Submit to Carriers

Note: This article contains printing instructions that are only applicable if Applied Epic is installed locally on your computer. If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you cannot print directly from within the system. See Printing for more information about the printing capabilities available from Epic Browser. All other steps in this article are applicable to both methods of accessing Epic unless stated otherwise.

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

Add a Master Marketing Submission

Create a Carrier Submission

Submit to Carrier

Create a Carrier Response

Update Stage to Entered

Update Carrier Submission OR Move Marketed Lines to Current Policies

In the Submit to Carrier workflow, you send the policy information to the selected carriers.

Locate the account in question and access the Policies area.
1. To access Accounts from the Home screen, do one of the following:
1. - Click Accounts on the navigation panel.
  - Click Areas > Accounts on the menubar.
  - Click the down arrow next to Home on the options bar and select Accounts.
  - Click Locate on the options bar.
To access Accounts from another area of the program, do one of the following:
- Click Home > Accounts on the menubar.
- Click the down arrow next to Home on the options bar and select Accounts.
- Click Locate on the options bar.
1. In the Locate account dropdown menu, select Client.
2. Select a Locate by option from the dropdown menu.
  
  You can access marketing submission detail directly from the Account Locate screen by selecting the Submission ID option and double clicking on an item in your search results.
3. Select the suitable checkbox or checkboxes to the right:
  - Insureds
  - Prospects
  - Active
  - Inactive
4. Enter the first few letters of the name, lookup code, phone number, etc. (depending on the selection in the Locate by dropdown menu) and press [Enter] or click Locate.
  
  Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
5. The Results list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
6. Highlight the desired item in the Results list.
7. Click Policies on the navigation panel or Areas > Policies on the menubar.
  
  Note: You can access policies from the Account Detail screen in the same manner.
Click the word Policies in the view filter and select Marketed.

Click on the correct master marketing submission. Change the master marketing submissions that display in the list if necessary.
Use the search bar to display marketing 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 marketing submissions.
Selecting multiple criteria performs an "and" search (for example, marketed policies Last Submitted date for a specific Line Type).
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:
1. 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.

Do one of the following:

Click Actions > Submit to Carriers on the options bar.
Click Actions > Submit to Carriers on the menubar.

Choose the appropriate option in the Submit as dropdown menu.

If you choose Bound in the Submit as field, fill in the If bound Effective date and Expiry date, and either enter a time or select the 12:01 or Noon radio button.

The Code dropdown menu in the Producer section populates with all of the producers on all lines of business on the Carrier Submission. Select the desired producer in the dropdown list.

Note: If only one producer is associated with the submission, that producer code defaults into the field.

Select a Scanned signature if applicable.

All associated open activities must be closed before submission.

Click Continue.

Make a selection in the Activity section:

Create one activity per Carrier Submission
Create one activity per line per Carrier Submission

If you wish to create an activity for a prior carrier submission, select the Create activity for previously submitted Carrier Submissions checkbox.

The code for the selected carrier defaults into the Carrier Submission field. The items on the tabs apply only to the carrier shown in this field.

The Submit to Carrier window contains the following tabs:

Details
1. Enter an Underwriter if applicable, or click the lookup button to choose an underwriter from a pop-up window. Double click the appropriate underwriter, or click once on the underwriter and then click Finish or press [Enter].
2. Optionally enter an Office for the selected carrier.
Forms/Attachments
This tab lists the forms and attachments that are associated with this submission.

The forms and attachments to be printed with the master marketing submission are listed on this screen. Click a form group in the upper list to view the associated forms. Select/deselect the checkboxes to specify which forms should print. Click Select/Unselect All to choose or deselect all of the forms in the list.

To print a form in a different language, click to highlight the form and make the appropriate selection in the Language dropdown menu. If no other language is available for the form, the Language list is not enabled.

These forms print in the order in which they display in the list. To move an item up or down in the list, click the item and then click the up arrow or down arrow as necessary.

An item that is intended to be submitted to the carrier must be one of the following file types: .PDF, .DOC, .DOCX, .DOCM, .XLS, .XLSX, .XLSM, .CSV, .TXT, .TIF, .TIFF, .GIF, .GIFF, .JPG. .JPEG, .JPE, .BMP, or .MSG.
1. To add an attachment, drag and drop a file to the Forms/Attachments tab or click the Add button .
  1. Select the appropriate radio button and click Continue:
  1. - Email
      
      Note: Your agency's email program must be integrated with Applied Epic in order to attach emails to items in Applied Epic.
      
      Click Browse to bring up your email.
      
      Click on the correct email in the list. If you want to save any files that are attached to the selected email, click the Save attached files checkbox.
      
      Click Finish.
      
      If you want to delete the email from your inbox after attaching it to the marketed policy, select the Delete original after attaching checkbox.
      
      The email subject defaults in the Description field. Change this if desired.
      
      Click Finish.
      
      On the Select Master Marketing Submission window, the Update Master Marketing Submission checkbox is selected by default.
      
      Deselect the checkbox for any carrier to which the new attachment should not be associated.
      
      Click Finish.
    - Existing Client Document
      
      The Available Attachments window displays. Change the attachments that display in the 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.
      
      Click the Edit Filter button .
      
      The Edit Filter pop-up window displays. Click the Add button to add filters.
      
      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.
      
      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.
      
      Make a selection in the first dropdown menu.
      
      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.
      
      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.
      
      Select the checkbox next to each item to be attached to the marketing submission.
      
      Click Finish.
    - Existing File
      
      Click Browse and find the file you want to attach. Click Open.
      
      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.
      
      The file name defaults in the Description field. Change this if desired.
      
      Click Finish.
The Native Format column indicates whether or not the file will be sent in its original format as opposed to being sent as a PDF file. If enabled, click the Change Native Format link if you wish to change this selection. See DDO Email Configuration for more information on this feature.
1. To send the same forms to other carriers, click the Apply to link label. In the Apply to window, click the checkbox beside each carrier to which these forms should be sent, or click Select All to send them to every carrier in the list.
Organization Contact
The Organization Contact tab displays the contact information for your organization that will be used when processing this action. The information on this tab defaults based on the settings established for this structure/workflow combination in Workflow Defaults Configuration, but you can override it if necessary.
1. The agency Name defaults in the dropdown list. You may optionally select a specific branch or department in the list.
2. To change the Address, click the magnifying glass button . The Select Address screen displays, showing all addresses associated to the agency, branch, or department. Select the appropriate address and click Finish.
  
  Note: If the address that should be used for this workflow does not display, check the Organization Contacts area to ensure that the address has been entered and associated to the correct structures.
3. Revise the Phone, Fax, and Email fields as necessary. You can click the email icon to launch a new email message from this screen.
4. In the License frame, select Print license # if applicable. Determine whether the license number for the Agency or Branch should be printed.
Distribution
1. To change the circumstances under which you are notified that the document has been sent, click the Change Notification Settings link label, select the desired radio button, and then click Finish or press [Enter].
2. To choose a contact to whom to send the submission, click the lookup button to the right of the Contact field and select the appropriate person in the pop-up window that displays.
3. In the Via field, choose the desired contact method:
  - Email
    In the Email/Fax Details frame, select the sender’s email address from the From dropdown, or click the Change Sender link label.
    
    If you click Change Sender, the Change Sender pop-up window displays.
    
    Select an email address from the dropdown.
    
    Click Finish or press [Enter] to accept the changes, or click Cancel to discard them.
    
    The highlighted contact’s email address populates the To field, but you can enter additional email addresses manually if necessary (separating them with semicolons) or click the To button to open the Contact Address Book.
    
    If necessary, enter Cc and Bcc email addresses fields (separating them with semicolons), or click the Cc or Bcc button to open the Contact Address Book.
    
    Enter a Subject for the email.
    
    Enter a Message to display in the body of the email. Use the formatting ribbon to format text and add images or links if necessary. Hover over each button to display its function in a tooltip.
    
    If necessary, select a Template to apply to the email. The Branding Profile and Email Signature associated to the selected template default, but you can change these dropdown selections is necessary. To restore the default Email Signature (or clear the signature if no default is set) click the Refresh link label.
    
    To preview the email, select Show message as the recipient will see it. If the selected Template includes merge variables, the variables populate in the preview so you can see the message as the recipient will.
    
    To send an email with the same Subject and/or Message to another recipient in a separate email, click the Apply To link label in the Email/Fax Detail header.
    
    Select/Deselect the Subject and Message checkbox(es) as needed.
    
    Select the checkbox for each recipient to which the email subject and/or message apply. To apply it to all listed recipients, click the Select All link.
    
    In the Delivery Options frame, choose to send the email Now, or Schedule to send it later. If you choose Schedule, enter a date and time for the email to send.
    
    Click the Preview button to display any attachments that will be included with the email.
  - Fax
    You are prompted, "A sender must be defined for the outgoing fax." Click OK.
    
    In the Change Sender pop-up window, enter a Name or select a Name from the dropdown menu. Enter the correct information in the remaining fields, and then click Finish or press [Enter].
    
    Enter the correct Fax number if it does not default into the field.
    
    Enter a Subject for the fax.
    
    Optionally enter a Message to print on the fax cover sheet.
    
    Select a fax Cover page.
    
    To change the Language of the selected Cover page, select it from the Language dropdown menu.
    
    Note: you must set up a Cover page in all desired languages in Fax Cover Page Configuration to make these languages available for selection from this dropdown menu.
    
    If you want to see a preview of the fax cover page, click the Preview link label to the right of the field.
    
    If you want to change the name of the person who is sending the fax, click the Change Sender link label. In the window that displays, select a new Name, fill in the other pertinent fields, and click Finish or press [Enter].
    
    Choose to send the file Now or Schedule it to be sent later. If you choose Schedule, enter a date and time for the file to be sent.
    
    Click Finish.
  - Issue Without Distributing
  - Print
    Pick the correct Printer in the dropdown list, or click Change Printer Settings to display the Print window.
    
    Choose to print the file Now or Schedule it to be sent later. If you choose Schedule, enter a date and time for the file to be sent.
Close Open Activities
Open activities display in the list on this tab. To close the activities, follow the steps below.
1. Click on an open 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. Select an 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 steps a through g until all of the activities have been closed.

Click Finish to submit the marketed policy to all selected carriers. Make sure you have completed the steps above for each carrier before clicking Finish.

Click Cancel to exit the workflow without submitting the marketed policy.

Click Preview to see an on-screen copy of the marketed policy.