refreshed with the new values.



Common Screens Widget

The Common Screens widget provides access to a variety of information related to the current submission or policy.

Not all options are available at all times, and access to each option may be restricted if the user does not have the necessary security roles.

View Quote Calculations

The submission form can contain a complex structure of rates, calculated fields, and triggers. The Quote Report breaks down all calculations and conditions that result in the final rates, limits, deductibles, and insuring conditions, plus all calculated fields and triggers.

For more information, please see the section on Generating Quote Reports.

Notes & Follow Ups

Notes can be added to a submission or policy to provide additional information or to serve as a reminder if any actions need to be taken at a later date (Follow Ups). Notes can also be added when taking certain actions on a submission or policy (bind, issue quote, confirm cancellation, etc.).

The Notes & Follow Ups option in the Common Screens widget opens the Notes & Follow Ups list. The list contains all notes currently attached to the submission or policy, and options for creating and managing notes.

For more information, please see the section on Creating and Managing Notes & Follow Ups.



Attachments

Files can be attached to a submission or policy in order to provide additional information or document details of the coverage. Many file types are supported, particularly image and document files.

The Attachments option in the Common Screens widget opens the Attachments list. The list contains all files attached to the current transaction, and options for creating and managing attachments.

For more information, please see the section on Attaching Files to a Submission or Policy.

Documents /Forms

As documents are printed in relation to a submission or policy, they are stored in the system. The Documents screen lists all generated documents attached to the current submission or policy.

For more information, please see the section on Printing Documents.

E-mails

As e-mails are sent in relation to a submission or policy, they are stored in the system. The E-mails screen lists all e-mails sent from the current submission or policy.

For more information, please see the section on Sending E-mails.

Policy Transactions

During the lifespan of a policy, it can accumulate a large number of transactions. The original New Business, Endorsements, Renewals with even more Endorsements, and perhaps a cancellation and reinstatement.

The Policy Transactions window lists all transactions throughout that lifespan, even if the policy number changes for renewals.



Once more than one transaction exists, the Policy Transactions option becomes available in the Common Screens widget. Click Policy Transactions to open the Policy Transactions detail window.

The transactions are grouped by term, identified by the Term ID, Policy Number, and effective period. Each group is sorted by Transaction ID.

Click a link in the Transaction ID column to view that transaction.



Actions Widget

The Actions widget lists the available actions that can be taken on the transaction in its current status. Below are some general descriptions of each action.

The available actions are determined by the type of transaction, the status of the transaction, the availability of items to work with (such as e-mails and documents), and the user's security roles. The Submission and Policy Statuses section details each transaction and status combination, and what actions are generally available for each.

If no actions are available for the current transaction and status, the Actions widget will not be displayed.

Request Quote If one or more details of a submission need to be approved by the underwriter, this action submits it for review.

Request Special Quote If the current quote is inadequate, the submission can be returned to the underwriter with a request for a customized quote.

Accept Compliance If a submission has been flagged for possible violations of trade sanctions, a user with compliance authority must review the submission. This action indicates that the submission is acceptable.

Reject Compliance If a submission has been flagged for possible violations of trade sanctions, a user with compliance authority must review the submission. This action indicates that the submission is not acceptable.

Issue Quote This action sets a submission to Quoted status, ready for review and possibly binding.

Decline Rejects and closes a submission.

Cancel Begins the process of cancelling a bound transaction.

Reinstate Begins the process of reinstating a cancelled transaction.



Endorse Bound transactions cannot be modified. This action creates an Endorsement to make changes to the current coverage.

Renew Creates a Renewal transaction to extend the coverage period.

Bind Binds a transaction.

Request Bind Indicates the current quote is acceptable, and submits a request for the underwriters to bind the policy. By default, underwriters have the right to manage Bind Requests, so the Issue Quote and Bind options are shown instead of Request Bind.

Copy Creates a copy of the current transaction, creating a New Business submission with identical information.

Delete Deletes the current transaction. Bound, Declined, and Cancelled transactions cannot be deleted.

Confirm Cancellation Completes the cancellation of a bound transaction.

Calculate Refund Calculates the refund, if any, resulting from cancelling a bound transaction.

Reject Cancellation Discards the cancellation of a bound transaction, leaving the term in effect.

Confirm Reinstatement Completes the reinstatement of a cancelled transaction.

Print Document Opens the New Document screen to print any documentation available at the current stage of the submission process.For more information, please see the section on Printing Documents.

Send E-mail Opens the New E-mail window to select a template for sending an e-mail related to the current submission or policy.For more information, please see the section on Sending E-mails.



Managing Submissions and Policies

Policy Submission is the core function for handling the booking of policies.

The submission process begins with Incomplete status. With the completion of one or more screens, the data is evaluated by the system. Depending on the setup of the product, and the data entered into the form, the submission may be quoted automatically and ready for binding, or it may require review and approval by the underwriter.

As the user progresses through the workflow, the status of the submission changes. All possible transaction types and statuses are listed in the next section, providing information on the purpose of that transaction and status, and what options are available.

The first step is to get into a submission or policy form.

Guide

The instructions are divided into the following categories. Click a link to jump to the appropriate section.

Viewing Saved Submissions and Policies Finding a submission or policy once it has been saved.

Creating a New Submission Creating a new submission from scratch.



Viewing Saved Submissions and Policies

While navigating through the workflow, the submission is automatically saved when moving forward in the workflow and performing most actions. The submission can also be saved manually at any time by clicking Save and Refresh.

To return to a submission or policy saved in the system, use the Search/List feature.

1. Click Policies in the main menu, and select Search/List. The Select Submission/Policy or Create New Submission page opens.

2. The filters and sorting options can be used to locate a specific submission, and additional columns of data are available. See the section on Using Grids in the User Guide - Introduction document for detailed instructions.

3. Click the link in the Term ID / Policy No column to open the submission or policy.

Note: Your account settings determine your level of access. You may be able to see and work with submissions and clients created by other users in your organization, or you may only have access to the work you have created yourself.



Creating a New Submission

The submission process involves three primary steps, selecting a product and distributor, selecting or creating a client, and completing the insurance form. Depending on the rules defined in the product, the submission may be ready to bind as a final policy, or may require additional steps.

There are two ways to begin the process of creating a New Business submission. All other transaction types (endorsement, renewal, etc.) are initiated from within an existing policy.

In the main menu, open the Policies menu and select New Submission. The New Submission - Select Product page opens.

In the main menu, open the Policies menu and select Search/List. The Select Submission/Policy or Create New Submission list opens. Click Create. The New Submission - Select Product page opens.

Selecting the Product and Distributor

All available products are displayed, and may include additional information about each product. If any links are included in the description, clicking a link opens the link. Clicking anywhere else in the product description selects that product.

If only one product is available, that product is selected automatically and this page is skipped.

Once a product is selected, the Select Distributor list opens.



Click a link in the Name column to select a distributor.

If only one distributor is available, that distributor is selected automatically and this page is skipped.

Once a distributor is selected, the clients list opens. See the next section on Selecting a Client to proceed.

Selecting a Client

Once the Product and Distributor have been selected, the Select or Create Client list opens.

Choose from the available options:



Note: Depending on the settings in the product, the client may be restricted to either companies or individuals.

Click a link in the Name column to select one of the existing clients. This takes you directly to the submission form in Incomplete status, with the selected client information displayed in the Client widget.

Click New Individual to define a new individual client for the submission. Proceed to Creating an Individual Client.

Click New Company to define a new client company for the submission. Proceed to Creating a Client Company.

Click Skip to proceed to the submission form without selecting a client. The client information can be entered later, but is required to bind the policy.

Creating a Client Company

A Client Company is the company or organization that is named as the assured party in the policy.

Distributor The new client is registered under the Distributor selected for the submission.

Name Enter the name of the client company.

Code Enter an identification code for the client company. This is used for integration purposes.



Phone Enter the phone number of the client company.

Fax Enter the fax number of the client company.

Website Enter the URL of the client company's website.

Fill in the full address of the client company.

First Name/Last Name Enter the name of the primary contact at the client company.



Employee Number Enter the employee number of the primary contact at the client company.

E-mail Enter the e-mail address of the primary contact at the client company.

Phone Enter the phone number of the primary contact at the client company.

Click Save & Continue to save the client information and proceed to the submission form, or click Close to return to the client selection page without saving.

Creating an Individual Client

An Individual Client is the person that is named as the assured party in the policy.

Distributor The new client is registered under the Distributor selected for the submission.

Enter the full first and last names of the client.



Fill in the full address of the client.

E-mail Enter the e-mail address of the client.

Phone Enter the phone number of the client.

Click Save & Continue to save the client information and proceed to the submission form, or click Close to return to the client selection page without saving.



Submission and Policy Statuses

The current Status of any submission or policy is made up of two elements, the Transaction Type and the Transaction Status.

The Transaction Type identifies the purpose of the transaction within the overall scope of the policy:

New Business A New Business transaction is the beginning of a new policy, starting from scratch.

Cancellation A Cancellation transaction is used to end the policy coverage.

Reinstatement A Reinstatement transaction is used to reverse a Cancellation. The policy is restored to its previous active settings.

Endorsement A Bound transaction generally cannot be altered. If changes are required, an Endorsement transaction is created to apply new terms and conditions, with any associated premium adjustments.

Renewal When a policy term expires, the coverage ends. A Renewal transaction creates a new term for the policy, starting exactly where the previous term left off. The Renewal may continue the coverage exactly as it was, or may be modified.

The Transaction Status identifies the current situation of any single transaction. This determines what options are available, and sometimes what type of user is required to proceed.

Incomplete When a new transaction is created, it starts as Incomplete. It remains in Incomplete status until enough information has been entered to allow the automated generation of a preliminary quote, or the user is able to request a quote.

Underwriting Required

If any of the information entered in the submission form does not meet the rules and restrictions of the product, the submission must be reviewed and approved by the Underwriter. The Underwriting Required status is a warning zone, allowing the user to make changes that may meet the requirements. If the cause cannot be corrected, then the submission must go into Referral (see below).

Quoted A Quoted submission has passed all validations and contains quoted values for premiums, limits, deductibles, and the terms of insurance. It is ready to be Bound (see below).

Lost In some cases, a Quoted submission may be marked as Lost if the client refuses the quote or fails to respond.



Multiple options are available to reactivate a Lost submission.

Referred If a submission goes into Underwriting Required status and the cause cannot be corrected, the submission must go into Referral. The submission is brought to the attention of the Underwriters for review. They may choose to issue a quote for the submission, or they may reject the submission entirely.

Special Quote Requested

If an initial quote provided by the system or issued by the underwriter is not acceptable, a new quote can be requested, changing the status to Special Quote Requested.

Bind Requested In some cases, the user is not permitted to bind the final transaction on their own. They must request that the Underwriter or other administrative user complete the process. The Bind Requested status indicates that the client has accepted the coverage and wishes to bind the transaction.

Declined If a submission goes into Referral for review, the Underwriter may choose to reject the coverage for any number of reasons. The submission is Declined and no further action can be taken.

Bound Once all necessary information has been provided and validated, and the quote has been accepted by all parties, the submission is Bound and the coverage begins at the designated effective date.

Each combination of transaction type and status is provided below. Each section details what changes are made to the form, if any, what additional information may be required, and what options are available to proceed with the submission process.



New Business

A New Business transaction is the beginning of a new policy, starting from scratch. Once this transaction is bound, it becomes the foundation for all other transaction types. This transaction type is the only one that is not shown when viewing the Status of a submission or policy. If the Transaction Status (Incomplete, Quoted, Bound, etc.) is displayed alone, then the Transaction Type is New Business.

Incomplete

Incomplete is the default status for newly created submissions, and existing submissions that have been returned to Incomplete status by a validation rule.

Completing the Insurance Form

Notes: All fields marked with a red asterisk * are required and must be completed before proceeding.

Depending on the system settings and your individual security rights, some screens, panels, and fields may not be displayed.

Individual panels can be collapsed or expanded by clicking the plus or minus icons at the left side of the header.

Once the client has been selected or created, the submission page opens as Incomplete. The submission is saved, and the Term ID and Transaction ID are generated (see the Policy Information widget and detail window).

Fill in the submission form.

All fields in the center form area are custom to the selected product. For any questions on the custom fields, check for any Help icons that may be available, refer to any supplemental documentation provided by your Insurance Representative, or contact your insurance Representative directly.

See the Moving Through the Workflow section for instructions on navigating through the submission form.



Actions

While navigating through the workflow in this status, the system performs a series of validations in the background at key points. The validations may display errors, warnings, or messages with additional information, and may automatically change the status of the submission.

If any required information for the current screen is incorrect or incomplete, an error message is shown at the top of the form, detailing what must be changed before proceeding. Make any necessary corrections and click Next or Save & Refresh to validate the information again.

If the system attempts to calculate a quote and finds that some details do not meet the quote requirements, an error message is shown at the top of the form, detailing what must be changed. It is still possible to navigate through the workflow, but the error must be corrected before a quote can be calculated.

If one or more details of the submission require review by the Underwriter, the submission may need to go into referral. The Status changes to Referred, and the reasons for the referral are displayed at the top of the form. Proceed to the section on Referred submissions.

If all necessary information is provided and does not require review by the Underwriter, the Status changes to Quoted and the calculated premium details become available in the Quote Summary detail window accessed through the Premium widget. Proceed to the section on Quoted submissions.

While in Incomplete status, the following Actions are available.

Click Calculate Quote to save the submission and trigger the validation process. This process is similar to what occurs in the background during navigation, and has the same results listed above.

Click Copy to create a new submission with similar information to the current submission. Depending on settings in the product, individual fields may copy the value from the source transaction, reset to their default values, or be left blank. The insurer, distributor, and client details are updated to the most recent details stored in the system. The new submission has the Incomplete status as a New Business transaction. Proceed to the section on Incomplete Submissions.

Click Delete to delete this transaction from the system.

The Print Document and Send E-mail options become available if any document templates or e-mail templates, respectively, are currently available. See the sections on Printing Documents and Sending and Managing E-mails.



Note: Making changes on the submission form could disable certain actions until the submission has been saved and recalculated.



Underwriting Required

Underwriting Required status indicates that one or more details of the submission must go into referral to be reviewed by the underwriter. Some examples include a date or value that exceeds a preset limit, or an option that has been marked to automatically trigger a referral.

A special type of referral exists, called a Compliance Referral. This can occur when one or more details of the submission resemble people or places that are restricted by government sanctions. Like the normal referrals, the submission must be reviewed by the underwriter.

The Referral Messages panel is displayed at the top of the form, showing the reasons for the referral.

The current Quote Information, Limits, Deductibles, and Insuring Conditions are available through the Quote Summary detail window accessed through the Premium widget.

Additional Information

Additional panels and fields may have been added to the form relating specifically to this Transaction Type and Status. Please review the form to determine if any new options are available or if any additional information must be provided.

If there are any difficulties completing the additional information, check to the right of the panel headers or field names for help icons . Clicking the help icon provides additional information on the panel or field.

If further assistance is required, please contact your Insurance Representative.

Actions


If any required information for the current screen is incorrect or incomplete, the Status changes to Incomplete and an error message is shown at the top of the form, detailing what must be changed before proceeding. Make any necessary corrections and click Next or Save & Refresh to validate the information again. Proceed to the section on Incomplete submissions.



If the system attempts to calculate a quote and finds that some details do not meet the quote requirements, the Status changes to Incomplete and an error message is shown at the top of the form, detailing what must be changed. It is still possible to navigate through the workflow, but the error must be corrected before a quote can be calculated. Proceed to the section on Incomplete submissions.

If all details that caused the referral reasons are corrected, and there are no other conflicts, the Status changes to Quoted and the calculated premium details become available in the Quote Summary detail window accessed through the Premium widget. Proceed to the section on Quoted submissions.

While in Underwriting Required status, the following actions are available:

Click Request Quote to submit the information for review. The status changes to Referred. Proceed to the section on Referred Submissions.








Quoted

A Quoted submission indicates that the terms and details of the submission are acceptable, and the policy is ready to be bound. The quote may have been generated automatically by the system, or may have been provided by the underwriter after being reviewed.






Actions


If any required information for the current screen is incorrect or incomplete, the Status changes to Incomplete and an error message is shown at the top of the form, detailing what must be changed before proceeding. Make any necessary corrections and click Next or Save & Refresh to validate the information again. Proceed to the section on Incomplete submissions.

If the system attempts to calculate a quote and finds that some details do not meet the quote requirements, the Status changes to Incomplete and an error message is shown at the top of the form, detailing what must be changed. It is still possible to navigate through the workflow, but the error must be corrected before a quote can be calculated. Proceed to the section on Incomplete submissions.



If one or more details of the submission require review by the Underwriter, the submission may need to go into referral. The Status changes to Referred, and the reasons for the referral are displayed at the top of the form. Proceed to the section on Referred submissions.

While in Quoted status, the following actions are available:

If the option has been enabled in the product, the Request Special Quote button is available. This button submits a request for a custom quote from the underwriter. The Status changes to Special Quote Requested. Proceed to the section on Special Quote Requested Submissions.


If the submission requires a manual bind, you can make changes and click Issue Quote to save the changes and keep the submission in Quoted status. If the causes of the manual bind are still in place, the end users are still only be able to Request Bind.

Click Bind to accept the insurance coverage and bind the policy. The status changes to Bound. Proceed to the section on Bound Policies.







Referred

A Referred submission requires review by the underwriter. The submission may be declined, accepted as-is, or modified and returned as a quote.







Actions

While navigating through the workflow in this status, the system performs a series of validations in the background at key points. The validations may display errors, warnings, or messages with additional information.


While in Referred status, the following actions are available:




If the transaction details are acceptable, click Issue Quote. The system validates the quote requirements. Any errors are displayed at the top of the form, and must be corrected before a quote can be issued. If all validations pass, this action sets the transaction to Quoted status, ready for review and possibly binding. Proceed to the section on Quoted Submissions.

If the transaction is unsuitable to be quoted or bound, it can be Declined. This closes the transaction.1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Referred transaction.4. If confirmed, the transaction status changes to Declined, and no further action can be taken on that transaction. The

Rejection Reason is available in the Policy Information detail window. Proceed to the section on Declined Submissions.

Click Bind to accept the insurance coverage and bind the policy. The system validates the bind requirements. Any errors are displayed at the top of the form, and must be corrected before the submission can be bound. If all validations pass, the status changes to Bound. Proceed to the section on Bound Policies.





If the submission has been referred due to a Compliance Validation, a user with the appropriate Compliance Management rights must review the submission and make a decision before any further action can be taken.

If all details requiring review are acceptable, click Accept Compliance. If the submission includes other reasons to be in referral, it becomes a standard referral and the options above become available. If there are no other issues, then the status is set to Quoted. Proceed to the section on Quoted Submissions.



If one or more details requiring review are unacceptable, the transaction can be Declined. This closes the transaction. If the transaction is not a New Business transaction, then the base policy and any other related transactions are unaffected. Decline only rejects the Referred transaction.

1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Referred transaction.4. If confirmed, the transaction status changes to Declined, and no further action can be taken on that transaction. The




Special Quote Requested

If the option is enabled in the product, a user can request a special quote from the underwriter. The underwriter has the options to decline the request, accept and bind the submission with its current settings, or modify the submission and return it as a quote.





Actions



While in Special Quote Requested status, the following actions are available:


If the transaction is unsuitable to be quoted or bound, it can be Declined. This closes the transaction.1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Referred transaction.



4. If confirmed, the transaction status changes to Declined, and no further action can be taken on that transaction. The Rejection Reason is available in the Policy Information detail window. Proceed to the section on Declined Submissions.

Click Bind to accept the insurance coverage and bind the policy. The system validates the bind requirements. Any errors are displayed at the top of the form, and must be corrected before the submission can be bound. If all validations pass, the status changes to Bound. Proceed to the section on Bound Policies.







Bind Requested

If a submission meets the preset requirements of the master cover, the end user may be able to Bind the policy themselves. However, the master cover may be set up to not allow end users to bind policies, or only allow it under certain circumstances. In these cases, the end user has the option to Request Bind, placing the submission into Bind Requested status. The submission can then be reviewed by the underwriter. The submission may be declined, accepted as-is, or modified and returned as a quote.






Actions



While in Bind Requested status, the following actions are available:





If the transaction is unsuitable to be quoted or bound, it can be Declined. This closes the transaction.1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Referred transaction.4. If confirmed, the transaction status changes to Declined, and no further action can be taken on that transaction. The


Click Bind to accept the insurance coverage and bind the policy. The system will validate the bind requirements. Any errors are displayed at the top of the form, and must be corrected before the submission can be bound. If all validations pass, the status changes to Bound. Proceed to the section on Bound Policies.







Declined

If a submission is sent to the underwriter for review, they may choose to Decline the submission for a variety of reasons.






Actions

While navigating through the workflow, the system performs a series of validations in the background. The validations may display errors, warnings, or messages with additional information.

If any required information is incorrect or incomplete, an error message is shown at the top of the page, detailing what must be changed before proceeding. Make any necessary corrections and click Next or Save & Refresh to validate the information again.

While in Declined status, the following actions are available:








Bound

Once a policy is Bound, the coverage is booked.






Actions



While in Bound status, the following actions are available:

A Bound policy without a renewal automatically expires at the end of its term. To end the coverage early, the policy can be Cancelled. A policy cannot be cancelled if a renewal exists for a later term. All following terms must be cancelled or declined before proceeding with cancelling this term.

1. Click Cancel to begin the process of cancelling the policy. The Cancel window opens.2. Fill in the Cancellation details.

Cancellation Date Enter the date that the cancellation takes effect, or select the date from the calendar



lookup .


If Other, Specify If "Other" is selected for the Cancellation Reason, enter an explanation in this field.3. Click Calculate Refund to proceed, or click Cancel to back out of the Cancel window and return to the Bound

transaction.4. If confirmed, the transaction status changes to Cancellation - Quoted. The Cancellation details are available in the

Policy Information detail window. Proceed to the section on Cancellation Quoted Policies.

Once bound, a policy cannot be changed. Click Endorse to create a new version of the policy based on the current transaction. Depending on settings in the product, individual fields may copy the value from the source transaction, reset to their default values, or be left blank. The insurer, distributor, and client details are updated to the most recent details stored in the system. The endorsement can be edited and bound, thus changing the terms of the policy. The status changes to Endorsement - Incomplete. Proceed to the section on Endorsement - Incomplete Submissions.

Note: Depending on the master cover settings, the Endorse option may only be available for the most recent transaction of the term.

Click Renew to initiate a renewal for a new term. The Effective Date of the renewal begins one day after the Valid Until date of the current term. Depending on settings in the product, individual fields may copy the value from the source transaction, reset to their default values, or be left blank. The insurer, distributor, and client details are updated to the most recent details stored in the system. Proceed to the section on Renewal – Incomplete Submissions.








Policy Cancellation

Once a policy is bound, it can remain in effect until it reaches its expiry date, or it can be cancelled. Cancellation may result in a full or partial refund of the premium, according to rules set by the underwriter.

A cancellation can be initiated from any Bound submission of type New Business, Endorsement, or Renewal, as long as it is the latest term. A policy term cannot be cancelled if one or more renewal transactions exists. All following terms must be cancelled or declined before proceeding with cancelling this term.

Cancellation - Quoted

Once a cancellation has been initiated, clicking Calculate Refund in the Cancel window calculates the expected amount to be refunded to the client, changing the policy status to Cancellation - Quoted.






Actions





While in Cancellation - Quoted status, the following actions are available:


Click Confirm Cancellation to finalize the policy cancellation. The status will change to Cancelled. Proceed to the section on Cancelled Policies.

Click Reject Cancellation to reject the cancellation request and return the transaction to Bound status. The Cancellation transaction will be deleted, and will not appear in the Policy Transactions list. Return to the Bound section for the appropriate transaction type.





Cancelled

Once a policy has been cancelled, it will no longer be in effect as of the listed cancellation date.






Actions



While in Cancelled status, the following actions are available:

Click Reinstate to begin the process of restoring the policy. If multiple terms have been cancelled, the earliest cancelled term must be reinstated first.

1. Click Reinstate to begin the process of cancelling the policy. The Reinstate window opens.2. Select a Reinstatement Reason.3. Click Next to proceed, or click Cancel to back out of the Reinstatement window and return to the Cancelled

transaction.



4. On clicking Next, the status changes to Reinstatement - Quoted. The Reinstatement reason is available in the Policy Information detail window. Proceed to the section on Reinstatement - Quoted Policies.






Policy Reinstatement

A policy could be cancelled for a variety of reasons. If the cause is resolved, a policy can be reinstated. A reinstated policy can be endorsed, renewed, or even cancelled again. If multiple terms have been cancelled, the earliest cancelled term must be reinstated first.

Reinstatement - Quoted

On clicking the Reinstate button and selecting a Reinstatement Reason, the Quoted status is displayed. The effective dates will be the same as the Cancellation, and the premium will be set to reverse any refund that was generated by the cancellation. All other information will match the policy as it was when it was cancelled.






Actions





While in Reinstatement - Quoted status, the following actions are available:


Click Delete to delete this transaction from the system. This only deletes the current transaction, and will not affect any other transactions.

Click Confirm Reinstatement to finalize the policy reinstatement. The status will change to Reinstatement - Bound. Proceed to the section on Reinstatement - Bound Policies.





Reinstatement - Bound

Once a reinstatement is bound, it is handled almost exactly like a normal bound transaction.






Actions



While in Reinstatement - Bound status, the following actions are available:






lookup .


If Other, Specify If "Other" is selected for the Cancellation Reason, enter an explanation in this field.3. Click Calculate Refund to proceed, or click Cancel to back out of the Cancel window and return to the Bound

transaction.4. If confirmed, the transaction status changes to Cancellation - Quoted. The Cancellation details are available in the


Once bound, a policy cannot be changed. Click Endorse to create a new version of the policy based on the current transaction. Depending on settings in the product, individual fields may copy the value from the source transaction, reset to their default values, or be left blank. The insurer, distributor, and client details are updated to the most recent details stored in the system. The endorsement can be edited and bound, thus changing the terms of the policy. The status changes to Endorsement - Incomplete. Proceed to the section on Endorsement - Incomplete Submissions.










Policy Endorsement

Once a policy is bound, no further changes can be made. If a modification is required, an endorsement must be created. The endorsement will replace the previous version of the policy for the duration of the endorsement’s Effective Coverage Period.

Endorsement - Incomplete

When initiating an endorsement, all policy information is copied into an endorsement submission form. The endorsement submission has the status Endorsement - Incomplete and is handled very similarly to a new submission, except that it is linked to the original policy and must be within the Effective Coverage Period of the original policy.





Actions






If one or more details of the submission require review by the Underwriter, the submission may need to go into referral. The Status changes to Endorsement - Referred, and the reasons for the referral are displayed at the top of the form. Proceed to the section on Endorsement - Referred submissions.

If all necessary information is provided and does not require review by the Underwriter, the Status changes to Endorsement - Quoted and the calculated premium details become available in the Quote Summary detail window accessed through the Premium widget. Proceed to the section on Endorsement - Quoted submissions.

While in Endorsement - Incomplete status, the following Actions are available.








Endorsement - Underwriting Required

Endorsement - Underwriting Required status indicates that one or more details of the endorsement must go into referral to be reviewed by the underwriter. Some examples include a date or value that exceeds a preset limit, or an option that has been marked to automatically trigger a referral.

A special type of referral exists, called a Compliance Referral. This can occur when one or more details of the endorsement resemble people or places that are restricted by government sanctions. Like the normal referrals, the endorsement must be reviewed by the underwriter.



Note: Since the premium for the original policy will already have been billed or paid, a premium will not be displayed in the endorsement unless changes are made that result in additional charges or refunds.





Actions




If any required information for the current screen is incorrect or incomplete, the Status changes to Endorsement - Incomplete and an error message is shown at the top of the form, detailing what must be changed before proceeding. Make any necessary corrections and click Next or Save & Refresh to validate the information again. Proceed to the section on Endorsement - Incomplete submissions.

If the system attempts to calculate a quote and finds that some details do not meet the quote requirements, the Status changes to Endorsement - Incomplete and an error message is shown at the top of the form, detailing what must be changed. It is still possible to navigate through the workflow, but the error must be corrected before a quote can be calculated. Proceed to the section on Endorsement - Incomplete submissions.

If all details that caused the referral reasons are corrected, and there are no other conflicts, the Status changes to Endorsement - Quoted and the calculated premium details become available in the Quote Summary detail window accessed through the Premium widget. Proceed to the section on Endorsement - Quoted submissions.

While in Endorsement - Underwriting Required status, the following actions are available:

Click Request Quote to submit the information for review. The status changes to Endorsement - Referred. Proceed to the section on Endorsement - Referred Submissions.










Endorsement - Quoted

An Endorsement - Quoted submission indicates that the terms and details of the endorsement are acceptable, and the policy is ready to be bound. The quote may have been generated automatically by the system, or may have been provided by the underwriter after being reviewed.







Actions


If any required information for the current screen is incorrect or incomplete, the Status changes to Endorsement - Incomplete and an error message is shown at the top of the form, detailing what must be changed before proceeding. Make any necessary corrections and click Next or Save & Refresh to validate the information again. Proceed to the section on Endorsement - Incomplete submissions.



If the system attempts to calculate a quote and finds that some details do not meet the quote requirements, the Status changes to Endorsement - Incomplete and an error message is shown at the top of the form, detailing what must be changed. It is still possible to navigate through the workflow, but the error must be corrected before a quote can be calculated. Proceed to the section on Endorsement - Incomplete submissions.

If one or more details of the submission require review by the Underwriter, the submission may need to go into referral. The Status changes to Endorsement - Referred, and the reasons for the referral are displayed at the top of the form. Proceed to the section on Endorsement - Referred submissions.

While in Endorsement - Quoted status, the following actions are available:

If the option has been enabled in the product, the Request Special Quote button is available. This button submits a request for a custom quote from the underwriter. The Status changes to Endorsement - Special Quote Requested. Proceed to the section on Endorsement - Special Quote Requested Submissions.


If the submission requires a manual bind, you can make changes and click Issue Quote to save the changes and keep the submission in Endorsement - Quoted status. If the causes of the manual bind are still in place, the end users are still only be able to Request Bind.

Click Bind to accept the insurance coverage and bind the policy. The status changes to Endorsement - Bound. Proceed to the section on Endorsement - Bound Policies.









Endorsement - Referred

An Endorsement - Referred submission requires review by the underwriter. The endorsement may be declined, accepted as-is, or modified and returned as a quote.








Actions





While in Endorsement - Referred status, the following actions are available:


If the transaction details are acceptable, click Issue Quote. The system validates the quote requirements. Any errors are displayed at the top of the form, and must be corrected before a quote can be issued. If all validations pass, this action sets the transaction to Endorsement - Quoted status, ready for review and possibly binding. Proceed to the section on Endorsement - Quoted Submissions.

If the transaction is unsuitable to be quoted or bound, it can be Declined. This closes the transaction.1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Endorsement -

Referred transaction.4. If confirmed, the transaction status changes to Endorsement - Declined, and no further action can be taken on that

transaction. The Rejection Reason is available in the Policy Information detail window. Proceed to the section on Endorsement - Declined Submissions.

Click Bind to accept the insurance coverage and bind the policy. The system validates the bind requirements. Any errors are displayed at the top of the form, and must be corrected before the submission can be bound. If all validations pass, the status changes to Endorsement - Bound. Proceed to the section on Endorsement - Bound Policies.








If all details requiring review are acceptable, click Accept Compliance. If the submission includes other reasons to be in referral, it becomes a standard referral and the options above become available. If there are no other issues, then the status is set to Endorsement - Quoted. Proceed to the section on Endorsement - Quoted Submissions.


1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Endorsement -





Endorsement - Special Quote Requested

If the option is enabled in the master cover, a user can request a special quote from the underwriter. The underwriter will have the options to decline the request, accept and bind the endorsement with its current settings, or modify the endorsement and return it as a quote.





Actions



While in Endorsement - Special Quote Requested status, the following actions are available:


If the transaction is unsuitable to be quoted or bound, it can be Declined. This closes the transaction.1. Click Decline to refuse coverage for the transaction. The Decline window opens.



2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Endorsement -



Click Bind to accept the insurance coverage and bind the policy. The system validates the bind requirements. Any errors are displayed at the top of the form, and must be corrected before the submission can be bound. If all validations pass, the status changes to Endorsement - Bound. Proceed to the section on Endorsement - Bound Policies.







Endorsement - Bind Requested

If an endorsement meets the preset requirements of the master cover, the end user may be able to Bind the endorsement themselves. However, the master cover may be set up to not allow end users to bind endorsements, or only allow it under certain circumstances. In these cases, the end user will have the option to Request Bind, placing the endorsement into Endorsement - Bind Requested status. The endorsement can then be reviewed by the underwriter. The endorsement may be declined, accepted as-is, or modified and returned as a quote.






Actions



While in Endorsement - Bind Requested status, the following actions are available:





If the transaction is unsuitable to be quoted or bound, it can be Declined. This closes the transaction.1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Endorsement -



Click Bind to accept the insurance coverage and bind the policy. The system will validate the bind requirements. Any errors are displayed at the top of the form, and must be corrected before the submission can be bound. If all validations pass, the status changes to Endorsement - Bound. Proceed to the section on Endorsement - Bound Policies.







Endorsement - Declined

If an endorsement is sent to the underwriter for review, they may choose to Decline the endorsement for a variety of reasons.

A declined endorsement does not have any effect on the existing policy or any previous bound endorsements.







Actions



While in Endorsement - Declined status, the following actions are available:








Endorsement - Bound

Once an endorsement policy is Bound, the new coverage terms will apply for the Effective Coverage Period of the endorsement.







Actions



While in Endorsement - Bound status, the following actions are available:





Cancellation Date Enter the date that the cancellation takes effect, or select the date from the calendar lookup .


If Other, Specify If "Other" is selected for the Cancellation Reason, enter an explanation in this field.3. Click Calculate Refund to proceed, or click Cancel to back out of the Cancel window and return to the Endorsement

- Bound transaction.4. If confirmed, the transaction status changes to Cancellation - Quoted. The Cancellation details are available in the


Once bound, an endorsement cannot be changed. Click Endorse to create a new endorsement based on the current transaction. Depending on settings in the product, individual fields may copy the value from the source transaction, reset to their default values, or be left blank. The insurer, distributor, and client details are updated to the most recent details stored in the system. The endorsement can be edited and bound, thus changing the terms of the policy. The status changes to Endorsement - Incomplete. Proceed to the section on Endorsement - Incomplete Submissions.










Policy Renewal

In order to increase efficiency and decrease repetitive data entry, bound policies can be renewed. A new term is prepared according to the settings in the Master Cover, and the renewal goes through the same review and approval processes as a new submission (including quoting, referrals, and bind requests, as necessary).

A renewal can be initiated from any bound policy or endorsement.

Notes About Renewals

When initiating a renewal, much of the policy information is copied into a renewal submission form. The renewal submission has the status Renewal - Incomplete and is handled very similarly to a new submission.

The existing policy number will be kept. To generate a new policy number instead, the Copy feature can be used on the original policy to generate a new submission.

The Effective Date will default to the day after the Valid Until date of the source policy, but can be changed. The Valid Until date of the renewal will be determined by the defaults set in the Master Cover.

The Assured information will be copied from the source policy or endorsement at the time that the renewal is initiated, and will not include any changes that may have been made to the assured information outside of the source policy.

Notes, attachments, and any generated documentation will not be copied to the renewal. The Policy Transactions panel will also be cleared, as the renewal stands as its own distinct version of the policy. The source policy is kept intact in the Submissions/Policies list, along with the history and all notes, attachments, and documentation.

Only one renewal can be created for any single source policy. If a user attempts to create a second renewal from a policy that already has a renewal, an error message will be displayed and the renewal will not be created. A renewal can be created from a renewal, with the Effective Coverage Period reflecting the next period after the source renewal.

Cancelled policies cannot be renewed. For this reason, a renewal cannot be initiated if a cancellation is in process on the source policy, regardless of the status of the cancellation. Similarly, a cancellation cannot be initiated on the source policy if a renewal exists.





Renewal - Incomplete

When initiating a renewal, all policy information is copied into a renewal submission form. The renewal submission has the status Renewal - Incomplete.





Actions




If one or more details of the submission require review by the Underwriter, the submission may need to go into referral. The Status changes to Renewal - Referred, and the reasons for the referral are displayed at the top of the form. Proceed to the section on Renewal - Referred submissions.



If all necessary information is provided and does not require review by the Underwriter, the Status changes to Renewal - Quoted and the calculated premium details become available in the Quote Summary detail window accessed through the Premium widget. Proceed to the section on Renewal - Quoted submissions.

While in Renewal - Incomplete status, the following Actions are available.








Renewal - Underwriting Required

Renewal - Underwriting Required status indicates that one or more details of the renewal must go into referral to be reviewed by the underwriter. Some examples include a date or value that exceeds a preset limit, or an option that has been marked to automatically trigger a referral.

A special type of referral exists, called a Compliance Referral. This can occur when one or more details of the renewal resemble people or places that are restricted by government sanctions. Like the normal referrals, the renewal will need to be reviewed by the underwriter.







Actions


If any required information for the current screen is incorrect or incomplete, the Status changes to Renewal - Incomplete and an error message is shown at the top of the form, detailing what must be changed before proceeding. Make any necessary corrections and click Next or Save & Refresh to validate the information again. Proceed to the section on Renewal - Incomplete submissions.



If the system attempts to calculate a quote and finds that some details do not meet the quote requirements, the Status changes to Renewal - Incomplete and an error message is shown at the top of the form, detailing what must be changed. It is still possible to navigate through the workflow, but the error must be corrected before a quote can be calculated. Proceed to the section on Renewal - Incomplete submissions.

If all details that caused the referral reasons are corrected, and there are no other conflicts, the Status changes to Renewal - Quoted and the calculated premium details become available in the Quote Summary detail window accessed through the Premium widget. Proceed to the section on Renewal - Quoted submissions.

While in Renewal - Underwriting Required status, the following actions are available:

Click Request Quote to submit the information for review. The status changes to Renewal - Referred. Proceed to the section on Renewal - Referred Submissions.








Renewal - Quoted

A Renewal - Quoted submission indicates that the terms and details of the renewal are acceptable, and the policy is ready to be bound. The quote may have been generated automatically by the system, or may have been provided by the underwriter after being reviewed.






Actions


If any required information for the current screen is incorrect or incomplete, the Status changes to Renewal - Incomplete and an error message is shown at the top of the form, detailing what must be changed before proceeding. Make any necessary corrections and click Next or Save & Refresh to validate the information again. Proceed to the section on Renewal - Incomplete submissions.

If the system attempts to calculate a quote and finds that some details do not meet the quote requirements, the Status changes to Renewal - Incomplete and an error message is shown at the top of the form, detailing what must be changed. It is still possible to navigate through the workflow, but the error must be corrected before a quote can be calculated. Proceed to the section on Renewal - Incomplete submissions.



If one or more details of the submission require review by the Underwriter, the submission may need to go into referral. The Status changes to Renewal - Referred, and the reasons for the referral are displayed at the top of the form. Proceed to the section on Renewal - Referred submissions.

While in Quoted status, the following actions are available:

If the option has been enabled in the product, the Request Special Quote button is available. This button submits a request for a custom quote from the underwriter. The Status changes to Renewal - Special Quote Requested. Proceed to the section on Renewal - Special Quote Requested Submissions.


If the submission requires a manual bind, you can make changes and click Issue Quote to save the changes and keep the submission in Renewal - Quoted status. If the causes of the manual bind are still in place, the end users are still only be able to Request Bind.

Click Bind to accept the insurance coverage and bind the policy. The status changes to Renewal - Bound. Proceed to the section on Renewal - Bound Policies.







Renewal - Referred

A Renewal - Referred submission requires review by the underwriter. The renewal may be declined, accepted as-is, or modified and returned as a quote.







Actions



While in Renewal - Referred status, the following actions are available:




If the transaction details are acceptable, click Issue Quote. The system validates the quote requirements. Any errors are displayed at the top of the form, and must be corrected before a quote can be issued. If all validations pass, this action sets the transaction to Renewal - Quoted status, ready for review and possibly binding. Proceed to the section on Renewal - Quoted Submissions.

If the transaction is unsuitable to be quoted or bound, it can be Declined. This closes the transaction.1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Renewal - Referred

transaction.4. If confirmed, the transaction status changes to Renewal - Declined, and no further action can be taken on that

transaction. The Rejection Reason is available in the Policy Information detail window. Proceed to the section on Renewal - Declined Submissions.

Click Bind to accept the insurance coverage and bind the policy. The system validates the bind requirements. Any errors are displayed at the top of the form, and must be corrected before the submission can be bound. If all validations pass, the status changes to Renewal - Bound. Proceed to the section on Renewal - Bound Policies.








If all details requiring review are acceptable, click Accept Compliance. If the submission includes other reasons to be in referral, it becomes a standard referral and the options above become available. If there are no other issues, then the status is set to Renewal - Quoted. Proceed to the section on Renewal - Quoted Submissions.


1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Renewal - Referred

transaction.4. If confirmed, the transaction status changes to Renewal - Declined, and no further action can be taken on that

transaction. The Rejection Reason is available in the Policy Information detail window. Proceed to the section on Renewal - Declined Submissions.



Renewal - Special Quote Requested

If the option is enabled in the master cover, a user can request a special quote from the underwriter. The underwriter will have the options to decline the request, accept and bind the renewal with its current settings, or modify the renewal and return it as a quote.





Actions



While in Renewal - Special Quote Requested status, the following actions are available:


If the transaction is unsuitable to be quoted or bound, it can be Declined. This closes the transaction.1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.



3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Renewal - Referred transaction.

4. If confirmed, the transaction status changes to Renewal - Declined, and no further action can be taken on that transaction. The Rejection Reason is available in the Policy Information detail window. Proceed to the section on Renewal - Declined Submissions.

Click Bind to accept the insurance coverage and bind the policy. The system validates the bind requirements. Any errors are displayed at the top of the form, and must be corrected before the submission can be bound. If all validations pass, the status changes to Renewal - Bound. Proceed to the section on Renewal - Bound Policies.







Renewal - Bind Requested

If a renewal meets the preset requirements of the master cover, the end user may be able to Bind the renewal themselves. However, the master cover may be set up to not allow end users to bind renewals, or only allow it under certain circumstances. In these cases, the end user will have the option to Request Bind, placing the endorsement into Bind Requested status. The renewal can then be reviewed by the underwriter. The renewal may be declined, accepted as-is, or modified and returned as a quote.






Actions



While in Renewal - Bind Requested status, the following actions are available:





If the transaction is unsuitable to be quoted or bound, it can be Declined. This closes the transaction.1. Click Decline to refuse coverage for the transaction. The Decline window opens.2. Enter the Rejection Reason.3. Click Confirm to proceed, or click Cancel to back out of the Decline window and return to the Renewal - Referred

transaction.4. If confirmed, the transaction status changes to Declined, and no further action can be taken on that transaction. The

Rejection Reason is available in the Policy Information detail window. Proceed to the section on Renewal - Declined Submissions.

Click Bind to accept the insurance coverage and bind the policy. The system will validate the bind requirements. Any errors are displayed at the top of the form, and must be corrected before the submission can be bound. If all validations pass, the status changes to Renewal - Bound. Proceed to the section on Renewal - Bound Policies.







Renewal - Declined

If a renewal is sent to the underwriter for review, they may choose to Decline the renewal for a variety of reasons.

A declined renewal does not have any effect on the previous term, and a new renewal may be initiated.






Actions



While in Renewal - Declined status, the following actions are available:








Renewal - Bound

Once an renewal is Bound, the coverage terms will apply for the Effective Coverage Period of the renewal.






Actions



While in Renewal - Bound status, the following actions are available:

A Renewal - Bound transaction without another renewal automatically expires at the end of its term. To end the coverage early, the renewal can be Cancelled. A renewal cannot be cancelled if another renewal exists for a later term. All following terms must be cancelled or declined before proceeding with cancelling this term.





lookup .


If Other, Specify If "Other" is selected for the Cancellation Reason, enter an explanation in this field.3. Click Calculate Refund to proceed, or click Cancel to back out of the Cancel window and return to the Renewal -

Bound transaction.4. If confirmed, the transaction status changes to Cancellation - Quoted. The Cancellation details are available in the


Once bound, a renewal cannot be changed. Click Endorse to create a new version of the policy based on the current transaction. Depending on settings in the product, individual fields may copy the value from the source transaction, reset to their default values, or be left blank. The insurer, distributor, and client details are updated to the most recent details stored in the system. The endorsement can be edited and bound, thus changing the terms of the policy. The status changes to Endorsement - Incomplete. Proceed to the section on Endorsement - Incomplete Submissions.










Other Submission Features

The widgets alongside the submission form provide access to a variety of information and controls related to the current submission or policy.

Generating Quote Reports

The Quote Report provides a detailed breakdown of the rates calculations, triggers, conditions, and formulas used to generate the rates, limits, deductibles, insuring conditions and calculated fields of a submission or policy.

The View Quote Calculations option is available in the Common Screens widget for New Business, Endorsement, Renewal, and Cancellation, for all statuses except Incomplete. For Endorsements and Cancellations, only the last transaction in the term is supported. The report will open in a new tab or new window, depending on the settings of the browser.

The Quote Report Header table lists the details of the transaction and term.



Transaction Status The status of the current transaction.

Transaction Effective Date The effective date of the current transaction.

Transaction Valid Until Date The valid until date of the current transaction.

Number of Days in Transaction The total number of days in the current transaction period. This will be used for the prorating calculations.

Term Effective Date The effective date of the full term.

Term Valid Until Date The valid until date of the full term.

Number of Days in Term The total number of days in the full term. This will be used for the prorating calculations.

The Rates table provides a step-by-step breakdown of the premium calculations. This includes the setup of the rate, the conditions that were met to apply the premium, and the before and after running totals. Additional columns are included that are not shown in the above screenshot.

Note: The Calculated Amount column displays the final amount that was added or deducted from the premium at that stage of the calculations.



The Last Transaction's Premiums Divided by Current Transaction's Effective Period table shows a breakdown of the premiums for the previous transaction. For each premium type, the tables splits the premium according to the effective period of the current transaction. These amounts are used for adjustment calculations within the current transaction.

The Endorsements table lists all calculations for prorating and adjustments, defined for each premium type.

The Limits table lists the limits that are applied to the submission or policy, and the conditions that were met to apply each limit.



The Deductibles table lists the deductibles that are applied to the submission or policy, and the conditions that were met to apply each deductible.

The Insuring Conditions table lists the clauses that are included in the insuring conditions for the submission or policy, and the conditions for inclusion of each.



The Calculated Fields table lists all calculated fields in the workflow. For each field, the following information is provided:

Field Name The name of the calculated field. This is the internal name of the field, and not the label shown in the workflow.

Calculated Field Formula Displays the base formula as it appears in the field management screen.

Placeholders Lists each placeholder used in the calculated field, and identifies the value of each placeholder the last time the field was calculated.

Functions Lists each function used in the calculated field, including the parameters at the time of calculation, and the value that was returned from the function.

Final Result Displays the final calculated result for the field.

Row If the calculated field is within a grid, the formula will be evaluated for each row. This column identifies the row being calculated.



The Trigger Report section lists the triggers defined in the product setup. These triggers control calculations and define what options and information will be included or excluded.

The following sections are available, and will be displayed in collapsed form by default. Each section can be expanded or collapsed using the plus and minus icons. If no triggers are included for a specific section, that section will not be displayed.

Rates These triggers determine if any single calculation is performed or skipped when calculating rates.

Data Validations These triggers are used to validate the content of the submission. If one or more of these triggers evaluate as true, the system may takes steps such as providing a warning, requiring underwriter review, or even halting progress until an error is corrected.

Deductibles These triggers determine if certain deductibles will apply to the policy.



Limits These triggers determine if certain limits will apply to the policy.

Functions These triggers are used within functions in calculated fields.

Insuring Conditions These triggers determine if certain conditions will apply to the policy.

Taxes These triggers determine if specific taxes will be applied to the premium.

All Triggers in System

Lists all triggers in the system, and how they evaluate using the details in the current submission or policy.

Triggers with Errors Lists any triggers that have encountered errors.

Each trigger is identified by name and is marked in green or red to identify if the trigger evaluated as true (green) or false (red). After the trigger name is a link to the Trigger Management page for that trigger, which opens in a new tab or new window.

The triggers are collapsed by default. Click the plus icon to expand the trigger and view the details, and click the minus icon to collapse the trigger again. When expanded, each condition of the trigger is displayed, row by row. Each condition is also marked in green or red to identify if the condition evaluated as true or false. Each condition is broken down as follows:

Row #: Condition Conjunction (Source Field returns Result)

Row # Some triggers have multiple conditions, listed in a table. This section Identifies which condition is being displayed, with the rows numbered from the top to bottom.

Condition Displays the settings of the trigger as they appear in the trigger management screen. This includes the field or trigger being evaluated, the function (optional) that may define a more specific type of data in the field, the operator that defines how the data will be evaluated (equals, greater than, or less than, for example), and the value the trigger is checking for.

Conjunction If more than one condition is defined for a trigger, the conjunction (and/or) determines if one condition must be met, or all conditions.

Source Field returns Result Identifies the field or trigger that was evaluated, and what result was returned. If the result fulfills the condition, this one condition evaluates as true.



Notes: When opening the report, the submission or policy is not saved.

The report only uses the last calculated and saved values. If any changes have been made, a new quote will need to be calculated before generating a new quote report.

This report only shows quote results according to the settings in the master cover. It will not include any manual changes to premiums, limits, deductibles, or the insuring conditions.



Creating and Managing Notes & Follow Ups

Notes can be added to a submission or policy to provide additional information or to serve as a reminder if any actions need to be taken at a later date (Follow Ups). Notes marked for follow up will appear in the notes list on the Home page until they are marked as completed.

Notes can also be added when taking certain actions on a submission or policy (bind, issue quote, confirm cancellation, etc.). When an action occurs that has the note option enabled, a customized notes page opens. Adding a note is optional. Click Confirm to proceed with the submission process, with or without adding a note, or click Cancel to cancel the action and return to the last submission page. If a note is added, it will be included in the Notes & Follow Ups list, and will be included in any automatic e-mails sent out related to the action.

Adding a Note

When viewing a submission or policy, select the Notes & Follow Ups option in the Common Screens widget. The Notes & Follow Ups list opens, containing all notes currently attached to the submission or policy.

Click New. The New Note & Follow Up page opens.

The General Information panel displays details about the submission or policy.



Transaction ID This field identifies the attached submission or policy.

Policy No Displays the policy number of the attached submission or policy.

Client Displays the name of the client for the attached submission or policy.

Policy Transaction Type Displays the transaction type of the attached submission or policy.

Action When a note is created as a result of an action, this field will identify the action. If the note is being created manually, this field will be blank.

Fill in the necessary information in the Details panel.

Text Enter the note text.

Follow-Up A date can be entered to schedule a follow-up, or selected from the lookup. Once the follow-up date has been reached, the note will be displayed in the Notes grid on the home page until it is marked as complete.



Type Select the type of note being created. This option will only be available if the note types have been configured in the system. This option will also not be available when creating notes as the result of an action in the workflow.

Click Save & New to save the note and clear the form to enter another note, click Save & Close to save the note and close the note window, or click Close to close the note window without saving the note.

The Notes & Follow Ups list will be updated as new notes are added. Click Close to close the list and continue with the submission or policy.

Viewing and Editing a Note


Click a link in the Created On column. The Note & Follow Up page opens.

Most fields are the same as when creating a new note. Some additional information becomes available when the note is saved.

In the General Information panel:Completed By This field is only displayed if the note has been marked as completed. It displays the name of

the user who completed the note.



Completed On This field is only displayed if the note has been marked as completed. It displays the date and time it was completed.

The Status panel is added:Created By Displays the name of the user who created the note, as well as the date and time it was created.

Last Modified By Displays the name of the last user to edit the note, as well as the date and time the changes were made.

All fields in the Details panel can be edited.

Click Save & Close to save the changes and close the note window, click Mark Completed to set the note to completed and close the note window, click Delete to delete the note and close the note window, or click Close to close the note window without saving any changes.

Deleting a Note



Click Delete to delete the note and close the note window, or click Close to close the note window without saving any changes.



Marking a Note as Complete



Click Mark Completed to mark the note as completed and close the note window, or click Close to close the note window without saving any changes.

The Completed By and Completed On fields will be added, identifying the user who completed the note and the time it was completed. The note will no longer be shown in the Notes & Follow Ups grid of the home page. The Notes & Follow Ups list will also show the name of the user who completed the note and the date that it was completed.



Attaching Files to a Submission or Policy

Files can be attached to a policy in order to provide additional information or document details of the coverage. Many file types are supported, particularly image and document files.

Note: Attached files are only attached to the current policy. They will not be transferred if the transaction is copied.

Attaching a File

When viewing a submission or policy, select the Attachments option in the Common Screens widget. The Attachments list opens, displaying all files attached to the current transaction.

Select a View to see additional attachments. Policy: Displays all available files attached to the entire policy. Policy Term: Displays all available files attached to the current term. Policy Transaction: Displays all available files attached to the current transaction.

Click New. The New Attachment page opens.

Fill in the necessary information.



File Name Click the Browse button to open a standard file selection window. Select the file to be attached and click Open. The full path and filename will be displayed in the File Name field.

Description Enter a description of the file.

Type Select the type of file being attached. This option will only be available if the attachment types have been configured in the system.

Certified This checkbox can be set by users with the appropriate rights. This marks the attachment as certified.

Click Save & New to attach the file and clear the form to attach another file, click Save & Close to attach the file and close the attachment window, or click Close to close the attachment window without attaching the file.

The Attachments list will be updated as new files are added. Click Close to close the list and continue with the submission or policy.

Note: Some file types, such as executable files (.exe), are not permitted. An error will appear on trying to save the attachment.



Viewing and Editing Attachment Details



Click a link in the File Name column to view the attachment details. The Attachment page opens.

Most fields are the same as when attaching a new file. Some additional information becomes available when the attachment is saved.

The Status panel is added:Created By Displays the name of the user who attached the file, as well as the date and time it was attached.

Last Modified By Displays the name of the last user to edit the attachment details, as well as the date and time the changes were made.

All fields in the General Information panel can be edited, except for the attached file itself. To replace a file, the attachment must be deleted and the new file attached.



Click Save & Close to save the changes and close the attachment window, click Delete to delete the attached file and close the attachment window, or click Close to close the attachment window without saving any changes.

Downloading an Attached File



Click a link in the Download column.

A standard file download window will open to allow you to view the document or save it to your computer. Click Open to view the document, click Save to save the file, or click Cancel to close the window.

Deleting an Attachment





Click a link in the File Name column to view the attachment details. The Attachment page opens.

Click Delete to delete the attached file and close the attachment window, or click Close to close the attachment window without saving any changes.



Printing Documents

At various stages in the submission process, it may be necessary for users to generate documentation related to the submission or policy. These documents may be used for tracking and record keeping, or may be printed out and sent to parties involved in the policy.

Draft versions can be printed for review and approval, then final versions can be printed and attached to the submission or policy as part of a complete record of all documentation. The list of generated documents is available throughout the submission process, although access to each document is controlled by user roles.

Note: The generated documents are only attached to the current policy. They will not be transferred if the transaction is copied.

Printing a Document

1. When viewing a submission or policy, select Print Document in the Actions widget. The New Document window opens.

2. Fill in the necessary information.Document Template Select the template to be printed.

File Name A default filename is generated based on the selected template, but a new filename can be specified. The field accepts up to 250 characters. The file extension (.PDF) should not be



included.

Format Select the output format.

PDF This is the default option. The document will be generated in PDF format with any associated documents merged into the final document.

Word This option requires an additional right not provided in the default user settings. With this option, the output will be generated in Word format, and will not be attached to the submission or policy. If associated documents are included, the pagination and table of contents will be adjusted to include the additional documents.

Draft Check this box to generate a draft version of the document. Draft versions are not saved in the system. They can be used to preview the document or obtain client approval before final printing. Draft versions will have a DRAFT watermark.

3. Click Print to generate the document, or click Close to close the print window without generating the document.

4. A standard file download window will open to allow you to view the document or save it to your computer. Click Open to view the document, click Save to save the file, or click Cancel to close the window (if the download is cancelled for a non-draft PDF, the document will still be generated and attached to the submission or policy).

5. Once the document is open in Adobe Acrobat, click the print button in the Acrobat toolbar to print out the document.

Viewing Saved Documents

When a final document is printed (not a Draft, and not in Word format), a copy is saved with the submission or policy. These documents are available through the Documents/Forms option in the Common Screens widget.

1. In the Common Screens widget, click Documents/Forms. The Documents/Forms window opens.



2. The grid lists all available documents for the current term, displaying the File Name entered at generation, the Document Template name defined in the product, the date the document was generated and the user who created it. Some documents are generated automatically by the system, in which case the Created By field will display the name of the user who performed the action that generated the document.

Select a View to see additional documents. Policy: Displays all available documents attached to the entire policy. Policy Term: Displays all available documents attached to the current term. Policy Transaction: Displays all available documents attached to the current transaction.

3. Click a link in the Download column to open an existing document.

4. A standard file download window will open to allow you to view the document or save it to your computer. Click Open to view the document, click Save to save the file, or click Cancel to close the window.

5. Once the document is open in Adobe Acrobat, click the print button in the Acrobat toolbar to print out the document.



Sending and Managing E-mails

The Bridge system includes an e-mail feature that supports the automatic or manual creation of e-mails, attachment of files and generated documents, and the tracking of the e-mail history.

Sending E-mails

Depending on your user rights, the type of transaction, and the current status of the submission or policy, there may be a selection of e-mail templates available.

When e-mail templates are available, the Send E-mail option will be available in the Actions widget to the side of the submission form. If no e-mail templates are available, the option will not be displayed.

1. Click Send E-mail in the Actions widget. The Send E-mail page opens.

2. Select the E-mail Template to be sent. If only one option is available, it will be selected automatically.

3. Click Select. The Send E-mail page expands to display the e-mail details.



To If manual override is not permitted for this e-mail template, the To field will display the pre-set list of recipients. If manual override is permitted, recipients can be added or removed.

Each recipient in the To list will be sent a separate, individual e-mail.

Use the double right arrow to add all items to the Included list.

Use the double left arrow to remove all items from the Included list.

Select one or more items in the Excluded list, and click the right arrow to add them to the Included list.

Select one or more items in the Included list, and click the left arrow to remove them from the Included list.

Use the up and down arrows to the right of the Included list to change the order of the included items.



Note: To select and move several items at once, select one item then hold the Shift key and select another item to select all items in between, or hold the Ctrl key to select individual items.

Additional To Any additional recipient addresses can be added in this field. Multiple addresses should be separated by commas. Like the To field, each addressee will be sent a separate e-mail. This field is only available if manual override is permitted for this e-mail template.

Submission Creator Check this box to send the e-mail to the user who created the submission or policy. This field is only available if manual override is permitted for this e-mail template.

Client Check this box to send the e-mail to the client attached to the submission or policy. This field is only available if manual override is permitted for this e-mail template.

Distributor Check this box to send the e-mail to the distributor attached to the submission or policy. This field is only available if manual override is permitted for this e-mail template.

Cc Any recipient addresses to be CCed can be added in this field. Multiple addresses should be separated by commas. All CCed addresses will be added to each individual e-mail sent to recipients in the To and Additional To fields, meaning CCed contacts may receive multiple copies of e-mails. This field is only available if manual override is permitted for this e-mail template.

Bcc Any recipient addresses to be BCCed can be added in this field. Multiple addresses should be separated by commas. All BCCed addresses will be added to each individual e-mail sent to recipients in the To and Additional To fields, meaning BCCed contacts may receive multiple copies of e-mails. However, the BCCed addresses will not be shown on any of the e-mails. This field is only available if manual override is permitted for this e-mail template.

Send Me a Copy Check this box to send a copy of the e-mail to the address registered in your user account.



From Displays the user name or e-mail address that will be shown as the sender of the e-mail.

E-mail Subject Displays the subject line of the e-mail, as it will appear on the outgoing e-mail. If manual override is permitted for this e-mail template, the subject can be edited.

E-mail Body Displays the body of the e-mail, as it will appear on the outgoing e-mail. If manual override is permitted for this e-mail template, the body can be edited.

4. Check any files to be attached to the e-mail. The E-mail Attachments panel includes any Documents that have been generated and attached to the submission or policy, and any Attachments that have been attached to the submission or policy. The panel will only be displayed if there are documents or files available to be attached. The panel will be collapsed by default, click the plus icon to expand the panel.

Note: The available attachments may be restricted by the security roles assigned to your account.



5. Click Send to send the e-mail and return to the submission or policy form, or click Close to return to the form without sending the e-mail.

Note: If the combined size of the attachments exceeds a certain limit, an error will appear on trying to send the e-mail. The error will identify the limit and the current total size of the attachments, allowing some attachments to be removed before trying to send the e-mail again.

6. All e-mails sent from a submission or policy will be logged in the e-mail history. Click E-mails in the Common Screens widget to view the e-mail history. New e-mails can also be started from the e-mail history list.

Viewing the E-mail History

All e-mails sent through the system are tracked and linked to the submission or policy from which they were sent. Once one or more e-mails have been sent from a submission or policy, the E-mails list will be available through the Common Screens widget.

Click E-mails in the Common Screens widget. The E-mails list window opens.



Click a link in the Subject column to view the e-mail details. The E-mail window opens.

Note: A new e-mail can also be started from the list screen. Click New to select a template.See Sending E-mails for more information.

The Recipients panel lists all addressees for the e-mail.



The Message panel provides the date and time the e-mail was Sent, plus the E-mail Subject and E-mail Body.

The E-mail Attachments panel lists all generated and uploaded files that were attached to the e-mail. Click a Download link to open or save an attached file.

Click Close to close the e-mail window and return to the e-mail list. Click Close on the e-mail list to close the window and return to the submission.



Bordereaux

The Bordereaux feature allows for the creation of reports which can be customized to show any number and variety of fields contained within policies created under a specific product. The report retrieves bound policies only. The output file will be in Excel format, allowing for easy filtering and creation of charts and tables.

In the main menu, select Policies, then select Excel Bordereaux. The Export Settings page opens.

Fill in the export details.



Master Cover Select a master cover (product). The chosen master cover will determine which policies will be included in the report (along with the date fields below), and will define the available options in the Fields list.

Fields Last Retrieved On

Once a master cover has been selected, this field will display the date and time when the workflow was last published. This can be used to determine if recent changes to the workflow will be included in the report.

Bound Start Date / Bound End Date

The Bound Start Date and Bound End Date fields can be used together or separately to control which policies will be included in the report. Any submission that was bound before the beginning date or after the end date will not be included in the report.

Note: The Bordereaux report performs an extensive search through the database for each policy. Specifying a wide date range for mastr covrs with a significant number of policies will cause the report to take a while to generate.

Fields All fields in the workflow attached to the selected master cover will be listed here. The fields in the Included column will be included in the report.

Use the double right arrow to add all items to the Included list. Use the double left arrow to remove all items from the Included list. Select one or more items in the Excluded list, and click the right arrow to add them to the Included list. Select one or more items in the Included list, and click the left arrow to remove them from the Included list. Use the up and down arrows to the right of the Included list to change the order of the included items.

Tip: To select and move several items at once, select one item then hold the Shift key and select another item to select all items in between, or hold the Ctrl key to select individual items.

Click Export.

The system will process the report, and a standard File Download window will appear. Choose to Open or Save the report in Excel format.



The report will include the fields selected in the Bordereaux page, plus all common details from each bound policy in the date range for the selected master cover. This includes the following sections:

Policy numbers, dates, type, and status. Referral and/or Rejection reasons. Insured details. Distributor details. The calculated values for every premium type under the same Line of Business as the master cover. This ensures that any

premiums that were added manually will be included in the report.





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