Certificate Renewal

Multiple certificates for an insured can be renewed at the same time. Before processing a certificate renewal in CSR24, ensure that the policy has been renewed in your agency management system and that the renewal has synced to CSR24.

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 > Renewals / Batch.
3. The Renewals / Batch Instructions message only displays if you or another staff member has entered Renewals/Batch instructions under Account Information in Account Detail > Insured Info. Click Continue.
4. If any renewals are in process, buttons display that allow you to access the current records or begin a new process. Click Start New Renewal.
   
   To batch issue certificates for a selected range of holders without deactivating any other holders on the certificate template, click Start Partial Batch instead of Start New Renewal.
   1. The Certificate Holders For Partial Renewal screen displays.
      
      To narrow the holders that display, enter a portion of a Holder Name or a Certificate # in the field provided in the Search frame. You can also determine how many holders display per page. (Enter 0 to display all selected holders on a single page.) Click Find. To remove a filter currently applied to the list, click Clear Filter.
      
      You can select or deselect individual holders, click Select All to include all Holders in the renewal, or click Clear All to remove all selections.
   2. Continue at step 5.
5. The Holders For Renewal screen displays. All Holders for this insured that have Do they Receive Renewals checked in Holder Detail are selected by default.
   • To narrow the holders that display, enter a portion of a Holder Name or a Certificate # in the field provided in the Search frame. You can also determine how many Holders display per page. (Enter 0 to display all selected Holders on a single page.) Click Find. To remove a filter currently applied to the list, click Clear Filter.
   • To view holders for this insured that are not selected, click the Show Unselected checkbox at the bottom of the Search frame. Deselect the checkbox to return to the previous view.
   • You can select or deselect individual holders, click Select All to include all Holders in the renewal, or click Clear All to remove all selections. When a holder is deselected, the Date Off checkbox is enabled. At any point, click Save to save your current selections and refresh the list (meaning the Holders not currently selected no longer display).
6. Review the information in the list and update as necessary.
   • To change the information in the Delivery column, click the Change link. For more information on changing the Holder detail, see the Holders topic.
   • The number in the Attachments column indicates how many Holder-level attachments will be included in the certificate renewal. To add or remove attachments:
   • 1. Click the number.
     2. A list of attachments displays, with the Attach? checkbox selected next to the attachments currently included for this Holder. Select the Attach? checkbox for each that should be included. If you select multiple attachments, enter a number indicating the order in which the attachment should print in the Order field.
        
        To preview an attachment, click the View link.
     3. Click Save to add the selected attachments or Cancel to discard changes.
7. Click Start Process.
8. The Template Selection For Renewal screen displays, listing all certificate templates for the insured that have Include in Renewals selected in Template Detail. Each certificate in the list has a set of buttons above it that allow you to do the following.
   • Click Preview to open a preview of the certificate in a separate tab.
   • Click Edit to create a copy of a template so that you can make any changes to implement in the renewed certificate, or so that you can modify the current template.
     Note: This is necessary in order to modify a template's effective and expiration dates.
   • 1. In the Template Edit Options window, select the appropriate radio button.
        • Select Edit This Template if you will not be issuing any more certificates for the current policy term and you want to update the current template for renewal.
        • If you want the current template to remain available for issuances, select Edit a Copy of This Template to apply the renewal changes to a copy. Enter a New Description for the template.
     2. Click Edit Template. The template detail opens, allowing you to make any necessary changes. See the Certificate Templates topic for more information on filling out this screen. Typically this requires changing the template effective and expiration dates as well as deleting the prior lines of business and adding renewed lines of business. Click Save to apply your changes and return to the Template Selection For Renewal screen, or Cancel to discard changes and return to the Template Selection For Renewal screen.
   • Click Holders to view and modify the Holders on this template.
   • • To locate a specific Holder, enter a portion of the Holder Name in the Search frame and click Find. To remove a filter applied to the list, click Clear Filter.
     • To modify information for any of the Holders listed, click the Edit link in the far right column. See Cert Holders/AOIs for more information on the fields that display in Holder detail. Note that any modifications made here will also be applied to the Holder record saved on the insured's account.
     • Click Preview if you wish to see a preview of the certificate to see how the holder information, endorsements, and Description of Operations will populate the form
     • Click Save to apply your changes or Cancel to discard them.
   • Click Attachments to view and modify the attachments that will be issued along with the renewed certificates for this template.
   • 1. A list of attachments displays, with the Attach? checkbox selected next to the attachments currently included for this template. Select the Attach? checkbox for each that should be included. If you select multiple attachments, optionally enter a number indicating the order in which the attachment should print in the Order field.
        
        To preview an attachment, click the View link.
     2. Click Save to save changes to the template attachments or Cancel to discard them.
   • Click Endorsements to add, remove, or replace an attachment for multiple Holders on an account at the same time.
   • 1. A list of Certificate Holders displays. Narrow the list if necessary.
        1. Click the Search link to expand the Search frame.
        2. Optionally enter a portion of the Holder's Name.
        3. Update the number of search results that display per page if desired. Enter 0 in the Items Per Page field to display all results.
        4. For the Renewal filter, select Included in Renewals, Non-Renewal, or All.
        5. Optionally filter results by Certificate Template. You can press [Ctrl] or [Shift] while clicking to select multiple templates.
        6. Click Find. To return to the default Holder list, click Clear Filter.
     2. Check all of the Holders that should be included. Note that the Select All and Clear All buttons at the top of the list pertain to the Holders currently displayed only. If the list displays on multiple pages, you will need to navigate through the pages to ensure all the appropriate Holders are selected.
     3. Once all the appropriate Holders are selected, click the Start Process button at the top of the screen.
     4. Select the attachment you wish to remove from the From dropdown. (If you are adding rather than removing or replacing an attachment, leave the default value of Add Endorsement.)
     5. Select the attachment you wish to add from the To dropdown. (If you are removing rather than adding or replacing an attachment, leave the default value of Remove Endorsement.)
     6. If additional changes should be made to Holder attachments, click the Add button and repeat steps 6 and 7. You can click the Delete button next to a listed change to remove it.
     7. Click Continue. A summary screen displays showing all the Holders that will be affected. Deselect any changes that should not be applied. Click Make Changes to proceed with the workflow.
     8. The Holder changes are now applied.
   • Click CC to view and modify the CC contacts on this template.
   • 1. A list displays, showing all CC contacts for this template.
        
        To edit information for a CC contact, click any of the fields that display in the list. The Edit CC screen displays. Once you have made the necessary changes, click Save to apply them or Cancel to discard. You can also click Delete to remove this CC contact from the template.
        
        To add a new CC, click the Add button. Fill out the contact information. (See Certificate Templates for further instructions on adding CC contacts.) Click Save to save the contact or Cancel to discard changes.
     2. Click Cancel to exit the CC contact list. Any changes you made are applied to the template.
   • Click Renew to create the renewed templates. You can then click Send to send the certificates to all designated recipients. Once the certificates have finished processing, all certificates designated to be emailed or faxed are delivered, and those without delivery information are sent to the print spool. (See step 6.)
   • • Send Insured Confirmations: Send a copy of the renewed certificate to the insured. This displays as an option only if Send a Copy of All Certificate to This Insured is enabled on the insured’s Account Detail page.
     • Send Certificates with No Recipient Info to: Specify the action that should be taken for certificates for which there is no recipient information.
     • • No Destination: Mark the certificate as complete without sending or printing a copy.
       • Local Printer Spool: Send the certificate to the local printer spool.
       • [Specific Printer]: If your organization has PrintNode enabled, the printers associated with it are available for selection.
     • Local Printer Spool: Send to certificates for holders for which there is no email, fax, or mail information immediately to the spool.
     • Start Sending After Renewal Completes: Send the certificates when Renew is clicked.
   • If the Background Renewals option is enabled for your organization, you can click Background to renew the templates in the "background" of your system. This means that you can begin renewing other templates, work on other insureds in CSR24, log out of CSR24, or restart your workstation without disrupting the renewal process. You can set multiple templates to be renewed in the background and they will run in the order in which they were selected. If you select Background:
   • 1. Select a Background Process. Renewal simply creates the renewed templates, while Renewal & Delivery creates the renewed templates and delivers the certificates.
     2. Optionally check Send Insured Confirmations, Send Completion Confirmation and/or Send Notification of Errors. Verify that the email address entered in the My Email Address field is the one that should receive the confirmation.
     3. Click Start. You are returned to the Template Selection For Renewal screen. At any point, you can click the Status link of the template set to be renewed in the background.
   • Click Log to view the Renewal Log. This displays the date and time on which the renewal process was begun and, if applicable, any time that it was continued, as well as which user initiated each process.
   • Click Remove to exclude a template from the renewal.
   • Upon completion of the renewal and delivery process, you have the option to review the status line to determine how many certificates were sent via email and fax and how many need to printed. Unlike the standard renewal process, certificates that need to be printed do not display in the Docspool area in the renewal process. To print certificates that were completed in the background, perform the Reprint Certificates workflow.
     
     Note: To reprint certificates that were not sent via email or fax, deselect the Email and Fax options under Delivery Methods. This narrows the search criteria to certificates that were not sent in a background process.
9. If you want to renew all of the templates shown, click Renew All on the options bar.
   1. The Renew All pop-up window displays. If any of the certificates are associated to expired policies, the following checkbox displays: Warning! Template(s) have expired policies. Continue? Select the checkbox if you want to continue with the renewals.
   2. You must make a choice in the Select Background Process to Run dropdown menu.
      • Renewal: Process the renewal with CSR24
      • Renewal and Delivery: Process the renewal and distribute to the holder recipients via the designated send method.
   3. Select the appropriate checkboxes:
      • Send Insured Confirmation: If this checkbox is selected, insureds with the option enabled receive a confirmation of the renewal.
      • Send Completion Confirmation: When the processing has completed, a notification is sent to the address in the My Email Address field at the bottom of the window.
      • Send Notification of Errors: A notification is sent to the address in the My Email Address field at the bottom of the window if any errors occur when the certificates are processed.
   4. Click Start.
   5. The Status for each certificate changes to Scheduled for Background Processing. The renewals occur in the background as you do other work, and the email address is notified when the process has been completed and/or if there are errors, depending on whether those checkboxes were selected. If you chose Renewal in step 8b, you would then send the certificates as necessary.
   6. No further steps are necessary.
10. Click View Print Spool to spool all certificates currently set to be renewed.
    
    Once they are spooled, all certificates default as selected, but you can select individual certificates within the list. Press [Ctrl] while clicking to select multiple certificates or [Shift] to select a range of certificates.
    
    Once the appropriate items are selected in the list, click Print to print them, Delete to remove the selected certificates from the list, or Clear to erase the entire list.
11. Click Edit Message on the options bar to add or update the default Renewal Subject and Renewal Message text. Click Save.

Note: Any additions or updates made here automatically update the information in Account Detail.

11. Click Cancel to exit the Template Selection For Renewal list and return to the previous screen.