Edit/View Policy Detail

To learn more about this capability, click the Launch video button.

In policy detail, you can access a policy’s servicing and billing information and application detail and make changes to the policy. Except on in-process policies or policies you are endorsing, you can only edit the billing and line information. If no application detail is associated to the policy type in Policy Type Configuration, only the Servicing/Billing, Personal or Commercial Application, and Line (without detail) sections are available in the navigation panel.

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.

Locate the account 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 policy detail directly from the Account Locate screen by selecting the Line ID, Policy #, or Vehicle Registration Number 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.
A list of policies for the selected customer displays. Change the policies that display in the list if necessary.
1. Click the word Policies in the view filter.
A list of choices displays:
1. - All Except Marketed
  - Current/Renewed
    
    Note: Lapsed and cancelled policies display here for the number of days beyond their expiry or cancellation dates defined in System Settings.
  - Expired/History
  - Marketed
  - Marketed (History)
1. Click on the appropriate selection.
Use the search bar to display policies 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 policies.
Selecting multiple criteria performs an "and" search (for example, policies with a specific Type of Business and a specific Policy Effective date). Making multiple selections for the same criterion performs an "or" search for that criterion (for example, policies with either of two Types of Business). You can make up to eight selections for the Type of Business criterion and up to 10 for the Line Type criterion.
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.
To save your currently applied filters as a default for the selected client or all clients, create Filter Defaults. Filter defaults are unavailable for the Marketed and Marketed (History) lists and for Policies lists opened from the Access menu (as Access > Policies already provides a filtered view).

Your filter defaults are unique to your user code and will not affect other users’ saved defaults.
You can change the columns that display in the list if necessary.

Note: Click the Sort Descending link to sort the policies by date starting with the most recent.
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 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.
  
  Click Cancel to close the window without saving your changes.
Click on the policy in the list.

Note: Monoline and package policies are in bold. Lines of business included in package policies are not bolded; they are indented and listed below the package policies to which they belong.

To view in-process and suspended workflows for the selected line, click the In Process/Suspended Workflows link. Clicking Suspend History shows all suspensions for the selected workflow. Clicking a suspension shows its Comments. Click Close to return to the myEpic - Workflows window. Click the Close button to close the myEpic - Associated Workflows window.
To see the servicing contacts for a specific line of business, click on the line in the list. In the Line Detail area, click the Servicing Contacts link.

Do one of the following:
- Click the Edit button on the Policies screen.
- Click File > Open on the menubar.
- Press [Ctrl]+O.
- Double click the policy.
The Policy Detail screen displays. The navigation panel expands to show the available categories for the selected policy. Click a category to show its specific sections on the policy. Click a specific section to view or enter information related to that section.

Note: When Policy detail is open, the Policy Balance displays in the footer of the screen.

If you click a section for which you defined a prefill, you can apply that prefill to the application. For example, if you have prefills that include standard coverages for a Business Auto policy, 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.
A form displays on the right. View, add to, or amend the fields as necessary.
All policies contain a Servicing/Billing section with the following screens:
- Policy
  The Policy screen contains the following sections:
  - Policy Detail
    The policy Type and Description default but can be changed.
    
    Enter the Policy number if known.
    
    Optionally choose the Source that compelled the client to contact you.
    
    If the Turn off policy download checkbox is selected, policy data received during Download will not overwrite existing policy information. The Turn off Policy download checkbox selection applies to all lines of a package policy.
  - Structure
    
    The Structure area is informational only.
  - Policy Premium/Commission
    
    You can enter or update the Annualized, Estimated, and Estimated monthly premium and commission.
    
    Click Calculate to calculate the estimated premium and/or commission. This calculation provides a policy-level total and sums the estimated monthly amounts for all lines, which populate in the Estimated and Estimated Monthly fields, respectively.
- Line
  The list shows all of the lines of business associated with the selected policy. The screen contains the following tabs:
  - Line
    
    Add additional lines of business to the policy or remove lines of business from the policy if needed. See the Add a Line of Business and Remove a Line of Business sections below for more information.
  - Billing
    Select a Billing plan if applicable.
    
    If you choose a billing plan, optionally select the Financed checkbox.
    
    Select a Tax option if applicable. You can set up the Tax option to default for all lines of a particular type in Policy Type Configuration.
    
    In the Send Invoice To area, make a selection in the Type dropdown menu:
    
    Broker
    
    Client
    
    Other Interest
    
    If you choose Broker or Other Interest, click the lookup button in the Account field.
    
    In the Account Lookup pop-up window, filter by Account Name or Lookup code, enter at least one character in the Search field and click Find.
    
    Note: Click the Include Inactive link label if you would like to include inactive accounts in the list.
    
    Narrow the list of accounts if necessary.
    
    To narrow the list of accounts, use the search bar above the list to specify the contacts that you want to see.
    
    These are the choices in the first dropdown menu:
    
    Lookup Code
    
    Account Name
    
    The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.
    
    Begins with: Enter at least the first letter or number of the search criterion (e.g., the full description or folder name) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
    
    Contains: Enter at least one letter or number of the search criterion (e.g., part of the description or claim number) in the field to the right. Click Find.
    
    Click to highlight the desired account and click Finish.
    
    If you chose Broker as the account Type, select/deselect the Bill broker net checkbox.
    
    Optionally specify a Contact.
    
    Click the lookup button to bring up the Contacts pop-up window.
    
    Contacts for the selected entity display in the list. Click the desired contact and then click Finish.
    
    The Address, Description, and Site ID default but can be changed if necessary.
    Note: Changing the data in these fields does not change the data in Account Detail.
    
    Enter or update the Loan # if applicable.
    
    The Delivery method defaults but can be amended. If you choose Email or Fax, ensure that the Email or Fax field is filled in.
  - Servicing
    Choose the appropriate entities in the dropdown boxes in the Servicing Contacts section.
    
    Optionally add a Description in the field to the right of each selection.
  - Pr/Br Commissions
    Depending on the type of business and the options your organization has configured, you may have the option to enter single-term or multi-term commissions.
    
    Single-term commissions enable you to enter one rate for one or more producers/brokers for the duration of the policy. Multi-term commissions enable you to enter different rates for different producers/brokers for fixed periods of time during the policy term (for example, if the commission amount decreases over time). You cannot add multi-term commissions to a policy with a multi-carrier or multi-commission schedule. Date ranges for multi-term commissions cannot overlap or contain gaps, and only the last range can have an Open end date.
    
    Changing your selection from multi-term to single-term commission (if both options display) removes all commission term ranges and future producer/broker commissions. The system only retains commission information for the current range (based on the current system date).
    
    If the Multi-term commission option is available and selected, you can do the following:
    
    Add a Date Range
    
    Click the Edit button beside the Term Ranges list. The Define Commission Date Range window displays.
    
    Click the Add button .
    
    The new range’s effective date defaults to the day after the previous range’s end date. You cannot leave gaps between ranges. Edit the range’s end date as necessary.
    
    Enter a description for the date range.
    
    Repeat the previous steps to add additional date ranges.
    
    When you have added all of your date ranges, click Finish.
    
    Edit a Date Range
    
    Click the Edit button beside the Term Ranges list. The Define Commission Date Range window displays.
    
    Select the date range in the list.
    
    Change the commission effective date and the commission expiration date if necessary.
    
    Revise the Description.
    
    Click Finish to save your changes and close the window.
    
    Delete a Date Range
    
    Select the date range in the list.
    
    Click the Edit button beside the Term Ranges list.
    
    In the Define Commission Date Range window, click the Delete button beside the list. Click Yes to confirm the deletion.
    
    Click Finish to save your changes and close the window.
    
    Print a list of Date Ranges
    
    Click the Print button beside the list.
    
    The Print window displays. Print this list as you would any other document.
    
    For both single-term and multi-term commissions, you can do the following:
    
    Add a Pr/Br Commission
    
    Click the Add button beside the list. The Pr/Br Commission pop-up window displays.
    
    Choose BPAY - Broker Payable or PPAY - Producer Payable in the Pr/Br dropdown menu.
    
    Select the broker or producer Code.
    
    If the producer or broker you selected has one or multiple valid commission agreements, the Use commission agreement checkbox is enabled and selected by default. If multiple valid commission agreements exist, choose a Commission Agreement from the dropdown menu.
    
    If you selected a Standard commission agreement, select the Override commission agreement percentage/amount checkbox to change the Type, Percentage, or Amount of commission. Changing these amounts does not change the commission agreement for any other policies.
    
    If do not want to use a commission agreement for this producer/broker commission, deselect the Use commission agreement checkbox.
    
    Select a Contract.
    
    Choose a commission Type.
    
    Enter the Percent or Amount.
    
    Enter the Production credit %.
    
    The Order # defaults but can be amended.
    
    The Share Revenue section is enabled if it applies to this policy. Add or edit the Revenue %, Agency, Branch, Department, and Profit Center.
    
    Click Add to complete this commission and add another commission to the policy or date range.
    
    Click Finish to complete the commission and close the window.
    
    Click Cancel to exit the workflow without saving the commission.
    
    Edit a Pr/Br Commission
    
    Click the Edit button beside the list. The Pr/Br Commission pop-up window displays.
    
    Change the BPAY - Broker Payable or PPAY - Producer Payable in the Pr/Br dropdown menu if applicable.
    
    Amend the broker or producer Code if necessary.
    
    If applicable, toggle the Use commission agreement checkbox. If you select the checkbox and multiple valid commission agreements exist, choose a Commission Agreement from the dropdown menu.
    
    If you selected a Standard commission agreement, select the Override commission agreement percentage/amount checkbox to change the Type, Percentage, or Amount of commission. Changing these amounts does not change the commission agreement for any other policies.
    
    Select a Contract.
    
    Choose a commission Type.
    
    Enter the correct Percent or Amount.
    
    Optionally edit the Production credit %.
    
    The Order # defaults but can be amended.
    
    The Share Revenue section is enabled if it applies to this policy. Add or amend the Revenue %, Agency, Branch, Department, and Profit Center.
    
    Click Finish to save your changes and close the window.
    
    Click Cancel to exit the window without saving your changes.
    
    Delete a Pr/Br Commission
    
    Click to highlight the commission that you wish to delete in the list.
    
    Do one of the following:
    
    Click the Delete button to the left of the list.
    
    Press [Delete] on your keyboard.
    
    You are prompted, "Do you wish to delete this record?" Click Yes.
    
    Print a list of Pr/Br Commissions
    
    Click the Print button to the left of the list.
    
    The Print window displays. Print this as you would any other document.
  - Categories/History
    The Categories/History tab contains the following areas:
    
    Agency Defined Categories
    
    Use this section to apply agency-defined categories to a line of business. For instructions on adding new agency defined categories to the system, see Agency Defined Categories Configuration.
    
    To apply a new category to this line, in the Agency Defined Categories section, do one of the following:
    
    Click the Add button .
    
    With focus on the Agency Defined Categories List, press [Insert] on your keyboard.
    
    The Agency Defined Category window displays.
    
    Filter the list of categories if you wish.
    
    Use the search bar above the list to specify the categories that you want to see.
    
    These are the choices in the first dropdown menu:
    
    Category
    
    Option
    
    There is one choice available in the second dropdown menu.
    
    Contains: Enter at least one letter or number of the search criterion in the field to the right. Click Find.
    
    To see the filter that is currently applied to the list, hover over the Search where text.
    
    Select the checkbox beside each category you wish to apply to this account. To check all of the items listed, click the Select all checkbox.
    
    Click Finish to add the category and close the Agency Defined Category window.
    
    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.
    
    Comments
    
    Type pertinent comments in the field provided.
    
    History
    
    Agency first written shows the date the policy was added. This date can be revised.
    
    If applicable, enter the Broker of record date, or select it from the dropdown calendar. This is the date on which the account is exchanged from one agency to another.
    
    The Entered, Last Updated, and Prior Account data is informational only.
- Multi-Commissions (available if multi-commissions are active for the policy)
  1. Click the Add button on the Multi-Commission Classes list to add the currently selected policy/line to the list and activate the fields in the Agency frame. Click the Include Inactive link label to display inactive as well as active commission classes in the list.
  2. If you are adding multi-commissions for a monoline policy, the Line defaults. If you are adding multi-commissions for a package policy, select the Line.
  3. Select the commission Class.
    
    Note: You must set up the necessary Commission Class Codes and ensure that they are active before using multi-commissions. Inactive codes will not populate this menu.
  4. The Issuing company, PPE Type, Premium Payable, and Contract default based on the line selected.
  5. Select the agency commission Type:
    - $ Flat Fee
    - % Percentage of Premium
  6. Enter the Percent or Amount.
  7. The Pr/Br Commissions frame populates with any information entered on the Pr/Br Commissions tab, but you can make changes to this information if you wish.
    1. Click the Add button beside the list. The Pr/Br Commission pop-up window displays.
    2. Choose BPAY - Broker Payable or PPAY - Producer Payable in the Pr/Br dropdown menu.
    3. Select the broker or producer Code.
    4. If the producer or broker you selected has one or multiple valid commission agreements, the Use commission agreement checkbox is enabled and selected by default. If multiple valid commission agreements exist, choose a Commission Agreement from the dropdown menu.
    If do not want to use a commission agreement for this producer/broker commission, deselect the Use commission agreement checkbox.
    1. Select a Contract.
    2. Choose a commission Type:
      
      ! - Agency Net Commission
      
      $ - Flat Fee
      
      % - Percentage of Premium
      
      @ - Percentage of Commission
    3. Enter the Percent or Amount.
    4. Enter the Production credit %.
    5. The Order # defaults but can be amended.
    6. The Share Revenue section is enabled if it applies to this policy. Add or amend the Revenue %, Agency, Branch, Department, and Profit Center.
  8. You can edit a Pr/Br Commission if necessary.
    Click the Edit button beside the list. The Pr/Br Commission pop-up window displays.
    
    Change the BPAY - Broker Payable or PPAY - Producer Payable in the Pr/Br dropdown menu if applicable.
    
    Amend the broker or producer Code if necessary.
    
    If applicable, toggle the Use commission agreement checkbox. If you select the checkbox and multiple valid commission agreements exist, choose a Commission Agreement from the dropdown menu.
    
    If you selected a Standard commission agreement, select the Override commission agreement percentage/amount checkbox to change the Type, Percentage, or Amount of commission. Changing these amounts does not change the commission agreement for any other policies.
    
    Select a Contract.
    
    Choose a commission Type:
    
    ! - Agency Net Commission
    
    $ - Flat Fee
    
    % - Percentage of Premium
    
    @ - Percentage of Commission
    
    Enter the Percent or Amount.
    
    Optionally edit the Production credit %.
    
    The Order # defaults but can be amended.
    
    The Share Revenue section is enabled if it applies to this policy. Add or amend the Revenue %, Agency, Branch, Department, and Profit Center.
  9. Add additional commission classes as necessary.
  10. To apply a particular Pr/Br Commission to all active multi-commission lines, click the Apply to All Multi-Commission Lines link label on the Pr/Br Commissions list.
- Multi-Carrier Schedule (available if multi-carrier schedules are active for the policy)
  If this is a participation or subscription policy (in which the policy’s primary carrier shares a large or complex risk with other carriers), use a multi-carrier schedule. The system creates a single receivable for a participation policy with multiple carrier and commission items.
  
  If you did not select the Multi-carrier schedule checkbox when you added the policy, use the Activate/Inactivate Multi-Carrier Schedule action to designate the policy as a multi-carrier participation policy.
  
  Use the Multi-Carrier Schedule tab in the Servicing/Billing section of policy detail to enter the policy’s multi-carrier split schedule.
  1. All active multi-carrier schedule splits for the policy display in the Multi-Carrier Schedule list. Click the Include Inactive link label to display inactive as well as active splits.
    
    Click the Add button in the Multi-Carrier Schedule list to add a new multi-carrier split to the list.
  2. You can enter the multi-carrier split per policy or per line. Select Policy for a monoline policy or Line for a package policy.
  3. If you are adding a multi-carrier split for a monoline policy, the Policy/Line defaults. If you are adding a split for a package policy, the first line of the package defaults. If necessary, select a different Line.
  4. The Issuing company, PPE Type, Premium Payable, and Contract default based on the policy/line, but you can change these selections if necessary. You cannot edit the Contract field for a Direct Bill policy/line.
  5. Enter the carrier’s Participation %. The total participation percentage for a monoline policy, or for an individual line type in a package policy, cannot exceed 100%.
  6. If known, enter the Policy Number.
  7. The agency commission defaults based on the policy/line, but you can change it if necessary. If the agency commission does not default, select the commission Type, then enter the Percent or Amount.
  8. The Pr/Br Commissions section displays any information entered on the Pr/Br Commissions tab of the Servicing/Billing > Line section. You can edit this information if necessary.
  To apply a particular Pr/Br Commission to all active multi-carrier schedule lines, click the Apply to All Lines link label on the Pr/Br Commissions list.
  
  You can do the following in the Pr/Br Commissions list:
  1. Click the Premium/Commission tab to view the premium/commission on the multi-carrier split. The estimated premium and commission display based on the participation percentage you entered.
  2. To add an additional split, click the Add button beside the Multi-Carrier Schedule list and repeat the previous steps.
  To modify an existing multi-carrier split, select it in the Multi-Carrier Schedule list and make changes in the fields below the list.
  
  To remove a multi-carrier split from the list, select it and click the Delete button . If the multi-carrier split is associated to a transaction, deleting the split inactivates it, rather than removing it from the list altogether.
  
  To print the list of multi-carrier splits, click the Print button beside the Multi-Carrier Schedules list. The Print window displays. Print the list as you would any other document.
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.

If this is an In-Process policy, you are prompted, "This policy's stage is 'In Process.' Have you completed policy editing?" Select the appropriate radio button:
- No, leave "In Process"
- Yes, perform action

If you select Yes, do one of the following:

Issue/Not Issue Policy
1. 1. Enter the Policy Number if it does not default in.
  2. The Effective and Expiry dates default in but can be changed if necessary.
  3. The following tabs are available in this window:
    - Line
      
      Choose the line in the list.
      
      Click the Issue, Not Issue, or Leave as submitted radio button.
      
      The Issuing company defaults but can be amended if necessary.
      
      Select the correct Premium Payable code:
      
      BR Broker (External)
      
      CA Carrier
      
      IN Broker (Internal)
      
      Choose a different Premium Payable account if necessary.
      
      Select the Payable Contract.
      
      Select a different Status in the dropdown menu if applicable.
    - Close Open Activities
      
      Activities associated with the selected policy/line must be closed before you can issue the policy.
      
      Click on the activity to be closed, and click the Closed radio button.
      
      Choose Successful or Unsuccessful in the Closed dropdown menu.
      
      If you close the activity unsuccessfully, choose a Reason from the dropdown menu.
      
      Optionally enter the Actual time (in Hours and Minutes) spent on this activity.
      
      Optionally enter the Actual cost of this activity.
      
      Optionally enter Notes.
      
      If you enter notes, select an Access level. Only users who have the chosen level of access will be able to see the notes.
    - Supplemental Screens
      
      A list of supplemental screens that are associated with the policy/line displays. To remove a supplemental screen, click to highlight the screen in the list and click the [Delete] button .
      
      To change the status of a supplemental screen, click to highlight the screen name, and select the Active or Inactive radio button:
Submit Application
1. 1. In the Agency section, choose Agency or Branch, and optionally select the Print licence # checkbox.
  2. Amend the agency's Phone, Fax and Email if necessary.
  3. The screen contains the following tabs:
    - Detail
      
      On the Detail tab, the Issuing company and Premium payable entity default.
      
      Select the ICO or PPE radio button to specify the entity to print on the application.
      
      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].
      
      Enter the appropriate Office if applicable.
      
      Make a Submit as selection.
      
      If applicable, enter an Effective date in the If Bound section or click the down arrow to select a date from the dropdown calendar.
      
      Enter an Expiry date.
      
      Enter a bound Time, and specify whether the coverage expires at 12:01 or Noon.
      
      Select the producer Code.
      
      If you want a signature to print on the application, select the appropriate Scanned signature from the dropdown menu.
    - Forms/Attachments
      
      The Forms/Attachments tab lists all of the additional forms and attachments included with the application. These items are distributed with the application when you submit the policy.
      
      Click a group in the upper list to view its associated forms and attachments.
      
      You can add attachments to the application if necessary.
      
      Click the Add button . In the pop-up window that displays, select the appropriate radio button.
      
      Email
      
      Click Continue.
      
      In the Attach Existing File window, click Browse.
      
      In the pop-up window that displays, click on the email that you would like to attach.
      
      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), deselect the checkbox.
      
      Click Finish.
      
      In the Attach to window, select the Delete original after attaching checkbox if you want to remove email from your mail program.
      
      The email subject defaults in the Description field. Change this if desired.
      
      Click Finish or press [Enter].
      
      Existing client document
      
      Click Continue.
      
      The available attachments for the client display in the list. Narrow the list of attachments if necessary.
      
      Use the filter above the list to specify the attachments that you want to see.
      
      These are the choices in the first dropdown menu:
      
      Attached By
      
      Attached Date
      
      Description
      
      Type
      
      The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.
      
      Equals: Enter the search criterion (e.g., the full description or folder name) in the field to the right, or select the correct date from the dropdown calendar (if applicable). Click Find.
      
      Contains: Enter at least one letter of the search criterion (e.g., part of the description or folder name) in the field to the right. Click Find.
      
      Within Range: Search between two different calendar dates of your choice. Click the down arrow to the right of each field to choose dates from the dropdown calendars. Click Find.
      
      Click on the desired document in the list.
      
      Click Finish.
      
      Existing file
      
      Click Continue.
      
      Enter the path to the file you would like to attach, or click Browse to locate it.
      
      The file name defaults into the Description field but can be changed if necessary.
      
      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.
      
      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.
      
      If you do not want to include a particular form or attachment with the submission, deselect the checkbox beside it.
      
      The Native Format column indicates whether the file will be sent in its original format or sent as a PDF file. To change this selection, click the Change Native Format link (if it is enabled). See DDO Email Configuration for more information on this feature.
      
      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.
      
      To change the order in which the items print, click an item in the lower list and click the up arrow or down arrow to change its position.
    - 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.
      
      In the Name field, select the name of the agency, branch, or department.
      
      To change the Address, click the lookup 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.
      
      Revise the Phone, Fax, and Email fields as necessary. You can click the email icon to open a new email message from this screen.
      
      In the Licence frame, select Print licence # if applicable. Specify whether the licence number for the Agency or Branch should be printed.
    - Distribution
      
      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]. These are the notification options:
      
      Notify if unsuccessful only
      
      Notify if successful or unsuccessful
      
      No notification
      
      To a contact, click the lookup button to the right of the Contact field and select the appropriate person in the pop-up window that displays.
      
      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 (separating multiple addresses 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 menu selections if 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.
      
      In the Delivery Options frame, choose to send the email Now or Schedule it to send 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.
      
      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.
Update Stage to Submitted
1. 1. A checkbox defaults selected beside each line of business for the selected policy. Deselect checkboxes for any lines of business whose status should not be updated to Submitted.
  2. Click Finish or press [Enter].

Prefills

If you click a section for which you defined a prefill, you can apply that prefill to the application. For example, if you have prefills that include standard coverages for a Business Auto policy, 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.

Expanding lists

There is a list at the top of many forms. To expand the list, click the bottom of the frame and drag the cursor down the screen.

Adding/Editing Data

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 . The fields on the form are activated, allowing you to 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 . The fields on the form are activated, allowing you to fill in the information.

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

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

Edit Policy Information

Click Servicing/Billing on the navigation panel. Policy defaults as selected.
The Policy Detail frame allows you to update basic policy information (Type, Description, Policy #, Source, and Turn off Policy download). If you do not want the policy data on this account to be overwritten by policy download, select the Turn off Policy download checkbox. The Turn off Policy download checkbox selection applies to all lines of a package policy.
The Policy Premium/Commission frame lets you enter premium and commission information. See Premium Fields: Definitions and Calculations for more information.

Click the Calculate link label to compute the line-level Estimated and Estimated monthly commission amounts.

The calculation is available for all commission agreement types, including premium-based, date-based, and risk-based agreements. To understand how the system calculates the estimated commission and view examples, click the How is this calculated? link label.

Add a Line of Business

Click the Add button to the left of the list.
The Add a Line of Business window displays. Select a policy Line and a Status. These fields are required.
The Issuing Location defaults from the line highlighted in the Lines of Business list if it is set up to do so in Policy Type Configuration or Field Default Configuration. Otherwise, it defaults blank. Update it if necessary. This field is required.

Note: When you add multiple lines, the Issuing Location defaults from the line that was selected when you clicked the Add button. Update it for each line if necessary.
Select the Agency or Direct radio button to indicate how the line of business will be billed.
Select the Tax option if the line is taxable. When transactions are entered on this line, government taxes and fees will be generated according to the setup defined in Government Tax/Fee Rate Configuration. The billing associate entering the transaction can review the tax/fee information and make any necessary changes before committing.

Note: You can set up the Tax option to default as selected for all lines of this type in Policy Type Configuration.
Select a Profit Center. This field is required.
The Issuing Company and Premium Payable information defaults in from the policy if the policy is not set up for multiple carriers. If the policy is set up for multiple carriers, you can select a different Issuing Company and/or different Premium Payable options.
The Payable Contract defaults but can be changed if necessary.
Select a Prefill if applicable.
In the Line ID field, enter an identifying number, such as a group ID number, if applicable.
Optionally enter the number of Risks insured and Total Eligible risks and a Description for each value.

Note: Risks insured and Total eligible values may differ. For example, only 20 tractor trailer risks might be insured out of a fleet of 30.
The Plan option name is an identifier that is used for benefits policies when you have multiple lines that are the same type of business such as “GMED – Group Medical”. This makes it easier to distinguish between them. If applicable, enter a name in the Plan option name field.
Select the Use commission agreement checkbox if you would like to choose a default commission agreement for this line of business.

If you select this checkbox, choose an Agreement from the dropdown menu.

Select the Override commission agreement percentage/amount checkbox to change the Type, Percentage, or Amount of commission. Changing these amounts does not change the commission agreement for any other policies.

Optionally select Flat Fee or Percentage of Premium in the Type dropdown menu.

If you select Percentage, enter the Percent.

If you select Flat Fee, enter the Amount.
Enter the Line Estimated Premium and Commission (if known), or click the Calculate link label to compute the line-level commission amount.

The calculation is available for all commission agreement types, including premium-based, date-based, and risk-based agreements. You can only calculate commission for a risk-based agreement on the policy’s Servicing/Billing > Line tab after adding the policy. To understand how the system calculates the estimated commission and to view examples, click the How is this calculated? link label.
Click Finish or press [Enter] to complete the workflow.

Click Add to complete this line of business and add another one for the same policy.

Click Cancel or press [Esc] to exit the workflow without saving the information. You are prompted, "Do you wish to discard changes?" Click Yes.
Fill in the information for the new line of business on the remaining tabs. You can also make further updates to the information on the Line tab. If you have added more than one line of business, highlight one line at a time and enter the information for each line.

Update the information in the Line Information and Line Commission frames as necessary.
Update the information in the Premium and Commission frames as necessary.
If desired, enter Annualized, Estimated, and/or Estimated monthly premium or commission values. To calculate the Estimated monthly premium for a Benefits line that uses a custom form with a Policy Information section, click the Calculate link label. Click this link for each line on the policy to total all of the monthly premiums calculated on the Plan/Rate Information > Rate Information tab and display them at the line level.

To compute the line-level Estimated and Estimated monthly commission amounts, click the Calculate link label.

The calculation is available for all commission agreement types, including premium-based, date-based, and risk-based agreements. You can only calculate commission for a risk-based agreement on the policy’s Servicing/Billing > Line tab after adding the policy. To understand how the system calculates the estimated commission and view examples, click the How is this calculated? link label.

If you are billing a package policy as a whole (rather than billing each line individually), click Calculate at the policy level to calculate the estimated premium and/or commission. This calculation provides a policy-level total and sums the estimated monthly amounts for all lines, which populate in the Estimated and Estimated Monthly fields, respectively.
If the line is for a Benefits or Life & Health plan and you would like to perform calculations for commissions weighted by premium, click the Weighted Commissions link label.

The Weighted Commissions window displays all of the client’s Benefits and Life & Health plans. To calculate weighted commission percentages and line estimated or line estimated monthly commission for a plan, select the plan and click the single down arrow button to move it to the Weighted Commission Calculation list.

Repeat this step to add additional plans to the Weighted Commission Calculation list, or click the down double arrow button to perform calculations for all available plans.

The system only applies calculations to plans that have an estimated premium amount and use the same commission information.

For detailed information on the estimated commission calculation, including examples, click the How is this calculated? link label.

To export the calculations to a Microsoft Excel file for analysis, click the Print button beside the list and select the Print to CSV file checkbox.
To replace the commission value on the Line tab with the calculated value from the Weighted Commission Per Line column for each plan selected in the Weighted Commissions Calculation list, click the Apply Calculations button.

Do one of the following to save your changes:
- Click Save on the options bar.
- Click File > Save on the menubar.
- Press [Ctrl] + S.

Remove a Line of business

To delete a line in the list, click the line and click the Delete button or press [Delete] on your keyboard.
You are prompted to confirm the deletion. Click Yes.

Contact Information

Some form sections (e.g., the Applicant section of the Personal or Commercial AP) 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 changes right from the form so you do not need to go back to the Contacts area to do so. Click the label to open the Update Contact Information screen.

Disabled Screens and Tabs

Some tabs are disabled (meaning they are grayed out and cannot be edited) because they are not associated with the selected line of business.

Some tabs are disabled (meaning they are grayed out and cannot be edited) until you add an item to the list on the top portion of the screen.

Some screens or tabs are disabled (meaning they are grayed out and cannot be edited) until you make a selection on a different screen or tab. For example, on the Coverages/Limits of Liability screen, none of the fields on any of the tabs are enabled until you choose a coverage code on the Other Optional Coverages/Endorsements tab.

Tips

Press [Alt]+[Shift] and the left arrow key to move from application detail to the selected line of business in the navigation panel. The selected item/application is outlined in orange.

Continue to press [Alt]+[Shift] and use the up and/or down arrow key to move to another policy or section or to view a different area for the selected account.

Continue to hold [Alt]+[Shift] and use the right or left arrow key to move the subsections under the primary section.