Create a Carrier Response

When you market a policy, you will usually complete the following workflows in this order:

1. Add a Master Marketing Submission
2. Create a Carrier Submission
3. Submit to Carriers
4. Create a Carrier Response
5. Update Stage to Entered
6. Update Carrier Submission OR Move Marketed Lines to Current Policies

In the Create a Carrier Response workflow, you enter the responses from the carriers to which a policy was marketed. Follow these steps to create a carrier response.

4. Click on the appropriate Carrier Submission. Filter the carrier list if desired.

   Use the search bar to display carrier submissions that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of carrier submissions.

   Selecting multiple criteria performs an "and" search (for example, carrier submissions with specific Last Submitted date range).

   

   1. Click the Edit Filter button .
   2. The Edit Filter pop-up window displays. Click the Add button  to add filters.
   3. Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.
      
      Click the Delete button to remove a filter from the list.
   4. Click Finish when you have applied all of your desired filters.
      
      Hover over the Search where text to see the filter that is currently applied to the list.

   

   To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.

   

   1. Make a selection in the first dropdown menu.
   2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
   • Equals: Enter the search criterion (e.g., the full description) in the field to the right, or select a date from the dropdown calendar (if applicable).
   • Contains: Enter at least one character of the search criterion (e.g., part of the description) in the field to the right.
   • Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars.

   3. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
      
      To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
5. You can change the columns that display in the list if you wish.
   1. Click the Select Columns link label on the right side of the header bar.
   2. The Select Columns window displays. Select the checkbox next to each column that should be in the list. Deselect the checkbox next to each column that should be removed from the list.
   3. Columns will appear in the order in which they are listed. To move a column up or down in the list, click the appropriate column and then click the up arrow or down arrow to change the order.
   4. Click OK or press [Enter] to save your changes.
6. Do one of the following:
    
   • Click Actions > Create Carrier Response on the options bar.
   • Click Actions > Create Carrier Response on the menubar.
   • Right click the marketing submission and select Create Carrier Response.
7. Select the appropriate Issuing company or Premium payable code and entity.
8. Enter a Description of the carrier response.
9. Optionally enter a Response total premium and Response total commission.
10. Enter the Date received or click the down arrow to the right of the field to select a date from the dropdown calendar.
11. The window contains three tabs:
     
    • Lines
      1. Click on a line of business in the list.
      2. Choose a Carrier response for the selected line and optionally select a Description of the carrier response.
         
         Note: Selections in this list are added using the Marketing Carrier Response Configuration function.
      3. Select the Included in package policy checkbox if applicable.
      4. To apply the same Carrier response and Included in package policy selection to the remaining lines of business, click the Apply to All Lines link label.
      5. Enter a response line premium amount, Commission type, and commission Percent or Amount.
         
         Note: Click the Calculate link label if you wish to calculate the commission based on the response premium and commission percentage.
      6. Click each line of business in the list and repeat steps c through e for each if applicable.
      7. If you entered response line premiums and commissions, you can click the Calculate link label beside the Response total premium and Response total commission fields to show the total amount.
    • Attachments
      1. The Attachments tab lists all the additional attachments included with the submission.
         
         To add an attachment, do one of the following:
      • Click the Add button to the left of the Attachments list.
      • With focus on the list, press [Insert] on your keyboard.

      2. Choose the appropriate radio button and click Continue.

      • Email

        Note: Your agency's email program must be integrated with Applied Epic in order to attach emails to items in Applied Epic.

        1. In Pop-up window that displays, click on the email that you would like to attach to the submission for this carrier.
        2. If the email contains an attachment, the Save attached files checkbox is selected by default. If you do not wish to add the email's attachment(s) to this submission, deselect the checkbox.
        3. Click Continue.
        4. In the attach to window, select the Delete original after attaching checkbox if you want the email to be erased from your mail program.
        5. Click the correct item in the list and click Finish.
        6. The email subject defaults in the Description field. Change this if desired.
        7. Click Finish or press [Enter] to add the attachment.

        Click Cancel or press [Esc] to exit the workflow without adding the attachment. You are prompted: "Do you wish to discard changes?" Click Yes.

      • Existing client document

        Note: Limit the attachments that display in this list if necessary.

        Use the search bar to display attachments that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of attachments.

        

        1. Click the Edit Filter button .
        2. The Edit Filter pop-up window displays. Click the Add button  to add filters.
        3. Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.
           
           Click the Delete button to remove a filter from the list.
        4. Click Finish when you have applied all of your desired filters.
           
           Hover over the Search where text to see the filter that is currently applied to the list.

        To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.

        

        1. Make a selection in the first dropdown menu.
        2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
        • Equals: Enter the search criterion (e.g., the full description) in the field to the right, or select a date from the dropdown calendar (if applicable).
        • Contains: Enter at least one character of the search criterion (e.g., part of the description or folder name) in the field to the right.
        • Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars.

        3. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
           
           To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.

        1. Select the checkbox for each attachment to be added to the carrier submission.
        2. Click Finish or press [Enter].

      • Existing file

        1. Enter the path to the file you would like to attach, or click Browse to browse to the correct document.
        2. If Applied Epic is installed locally on your computer, you can remove the files from their original locations by selecting the Delete original after attaching checkbox for each attachment. If you access Epic through a web browser, you must delete the files manually after completing the workflow if you no longer need the originals.
        3. The selected attachment's filename defaults into the Description field but can be changed if necessary.
        4. Click Finish or press [Enter] to add the attachment.

        Click Cancel or press [Esc] to exit the workflow without adding the attachment. You are prompted: "Do you wish to discard changes?" Click Yes.

      To remove an attachment from the carrier submission, click on the attachment in the list and do one of the following:

      • Click the Delete button .

      • Press [Delete] on your keyboard.

      You are prompted: "Do you wish to delete this record?" Click Yes.

    • Activities

      Open activities display on this tab. Follow these steps to close an activity associated with the marketing submission.

      1. Click on the appropriate activity in the list.
      2. In the Open/Close section, click the Closed radio button.
      3. Choose Successful or Unsuccessful in the Closed dropdown menu.
         
         If you close the activity unsuccessfully, select a Reason from the dropdown list.
      4. Optionally enter an Actual time (in Hours and Minutes) that was spent on this activity.
      5. Optionally enter the Actual cost of this activity.
      6. Change the Access level for the activity note if applicable. Only members of the selected group will be able to view the note.
      7. Optionally enter a Note in the text box provided.
      8. Repeat these steps for each activity in the list until all have been closed.
12. Click Finish.
    
    Click Detail to bring up the detail screen for the marketing submission. Note that, when updating the lines of business in the list, the applications must be updated to match the carrier's quotes, with differences in coverages and with endorsements that the specific carriers may have changed for the quoting with their unique endorsements, forms or changes in coverages.
    
    After these steps are completed,

13. The In Process Carrier Response window displays, allowing you to do the following:
    

    • Leave the carrier response in progress

      1. Click Finish.

      2. A window displays, showing the lines of business for the carrier response. Click Finish.

    • Update the carrier submission status to entered

      1. Select the Yes, perform action radio button and select Update stage to "Entered."

      2. Click Finish.

      3. A window displays, showing the lines of business for the carrier response. Click Finish.

    • Move marketed lines to current policies

      1. Select the Yes, perform action radio button and select Move Marketed Lines to Current Policies.

      2. Click Finish.

      3. A window displays, showing the lines of business for the carrier response. Click Finish.

      The Move Marketed Lines to Current Policies window contains four tabs:

      1. • Policies
           1. Select the appropriate radio button:

           1. • Add new policy
                1. Choose the correct Policy from the dropdown list.
                2. The Description defaults in but can be changed if necessary.
                3. The Effective and Expiry dates default in but can be changed if necessary.
                4. Enter the new Policy # if known.
                5. Select the Submitted or Issued radio button.
                6. The Agency, Branch, and Department default into the fields.
                7. Optionally enter the Estimated premium and the Estimated commission.
              • Renew existing policy
                1. Choose the correct Policy from the dropdown list.
                2. The Description defaults in but can be changed if necessary.
                3. The Effective and Expiry dates default in but can be changed if necessary.
                4. The Policy # defaults into the field.
                5. Select the Submitted or Issued radio button.
                6. The Agency, Branch, and Department default into the fields.
              • Update existing policy
                1. Choose the correct Policy from the dropdown list.
                2. The Description defaults in but can be changed if necessary.
                3. Select the Submitted or Issued radio button.

           2. Optionally enter the Estimated premium and the Estimated commission.
         • Lines
           1. Click on a line of business in the list.
           2. For the selected line, click the appropriate radio button:
              • Add to this policy
                1. The Service Summary selection defaults into the field.
                2. The Status defaults in but can be changed.
                3. The Profit Center defaults in.
                4. The Issuing Company defaults in but can be amended.
                5. Select the correct Premium payable type:
                   • BR  Broker (External)
                   • CA  Carrier
                   • IN  Broker (Internal)
                6. Choose the appropriate Premium payable entity.
                7. The Estimated Premium defaults in but can be updated.
                8. In the Line Commission section, select the Default commission agreement checkbox if applicable, and select the appropriate Agreement from the dropdown list. The remaining commission information defaults in but can be changed.
                   
                   If you do not select the checkbox, select a commission Type and enter a commission Percent or Amount if known.
              • Add to different policy
              • Do not add to any policy
           3. Repeat these steps for each line of business.
         • Attachments

           Attachments for the selected carrier submission display on this tab.

         • Activities

           Open activities display on this tab. Follow these steps to close an activity associated with the marketing submission.

           1. Click on the appropriate activity in the list.

           2. The Close Activity screen displays. Choose Successful or Unsuccessful in the Closed dropdown menu.
              
              If you close the activity unsuccessfully, select a Reason from the dropdown list.
           3. Optionally enter an Actual time (in Hours and Minutes) that was spent on this activity.
           4. Optionally enter the Actual cost of this activity.
           5. Change the Access level for the activity note if applicable. Only members of the selected group will be able to view the note.
           6. Optionally enter a Note in the text box provided.

      4. Click Move if you are moving a line of business to more than one policy.
      5. Click Finish to complete the workflow.
      6. If you selected the Issued radio button on the Policy tab for an existing or renewal policy, you are prompted to update the client to an insured if the client is currently a prospect.

      7. If lines of business from two different applications were marketed together, the Update Location/Building Numbers pop-up window displays a list of locations and buildings that are associated with the client. You must assign a new location number and building number to each policy.

         • To use the existing location and building numbers, click the Default Loc/Bldg # link label.
         • Click to highlight the appropriate policy in the list. Enter the new numbers in the New Loc# and/or New bldg # fields and click Update. Repeat this for each item in the list.
         • To assign a location and building number to more than one item in the list, highlight the selected locations, enter the New Loc# and/or New bldg #, and click Update.
      8. Click Finish or press [Enter] on your keyboard.
      9. The Update Submission Status pop-up window displays. Select the appropriate Current carrier submission status.

Note: If you update the carrier submission status to Entered, the applications are locked down, and no other changes can be made before moving the applications to current. For that reason, the applications, premiums, etc. must be accurate for the company that is going to be current.

14. Click Cancel to close the window without saving any changes.