Add a Master Marketing Submission

A Master Marketing Submission serves as a template for the individual carrier submissions you submit to market one or more lines of business. 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

You must add a master marketing submission before you can complete any other steps to market a policy.

1. 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.

   2. In the Locate account dropdown menu, select Client.
   3. In the Locate by dropdown menu, select the appropriate option.

   4. Select the suitable checkbox or checkboxes to the right:

      • Insureds
      • Prospects
      • Active
      • Inactive
   5. 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).
   6. 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.
   7. Highlight the desired item in the Results list.
   8. Click Policies on the navigation panel or click Areas > Policies on the menubar.
      
      Note: You can access policies from the Account Detail screen in the same manner.
2. Click the word Policies in the view filter and select Marketed.

3. Do one of the following:
   • Click the Add button to the left of the Marketing Submission list.
   • Click New > Master Marketing Submission on the options bar.
   • Click File > New > Master Marketing Submission on the menubar.
4. Enter a Name for the marketing submission.
5. Optionally enter the desired Effective and Expiration dates.
6. Select an Agency.
7. Select a Branch.
8. Select a Department.
9. Choose a Type of business.
10. Click the Add button in the Policies to Market section. In the Add Line pop-up window, select the appropriate radio button and then click Continue.
    • Add new line
    • 1. Choose the correct Line of business.
      2. Select the Profit Center and Line Status.
      3. The Issuing Location defaults based on the client’s mailing address if it is set up do so in Policy Type Configuration or Field Default Configuration. Otherwise, it defaults blank. Update it if necessary. This field is required.
      4. Choose a Prefill if desired.
      5. Click Add to add another line of business, or click Finish if there are no more lines to add.
    • Add existing line
    • 1. On the Existing Policies to Market window, select the checkbox next to each policy to be marketed.
         
         Note: Select the Include history checkbox to include history policies in the list.
      2. Click Finish.
11. Click to highlight a line of business in the list and update its Status and Profit Center. Repeat this process for each line of business, or click the Apply to All Lines link label to apply the status and profit center to all other lines of business in the list.
12. Click Detail to enter information for the policies to be marketed.

13. If you are combining lines of business from two separate policies, the Update Location/Building Numbers pop-up window displays a list of locations and buildings 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, press [Ctrl] as you click on the selected locations, enter the New Loc# and/or New bldg #, and click Update.
14. Click Finish or press [Enter] on your keyboard.
    
    Note: If you added multiple existing policies to the master marketing submission, a message displays: "Multiple … applications were merged. Please verify duplicate information does not exist." Click OK.
15.  Submission Detail displays. The navigation panel expands to show the policies that you are marketing, and the available categories for the selected policy.
    1. Submission detail displays. The Name of the master marketing submission displays but can be changed.
    2. Optionally enter or amend the Effective and Expiration dates.
    3. Select a Source if desired.
    4. The screen contains two main tabs:
       • Lines
         1. You can change the columns that display 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 included in the list.
               
               Deselect the checkbox next to each column that should be removed from the list.
            3. Columns display in the order in which they are listed. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change the order.
            4. Click OK or press [Enter] to save your changes.
         2. To add a line of business, click the Add button in the Lines section. In the Add Line pop-up window, select the appropriate radio button and click Continue.
            • Add new line
              1. Choose the correct Line of business.
              2. Select the Profit Center and Line Status.
              3. The Issuing Location defaults based on the client’s mailing address if it is set up do so in Policy Type Configuration or Field Default Configuration. Otherwise, it defaults blank. Update it if necessary. This field is required.
              4. Choose a Prefill if desired.
              5. Click Add to add another line of business, or click Finish if there are no more lines to add.
            • Add existing line
              1. In the Existing Policies to Market window, select the checkbox next to each policy to be marketed, and then click Continue.
                 
                 Note: Select the Include history checkbox to include history policies in the list.
              2. Click to highlight a selected line of business. The Status for the highlighted line defaults but can be changed if necessary.
              3. Choose a Profit center for the selected line.
         3. Click to highlight a line of business in the list and fill in the information for it on the following tabs:
            • Line
              1. Select a new Status in the dropdown menu if applicable.
                 
                 Note: To apply this status to all lines of business in this submission, click the Apply to all lines link label.
              2. The remaining fields in the Line of Business section are informational only and cannot be edited.
              3. The Line Information area allows you to track an additional identification number for each line of business, the number of risks being insured, and the total eligible risks. This area also allows you to identify the benefits plan being marketed.
                 
                 You can then report on this information at the line level by using the Line Information sets for reports.
                 1. In the Line ID field, enter an identifying number if applicable, such as a group ID number, if applicable.
                 2. Enter the number of Risks insured field and a Description.
                 3. Enter the number of Total eligible risks and a Description.
                    
                    Note: Risks insured and Total eligible values may differ. For example, only 20 tractor trailers risks might be insured out of a fleet of 30.
                 4. The Plan option name is an identifier used for benefits plans that have multiple lines with the same type of business, such as GMED – Group Medical. Giving each line a unique Plan option name makes it easier to distinguish the lines from one another. If applicable, enter a name in the Plan option name field.
            • Servicing
              1. For each type of servicing role, choose an Employee and add a Description if desired.
                 
                 Note: To apply the servicing contact selections to all lines of business in this submission, click the Apply to all lines link label.
            • Categories/Comments

              Use the Agency Defined Categories section to apply agency-defined categories to the submission. For instructions on adding new agency defined categories to the system, see Agency Defined Categories Setup.

              1. To apply a new category, do one of the following in the Agency Defined Categories section:
                 • Click the Add button .
                 • With focus on the Agency Defined Categories List, press [Insert] on your keyboard.
              2. The Agency Defined Category window displays. Select a Category from the dropdown menu.
              3. Select an Option from the dropdown menu.
              4. If you have more than one category to add, click Add to add the code and keep the Agency Defined Category window open.
                 
                 Click Finish to add the category and close the Agency Defined Category window.
                 
                 Click Cancel to close the Agency Defined Category window without adding the new structure.
                 
                 To remove a category from the list, highlight it and click the Delete button or press [Delete] on your keyboard. You are prompted, "Do you wish to delete this record?" Click Yes.
                 
                 Note: To apply this category to all lines of business in this submission, click the Apply to all lines link label.
              5. Enter Comments as necessary.
                 
                 Note: To apply the comment to all lines of business in this submission, click the Apply to all lines link label.
       • Attachments
         1. Drag and drop the desired file to the Attachments tab or 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 Finish.
         • 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 the 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 to remove the email 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 locate it.
           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.

Click a policy to view its detail.

Click a specific section to view or fill in the related information.

16. If you click a section for which you defined a prefill, you can apply that prefill to the application. If you have prefills that include standard coverages for a Business Auto policy, for example, you can go to the Business Auto application and apply the prefill.
    
    Click Actions, Select Prefill to apply a prefill. See Select Prefill for more information.
17. A form displays on the right. View, add, or amend the fields as necessary.

A list displays at the top of many of the forms. To expand the list, click the bottom of the list and drag the cursor down the screen.

To view or revise information on these forms, select the correct line in the list. If there are no items in the list and the form is grayed out, click the Add button to activate the fields on the form so you can fill in the information.

Various tabs display below the list. Each tab contains different fields. To view or revise information in these fields, select the correct line in the list. If there are no items in the list and the fields are grayed out, click the Add button to activate the fields on the form so you can fill in the information.

To remove an item from a list, click on the item and do one of the following:

1. • Click the Delete button to the left of the list.
   • Press [Delete] on your keyboard.

Some form sections (e.g., the Applicant section of the personal, commercial, or agriculture application) allow you to make changes to contact information. For example, you may notice that an address is wrong or a name is misspelled. These sections include an Update Contact Information link label that lets you save the changes directly from the form so you do not need to go back to the Contacts area. Click the link label to open the Update Contact Information screen.

Some tabs and/or screens are disabled (meaning that they are grayed out and cannot be edited) because they are not associated with the selected line of business, an item has not yet been added to the list on the top portion of the screen, or a selection needs to be made on a different screen or tab. For example, none of the fields on any of the tabs on the Coverages/Limits of Liability screen are enabled until you choose a coverage code on the Other Optional Coverages/Endorsements tab.

18. When you have made the desired changes, click the "X" next to the correct bulleted item in the navigation panel. Your changes are saved automatically.