Batch Certificate Template Changes

If an insured has a large number of templates and you need to update all of them (for example, to change the insured's name or the template description), you may need to use the Batch Certificate Template Changes option to manage the account level changes en masse. This workflow can also be used to renew multiple templates at the same time.

If you are looking to update Producer Information or templates signatures across all insured accounts, you can use the Configure > Batch Certificate Template utility to make those masse changes. For more information, review the details about the utility here.

1. Locate the desired account.

   Click the dropdown arrow next to the Locate button to access a recently opened account. To search for accounts:

   1. Click the Locate button.
   2. Enter the desired Search criteria:
      1. In the Client Name or Client Code field, optionally enter at least one character.
      2. Optionally narrow results by Line of Business, Status, or Type.
   3. Click Find. A list of matching accounts displays below. Click an account to view its detail.
2. In the navigation panel, click Proofs > Batch Cert Template.
3. Check each template that should be updated during this workflow. You can expand the Search frame to narrow the list by entering a portion of a template Description, limiting to a Status of Active or Expired, limiting to only templates Included in Renewals or Non-Renewal templates, or searching for a particular Holder, searching for templates based on a specified Form, or entering a range of expiration dates. To modify all the certificates currently displayed in the list, click Select All from the Options bar.
4. Click Start Process.
5. Select Perform Changes on the Original template if you are replacing the current templates, or Perform Changes on a copy of the Original if you are renewing the templates.
6. If you select Perform Changes on a copy of the Original, you can optionally update the original template as well by checking Update Original Template. This enables four fields below that allow you to modify the original template:
   • Change the template's Expiration Date.
   • For the Include in Renewals, Allow Client Access, and Cancelled options, select No Change, No, or Yes.
7. To modify any of the fields listed below, select the corresponding checkbox. A field displays to the right allowing you to type the updated information or make a selection from a dropdown list.
   • For the Template Description field, if only a certain portion of the description should be modified in each template, type it in the Find This Text field and enter the replacement text in the Replace With/Add This Text. If you wish only to add text to the descriptions without replacing any of the original text, leave the Find This Text field blank and enter the new addition in the Replace With/Add This Text field. Make the appropriate selection from the If Adding Text field to determine whether the new text is entered at the beginning or the end of the description.
     Note: If you are making changes to a copy of the original template, it is recommended that you change the Template Description so that you can tell the templates apart.
   • For the Template Origination Date and Template Expiration Date, click in the field to activate the dropdown calendar. Choose the appropriate date.
   • For the following items, select Yes or No in the corresponding menu: Allow Client Access, Cancelled, Include Property/Nature of business Section, and Enable holder Level AI & Subr WVD Status.
   • If your organization has enabled the Certificate Approval feature and a designated CSR or Producer needs to approve your certificate template changes, select Approved?.
   • For the Revision field (applies to the ACORD 24 only), you can enter a value or leave the field blank to clear the Revision information from the template.
   • In the Producer Information section, make changes to the fields as necessary.
   • Edit the fields in the Insured Information section if applicable. You can also update the code for the insured in the Producer Customer ID field if necessary.
   • For the Description of Operations, you can locate a certain word or phrase and replace it with updated text using the Find This Text and And Replace With fields. You can leave the And Replace With field blank to simply remove the text entered in the Find This Text field. If you are not replacing or removing any existing text but simply adding text, enter the new text in the Add This Wording field and select the To the Beginning or To the End radio button.
   • In the Signatures section, you can opt to replace one signature with another on all templates on which it is present. After selecting the Change Signatures checkbox, select the appropriate signatures from the From and To fields. Click Add to enter another certificate change, or Delete to remove a signature change from the list.
   • The ADDL INSR and SUBR WVD checkboxes refer to the ADDL INSR and SUBR WVD options available for each line of business. If you select one of these options, choose a LOB from the dropdown list and select Y, N, or a blank value from the ADDL INSR or SUBR WVD field. Click Add to enter additional changes for this field. To remove a change from the list, click Delete.
     Note: These fields apply only to the ACORD 25 and ACORD 30. For a more detailed description of how they operate (depending on whether the Enable Holder Level AI & Subr WVD Status checkbox is also selected), see Certificate Templates.
   • If you select Policy Replacements, select the line of business that should be replaced from the From field and the line of business that should be added from the To field. If you integrate with Applied Epic, select a policy in the From field, and if there is a renewal policy available in Epic, the system will automatically populate that policy for you. Select the Update Limits From New Policy checkbox if you want to change the limits with the new policy information.
   • Click Add to add specific policies individually or Add All to populate all policies from the selected template automatically.
   • If you select Attachment Replacements,do the following:
   • 1. Select the endorsement you want to remove from the From dropdown. To narrow your search, enter a character from the endorsement in the dropdown search field. Click View for a preview of your selection. If you are adding an endorsement rather than removing or replacing one, leave the default value of Add Endorsement.
     2. Select the endorsement you want to add from the To dropdown. To narrow your search, enter a character from the endorsement in the dropdown search field. Click View for a preview of your selection. If you are removing an endorsement rather than adding or replacing one, leave the default value of Remove Endorsement.
     • If you need to make additional changes to endorsements, click the Add button and repeat these steps. You can click the Delete button next to a listed change to remove it.
   • If you select CC Replacements:
   • 1. To add a CC contact to each of the selected templates, leave the From field blank and enter the CC contact's name in the To field. To remove a CC contact from the templates, select the contact from the From dropdown and leave the To field blank. To replace one CC contact with another on each applicable template, select the contact from the From dropdown and enter the new contact in the To field.
     2. Click the Add button to enter additional CC contact changes. To remove a CC contact change, click the Delete button to the left of it. For each change that involves adding a new CC contact, enter the appropriate Attention text.
   • At any point, you can erase your current changes and start over by clicking the clear button at the top of the screen.
8. Once you have finished revising information, click Continue.
9. The Verify Templates to be Updated screen shows all changes that will be made to each template. If a template listed should not be updated, deselect the Update checkbox for that template.
10. Click Make Changes to complete the workflow or Cancel to return to the prior screen.
11. If you selected Make Changes, a list displays confirming the changes made. You can click Action > Change Same Templates to perform further changes on the same templates, or click Action > Change Other Templates to start the process over.