Issue Certificate

The workflow described here should be used to issue a certificate for a single Holder. To issue a certificate for multiple Holders, use the Certificate Renewals/Batch Processing procedure.

In order to issue a certificate for an insured, you must first create a certificate template.

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 > Issue a Certificate. (You can also click the Issue Cert button at the top of the account detail screen.)
3. If multiple named insureds exist, select the appropriate Named Insured in the list. You can also select Main Insured, which populates the Account Name and account-level address from client detail in Applied Epic on the certificate. Please note that this page only displays if the Multiple Named Insureds feature is activated.
4. A list of certificate templates for the insured displays. Expired templates are shown in red and marked with a single asterisk in the far left column, while templates that include expired policies are shown in red and marked with a double asterisk.
   
   You are able to use this workflow to resend a previously issued certificate if necessary. To toggle between a list of certificate templates and a list of previously issued certificates, click the Previously Issued Certs or Issue Cert button on the options bar, depending on which currently displays. The search filters available in the Search frame vary based on which list is currently displayed.
   
   You can preview any of the certificates listed by clicking the icon in the Preview column. An image of the certificate opens in a new tab.
   
   See Reprint or Reissue a Certificate for instructions on reprinting or reissuing a previously issued certificate.
5. Click the desired template or certificate.
6. If you selected a template rather than a previously issued certificate, you have the option of changing the certificate Holder or adding a new Holder. If resending a previously issued certificate, click Submit and continue to step 7.
   
   Note: If a Holder is not listed on the certificate, you will be prompted to complete the steps below to select a Holder before you can proceed with the request.
   1. Click Select Holder or Add Holder at the top of the page. Select Holder allows you to select a Holder from those in your system, while Add Holder allows you to add a Holder that is not currently entered.
      
      If you clicked Select Holder, select a holder from the list. You can enter search criteria in the Find frame to search Holders in this insured's Cert Holders/AOIs list or in the Global AOIs list. You can also click the Add Holder button to add a new Holder.
   2. Fill out the information in the Holder Information frame. If you selected an existing Holder, some information defaults.
      1. Enter the Holder's name and contact information in the Full Name, Address, City, State/Province, Zip/Postal Code, Country, Primary Phone, and Secondary Phone fields.
      2. If this Holder will not be used in the system again, check the One Time Only checkbox. If you select this checkbox, the Date Interest Ends defaults to the current date but can be modified if necessary.
      3. Check Do they Receive Renewals? if applicable.
      4. Enter a Loan Number if applicable.
      5. Enter a number of Cancellation Days. If you are issuing a certificate using the ACORD 25 (2009/01) edition and the number of cancellation days on the template is blank, this value will be printed. For all other forms, this field has no effect.
      6. Select a Group Code, or select None. (Group codes are available only if the feature has been activated.)
   3. The Endorsements frame allows you to view the attachments available to be issued with the certificate. All endorsements currently included are listed beneath the View/Edit button. These attachments are Holder-specific; selecting an attachment here does not mean it will be included each time you issue a certificate using this template. To change the attachments:
      1. Click View/Edit.
      2. A list of attachments associated to the template displays. For each attachment that should be received by the Holder, select the Attach checkbox.
         • Click View to view an attachment.
         • You can also click Add to include an attachment not associated to the template. Click Browse to locate the appropriate file and enter a Description. Click Save to include the attachment with the certificate.
         • If your agency uses the Applied Epic management system, you can import attachments from Applied Epic to Applied CSR24. Click the Search button in the Epic Attachment Add section. Locate and click on the desired attachment.
           
           Note: PDF, Microsoft Word, and Microsoft Excel files can be selected. Word and Excel files are converted to PDF after attachment.
      3. When you have made all necessary changes on the Endorsement List window, click Close.
   4. Fill out the following In the Description of Operations frame:
   1. The Certificate Portion field automatically populates according to the template.
   2. Optionally, enter text in the Holder Specific Portion field. The text automatically populates on all certificates issued to this Holder for this insured.
   • You can click the Lookup link to search for text stored in your library. The text entered here will automatically populate all certificates issued to this Holder for this insured.
   • You can click Risk Lookup to display all available risks associated to the template. In the Available Risks pop-up window, select the checkbox for any risk(s), or select the Sel All checkbox to select all risks. Click Add Selected to populate the selected risk(s) in the Holder Specific Portion field.
   • You can click Spell to spell-check the text in the Holder Specific Portion field. On the Spell Check pop-up window, enter a new spelling for misspelled words, or select a replacement word from the Suggested Word dropdown menu, then click Replace. Click Ignore to disregard a detected misspelling.
   3. Optionally, select Lock Holder Info in Self-Service. This option prevents insureds from performing the following actions in the Self-Service Portal and MobileInsured: editing the holder’s name or address, adding or copying the holder, updating the holder for renewal, and revising previously issued certificates.
7. Fill out the following in the Delivery Information frame:
   1. Optionally amend Your Email Address. This will display as the sender email address if the certificate is delivered via email.
   2. Select the Send Me Confirmation checkbox if you wish to have a confirmation email sent to this address.
   3. Optionally check Send to holder via Mail. This adds the certificate to the U.S. Mail spool so that it can be printed and mailed by a third party. The U.S. Mail option must be enabled for your agency in order for this checkbox to display.
   4. If applicable, check This certificate supersedes previously issued certificate. This prints the words This certificate supersedes previously issued certificate across the bottom of the certificate.
8. You can enter delivery information for up to three recipients. For each recipient, fill out the following information:
   1. Optionally, enter an Attention line.
   2. Enter a Subject and Message.
   3. Optionally, select the Fax the Cert checkbox if faxing is enabled for your system. If you do so, optionally select Include a Cover Page. Enter a Fax Number.
   4. Deselect the Email the Cert checkbox if you do not want the recipient to receive a copy of the renewal certificate.
   5. If you select either the Email the Cert or Email Renewal Cert, enter an Email Address.
   6. Optionally, select the Send via U.S. Mail checkbox. If you do so, enter the name and address information to be used when mailing the certificate.
   Note: If you deliver a certificate via email, but the message cannot be delivered to an email address you specified, you receive a return message. This return message contains the certificate as an attachment, the recipient's email address, and the Holder name.
9. If you wish to view the certificate before submitting it, click Preview on the options bar to download a PDF copy of the certificate with the current information from the Holder screen. This allows you to review the holder information, endorsements, and Description of Operations as they will populate on the printed form to help validate the certificate details and prevent the need to reissue a certificate due to an oversight. The data is saved in Applied CSR24 automatically at this point, so any changes are not lost if you need to leave and continue the issuance process later.
   
   When copying or adding a holder, if you click Cancel after previewing the certificate, you are prompted to save the holder information. Clicking Cancel removes the holder record. Clicking OK saves the holder information.
10. Click Submit. A message displays stating that your certificate has been processed.
    
    To view a printable preview of the certificate and any attachments in a new tab, click Open Cert.
    
    To issue another certificate for this insured, click Issue Another.